Club Secretary's Duties

Maintain Club records in appropriate files, these include records of:

1. Club meetings, Business meetings
2. Individual achievements such as CC, ACB, CL, etc.
3. Winners of best speech, best evaluator and best table topics at each meeting
4. Winners and runners up for speech contests

Notify Newsletter Editor and Web Master of all individual achievements and winners
Attend all officer meetings and training programs
Prepare your successor for office

The Clubs' Seven Officers' Roles

Serving as a club officer builds communication and leadership skills. There are seven officer roles in a Toastmasters club. The responsibilities of the roles, how they work together and with the members is organized based on Parliamentary procedure and Roberts' Rules of Order.
The President serves as the club's chief executive officer, responsible for general operation of the club. Presides at club meetings and directs educational growth and leadership needs of the members. In cooperation with the executive team, establishes plans for club health and growth.
The Vice President Education plans club meetings so that members achieve their personal goals. Schedules speeches, signs manuals, updates progress charts, reports to Toastmasters International, and coordinates recognition.
The Vice President Membership implements a continuous marketing effort to ensure the club maintains or exceeds a charter membership level of 20. Works to promote club membership and membership retention.
The Vice President Public Relations implements a program to maintain a positive image of Toastmasters and the club. Promotes the club in the media, produces a club newsletter and promotes membership programs.
The Secretary is responsible for all club records and correspondence. Custodian of the Club Constitution and Bylaws and all other official club documents.
The Treasurer is responsible for management of the clubs' finances. Collects and sends dues to World Headquarters on time. Pays obligations, and develops and recommends a budget to the executive committee.
The Sergeant at Arms sets up the room for the club meetings. Ensures equipment and supplies for the meeting are in good standing. Coordinates special equipment set-ups. Greets members and guests at meetings.
The Immediate Past President provides guidance and serves as a resource to officers and members. Chairs the nominating committee and promotes the club's efforts to become a distinguished club.
Toastmasters provides manuals and training for all of these executive committee officers' roles. Serving as a club officer also fulfills a requirement for the Advanced Leader Bronze award.

Club Leadership - Our 7 Officers' Roles

President - The President serves as the club’s chief executive officer, responsible for general supervision and operation of the club. Leads and monitors the President’s Distinguish Club award goals. Pays attention to events and deadlines and informs the members.

Vice President Education - The VP Education is responsible for planning successful club meetings so that each member has the opportunity to achieve his or her educational goals. Creates themes for the meetings, maintains the role spreadsheets. Provides current role schedule agenda for members to plan weekly meeting contributions.

Vice President Membership - The VP Membership conducts ongoing membership building programs and efforts, greets and follows up with guests, and reports on current membership. Creates and maintains guest and member information packs.

Vice President Public Relations - The VP Public Relations promotes the club to local media and produces and distributes a club newsletter quarterly. May also acts as club historian keeping records of award winners, photographs and events.

Secretary - The Secretary handles general club correspondence, and records and distributes the minutes of all club weekly and officer business meetings.

Treasurer - The Treasurer handles the club budget and banking concerns, collects and submits membership dues, and keeps records of all financial transactions.

Sergeant at Arms - The Sergeant at Arms maintains club equipment, ensures adequate meeting supplies are available, arranges the meeting room prior to meetings, and calls the meetings to order.

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Club President Duties

1. With Treasurer go to bank and update club account signature cards. Arrange to have club financial records audited.
2. Ensure updated officers list is sent to International immediately after each election and a copy of club officer contact information gets to your District officers.
3. Preside over all club meetings and introduce guests, make announcements, conduct monthly business meetings and present awards - VP Education fills in for the President when necessary.
4. Hold regular executive board meetings with the club Secretary maintaining a record of the meetings.
5. Track club’s progress towards Distinguished Club status on a monthly basis and copy the Area Governor.
6. Ensure all club officers are executing their duties and have the information and tools to do so.
   
7. Conduct semi-annual officer elections - Appoint nominating committee with the Immediate Past President as chair at least one month before elections.
8. Approve content of the web site and the club newsletter before published - Encourage members to support both the web master and the newsletter editor.
9. Give ‘Appreciation and Regrets’ speech when next President takes office.
10. Attend all officer meetings and training programs. Prepare successor for office.
11. Ensure club representation at both spring and fall District conferences.
12. Promote synergy between local clubs.

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Club VP Membership Duties

1. Maintain current list of all members and publish member contact information on a regular basis to all members and to District officer
2. Follow-up with members who miss several meetings to find out what can be done to get them active again - Address any problems before the member drops
3. Meet all guests at the meeting and ensure they have an application and a phone number if they have any questions
4. Follow-up with all visitors both by email and a phone call
5. Bring extra copies of blank applications, extra rosters of the members and copies of the Ice Breaker speech from the basic manual to help new members get started immediately
6. Ensure all membership applications are complete and have the correct amount of money attached - Have the Treasurer send the application and funds immediately to International
7. Give copies of all applications to the President, VP of Education, Secretary and the Newsletter Editor
8. Introduce new members to VP Education to obtain a speaking slot and a mentor
9. Induct new members each month and give each one a Toastmasters lapel pin
10. Attend all officer meetings and training programs
11. Prepare successor for office

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