1. District 16 Club Officer Group Training

2. Club Officers – Your Opportunity for Leadership
The success of a club is DIRECTLY related to the training of club officers.
How can you lead if you do not have knowledge?

3. Club Officers – Your Opportunity for Leadership
The mission of a Toastmasters Club is to provide a mutually supportive and positive learning environment in which every member has the opportunity to develop communication and leadership skills, which in turn foster self confidence and personal growth.

4. Club Officers – Your Opportunity for Leadership
Leadership can be defined as the ability to inspire and motivate others to accomplish a targeted goal.
You are a club leader!

5. Congratulations, you are Club President!

6. Gather your team!
Hold regular executive committee meetings with club officers.
Give your club officers shared ownership and responsibility for the club mission!
Monthly executive committee meetings are a good idea!

7. Create a vision: Ask yourself and your executive committee …
What is your idea for a club vision?
What would you like to see at all club meetings?
What specific things would you like to improve?
Including your executive committee will give them shared ownership and responsibility for the vision!

8. Set your goals! Goals should be… Specific Measurable Realistic
Time-bound
Action-oriented
Use the Club Success Plan and the Distinguished Club Program to motivate performance and track progress!

9. Encourage and guide! Lead by example – others will follow!
Give each club member and leader the attention and respect they deserve
Demonstrate excellence as you carry out club goals and proceed through the Toastmasters educational tracks
Lead by example – others will follow!

10. Represent the Club Act as liaison between club / area / district
Participate in and vote at area / district functions
Vote at the Regional and International Convention or send proxy to district governor

11. As Club President, you will…
Preside over club meetings
Hold and chair executive committee meetings
Know the Distinguished Club Program.
Attend district and area council meetings

12. As Club President, you will…
Ensure timely submission of semi-annual dues renewals and membership reports
Vote at regional and international business meetings
Oversee administrative operation of the club
Assist with transition of new officers at the end of your term

13. Congratulations!
You are club Vice President Education!

14. Envision / Plan / Direct Club Meetings
Create varied programs
Assign meeting roles

15. The Toastmasters Educational Program…
Promote participation in the communications and leadership tracks!
Tracks are not mutually exclusive – members can work in both at the same time!

16. Tips for integrating the Competent Leadership Manual
Display manual in club meetings
Discuss evaluations
Educate mentors
Track progress

17. Educate members about other leadership opportunities!
Become familiar with:
Success/Leadership
Success/Communication
Youth Leadership
High Performance Leadership Program

18. Orient New Members Introduce and explain materials & procedures
Match with mentor
Get members participating

19. You are the 2nd Highest ranking club officer!
Lead by example
Monitor the club’s progress
Preside when president is absent

20. Boost Participation in Toastmasters Activities!
Explain training benefits
Organize speech contests
Promote area / district meeting attendance

21. Represent the Club Act as liaison between club / area / district
Participate in and vote at area / district functions
Vote at the International Convention

22. As Vice President Education, you will…
Preside over club and executive committee meetings in the absence of the president
Attend club executive committee meetings
Plan dynamic club meetings 3-6 weeks in advance

23. As Vice President Education, you will…
Encourage effective evaluations
Orient new members and assign mentors
Establish club educational goals based on the DCP
Attend district and area council meetings
Organize speech contests

24. Congratulations, you are Club Vice President Membership!

25. Reaching for 20 – Charter membership strength!
Why 20?
Keeps meetings exciting and varied
Keeps the talents and energies of club members from being stretched too thin

26. How to get there… Make it a club goal to add one member each month
Challenge club members and leaders to bring a guest to club meetings twice each month – and then be the first to do just that!

27. Strategies for Membership Growth
Promote benefits to current members
Promote Toastmasters benefits to others
Hold at least two membership contests
Offer recognition

28. Toastmasters Membership Contests:
Individual Recognition –
The Annual Membership Program!
Recognizes individuals who sponsor 5, 10, 15 or more new members during the year.

29. Toastmasters Membership Contests:
Club recognition for 5 or more new, dual, or reinstated members!
The Smedley Award
August thru September
Talk Up Toastmasters
February thru March
Beat the Clock
May thru June

30. Transform Guests into Members
Personally welcome guests and introduce them to others
Explain benefits
Complete application and submit online immediately
Welcome new members into the club

31. Guarantee current member Satisfaction
Contact absent members
Conduct surveys
Distribute evaluation forms

32. As Vice President Membership, you will…
Conduct an ongoing membership program
Promote Toastmasters membership building contests
Follow up with guests
Attend club executive committee meetings

33. As Vice President Membership, you will…
Attend and vote at area council meetings
Ensure each guest completes a guest card
Report on membership goals and achievements
Ensure current members’ needs are being met

34. Congratulations, you are Club Vice President Public Relations!

35. The Goal of Public Relations:
To increase awareness and appreciation for the Toastmasters program.

36. Creating a Public Relations Program
Target your audience
Develop a media list
Send promotional material to media members

37. Writing a news release:
Tell a good story
Use quotes
Format for readability
Get to the point first

38. Create a Club Newsletter/Web Site
Why?
Documents and promotes current events
Informs with educational material
Provides visitors with “take-home” value

39. FreeToastHost.org
A free Web-hosting service for clubs! Use it to create and maintain a professional-looking Web site. No Web-site design experience necessary.

