club officers roles & responsibilities

1311A.7 - Achieving Success as Sergeant at Arms SA-V #1

Achieving Achieving Success Success

as as Sergeant-At-Sergeant-At-

ArmsArms


as as Sergeant-At-Sergeant-At-

ArmsArms


Schedule meeting location

Arrange for replacement /

assistance

Prepare your successor

Maintain equipment / supplies

Standards Standards Outside of the Outside of the Club MeetingClub Meeting



Standards at the Standards at the Club MeetingClub Meeting


Arrange room and equipment Greet members / guests Greet visiting officers Arrange for food service Ensure meetings start on time Collect ballots / tally votes


When You Are When You Are The TreasurerThe TreasurerWhen You Are When You Are The TreasurerThe Treasurer

1311A.6 - Achieving Success as Treasurer T-V #5

When You Are the When You Are the TreasurerTreasurer

When You Are the When You Are the TreasurerTreasurer

Calendar / Checklist

For each month:Shows the activities and events you should be addressing


Prepare budget Provide bank with signature card Prepare / send dues statement Collect submit dues to WHQ online Submit applications / dues to

WHQ online Pay bills as due

Standards Outside of Standards Outside of the Club Meetingthe Club Meeting

Standards Outside of Standards Outside of the Club Meetingthe Club Meeting


Keep recordsPresent verbal / written

reportsSubmit accounts for auditArrange for replacementPrepare your successor


Receive applications / dues

Announce dues are due

Greet members / guests





as as The SecretaryThe Secretary


as as The SecretaryThe Secretary


Maintain membership rosterSubmit officer list to WHQ onlineHandle correspondenceKeep club filesArrange for a replacementPrepare your successor






Record / read minutes




as as Vice President Vice President

Public Public RelationsRelations



Public Public RelationsRelations

1311A.4 - Achieving Success as Vice President Public Relations VPPR-V #13

Target your audience

Develop a media list

Send promotional materialto media members

Promote the Club Promote the Club to Local Mediato Local Media

Promote the Club Promote the Club to Local Mediato Local Media


Publicity Publicity MaterialsMaterialsPublicity Publicity MaterialsMaterials

Maintain a press kit

Send news releases

Send invitations to employees

Give interviews


Document and promotecurrent events

Inform with educational material

Provide visitors with “take-home” value

Three Reasons for a Three Reasons for a Club Newsletter/Web Club Newsletter/Web

SiteSite

Three Reasons for a Three Reasons for a Club Newsletter/Web Club Newsletter/Web

SiteSite


Content

Readability

Visual impact

Important Newsletter Important Newsletter and Web-Site Featuresand Web-Site FeaturesImportant Newsletter Important Newsletter and Web-Site Featuresand Web-Site Features


FreeToastHost.orFreeToastHost.orgg

FreeToastHost.orFreeToastHost.orgg

A free Web-hosting service for clubs!

Use it tocreate and maintain a

professional-looking Web site. No Web-site design

experience necessary.


Keep in Touch With Keep in Touch With Toastmasters EventsToastmasters EventsKeep in Touch With Keep in Touch With Toastmasters EventsToastmasters Events

Be aware of area and district events

Attend whenever possible

Promote the benefits of membership



Standards at the Standards at the Club MeetingClub MeetingAnnounce upcoming events /

programs

Ask for Web site or newsletter contributions




as as Vice President Vice President MembershipMembership


as as Vice President Vice President MembershipMembership

1311A.3 - Achieving Success as Vice President Membership VPM-V #21

Membership GoalsMembership GoalsAnticipate ChangesAnticipate Changes

Membership GoalsMembership GoalsAnticipate ChangesAnticipate Changes

Add at least one new

member per month.


Have a minimum of

20 members at year-end.

Membership GoalsMembership GoalsPlan for the FuturePlan for the Future

Membership GoalsMembership GoalsPlan for the FuturePlan for the Future


Promote benefits to current members

Promote Toastmasters benefits to others

Hold at least two membership contests

Offer recognition

Strategies for Strategies for Membership GrowthMembership GrowthStrategies for Strategies for

Membership GrowthMembership Growth


Transform Guests Transform Guests into Membersinto Members

Transform Guests Transform Guests into Membersinto Members

Personally welcome guests and introduce them to others

Explain benefits Vote Complete application /

submit online Welcome new members into

the club


Review roster on

TI Web site

Follow up

Report on Current Report on Current MembershipMembership

Report on Current Report on Current MembershipMembership


Contact absent members

Conduct surveys

Distribute evaluation forms

Guarantee Member Guarantee Member SatisfactionSatisfaction

Guarantee Member Guarantee Member SatisfactionSatisfaction




EducationEducation



EducationEducation

1311A.2 - Achieving Success as Vice President Education VPE-V #28

Envision / Plan / Envision / Plan / Direct Club Direct Club MeetingsMeetings

Envision / Plan / Envision / Plan / Direct Club Direct Club MeetingsMeetings

Create varied programs

Assign meeting roles

Prepare agendas


PromotePromoteParticipation Participation

ininCommunicationCommunicationand Leadershipand Leadership

TracksTracks

PromotePromoteParticipation Participation

ininCommunicationCommunicationand Leadershipand Leadership

TracksTracks


Communication Communication and Leadership and Leadership

TracksTracks

Communication Communication and Leadership and Leadership

TracksTracks


1. Purchase manual for display

2. Discuss evaluations

3. Educate mentors

4. Track progress

5. Include manual in “sales pitch”

Tips for Integrating Tips for Integrating Competent Leadership Competent Leadership

