Toastmasters 1808 Officers Duties

Sgt. At Arms

Secretary

Tresurer

VP Membership

VP Education

President

Sgt. At Arms

Responsible for the environment and order at each meeting

1. Arrive early to each meeting and set up the room
   • place banner, timing lights, trophies in room
   • setup name tags, Toastmasters checklist, and 4 evaluation forms on table by entrance
   • place ballot slip in at every table setting
2. Call meeting to order at 7:05
3. Handle any meeting guests
   • make sure they fill out a name tag
   • pass on their name to the President for them to be introduced at the beginning and end of the meeting
   • make up an envelope with their name and address so they will receive meeting minutes
   • pass on their name, address, and phone number to the secretary to note it down in the club records
   • escort any guest being vote on as members out of the room
4. Handle any special requirements for the meeting, e.g. help speakers using special equipment set up
5. Handle any interruptions or late arrivals in the room
6. Tidy up the room after the meeting
   • replace all club items in the trunk
   • pick up and reuse any unused ballot slips
   • check for any items left behind by members and store them in the trunk
7. Note the level of club supplies and request replacements from the treasurer as necessary
   • check number of evaluation slips and Toastmaster checklists available, make copies if required
   • note number of basic and advanced manuals, new member pins, and best speaker trophies available. Request treasurer to order more from TM Headquarters if we are running low
   • check number of voting slips available and ask treasurer to order more from local printer if levels are getting low
   • check number of addressed envelopes and blank envelopes for guests, and request more from secretary/treasurer if running low
8. Bring club banner along to outside events, i.e. speech contests or installation dinner

Return to top

Secretary

Responsible for club records

1. Keep club records up to date
   • note down any special events at club meetings, e.g. changes in club policy such as dues, membership requirements, club events, decision to skip meetings at Christmas
   • note down name and address of any guests present at each meeting, especially note if they arrived on time
   • note down date when a new member joins the club, or when an existing member fulfills requirements for CTM, ATM, or DTM
2. Put together weekly mailing envelopes
   • make sure each meeting has a set of accurately addressed envelopes (Treasurer will provide funds for additional envelopes)
   • provide additional sets of envelopes to other officers as required, e.g. extra envelopes for dues letter or notice of installation dinner
   • keep supply of blank envelopes for guests to receive minutes
3. Keep minutes of officers meetings and election of new officers. Minutes are required by the Bank to update the signature list on the club account

Return to top

Treasurer

Responsible for club finances and ordering club supplies

1. Keep track of the club finances
   • provide information on club financial standing upon request
   • publish club financial statement at the beginning of each quarter
2. Provide funds for other officers to order club supplies as necessary
3. Administrate club bank account
   • provide new signature card for each new slate of officers
   • make deposits of members dues
   • periodically collect money from the can and pay it into the account
   • handle any banking issues with the bank
4. Pay club bills
   • check the club PO Box periodically for bills from The Quality Resort and pay them promptly. Bill for PO Box arrives in September, make sure this is paid or we loose the box number
   • pay club dues to TM Headquarters in the middle of your term
   • pay restaurant for installation dinner or Christmas dinner
   • pay for club supplies when ordering from TM Headquarters or local source
   • pay for trophies for installation dinner
5. Collect membership dues
   • at the beginning of each quarter send out dues notice to all members ($135 per quarter for regular members, $35 per 6 months for inactive members. Note inactive members pay for each breakfast they attend)
   • record who has and has not paid
   • if required publish a list of non-payers (the list of shame) during the quarter
   • make suitable arrangements for any club members who are experiencing financial difficulties (check with President if anyone requests to pay less than the amount due)
6. Collect breakfast money from guests, and inactive members ($10). Note a guests first meeting is paid for by the club

Return to top

VP Membership

Responsible for membership issues and Harry Lee Smith records

1. Keep membership information up to date
   • at the beginning of your term publish listing of names, addresses etc. of membership and pass it out for correction
   • update address and phone number changes as they arise
   • pass on address changes to Secretary to update mailings
   • publish list of membership to club members after it has been corrected
   • keep records of which members are active or inactive, and pass this info. onto treasurer for dues collection
2. Publish club schedule periodically
   • publish a new schedule before the previous one expires
   • make sure to include special meetings or holidays in the schedule
   • make sure phone numbers are up to date with current club records
   • include any special needs of any club member (speaking more or less frequently than usual, unable to attend for a period, etc.)
3. Maintain Harry Lee Smith Award Records
   • note attendance, meeting roles and awards received for all members at each meeting
   • note speech contest participants and those who represent club at area level or above
   • at the end of the term total up the points received and pass them on to the VP Education to present Harry Lee Smith award at the Installation Dinner
4. Make any guests welcome
   • make sure guests are introduced to other members and not left on their own
   • ensure that guests receive minutes from the meeting
   • follow up with guests after the meeting (phone call or card) to make them feel welcome to come back again
5. Handle new members
   • help new members fill out the membership application form (secretary has forms)
   • work with the treasurer to collect the new members dues
   • send paperwork and dues for new members on the TM Headquarters
6. Ensure that new members are familiar with their roles in the meeting. Provide a mentor for them if requested
7. Setup any club membership building initiatives

Return to top

VP Education

Responsible for special club meetings and meeting assignments

1. Setup speech contest
   • decide on date for club contest, let VP Membership know the date to include it on the schedule
   • decide on format of contest (two speech contests in one meeting with no Table Topics, or two meetings with one contest for each and table topics at each)
   • find contestants for contest
   • find functionaries for contest (Toastmaster, Chief Judge, Judges, Timers, Vote Counters)
   • Pass on information of contest winners to Area Governor
2. Setup any special meetings, e.g. joint meeting with another club, special theme meetings, debates etc. Again inform VP Membership for inclusion on schedule
3. Preside over club meetings in the absence of the president
4. Following each meeting check with the Toastmaster of the next meeting to ensure they will be able to fulfill their role
5. Set up installation diner
   • find location and date for dinner
   • find functionaries and speakers for the diner
   • organize diner finances with treasurer
   • purchase trophies (past president, any 25 year members, any other special awards) and have HLS trophy engraved
6. Find volunteers for incoming officers (usualy only the Sgt. at Arms
7. Setup for incoming officers
   • organize initial officers meeting to run through officer roles and set objectives for the period
   • order officers manuals if required (Jan thru Jun term only)
   • order officers badges, and past president pin for outgoing president

Return to top

President

Oversee running of club

1. Represent the club at any outside meetings (Area Council Meetings and District Council Meetings)
2. Point of Contact for any area, division, or district issues with the club
3. Call periodic officers meetings, include the immediate past president
4. Keep track of TM deadlines and ensure club meets them
   • Oct 10^th - membership dues and report
   • Dec 31^st - club and officer information
   • April 10^th - membership dues and report
   • April 25^th - news letter contest
   • June 30^th - club and officer information
5. Preside over club meetings
   • welcome any guests at the start of each meeting
   • check if there are any issues before beginning the formal meeting
   • preside over any voting or policy decisions
   • introduce the Toastmaster
   • at the end of the meeting thank guests for their attendance and invite them back the next week
   • ask if anyone has anything they wish to bring up
   • ask for tip
   • read out the lineup for the next meeting
   • close the meeting
6. Assume responsibility for all officers fulfilling their roles

Return to top

Last Updated on 4/17/99
By Roland Jones
Email: roly@homemail.com