What does the Committee actually do?
Classed as the Executive Committee, there are 7 core members of the Toastmasters’ committee that are voted in by all the members each year, plus the Immediate Past President. ( all described below).
There can be other non-executive committee roles which are bespoke to each club - eg. Mentor Master or Head of Training. These roles do not have voting capabilities when it comes to official Toastmasters business, but can be allowed to vote on club business if the Executive Committee allows.
PRESIDENT
OVERVIEW
* Responsible for the overall success of the club
* Assists other officers with their roles
* Holds regular Executive meetings to plan and monitor club progress
* Represents the Club at Area, Division and District meetings
* Opens & closes Club meetings
The President sets the tone for the club, and is expected to provide helpful, supportive leadership for all of the club’s activities and members.
They motivate, and delegate when needed. Mainly club decisions are made by the whole committee and some by the whole membership, though occasionally the President may have to be the peacemaker, or have to step in and make a difficult decision.
They have to stay current on all new developments via the Leader Letter and the announcements published on the Toastmasters website, and liaise with the Area Director for contests and officer training.
Vice President of Education
OVERVIEW
* Schedules meetings & assigns speech slots
* Assigns Pathways education awards
* Stands in for the President on official Toastmasters voting matters when the President is unavailable
The Vice President of Education schedules members’ speeches and projects, and, alongside the Toastmaster, is key to helping fill the roles and speeches for each meeting by gently encouraging members to sign up.
As an important source of Toastmasters knowledge for club members, it is the VPE’s job to become familiar with all aspects of the Toastmasters education program, Pathways, and education awards.
Vice President of Membership
OVERVIEW
* Develop and carry through a recruiting strategy for new members
* Greet visitors at the beginning of the meeting, and encouraging joining
* Assist applicants to fill in the Membership Application when needed
The VPM promotes the club, and manages the process of bringing in guests and transforming them into members. They are usually the first person to initiate contact with guests (both online & in person), making them feel welcome, and providing them with the information they need to join
Working alongside the Vice-President of Public Relations the VPM maintains a constant influx of new people into our club. They also monitor membership levels, and strategise with the rest of the committee about how to overcome membership challenges when they occur.
Vice President of Public Relations
OVERVIEW
* Publicise the activities of the club in the local community and online
* Help update the club website
The VPPR promotes the club online and to the local community, and is in charge of notifying the media about the club’s exploits and the benefits it provides.
It’s their job to notify the media whenever our club does something newsworthy. The role is varied and can include writing news releases, creating and distributing fliers, and updating the club website and social media channels.
They are expected to stay current on all new developments via The Leader Letter, Toastmaster magazine and the announcements published on the Toastmasters website and social media sites.
Secretary
OVERVIEW
* Record and distribute the minutes of meetings of the Club and the Executive
* Keep the Club’s details current with Toastmasters Int.
The Secretary maintains club records, manages club files, handles club correspondence, and takes the minutes at each committee meeting. They are also in charge of keeping the club officer list current at World Headquarters.
They also occasionally help out with tasks for the VPE and the Treasurer when needed.
Treasurer
OVERVIEW
* Send reminders and collect fees from members biannually
* Bank all money collected as soon as possible
* Pay accounts as authorised by the Executive or President
* Keep account books showing receipts, payments and the current balance of club funds.
* Prepare a financial report biannually
The Treasurer is the club’s accountant. They manage the club’s bank account, doing payouts as approved by the Executive Committee, and depositing dues and other club revenues.
They are also in charge of submitting membership-renewal dues to World Headquarters (accompanied by the names of renewing members), filing necessary tax documents, and keeping timely, accurate, up-to-date financial records for the club.
Though the treasurer’s duties are usually not the most demanding of all the club leadership positions, the consequences for members can be serious when they’re not completed accurately and on time.
Sergeant at Arms
OVERVIEW
* Supervise the setting up of the meeting room in time for each meeting
* Supervise the putting away after each meeting
* Maintain club assets
* Open the meeting and hand over to the Toastmaster
The SAA keeps track of the club’s physical property, such as the banner, lectern, timing device, and other meeting materials (which in our club are kept at the venue). The SAA and other committee members arrive early to prepare the meeting room for members, and after the meeting has ended, help put away all of the club’s equipment.
The SAA does the opening ‘housekeeping’ (inform where the fire exits/toilets/refreshments are, and remind members to turn off their devices) speech at the beginning of the meeting, and also has a role to play during speech contests, and other special club events. For example, the SAA escorts competitors in and out of the room during contests.
Immediate Past President
OVERVIEW
* Help the new President’s transition into the role
* Stand in if the President is abscent
The Immediate Past President provides help as requested by the current President, and are expected to provide helpful, supportive advice. The IPP is also expected to fill in for the current President if they are unable to make the meeting. As a member of the Club Executive Committee and the IPP can vote on any matter discussed.