Club Officer Roles and Duties
All officers
are elected for either six months or one year, at the Club’s decision. Terms of office are from January 1st to June 30th and July
1st to December 31st for
clubs with six-month terms, or July 1st to June 30th for clubs with annual officer terms.
President
The President
presides at meetings of the Club, has general supervision of the operations of the Club. Serves as one of the Club’s
representatives on Area and District Councils.
Vice
President Education
Second
ranking officer of Club. Plans and directs club programs which meet the educational needs of the Club members. Plans and publishes
regular schedules of meeting assignments. Keeps track of member's progress towards goals. Serves as one of the Club’s
representatives on Area and District Councils.
Vice
President Membership
Third
ranking officer. Plans and directs programs to retain and increase club membership. Serves as one of the Club’s representatives
on Area and District Councils.
Vice
President Public Relations
Fourth
ranking officer. Develops and directs programs that inform individual members and the general public about Toastmasters International
and about Club activities.
Secretary/Treasurer
(can be one or two positions)
The Secretary
is responsible for Club records and correspondence. Maintains the club roster. Has custody of the Club’s charter, Constitution,
Bylaws, and all other records and documents of the club. Keeps an accurate record of the meetings and activities of the Club.
The Treasurer
is responsible for Club financial policies, procedures and controls. Collects dues and pays dues to Toastmasters International,
and maintains records. Makes financial reports to the Club at least quarterly. Receives and disburses, with approval of the
Club, all Club funds.
Sergeant
at Arms
Prepares
meeting room for meeting. Maintains Club property, including banner, nametags, and supplies. Greets visitors. Chairs Social
and Reception Committees.
Immediate
Past President
The Immediate
Past President supports the club officers. The primary responsibilities of this role involve serving as a resource for new
officers and ensuring continuity with past terms.
Officer
Duties
Each of
the officers in a Toastmasters club has duties to fulfill in support of the members of the club. Toastmasters clubs have multiple
officers both to spread the load and to expand the leadership opportunities at the club level.
Filling
an officer role does not mean that you do the job alone; it means you are responsible to see that the job gets done.
Attend
your training so you get the support you need to better serve your club.
Collectively,
the club's officers are its Executive team. The seven officers rank as follows, with the highest-ranking officer at a meeting
the presiding officer:
- President
- Vice President - Education
- Vice President - Membership
- Vice President - Public Relations
- Secretary
- Treasurer
- Sergeant At Arms
- Immediate Past President
There
are some responsibilities that are expected of all club officers.
- Attend District Officer Training once for each 6 month term
- Participate in Club Success Plan
- Attend club executive officer meetings
- Attend club meetings regularly
All
club officers should be aware of important dates and deadlines.
- July - club prepares, approves annual club budget (as appropriate)
- July - officers complete annual "Club Success Plan"; can share with club members
- August - should conduct club speech contests (Humorous Speech, Table Topics)
- Month of September - collect dues from all club members
- By October 1 - club Semiannual Membership Report due to World Headquarters
- September - Area holds contests
- October- Division holds contests
- November - District holds contests
- Month of December - clubs with 6 month officer terms hold club officer elections
- By December 31 - club officer reports due to World Headquarters (ALL CLUBS)
- January - officers review, update annual "Club Success Plan"; can share with members
- February (International Speech, Evaluations) - should conduct club speech con tests
- speech contestants must have given minimum of 6 speeches
- members of newly charter clubs (after July 1) excepted from 6 speech rule
- March - Area holds contests
- Month of March - collect dues from all club members
- April 1 - club Semiannual Membership Report due to World Headquarters
- April - Division holds contests
- May - District holds contests
- Month of June - hold club officer elections (ALL CLUBS)
- June 30 - club officer reports due to World Headquarters (ALL CLUBS)
President
The President
is the chief executive officer for the club. The role involves general supervision and operation of the club. This office
ranks first among the seven.
The President
presides at Club meetings, and directs the club in meeting the members' needs for educational growth and leadership. In cooperation
with the rest of the officers, the President establishes long-term and short-term goals for the club. The President serves
as one of the Club’s representatives on Area and District Councils.
