Club Officer Roles and Tasks

Each of the officers in a Toastmasters club has certain responsibilities to fulfill in supporting the club and its members. There are several officer positions within each Toastmasters club both to spread the workload fairly and to expand the leadership opportunities for club members.

Filling an officer role does not mean that you are required to do the job alone. Being an officer simply means that you are responsible for ensuring that the job gets done. As an officer, you are allowed—indeed, encouraged—to ask other members of the club to help you fulfill your duties.

Serving as a club officer for at least twelve months satisfies one of the requirements for Distinguished Toastmaster (DTM) recognition.

Some club elect new officers every six months (semiannually), while other clubs hold elections once a year (annually). This usually depends on whether the club meets every week or every two weeks. Semiannual terms are an option available only to clubs that meet weekly.

Preparing to Be a Club Officer

One of the most important things to do in preparing for a club officer position is to attend one of the Club Officer Training sessions sponsored by the district. (In fact, attending these sessions is one of the goals for helping make your club a Distinguished Club.) Please make every effort to attend training so you can receive the support you need to better serve your club. Officers are also encouraged to review the tutorial video for their office linked below and review the Club Leadership Handbook..

Transferable Skills

Think that being a club officer is all work and no benefit? Think again! Check out the transferable skills you can develop by being a club officer. It’s a win/win for all! A table showing the transferable skills for each office is available here with those for each office shown below with the office description.

Club Executive Team

Collectively, a club’s officers are referred to as the club’s Executive Team. The club officer positions and their respective responsibilities are listed below:

• President
• Vice President Education
• Vice President Membership
• Vice President Public Relations
• Secretary
• Treasurer
• Sergeant at Arms
• Immediate Past President

President

The President is the chief executive officer for the club. The primary responsibilities of this role involve the 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 other officers, the President establishes long-term and short-term goals for the club.

In addition to his or her club role, the President is also a member of the Area Council. An Area Council is the management group for the area. The council helps each club in the area provide a positive and supportive learning environment in which every member has the opportunity to develop communication and leadership skills. Additionally, the Area Council helps keep clubs focused and on track to achieve goals.

Transferable Skills: Team building/Leading, Strategic Planning/Guidance, Conflict Resolution, Negations/Project management, Meeting Facilitation, Time Management, Parliamentary Processes, Consulting, Coaching and Networking

• Club President Tutorial

Vice President Education

The Vice President Education (VPE) manages all educational programs within the club. The primary responsibilities of this role involve ensuring that all members continue their progress toward their own individual educational goals.

The VPE plans, organizes, and implements meeting schedules to include speeches, educational modules, and other events sufficient to meet both individual and club objectives. When members complete a speech or other major achievement, the VPE will sign or initial the appropriate documentation and contact Toastmasters International to ensure proper recognition. New members will receive orientation and be assigned a mentor by the VPE.

In addition to his or her club role, the Vice President Education is also a member of the Area Council.

Transferable Skills: Scheduling, Conflict Resolution, Negotiations, Strategic Planning, Time Management, Recognition Incentives, Event/Meeting Planning, Personnel Development, Career Planning, Training and Networking

• Club VP Education Tutorial

Vice President Membership

The Vice President Membership (VPM) manages the activities that sustain and increase the number of members in the club. The primary responsibilities of this role involve marketing and some administration.

The VPM plans, organizes, and implements a continuous marketing effort to ensure that club membership remains above club charter strength (20 members). This is accomplished both by retaining current members (working with the VPE) and by gaining new members (working with the VPPR). The VPM is responsible for the semi-annual membership reports to Toastmasters International and for keeping the membership roster and attendance records.

In addition to his or her club role, the Vice President Membership is also a member of the Area Council.

Transferable Skills: Personnel Orientation, Personnel Development, Career Planning, Customer service, Public Relations, Reward/Incentive, Planning, Campaign Development, Marketing and Sales, Consulting, Seminar Development and Networking

• Club VP Membership Tutorial

Vice President Public Relations

The Vice President Public Relations (VPPR) manages the creation and maintenance of the club’s image. The primary responsibilities of this role involve both internal and external communications.

The VPPR plans, organizes, and implements programs to maintain the positive image of the club and of Toastmasters for an audience consisting of all guests, members and the general public. Common activities in this role include press releases, publicity campaigns, website maintenance, media representation, and club newsletters.

