The following section summarises club officers duties. For more information please refer to:
- Club Leadership Handbook
- Toastmasters Club Constitution For Member Clubs of Toastmasters International
Serving As A Club Officer
A club officer plays a very important role within Toastmasters International. The success of a club and its members depend on how well you and your fellow club officers execute your responsibilities.
The executive committee of a Toastmasters club consists of all eight club officers :
- Club President,
- Club Vice President Education,
- Club Vice President Membership,
- Club Vice President Public Relations,
- Club Secretary,
- Club Treasurer,
- Club Sergeant at Arms
- Club Immediate Past President.
The club president serves as the executive committee chair. The immediate past club president provides advice and guidance as requested by the club president.
Running A Club Is A Team Effort
Working as a team, the executive committee must manage all business and administrative affairs of the club. By collectively providing leadership and support, Club officers can foster a positive environment that’s conducive to members’ personal and professional growth, allowing them to achieve their Toastmasters education program goals.
- The business capability of your club to attract guests, please members and entice visiting Toastmasters to support your club or attend club meetings will squarely rest of the shoulders of the club officers.
- The basic administration of your club will involve a number of tasks — from completing membership forms, collecting dues or meeting deadlines to build your club’s membership as well as communicating with Toastmasters International — that need to be completed in a timely manner.
Introducing The Club Officers
Read about each club officer role below. On Toastmasters International website, you can also view tutorials which provide the specific responsibilities of and expectations for each club officer.
You are the Chief Executive Officer and will be expected to preside over all club meetings and at all regular or special meetings of your Executive Committee.
- As the person who sets the tone for the club, you are expected to provide helpful, supportive leadership for all of the club’s activities.
- You motivate, make peace, and facilitate as required.
- Though you must occasionally step in and make a difficult decision, rarely do so without consulting club members and other club officers.
- Strive to show respect for all members, even when you do not agree with them, and provide leadership for all.
- Stay current on all new developments via the Leader Letter and the announcements published on the Toastmasters website.
Club Vice President Education
You are an important source of Toastmasters knowledge for club members, and it is your job to become familiar with all aspects of the Toastmasters education program. As vice president education, your responsibilities are:
- To schedule members’ speeches and projects and serve as a resource for questions about education awards, speech contests, and the mentor program.
- To plan successful club meetings so that each member has the opportunity to achieve his or her educational goals.
- To update members’ progress and assist with Education Awards.
- To plan and organise communication, leadership, speechcraft and other educational workshops
Club Vice President Membership
You promote the club and manage the process of bringing in guests and transforming them into members. As Club Vice President Membership, your responsibilities are:
- To promote club membership retention and maintain membership strength above Charter Membership level of 20 members.
- To plan and conduct Membership Building program with a minimum intake of at least 8 new members each term.
- To attentively monitor membership levels and strategize with the rest of the executive committee about how to overcome membership challenges when they occur.
- To initiate contact with guests, make them feel welcome, and provide them with the information they need to join so to help maintain a constant influx of new people into your club.
Club Vice President Public Relations
As vice president public relations, you will find yourself creating and distributing newsworthy content, and maintaining the club’s presence at various key places on the Web and in the community. As Club Vice President Public Relations, your responsibilities are:
- To develop and implement a publicity program that informs both individual members and the general public about the benefits of Toastmasters International membership
- To promote and publicize club meetings and events via social media platforms
- To safeguard the Toastmasters Brand, Trademarks and Copyrights by ensuring all materials used or created by your club comply with Toastmasters International guidelines.
- To stay current on all new developments via The Leader Letter, Toastmaster magazine and the announcements published on the Toastmasters website and social media sites.
As the secretary, you maintain all club records, manage club files, handle club correspondence. As Club Secretary, your responsibilities are:
- To take minutes at each club meeting & executive committee meeting
- To keep and update all club records and correspondence.
- To be an effective custodian of the Club Constitution, Bylaws and all other official club documents.
- To report & submit newly elected club officers list to Worldwide Headquarters in a timely manner.
You are the club’s accountant. You manage the club’s bank account, depositing dues and other club revenues whilst processing expenses approved by the club’s executive committee. As Club Treasurer, your responsibilities are:
- To see to the development and execution of financial controls, procedures and audits.
- To receive and disburse funds in payment of all obligations.
- To notify members of dues payable and ensure timely collection of dues.
- To submit membership-renewal dues to World HQ in a timely manner.
- To manage the club bank account and reconcile deposits, expenditures and cash on hand each month
- To develop and recommend a budget to the executive committee.
Club Sergeant at Arms
You arrive early to prepare the meeting place for members. As Club Sergeant At Arms, your responsibilities are:
- To serve as the Master Host & make physical arrangements for chapter meetings
- To ensure that members and guests are comfortable and made to feel welcome during club meetings.
- To keep track of club physical property such as the banner, lectern, timing device as well as keep track of essential club supplies.
Immediate Past President
The immediate past club president provides advice and counsel as requested by the club president.