Club Officer Roles and Resources

Clubs must have a minimum of three officers to be in good standing with Toastmasters International: a president, one vice president,
and a secretary or secretary/treasurer, and these offices must be held by three different individuals. While four officers must be trained during each semi-annual training period to receive credit toward the Distinguished Club Program, it’s highly recommended to have all seven officers trained each training period. Here are those seven different officer roles in the hierarchical order, and the responsibilities of each:

President

As the person who sets the tone for the club, you are expected to provide helpful, supportive leadership for all of the club’s activities. You motivate, make peace, and facilitate as required. Though you must occasionally step in and make a difficult decision, you rarely do so without consulting club members and other club officers. Strive to show respect for all members, even when you do not agree with them, and provide leadership for all. Stay current on all new developments via the Leader Letter and the announcements published on the Toastmasters website.

Responsibilities:

• Provide positive leadership to all officers and members
• Build a cohesive team and ensure all tasks are completed
• Oversee and facilitate club meetings
• Lead by example and treat all members fairly and equally
• Hold yourself and other officers accountable
• Be diplomatic in resolving conflict
• Encourage participation in Distinguished Club Program
• Ensure financial responsibility and accountability for club funds
• Remain current with the Leader Letter
• Represent your club at district leadership and area council meetings
• Be familiar with all aspects of the Addendum of Standard Club Options and Club Constitution
• Facilitate Base Camp Manager tasks

Skills learned:

• Team building and delegation
• Positive small group leadership
• Organization and problem-solving
• Organizing communities to accomplish a specific task or event
• Critical thinking
• Networking and relationship-building
• Conflict management
• Delivery of tactful and constructive feedback
• Succession planning
• Compliance with standard procedures

Vice President Education

As vice president education, you schedule members’ speeches and projects and serve as a resource for questions about education awards, speech contests, and the mentor program. You are an important source of Toastmasters knowledge for club members, and it is your job to become familiar with all aspects of the Toastmasters education program.

Responsibilities:

• Set club meeting agendas and assign meeting roles
• Manage club schedule and plan meetings
• Manage member progress in Pathways and act as the primary Base Camp Manager
• Encourage member engagement in the Pathways learning experience
• Plan speech contests
• Hold yourself and other officers accountable
• Keep current with Toastmasters programs
• Manage mentor program
• Provide positive and impartial evaluation on speeches/projects
• Remain current with the Leader Letter

Skills learned:

• Strategic planning
• Evaluate individual’s performance and determine strengths/weaknesses
• Organization and problem-solving
• Successful mentoring techniques
• Positive small group collaboration
• Critical thinking
• Motivate others to set and achieve personal goals
• Strategic thinking
• Succession planning
• Compliance with standard procedures

Vice President Membership

You promote the club and manage the process of bringing in guests and transforming them into members. By initiating contact with guests, making them feel welcome, and providing them with the information they need to join, you help maintain a constant influx of new people into your club. You also attentively monitor membership levels and strategize with the rest of the executive committee about how to overcome membership challenges when they occur.

Responsibilities:

• Initiate contact with guests and help them feel welcome
• Provide hospitality and membership information for guests
• Reply to all communications from prospective members in a timely manner
• Manage the process of converting guests to members
• Monitor membership levels and strategize with the club executive committee to cover membership
challenges when they occur
• Conduct membership-building programs
• Promote the club and recruit new members
• Hold yourself and other officers accountable
• Remain current with the Leader Letter

Skills learned:

• Marketing
• Networking and relationship-building
• Strategic planning
• Critical thinking
• Internal/external communication skills
• Organization and problem-solving
• Positive small group collaboration
• Succession planning
• Compliance with standard procedures

Vice President Public Relations

As Vice President Public Relations you will be responsible for attracting guests to the meeting through publicity, social media, and public relations. You’ll keep club members informed of happenings in the club by producing a club newsletter and maintain the club website. As you promote the club and update content on your club website, remember to safeguard the Toastmasters brand identity. It’s your job to notify the media whenever your club does something newsworthy with written press releases. Stay current on all new developments via The Leader Letter, Toastmasters Magazine and announcements published on the Toastmasters website and social media sites.

