Officers' Duties |
| Sergeant at Arms Seventh ranking officer Standards outside of the club: � Attend District-sponsored Club officer training � Schedule meeting location � Maintain Club equipment and keep an adequate number of supplies � Attend Club Executive committee meetings � Arrange for a replacement and for assistance if necessary � Prepare successor for office Standards at a Club meeting are to: � Arrange the room at least 10 minutes before the meeting begins � Make sure the lectern is in place, evaluation forms and ballots are distributed, and the Club banner, awards, supply catalog, progress chart, and education material are displayed � Arrange place cards and make name badges available � Greet members and guests and arrange for guests to sit with members � Greet the Area Governor and other visiting officers and escort them to the Club President � Arrange for food service at meal meetings � Ensure the meeting starts on time � Collect ballots and tally votes for awards |
| Treasurer Sixth ranking officer Standards outside of the club: � Attend District-sponsored Club officer training � Prepare a budget to be approved by the Executive Committee and membership within one month of taking office � Provide the bank with a new signature card by July 1 � Prepare and send dues statements by August 15/February 15 � Collect and send dues to World Headquarters by October 1 and April 1 � Work with the Vice President Membership to contact members who have not paid dues � Submit new member applications and dues to World Headquarters within 48 hours after receipt � Pay bills as due � Keep records of all financial transactions � Present verbal and written financial reports quarterly (October 15, January 15, April 15, and July 15) � Submit Club accounts for audit � Attend Club Executive Committee meetings � Arrange for a replacement if unable to attend meeting � Prepare successor for office Standards at a Club meeting are to: � Receive completed new member applications and dues � Announce when dues are due and explain dues structure � Greet members and guests |
| Secretary Fifth ranking officer Standards outside of the club: � Attend District-sponsored Club officer training - does this sound familiar - also a distinguished club goal � Maintain accurate membership roster and give it to Treasurer to submit with dues � Mail Club officer list to World Headquarters within 10 days after elections � Handle general Club correspondence � Keep Club files, including the Club charter, Constitution and Bylaws, minutes, resolutions, and correspondence � Attend Club Executive Committee meetings � Arrange for a replacement if unable to attend meetings � Prepare successor for office Standards at a Club meeting are to: � Record and read meeting minutes � Greet members and guests |
| Vice President Public Relations Fourth ranking officer Standards outside of the club: � Attend District-sponsored Club officer training � Promote the Club to local media � Produce and distribute a Club newsletter at least monthly and/or maintain a Club Web site � Promote membership programs � Attend Club Executive Committee meetings � Attend other Toastmasters events � Arrange for a replacement if unable to attend a Club meeting � Prepare successor for office Standards at a Club meeting are to: � Announce upcoming events and programs � Ask for contributions to the newsletter � Greet members and guests |
| Vice President Membership Third ranking officer Standards outside of the club: � Attend District-sponsored Club officer training � Conduct ongoing membership building programs � Promote the membership goal of one new member per month and, if the Club has fewer than 20 members, achieving 20 members by year-end or sooner � Promote Club and Toastmasters International membership building programs and conduct a minimum of two formal Club membership programs annually � Follow up with guests, new members, and members not attending meetings � For all prospective members, explain the educational program, get their commitment to join, collect membership applications, bring the applications to the Club for voting and, if the members are accepted, collect dues and fees and give them to the Treasurer with the applications � Attend Club Executive Committee meetings � Attend and vote at Area Council meetings � Arrange for a replacement if unable to attend Club meeting � Prepare successor for office Standards at a Club meeting are to: � Greet guests and have each complete a guest card � Report on current membership, promote membership campaigns, and welcome new members � Work with the president and Vice President Education to ensure each new member is formally inducted at the first meeting after being voted in by the Club � Help guests wishing to join complete the Application for Membership � Speak with fellow members to determine if their needs are being met |
| Vice President Education Second ranking officer. Navigator. Responsible for planning successful Club meetings so that each member has the opportunity to achieve his or her educational goals. Presides at Club and Executive Committee meetings in the absence of the President Standards outside of the club: � Attend District-sponsored Club officer training � Plan Club meetings, completing schedules and assignments at least three weeks in advance and confirming each schedule five to seven days before the meeting � Promote participation in the education program � Get commitment from new members to achieve the CTM award within one year or less and schedule them to speak accordingly. Get commitment from CTMs to earn ATM-B awards within one year, and get commitment from ATM-B and ATM-S recipients to earn the next award within one year. Get commitment from members to earn the Competent Leader award. Track all members' progress toward these awards � Orient new members to the Toastmasters program within two meetings after they join � Assign every new member a mentor � Attend Club Executive Committee meetings � Attend District council meetings and vote the Club's proxy � Vote at Regional and International Business Meetings � Arrange for a replacement if unable to attend meeting; prepare successor for office Standards at a Club meeting are to: � Assign each new member to be a Table topic participant at the first meeting after joining, to a meeting role at the third meeting or earlier, and to give the Ice breaker manual project at the fourth meeting or sooner � Ensure a Club member conducts The Successful club Series programs "Evaluate to Motivate," "Moments of Truth," "Mentoring," and "Finding New Members for Your Club" at least once per year � Monitor Club performance quarterly in cooperation with the Club President � Initial speakers' Records of Assignments and ensure eligible members fill out their award applications |
| Immediate Past President � Provides guidance and serves as a resource to Club officers and members � Chairs the Nominating Committee � Assists in the preparation of the Club Success Plan � Promotes the Club's efforts to become a Distinguished Club |
| President First ranking officer. Pilot - goes where Navigator says Standards outside of the club: � Attend District-sponsored Club officer training � Ensure Club officers meet Club officer and Club meeting standards � Oversee plan to achieve Distinguished Club Program goals and ensure Club is a Distinguished Club � Encourage communication and leadership development by promoting CTM, ATM, CL, and AL awards � Ensure Club has an ongoing membership-building program � Attend and vote Club's proxy at District council meetings or authorize a Club member to do so � Attend Regional Conference and International Convention and vote Club's proxy or send proxy to District governor � Oversee administrative operation of Club in compliance with the Club Constitution and Bylaws � Maintain relationships with the District and with Toastmasters International � Schedule and chair monthly executive Committee meetings � Arrange for a replacement if unable to attend a Club or Executive Committee meeting � Search for leaders, ensure all club offices are filled for the succeeding term, and ensure timely elections are conducted � Prepare your successor for office Standards at a Club meeting are to: � Ensure meeting starts and ends on time � Make sure guests are warmly and enthusiastically welcomed and introduced � Allow time before and after the meeting to speak with guests � Read and/or display the Club Mission at every meeting � Discuss the Distinguished Club Program and the Club's progress and achievements in it � Recognize member achievements in Toastmasters and in their personal lives � Report on the "Moments of Truth" the club is achieving |