Some specific
duties of the President are:
- Presides over club meetings
- Guides club in carrying out its mission and insures that all club activities are in accordance with Toastmasters
International guidelines
- Plans and leads Distinguished Club Program/Club Success Plan meeting(s) and issues report
- Assures that the Semiannual Membership Report is complete and issued on time
- Represents Club at Area/District meetings
- Plans agenda and presides over club executive committee meetings
Important
Dates and Deadlines for the President are:
- Every meeting - call meetings to order; conduct business meetings
- Monthly - ensure VP-E issues club assignments; ensure all officers completing duties
- As appropriate - contact visitors, long-absent members
- July - officers complete annual "Club Success Plan"; can share with club
- August - arrange for club to conduct semiannual speech contest
- September - assist in Area Contest
- Month of September - ensure dues collected from all club members
- October 1 - submit Semiannual Membership Report to World Headquarters
- October - assist in Division Contest
- November - assist in District Contest
- November - form club officer nomination committee
- Month of December - hold club officer elections (clubs with 6 month terms)
- December 31 - club officer reports due to World Headquarters (ALL CLUBS)
- January - arrange Officers meeting to review, update annual "Club Success Plan"; can share with club members
- February - ensure that club will conduct semiannual speech contest (Evaluations; International Speech)
- March - assist in Area Contest
- Month of March - ensure that dues collected from all club members
- April 1 - submit Semiannual Membership Report to World Headquarters
- April - assist in Division Contest
- May - assist in District Contest
- June 30 - club officer reports due to World Headquarters (ALL CLUBS)
Vice
President Education
The VP
Education handles the educational program within the club. The role involves ensuring that all members continue their progress
towards their chosen educational goals. This office ranks second among the seven.
The VPE
plans, organizes, and implements the meetings to fit the chosen speeches, educational modules, and related events to the members'
needs. When members complete a speech or a major achievement, it is the VPE who initials the manuals or contacts Toastmasters
to ensure proper recognition. New members will receive orientation and be assigned a mentor by the VPE. The VPE serves as
one of the Club’s representatives on Area and District Councils.
Some specific
duties of the Vice-President - Education are:
- Plans and issues monthly calendar
- Presents monthly schedule at Executive meeting and publishes monthly schedule
- Keeps individual member records
- Keeps a binder with member achievement forms for each member
- Tracks Member Educational Goals
- Solicits personal achievement goals from each member
- Administers speech contests
- Presides in the absence of the President
Important
Dates and Deadlines for the Vice-President - Education are:
- Each meeting - initial manuals of members completing manual speeches
- As appropriate, complete and submit member application forms for CTM, ATM, etc.
- On-going - talk with members on their education goals
- Monthly - plan and issue monthly meetings calendar with member assignments
- Monthly - update records of individual member accomplishments
- July - participate in meeting to complete annual "Club Success Plan"
- August - conduct semiannual speech contest (Humorous Speech, Table Topics)
- September - coordinate club contest winners participation in Area contest
- January - participate in meeting to update annual "Club Success Plan"
- February - conduct club semiannual speech contest (International Speech, Evaluations)
- International Speech Contestants must have completed at least 6 speeches (Members of newly charter clubs (after
July 1) exempted from 6 speech rule).
- March - coordinate club contest winners participation in Area contest
Vice
President Membership
The VP
Membership handles sustaining and boosting the number of club members. The role involves marketing and some administration.
This office ranks third among the seven.
The VPM
plans, organizes, and implements a continuous marketing effort to ensure that club membership remains above charter strength
(20 members). This is done both by retaining current member, with the VPE, and by gathering new members, with the VPPR. The
VPM is responsible for the semi-annual membership reports that go to Toastmasters, and for keeping the membership roster and
attendance records. Serves as one of the Club’s representatives on Area and District Councils.
Some specific
duties of the Vice-President - Membership are:
- Develops program(s) for recruiting new members
- Assimilates new members.
- Greets all guests and encourages them to join; completes all Applications for Membership; forwards application
and dues to Toastmasters International; and presents new members to club.
Important
Dates and Deadlines for the Vice-President - Membership are:
- As appropriate - implement membership recruitment programs, contests
- As appropriate - encourage visitors to complete membership application form
- When received - submit application form and dues to World Headquarters
- July - participate in meeting to complete annual "Club Success Plan"
- December - assist President in completing semiannual membership report
- January - participate in meeting to update annual "Club Success Plan"
- June - assist President in completing semiannual membership report
Vice
President Public Relations
The VP
Public Relations handles maintaining and building the club's image. The role involves internal and external communications.
This office ranks fourth among the seven.
The VPPR
plans, organizes, and implements programs to maintain the positive image of the club and Toastmasters for all guests, members,
and the general public. Common activities overseen include press releases, publicity campaigns, website maintenance, media
re presentation, and club newsletters.