Responsibilities:

• Promote the club to eligible guests and notify the media regarding the club’s existence and benefits
• Develop and maintain club social media pages and website
• Write new releases and distribute marketing materials
• Create club publicity campaigns
• Ensure the Club Contact and Meeting Information is up to date in Club Central
• Understand the importance and impact of the Toastmasters brand
• Update web content and safeguard the Toastmasters brand
• Remain current with the Leader Letter, Toastmaster magazine, and Toastmasters International’s social
media channels

Skills learned:

• Marketing and promotion
• Social and public media/developing media relations
• Development of a social media plan across multiple platforms while adhering to brand standards
• Communication and interaction with local communities
• Writing press releases
• Networking and relationship-building
• Critical thinking
• Organization and problem-solving
• Positive small group collaboration
• Compliance with standard procedures

Secretary

As the secretary, you maintain all club records, manage club files, handle club correspondence, and take the minutes at each club and executive committee meeting. You are also in charge of updating and distributing a roster of the current paid membership, and keeping the club officer list current at World Headquarters. Though some clubs combine the secretary role with the treasurer, it’s best to have a dedicated secretary who can help reduce the workload of the treasurer and occasionally assist the vice president education as well.

Responsibilities:

• Take minutes at club and executive committee meetings
• Organize and maintain club records and files
• Update and distribute membership rosters
• Update the club and officer list at Toastmasters International
• Understand basic parliamentary procedures
• Order supplies as needed
• Remain current with the Leader Letter
• Record attendance at meetings

Skills learned:

• Organization and problem-solving
• Record maintenance
• Critical thinking
• Meeting organization
• Document decisions agreed to at meetings and communicate decisions to larger audiences
• Compliance with standard procedures

Treasurer

You are the club’s accountant. You manage the club’s bank account, writing checks as approved by the executive committee and deposit dues and other club revenues. You are also in charge of submitting membership-renewal dues to World Headquarters (accompanied by the names of renewing members), filing necessary tax documents, and keeping timely, accurate, up-to-date financial records for the club. Though the treasurer’s duties are usually not the most demanding of all the club leadership positions, the consequences for members can be serious when they’re not completed accurately and on time. Stay current on all new developments via The Leader Letter and the announcements published on the Toastmasters website.

Responsibilities:

• Record and maintain accurate and up-to-date financial club records
• Manage club bank account, make deposits, and write checks as approved
• Collect and submit membership and renewal dues
• Create budget
• File necessary tax documents
• Prepare documents for the Annual Audit Committee
• Prepare quarterly financial reports
• Remain current with the Leader Letter
• Track Toastmasters International gift certificates awarded to the club

Skills learned:

• Basic bookkeeping
• Budget monitoring
• Financial record control and maintenance
• Adhering to financial controls
• Critical thinking
• Organization and problem-solving
• Compliance with standard procedures

Sergeant at Arms

You keep track of the club’s physical property, such as the banner, lectern, timing device, and other meeting materials. You arrive early to prepare the meeting place for members, and you stay late to stow all of the club’s equipment. You are also in charge of the meeting place itself, obtaining a new space when necessary, and maintaining contact with the people who allow you to use the space for your club meetings. The sergeant at arms also has a role to play during business meetings, speech contests, and other special club events. For example, the sergeant at arms escorts potential new members outside of the club’s meeting place while the members vote on admitting them to the club. The sergeant at arms stands at the door while contestants compete in speech contests to ensure that the speaker is not interrupted by latecomers. Stay current on all new developments via The Leader Letter and the announcements published on the Toastmasters website.

Responsibilities:

• Store club equipment and materials
• Manage meeting facilities
• Provide hospitality and membership information for guests
• Understand physical logistics
• Distribute club materials
• Negotiate, as needed
• Remain current with the Leader Letter
• Track Toastmasters International gift certificates awarded to the club

Skills learned:

• Organization and problem-solving
• Maintaining records
• Inventory control
• Understanding of physical logistics
• Networking and relationship-building
• Compliance with standard procedures

Immediate Past President

As the Immediate Past President (IPP), you will provide advice and counsel as requested by the Club President. You are expected to provide helpful, supportive leadership for all the club’s activities, and you will provide counsel to the other club officers in a manner that is conducive to club success when called upon. You are a member of the Club Executive Committee and can vote on any matter discussed. You show respect for all members, even when you do not agree with them, and provide leadership for all.

