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OFFICER ROLES
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Serving as club officer is both an
honor and a responsibility. To be a more affective
toastmaster, members and officers alike should
understand which responsibilities come with each office.
The information below briefly describes each club office
as well as some of their primary responsibilities.
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| The President serves as
the Club's chief executive officer, responsible for
general supervision and operation of the
Club.
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Standards outside of the Club meeting are
to:
 Ensure Club officers meet Club officer and Club
meeting standards
Oversee plan to achieve
Distinguished Club Program goals and ensure Club is a
Distinguished Club
Encourage communication and
leadership development through promoting of CTM, ATM, CL
and AL awards
Ensure Club has an ongoing membership
building program
Attend and vote Club's proxy at
District council meetings or ensure Club member attends
and proxies vote to that member
Attend Regional
Conference and International Convention and vote Club's
proxy or send proxy to District Governor
Oversee
administrative operation of Club in compliance with the
Club Constitution and Bylaws
Maintain relationship
with the District and with Toastmasters
International
Schedule and chair monthly Executive
Committee meeting
Arrange for a replacement if
unable to attend a Club or Executive Committee
meeting
Search for leaders, ensure all Club offices
are filled for the succeeding term, and ensure timely
elections are conducted
Prepare successor for
office
Chair Nominating
Committee
Chair the Awards Committee ahead of the July picnic
Attend
District-sponsored Club officer training.
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Standards at the Club meeting are to:
Ensure meeting starts and ends on time
Make sure
guests are warmly and enthusiastically 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
Fill-in for Club VP-E when requested.
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The Immediate Past
President:
Provide guidance and
serve as
a resource to Club officers and members
Stand-in for a
club officer during a Club meeting when requested
Serve as New Member
Mentor & chair New Member Mentoring Program
Assist in the preparation of
the Club Success Plan
Promote the Club's efforts to become a
Distinguished Club.
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| The Vice President
Education is responsible for planning
successful Club meetings so that each member has the
opportunity to achieve his or her educational goals. He
or she is the second highest ranking Club officer,
presiding at Club and Executive Committee meetings in
the absence of the President.
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Standards outside of the Club meeting are
to:
Attend District-sponsored Club officer
training
Plan Club meetings, completing schedules
and assignments. Turn the completed meeting agenda over to the Toastmaster of the Evening at least 10 days prior to the upcoming meeting
Ensure educational speeches (such as Evaluation Techniques, Humorous Speaking, Negotiating Skills, Effective Meetings, etc) are routinely presented at Club meetings
Promote participation in the educational
program. Get commitment from new members to achieve the
CTM award and schedule them to
speak accordingly. Get commitment from CTMs to earn
ATM-B awards, and get commitment from
ATM-B and ATM-S recipients to earn the next award within
one year. Get commitment from members to earn the
Competent Leader award. Track all members' progress
toward these awards
Attend
Club Executive Committee meetings
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
meeting
Prepare
successor for office. |
Standards at the Club meeting are to:
Encourage 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' Records of Assignments
and ensure eligible members fill out their award
applications
Fill-in for Club President when requested.
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| The Vice President
Membership is the third-ranking Club
officer.
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Standards outside of the Club meeting are
to:
Conduct ongoing membership building programs
Promote the membership goal of one new member per month
Follow up on guests, new members,
and members not attending meetings
Maintain the Club membership list(s) and distribute at least monthly
Update the list of approved attendees and forward to Honeywell site security in advance of each meeting
Print name tags for new Club members
Attend Club Executive Committee
meetings
Attend and vote at Area Council
meetings
Arrange for a replacement if unable to
attend Club meeting
Prepare successor for
office.
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Standards at a Club meeting are to:
Greet guests and have each complete a guest card
Report on current membership, promote membership
campaigns, and welcome new members
Ensure each
new member is formally introduced to their sponsor
Help guests
wishing to join complete the Application for
Membership
For all
prospective members, explain the educational program,
get their commitment to join, collect membership
applications, collect dues and give them to the Treasurer with the
applications
Speak with fellow members to determine
if their needs are being met
Fulfill Treasurer's responsibilities if requested.
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| The Vice President of Public
Relations is the fourth ranking club
officer.
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Standards outside the club meeting are
to:
Attend District-sponsored Club officer
training
Promote Club and
Toastmasters International membership building programs
and conduct a minimum of two formal Club membership
programs annually
Promote the club to local media
Produce and distribute a club newsletter at last monthly
meeting
Attend
club Executive committee meetings
Attend other
Toastmasters events
Prepare
successor for office.
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Standards at the club meeting are to:
Announce upcoming events and programs
Ask for
contributions to the newsletter
Greet members and
guests
Fulfill meeting responsibilities of other officers if requested.
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| The Secretary is the
fifth-ranking Club officer.
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Standards outside of the Club meeting are
to:
Attend District-sponsored Club officer
training
Mail Club
officer list to World Headquarters within 10 days after
elections
Each September, contact Honeywell
to reserve auditorium for upcoming calendar year
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 successor for
office. |
Standards at a Club meeting are to:
Record meeting minutes
Greet members and
guests
Fulfill meeting
responsibilities for the Sergeant-at-Arms if requested.
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| The Treasurer is the
sixth-ranking Club officer.
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Standards outside of the Club meeting are
to:
Attend District-sponsored Club officer
training
Prepare a budget to be approved by the
Executive Committee
Provide the bank with a new signature
card by July 1
Prepare and send dues
statements by September 15 & March 15
Collect and
send dues to World Headquarters by October 1 and April
1, and contact members
who have not paid dues
Submit new member
applications and dues to World Headquarters within 48
hours after receipt
Pay bills as due
Keep
records of all financial transactions
Submit a written financial reports
monthly to the VP-PR for inclusion in the newsletter
Submit Club
accounts for audit
Attend Club Executive Committee
meetings
Arrange for a replacement if unable to
attend meeting
Prepare successor for
office. |
Standards at the Club meeting are to:
Receive completed new member applications and dues
Administer the 50/50 contest
Announce when dues are due and explain dues
structure
Greet members and guests
Complete VP-Membership responsibilities if requested.
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| The Sergeant at Arms is
the seventh-ranking Club officer.
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Standards outside of the Club meeting are
to:
Attend District-sponsored Club officer
training
Schedule meeting location
Maintain
Club equipment and keep an adequate number of
supplies
Attend Club Executive Committee
meetings
Arrange for a replacement and for
assistance if necessary
Prepare successor for
office.
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Standards at a Club meeting are to:
Arrange the room at least 10 minutes before the meeting
begins. Make sure the lectern is in place, evaluation
forms and ballots are distributed, and the club banner,
awards, supply catalog, progress chart and educational
material are displayed. Arrange place cards and make
name badges available
Ensure room is clean and supplies/equipment are put away after each meeting
Greet members and guests and
arrange for guests to sit with members
Along with the Club Treasurer, administer the 50/50 contest ticket sales
Greet the
Area Governor and other visiting officers and escort
them to the Club President
Arrange for food service
at meal meetings
Ensure the meeting starts on
time
Complete the Secretary's meeting responsibilities in the event of that officer's
absence.
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In addition to
leadership roles at the club level, there are officer
roles available at the Area, Division, District,
Regional and International levels. Leadership roles
above the club level usually require a successfully
completed club officer position as a prerequisite.
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| Speak to your club
officers or other senior members of the club for more
information about leadership roles within the club or
elsewhere within the Toastmasters organization.
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