Toastmasters District 22 in Kansas and Western Missouri

Duties of Club Officers

PRESIDENT (PRE):

The President is a member of the councils for the Region, District and Area.
Assure that all officers are handling their duties for each meeting and for the club future.
Notify all officers about the next TLI when appropriate.
Notify all members about upcoming district events.
Open and close each meeting. Set a positive tone for every meeting.
Set the business meeting agenda and handle it during each meeting.
Introduce all guests at the beginning of the meeting. Allow them to say a few words. At the end of the meeting, allow guests to make comments about what they just witnessed.
Encourage and help all members to set personal TM goals (eg. CTM, CL, ATM-B, etc.).
Assure club members get the recognition/awards when appropriate.
Coordinate with the district officers on items related to the club.
Assure that all members receive the District bulletins.
Set and track goals for the club to become a Distinguished Club.
Have planning meetings with the club officers on a regular basis (monthly, bi-monthly, quarterly, etc.).
Assure that the club web site is kept up to date
Work with the Secretary to determine which club members will renew their dues (note: renewal payments need to be done by April 1 and October 1).
Work with the Secretary to handle all correspondence with Toastmasters International.

VICE-PRESIDENT EDUCATION (VPE):

The VP of Education is a member of the councils for the District and Area.
Schedule all roles for all meetings. Try to always have all roles set for at least the next three meetings.
Keep some prepared speaker slots open each month to let new members have them for their Ice Breaker speech.
Encourage all members to serve in all roles during each six-month period.
Plan any special meetings (eg. all speakers, all table topics, contests, elections, etc.).
After each meeting, assure that the toastmaster for the next meeting has the list of roles for that meeting and that he/she knows how to properly run the meeting (including assuring all roles are filled, all members are notified of their roles, get from the speakers the title of their speech and book/speech #, send out the agenda to the members, bring copies of the agenda to the meeting for guests, etc.).
Initial the appropriate page in the back of each speech manual for all members that gave a prepared speech.
Assure that the latest meeting schedule is available on the club web site.
When the President is absent, handle all of the President's duties as necessary.

VICE-PRESIDENT MEMBERSHIP (VPM):

The VP of Membership is a member of the councils for the Area.
Distribute/gather the sheets for member goals. Prepare a summary for all club officers.
Greet all guests at the meeting. Give them a ballot plus an informational packet (if available). Tell them a bit about the meeting structure and that they will be introduced by the presiding officer (usually the President). Introduce them to the presiding officer.
Follow up with members who have low meeting attendance.
Sign up all new club members and forward the information/papers to the club secretary.
Work with the VPPR to get new club members.

VICE-PRESIDENT PUBLIC RELATIONS (VPP):

Promote the club in various ways to attract new club members.
Work with the VPM to sign up new members.
Provide club members with a. monthly newsletter (email and/or on the club web site) to keep them informed of all appropriate information

SECRETARY (SEC):

Maintain the roster of current club members.
Maintain a file of all club paperwork.
Work with the President to handle all correspondence with Toastmasters International.
Bring a member sign-in sheet to all meetings.
Notify Toastmasters International of all changes to the club officers list.
Take the minutes of each meeting and distribute them to the club members.
Assure that the club web site is kept up to date with the latest member roster and minutes.

TREASURER (TRE):

Order club supplies (eg. ballots and ribbons) when needed.
Collect the club dues when appropriate (dues cover the period of January through June and July through December).
Work with the President when it is time for to renew the dues of club members (dues are due by April 1 and October 1).

SERGEANT-AT-ARMS (SAA):

Handle/assure meeting room reservations, assure that the room is indeed available for the upcoming meeting.
Each week, send meeting notices to the members and other pre-determined persons.
Give the BW Security Desk the list of club attendees for the week.
Assure that the club supplies are present at all club meetings
Assure that the club supplies include a sufficient supply of meeting forms (eg. Timer sheet, Ah/Grammarian sheet, sheet for indicating Audible Pauses, etc.).
Set up prior to each meeting: tables, chairs, lectern, ballots, supplies/sheet for Timer, sheets for Ah/Grammarian (tallying and audible pauses), ribbons for Vote Counter.
Notify Treasurer when any club supplies need to be ordered (eg. ballots, ribbons).
Work with the President to assure that the meeting is started on time.
Open each meeting with the club gavel, say a few words as appropriate, introduce the presiding officer (usually the President).
Help the Vote Counter collect all ballots.
Assure that the club web site is kept up to date with the club meeting information (eg. time, date, place, etc.).

IMMEDIATE PAST PRESIDENT (IPP):