Toastmasters – District 70 Standards for Club Executive Officers Outside the Club meeting | President | VPE | VPM | VPPR | Secretary | Treasurer | Sergeant at Arms |
Ensure Club officers meet Club officer and Club meeting standards. | Yes | ||||||
Oversee plan to achieve Distinguished Club Program goals and ensure Club is a Distinguished Club. | Yes | ||||||
Oversee administrative operation of Club in compliance with the Club Constitution and Bylaws. | Yes | ||||||
Schedule and chair monthly Executive Committee meeting. | Yes | ||||||
Attend Club Executive Committee meetings and preside when the President is absent. | Yes | ||||||
Attend Club Executive Committee meetings. | Yes | Yes | Yes | Yes | Yes | ||
Arrange for a replacement if unable to attend a Club or Executive Committee meeting. | Yes | ||||||
Plan Club meetings, completing schedules and assignments at least three weeks in advance and confirming each schedule five to seven days before the meeting. | Yes | ||||||
Arrange for a replacement if unable to attend Club meeting. | Yes | Yes | Yes | Yes | Yes | Yes | |
Maintain accurate membership roster and give it to Treasurer to submit with dues. | Yes | ||||||
Mail Club officer list to World Headquarters within 10 days after elections or online via www.toastmasters.org. | Yes | ||||||
Mail Club President and VPE details, and Club meeting details, to District Directory Officer within 10 days after elections, or online via www.d70toastmasters.org. | Yes | ||||||
Handle general Club correspondence. | Yes | ||||||
Keep Club files, including the Club charter, Constitution and Bylaws, minutes, resolutions, and correspondence. | Yes | ||||||
Prepare a budget to be approved by the Club Executive Committee and membership within one month of taking office. | Yes | ||||||
Provide the bank with a new signature card. | Yes | ||||||
Prepare and send dues statements by August 15/February 15. | Yes | ||||||
Collect and send dues to World headquarters by October 1 and April 1, preferably online at www.toastmasters.org. Forward copy of Returns Receipt to District’s Membership Returns Officer. Work with the Vice President to contact members who have not paid dues. | Yes | ||||||
Submit new member applications and dues to World Headquarters within 48 hours after receipt, preferably online, or via District’s Membership Returns Officer. | Yes | ||||||
Pay bills as due. | Yes | ||||||
Keep records of all financial transactions. | Yes | ||||||
Present verbal and written financial reports quarterly (October 15, January 15, April 15, and July 15). | Yes | ||||||
Submit Club accounts for audit. | Yes | ||||||
Schedule the Club meeting location. | Yes | ||||||
Maintain Club equipment and supplies. | Yes | ||||||
Attend District-sponsored Club officer training. | Yes | Yes | Yes | Yes | Yes | Yes | Yes |
Promote participation in the educational program. Get commitment from new members to achieve the CC award within one year or less and schedule them to speak accordingly.Get commitment from CCs to earn AC-B awards within one year, and get commitment from AC-B and AC-S recipients to earn the next award within one year. Get commitment from members to earn theLeadership awards. Track all members’ progress toward these awards. | Yes | ||||||
Ensure Club has an ongoing membership building program. | Yes | ||||||
Encourage communication and leadership development through promoting awards. | Yes | ||||||
Orient new members to the Toastmasters program within two meetings after they join. | Yes | ||||||
Assign every new member a mentor. | Yes | ||||||
Conduct ongoing membership building programs and efforts. Promote the membership goal of one new member per month and, if the Club has fewer than 20 members, achieve 20 members by year-end or sooner. Promote Club and Toastmasters International membership building programs and conduct a minimum of two formal Club membership programs annually. | Yes | ||||||
Follow up on and keep track of guests, new members joining, and members not attending meetings. Send follow-up notes to guests. | Yes | ||||||
For all prospective members, explain the educational program, get their commitment to join, collect membership applications. | Yes | ||||||
Promote membership programs. | Yes | ||||||
Attend and vote Club’s proxy at District council meetings or ensure Club member attends and votes with Club’s proxies. | Yes | Yes | |||||
Possibly attend International Convention and vote Club’s proxy or send proxy to District Governor. | Yes | Yes | |||||
Maintain relationship with the District and with Toastmaster International. | Yes | ||||||
Attend and vote at Area Council meetings. | Yes | Yes | Yes | ||||
Promote the Club to local media. | Yes | ||||||
Produce and distribute a Club newsletter at least monthly. | Yes | ||||||
Attend other Toastmaster events. | Yes | ||||||
Prepare your successor for office. | Yes | Yes | Yes | Yes | Yes | Yes | Yes |
Search for leaders, ensure all Club officers are filled for the succeeding term, and ensure timely elections are conducted. | Yes | ||||||
Ensure meeting starts and ends on time. | Yes | ||||||
Make sure guests are warmly and enthusiastically introduced. | Yes | ||||||
Allow time before and after the meeting to speak with guests. | Yes | ||||||
Read and/or display the Club Mission at every meeting. | Yes | ||||||
Discuss the Distinguished Club Program and the Club’s progress and achievements in it. | Yes | ||||||
Recognise member achievements in Toastmasters and in their personal lives. | Yes | ||||||
Report on the “Moments of Truth” the Club is achieving. | Yes | ||||||
Assign each new member to be a table topics participant at the first meeting after joining, to a meeting role at the third meeting or earlier, and to give the Ice Breaker manual project at the fourth meeting or sooner. | Yes | ||||||
Ensure a Club member conducts The Successful Club Series programs “Evaluate to Motivate”, “Moments of Truth”, “Mentoring”, and “Finding New Members for Your Club” at least once per year. | Yes | ||||||
Monitor Club performance quarterly in cooperation with the Club President. | Yes | ||||||
Initial speakers’ Records of Assignments and ensure eligible members fill out their award applications. | Yes | ||||||
Preside over the meeting when the President is absent. | Yes | ||||||
Greet guests and have each complete a guest card. | Yes | ||||||
Report on current membership, promote membership campaigns, and welcome new members. | Yes | ||||||
Work with the President and Vice President Education to ensure each new member is formally inducted at the first meeting after being voted in by the Club. | Yes | ||||||
Announce upcoming events and programs. | Yes | ||||||
Ask for contributions to the newsletter. | Yes | ||||||
Greet members and guests. | Yes | Yes | Yes | Yes | |||
Record and read meeting minutes. | Yes | ||||||
Receive completed new member applications and dues. | Yes | ||||||
Announce when dues are due and explain dues structure. | Yes | ||||||
Arrange the room before the meeting begins. | Yes | ||||||
Greet visiting officers. | Yes | ||||||
Arrange for food service. | Yes | ||||||
Ensure the meeting starts on time. | Yes | ||||||
Collect ballots and tally votes for awards. | Yes |
Adapted from Toastmaster International material, by Reg Stewart DTM – Lt. Governor Education & Training District 70 2003/04
