Club Officers

Club Officers 07.2024 to 06.2025

Click our names to connect with us on LinkedIn!

Club Officer Tasks

Month	Officer Role	Task
All Year	Club President	Preside over club, business, and Club Executive Committee meetings.
All Year	Club President	Manage procedural matters and apply parliamentary procedure during meetings.
All Year	Club President	Work with officers to achieve Distinguished Club Program goals.
All Year	Club President	Encourage education achievements and membership building.
All Year	Club President	Attend club officer training and submit required documents on time.
All Year	Club President	Recognize member achievements by presenting certificates and offering public praise.
All Year	Club President	Provide leadership, foster a positive learning environment, and enhance club quality.
All Year	Club President	Actively engage with members and officers, listen, assist, and resolve conflicts.
All Year	Club President, VPE, Secretary	Facilitate member progress as Base Camp Manager by approving requests and tracking progress.
All Year	Vice President Education	Oversee the creation of the club schedule at least three weeks in advance.
All Year	Vice President Education	Ensure all meeting roles are properly fulfilled and distribute the schedule regularly.
All Year	Vice President Education	Explain the Toastmasters Pathways learning experience to members.
All Year	Vice President Education	Confirm new members received welcome email, encourage path selection, and answer Pathways questions.
All Year	Vice President Education	Monitor member progress, help schedule speeches, and approve Base Camp level-completion requests.
All Year	Vice President Education	Conduct speech contests according to Toastmasters International rules.
All Year	Vice President Education	Oversee the club’s new member mentor program.
All Year	Vice President Membership	Promote Toastmasters, recruit new members, and work to retain existing members.
All Year	Vice President Membership	Ensure new members receive proper orientation to the club and the Toastmasters program.
All Year	Vice President Membership	Maintain accurate membership records and submit new member applications and renewals.
All Year	Vice President Public Relations	Promote the club to the community and media to attract new members.
All Year	Vice President Public Relations	Create and distribute press releases, flyers, and other promotional materials.
All Year	Vice President Public Relations	Manage the club’s website, social media, and other online platforms.
All Year	Club Secretary	Maintain all club records, manage club files, and handle club correspondence.
All Year	Club Secretary	Take minutes at each club and Club Executive Committee meeting.
All Year	Club Secretary	Update and distribute a roster of the current paid membership.
All Year	Club Secretary	Update the club officer list with Toastmasters International after new officers are elected.
All Year	Club Treasurer	Manage the club’s bank account, write checks as approved, and deposit club revenues.
All Year	Club Treasurer	Prepare and oversee the club budget in conjunction with the Club Executive Committee.
All Year	Club Treasurer	Reconcile deposits, expenditures, and cash on hand each month.
All Year	Club Treasurer	Pay bills for club activities, supplies, and recurring expenses.
All Year	Club Treasurer	Keep clear, accurate records of all club financial transactions.
All Year	Club Treasurer	File necessary tax documents as required by local regulations.
All Year	Sergeant at Arms	Prepare the meeting room for all club meetings, including setting up equipment.
All Year	Sergeant at Arms	Maintain all club property.
All Year	Sergeant at Arms	Greet members and guests as they arrive and help them find seats.
All Year	Sergeant at Arms	Assist with the smooth flow of the meeting.
July	Incoming Officers	Attend first-round club officer training.
July	All Officers	Determine education goals of each member.
August	All Officers	Attend first-round club officer training.
August	Club Treasurer	Send membership dues statements to members.
August	All Officers	Ask members to complete a Member Interest Survey.
August	Vice President Public Relations	Create a media list and publicity kit.
August	Club Executive Committee	Finalize the club budget with approval from the Club Executive Committee.
August	Club President	Designate the club’s proxyholder for the Annual Business Meeting.
September	Club Treasurer	Send membership dues statements to members (by September 1).
October	Club Treasurer	Submit membership dues payments to World Headquarters (by October 1).
November	Clubs with semiannual terms	Hold elections.
December	All Officers	Plan and publicize upcoming speech contests.
December	Clubs with semiannual terms	Meet with the outgoing Club Executive Committee for a smooth transfer.
December	Clubs with semiannual terms	Complete a Club Success Plan.
December	Clubs with semiannual terms	Purchase supplies from the Toastmasters Online Store.
December	Clubs with semiannual terms	Create a club budget.
December	Clubs with semiannual terms	Ask club members to serve on committees.
December	Clubs with semiannual terms	Provide the bank with a new bank signatory card.
January	California Clubs	File form 199N.
January	All Officers	Plan and publicize upcoming speech contests.
January	All Officers	Attend second-round club officer training.
January	Clubs with semiannual terms	Determine education goals of each member.
February	Club Treasurer	Send membership dues statements to members.
February	All Officers	Attend second-round club officer training.
February	Vice President Membership	Promote the “Talk Up Toastmasters!” membership-building program.
February	All Officers	Plan and publicize upcoming speech contests.
March	Club Treasurer	Send membership dues statements to members (by March 1).
March	Vice President Membership	Talk Up Toastmasters!” membership-building program ends (March 31).
April	Club Treasurer	Membership dues for credit in the Distinguished Club Program are due (April 1).
April	Vice President Membership	Beat the Clock” membership-building program starts (April 1).
April	Vice President Public Relations	Publicize the upcoming annual District conference.
April	Club Treasurer	Ensure international membership dues payments are submitted to World Headquarters.
April	All Officers	Attend the Annual District conference.
May	All Officers	Club officer elections can begin to be held at the first meeting in May.
May	Club Treasurer	Form 199N from California clubs only is due (May 15).
May	Outgoing Officers	Prepare files for a smooth transfer to incoming club officers.
May	Club Treasurer	Prepare club accounts for audit.
May	Vice President Membership	Promote the “Beat the Clock” membership-building program.
June	Vice President Membership	Promote the “Beat the Clock” membership-building program (June 3).
June	Incoming Officers	Meet with the outgoing Club Executive Committee for a smooth transfer (before term starts).
June	Incoming Officers	Attend first-round club officer training (before term starts).
June	Incoming Officers	Complete a Club Success Plan (before term starts).
June	Incoming Officers	Purchase supplies from the Toastmasters Online Store (before term starts).
June	Incoming Officers	Create a club budget (before term starts).
June	Incoming Officers	Ask club members to serve on committees (before term starts).
June	Incoming Officers	Provide the bank with a bank signatory card (before term starts).
July 1	Incoming Officers	New officers officially take office.
January 1	Incoming Officers (semiannual terms)	New officers officially take office.