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Club Officer Checklist

The following calendar/checklist shows by month the activities and events club officers should be addressing. Officers should refer to the checklist in the Appendix of their When You Are the... manual for a more detailed listing.

Officers may also want to use the Club Officer Calendar handout. It is a single page grid showing important events and deadlines for the Toastmaster year.

July Checklist

All Officers

  • Attend district-sponsored club officer training if you did not attend in June. (Training Schedule)

  • Conduct executive committee meeting with each officer reporting on activities/accomplishments/plans.

  • Review last year’s Distinguished Club Program (DCP) results for your club.

  • Review the Product Guide and order educational materials.

  • Establish the club’s goals for the current year’s Distinguished Club Program.

  • Read your When You Are the... manual.

President

  • If not done by predecessor, designate club's proxy-holder for Annual Business Meeting conducted during International Convention. (Proxy FAQ)

VP Education

  • Meet with each member to discuss his or her educational goals and determine which award(s) he/she will achieve in the coming year.

  • Plan and schedule club's Evaluation and Humorous Speech contests for August meeting.

VP Membership

  • Report on the results of Beat the Clock! and annual membership programs at the club meeting and in club newsletter/website. (Results available on Membership Building Contests page.)

  • Promote TI’s membership programs, including the Smedley Award (Aug 1 – Sept 30), during meetings and in club newsletter/website.

VP Public Relations

  • Review and refresh any existing publicity kit for the media. If none exists, consider creating one.

  • Begin to form a regular presence on at least one social networking site.

President, VP Education and VP Membership

  • Attend and vote at the area council meeting. (Area director contact information available through division on Areas and Divisions page.)

August Checklist

All Officers

  • Attend district-sponsored club officer training if you did not attend in June or July. (Training Schedule)

  • Conduct executive committee meeting with each officer reporting on activities/accomplishments/plans.

  • Review the club’s goals for the current year Distinguished Club Program (DCP).

VP Education

  • Conduct club's Evaluation and Humorous Speech contests.

  • Send club contest winners names to area governor as contestants in September area contest.

VP Membership

  • Promote the Smedley Award membership campaign (Aug 1 – Sept 30) during meetings and in club newsletter/website.

VP Public Relations

    Ensure that the club’s meeting location and time are listed correctly with World Headquarters.

Treasurer

  • Begin collecting member dues to meet October 1 deadline for submission.

President or VP Education

  • Cast club's votes at Annual Business Meeting conducted during International Convention or if not done yet, designate proxy-holder. (Proxy FAQ)

President, VP Education and VP Membership

  • Attend and vote at the area council meeting. (Area director contact information available through division on Areas and Divisions page.)

September Checklist

All Officers

  • Promote Area Evaluation and Humorous Speech Contest (contest schedule) and encourage all members to attend in support of club's contestants.

  • Conduct executive committee meeting with each officer reporting on activities/accomplishments/plans.

  • Review the club’s goals for the current year Distinguished Club Program (DCP).

President

VP Membership

  • Continue promoting the Smedley Award membership campaign (ends Sept 30) during meetings and in club newsletter/website.

Treasurer

  • Complete collecting member dues and submit membership list with payment to Toastmasters International before October 1 deadline.

President, VP Education and VP Membership

  • Attend and vote at the area council meeting. (Area director contact information available through division on Areas and Divisions page.)

October Checklist

All Officers

  • Promote Division Evaluation and Humorous Speech Contest (contest schedule) and encourage all members to attend in support of area's contestants.

  • Conduct executive committee meeting with each officer reporting on activities/accomplishments/plans.

  • Review the club’s goals for the current year Distinguished Club Program (DCP).

President

  • Ensure your club’s dues renewal (membership list with payment) is at World Headquarters by October 1.

VP Membership

  • Report on the results of the Smedley Award membership campaign during meetings and in club newsletter/website.

VP Public Relations

  • Submit newsletter entry for District Public Relations Manager

President, VP Education and VP Membership

  • Attend and vote at the area council meeting. Area director contact information available through division on Areas and Divisions page.

November Checklist

All Officers

  • If your club elects semiannually, conduct club officer elections.

  • Promote Semi-Annual Conference.

  • Conduct executive committee meeting with each officer reporting on activities/accomplishments/plans.

  • Review the club’s goals for the current year Distinguished Club Program (DCP).

Secretary

  • If your club elects semiannually, submit new club officer list through the Club Business section of the Toastmasters International website before December 31 deadline (login required).

President and VP Education

  • Attend District Council Meeting at Semi-Annual Conference. If unable to attend, assign vote to another club member using Proxy.

President, VP Education and VP Membership

  • Attend and vote at the area council meeting. (Area director contact information available through division on Areas and Divisions page.)

December Checklist

All Officers

  • Attend district-sponsored club officer training. (Training Schedule) Note that officers annually and semiannually must attend for DCP credit.

  • If your club elects semiannually, current officers meet with incoming officers to help prepare them for their roles.

  • Conduct executive committee meeting with each officer reporting on activities/accomplishments/plans.

  • Review the club’s goals for the current year Distinguished Club Program (DCP).

