About Metro Speakers

Role & Responsibility

All Toastmaster clubs have an Executive Committee which oversees the running of the club and ensures its long term success.

President

The President serves as the Club's chief executive officer, responsible for general supervision and operation of the club.

Immediate Past President

The Immediate past president provides guidance and serves as a resource to Club officers and members.

Vice President Education

The VP Education is responsible for planning successful Club meetings so that each member has the opportunity to achieve his or her educational goals.

Vice President Membership

The VP Membership is responsible for conducting membership programs; following up with guests, new members, and members not attending; inducting new members; helping guests.

Vice President Public Relations

The Vice President Public Relations is responsible for the promotion of the Club to local media, the publishing of the Club newsletter, and the promotion of membership programs.

Treasurer

The Treasurer handles the financial aspects of the Club, including collection of membership dues, preparation of budgets and financial statements and reimbursement of expenses.

Secretary

The Secretary is responsible for: Maintaining a membership roster, preparing meeting minutes, handling club correspondance.

Sergeant at Arms

The Sergeant at Arms is responsible for the maintenance of Club equipment and the acquisition of supplies.

Officer Duties
Each of the officers in a Toastmasters club has duties to fulfill in support of the members of the club. Toastmasters clubs have multiple officers both to spread the load and to expand the leadership opportunities at the club level.
Filling an officer role does not mean that you do the job alone; it means you are responsible to see that the job gets done.

Attend your training so you get the support you need to better serve your club.

Collectively, the club's officers are its Executive team. The seven officers rank as follows, with the highest-ranking officer at a meeting the presiding officer:

President

Vice President - Education

Vice President - Membership

Vice President - Public Relations

Secretary

Treasurer

Sergeant At Arms
There are some responsibilities that are expected of all club officers.

Attend District Officer Training once for each 6 month term

Participate in Club Success Plan

Attend club executive officer meetings

Attend club meetings regularly
All club officers should be aware of important dates and deadlines.

July - club prepares, approves annual club budget (as appropriate)

July - officers complete annual "Club Success Plan"; can share with club members

August - should conduct club speech contests (Humorous Speech, Table To pics)

Month of September - collect dues from all club members

By October 1 - club Semiannual Membership Report due to World Headquarters

September - Area holds contests

October- Division holds contests

November - District holds contests

Month of December - clubs with 6 month officer terms hold club officer elect ions

By December 31 - club officer reports due to World Headquarters (ALL CLUBS)

January - officers review, update annual "Club Success Plan"; can share with members

February (International Speech, Evaluations) - should conduct club speech con tests

speech contestants must have given minimum of 6 speeches

members of newly charter clubs (after July 1) excepted from 6 speech rule

March - Area holds contests

Month of March - collect dues from all club members

April 1 - club Semiannual Membership Report due to World Headquarters

April - Division holds contests

May - District holds contests

Month of June - hold club officer elections (ALL CLUBS)

June 30 - club officer reports due to World Headquarters (ALL CLUBS)
PRESIDENT

The President is the chief executive officer for the club. The role involves general supervision and operation of the club. This office ranks first among the seven.

The President presides at Club meetings, and directs the club in meeting the members' needs for educational growth and leadership. In cooperation with the rest of the officers, the President establishes long-term and short-term goals for the club. The President serves as one of the Club's representatives on Area and District Councils.

Some specific duties of the President are:

Presides over club meetings

Guides club in carrying out its mission and insures that all club activities are in accordance with Toastmasters International guidelines

Plans and leads Distinguished Club Program/Club Success Plan meeting(s) and issues report

Assures that the Semiannual Membership Report is complete and issued on time

Represents Club at Area/District meetings

Plans agenda and presides over club executive committee meetings
Important Dates and Deadlines for the President are:

Every meeting - call meetings to order; conduct business meetings

Monthly - ensure VP-E issues club assignments; ensure all officers completing duties

