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.
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.
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.
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.
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.
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.
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.
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.
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.
A 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.