Colville Toastmasters Blog

All officers are elected for one year. Terms of office are July 1^st to June 30^th for clubs with annual officer terms.

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 you do the job alone; it means you are responsible to see that the job gets done.

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 (IPP is a voting member, but not elected):

1. President
2. Vice President – Education
3. Vice President – Membership
4. Vice President – Public Relations
5. Secretary
6. Treasurer
7. Sergeant At Arms

• Immediate Past President

Responsibilities expected of all club officers:

• Attend Club Officer Training twice
• Attend club executive officer meetings regularly (4:30 PM, last Tuesday of month)
• Participate in Club Success Plan
• Attend club meetings regularly so that you get the support you need to better serve your club

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 and 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 and is an ex-officio member of all committees except the club’s nominating committee.

Some specific duties of the President are:

• Presides over club meetings & executive committee meetings
• Guides club in carrying out its mission and ensures that all club activities are in accordance with Toastmasters International guidelines
• Plans and leads Distinguished Club Program/Club Success Plan meeting(s) and issues report
• Represents Club at Area/District meetings

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 and chairs the education committee

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

• Plans and publishes club meeting agendas
• Keeps individual member records
• Tracks Member Educational Goals
• Solicits personal achievement goals from each member
• Administers speech contests

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 members, with the VPE, and by gathering new members, with the VPPR. The VPM is responsible for keeping the guest book, membership roster, and attendance records. Serves as one of the Club’s representatives on Area and District Councils and chairs the membership committee.

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

• Develops program(s) for recruiting new members
• Assimilates new members.
• Greets all guests and encourages them to join; completes all Applications for Membership
• Forwards new member application and dues to the Treasurer to process
• Presents new members to club (induction)

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 is responsible for developing and directing a publicity program that informs individual members and the general public about Toastmasters International; 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. The VPPR chairs the public relations committee

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

• Plans and prepares publicity materials, produces a club newsletter
• Serve as the club’s expert on Toastmasters branding (“safeguard the brand”)

Secretary

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.

The Secretary cares for the club’s records, including by-laws and constitution. Updates membership records; maintains an accurate and complete roster of individual members of this club, including the address and status of each individual member and transmits the same to the successor in office; new member applications, 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.

Some specific duties of the Secretary are:

• Maintains an accurate membership roster, determining active status and quorum
• Records meeting minutes
• On-time submission of club officer list  to World Headquarters immediately upon election (by June 1)

Treasurer

The Treasurer is responsible for Club financial policies, procedures and controls. The role involves the club’s finances, including dues collection and materials purchasing. 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 Treasurer are:

• Prepares and sends invoices for semiannual membership dues
• Issues timely payment to World Headquarters for semiannual membership dues and new member fees
• Prepares and mails orders for Toastmasters supplies
• Keeps complete and accurate records of all financial transactions
• Prepares quarterly  financial report

Sergeant at Arms

The club sergeant at arms is responsible for club property management, meeting room preparation, and hospitality. 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 the social and reception committees.

Some specific duties of the Sergeant at Arms are:

• Arranges room and equipment for each meeting
• Greets all guests and members
• Maintains all Club equipment and materials

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

• Provide guidance to the new president
• Act as advisor to club officers
• Carry out special assignments as needed
• Attend other Toastmaster events and encourage others to attend also