Secretary

  • If your club elects semiannually, submit new club officer list through the Club Business section of the Toastmasters International website before December 31 deadline (login required).

President, VP Education and VP Membership

  • Attend and vote at the area council meeting. (Area director contact information available through division on Areas and Divisions page.)

January Checklist

All Officers

  • Attend district-sponsored club officer training if you did not attend in December. (Training Schedule)

  • Conduct executive committee meeting with each officer reporting on activities/accomplishments/plans.

  • Review current year’s Distinguished Club Program (DCP) results for your club.

  • Review the Product Guide and order educational materials.

  • (New officers) Read your When You Are the... manual.

VP Education

  • Meet with each member to discuss his or her educational goals and determine which award(s) he/she will achieve in the next six months.

  • Plan and schedule club's Tall Tales and International Speech contests for February meeting.

VP Membership

  • Promote TI’s membership programs, including Talk Up Toastmasters! (Feb 1 – Mar 31), during meetings and in club newsletter/website.

VP Public Relations
(newly elected)

  • Review and refresh any existing publicity kit for the media. If none exists, consider creating one.

  • Begin to form a regular presence on at least one social networking site.

President, VP Education and VP Membership

  • Attend and vote at the area council meeting. (Area director contact information available through division on Areas and Divisions page.)

February Checklist

All Officers

  • Attend district-sponsored club officer training if you did not attend in December or January (Training Schedule). Note that training ends in February.

  • Conduct executive committee meeting with each officer reporting on activities/accomplishments/plans.

  • Review the club’s goals for the current year Distinguished Club Program (DCP).

VP Education

  • Conduct club's Tall Tales and International Speech contests.

  • Send club contest winners names to area governor as contestants in March area contest.

VP Membership

  • Promote the Talk Up Toastmasters membership campaign (Feb 1 – Mar 31) during meetings and in club newsletter/website.

VP Public Relations

    Ensure that the club’s meeting location and time are listed correctly with World Headquarters.

Treasurer

  • Begin collecting member dues to meet April 1 deadline for submission.

President, VP Education and VP Membership

  • Attend and vote at the area council meeting. (Area director contact information available through division on Areas and Divisions page.)

March Checklist

All Officers

  • Promote Area Tall Tales and International Speech Contest (contest schedule) and encourage all members to attend in support of club's contestants.

  • Conduct executive committee meeting with each officer reporting on activities/accomplishments/plans.

  • Review the club’s goals for the current year Distinguished Club Program (DCP).

President

VP Membership

  • Continue promoting the Talk Up Toastmasters! membership campaign (ends March 31) during meetings and in club newsletter/website.

Treasurer

  • Complete collecting member dues and submit membership list with payment to Toastmasters International before April 1 deadline.

President, VP Education and VP Membership

  • Attend and vote at the area council meeting. (Area director contact information available through division on Areas and Divisions page.)

April Checklist

All Officers

  • Promote Division Tall Tales and International Speech Contest (contest schedule) and encourage all members to attend in support of area's contestants.

  • Conduct executive committee meeting with each officer reporting on activities/accomplishments/plans.

  • Review the club’s goals for the current year Distinguished Club Program (DCP).

President

  • Ensure your club’s dues renewal (membership list with payment) is at World Headquarters by April 1.

VP Education

  • Review members' progress and ensure that all have received credit for completed educational. Encourage those who are close to completion to set a June 30 goal.

VP Membership

  • Report on the results of the Talk Up Toastmasters! membership campaign during meetings and in club newsletter/website.

  • Begin promoting Beat the Clock membership campaign which runs from May 1st through June 30th.

VP Public Relations

  • Submit newsletter entry  to District Public Relations Manager.

President, VP Education and VP Membership

  • Attend and vote at the area council meeting. (Area director contact information available through division on Areas and Divisions page.)

May Checklist

All Officers

VP Education

  • Review members' progress and ensure that all have received credit for completed educationals. Encourage those who are one or two speeches from completion to speak at a May or June meeting.

VP Membership

  • Promote the Beat the Clock membership campaign (May 1 – Jun 30) during meetings and in club newsletter/website.

Secretary

  • Submit new club officer list through the Club Business section of the Toastmasters International website before June 30 deadline (login required).

President and VP Education

  • Attend District Council Meeting at District Annual Conference. If unable to attend, assign vote to another club member using Proxy.

President, VP Education and VP Membership

  • Attend and vote at the area council meeting. (Area director contact information available through division on Areas and Divisions page.)

June Checklist

All Officers

  • Attend district-sponsored club officer training. (Training Schedule)

  • Current officers meet with incoming officers to help prepare them for their roles.

  • Conduct executive committee meeting with each officer reporting on activities/accomplishments/plans.

  • Review the club’s goals for the current year Distinguished Club Program (DCP). Ensure that all educational completions and new member applications have been credited with Toastmasters International.

President

  • Invite area governor to install newly elected officers.

Secretary

  • Submit new club officer list through the Club Business section of the Toastmasters International website before June 30 deadline (login required).

President, VP Education and VP Membership

  • Attend and vote at the area council meeting. (Area director contact information available through division on Areas and Divisions page.)