Club Officers training -Reena Gujral

President Supervising the overall club activities being performed by club officers Attend district council meetings twice a year Speak on the theme and introduce the Emcee for every meeting Make necessary announcements during the meeting Schedule and chair the monthly executive committee meetings Ensure the club is Distinguished Ensure an ongoing membership-building program Promote CC, AC, CL and AL awards Recognize member achievements Pass on the correspondence from Area Governor to the right points of contact and act on it Participate in various district sponsored trainings and conferences Utilize the vote for District and International elections Maintain relationships with District and World Headquarters Identify the prospective District Leaders in your club Prepare the successor for the office

Vice President Education Plan club meetings and circulate the agenda – confirm that the meeting roles are filled and a theme is decided. Promote CC, AC, CL and AL goals Orient new members and ensure their participation Assign a mentor to new members Pass on the correspondence from Area Governor to the right points of contact and act on it Arrange for your replacement or assistant Preside over the meeting when the president is absent Organize the Evaluate to Motivate workshop in the club Attend club executive committee meeting Participate in various district sponsored trainings and conferences Prepare the successor for the office

Vice President Membership Conduct ongoing membership building program Promote the goal of one new member per month Promote achieving 20 members by year-end or sooner Keep track of guests, new members, and members not attending meetings Explain the educational program to prospective members, get their commitment to join and collect membership applications Ensure the club’s contact details are correctly mentioned on Toastmasters website. Prospective members will contact based on these details Attend club executive committee meeting Arrange for a replacement if unable to attend a club meeting Maintain the guest register Help guests wanting to join complete the Application for Membership Speak with fellow members to determine if their needs are being met. This will help retention of members Participate in membership building contests - Talk Up Toastmasters, Smedley Award, Beat the Clock!, Annual Membership Program Provide Toastmasters’ promotional literature to the guests Spend a few minutes before or after the meeting getting to know your guests Inviting Guests to Comment –Did they enjoy the meeting? –What aspect of the meeting was especially appealing to them? –Do they feel that they can benefit from Toastmasters? Prepare the successor for the office

Vice President Public Relations Protect and publicize the Toastmasters brand Promote the club to local media Maintain a club Web site Join a Toastmasters-moderated social networking Web site – join the District 82 linked in group Produce and distribute a club newsletter, preferably via Promote membership programs –Get Toastmasters link/details published on company intranet And/Or –Get Toastmasters pamphlets displayed on notice boards And/Or –Publish monthly newsletter And/Or –Conduct demo meetings/presentations for non-members Announce upcoming events and programs Gather information for the newsletter or Web site Greet members and guests FreeToastHost.org –Is a Web service specifically for Toastmasters clubs –Provides the tools needed to run a successful club –Uses a standard, professional template –Is easy to use Attend club executive committee meeting Participate in various district sponsored trainings and conferences Prepare the successor for the office

Secretary Record and read meeting minutes Keep club files, including the club charter, Constitution and Bylaws, minutes, resolutions, and correspondence Upload club officer list on Toastmasters website 10 days after election or before the last date whichever is earlier Handle general club correspondence Attend club executive committee meeting Participate in various district sponsored trainings and conferences Prepare the successor for the office

Treasurer Prepare and send dues statements by August 15/February 15 Collect and pay dues to World Headquarters by October 1 and April 1 Work with the vice president membership to contact members who have not paid dues Pay dues online at Submit new member applications online within 48 hours after receipt Keep records of all financial transactions and share with the executive committee Purchasing educational program materials Some fund raising activities: –Conduct a Speechcraft –Conduct a presentation from the Success/Communication Series or Success/Leadership Series Covering general administrative expenses connected with the operation of the club or district Attend club executive committee meeting Participate in various district sponsored trainings and conferences Prepare the successor for the office

Sergeant at arms Attend district-sponsored club officer training Schedule the meeting location Maintain club equipment Check after every meeting to ensure adequate supplies of voting slips, winners ribbons etc. are available Arrange for a replacement when unable to attend a meeting Room preparation should be complete at lest 10 minutes before the meeting begins. Make sure, Gavel, Timer cards, lectern, banner, ballots, guest book are kept at the right place Display promotional fliers, educational materials, club newsletters, membership forms, the Toastmaster magazine After the meeting, pack all the material and keep safely Greet members and guests and arrange for guests to sit with members Greet the area governor and other visiting officers and escort them to the club president Arrange for food service at meal meetings Ensure the meeting starts on time Collect ballots and tally votes for awards Attend club executive committee meeting Participate in various district sponsored trainings and conferences Prepare the successor for the office