Overview:

The Club President holds the primary leadership role within the club, responsible for setting a supportive and positive tone. Their key duties include motivating members, facilitating activities, and arbitrating when necessary. They are ultimately accountable for the club’s progress and well-being, and are expected to make decisions in consultation with fellow officers and members. A crucial aspect of the role is to lead by example, showing respect to all members, even in disagreement, and providing guidance for the entire club.

Responsibilities:

Part 2: Pre-Meeting Checklist

• • Check for Member Recognition: Confer with the Vice President Education to identify any members who are scheduled to receive special recognition.
  • Check for New Member Inductions: Ask the Vice President Membership if any new members are to be formally inducted during the meeting.
  • Plan the Agenda: Structure and plan the business portion of the meeting.
  • Review Procedures: Re-familiarise yourself with any necessary parliamentary procedures.
  • Prepare for Online Meetings: When meeting online, coordinate with fellow club officers to open the meeting room ahead of time to allow for informal greetings.

Part 2: Upon Arrival at the Meeting

• • Final Agenda Review: Briefly review the meeting agenda one last time.
  • Welcome Participants: Make a point to greet guests and members personally as they arrive to help create a welcoming atmosphere.

Part 3: During the Meeting

• • Call to Order: Begin the meeting promptly at the scheduled time.
  • Welcome Guests: Formally introduce any guests to the club.
  • Provide an Overview: Briefly explain the planned events and flow of the meeting for the benefit of guests.
  • Introduce the Toastmaster: Hand over control of the meeting to the Toastmaster of the day.
  • Conduct Club Business: Preside over the business portion of the meeting.
  • Announce Next Meeting: Clearly state the date, time, and location of the next club meeting.
  • Share Announcements: Make any other necessary club announcements.
  • Adjourn on Time: Formally adjourn the meeting at the scheduled end time.

Part 4: Outside Club Meetings

Representation and Voting

• • Attend Council Meetings: Attend and vote at Area and District Council meetings on behalf of the club.
  • Appoint Audit Committee: Appoint the club’s Audit Committee towards the end of your term.
  • Represent at International Convention: Attend the Annual Business Meeting at the International Convention to vote for the club, or assign the club’s proxy to another member attending.
  • Appoint Leadership Committee: Appoint the Club Leadership Committee to nominate the next slate of officers before the new term begins.
  • Lead the Executive Committee: Schedule and chair the regular meetings of the Club Executive Committee.

Overview:

The Vice President Membership is the primary driver of club growth, responsible for promoting the club and managing the entire process of attracting new guests and successfully converting them into members. Key duties include initiating contact with visitors, ensuring they feel welcome, and providing them with all the necessary information to join. This role also involves strategically monitoring current membership levels and collaborating closely with the rest of the Executive Committee to devise solutions for any membership challenges that may arise.

Responsibilities:

• Part 1: Before the Meeting

  • Coordinate Inductions: Compile a list of all new members who have joined since the last meeting and contact the Club President to arrange an induction ceremony for them.
  • Prepare Guest Materials: Ensure that you have Guest Packets ready to distribute to any visitors who attend the meeting.
  • Conduct Outreach: Contact former guests who have not yet joined, and also reach out to members who have missed recent meetings, to gently encourage them to attend.

  Part 2: Upon Arrival at the Meeting

  • Create a Welcoming Atmosphere: Greet all guests and members personally as they arrive to make them feel welcome.
  • Distribute Guest Packets: Provide all visiting guests with a Guest Packet containing information about the club.
  • Be a Point of Contact: Make yourself available to answer any initial questions that guests may have about Toastmasters or your specific club.

  Part 3: After the Meeting

  • Follow Up with Guests: Meet with guests after the meeting has concluded to answer their questions and explain the benefits of a Toastmasters membership.
  • Invite Guests to Join: Formally invite guests to join the club. If they seem hesitant, invite them to attend the next meeting to see more.
  • Assist with Applications: For any guest who wishes to join, help them to correctly complete the official Membership Application.

  Part 4: Outside the Meeting

  • External Representation: Attend and cast a vote at Area Council meetings on behalf of your club.