Responsibilities:

• Provide positive leadership to all ofcers and members
• Lead by example and treat all members fairly and equally
• Be diplomatic in resolving confict
• Encourage participation in the Distinguished Club Program
• Be familiar with all aspects of the “Addendum of Standard Club Options” and “Club Constitution”
• Chair the Club Leadership Committee
• Provide advice and counsel when requested to by the Club President
• Remain current with the Leader Letter

Skills learned:

• Positive small group leadership
• Organization and problem-solving
• Organizing communities to accomplish a specifc task or event
• Critical thinking
• Networking and relationship-building
• Confict management
• Delivery of tactful and constructive feedback
• Succession planning
• Compliance with standard procedures

Additional Officer Resources

CLUB OFFICER ELECTIONS

Every club needs leaders who can work with and motivate others to move the club forward. Electing these club officers is a critical aspect of a club’s success; those in leadership roles should make it a point to actively identify other members with leadership potential and encourage them to serve.

The frequency of elections depends on how often the club meets. Clubs that meet weekly may elect officers annually or semiannually. If the club elects semiannually, elections are held at the first meeting in May and again at the first meeting in November. Clubs that meet less frequently than weekly must elect officers annually, with the elections in May.

Annual office terms must run from July 1 through June 30; semiannual terms must run from July 1 through December 31 and January 1 through June 30. Holding elections at any other time is in direct conflict with the Club Constitution for Clubs of Toastmasters International and Bylaws of Toastmasters International.

quorum—a majority of the active members—is needed to conduct club business, including electing officers. Proxies or absentee ballots are not allowed at the club level. Members must be in good standing and present to vote.

When your club has elected new officers, the current president or secretary should submit their names and contact information to World Headquarters online through Club Central.

If your club is not able to submit its officer list online, you can complete and submit the Club and Officer Information Form. Submit one copy to your club for its records and one copy to World Headquarters via email or fax at +1 303-799-7753 .

Deadlines for all submission types are June 30 for annual elections and June 30 and December 31 for semiannual elections.

Submitting Club Officer List

AC: Advanced Communicator (ACB, ACS or ACG) — someone who has achieved at least an ACB (ATM-B). Award designation prior to 7/1/20, replaced by Pathways.

ACB: Advanced Communicator Bronze (formerly ATM-B) — award given to an Individual who has achieved CC or CTM and has completed two Advanced Communication & Leadership Program manuals. Award designation prior to 7/1/20, replaced by Pathways.

ACG: Advanced Communicator Gold (formerly ATM-G) — award given to an individual who has completed ACS or ATM-S, has completed two additional Advanced Communication & Leadership Program manuals, conducted a Success/Leadership Program, Success/Communication Program, or a Youth Leadership Program, and has coached a new member with the first three speech projects. Award designation prior to 7/1/20, replaced by Pathways.

ACS: Advanced Communicator Silver (formerly ATM-S) — award given to an Individual who has achieved ACB or ATM-B, has completed two additional Advanced Communication & Leadership Program manuals, and who has conducted any two programs from the Better Speaker Series and/or the Successful Club Series. Award designation prior to 7/1/20, replaced by Pathways.

AD: Area Director (formerly Area Governor)— Serves as a liaison between the district and its clubs via semiannual area club visits to understand how clubs are fulfilling member needs and how the district is supporting each club.

AL: Advanced Leader (ALB or ALS) — someone who has achieved at least an ALB (ATM-B). Award designation prior to 7/1/20, replaced by Pathways.

ALB: Advanced Leader Bronze — award given to an individual who has achieved CL and CC or CTM, served at least 6 months as Club officer (and was trained as such during that period) and has conducted any two program modules from the Successful Club Series. Award designation prior to 7/1/20, replaced by Pathways.

ALS: Advanced Leader Silver — award given to an individual who has achieved ALB, completed a term as a district officer, completed the High Performance Leadership Program, and served successfully as a Club Sponsor, Mentor, or Specialist. Award designation prior to 7/1/20, replaced by Pathways.

