Officer Roles

President
RoleDistinguished Club Program (DCP)Executive Meetings
As per the Club Leadership Handbook.

  • Preside over meetings.
  • Earn Distinguished Club Recognition.
  • Lead and guide.
  • The DCP is a set of 10 goals that all clubs should strive to meet, as they are an indicator of club health and success.
  • Work with your fellow VPs to ensure the club meets as many goals as it can – this will happen naturally if your members are active (giving speeches, getting designations).
  • Discuss the DCP at executive meetings and present it to the members so they know what it is and how their participation affects it.

  • You will provide an agenda and lead meetings of the club’s executive.
  • Executive meetings should occur at least once a month.
  • Make sure the meetings stay on track and that all points to be addressed are covered.

Vice President Education

RoleScheduling ToolsRecognizing AchievementSpeech ContestsMentor Program
As per the Club Leadership Handbook.

  • Coordinator the club meeting schedule (roles filled, distributed to members).
  • Assist with education awards (explanation & recognition).
  • Plan speech contests (refer to rulebook).
  • Manage the mentor program (assign mentors).

  • Easy-Speak is a website designed to help manage club meeting scheduling. However, it can be done on a manual sheet.
  • Ensure members are assigned roles appropriate to their experience.
  • Try to have educationals as often as possible; they are a great way to inform your club, especially if you have lots of new members. Leave room every couple weeks for a business meeting or executive meeting.

  • There are all kinds of pins and ribbons available for member achievement (CC or CL completion, etc.). Make sure members are inducted and when they achieve designations they are publicly rewarded.
  • It’s hard to earn designations when you don’t know what they are! Educate members on available designations and awards and how to achieve them.
  • Submit award applications to headquarters as soon as possible for rapid recognition.

  • There are several types of speech contests in Toastmasters (International Speech & Evaluation, Tabletopics, Humorous, and Tall Tales). Read the rule book to familiarize yourself with the process.
  • Make sure the club’s contests are completed in time (they should be over at least 2 weeks before the contest for the next level – eg. club contest should be done in time for the area contest).
  • Enlist helpers and participants, get the paperwork in order, and have fun!

  • It’s very important for new members to receive a mentor. Mentors help orientate new members and encourage them to participate in the program.
  • Ensure all new members are paired with a mentor.
  • Give mentors their credit when they’re completed – it counts towards a CL!

Vice President Membership

RoleMembership-BuildingFollow-Up
As per the Club Leadership Handbook.

  • Recruit new members (1 member a month goal).
  • Conduct membership-building programs (encourage membership programs).
  • Assist guests (contact & invite, give guest packets, encourage visits).
  • Process membership applications (paperwork, collect dues, track participation).

  • Organize and promote the club’s participation in the Smedley Award, Talk Up Toastmasters and Beat the Clock programs. (toastmasters.org/membershipprograms)
  • Educate the club on why it’s important to have new members and what we can all do to capture new ones.
  • Greet guests and provide guest packets – answer any questions about the club.
  • It’s a good idea to meet with guests and invite them to join or revisit.
  • Keep a list of new members and ensure they are inducted at the next business meeting.
  • Contact former guests who have not joined and encourage them to come to the next meeting.
  • If participation is dropping off, contact new or existing members to see what is going on – members that leave or stop coming are indicators the club may not be meeting their needs.

Vice President Public Relations

RolePublicityClub Website
As per the Club Leadership Handbook.

  • Publicize the club (internally and externally). Social Media is a good place to start.
  • Keep the club website current (contact info, upcoming events, recognition, etc.)
  • Safeguard the Toastmasters brand, trademarks and copyrights.

  • Manage campaigns. Traditional methods include handing out promotional materials at workplaces and schools, newspapers, magazines, newsletters, etc.
  • LinkedIn: share news and info, speaking and leadership tips.
  • Facebook: publicize what’s happening, pictures, videos, and tag members.
  • Twitter: share tips, announcements, and achievements. Post links to the site or articles.
  • YouTube: post best speeches or testimonials. See other clubs’ content!
  • Meetup: Great to connect with potential members in populated areas.

  • Contact information and meeting date/time/location should all be up to date. This includes club website, Toastmasters club listing, and any other publicized areas.
  • If applicable, share upcoming events, membership program results, contest announcements, etc.
  • Recognize achievement on the site (ed awards, contest winners, DCP progress).
  • Make sure the online presence matches the Toastmasters brand for consistency.

Secretary

RoleTaking MinutesMaintaining Files
As per the Club Leadership Handbook.

  • Take notes (meeting minutes).
  • Maintain files (regulation, minutes, applications, DPC reports, financial statements, etc.)
  • Report new officers (update club officer list online).

  • Include the club name, date and location, type of meeting.
  • Take attendance and record the presiding officer.
  • Indicate corrections to and approval of previous meeting’s minutes.
  • All motions (who moved, who seconded), and whether passed or defeated.
  • If needed, document reports or points of debates/discussions.

  • Certain documents must be on file for certain amounts of time. See the Club Leadership Handbook for specifics.
  • Club officer lists can be managed online. See toastmasters.org > login to your profile > club central.

Treasurer

RoleClub Budget & AccountsMembership DuesAudits
As per the Club Leadership Handbook.

  • Oversee accounts (create and report on budget, manage account/deposits).
  • Collect membership dues (send in to headquarters, due Oct 1 and Apr 1 every year).
  • Pay bills (material/equipment purchases, TMI bills, recurring bills, keep records).

  • Work with the other officers at the beginning of the Toastmasters year to determine what they will need to fulfill their roles (campaign budget? contest material/snack budget?)
  • Reconcile deposits and expenditures.
  • Report on the budget as needed with relation to your management of the club account.
  • Make sure bills are included, if applicable. Eg. rent, website, snacks, ribbons, pins…

  • It is important to have dues collected from members and paid on time. Unpaid members are not considered to be in good standing with Toastmasters, which may prevent them from receiving their full benefits like participating in contests.
  • Contact renewal statements by Sep 1 and Mar 1 – fees are due by Oct 1 and Apr 1, every year.
  • You can easily submit applications/dues at toastmasters.org in Club Central.

  • Near the end of your term you should prepare for the audit committee.
  • See the Club Leadership Handbook for the list of items to prepare.

Sergeant-At-Arms

RoleRoom Setup/TakedownClub Property
As per the Club Leadership Handbook.

  • Tend to club property (possessions, meeting space, inventory).
  • Coordinator club meetings (make sure we have a room!).

  • Arrive early to set up the space, and stay late to dismantle the space. Setting up tables, lectern & trophies, ribbons, handing out forms and ballots, set up guestbook.
  • Get other members to help set up and take down – a list of things that must be done that everyone can see should help ensure all items are done before and after every meeting.
  • Leave the room as it was.

  • Basic supplies are: banner, lectern, timing device, ballots/forms, ribbons.
  • Keep the items safe and secure. Club property should be stowed safely.
  • It is a good idea to review inventory from time to time to keep storage neat and supplies well-stocked (so you’re not missing pins or ribbons when the time comes to hand them out, for example!).