Transferable Skills: Media Relations, Campaign Development, Reward/Incentive, Planning, Consulting, Journalism, Publications, Advertising and Promotion, Photography, Graphic Design, Seminar Development and Networking

• Club VP Public Relations Tutorial

Secretary

The Secretary manages all record-keeping and correspondence. The primary responsibilities of this role involve handling administrative details between the club and Toastmasters International and keeping the club’s documents available and up-to-date.

The Secretary maintains the club’s records, including club by-laws and the club constitution. Additionally, the Secretary handles and maintains new member applications, updated membership records, supply orders, officer lists, and past club records. The Secretary also records and reads the minutes for club meetings and for meetings of the Executive Team.

Transferable Skills: Report Writing, Policy Administration, Purchasing, Order Processing, Historian/Librarian, Research, Document Control and Event Coordination

• Club Secretary Tutorial

Treasurer

The Treasurer manages the club’s financial health. The primary responsibilities of this role involve handling the club’s finances, including the collection of club dues and the payment of all bills.

The Treasurer receives and disburses funds to further the operation of the club and its officers. All club accounts are managed by this office. Twice annually, the Treasurer must notify members of dues collection and then collect club dues from each member.

Transferable Skills: Budget Preparation, Revenue Tracking, Revenue Forecasting, Revenue Generation, Money Management, Policy Administration, Purchasing and Consulting

• Club Treasurer Tutorial

Sergeant at Arms

The Sergeant at Arms (SAA) manages the club’s meeting facilities and decorum. The primary responsibilities of this role involve all those tasks expected of the host of the meeting.

The SAA arranges the room and setup for all meetings, sets out and cares for the club’s materials and supplies, and greets members – and especially guests – as they come in the door.

Transferable Skills: Report Writing, Inventory Management, Master of Ceremonies, Interpersonal/Communication Skills, Customer Service, Negotiations, Consulting and Event Planning

• Club Sergeant at Arms Tutorial

Immediate Past President

The Immediate Past President guides and supports the Executive Team. 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 preparing the Club Success Plan, and promotes the club’s efforts to be recognized under the Distinguished Club Program.

Transferable Skills: Team Building, Strategic Guidance, Consultation, Training, Coaching, Career Planning, Parliamentary Processes and Policy Administration

Listed below is a list of administrative tasks that will help your club operate efficiently and effectively. Some of these tasks are ongoing activities, while others occur on a calendar basis.  The Club Officer Checklist tab provides a detailled month-by-month list for each of the club officers.

Note: A club officer can add and update basic club information such as new members,semi-annual dues, educational awards, club information, etc. online. See the Club Central page for information (only available to club officers; login required).

Calendar Activities

First Half of Toastmasters Year
July-August	Attend Club Officer Training
August	Start collecting dues from club members or, if self-pay is enabled, remind mmbers to submit online
September	Complete and submit Club Success Plan by September 30 deadline (prerequisite for Distinguished Club Program) Finish collecting dues from club members or, if self-pay is enabled, remind unpaid members to paid online Attend District Council Business Meeting Submit or ensure members submit Semi-Annual member dues to Toastmasters International before October 1
November-December	Attend Club Officer Training (continues through February)
November	Hold club officer elections (clubs that elect six month terms)
December	Submit Club Officer Information to Toastmasters International before December 31 (clubs that elect six-month terms)
Second Half of Toastmasters Year
January-February	Attend Club Officer Training Invite your Area Director for a visit
February	Hold Club TBD and International Speech Contest  (each year Program Quality Director determines and announces TBD contest) Notify your Area Director of the contest winners (members may be appointed if club contests not held) Start collecting dues from club members or, if self-pay is enabled, remind mmbers to submit online
March	Finish collecting dues from club members or, if self-pay is enabled, remind unpaid members to paid online Attend Area TBD and International Speech Contest Submit or ensure members submit Semi-Annual member dues to Toastmasters International before April 1
April	Attend Division TBD and International Speech Contest
May	Hold club officer elections (all clubs) Attend District Conference •  District Council Business Meeting •  District TBD and International  Speech Contest •  Educational Sessions
June	Attend Club Officer Training Submit club proxy for Annual Business Meeting held at the August International Convention Submit Club Officer Information to Toastmasters International before June 30

Ongoing Activities

Event	Required Task
New member joins club	Complete or have new member complete Membership Application and submit member dues online
Member completes Pathways Level	Verify completion and submit through Base Camp Manager
Club changes meeting location and/or time	Submit club Change information through Club Central on Toastmasters International webste

The following calendar/checklist shows by month the activities and events club officers should be addressing. Officers should refer to the checklist in the Appendix of their When You Are the… manual for a more detailed listing.

