Club Vice President of Education Duties

1. Plan weekly meeting role schedule, include slots for Ice Breakers, new member inductions, business meetings, and contests
2. Publish meeting role schedule for members to plan participation - Schedule roles from three weeks to three months in advance - Follow-up with members to ensure they are achieving their goals
3. Assign a mentor to each new member
4. Sign speaker’s communication and leadership manuals as they accomplish projects
5. Order all necessary educational materials and plan club contests. Order contest trophies in conjunction with District guidelines
6. Chart members’ progress to track the Club’s progress in the Distinguished Club program
7. Maintain club copies of the Better Speaker Series and the Successful Club Series, plan to have six speeches from each of these programs every year
8. Stand in for club President in case of absence
9. Attend all officer meetings and training programs
10. Prepare successor for office

Develop Mentoring Relationships

Develop and practice mentoring skills by serving as a mentor to others. You will find opportunities to share your experience with others in your club, at your job, in any group where you are involved. In areas where you want to improve, seek out someone who is succeeding and ask to be mentored to accelerate your skill building. It recognizes their accomplishment and is a sincere complement.

In your Toastmasters club ask the vice president education to assign you to serve as mentor for a new member working in the Competent Communication or Competent Leadership manual. Offer to mentor an experienced member working in the Advanced Communication program. As you fulfill your role, the "mentee" will observe you and give feedback on your leadership skills, writing comments on the evaluation guide at the end of the 'Mentoring' project in the Competent Leadership manual.

Ask the VPE if your mentee/evaluator will be able to give a verbal evaluation during a meeting. Some clubs may or may not be able to accommodate verbal evaluations of leadership projects during their meetings. If this is the case in your club and you would like a verbal evaluation, ask your mentee/evaluator beforehand to meet with you to provide one.

Mentoring is a 'win - win' relationship where both parties learn, grow and can benefit from each other's unique experiences.

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 Web Master Duties

1. Develop ‘look and feel’ of web site
2. Develop new materials and submit to President for approval prior to posting
3. Budget for site maintenance and advise President and Treasurer of needs
4. Obtain schedule information from VP Education
5. Obtain Newsletter content from Newsletter Editor
6. Follow International guidelines for Internet sites contained in the Information for members
7. Following is a list of some of the information that may be included on web sites: Club name, number, meeting place and time, Special events planned, News about members progress in communication and leadership, Names and email for Club Officers (with their permission), Meeting Schedule information from VP Education, Typical meeting information, Copies of Newsletters, and Manual Contents
8. District 84 web site contains information that can assist in establishing a Club web site www.toastmastersd84.org
9. Attend all officer meetings and training programs
10. Prepare successor for office

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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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