Calendar for Club and District Officers
Legend:
CLUB = Club Officers
AGDG= Area Governor and/or Division Governor
TRIO = District Trio: District Governor, Lt. Governor Education and Training, Lt. Governor Marketing
GOVS= Combination of AGDG and TRIO
ALL = All of the above
| JULY |
| Checklist | AGDG | Area governors begin first-round of club visits |
| | AGDG | Area Govs schedule/prepare an August Area Council meeting |
| | AGDG | Area Govs schedule/prepare a September Area Speech Contest -- Humorous Speech and Evaluation |
| | AGDG | Division Governors hold club officer Make Up Training (MUT) |
| | AGDG | Division Govs schedule/prepare an October Division Speech Contest -- Humorous Speech and Evaluation |
| | AGDG | Division Govs schedule/prepare a September Division Council meeting |
| | GOVS | Look at which clubs need help with membership growth |
| | GOVS | Work with leaders to focus on chartering as many clubs as possible for Distinguished District points |
| | GOVS | Preparation continues for the district fall conference |
| | TRIO | Make appointments needed for the new district team |
| | TRIO | Order awards for speech contests (to order, email: supplyorders@toastmasters.org) |
| | TRIO | Complete Year End Audit |
| Tips | TRIO | Don't get overwhelmed, ask for help, delegate and stay organized |
| | TRIO | Confirm submissions with WHQ |
| | ALL | Build and support your team of leaders |
| | ALL | Begin club building efforts |
| Events | GOVS | Install club officers as needed |
| | TRIO | Publish one or two District Newsletters in the month promoting the focus topics of the month plus giving recognition deemed necessary |
| July 01 | GOVS | Distinguished District, Division, Area and Club Programs begin |
| July 01 | ALL | Start of Toastmasters year |
| July 15 | TRIO | Monthly treasurer's report (July 1 - May 31) due to District Trio |
| July 15 | TRIO | District officer list due to WHQ |
| July 15 | TRIO | District calendar due to WHQ |
| July 15 | TRIO | Area and division alignment changes due to WHQ |
| July 15 | TRIO | District signature form due to WHQ |
| AUGUST |
| Checklist | AGDG | Continue first-round of club visits |
| | AGDG | Division Governors hold club officer Make Up Training (MUT) |
| | GOVS | Work with leaders to focus on chartering as many clubs as possible for Distinguished District points |
| | GOVS | Preparation continues for the district fall conference |
| | TRIO | Complete district budget |
| | TRIO | Set district goals for the District Success Plan Matrix |
| | TRIO | Begin search for host site for the district spring conference |
| | TRIO | Prepare for proxy/credentials at the district fall conference |
| | TRIO | Evaluate the training and use the findings to enhance the next officer training |
| | TRIO | Promote Annual Membership Program: recognition for individuals sponsoring 5, 10 or 15 members during the year |
| | TRIO | Promote Annual Membership Program: recognition for clubs under charter strength (July 1) that finish (June 30) at charter strength |
| | ALL | Final year-end DCP/DCR statistics become available -- review and analyze them |
| Tips | GOVS | Work on club building efforts |
| | GOVS | Don't get overwhelmed, ask for help, delegate and stay organized |
| | GOVS | Stay on track; check your DPR reports regularly |
| | TRIO | Submit club-officer training online |
| | TRIO | Confirm submissions with WHQ |
| | TRIO | Network with other leaders - The International Convention is a great opportunity |
| Events | CLUB | Club Contests -- Humorous Speech and Evaluation |
| | AGDG | Area Governors hold Area Council meeting |
| | TRIO | Complete training for Area and Division Governors |
| | TRIO | Publish one or two District Newsletters in the month promoting the focus topics of the month plus giving recognition deemed necessary |
| | ALL | Toastmasters International Convention in mid-August, District Governor votes the district proxies for International officers and ballot questions |
| August 01 | CLUB | Smedley Award begins -- 5 new members in August and September |
| August 31 | TRIO | Last day for club officer training |
| August 31 | TRIO | Year-End Audit due to WHQ |
| SEPTEMBER |
| Checklist | AGDG | Continue first-round of club visits |
