Club Officer Roles and Leadership Rewards

Club's elect officers for a six or twelve month term of office. In January or July the officers are recorded with Toastmasters International. Serving as an officer moves a member to the second tier in Toastmasters Leadership track, the Advanced Leader Bronze, ALB designation.

Advanced Leader Bronze, ALB requirements are:

• Achieved CC award
• Achieved CL award
• Serve six months as a club officer, and while in the office:
• Participate in preparing a 'Club Success Plan'
• Participate in district sponsored club officer training program (Toastmasters Leadership Institute, TLI)
• Conduct any two programs from the Successful Club Series and/or The Leadership Excellence Series.

Every club or group needs leaders. We are all leading others by and through our interpersonal relationships. Leading with intent and a clear focus has a positive effect on everyone involved. Just like learning better communication skills, leadership is a learned sequence of steps to a desired end. Congratulations to the clubs' officer team who will guide the club to new and greater possibilities by her or his participation in the club.

Club Officer Role Overview

Here are the seven officer roles in a Toastmasters club. The responsibilities of the roles, how they work together and with club members is organized based on Parliamentary procedure and Roberts' Rules of Order. Serving as a club officer builds communication and leadership skills. 

1. 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.
2. VP Education plans club meetings so that members achieve their personal goals. Schedules speeches, signs manuals, updates progress charts, reports achievements to Toastmasters International, and coordinates recognition of members. Coordinates with the club officer team.
3. VP 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.
4. VP 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.
5. Secretary is responsible for all club records and correspondence. Custodian of the Club Constitution and Bylaws and all other official club documents.
6. 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.
7. 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. Toastmasters provides manuals and training for all of the officers' roles. Serving as a club officer also fulfills a requirement for the Advanced Leader Bronze award.

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 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 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