July Checklist
All Officers	Attend district-sponsored club officer training if you did not attend in June. Conduct executive committee meeting with each officer reporting on activities/accomplishments/plans. Review last year’s Distinguished Club Program (DCP) results for your club. Review the Product Guide and order educational materials. Establish the club’s goals for the current year’s Distinguished Club Program. Read your When You Are the… manual.
President	If not done by predecessor, designate club’s proxy holder for Annual Business Meeting conducted during the International Convention. (Proxy FAQ)
VP Education	Meet with each member to discuss his or her educational goals and determine which award(s) he/she will achieve in the coming year.
VP Membership	Report on the results of Beat the Clock! and annual membership programs at the club meeting and in club newsletter/website. (Results available on Membership Building Contests page.) Promote Toastmaster membership programs, including the Smedley Award (Aug 1 – Sept 30), during meetings and in the club newsletter/website.
VP Public Relations	Review and refresh any existing publicity kit for the media. If none exists, consider creating one. Begin to form a regular presence on at least one social networking site.
President, VP Education and VP Membership	Attend the area council meeting.
August Checklist
All Officers	Attend district-sponsored club officer training if you did not attend in June or July. Conduct an executive committee meeting with each officer reporting on activities/accomplishments/plans. Review the club’s goals for the current year’s Distinguished Club Program (DCP).
VP Membership	Promote the Smedley Award membership campaign (Aug 1 – Sept 30) during meetings and in the club newsletter/website.
VP Public Relations	Ensure that the club’s meeting location and time are listed correctly with World Headquarters.
Treasurer	Begin collecting member dues to meet the October 1 deadline for submission. If Self Pay is enabled on the Toastmasters International website, remind members to submit payments online.
President or VP Education	Cast the club’s votes at the Annual Business Meeting conducted during the International Convention or if not done yet, designate proxy-holder. (Proxy FAQ)
President, VP Education and VP Membership	Attend the Area Council meeting.
September Checklist
All Officers	Submit Club Success Plan by September 30 deadline (prerequisite for Distinguished Club Program) Conduct an executive committee meeting with each officer reporting on activities/accomplishments/plans. Review the club’s goals for the current year Distinguished Club Program (DCP).
President	Confirm that district submitted officer training reports to World Headquarters. (Check Club Performance Report for number of officers trained and Club Officer Training report for officers credited.) Attend and vote at District Council Business Meeting (online)
VP Education	Attend and vote at District Council Business Meeting (online)
VP Membership	Continue promoting the Smedley Award membership campaign (ends Sept 30) during meetings and in the club newsletter/website.
Treasurer	Finish collecting dues from club members or, if self-pay is enabled, remind unpaid members to pay online. Submit or ensure members submit semi-annual member dues to Toastmasters International before October 1.
President, VP Education and VP Membership	Attend the area council meeting.
October Checklist
All Officers	Conduct an executive committee meeting with each officer reporting on activities/accomplishments/plans. Review the club’s goals for the current year Distinguished Club Program (DCP).
President	Ensure your club member dues renewals are at World Headquarters by October 1.
VP Membership	Report on the results of the Smedley Award membership campaign during meetings and in the club newsletter/website.
President, VP Education and VP Membership	Attend the area council meeting.
November Checklist
All Officers	Attend district-sponsored club officer training. Note that officers annually and semiannually must attend for DCP credit. If your club elects semiannually, conduct club officer elections. Conduct an executive committee meeting with each officer reporting on activities/accomplishments/plans. Review the club’s goals for the current year Distinguished Club Program (DCP).
Secretary	If your club elects semiannually, submit a new club officer list through the Club Central section of the Toastmasters International website before the December 31 deadline (login required).
President and VP Education	Attend District Council Meeting (online/virtual meeting).
Membership	Attend the area council meeting.
December Checklist
All Officers	Attend district-sponsored club officer training. Note that officers annually and semiannually must attend for DCP credit. If your club elects semiannually, current officers meet with incoming officers to help prepare them for their roles. Conduct an executive committee meeting with each officer reporting on activities/accomplishments/plans. Review the club’s goals for the current year’s Distinguished Club Program (DCP).
Secretary	If your club elects semiannually, submit a new club officer list through the Club Central section of the Toastmasters International website before the December 31 deadline (login required).
President, VP Education and VP Membership	Attend the area council meeting.
January Checklist