| | GOVS | Work with leaders to focus on chartering as many clubs as possible for Distinguished District points |
| | GOVS | Preparation continues for the district fall conference |
| | TRIO | Search continues for the host site for the district spring conference |
| | TRIO | Send credential/proxy forms to club President and VP Education at least two weeks in advance of the district fall conference |
| | TRIO | Promote District goals: membership growth, club growth, education and leadership awards, distinguished clubs and areas |
| Tips | GOVS | Work on club building efforts |
| | GOVS | Stay on track; check your DPR reports regularly |
| | GOVS | Network with other leaders |
| | TRIO | Submit club-officer training online |
| | TRIO | Confirm submissions with WHQ |
| Events | AGDG | Area contests -- Humorous Speech and Evaluation |
| | AGDG | Division Governors hold Division Council meeting |
| | TRIO | Publish one or two District Newsletters in the month promoting the focus topics of the month plus giving recognition deemed necessary |
| Sept. 01 | CLUB | Club Treasurer begins collecting membership renewal dues (pay by September 30) |
| Sept. 01 | TRIO | Last day to report area governor appointments to WHQ to ensure volunteer credit |
| Sept. 15 | GOVS | Begin promoting the district fall conference, submit specific and registraion forms to all clubs and club members |
| Sept. 30 | TRIO | Report of club, area and division officer training due to WHQ |
| Sept. 30 | TRIO | District Success Plan Matrix (aka. District High Performance Plan) due to WHQ |
| Sept. 30 | TRIO | District Budget due to WHQ |
| Sept. 30 | ALL | End of promotion for a Distinguished District point for chartering as many clubs as possible in the months of August and September |
| OCTOBER |
| Checklist | CLUB | Select Nominations Committee for upcoming officers election (only in clubs that elect every six months) |
| | CLUB | Begin recruiting candidates for officers for the next term (only in clubs that elect every six months) |
| | AGDG | Area Governors complete first-round club visits |
| | AGDG | Area Govs schedule/prepare a December Area Council meeting |
| | GOVS | Finalize details for district fall conference |
| | GOVS | Prepare for next District Executive Committee (DEC) quarterly meeting. Focus: Distinguished Plans for district, divisions, areas and clubs |
| | TRIO | Finalize booking the host site for the district spring conference |
| | TRIO | Prepare for District Council meeting at the district fall conference |
| | TRIO | Prepare previous year's financial records |
| | TRIO | Start Preparation for audit committee appointments -- three non-district officers |
| Tips | GOVS | Stay on track; check your DPR reports regularly |
| | TRIO | Confirm submissions with WHQ |
| | ALL | Work on club building efforts |
| Events | AGDG | Division contests -- Humorous Speech and Evaluation |
| | TRIO | Publish one or two District Newsletters in the month promoting the focus topics of the month plus giving recognition deemed necessary |
| October 01 | CLUB | October dues renewals due to WHQ, submit online |
| October 10 | CLUB | October dues renewals due to WHQ for Distinguished Club Program credit |
| October 15 | TRIO | Monthly treasurer's report (July 1 - August 31) due to District Trio |
| October 31 | AGDG | First-round club visit reports due to District Governor (can submit online) |
| NOVEMBER |
| Checklist | AGDG | Division Govs schedule/prepare a January Division Council meeting |
| | GOVS | Preparation begins for the district spring conference |
| | TRIO | Confirm submissions with WHQ |
| | TRIO | Start preparation for club officer training to be held in January |
| | ALL | At District Council meeting, approve all elected and appointed district officers |
| Tips | GOVS | Work on club building efforts |
| | GOVS | Stay on track; check your DPR reports regularly |
| | GOVS | Share successes and challenges with other leaders |
| | TRIO | Confirm submissions with WHQ |
| | ALL | Don't forget to thank your volunteers for everything that they do |
| Events | CLUB | Elect club officers (only in clubs that elect every six months) |
