Toastmaster Club Officer Roles – Infoposter


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During my Vice President Education (VPE) days with Art of Speaking toastmasters club, I created an info poster depicting all the roles and responsibilities of club officers in a pictorial format. I used this as a handout for my speech #9.

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Toastmaster Club Officer Roles – Infoposter

  1. 1. Toastmasters Club – Leadership Opportunities Toastmasters – President Role & Responsibilities President The President serves as the Clubs Chief executive officer, responsible for general supervision and operationChief Executive Officer of the Club Presides at · The President presides at Club meetings and directs Executive meetings the Club in a way which meets the educational growth and leadership needs of members · In cooperation with the Executive team, the President Trains, supervises, coaches & applauds establishes long-term and short-term plans for Club fellow Officers growthSets the Clubs vision Votes on behalf of the Club and provides at Area, Division, District, leadership Region & International
  2. 2. Toastmasters - VP Education Role & Responsibilities Scheduling Speeches and other Agenda Assignments Member Sign up On Website Member RSVP Send a email Send a meeting Distribute AgendaTo sign-up for a Compile Invite via Validate Agenda Finalize Speech or a List from website eVite With RSVP & agenda Role Sign-Up sheets New Member Orientation & Mentoring Process The VP Education (VPE) is responsible for planning successful club meetings which provide each member the opportunity to achieve his or her educational goals. The VPE guides members in planning and accomplishing Communication and Leadership Track Programs and other educational programs. Specific duties: Send New · Schedules speeches and other agenda assignments. Member · Sign members manuals, updates member progress charts and Orientation kit Send Mentoring New Member reports educational program completion to World Headquarters. Information · Coordinates with each weeks Toastmaster and provides the necessary information such as who has an assigned duty, provides email addresses for the people with upcoming duties, and gives the future Toastmaster a sample agenda to follow. · Ensures that a new member receives orientation to the Toastmasters educational program and is assigned a mentor if desired. · In the absence of the President, the VPE presides at club and Send a note New Member’s Update Mentoring executive committee meetings. requesting Ice Breaker worksheet · Introduces new member to the procedures of the club. Ice breaker Track Member Progress Other Activities Plan and chart member Sign Members Progress speeches and roles Manuals Distribute Progress Chart 2-3 months in advance chart Maintain Scheduling System Update Member Add New Submit Education members Preside meeting in the Progress Completion absence of President to WHQ
  3. 3. Toastmasters - VP Membership Role & Responsibilities Send “Thank You” note to Guests Register New Members on TI Inform TreasurerCompile Guest Follow-up Obtain New Member Treasurer submitsEmail address Distribute With guests Information Register new payment Thank you Note (non members) Member on TI Website The Vice President Membership plans, organizes and Other Activities implements a continuous marketing effort which ensures the Club maintains or exceeds a charter membership level of 20. · The Vice President Membership works with groups inside and outside of Toastmasters to promote Club membership and membership retention Builds Club · In coordination with the Club Treasurer and Secretary, he membership Sign Members or she is responsible for prompt submission to World Manuals Headquarters of the Clubs Semiannual membership Prepares the report (including membership list and dues payment) Semiannual Membership Report · The Vice President Membership also provides for recognition of Toastmasters who contribute to the increase of membership in Toastmasters International, and maintains an accurate membership roster and Preside meeting in the Submit Education Completion attendance records. absence of to WHQ · He or she also serves as chairman of the Club President & VPE Membership Committee and is the third-ranking officer in the Club. Toastmasters - VP Public Relations Role & Responsibilities Public Relations The Vice President Public Relations develops, implements and administers a program that maintains a positive image of Toastmasters for all members, guests and the general public Produces a · He or she is responsible for internal and external public Plans a public Club newsletter relations program Publicize relations for the Club, including but not limited to: Club events preparing and distributing news releases regarding Club activities; publicizing Club events; working with Club officers to develop literature about the Club; representing the Club with the media · The Vice President Public Relations works with the Club website editor and Sergeant at Arms to maintain an Preside meeting in the absence of President, VPE effective program of internal Club communication or VPM Prepares publicity · Serves as Chairman of the Public Relations Committee, materials and is the fourth-ranking Club officer.
  4. 4. Toastmasters - Secretary Role & Responsibilities Public Relations The Secretary is responsible for all Club records and correspondence. He or she is the custodian of the Club Maintains general Club correspondence Constitution and Bylaws and all other official Club Keeps the Club Reports new officers documents. Constitution to World Headquarters · The Secretary submits updated membership and officer and Bylaws records to World Headquarters, prepares and mails orders for Toastmasters supplies, and in conjunction with the Vice President Membership, submits all Maintains an applications for new, transfer and reinstated members accurate membership to World Headquarters roster · He or she records and reads minutes of Club meetings and Executive Committee meetings Prepares and mails · The Secretary also submits the names of newly elected orders for officers to World Headquarters immediately afterToastmasters supplies Develop Club literature elections and is the fifth-ranking Club officer Records and reads meeting minutes Toastmasters - VP Treasurer Role & Responsibilities Treasurer The Treasurer is responsible for the development and execution of financial policies, procedures, audits and controls. · The Treasurer receives and disburses funds in payment Collects payable Issues checks to TI HQ of all obligations, and develops and recommends a dues and fees Prepares an for semiannual budget to the Club Executive Committeeannual budget membership · He or she also notifies members of dues payable and for the Club dues/New Member Fees collects the dues Provides the bank with a new · Along with the Vice President Membership and Club signature card Secretary, the Treasurer ensures semiannual membership reports, dues and membership roster are mailed to World Headquarters and received there by October 10 and April 10Notifies each Clubmember in writing of dues payable Presents a verbal Keeps complete and and accurate records of written financial all financial transactions report monthly
  5. 5. Toastmasters – Sergeant At Arms Role & Responsibilities Sergeant At Arms The Sergeant at Arms serves as master host and makes Collects ballots the proper physical arrangements for all Club meetings and tallies votes · He or she coordinates with the Vice President Public Arranges room andequipment for each meeting for awards Relations and Vice President Membership to ensure that each member and guest is welcomed at Club meetings · The Sergeant at Arms is responsible for the orderly conduct of the Club meeting, including: arranging Greets all guests and members meal service if necessary, arranging meeting room at each meeting layout, setting out materials and equipment, controlling Club property between meetings Maintains all Club Attends and participatesequipment and materials in Executive Committee meetings Toastmasters – Immediate Past President Role & Responsibilities Immediate Past President Helps with the The Immediate Past President provides guidance and Distinguished Club serves as a resource to club officers and members Chairs the Nominating Program/Club Success Plan · The Immediate Past President chairs the Nominating Committee Committee, assists in the preparation of the Club Success Plan and promotes the clubs efforts to become a Distinguished Club · The Immediate Past President attends all Club Officers Meeting and has an active voice in all decisions made Promotes the Clubs Provides guidance and efforts to become a serves as a resource to Distinguished Club Club officers and members