AS, ASP: Accredited Speaker, Accredited Speaker Program — A program for Toasmasters who wish to become professional speakers.

ATM: Advanced Toastmaster or Able Toastmaster — award designation prior to 7/1/06.

ATM-B: Advanced Toastmaster Bronze — award designation prior to 7/1/06, replaced by ACB.

ATM-G: Advanced Toastmaster Gold — award designation prior to 7/1/06, replaced by ACG.

ATM-S: Advanced Toastmaster Silver — award designation prior to 7/1/06, replaced by ACS.

CC: Competent Communicator (formerly CTM) — award given to an individual who has complete the 10 speeches in the Competent Communicator’s Manual; the first award earned in the Communication Track. Award designation prior to 7/1/20, replaced by Pathways.

CJ: Chief Judge — the individual who is in charge of ensuring that rules are followed at speech contests.

CGD: Club Growth Director [Formerly Lieutenant Governor of Marketing (District role, part of the Trio)] — third-in-command leadership position in a District. This role promotes club-building and membership-building efforts throughout the District, and oversees club coaches and mentors.

CL: Competent Leader — an individual who has achieved CTM or CC and has completed the Competent Leader’s Manual; the first award earned in the Leadership Track. Award designation prior to 7/1/20, replaced by Pathways.

CTM: Competent Toastmaster — award designation prior to 7/1/06, replaced by CC.

DCP: Distinguished Club Program — a set of 10 goals each club strives to meet between July 1 — June 30 of the following year. A club’s ability to meet these goals is directly related to the overall health of the club.

DEC: District Executive Committee Meeting — District event where all District officers meet, discuss progress towards District/Division/Area goals, and participate in training sessions.

DD: District Director [(formerly District Governor) District Role, part of the Trio]— the top leadership position in a District. Toastmasters International has 90+ Districts worldwide, encompassing 14,000+ clubs in 120+ countries.

DvD: Division Director (formerly Division Governor) — top leadership role in a Division.

DTM: Distinguished Toastmaster — an individual who has achieved both ACG (ATM-G) and ALS (AL) distinctions; the top award earned in the Communication and Leadership Tracks.

DC: District Council— a team of officers that work behind the scenes to help a club/District achieve goals and run smoothly.

DL#: Dynamic Leadership – Pathways education path with the Level # indicated after the abbreviation (i. e. DL1)

EC#: Effective Coaching – Pathways education path with the Level # indicated after the abbreviation (i. e. EC1)

EH#: Engaging Humor – Pathways education path with the Level # indicated after the abbreviation (i. e. EC1)

GE: General Evaluator (meeting role) — evaluates a Toastmasters meeting and evaluates the Speech Evaluators, if any.

HPL: High Performance Leadership project/award — Featured in the Pathways learning experience or it’s own 5-project series. It offers instruction and practice in such vital leadership areas as developing a vision, goal-setting and planning, developing plans and strategies, and team-building. It also gives you feedback on your leadership skills. The program may be completed within your Toastmasters club, area or district, and even within your company or community. A requirement to achieve the ALS or a Pathways level.

ID: International Director (International role) — participates in International-level strategy creation and implementation, acknowledged at events as a dignitary.

IP: International President (International role) — acknowledged at events as a dignitary. The officers of Toastmasters International are the International President, International President-Elect, First Vice President, Second Vice President and Immediate Past International President (IPIP). These officers are members of the board of directors and constitute the Executive Committee, the Strategic Planning Committee and the Finance Committee.

IP#: Innovative Planning: Pathways – Level # indicated after the abbreviation (i. e. IP1)

IPDD: Immediate Past District Director (District role) — once a District Governor’s term is over, their role is to advise the incoming Trio and to head up the nominations committee for the next term and are acknowledged at events as a dignitary.

IPID: Immediate Past International Director (International role) — once a PID’s term is over they become an IPID, acknowledged at events as a dignitary.

IPIP: Immediate Past International President (International role) — once a PIP’s term is over they become an IPIP, acknowledged at events as a dignitary.

LD: Leadership Development: Pathways education path with the Level # indicated after the abbreviation (i. e. LD1)

LDREXC: Leadership Excellence — educational award for completing an HPL.