| | GOVS | District Executive Committee (DEC) quarterly meeting. Focus: audit committee year-end report, adopt district budget, present Treasurer's report, confirm appointed district officers |
| | TRIO | Publish one or two District Newsletters in the month promoting the focus topics of the month plus giving recognition deemed necessary |
| | ALL | District fall conference, District Council meeting, Humorous Speech and Evaluation Contests |
| November 01 | GOVS | Follow-up with those who have not paid their October dues |
| November 01 | TRIO | District Governor appoints audit committee |
| November 15 | AGDG | October dues renewals due for Distinguished Area Program credit |
| November 15 | TRIO | Monthly treasurer's report (July 1- September 30) due to District Trio |
| November 15 | TRIO | Treasurer's report (July 1- September 30) due to WHQ |
| November 15 | TRIO | Semiannual reports due to WHQ |
| November 30 | CLUB | Secretary submits new club officer list to WHQ (only in clubs that elect every six months) |
| November 30 | TRIO | First-round club visit reports due to WHQ |
| November 30 | TRIO | Previous year's financial records due to WHQ |
| DECEMBER |
| Checklist | CLUB | schedule/prepare February club Speech Contests -- International Speech and Table Topics |
| | AGDG | Area Govs schedule/prepare late February or early March Area Speech Contest -- International Speech and Table Topics |
| | AGDG | Division Govs schedule/prepare late March or early April Division Speech Contest -- International Speech and Table Topics |
| | GOVS | Preparation continues for the district spring conference |
| | GOVS | Prepare for District Executive Committee (DEC) quarterly meeting |
| | TRIO | Start Preparation for district officer elections |
| | TRIO | Start working on appointing nominating committee -- their report is due in March |
| | TRIO | Begin preparing for the mid-year Treasurer's audit report due to WHQ on February 15 |
| Tips | GOVS | Stay on track; check your DPR reports regularly |
| | TRIO | Confirm submissions with WHQ |
| | ALL | Work on club building efforts |
| | ALL | Look ahead; what's coming up? |
| | ALL | The year is half way over - celebrate what you've accomplished! |
| Events | AGDG | Area Governors hold Area Council meeting |
| | TRIO | Publish one or two District Newsletters in the month promoting the focus topics of the month plus giving recognition deemed necessary |
| December 15 | TRIO | Monthly treasurer's report (July 1- October 31) due to District Trio |
| December 31 | CLUB | Club officer lists due to WHQ, can submit online (only in clubs that elect every six months) |
| JANUARY |
| Checklist | AGDG | Area governors begin second-round of club visits |
| | AGDG | Division Govs schedule/prepare February club officer Make Up Training (MUT) |
| | GOVS | Preparation continues for the district spring conference |
| | TRIO | Order awards for speech contests (to order, email: supplyorders@toastmasters.org) |
| | TRIO | Nominations Committee publish the call for district officer candidates (if not yet published) |
| | TRIO | Complete mid-year audit |
| | TRIO | Prepare for proxy/credentials for the district spring conference |
| | TRIO | Begin search for host site for the district fall conference |
| | ALL | Look at DCP/DCR statistics to determine which clubs were "Distinguished by December" |
| Tips | GOVS | Stay on track; check your DPR reports regularly |
| | TRIO | Submit club-officer training online |
| | TRIO | Confirm submissions with WHQ |
| | ALL | Work on club building efforts |
| Events | CLUB | Attend club officer training (TLI and COT) |
| | AGDG | Division Governors hold Division Council meeting |
| | AGDG | Attend training for Area and Division Governors |
| | GOVS | Install club officers as needed (only in clubs that elect every six months) |
| | GOVS | District Executive Committee (DEC) meeting |
| | TRIO | Attend the Region conference and receive mid-year training |
| | TRIO | Train Area and Division officers |
| | TRIO | Train club officers (TLI and COT) |
| | TRIO | Publish one or two District Newsletters in the month promoting the focus topics of the month plus giving recognition deemed necessary |
| January 01 | CLUB | New officer begin serving term (only in clubs that elect every six months) |
