Twentse Toastmasters Club

Information about officers of the club

Club President

The President serves as the Chief Executive Officer and is responsible for general supervision and operation of the club. The President presides at club meetings and leads the executive committee in planning and accomplishing club responsibilities and goals. In coordination with other club officers, the President is responsible for submission of the club’s semi- annual membership report to World Headquarters. The President is the principal communicator to Toastmasters International.

Specific duties:

* Plans and follow-ups on goals set by club.

* Ensures that officer changes and membership renewals are send to World Headquarters in time.

* Encourages all officers to go to training and give information when and where the training sessions are held.

* Informs members about workshops, contests and other events in the District.

* Goes to autumn and/or spring conference to vote on District issues. Arranges a proxy if unable to attend.

Vice President of Education

The VPE is responsible for planning successful club meetings which provide each member the opportunity to achieve his or her educational goals.

Specific duties:

* Schedules the agendas.

* Finds out and monitors each member’s needs and schedules accordingly.

* Signs member’s manuals, updates member progress charts and reports educational program completion to World Headquarters.

* Coordinates with each week’s Toastmaster and provides the necessary information such as who has an assigned duty, provides email addresses for the people with upcoming duties, and gives the future Toastmaster a sample agenda to follow.

* Ensures that a new member receives orientation to Club procedures and the Toastmasters educational programme and is assigned a Mentor if desired.

* In the absence of the President, the VPE presides at Club and Committee meetings.

* Goes to autumn and/or spring conference to vote on District issues. Arranges a proxy if unable to attend.

Vice President of Membership

The VPM plans, organises and implements an on-going marketing effort to maintain or increase the Club membership level. This involves enticing guests to join and encouraging existing members to stay.

Specific duties:

* Maintains attendance records and an accurate membership roster.

* Records the names and contact details of all guests, and follows up with them after the meeting.

* Asks guests to join.

* Helps each new member to fill in the Membership Application form and gives it to the Treasurer. The form can be downloaded at http://www.toastmasters.org/Members/MembershipBuilding/MembershipApplications/App.aspx and printed double-sided with the setting ‘flip on long edge’.

* Arranges for each new member to pay the correct joining fee. See http://easy.distrikt59.de/docs/ClubManagement/NewMemberFees.xls

* Provides recognition of Toastmasters who contribute to the increase of club membership.

* Informs World Headquarters of any member’s change in contact details. The easiest way to do this is on the Club Business section of the TI website at http://www.toastmasters.org

* If the Club uses easy-Speak, enters new member details on it.

Vice President Public Relations

The VPPR develops, implements and administers a programme that maintains a positive image of Toastmasters for all members, guests and the general public. This officer is responsible for internal and external public relations for the club, with the ultimate goal of attracting the maximum number of guests to meetings.

Specific duties:

* Prepares and distributes news releases regarding club activities and publicising club events.

* Works with club officers to develop club-specific material to be given to guests along with other more generic Toastmasters public relations material.

* Ensures the Club web page on this site (and any other website for the Club) is up to date and accurate.

Secretary

The Secretary is responsible for Club records and correspondence, and is custodian of the Club Constitution and By-Laws and all other official Club documents.

Specific duties:

* Records and provides minutes of Club Officer meetings.

* Provide minutes of when the Treasurer was elected if needed to change the bank mandate to the new Treasurer and President (or other officer).

* Organises or helps with other administrative tasks – for example, keeping a Club library or arranging the Christmas Dinner.

Treasurer

The Treasurer is responsible for receiving and disbursing money.

Specific duties:

* Arranges with the Club’s bank to be responsible for the Club’s bank account.

* Notifies members of semi-annual dues payable, collects dues, deposits them in the Club’s bank account and submits USD 27.00 for each member to World Headquarters.

* Collects from a new member the appropriate amount (see ‘New Member Fees’ file below), deposits it in the Club’s bank account and submits the appropriate portion to World Headquarters.

* Issues receipts for amounts received.

* Makes all payments promptly.

* Examines all bank statements and World Headquarters statements and verifies accuracy.

Sergeant at Arms

The S/A makes proper physical arrangements and sets out materials for all club meetings. The S/A serves as master host in welcoming members and guests and ensures that guests receives material provided by the VPM and VPPR.

Specific duties:

* This officer is responsible for the orderly conduct of the club meeting, including: collection of ballots, tallying of votes and control of club property between meetings.

* Arrive 10 minutes before Toastmaster meetings and set up the room.

* Make up nametags for new members. Distribute nametags to guests.

* Coordinates and implements orders of supplies in support of club activities such as manuals, office supplies, etc.

* Helps with counting ballots