Each year members elect a team of officers.
Help your club and the members grow by serving as club officers. Gain leadership experience and confidence without the risk of making career-limiting moves.
Club officers ensure that each club member feels his or her Toastmasters experience is worthwhile. By applying leadership techniques, a club officer creates an atmosphere that supports members in their personal and professional growth. In Pathways, serving as a club officer for 12 months will fulfill a requirement towards DTM.
The Club Leadership Handbook is one of the most effective tools club officers can have at their disposal. One vital piece of information included is a description of each of the club officer roles.
President
The President sets the tone for the club and is expected to provide helpful, supportive leadership for all of the club’s activities and be the first to assume responsibility for the progress and welfare of the club.
They motivate, make peace, and facilitate as required. Though they must occasionally step in and make a difficult decision, they rarely do so without consulting club members and other club officers. Strive to show respect for all members, even when you disagree with them, and provide leadership for all.
Lead a team of club officers to provide a supportive and fun learning environment for members, conduct quality meetings, and ensure members’ needs are met.
Work with the officers to create and achieve short-term and long-term goals.
Preside over club and executive meetings.
Vice President Education
Work with members to establish individual short-term and long-term communication and leadership goals. They plan and organize meetings and special events to ensure members and the club meet goals.
They schedule members’ speeches, verify the completion of projects and serve as a resource for questions about the education program, speech contests, and the club mentor program. They are an essential source of Toastmasters knowledge for club members, and it is their job to become familiar with all aspects of the Toastmasters education program.
Vice President Membership
They promote the club and manage the process of bringing in guests and transforming them into members. They also plan and organize activities to retain current members and attract new members.
By initiating contact with guests, helping them feel welcome, and providing them with the information they need to join, they help maintain a constant influx of new people into the club.
They also attentively monitor membership levels and strategize with the rest of the executive committee about how to overcome membership challenges when they occur.
Vice President of Public Relations
They promote the club to the local community and notify the media about the club’s existence and the benefits it provides. They promote the club, update web content, and safeguard the Toastmaster’s brand identity. It’s their job to notify the media whenever your club does something newsworthy.
They plan, organize, and implement programs to promote the club and Toastmasters to members, guests, and the general public.
As vice president of public relations, you will find yourself writing news releases, creating and distributing fliers, and maintaining the club’s presence on the web and in the community. Promoting our clubs and letting people know how much they can gain from being part of Toastmasters is key. Toastmasters International offers leadership guidance on promoting your club.
Secretary
They maintain all club records, manage club files, handle club correspondence, and take the minutes at each club and executive committee meeting. They are also in charge of updating and distributing a roster of the current paid membership and keeping the club officer list current for Toastmasters International.
Though some clubs combine the secretary role with the treasurer, it’s best to have a dedicated secretary who can help reduce the workload of the treasurer and occasionally assist the VP of Education as well. Order supplies for the club as needed.
Treasurer
They are the club’s accountants. They manage the club’s bank account, making payments as approved by the executive committee and depositing membership dues payments and other club revenues.
They are also in charge of submitting membership dues payments to World Headquarters (accompanied by the names of renewing members), filing necessary tax documents, and keeping timely, accurate, up-to-date financial records for the club.
Sergeant at Arms
The gatekeepers of the environment and physical property of the club. Sergeants at Arms are in charge of the meeting place itself, obtaining a new space when necessary and maintaining contact with the people who allow the club to use the space for your club meetings.
They arrive early to prepare the meeting place for members and stay late to stow all of the club’s equipment, thus providing a friendly and safe atmosphere from the onset. They greet members and guests before meetings begin and open meetings, and introduce the President to preside over meetings.
They keep track of the club’s physical property, such as the banner, lectern, timing device, and other meeting materials. They manage the facilities by arranging the room and setup/cleanup materials for all meetings
The Sergeant at Arms also has a role to play during business meetings, speech contests, and other special club events. For example, the sergeant at arms stands at the door while contestants compete in speech contests to ensure that the speaker is not interrupted by latecomers.
Immediate Past President
Mentor the presiding President and serve as a resource for the entire officer’s team.