ManualManual

Tips for Integrating Tips for Integrating Competent Leadership Competent Leadership

ManualManual


Advocate participation in leadership roles

Become familiar with other opportunities• Success/Leadership and Success/Communication• Youth Leadership• Speakers Bureaus• Accredited Speaker

Encourage Quality Encourage Quality Manual SpeechesManual Speeches

Encourage Quality Encourage Quality Manual SpeechesManual Speeches


Administration Administration TipsTips

Administration Administration TipsTips

Introduce incentives

Promote constructive evaluations

Assist members with paperwork


Orient New MembersOrient New MembersOrient New MembersOrient New Members

Introduce and explain materials / procedures

Match with mentor

Arrange induction ceremony with vice president membership

Get them participating


Boost ParticipationBoost Participationin Toastmastersin Toastmasters

ActivitiesActivities

Boost ParticipationBoost Participationin Toastmastersin Toastmasters

ActivitiesActivities Explain training benefits

Organize speech contests

Promote area / district meeting attendance


ClubClub LeaderLeaderClubClub LeaderLeaderMotivate participation

Monitor club’s progress

Lead by example

Preside when president is absent

Understand parliamentary procedure


Represent the ClubRepresent the ClubRepresent the ClubRepresent the Club

Act as liaison between club / area / district

Participate in and vote at area / district functions

Vote at the International Convention



as as Club PresidentClub President


as as Club PresidentClub President

1311A.1 - Achieving Success as President P-V #39

Feature quality programming Require manual speeches Expect effective evaluations Encourage active participation Keep membership at charter

strength Be enthusiastic

Create a Vision Create a Vision ofof

Club SuccessClub Success

Create a Vision Create a Vision ofof

Club SuccessClub Success


Plan to Make YourPlan to Make YourClub Vision a Club Vision a

RealityReality

Plan to Make YourPlan to Make YourClub Vision a Club Vision a

RealityReality Communicate your vision

Use executive committee meetings to set and achieve goals

Set membership / educational goals


Purchase manual for display Discuss evaluations Educate mentors Track progress Include manual in “sales pitch”

IntegrateIntegrateCompetent LeadershipCompetent Leadership

Into Your ClubInto Your Club

IntegrateIntegrateCompetent LeadershipCompetent Leadership

Into Your ClubInto Your Club


Make every meeting outstanding Provide harassment-free

environment Make your club a quality club Use DCP to motivate

performance / track progress

Promote a Quality Promote a Quality Club ClimateClub Climate

Promote a Quality Promote a Quality Club ClimateClub Climate


Executive Executive Committee MeetingsCommittee Meetings

Executive Executive Committee MeetingsCommittee Meetings

Review progress

Verify all officers are fulfilling responsibilities


Qualities of aQualities of aSuper TeamSuper Team

Qualities of aQualities of aSuper TeamSuper Team Committed to quality performance

Creative methods of removing obstacles

Visible / accessible to others

Driven to achieve, exude energy, excitement and commitment

Work together


Conduct Effective,Conduct Effective,Enjoyable MeetingsEnjoyable MeetingsConduct Effective,Conduct Effective,Enjoyable MeetingsEnjoyable Meetings

Contact VPE before each meetingVerify all assignments are filled and that

participants are readyMake sure meeting begins / ends on timeEnthusiastically welcome members /

guestsVote members into the clubFollow parliamentary procedure


Ensure Successful Club Ensure Successful Club AdministrationAdministration

Ensure Successful Club Ensure Successful Club AdministrationAdministration

Encourage officers to attend training

Verify that officers attend training

Confirm all paperwork is turned in to WHQ. Whenever possible, submit your club’s dues renewals and sign up new members online.

Search for club leaders


Represent the ClubRepresent the ClubRepresent the ClubRepresent the Club Act as liaison between

club / area / district

Participate in and vote at area / district functions

Vote at the International Convention


Note: These Note: These are standard are standard slides from slides from Toastmasters Toastmasters InternationalInternational

Note: These Note: These are standard are standard slides from slides from Toastmasters Toastmasters InternationalInternational

club officers roles & responsibilities

Education

international

leadership

club meeting

club 1311a

club act

web site

achieving

replacement