|
|
The office of President is the most important office in the Club. The President provides the Leadership and guidance the Club needs to be successful and makes sure the Club provides the positive, supportive environment its members need to fulfill their self-development goals. The President leads each Club meeting, and sets the tone and pace of the meeting.
Before the Meeting, the President . . .
Checks with the Secretary to determine what business must be conducted at the
meeting.
Plans the business portion of the Club meeting and reviews the necessary
parliamentary procedure.
Checks with the VP of Education to see if any members are to receive special
recognition at the meeting.
Checks with the VP of Membership to see if any new members are to be inducted.
Upon arrival at the Meeting, the President . . .
Reviews the meeting agenda.
Greets guests and members as they arrive and makes them feel welcome.
Writes down guests' names for use during introduction.
During the Meeting, the President . . .
Calls the meeting to order promptly at the announced time.
Introduces the person giving the invocation or thought for the day.
Introduces guests and briefly explains the meeting's events for their benefit.
Recognizes those members who have earned CTM, ATM or DTM awards or who have
other recent accomplishments.
Conducts the business meeting.
Introduces the Toastmaster of the meeting.
Toward the end of the meeting, thanks guests for Attending and invites them to
come again.
Gives date, time and place of next meeting and makes other special
announcements.
Want more information on this position?
Email our current President!
The VP of Education has overall responsibility for Club meeting programs. The VP of Education plans all regular and special Club meetings and other special events. At the beginning of the office term, the VP of Education prepares a meeting schedule for the rest of the term and plans the program for each meeting.
Before the Meeting, the VP of Education . . . · Schedules meeting assignments at least 3 weeks in advance and distributes the schedule to all members.
Schedules alternates for each meeting (those people should be able to fill in
should a scheduled participant be unable to attend) OR reminds members who
cannot fulfill meeting responsibilities that they must find their own
replacements.
Sends out program assignment notices 1 week before the meeting to remind them
of their duties.
Checks to see if any members have received educational awards or have received
other recognition that should be mentioned at the meeting. If members are to
be recognized, writes down their names and accomplishments to give to the
President at the meeting.
Contacts the Toastmaster of the meeting several days beforehand and reviews
the meeting agenda.
Upon arrival at the Meeting, the VP of Education . . .
Gives the President the names of those being recognized.
Displays the member program progress charts (#227 A-C) so all members can see
their progress in the Communication and Leadership Program and the Advanced
Communication and Leadership Program.
Reviews the schedule of assignments with the Toastmaster.
Helps the Toastmaster confirm that all scheduled participants have arrived.
Greets all guests and members as they arrive and makes them feel welcome.
During the Meeting, the VP of Education . . .
Notes what manual projects speakers are completing and marks them in their
Member Achievement Records (#1328).
After the Meeting, the VP of Education . . .
Initials the speakers Record of Assignments in the back of their manuals and
notes the project completions on the Member Program Progress Charts.
Meets with guests to answer questions about the meeting and the Toastmasters
educational program.
Want more information on this position?
Email our current VP of Education!
The VP of Membership is responsible for bringing in new members into the Club and insuring that the Club always has a minimum of 20 members. New members add to the Club's roster to minimize the effects or normal membership turnover and they provide the Club with a continuous flow of fresh new ideas and personalities. The VP of Membership also makes sure that all members are satisfied with the Club and works with the VP of Education to keep meetings diverse, entertaining and educational.
Before the Meeting, the VP of Membership . . .
Makes a list of the new members who have joined the Club since the last
meeting and calls the Club President and VP of Education to coordinate an
induction ceremony at the next meeting.
Prepares a report on the Club's membership-building program, telling which
members have brought in new members, how many new members have joined and how
much time is remaining in the program. If no program is in effect, reports on
the number of members in the Club and announces the names of any new members.
Upon arrival at the Meeting, the VP of Membership . . .
Greets all guests and members at the door and welcomes them to the meeting.
Provides all guests with Toastmaster promotional literature and answers any
questions they may have about the Club.
During the Meeting, the VP of Membership . . .
Reports on the Club's membership and encourages all members to bring guests to
the meeting. If the Club has a membership-building program, reports on its
progress.
After the Meeting, the VP of Membership . . .