All Officers	Attend district-sponsored club officer training if you did not attend in December. (Training Schedule) Conduct executive committee meeting with each officer reporting on activities/accomplishments/plans. Review current year’s Distinguished Club Program (DCP) results for your club. Review the Product Guide and order educational materials. (New officers) Read When You Are the… manual.
VP Education	Meet with each member to discuss his or her educational goals and determine which award(s) he/she will achieve in the next six months. Plan and schedule club’s Speech Contests for January or early February meeting.
VP Membership	Promote TI’s membership programs, including Talk Up Toastmasters! (Feb 1 – Mar 31), during meetings and in club newsletter/website.
VP Public Relations (newly elected)	Review and refresh any existing publicity kit for the media. If none exists, consider creating one. Begin to form a regular presence on at least one social networking site.
President, VP Education and VP Membership	Attend the area council meeting.
February Checklist
All Officers	Attend district-sponsored club officer training if you did not attend in December or January. Note that training ends in February. Conduct an executive committee meeting with each officer reporting on activities/accomplishments/plans. Review the club’s goals for the current year’s Distinguished Club Program (DCP).
VP Education	Conduct club’s Speech Contests (January or early February). Send club contest winners’ names to the Area Director as contestants in the March area contest.
VP Membership	Promote the Talk Up Toastmasters membership campaign (Feb 1 – Mar 31) during meetings and in the club newsletter/website.
VP Public Relations	Ensure that the club’s meeting location and time are listed correctly with World Headquarters.
Treasurer	Begin collecting member dues to meet the April 1 deadline for submission. If Self Pay is enabled on the Toastmasters International website, remind members to submit payments online.
President, VP Education and VP Membership	Attend the area council meeting.
March Checklist
All Officers	Promote Area Speech Contests and encourage all members to attend in support of the club’s contestants. Conduct an executive committee meeting with each officer reporting on activities/accomplishments/plans. Review the club’s goals for the current year’s Distinguished Club Program (DCP).
President	Confirm that district submitted officer training reports to World Headquarters. (Check Club Performance Report for number of officers trained and Club Officer Training report for officers credited.)
VP Membership	Continue promoting the Talk Up Toastmasters! membership campaign (ends March 31) during meetings and in club newsletter/website.
Treasurer	Finish collecting dues from club members or, if self-pay is enabled, remind unpaid members to pay online. Submit or ensure members submit Semi-Annual member dues to Toastmasters International before April 1.
President, VP Education and VP Membership	Attend the area council meeting.
April Checklist
All Officers	Promote Division Speech Contests and encourage all members to attend in support of area’s contestants. Promote Annual District Conference. Conduct executive committee meeting with each officer reporting on activities/accomplishments/plans. Review the club’s goals for the current year Distinguished Club Program (DCP). Promote Presidents Club. See Club Success Awards for details.
President	Ensure your club member dues renewals are submitted to World Headquarters by April 1.
VP Education	Review members’ progress and ensure that all have received credit for completed educationals. Encourage those who are close to completion to set a June 30 goal.
VP Membership	Report on the results of the Talk Up Toastmasters! membership campaign during meetings and in club newsletter/website. Begin promoting Beat the Clock membership campaign which runs from May 1st through June 30th.
President, VP Education and VP Membership	Attend the area council meeting.
May Checklist
All Officers	Conduct club officer elections. Promote Annual District Conference. Conduct executive committee meeting with each officer reporting on activities/accomplishments/plans. Review the club’s goals for the current year Distinguished Club Program (DCP).
VP Education	Review members’ progress and ensure that all have received credit for completed educationals. Encourage those who are one or two speeches from completion to speak at a May or June meeting.
VP Membership	Promote the Beat the Clock membership campaign (May 1 – Jun 30) during meetings and in club newsletter/website.
Secretary	Submit new club officer list through the Club Central section of the Toastmasters International website before June 30 deadline (login required).
President and VP Education	Attend the District Council Meeting online or at the Annual Conference. If unable to attend, assign vote to the other officer (President or VPE)
President, VP Education and VP Membership	Attend the area council meeting.
June Checklist
All Officers	Attend district-sponsored club officer training. Current officers meet with incoming officers to help prepare them for their roles. Conduct an executive committee meeting with each officer reporting on activities/accomplishments/plans. Review the club’s goals for the current year’s Distinguished Club Program (DCP). Ensure that all educationals completions and new member applications have been credited to Toastmasters International.
President	Invite the Area Director to install newly elected officers.
Secretary	Submit the new club officer list through the Club Central section of the Toastmasters International website before June 30 deadline (login required).
President, VP Education and VP Membership	Attend the area council meeting.