| January 01 | ALL | Mid-year review, check the DPR. If your group is not at 50% of goal achievement, re-think your strategy |
| January 15 | TRIO | Monthly treasurer's report (July 1- November 30) due to District Trio |
| FEBRUARY |
| Checklist | AGDG | Area Governors continue second-round of club visits |
| | AGDG | Area Govs schedule/prepare a February Area Council meeting |
| | GOVS | Preparation continues for the district spring conference |
| | TRIO | Search continues for the host site for the district fall conference |
| | TRIO | Send credential/proxy forms to club President and VP Education at least two weeks in advance of the district spring conference |
| | TRIO | Nominations Committee continues its work -- its report is due in March |
| Tips | GOVS | Stay on track; check your DPR reports regularly |
| | TRIO | Submit club-officer training online |
| | TRIO | Confirm submissions with WHQ |
| | ALL | Work on club building efforts |
| Events | CLUB | Club contests -- International Speech and Table Topics |
| | AGDG | Area Governors hold Area contests -- International Speech and Table Topics |
| | AGDG | Division Governors hold club officer Make Up Training (MUT) |
| | TRIO | Publish one or two District Newsletters in the month promoting the focus topics of the month plus giving recognition deemed necessary |
| February 01 | CLUB | Talk Up Toastamasters begins -- 5 new members in February and March |
| February 15 | GOVS | Begin promoting the district spring conference, submit specific and registraion forms to all clubs and club members |
| February 15 | TRIO | Mid-year audit due to WHQ |
| February 29 | TRIO | Monthly treasurer's report (July 1- December 31) due to District Trio |
| February 29 | TRIO | Last day for club officer training |
| MARCH |
| Checklist | AGDG | Area governors continue second-round of club visits |
| | AGDG | Division Govs schedule/prepare a May Division Council meeting |
| | GOVS | Finalize details for district spring conference |
| | GOVS | Look at the needs for rezoning clubs into new Areas |
| | TRIO | Finalize booking the host site for the district fall conference |
| | TRIO | Publish the report of the district Nominations Committee for district officer elections two weeks prior to the District Council meeting |
| Tips | GOVS | Stay on track; check your DPR reports regularly |
| | TRIO | Submit club-officer training online |
| | TRIO | Confirm submissions with WHQ |
| | ALL | Look ahead; what's coming up? |
| | ALL | Work on club building efforts |
| Events | AGDG | Division Governors hold Division contests -- International Speech and Table Topics |
| | TRIO | Publish one or two District Newsletters in the month promoting the focus topics of the month plus giving recognition deemed necessary |
| March 01 | CLUB | Club Treasurer begins collecting membership renewal dues (pay by March 31) |
| March 15 | TRIO | Monthly treasurer's report (July 1 - January 31) due to District Trio |
| March 31 | CLUB | Talk Up Toastamasters ends -- 5 new members in February and March |
| March 31 | TRIO | Last day to mail proxies to clubs for the Regional conference and International Convention |
| March 31 | TRIO | Report of club officer training due to WHQ |
| APRIL |
| Checklist | CLUB | Select Nominations Committee for upcoming officers election |
| | CLUB | Begin recruiting candidates for officers for the next term |
| | AGDG | Area Governors continue second-round of club visits |
| | GOVS | Prepare for District Executive Committee (DEC) quarterly meeting |
| | GOVS | Preparation begins for the district spring conference |
| | TRIO | Prepare for district council meeting at the district spring conference |
| | TRIO | Start preparation for club officer training to be held in June |
| | ALL | At District Council meeting, approve all elected and appointed district officers, approve club rezoning |
| Tips | GOVS | Stay on track; check your DPR reports regularly |
| | TRIO | Confirm submissions with WHQ |
| | ALL | Work on club building efforts |
| Events | AGDG | Area Governors hold Area Council meeting |
| | GOVS | District Executive Committee (DEC) meeting |
| | TRIO | Publish one or two District Newsletters in the month promoting the focus topics of the month plus giving recognition deemed necessary |