Overview:

The Club Secretary manages all club records, files, and official correspondence. They meticulously take minutes at both club and executive committee meetings. A key duty is maintaining and distributing the current member roster and ensuring the club officer list is up-to-date with Toastmasters International. This role handles vital administrative tasks, such as ordering supplies and assisting other club officers. Keeping this position separate from the Club Treasurer is highly recommended by Toastmasters to ensure a more balanced workload amongst the executive committee.

Responsibilities:

Part 1: Before the Meeting

• Publish Previous Minutes: Post the minutes from the last meeting online (or distribute via email) and notify club members that they are available to review before the next meeting.
• Prepare Business Agenda Items: Create a list of actions for the Club President to address during the business session. This should include any unfinished business, new correspondence, and announcements.
• Order Supplies: Manage the inventory of club supplies (such as ballots, certificates, and stationery) and place orders as needed.

Part 2: Upon Arrival at the Meeting

• Record Attendance: Take a formal record of all members and guests in attendance. For physical meetings, it is good practice to use the club’s official Guest Book.

Part 3: During the Meeting

• Manage the Official Record: During club, business, or Executive Committee meetings, be prepared to read the minutes of the previous meeting. Note any amendments that are approved and then diligently record the minutes of the current meeting.

Part 4: Outside the Meeting

• International Convention Voting: Attend the Annual Business Meeting at the International Convention to cast a vote on behalf of the club. If you cannot attend, you are responsible for officially assigning the club’s proxy to another active member who is attending.

Overview:

The Sergeant at Arms is the custodian of club property and master of meeting logistics. They manage all physical assets like the banner and lectern. This role is responsible for preparing the meeting venue—both physical and online—beforehand and stowing all equipment after. They secure the meeting space and act as the main contact for the venue. During meetings, contests, and special events, they maintain perfect order by preventing interruptions, moderating online platforms, or assisting in procedural matters like confidential votes.

Responsibilities:

• Part 1: Before the Meeting

  • Confirm Venue: A few days before the meeting, confirm the reservation for a physical room or verify that the online meeting link is accurate and functional.
  • Prepare for Voting: Ensure there is a plentiful supply of blank ballots for an onsite meeting, or confirm the agreed-upon method for online voting is ready.
  • Manage Supplies: Work with the Club Treasurer to maintain an appropriate stock of all necessary materials, such as stationery, name tags, and cleaning supplies.
  • Check Furniture: For physical meetings, confirm that all necessary furniture, like chairs and a lectern, will be available.

  Part 2: Upon Arrival at the Meeting

  You should arrive at least 30 minutes before the meeting begins to prepare the space.

  For Onsite Meetings:

  • Arrange the Room: Set up tables and chairs appropriately.
  • Set Out Materials: Place the lectern, gavel, club banner, timing device, ballots, trophies, and ribbons in their proper places.
  • Prepare Welcome Table: Arrange a table near the entrance with promotional brochures, name tags, the Guest Book, and club newsletters.
  • Check Environment: Adjust the room temperature for comfort.
  • Greet Guests: Ask all guests to sign the Guest Book and provide them with a name tag to wear.

  For Online Meetings:

  • Technical Check: Ensure your audio is working and set up any required breakout rooms.
  • Provide Virtual Assets: Share virtual backgrounds (like Timer backgrounds) with members who will need them for their roles.
  • Share Digital Materials: Post the meeting agenda and any other necessary digital documents for easy access.

  Part 3: During the Meeting

  • Welcome Latecomers: For physical meetings, sit near the door to greet late arrivals and help them find a seat with minimal disruption.
  • Prevent Interruptions: Act as the doorkeeper and run any necessary errands to ensure the meeting flows smoothly.
  • Moderate Online: For virtual meetings, act as the technical moderator and clearly state the online meeting etiquette for attendees.
  • Tally Votes: Collect all ballots (physical or virtual) for awards and tally the votes for the awards presenter.
  • Coordinate Refreshments: Manage any food and beverage service, if applicable.

  Part 4: After the Meeting

  • Restore the Room: For physical meetings, return the room to its original configuration.
  • Pack and Store: Pack up all club materials—such as the banner, gavel, and supplies—and store them in a secure location.
  • Final Check: Ensure that all attendees have safely left the meeting space and that any rubbish has been disposed of properly.