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Officers Roles and Responsibilities
Each of the officers in a Toastmasters club has certain
responsibilities to fulfill in supporting the club and
its members. There are several officer positions within
each Toastmasters club both to spread the workload fairly
and to expand the leadership opportunities for club
members.
Filling an officer role does not mean that you are
required to do the job alone. Being an officer simply
means that you are responsible for ensuring that the
job gets done. As an officer, you are allowed -- indeed,
encouraged -- to ask other members of the club to help
you fulfill your duties.
Note: Serving as
a club officer for at least six months satisfies one
of the requirements for Competent Leader recognition.
(Some club elect new officers every six months, while
other clubs hold elections once a year. This usually
depends on whether the club meets every week or every
two weeks.)
Preparing to Be a Club Officer
One of the most important things to do in preparing
for a club officer position is to attend one of the
Club Officer Training sessions sponsored by the district.
(In fact, attending these sessions is one of the goals
for helping make your club a Distinguished Club.) Please
make every effort to attend training so you can receive
the support you need to better serve your club.
Club Executive Team
Collectively, a club's officers are refered to as the
club's Executive Team. The club officer positions and
their respective responsibilities are listed below:
President
The President is the chief executive officer for the
club. The primary responsibilities of this role involve
the general supervision and operation of the club.
The President presides at club meetings and directs
the club in meeting the members' needs for educational
growth and leadership. In cooperation with the other
officers, the President establishes long-term and short-term
goals for the club.
Vice President Education
The Vice President Education (VPE) manages all educational
programs within the club. The primary responsibilities
of this role involve ensuring that all members continue
their progress toward their own individual educational
goals.
The VPE plans, organizes, and implements meeting schedules
to include speeches, educational modules, and other
events sufficient to meet both individual and club objectives.
When members complete a speech or other major achievement,
the VPE will sign or initial the appropriate documentation
and contact Toastmasters International to ensure proper
recognition. New members will receive orientation and
be assigned a mentor by the VPE.
Vice President Membership
The Vice President Membership (VPM) manages the
activities that sustain and increase the number of members
in the club. The primary responsibilities of this role
involve marketing and some administration.
The VPM plans, organizes, and implements a continuous
marketing effort to ensure that club membership remains
above club charter strength (20 members). This is accomplished
both by retaining current members (working with the
VPE) and by gaining new members (working with the VPPR).
The VPM is responsible for the semi-annual membership
reports to Toastmasters International and for keeping
the membership roster and attendence records.
Vice President Public Relations
The Vice President Public Relations (VPPR) manages
the creation and maintenance of the club's image. The
primary responsibilities of this role involve both internal
and external communications.
The VPPR plans, organizes, and implements programs
to maintain the positive image of the club and of Toastmasters
for an audience consisting of all guests, members, and
the general public. Common activities in this role include
press releases, publicity campaigns, website maintenance,
media representation, and club newsletters.
Secretary
The Secretary manages all record-keeping and correspondence.
The primary responsibilities of this role involve handling
administrative details between the club and Toastmasters
International and keeping the club's documents available
and up-to-date.
The Secretary maintains the club's records, including
club by-laws and the club constitution. Additionally,
the Secretary handles and maintains new member applications,
updated membership records, supply orders, officer lists,
and past club records. The Secretary also records and
reads the minutes for club meetings and for meetings
of the Executive Team.
Treasurer
The Treasurer manages the club's financial health. The
primary responsibilities of this role involve handling
the club's finances, including the collection of club
dues and the payment of all bills.
The Treasurer receives and disburses funds to further
the operation of the club and its officers. All club
accounts are managed by this office. Twice annually,
the Treasurer must notify members of dues collection
and then collect club dues from each member.
Sergeant at Arms
The Sergeant at Arms (SAA) manages the club's meeting
facilities and decorum. The primary responsibilities
of this role involve all those tasks expected of the
host of the meeting.
The SAA arranges the room and setup for all meetings,
sets out and cares for the club's materials and supplies,
and greets members -- and especially guests -- as they
come in the door.
Immediate Past President
The Immediate Past President guides and supports
the Executive Team. The primary responsibilities of
this role involve serving as a resource for new officers
and ensuring continuity with past terms.
The Immediate Past President chairs the Nominating
Committee, assists in preparing the Club Success Plan,
and promotes the club's efforts to be recognized under
the Distinguished Club Program.
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