Some specific
duties of the Vice President - Public Relations are:
- Plans and prepares publicity materials Produces a Club Newsletter
Important
Dates and Deadlines for the Vice President - Public Relations are:
- As appropriate - assist VPM in promoting membership recruitment programs, contests
- As appropriate - issue press releases, publicity campaigns
- As scheduled - publish and distribute club newsletter
- July - issue press release announcing club officers to media
- July - participate in meeting to complete annual "Club Success Plan"; help publicize to members
- July/August - promote member participation in club contest
- August - issue press release announcing club contest winners to media
- November/December - publicize officer elections to club members
- January - participate in meeting to update annual "Club Success Plan"; help publicize to members
- January - issue press release announcing club officers to media
- February - promote member participation in club contest
- March - issue press release announcing club contest winners to media
- May/June - publicize officer elections to club members
Secretary/Treasurer
(can be one or two positions)
The Secretary
is responsible for Club records and correspondence. The role involves all administrative details between the club and Toastmasters,
and keeping the club's documents available and up-to-date. This office ranks fifth among the seven.
The Secretary
cares for the club's records, including by-laws and constitution. Updated membership records, new member applications, supply
orders, officers' lists, and past club records fall to the Secretary for execution. The Secretary also records and reads the
meeting minutes, for meetings of the club and of the Executive team.
The Treasurer
is responsible for Club financial policies, procedures and controls. The role involves the club's finances, including dues
collection and materials purchasing. This office ranks sixth among the seven. Collects dues and pays dues to Toastmasters
International, and maintains records. All club accounts come through this office. Dues notices and collection falls to the
Treasurer. Makes financial reports to the Club at least quarterly. Receives and disburses, with approval of the Club, all
Club funds.
Some specific
duties of the Secretary and Treasurer are:
- Maintains an accurate membership roster
- Records meeting minutes
- Prepares and mails orders for Toastmasters supplies
- Prepares the Semiannual Membership Report, collects dues submits to World Headquarters (with President)
- Issues checks to World Headquarters for semiannual membership dues/New Member Fees
- Keeps complete and accurate records of all financial transactions
- Prepares a monthly financial report
Important
Dates and Deadlines for the Secretary and Treasurer are:
- As appropriate - issue check to World Headquarters for new member dues and fees
- As appropriate - issues check to World Headquarters, vendors or members for supplies
- As appropriate - update and publish club membership roster
- As appropriate - prepare and publish minutes of executive officer meetings
- Monthly - prepare financial report and present report to officers, members
- July - prepare and submit annual club budget to executive officers, President
- July - participate in meeting to complete annual "Club Success Plan"
- Month of September- collect dues from all club members; assist President in completing club Semiannual Membership
Report
- By September 30 - issue check to World Headquarters for semiannual membership dues; club Semiannual Membership
Report due to World Headquarters October 1st
- August/September - issue checks for supplies, trophies for club speech contests
- January - participate in meeting to update annual "Club Success Plan"
- February/March - issue checks for supplies, trophies for club speech contests
- Month of March - collect dues from all club members; assist President in completing club Semiannual Membership
Report
- By March 31 - issue check to World Headquarters for semiannual membership dues; club Semiannual Membership Report
due to World Headquarters April 1st
Sergeant
at Arms
The Sergeant
at Arms handles meeting facilities and decorum. The role involves all those tasks expected of the host of the meeting. This
office ranks seventh among the seven.
The SAA
arranges setup for all meetings, sets out and cares for the club's materials and supplies, Club property, including banner,
nametags, and supplies, and greets members and especially guests. Chairs Social and Reception Committees.
Some specific
duties of the Sergeant at Arms are:
- Arranges room and equipment for each meeting
- Greets all guests and members
- Collects ballots and tallies votes for awards
- Maintains all Club equipment and materials
Important
Dates and Deadlines for the Sergeant at Arms are:
- Each meeting - set up room before meeting
- Each meeting - greet guests and members; have guests use name tags, sign guest book
- As necessary - arrange for meeting room location
- January - participate in meeting to update annual "Club Success Plan"
- February/March - arrange for room location for club contest
- July - participate in meeting to complete annual "Club Success Plan"
- July/August - arrange for room location for club contest
Immediate
Past President
The Immediate
Past President provides guidance and serves as a resource to Club officers and members. The Immediate Past President chairs
the Nominating Committee, assists in the preparation of the Club Success Plan, promotes the Club's Success Plan, and promotes
the Club's efforts to become a Distinguished Club.
Some specific duties of the Immediate Past President
- Provide guidance to the new president (remember: they are the president now, not you)
- Act
as advisor to club officers
- Carry out special assignments as needed
- Attend
other Toastmaster events and encourage others to attend also
- Head nomination committee for officer
elections in May and November and conduct elections in December and June.