Toastmasters:  Achieving Greatness Together
Step Out…and Step Up!

HOME
What is Toastmasters?
Club Finder
Start A Club
Calendar
Conference
Contests
Training/TLI
Officer Resources
Org Structure
Contacts
DEC
Toastmasters Int'l
Links
Search

Training Events/TLIs

Harlingen: August 28
San Antonio: August 30

Visit the Training Page for details.

Officer Resources

Officers Duties

All officers are elected for either six months or one year, at the Club’s decision. Terms of office are from January 1st to June 30th and July 1st to December 31st for clubs with six-month terms, or July 1st to June 30th for clubs with annual officer terms.

President

The President presides at meetings of the Club, has general supervision of the operations of the Club. Serves as one of the Club’s representatives on Area and District Councils.

Vice President Education

Second ranking officer of Club. Plans and directs club programs which meet the educational needs of the Club members. Plans and publishes regular schedules of meeting assignments. Keeps track of members progress towards goals. Serves as one of the Club’s representatives on Area and District Councils.

Vice President Membership

Third ranking officer. Plans and directs programs to retain and increase club membership. Serves as one of the Club’s representatives on Area and District Councils.

Vice President Public Relations

Fourth ranking officer. Develops and directs programs that inform individual members and the general public about Toastmasters International and about Club activities.

Secretary/Treasurer (can be one or two positions)

The Secretary is responsible for Club records and correspondence. Maintains the club roster. Has custody of the Club’s charter, Constitution, Bylaws, and all other records and documents of the club. Keeps an accurate record of the meetings and activities of the Club.

The Treasurer is responsible for Club financial policies, procedures and controls. Collects dues and pays dues to Toastmasters International, and maintains records. Makes financial reports to the Club at least quarterly. Receives and disburses, with approval of the Club, all Club funds.

Sergeant at Arms

Prepares meeting room for meeting. Maintains Club property, including banner, nametags, and supplies. Greets visitors. Chairs Social and Reception Committees.

Immediate Past President

The Immediate Past President supports the club officers. The primary responsibilities of this role involve serving as a resource for new officers and ensuring continuity with past terms.

Officer Duties

Each of the officers in a Toastmasters club has duties to fulfill in support of the members of the club. Toastmasters clubs have multiple officers both to spread the load and to expand the leadership opportunities at the club level.

Filling an officer role does not mean that you do the job alone; it means you are responsible to see that the job gets done.

Attend your training so you get the support you need to better serve your club.

Collectively, the club's officers are its Executive team. The seven officers rank as follows, with the highest-ranking officer at a meeting the presiding officer:

There are some responsibilities that are expected of all club officers.

All club officers should be aware of important dates and deadlines.

President

The President is the chief executive officer for the club. The role involves general supervision and operation of the club. This office ranks first among the seven.

The President presides at Club meetings, and directs the club in meeting the members' needs for educational growth and leadership. In cooperation with the rest of the officers, the President establishes long-term and short-term goals for the club. The President serves as one of the Club’s representatives on Area and District Councils.

Some specific duties of the President are:

Important Dates and Deadlines for the President are:

Vice President Education

The VP Education handles the educational program within the club. The role involves ensuring that all members continue their progress towards their chosen educational goals. This office ranks second among the seven.

The VPE plans, organizes, and implements the meetings to fit the chosen speeches, educational modules, and related events to the members' needs. When members complete a speech or a major achievement, it is the VPE who initials the manuals or contacts Toastmasters to ensure proper recognition. New members will receive orientation and be assigned a mentor by the VPE. The VPE serves as one of the Club’s representatives on Area and District Councils.

Some specific duties of the Vice-President - Education are:

Important Dates and Deadlines for the Vice-President - Education are:

Vice President Membership

The VP Membership handles sustaining and boosting the number of club members. The role involves marketing and some administration. This office ranks third among the seven.

The VPM plans, organizes, and implements a continuous marketing effort to ensure that club membership remains above charter strength (20 members). This is done both by retaining current member, with the VPE, and by gathering new members, with the VPPR. The VPM is responsible for the semi-annual membership reports that go to Toastmasters, and for keeping the membership roster and attendance records. Serves as one of the Club’s representatives on Area and District Councils.

Some specific duties of the Vice-President - Membership are:

Important Dates and Deadlines for the Vice-President - Membership are:

Vice President Public Relations

The VP Public Relations handles maintaining and building the club's image. The role involves internal and external communications. This office ranks fourth among the seven.

The VPPR plans, organizes, and implements programs to maintain the positive image of the club and Toastmasters for all guests, members, and the general public. Common activities overseen include press releases, publicity campaigns, website maintenance, media re presentation, and club newsletters.

Some specific duties of the Vice President - Public Relations are:

Important Dates and Deadlines for the Vice President - Public Relations are:

Secretary/Treasurer (can be one or two positions)

The Secretary is responsible for Club records and correspondence. The role involves all administrative details between the club and Toastmasters, and keeping the club's documents available and up-to-date. This office ranks fifth among the seven.

The Secretary cares for the club's records, including by-laws and constitution. Updated membership records, new member applications, supply orders, officers' lists, and past club records fall to the Secretary for execution. The Secretary also records and reads the meeting minutes, for meetings of the club and of the Executive team.

The Treasurer is responsible for Club financial policies, procedures and controls. The role involves the club's finances, including dues collection and materials purchasing. This office ranks sixth among the seven. Collects dues and pays dues to Toastmasters International, and maintains records. All club accounts come through this office. Dues notices and collection falls to the Treasurer. Makes financial reports to the Club at least quarterly. Receives and disburses, with approval of the Club, all Club funds.

Some specific duties of the Secretary and Treasurer are:

Important Dates and Deadlines for the Secretary and Treasurer are:

Sergeant at Arms

The Sergeant at Arms handles meeting facilities and decorum. The role involves all those tasks expected of the host of the meeting. This office ranks seventh among the seven.

The SAA arranges setup for all meetings, sets out and cares for the club's materials and supplies, Club property, including banner, nametags, and supplies, and greets members and especially guests. Chairs Social and Reception Committees.

Some specific duties of the Sergeant at Arms are:

Important Dates and Deadlines for the Sergeant at Arms are:

Immediate Past President

The Immediate Past President provides guidance and serves as a resource to Club officers and members. The Immediate Past President chairs the Nominating Committee, assists in the preparation of the Club Success Plan, promotes the Club's Success Plan, and promotes the Club's efforts to become a Distinguished Club.

Some specific duties of the Immediate Past President