As appropriate - contact visitors, long-absent members

July - officers complete annual "Club Success Plan"; can share with club

August - arrange for club to conduct semiannual speech contest

September - assist in Area Contest

Month of September - ensure dues collected from all club members

October 1 - submit Semiannual Membership Report to World Headquarters

October - assist in Division Contest

November - assist in District Contest

November - form club officer nomination committee

Month of December - hold club officer elections (clubs with 6 month terms)

December 31 - club officer reports due to World Headquarters (ALL CLUBS)

January - arrange Officers meeting to review, update annual "Club Success Plan"; can share with club members

February - ensure that club will conduct semiannual speech contest (Evaluations; International Speech)

March - assist in Area Contest

Month of March - ensure that dues collected from all club members

April 1 - submit Semiannual Membership Report to World Headquarters

April - assist in Division Contest

May - assist in District Contest

May - form club officer nomination committee

June - hold club officer elections (all clubs)

June 30 - club officer reports due to World Headquarters (ALL CLUBS)

VICE PRESIDENT EDUCATION

The VP Education handles the educational program within the club. The role involves ensuring that all members continue their progress towards their chosen educational goals. This office ranks second among the seven.

The VPE plans, organizes, and implements the meetings to fit the chosen speeches, educational modules, and related events to the members' needs. When members complete a speech or a major achievement, it is the VPE who initials the manuals or contacts Toastmasters to ensure proper recognition. New members will receive orientation and be assigned a mentor by the VPE. The VPE serves as one of the Club's representatives on Area and District Councils.

Some specific duties of the Vice-President - Education are:

Plans and issues monthly calendar

Presents monthly schedule at Executive meeting and publishes monthly schedule

Keeps individual member records

Keeps a binder with member achievement forms for each member

Tracks Member Educational Goals

Solicits personal achievement goals from each member

Administers speech contests

Presides in the absence of the President
Important Dates and Deadlines for the Vice-President - Education are:

Each meeting - initial manuals of members completing manual speeches

As appropriate, complete and submit member application forms for CTM, ATM, etc.

On-going - talk with members on their education goals

Monthly - plan and issue monthly meetings calendar with member assignments

Monthly - update records of individual member accomplishments

July - participate in meeting to complete annual "Club Success Plan"

August - conduct semiannual speech contest (Humorous Speech, Table Topics)

September - coordinate club contest winners participation in Area contest

January - participate in meeting to update annual "Club Success Plan"

February - conduct club semiannual speech contest (International Speech, Evaluations)

International Speech Contestants must have completed at least 6 speeches (Members of newly charter clubs (after July 1) exempted from 6 speech rule).

March - coordinate club contest winners participation in Area contest
VICE PRESIDENT MEMBERSHIP
The VP Membership handles sustaining and boosting the number of club members. The role involves marketing and some administration. This office ranks third among the seven.
The VPM plans, organizes, and implements a continuous marketing effort to ensure that club membership remains above charter strength (20 members). This is done both by retaining current member, with the VPE, and by gathering new members, with the VPPR. The VPM is responsible for the semi-annual membership reports that go to Toastmasters, and for keeping the membership roster and attendance records. Serves as one of the Club's representatives on Area and District Councils.

Some specific duties of the Vice-President - Membership are:

Develops program(s) for recruiting new members

Assimilates new members.

Greets all guests and encourages them to join; completes all Applications for Membership; forwards application and dues to Toastmasters International; and presents new members to club.
Important Dates and Deadlines for the Vice-President - Membership are:

As appropriate - implement membership recruitment programs, contests

As appropriate - encourage visitors to complete membership application form

When received - submit application form and dues to World Headquarters

July - participate in meeting to complete annual "Club Success Plan"

December - assist President in completing semiannual membership report

January - participate in meeting to update annual "Club Success Plan"

June - assist President in completing semiannual membership report
VICE PRESIDENT PUBLIC RELATIONS
The VP Public Relations handles maintaining and building the club's image. The role involves internal and external communications. This office ranks fourth among the seven.
The VPPR plans, organizes, and implements programs to maintain the positive image of the club and Toastmasters for all guests, members, and the general public. Common activities overseen include press releases, publicity campaigns, website maintenance, media re presentation, and club newsletters.