MS# Motivational Strategies – Pathways education path with the Level # indicated after the abbreviation (i. e. MS1)

OTMOY: Outstanding Toastmaster or the Year Award — Being named an Outstanding Toastmaster of the Year honors members who embody the Toastmasters core values: Integrity, Respect, Service, and Excellence. A committee reviews and selects Outstanding Area, Division, and District Toastmasters

PDG: Past District Governor (or Past District Director, District designation) — once an IPDG’s term is over, they are thereafter acknowledged at events as a dignitary.

PI# – Persuasive Influence: Pathways education path with the Level # indicated after the abbreviation (i. e. PI1)

 

PID: Past International Director (International role) — once a PID’s term is over, they become a PID and are acknowledged at events as a dignitary.

PIP: Past International President (International role) — once a PID’s term is over they become a PIP and are acknowledged at events as a dignitary.

PM# Presentation Mastery – Pathways education path with the Level # indicated after the abbreviation (i. e. PM1)

Pres: President (club officer role) — responsible for providing the supportive club environment members need to fulfill their self-development goals, making sure that members benefit from the Toastmasters educational program, and helping the club recruit new members and retain current ones.

PQD: Program Quality Director [formerly LGET, Lieutenant Governor of Education and Training (District role, part of the Trio)] — second-in command leadership position in a District. This role spearheads education/training events such as Toastmasters Leadership Institute and other club officer trainings, and conferences, encourages educational award (CC, CL, Pathways learning experience) achievement throughout the District.

PRM: Public Relations Manager (District role) — responsible for all District public relations efforts and supporting the goals of the Trio.

PWCPS: Past World Champion of Public Speaking — designation for a person who won the WCPS at least one year previous to this.

RA: Region Advisor — Works with District leaders to build a stronger District. There are several Districts within each Region.

SAA: Sergeant at Arms (club officer, contest or District role) — responsible for maintaining club/District property, arranging the meeting room and welcoming members and guests at each meeting. At DECM, the District SAA also procures food/refreshments.

Sec: Secretary (club or District role) — keeps clear and accurate records of club/district business, including membership records, and corresponds with Toastmasters International’s World Headquarters and others on behalf of the club/District.

SR# Strategic Relationships – Pathways education path with the Level # indicated after the abbreviation (i. e. SR1)

TI: Toastmasters International, aka WHQ.

TC# Team Collaboration – Pathways education path with the Level # indicated after the abbreviation (i. e. TC1)

TLI: Toastmasters Leadership Institute — a biannual club officer training event put on by the District, which may also include non-club offficer role elective workshops.

TM: Toastmaster (meeting, contest or other event role) — master/mistress of ceremonies who sets the tone and introduces speakers and others who have meeting roles.

Treas: Treasurer (club or District role) — keeps clear and accurate financial records of club/District business and for seeing that the club/District remains financially stable.

Trio: Top three District officers — DD, PQD and CGD.

TT: Table Topics (meeting activity) — a meeting feature in which a TTM picks TTS’s to speak for 1-2 minutes on assigned topics.

TTM: Table Topics Master (meeting role) — runs the TT portion of a meeting by creating topics and picking TTS to speak on them.

TTS: Table Topics Speaker (meeting role) — exercises impromptu speaking skills by speaking for 1-2 mintues on a topic, ideally incorporating the WOD, if any.

VC# Visionary Communication – Pathways education path with the Level # indicated after the abbreviation (i. e. VC1)

VPE: Vice President Education (club officer role) — in charge of a club’s educational program scheduling speakers and other meeting roles, promoting the Toastmasters educational program and reporting on members’ educational award progress.

VPM: Vice President Membership (club officer role) — responsible for building membership and ensuring a strong membership base by satisfying the needs of all members.

VPPR: Vice President Public Relations (club officer role) — coordinating an active public relations and publicity program that promotes the flow of guests and publicizes club and member achievements.

WCPS: World Champion of Public Speaking — an individual who won the annual speech competition at the International Convention.

WHQ: World Headquarters (of Toastmasters International).

WOD: Word of the Day (as selected by the Grammarian) — a word that all persons with speaking roles try to use in a meeting.