| | ALL | District spring conference (sometime between March 16 and May 31), District Council meeting, elect district officers, International Speech and Table Topics Contests, reports from audit committee and treasurer |
| April 01 | CLUB | April dues renewals due to WHQ, submit online |
| April 10 | CLUB | April dues renewals due to WHQ for Distinguished Club Program credit |
| April 15 | TRIO | Monthly treasurer's report (July 1- February 28) due to District Trio |
| April 30 | AGDG | Second-round club visit reports due to District Governor (can submit online) |
| April 30 | TRIO | District Secretary submit list of elected district officers to WHQ |
| MAY |
| Checklist | CLUB | Club President receives in the mail a set of manuals for the incoming club officers |
| | GOVS | Preparation continues for the district fall conference |
| | TRIO | Start preparation for Regional Conference |
| | TRIO | Order training kits for incoming district officers |
| | ALL | Begin final push for clubs, areas, divisions the district to reach distinguished status |
| Tips | GOVS | Stay on track; check your DPR reports regularly |
| | TRIO | Confirm submissions with WHQ |
| | TRIO | Start preparation for the transition of the district administration. Lessons learned is a good starting point |
| | ALL | Look ahead; what's coming up? |
| Events | CLUB | Elect club officers |
| | AGDG | Area Governors hold Area Council meeting |
| | AGDG | Division Governors hold Division Council meeting |
| | TRIO | Publish one or two District Newsletters in the month promoting the focus topics of the month plus giving recognition deemed necessary |
| May 01 | TRIO | Beat the Clock begins -- 5 new members in May and June |
| May 01 | TRIO | Follow-up with those who have not paid their April dues |
| May 15 | TRIO | April dues renewals due for Distinguished Area Program credit |
| May 15 | TRIO | Monthly treasurer's report (July 1- March 31) due to District Trio |
| May 15 | TRIO | Treasurer's report (July 1- March 31) due to WHQ |
| May 31 | TRIO | Secretary submits new club officer list to WHQ |
| May 31 | TRIO | Area governor second-round club visit reports due to WHQ |
| May 31 | TRIO | Monthly treasurer's report (July 1 - April 30) due to District Trio |
| JUNE |
| Checklist | CLUB | Schedule/prepare August club Speech Contests -- Humorous Speech and Evaluation |
| | AGDG | Division Govs schedule/prepare July and August club officer Make Up Training (MUT) |
| | GOVS | Preparation continues for the district fall conference |
| | GOVS | Prepare for District Executive Committee (DEC) quarterly meeting |
| | AGDG | Division Govs schedule/prepare July and August club officer Make Up Training (MUT) |
| | TRIO | Train Area and Division officers (ensure a minimum of 85% of area and division governors are trained to qualify for credit towards the Distinguished District Program) |
| | TRIO | Start preparation for the district calendar |
| | TRIO | Prepare and distribute a district directory (to request a district list to help do this, email:districts@toastmasters.org) |
| | TRIO | Start working on the year-end audit from previous administration |
| | TRIO | Make appointments needed for the new district team |
| Tips | GOVS | Stay on track; check your DPR reports regularly |
| | TRIO | Confirm submissions with WHQ |
| | TRIO | Train club officers (TLI and COT) |
| | ALL | Work on club building efforts |
| Events | CLUB | Attend club officer training (TLI and COT) |
| | AGDG | Attend training for Area and Division Governors |
| | GOVS | District Executive Committee (DEC) quarterly meeting |
| | TRIO | Attend the Region conference and receive training, outgoing District Governor votes the district proxies |
| | TRIO | Publish one or two District Newsletters in the month promoting the focus topics of the month plus giving recognition deemed necessary |
| June 30 | CLUB | Beat the Clock ends -- 5 new members in May and June |
| June 30 | CLUB | Club officer lists due to WHQ, can submit online |
| June 30 | CLUB | April semiannual reports (aka. membership dues) due at WHQ for club to be counted as an active club in the district |
| June 30 | ALL | Last day of the Toastmasters year |
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