40. As Vice President Public Relations, you will…
Promote your club’s regular meetings and special events to local media
Communicate upcoming events to your club members
Maintain club’s publicity materials
Publish and maintain your club’s newsletter and/or website

41. Congratulations, you are Club Secretary!

42. Maintaining Membership Roster
Ensures all members receive the Toastmaster magazine and club newsletter
Keeps track of those eligible for educational awards and speech contests

43. Tracking Attendance
Helps the vice president membership follow up on absent members

44. Submitting records to World Headquarters
When someone joins, a form 400 and dues should be mailed or submitted online immediately.
Delays could make someone ineligible for educational awards and speech contests!

45. The Dues renewal invoice
Submitted twice each year
Lists all paid members on file at World Headquarters
Due at World Headquarters on October 1 and April 1
Work with the president, vice president membership, and treasurer to turn it in on time and earn your club’s success in the DCP!

46. As club Secretary, you will…
Maintain an accurate membership roster
Maintain record of attendance
Submit membership roster to treasurer for dues payment

47. As club Secretary, you will…
Record and read meeting minutes
Assist with the semiannual membership report
Report new officers to TI within 10 days
Keep club constitution and standard bylaws with the club records

48. Congratulations, you are Club Treasurer!

49. Creating your budget: Incomes Expenses
Work with the president and the executive committee!
Incomes
Member dues
Fundraising activities
Expenses
Trophies and ribbons
Administrative supplies
Educational materials

50. Fundraising – Questions to ask first!
Did individual members donate the products or volunteer the service?
Is it the club and not an individual who is receiving monetary compensation?
Is at least 1/3 of the club’s revenue from member dues?
Will profits be used to further Toastmasters’ tax-exempt purpose?
A “no” answer to any of these questions means the activity is prohibited!

51. Collecting Members’ Dues
Notify members in writing of dues payable
Start early!
Use “Statement of Club Dues form” from toastmasters.org
Make checks payable or submit one credit card # to Toastmasters International
Due by October 1 and April 1

52. As Treasurer, you will… Prepare annual budget
Collect dues from new members and submit to World Headquarters
Notify members dues are due and collect
Issue payment to World Headquarters promptly

53. As Treasurer, you will… Pay all bills promptly
Keep records of all financial transactions
Present financial reports
Submit club account records for audit upon request

54. Congratulations, you are Club Sergeant at Arms!

55. As club Sergeant at Arms, you are…
A leader by example as you are on time and prepared
The first face most guests will see

56. Too much to do in too little time?
Delegate!
Gives members a chance to contribute while giving you valuable leadership experience!

57. As club Sergeant at Arms, you will…
Arrange Meeting Room Layout
Greet guests and members
Arrange food service
Ensure the meeting starts on time
Collect ballots and tally votes for awards

58. Common Practices: Achieving Success as a Team
Attend club executive committee meetings
Greet each guest and member
Train at district sponsored officer training as needed
Ensure club meeting starts and ends on time
Prepare a successor

59. Your best tool for club success:
The Distinguished Club Program!

60. The 10 goals of the Distinguished Club Program:
2 CCs
2 more CCs
One ACB, ACS, or ACG
One more ACB, ACS, or ACG
One CL, ALB, ALS, or DTM
One more CL, ALB, ALS, or DTM
Four new members
Four more new members
Min of 4 officers trained 2x/year
One dues renewal invoice and one club officer list submitted on time

61. Recognition Earned:
Any club with at least 20 members or a net gain of five new members on June 30th and who achieve the following number of goals on their DCP will receive the following distinctions:
Five of 10 Goals:
Distinguished Club!
Seven of 10 goals:
Select Distinguished Club!
Nine of 10 goals:
President’s Distinguished Club!

62. The Membership Requirement Revisited….
A club must have at least:
20 members or
A net increase of five members over their club base number located on their DCP report
NOTE!!! Unless this membership requirement is met, your club will not receive any recognition through the Distinguished Club Program!

63. The Distinguished Club Program And Club Success Plan
Ensures members needs are being met
Helps guarantee club health now and into the future

64. “Coming together is a beginning.
Keeping together is progress.
Working together is success.”
-Henry Ford

65. District 16 Club Officer Group Training