Assures that all officers are handling their duties for each meeting and for the club future. Opens and closes each meeting. Set a positive tone for every meeting. Introduce guest at the beginning of the meeting. Coordinate with the district officers on items related to the club. Guide the Club officers in setting and tracing Distinguished Club Program Goals.
Transferable Skills: Team building/Leading, Conflict Resolution, Project management, Meeting Facilitation
Vice President Education
Schedule all meeting roles. Plan any special meetings. Track individual member communication and leadership progress. Oversee the Club Mentor Program. Orient new members. Handle all of the President’s duties when necessary.
Transferable Skills: Scheduling, Negotiations, Strategic Planning, Time Management, Event/Meeting Planning
Vice President Membership
Greet all guests at the meeting. Talk to guests about the benefits of Toastmasters. Talk to them about the meeting structure and introduce them to the presiding officer. Follow up with guests and assist new members in completing the Membership Application.
Transferable Skills: Personnel Development, Customer service, Public Relations, Planning, Marketing and Sales
Maintain a roster of current club members. Handle all club correspondence with Toastmasters International. Inputs the Club Officers list or any changes on-line to Toastmasters International. Take the minutes of each meeting and distribute them to the club members. Take and distribute the minutes of the Executive Officers meeting. Remind the presiding officer of any pending club business.
Transferable Skills: Report Writing, Research, Document Control and Event Coordination
Collect club dues and new member fees and pay them to Toastmasters International immediately. Prepare and monitor a club yearly budget. Arrange for a yearly audit. File yearly E-postcard (Form 990-N) with the IRS.
Provide a monthly Treasurer’s report to the Executive officers board. Order supplies as required.
Transferable Skills: Budget Preparation, Revenue Tracking, Money Management, Purchasing and Consulting
Sergeant at Arms
Arrange meeting room reservations, assure that the room is available for the upcoming meeting. Assure that club supplies are present at all club meetings. Set up the meeting room prior to each meeting. Notify Treasurer when any club supplies need to be ordered. Greet guests. Open each meeting, introduce the presiding officer.
Transferable Skills: Interpersonal/Communication Skills, Customer Service, and Event Planning
Officer Election Information
An important part of Toastmasters training is learning about leadership. And the best way to become skilled at leadership is to experience it. Choosing leaders or choosing to be a leader begins here…at nomination and at the ballot.
Club Elections: Semiannual
In May, all clubs must elect annual officers serving from July 1 of the current year, through June 30 of the following year, or semiannual officers serving from July 1 of the current year, through December 31 of the current year.
- Before March 31: Appoint a nominating committee. The committee should be chaired by the immediate past president or most recent past president available.
- Last meeting in April: Nominating committee reports to the club.
- First meeting in May: The nominating committee report is presented to the club. If the nominating committee has no report at the last meeting in April, postpone the election until one week after the meeting at which the report is given.
- Call for nominations from the floor. Nominations and elections begin with the president and proceed in descending order. Remember: A quorum (51 percent of active members) is needed to conduct business (including electing officers). Proxies or absentee ballots are not allowed at the club level. Members must be active and present to vote.
- Announce the results.
- Before September 30: Appoint a nominating committee (see Club Bylaws). The committee is to be run by the immediate past president or the most recent past president available.
- Last Meeting in October: The nominating committee reports to the club.
- First Meeting in November: Call for the nominating committee Report. (If the nominating committee does not have a report at the last meeting in October, postpone the election until one week after the meeting at which the report is given.)
- Call for nominations from the floor: Nominations begin with the last president and proceed in descending order. Remember, a quorum is 51 percent of active members.
- Announce the results.