Meets with guests to answer questions and explain the benefits of
Toastmasters. Invites them to join the Club or attend another Club meeting if
they are hesitant to join.
Helps those guests who do wish to join to complete the application for
membership.
Want more information on this position?
Email our current VP of Membership!
While the VP of Membership is responsible for persuading guests to join the Club, the VP of Marketing is responsible for attracting guests to the meeting through publicity and public relations and for keeping Club members informed of happenings in the Club by producing a Club bulletin.
Before the Meeting, the VP of Marketing . . .
Prepares a public relations report to present to the Club at the meeting. The
report should include when the next Club bulletin will be available and the
deadline for submitting articles for the issue. It also should include
information about any publicity your Club has received recently.
Upon arrival at the Meeting, the VP of Marketing . . .
Greets all members and guests and welcomes them to the meeting.
During the Meeting, the VP of Marketing . . .
Reports on public relations activities.
Want more information on this position?
Email our current VP of Marketing!
The secretary is responsible for keeping clear and accurate records of Club meetings and Club business, including membership records and correspondence.
Before the Meeting, the Secretary . . .
Types the minutes of the previous Club meeting for reading at the next Club
meeting.
Prepares for the President a list of actions to be taken during the Club's
business meeting, including unfinished business, announcements and
correspondence. This list is taken from the minutes of the previous meetings.
Upon arrival at the Meeting, the Secretary . . .
Greets all members and guests as they arrive and makes them feel welcome.
Circulates the attendance sheet for members to sign.
During the Meeting, the Secretary . . .
Reads the minutes of the previous meeting, and records minutes of the current
meeting, using the "Record of Regular Meeting Form" (# 1503).
Want more information on this position?
Email our current Secretary!
The treasurer keeps clear and accurate financial records of the Club's business and sees that the club remains financially stable.
Before the Meeting, the Treasurer . . .
Prepares a financial report at least once each month to be presented at the
meeting.
Upon arrival at the Meeting, the Treasurer . . .
Collects any payable dues and fees from members.
Issues checks to World Headquarters for new members fees, semi-annual dues and
supply orders for the Club.
Greets all members and guests as they arrive and makes them feel welcome.
During the Meeting, the Treasurer . . .
Presents the Club financial report.
Want more information on this position?
Email our current Treasurer!
The Sergeant at Arms maintains all Club materials and equipment between meetings, arranges the room and equipment for the meeting, welcomes all members and guests to the meeting.
Before the Meeting, the Sergeant at Arms . . .
Confirms meeting room reservations a few days before the meeting and acts as a
liaison between the Club and meeting room management.
Checks to see that plenty of blank ballots are on hand for voting for
"Best Speaker," "Best Evaluator" etc.
Upon arrival at the Meeting, the Sergeant at Arms . . .
Arranges the meeting room and equipment at least 45 minutes before the meeting
is to begin, placing tables and chairs appropriately, so the meeting will be
able to start on time.
Sets out the lectern, banner, national flag, timing lights, ballots, trophies,
ribbons, buttons, and Club charter.
Places a table near the door to display promotional brochures, nametags, guest
book, Toastmaster supply catalog, order forms, educational materials such as
manuals, Club bulletins, TIPS, Toastmaster magazine, etc. for members to see.
Checks room temperature and adjusts the thermostat if the room is too hot or
too cold. · Greets all members and guests as they arrive and makes them feel
welcome.
Arranges for new members and guests to sit with experienced members who can
answer any questions they may have during the meeting.
Has all guests sign the guest book (# 84) and gives each a name tag to wear
during the meeting.
During the Meeting, the Sergeant at Arms . . .
Sits near the door to welcome late arrivals and help them be seated, prevent
interruptions and do any necessary errands.
Arranges for food service, if any. Collects payment from the members during
the break or before the meeting. If coffee, tea or water is available during
the meeting, serves it to avoid members moving around while someone is
speaking.
Collects ballots and tallies votes for "Best Speaker," "Best
Evaluator" etc., and gives the results to the Toastmaster or personally
announces them when called upon for the results.
After the Meeting, the Sergeant at Arms . . .
Returns the room to its original configuration
Packs up all Club materials and stores them in a safe place.
Picks up and disposes of any stray items or trash.
Want more information on this position?
Email our current Sergeant at Arms!