Club Sergeant At Arms' Duties

Arrive early for each meeting and set up the room placement with the following:

• Flag, Banner, Timing Lights and Stop Watch
• Lectern and Gavel, Ballots, Ribbons and/or Awards
• Speaker and Functionary Name Cards, and any other items required by Club for meetings
• Begin meeting on time by giving a single rap of the gavel
• Briefly and energetically introduce the member giving the Invocation and Pledge

Inform Treasurer of materials needed by the Club to support orderly flow of the meeting
Attend all officer meetings and training programs
Prepare successor for office

Club Newsletter Editor Duties

1. Publish and distribute Newsletter on a regular basis
2. Obtain Club President’s approval of content prior to publication
3. Content varies by Club but will normally include: President’s letter, One article of general interest, Information on new members, Announcements and upcoming events, Progression of members (CC, CL, ACB, ALB, etc.), Winners of weekly awards, Profile of a member or other items
4. Contact VP Membership for updated Club roster
5. Work with VP Public Relations to assist in using Newsletter as a marketing tool
6. Provide Newsletter content to Web Master in format usable on the Club web site
7. Submit bills for printing and postage to Club Treasurer for reimbursement
8. Attend all officer meetings and training programs
9. Prepare successor for officer. Provide both hard copies of past newsletters and software files when possible

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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 Public Relations Duties

1. Assist the VP Membership in welcoming guests at Club meetings, making each guest feel welcome, and that his/her first impression of the Club is positive
2. Work with the VP Membership on membership campaigns
3. Write and distribute press releases promoting members’ achievements and Club events
4. Publicize the weekly Club meeting in the calendar section of the weekly Business Journal and the Monday business section of your local paper
5. Publicize your club in community and civic publications such as the Chamber of Commerce Newsletter
6. Provide needed information to the Newsletter Editor and Web Master
7. Collaborate with other clubs in the area to boost overall awareness and membership - if an individual cannot attend meetings at the time your club meets, encourage them to transfer to another club - check the International website www.toastmasters.org for meeting times
8. Attend all officer meetings and training programs
9. Prepare successor for office

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Club Treasurer Duties

1. Go to the bank with the Club President to sign account signature cards
2. Maintain Club books and prepare a financial report for the Club Board for each business meeting
3. Project needed spending and advise board of recommendations for changes to Club dues as appropriate
4. Prepare and email dues notices to each member. Send notices out six weeks before dues are required at International
5. Ensure that International receives semi-annual dues payments by October 1 and April 1 - Use club debit card on-line, registered return receipt mail, or a commercial carrier to send in semi-annuals
6. Prepare books for audit at the end of your term
7. Attend all officer meetings and training programs
8. Prepare your successor for office

This document is publicly viewable and printable at: http://docs.google.com/Doc?id=ddd37qq3_55tmzqqvgq