Club Officer Area

Club Officer Resources

Club Officer Guide

PresidentVP EducationVP MembershipVP Public RelationsTreasurerSecretarySergeant-At-Arms
Planning & Leading:

Executive Report:

  • Review club’s progress towards DCP.
  • Issues?
  • Upcoming activities/events?
Training & Resources:

Committee/Assistant Suggestions:

  • Club Business Meetings
Education Goals:

Executive Report:

  • Members education goals on track? (Relate to DCP)
  • Mentorship program status.
Training & Resources

Committee/Assistant Suggestions:

  • Contest Planning
  • Meeting Program
  • Mentorship
  • Member Goals/Progress
  • Designation Recognition
Guests:

Executive Report:

  • New member count.
  • New member induction status.
  • Existing member retention.
Training & Resources:

Committee/Assistant Suggestions:

  • Guest Handling/Greeter
  • Induction & Recognition
  • Past Member & Guest Outreach
Online Presence:

  • Links to all club websites/social media platforms.

Executive Report:

  • Upcoming events, and where they’ve been advertised.
  • Expenses for advertising.
  • Results of PR campaigns.
  • New Guest Count
  • “How Did They Hear About Us”
Training & Resources:

Committee/Assistant Suggestions:

  • Print & Media Release
  • Online Presence/Webmaster
  • Newsletter/Blog
Budget & Finance:

Executive Report:

  • Account balances.
  • News on upcoming expenses or deposits.
  • New & renewal due status.
Training & Resources:

Committee/Assistant Suggestions:

  • Budget Keeper
  • Dues Collector
Administrative:

  • Notes & filing reference sheet from Club Leader Handbook.

Executive Report:

  • Club Officer Lists Submitted
  • Meeting Minutes/Records In Order
Training & Resources:

Committee/Assistant Suggestions:

  • Minute Taker
Club Property & Location:

  • List of pre-meeting responsibilities.

Executive Report:

  • Club Supplies
  • Rented/Returned Equipment
  • Meeting Setup Logistics
  • Room Renewal

Training & Resources:

Committee/Assistant Suggestions:

  • Room Set-Up Team
  • Inventory Specialist

Important Dates

June (Before-Term)JulyAugustSeptemberOctoberNovemberDecemberJanuaryFebruaryMarchAprilMay

Deadlines

Jun 1: First round of club officer training starts.

Jun 30: Club officer list must be submitted to World HQ.

Jun 30: Education award & membership applications must be submitted to World HQ.

Jun 30: Beat the Clock membership-building program ends.

Tasks

All:

  • Meet with outgoing executive for smooth transfer.
  • Attend first round of club officer training.
  • Complete a Club Success Plan.
  • Purchase supplies from the Toastmasters store.
  • Create a club budget.

President:

  • Ask members to serve on committees.

VP Membership:

  • Promote the Beat the Clock membership-building program.

Treasurer:

  • Provide the bank with a bank signatory card.

Deadlines

Jul 1: Toastmasters year starts.

Jul 1: Distinguished Club Program starts.

Tasks

All:

  • Attend first round of club officer training.

VP Education:

  • Determine education goals of each member.
  • Ask members to complete a member interest survey.
  • Promote the Smedley Award membership-building program.
  • Plan upcoming speech contests.

VP Public Relations:

  • Create a media list and publicity kit.
  • Publicize upcoming speech contests.

Treasurer:

  • Finalize club budget with approval from the executive.

Deadlines

Aug 1: Smedley Award membership-building program starts.

Aug 31: First round of club officer training ends.

Tasks

All:

  • Attend first round of club officer training (last chance).

VP Education:

  • Plan how to help each member meet their goals.
  • Plan upcoming speech contests.

VP Membership:

  • Review results of the member interest survey.
  • Promote the Smedley Award membership-building program.

VP PR:

  • Send publicity kits to local media and invite them to attend a meeting.
  • Publicize upcoming speech contests.

Treasurer:

  • Send membership renewal dues statements out.

Deadlines

Sep 30: Smedley Award membership-building program ends.

Tasks

VP Education:

  • Plan upcoming speech contests.

VP Membership:

  • Promote the Smedley Award membership-building program.

VP Public Relations:

  • Publicize upcoming district conference.
  • Publicize upcoming speech contests.

Treasurer:

  • Collect and submit renewal dues.

Deadlines

Oct 1: Membership renewal fees are due for DCP credit.

Tasks

All:

  • Oct/Nov district conference.

VP Education:

  • Plan upcoming speech contests.

VP Membership:

  • Report the results of the Smedley Award membership-building program.

VP Public Relations:

  • Publicize the upcoming district conference.
  • Publicize the upcoming speech contests.

Deadlines

N/A.

Tasks

All:

  • Oct/Nov district conference.

VP Education:

  • Plan upcoming speech contests.

VP Public Relations:

  • Publicize upcoming speech contests.
Clubs With Semiannual Terms

All:

  • Club officer elections to be held at first November meeting.

Treasurer:

  • Prepare club accounts for audit.

Secretary:

  • Prepare files for transfer to incoming officers.

Deadlines

Dec 1: Second round of club officer training starts.

Clubs With Semiannual Terms

Dec 31: Club officer list to World HQ.

Tasks

All:

  • Attend second round of club officer training.
Clubs With Semiannual Terms

All:

  • Meet with outgoing executive for smooth transfer.
  • Complete Club Success Plan.
  • Purchase supplies from toastmasters store.
  • Create a club budget.

President:

  • Ask members to serve on committees.

Treasurer:

  • Provide the bank with a bank signatory card.

Deadlines

N/A.

Tasks

All:

  • Attend second round of club officer training.

VP Education:

Plan upcoming speech contests.

VP Public Relations:

  • Plan and publicize upcoming speech contests.

Deadlines

Feb 1: Talk Up Toastmasters! membership-building program starts.

Feb 28/29: Second round of club officer training ends.

Tasks

All:

  • Attend second round of club officer training (last chance).

VP Education:

  • Plan and publicize upcoming speech contests.

VP Membership:

  • Promote the Talk up Toastmasters! membership-building program.

VP Public Relations:

  • Plan and publicize upcoming speech contests.

Treasurer:

  • Send membership renewal dues statements to members.

Deadlines

Mar 31: Talk Up Toastmasters! membership-building program ends.

Tasks

VP Education:

  • Plan upcoming speech contests.

VP Membership:

  • Promote the Talk up Toastmasters! membership-building program.

VP Public Relations:

  • Publicize the upcoming district conference.
  • Publicize upcoming speech contests.

Treasurer:

  • Collect and submit membership renewal dues.

Deadlines

Apr 1: Membership renewal fees are due for DCP credit.

Tasks

All:

  • Apr/May district conference.

VP Education:

  • Plan upcoming speech contests.

VP Membership:

  • Report the results of the Talk Up Toastmasters! membership-building program.

VP Public Relations:

  • Publicize upcoming speech contests.

Deadlines

May 1: Beat the Clock membership-building program starts.

Tasks

All:

  • Apr/May district conference.
  • Club officer elections to be held at first May meeting.

VP Education:

  • Plan upcoming speech contests.

VP Membership:

  • Promote the Beat the Clock membership-building program.

VP Public Relations:

  • Publicize upcoming speech contests.

Treasurer:

  • Prepare accounts for audit.

Secretary:

  • Prepare files for smooth transfer to incoming executive.