President

The president holds the most important office in a Toastmasters club. As president, you provide the leadership and guidance the club needs to meet its standards and to become a Distinguished Club. You are responsible for providing the supportive club environment members need to fulfill their self-development goals, for making sure that members benefit from the Toastmasters educational program, and that the club recruits new members and retains current ones.

The manual When You Are the President describes the following standards more fully and explains how to carry them out.

Outside the Club Meeting:

At the Club Meeting:

• Ensure the 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.

Vice President Education

Maintaining the Toastmasters educational program



The office of vice president education is a critical office in a Toastmasters club. The Toastmasters educational program depends on the vice president education to carry out the club’s mission.

As vice president education, you are responsible for providing and maintaining the positive environment and the programs through which members can learn and grow. If you do your job well, your club will have satisfied members and will continue to grow. Your efforts also will help the club become a Distinguished Club, which should be an annual goal.

The manual When You Are the Vice President Education describes the following standards more fully and explains how to carry them out.

Outside the Club Meeting:

• 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 educational program. Get commitment from members to earn the next level of achievement and track their 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 and preside when the president is absent.
• 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 a club or executive committee meeting.
• Prepare successor for office.

At the Club Meeting:

• Ask each new member to be a Table Topics participant at the first meeting after joining. Assign him or her to a meeting role at the third meeting or earlier, and assign 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’ Project Completion Records and ensure eligible members fill out their award applications.
• Preside over the meeting when the president is absent.

Treasurer

 Bookkeeping and financial reporting

As treasurer, you are responsible for keeping clear and accurate financial records of club business and for seeing that the club remains financially stable.

The manual When You Are the Treasurer describes the following standards more fully and explains how to carry them out.

Outside the Club Meeting:

• 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/January 1.
• Prepare and send dues statements by August 15/February 15.
• Collect and pay dues to World Headquarters by October 1 and April 1, and work with the vice president membership to contact members who have not paid dues. Pay dues online.
• Submit new member applications and dues to World Headquarters within 48 hours of receipt. Add new members online.
• 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.
• Attend district-sponsored club officer training.
• Arrange for a replacement if unable to attend a meeting.
• Prepare successor for office.

At the Club Meeting:

• Receive completed new member applications and dues.
• Announce when dues are due and explain dues structure.
• Greet members and guests.

Vice President Public Relations

As the vice president public relations, you are in charge of the promotional activities for your club. The manual When You Are the Vice President Public Relations describes these standards more fully and explains how to fulfill them.

Outside the Club Meeting:

• 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 your successor for office.

At the Club Meeting:

• Announce upcoming events and programs.
• Ask for contributions to the newsletter and/or Web site.
• Greet members and guests.

Secretary

 Record keeping and correspondence

As secretary, you are responsible for keeping clear and accurate records of club business, including membership records and correspondence with Toastmasters International’s World Headquarters and others.

The manual When You Are the Secretary describes the following standards more fully and explains how to carry them out.

Outside the Club Meeting:

• Attend district-sponsored club officer training.
• Maintain accurate membership roster and give it to treasurer to submit with dues.
• Submit new club officer list to World Headquarters within 10 days after elections via Web site or mail. Also, submit any changes to club officers immediately to WHQ.
• 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 your successor for office.

At the Club Meeting:

• Record and read meeting minutes.
• Greet members and guests.