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All Officers
- Attend club meetings regularly
- If you will be absent from a meeting, notify the officer team in advance and arrange for another officer to cover your duties
- Greet members and guests at weekly meetings
- Attend monthly officer meetings and participate in decision-making
- Help plan club activities
- Be willing to cover for other officers in their absence
- Attend 1-2 local Toastmasters officer trainings during the year
- If you are too busy to complete all of your duties, delegate!
- If you are unable to complete your officer term, notify the President as soon as possible and assist with finding a replacement
President
- Serve as club’s chief executive officer, responsible for general supervision and operation of the club
- Direct club in a way that supports the educational growth and leadership needs of members
- In cooperation with executive team, establish long-term and short-term goals for the club
- Ensure that all officer duties are completed in a timely and quality manner
- Ensure that all officers are adequately trained for their positions
- Work with Secretary and VP Membership to prepare and submit the semiannual membership report and maintain the calendar of events and deadlines
- Preside at weekly club meetings
- Present new members with nametags at their first meeting after joining
- Conduct monthly officer meetings
- Represent the club within the Toastmasters organization at large by attending and voting at area, district, regional and international council meetings
Vice President Education
- Plan successful club meetings so that each member has the opportunity to achieve his or her educational goals
- Prepare and display enlarged roles spreadsheet at each club meeting & encourage people to sign up
- Update upcoming roles spreadsheet after each meeting and post to website
- Contact individual members to fill any empty meeting roles, especially those that they haven’t done in a while
- Monitor upcoming roles sign-up for fairness (esp. with speaking roles)
- Monitor role history & encourage members to try out new roles; encourage people to sign up for speeches if they haven’t spoken for a while
- Prepare and copy weekly meeting agendas, including times, names, titles
- Email weekly agendas to club at the beginning of each week
- Be available by email on Monday, Tuesday & Wednesday to handle last-minute role changes
- Educate club members about the Toastmasters educational program and different Toastmasters awards (CTM, ATM, CL, etc.)
- Elicit member goals and support their achievement Observe member participation & club interactions and intervene where appropriate
- Sign Communication and Leadership manuals
- Report educational program completions promptly to World Headquarters
- Coordinate recognition of member achievement
- Preside at club and officer meetings in absence of the President
- Facilitate mentoring relationships
- Monitor the effectiveness of orientation and mentoring programs, making improvements as necessary
Vice President Membership
- Plan, organize, and implement marketing efforts that ensure the club maintains a membership level of at least 20 members
- Answer all email inquiries sent to plctoast-contact@mit.edu
- Work with groups inside and outside of Toastmasters to promote club membership and membership retention
- Arrive ~10 minutes early to greet guests before each meeting
- Give welcome packet to new guests & have them sign the guest book
- If guests are interested, explain how to join (including fee structure) and help them fill out the membership application form
- Distribute applications & new member fees to Secretary & Treasurer
- Stay after each meeting (~20 minutes) to talk to guests and answer any specific questions
- Send short email to guests after each meeting thanking them for coming and inviting them back
- Develop/maintain New Member Kit, which is given when new members join
- Periodically update club literature
- Along with VP Ed, monitor member attendance and participation; follow up with missing members
- Work with President and officer team to prevent problems in the club and address any member concerns that arise
Vice President Public Relations
- Develop/maintain an effective program of internal club communication, which may include the following
- Work with club webmaster to ensure website stays fresh & up-to-date
- Periodically write articles for the website
- Send out post-meeting emails to club, including announcement and highlights of what people missed
- Work with VP Membership and other officers to develop and maintain literature about the club
- If/when membership drops, work with VP Membership to coordinate marketing efforts
- Help maintain a positive image of Toastmasters for all members, guests and the general public
Secretary
- Keep official club documents (e.g., bylaws, copies of member applications)
- Maintain spreadsheet with the current member roster, role & attendance history, and CTM progress; update spreadsheet weekly and post to website
- Maintain the club email list
- Receive member applications and submit new member info to TI; notify Treasurer when done
- Make nametags for new members (and as needed)
- Take minutes at officer meetings and distribute them to the group
- Prepare and submit the semiannual membership reports and member roster by April 10 and October 10
- Submit names of newly elected officers to World Headquarters within ten days following election
Treasurer
- Maintain club checkbook and debit card; provide money for training and other club needs
- Keep complete and accurate records of all financial transactions
- Receive new member dues, deposit the money into club bank account, and promptly submit payment to TI; notify President when this is done
- Prepare quarterly reports of club’s financial status (including debits & credits)
- Remind club when semi-annual dues are due; follow-up with members who don’t respond
- Ensure semiannual dues are received by World Headquarters by April 10 and October 10
- Order Toastmasters materials as needed/requested
- Make recommendations for money allocation
- Submit club accounts for audit upon request
Sergeant-at-Arms
- Arrive ~15 minutes before the meeting to
- Set up lectern and arrange tables if necessary
- Put up Chatter by the Charles posters outside the door and (if time permits) in Main Street lobby
- If meeting is in an alternate location, post signs to new room
- Arrange nametags on back table
- Put out guest book, guest packets, and club brochures
- Put “sit here last” sign on corner table and “leave nametag” sign by door
- Greet early arrivers and guests
- Check inventory of supplies on a weekly basis; email President with copying or other needs
- Stay after meeting ~15 minutes to
- Put everything away
- Pick up extra papers & trash
- Turn off lights & lock door
- Arrange A/V support for speakers on request (e.g., help with computer, projector, or video camera set up)
Immediate Past President
- Provide guidance and serves as resource to club officers and members
- Chair the Nominating Committee
- Assist in the preparation of Club Success Plan and promotes club’s efforts to become a Distinguished Club
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