On Mon 20th May 2019
by Karen Lee Turner
All officers are elected for one year. Terms of office are from July 1 to June 30th.
Each of the officers in a Toastmasters club has duties to fulfil 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.
The officers rank as follows, with the highest-ranking officer at a meeting the presiding officer:
- Vice President – Education
- Vice President – Membership
- Vice President – Public Relations
- Sergeant At Arms
- Immediate Past President
There are some responsibilities that are expected of all club officers.
- Attend District Officer Training once for each 6 month term
- Participate in Club Success Plan
- Attend club committee meetings
- Attend club meetings regularly
- All club officers should be aware of important dates and deadlines.
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. The role involves general supervision and operation of the club. 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. Plans and leads Distinguished Club Program/Club Success Plan meeting(s) and issues report. Assures that the Semiannual Membership Report is complete and issued on time. Plans agenda and presides over club executive committee meetings
Vice President Education (VPE)
Second ranking office. 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 member's progress towards goals. Serves as one of the Club’s representatives on Area and District Councils. 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. 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 contacts Toastmasters to ensure proper recognition. Keeps individual member records. Tracks Member Educational Goals. Administers speech contests. Presides in the absence of the President
Vice President Membership (VPM)
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. The VP Membership handles sustaining and boosting the number of club members. The role involves marketing and some administration. 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. Greets all guests and encourages them to join.
Vice President Public Relations (VPPR)
Fourth ranking officer. Develops and directs programs that inform individual members and the general public about Toastmasters International and about Club activities. The VP Public Relations handles maintaining and building the club's image. The role involves internal and external communications. The VPPR plans, organises, 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 social media, press releases, publicity campaigns, website maintenance, media representation, and club newsletters.
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. 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. Maintains an accurate membership roster. Records meeting minutes
The Treasurer role involves the club's finances, including dues collection and materials purchasing. All club accounts come through this office. Dues notices and collection falls to the Treasurer. Receives and disburses, with approval of the Club, all Club funds. Prepares and mails orders for Toastmasters supplies. Prepares the Semiannual Membership Report, collects dues submits to World Headquarters (with President). Keeps complete and accurate records of all financial transactions.
Keeps the behind-the-scenes IT aspects of the club in order, and supports the other executive roles in maintaining the club's website and social media presence, and promotion of the club.
Sergeant at Arms
Prepares meeting room for meeting, gets out and cares for the club's materials and supplies, including banner, name tags, and supplies and greets members and especially guests. The role involves all those tasks expected of the host of the meeting. Collects ballots and tallies votes for awards
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. 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. Carry out special assignments as needed. Attend other Toastmaster events and encourage others to attend also.