Some specific duties of the Vice President - Public Relations are: Plans and prepares publicity materials Produces a Club Newsletter

Important Dates and Deadlines for the Vice President - Public Relations are:

As appropriate - assist VPM in promoting membership recruitment programs, contests

As appropriate - issue press releases, publicity campaigns

As scheduled - publish and distribute club newsletter

July - issue press release announcing club officers to media

July - participate in meeting to complete annual "Club Success Plan"; help publicize to members

July/August - promote member participation in club contest

August - issue press release announcing club contest winners to media

November/December - publicize officer elections to club members

January - participate in meeting to update annual "Club Success Plan"; help publicize to members

January - issue press release announcing club officers to media

February - promote member participation in club contest

March - issue press release announcing club contest winners to media

May/June - publicize officer elections to club members
SECRETARY/TREASURER (can be one or two positions)
The Secretary is responsible for Club records and correspondence. The role involves all administrative details between the club and Toastmasters, and keeping the club's documents available and up-to-date. This office ranks fifth among the seven.
The Secretary cares for the club's records, including by-laws and constitution. Updated membership records, new member applications, supply orders, officers' lists, and past club records fall to the Secretary for execution. The Secretary also records and reads the meeting minutes, for meetings of the club and of the Executive team.

The Treasurer is responsible for Club financial policies, procedures and controls. The role involves the club's finances, including dues collection and materials purchasing. This office ranks sixth among the seven. Collects dues and pays dues to Toastmasters International, and maintains records. All club accounts come through this office. Dues notices and collection falls to the Treasurer. Makes financial reports to the Club at least quarterly. Receives and disburses, with approval of the Club, all Club funds.

Some specific duties of the Secretary and Treasurer are:

Maintains an accurate membership roster

Records meeting minutes

Prepares and mails orders for Toastmasters supplies

Prepares the Semiannual Membership Report, collects dues submits to World Headquarters (with President)

Issues checks to World Headquarters for semiannual membership dues/New Member Fees

Keeps complete and accurate records of all financial transactions

Prepares a monthly financial report
Important Dates and Deadlines for the Secretary and Treasurer are:

As appropriate - issue check to World Headquarters for new member dues and fees

As appropriate - issues check to World Headquarters, vendors or members for supplies

As appropriate - update and publish club membership roster

As appropriate - prepare and publish minutes of executive officer meetings

Monthly - prepare financial report and present report to officers, members

July - prepare and submit annual club budget to executive officers, President

July - participate in meeting to complete annual "Club Success Plan"

Month of September- collect dues from all club members; assist President in completing club Semiannual Membership Report

By September 30 - issue check to World Headquarters for semiannual membership dues; club Semiannual Membership Report due to World Headquarters October 1st

August/September - issue checks for supplies, trophies for club speech contests

January - participate in meeting to update annual "Club Success Plan"

February/March - issue checks for supplies, trophies for club speech contests

Month of March - collect dues from all club members; assist President in completing club Semiannual Membership Report

By March 31 - issue check to World Headquarters for semiannual membership dues; club Semiannual Membership Report due to World Headquarters April 1st
SERGEANT AT ARMS
The Sergeant at Arms handles meeting facilities and decorum. The role involves all those tasks expected of the host of the meeting. This office ranks seventh among the seven.
The SAA arranges setup for all meetings, sets out and cares for the club's materials and supplies, Club property, including banner, nametags, and supplies, and greets members and especially guests. Chairs Social and Reception Committees.

Some specific duties of the Sergeant at Arms are:

Arranges room and equipment for each meeting

Greets all guests and members

Collects ballots and tallies votes for awards

Maintains all Club equipment and materials

Important Dates and Deadlines for the Sergeant at Arms are:

Each meeting - set up room before meeting

Each meeting - greet guests and members; have guests use name tags, sign guest book

As necessary - arrange for meeting room location

January - participate in meeting to update annual "Club Success Plan"

February/March - arrange for room location for club contest

July - participate in meeting to complete annual "Club Success Plan"

July/August - arrange for room location for club contest