Office Bearers - Cohort 11

 

The Office Bearers, also recognized as the "executives" of the club work collectively to direct, lead and improve both the members and the club itself. From meetings to fundraisers and large events, the duties of the office bearers are to manage many of the important club matters in order to obtain a common objective. The office bearers each pertain to a different executive responsibility, and they collaborate and work together efficiently in order to better the club in every aspect.

President

As president, you will be responsible for providing the supportive club environment members need to fulfill their self-development goals, for making sure that members benefit from the program, and that the club recruits new members and retains current ones.

Outside the Club Meeting:

  • Attend club officer training

  • Ensure club officers meet officer and meeting standards

  • Ensure the club meets basic standards

  • Analyze and evaluate your club’s strong and weak areas with the executive committee

  • Oversee the plan to achieve Club goals

  • Encourage communication and leadership development by promoting projects

  • Ensure the club has an ongoing membership building program

  • Oversee the administrative operation of the club in compliance with the Club Constitution and Bylaws

  • Maintain strong relationship with your Mentor

  • Schedule and chair monthly officers meetings

  • Arrange for a replacement if unable to attend a club or executive committee meeting

  • Search for leaders, ensure all club offices are filled for the succeeding term and conduct timely elections

  • Prepare your successor for office

At the Club Meeting:

  • Ensure the meeting starts and ends on time

  • Make sure guests are warmly and enthusiastically welcomed and introduced

  • Allow time before and after the meeting to speak with guests

  • Discuss the Distinguished Club Program (DCP) and the club’s progress and achievements in it

  • Recognize member achievements in Toastmasters and in their personal lives

  • Report on the “Moments of Truth” the club is achieving

  • Fundraisers/ Humanitarian Leadership Award, Asaf Durakovic Peace Prize, Annual awards on the Graduation day

 

 

 

Co-President

As Co-President, you will be working closely with the President in providing the supportive club environment members need to fulfill their self-development goals, for making sure that members benefit from the program, and that the club recruits new members and retains current ones.

 

 

 

VP Education

As vice president of education, you are responsible for providing and maintaining a positive environment and the programs through which members can learn and grow. If you do your job well, your club will have satisfied members and will continue to grow. Your efforts also will help the club become a Distinguished Club, which should be an annual goal.

Outside the Club Meeting:

  • Attend club officer training

  • Plan club meetings, completing schedules and assignments at least three weeks in advance and confirming each schedule five to seven days before the meeting

  • Promote participation in the educational program. Get commitment from members to earn the next level of achievement and track their progress toward these awards

  • Check and edit their speeches as per the criteria making sure the competition is correct

  • Keep a record of all the new and old member's communication track of projects

  • Assign every new member a mentor from old members after talking to the club's chair or the mentor

  • Attend club executive committee meetings and preside when the president is absent

  • Arrange for a replacement if unable to attend a club or executive committee meeting

  • Prepare successor for office

At the Club Meeting:

  • Ask each new member to be a Table Topics participant at the first meeting after joining. Assign him or her to a meeting role at the third meeting or earlier, and assign the Ice Breaker manual project at the fourth meeting or sooner

  • Ensure a club member conducts The Successful Club programs Evaluate to Motivate, Moments of Truth, Mentoring and Finding New Members for Your Club at least once per year

  • Monitor club performance quarterly in cooperation with the club president

  • Initial Speakers’ Project Completion Records and ensure eligible members fill out their award applications

  • Preside over the meeting when the president is absent with your Mentor's consent

  • VP membership

  • As vice president membership, you are responsible for building membership and ensuring a strong membership base by satisfying the needs of all members. Your job is vital to the growth and success of the club and attendance of the meeting. (Further discussion to be done with the mentor)

 

 

 

VP Public Relations

As vice president of public relations, you are responsible for coordinating an active public relations and publicity program. Your efforts help to attract new members. Your job is vital to the growth and success of the club; your efforts help to attract new members.

Outside the Club Meeting:

  • Attend club officer training

  • Protect and publicize the Gavel Club brand

  • Promote the club to local media

  • Maintain a club Web site

  • Join networking groups that can support your club

  • Produce and distribute a club newsletter, preferably via e-mail

  • Promote membership programs

  • Attend club executive committee meetings

  • Attend and organize other club events with the officers

  • Arrange for a replacement if you’re unable to attend a meeting and for assistance if necessary

  • Prepare your successor for office

At the Club Meeting:

  • Announce upcoming events and programs

  • Gather information for the newsletter or Web site by asking for story contributions or covering club news

  • Greet members and guests

 

 

 

Secretary

As secretary, you are responsible for keeping clear and accurate records of club business, including membership records and correspondence with members, minutes of the meeting, attendance, and Mentor’s notes.

Outside the Club Meeting:

Attend club officer training.

  • Maintain accurate membership roster and give it to treasurer to submit with dues.

  • Submit new club officer list to the Mentor and the officers within 7 days after elections via email. Also, submit any changes to club officers immediately to the Mentor.

  • Attend the courses offered by the Mentor and market them to the club officers.

  • Bonus points to the members awarded in this case.

  • Handle general club correspondence.

  • Keep club files, including the club charter, Constitution and Bylaws, minutes, resolutions and correspondence.

  • Attend club executive committee meetings.

  • Arrange for a replacement if unable to attend meetings.

  • Prepare your successor for office.

At the Club Meeting:

  • Record and read meeting minutes.

  • Greet members and guests.

 

 

 

Treasurer

As treasurer, you are responsible for keeping clear and accurate financial records of club business and for seeing that the club remains financially stable.

Outside the Club Meeting:

  • Prepare a budget to be approved by the executive committee and membership within a week of taking office.

  • Provide forms and keep records of $2 every week. If the member does not bring the money - extra one dollar should be charged for penalty.

  • Prepare and send dues statements every month.

  • Collect and pay dues with the vice president membership to contact members who have not paid dues.

  • Send Financial Statement to the club every month after checking with the mentor.

  • Arrange for a replacement if unable to attend a meeting.

  • Prepare successor for office.

At the Club Meeting:

  • Receive completed new member applications and dues.

  • Announce when dues are due and explain dues structure.

  • Greet members and guests.

 

 

 

Sergeant-at-Arms

As the sergeant at arms, you are responsible for maintaining club properties, arranging the meeting room and welcoming members and guests at each meeting with the Toastmaster of the meeting and the team.

Outside the Club Meeting:

  • Attend club officer training.

  • Schedule the meeting location.

  • Maintain club equipment and check after every meeting to ensure adequate supplies are available.

  • Make sure to offer penalty or warning for members not dressed up to the Mentor's code

  • Arrange for a replacement if you are unable to attend a club meeting or if you need assistance.

  • Prepare your successor for office.

At the Club Meeting:

  • Arrange the room and equipment at least 20 minutes before the meeting begins. Make sure the lectern is in place, the banner displayed, evaluation forms and ballots distributed, awards, product guide, progress chart and educational material displayed, place cards arranged and name badges available.

  • Greet members and guests and arrange for guests to sit with members.

  • Greet visiting officers and escort them to the club president.

  • Arrange for food service at meal meetings.

  • Ensure the meeting starts on time.

  • Collect ballots and tally votes for awards.