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

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

The Grammarian's Role & Report Form

Prior to the meeting:

• Confirm meeting role with the Toastmaster and/or General Evaluator.
• Select a “Word of the Day” or, if words are pre-selected, familiarize yourself with the meaning and usage. The purpose is to help increase our vocabulary. Look for words that will fit into normal conversation.
• Print the word, its part of speech and a brief definition, in letters large enough to see from the back of the room. Alternately, make a few copies to display around the room.
• Prepare a sentence showing how the word is used.
• Be prepared to explain the duties of the Grammarian.

Upon arrival at the meeting:

• Display the “Word of the Day” at the front of the room or around the room as appropriate.

During the meeting:

• Listen carefully to word usage.
• Write down any awkward use or misuse of the English language, including sentences that are incomplete or change direction in midstream, and the names of the persons who said it (excluding non-Toastmaster guests).
• Write down any creative use of English or descriptive language that enhances a speech, and the names of the persons (including any non-Toastmaster guests) using it.
• Record the members who used the “Word” or any derivative of the word for your report.
• When called on by the General Evaluator, give a report from your notes. When pointing out errors, offer a correct usage.
• The report should take no more than 1 minute. Your duty is to provide a report, not to give a speech or an evaluation.

A Grammarian's Report Form is shown here and is also printable from this link.