GOTO Toastmasters Club Committee Role Expectations¶
This document sets out the expectations for each member of the club's executive committee. It is intended to help incoming officers understand their responsibilities, support smooth handovers between terms, and ensure the club continues to deliver a quality experience for all members.
General Expectations (All Committee Members) - Attend regular executive committee meetings, or send apologies and a brief update in advance. - Attend club meetings regularly and model good Toastmasters behaviour (preparedness, punctuality, constructive evaluation). - Respond to committee communications within a reasonable timeframe (typically 1-2 days). - Support the Club Success Plan and the club's Distinguished Club Program (DCP) goals. - Complete Toastmasters International officer training (TLI/COT) each term where possible. - Maintain a handover document for your role and brief your successor at the end of your term. - Act in line with Toastmasters values: integrity, respect, service, and excellence.
Supreme Chancellor (PRESIDENT) The President provides overall leadership and is responsible for the club's general wellbeing and direction. - Set the tone and direction for the club; lead development of the Club Success Plan with the committee. - Chair executive committee meetings and preside over club business sessions. - Open and close club meetings (or delegate this appropriately). - Ensure all officer roles are functioning and support officers who need help. - Represent the club at Area and District events, including Area Council meetings. - Monitor progress toward DCP goals and membership targets. - Resolve conflicts and ensure the club remains a welcoming, supportive environment.
Jedi Journey Guide (VPE - VICE PRESIDENT EDUCATION) The VPE is responsible for the educational program and is typically the most hands-on role on the committee. - Plan and publish the meeting agenda and roster, ensuring all roles are filled ahead of each meeting (along with Toastmaster of the Day) - Track members' Pathways progress and encourage them to schedule speeches and complete levels. - Orient new members: explain Pathways, assign mentors, and help them book their Ice Breaker within their first month. - Approve education awards in Club Central and submit them toward DCP goals. - Run or coordinate mentoring within the club.
Force Recruitment Officer ( VPM - VICE PRESIDENT MEMBERSHIP ) The VPM grows and retains the club's membership. - Responds to enquiries (LinkedIn, Email, via Toastmasters.org) - Greet and follow up with guests: capture contact details, answer questions, and invite them back. - Manage the membership pipeline from guest to member, including applications and induction. - Monitor membership levels and run at least one membership-building campaign per term. - Track renewals and follow up with members before dues deadlines (October and April). - Watch for disengaged members and check in with them early. - Work with the VPPR to convert publicity into visitors.
Galactic Liaison Specialist (VPPR / VICE PRESIDENT PUBLIC RELATIONS) The VPPR promotes the club to the community and keeps members informed. - Maintain the club's website, Meetup/Eventbrite listings, and social media presence with current, accurate information. - Post regularly (e.g., meeting highlights, member achievements, upcoming events). - Publicise open houses, contests, and special events to attract guests. - Produce or coordinate the club newsletter or internal updates, if applicable. - Protect the Toastmasters brand: use current logos and templates and follow brand guidelines.
Rebel Rhetorician (SECRETARY) The Secretary maintains the club's records and official correspondence. - Take and distribute minutes of executive committee meetings and any club business sessions. - Maintain the club's membership roster and update officer lists in Club Central. - Handle club correspondence and maintain club files (charter documents, bylaws, historical records). - Notify Toastmasters International of any changes to the officer list mid-term. The Rebel Rhetorician also acts as Print Master by default at the meetings and can delegate this role appropriately if not available or unable to be there in advance of the meeting starting.
Guardian of Credit (TREASURER) The Treasurer manages the club's finances transparently and accurately. - Prepare an annual budget with the committee and report on finances at each executive meeting. - Collect membership dues and submit payments to Toastmasters International by the deadlines (October 1 and April 1). - Pay club expenses promptly and keep receipts and records for all transactions. - Maintain the club bank account, including up-to-date signatories. - Complete the Tax Report and Self Assessed exemptions - Provide a financial handover, including account access, to the incoming Treasurer.
Force Warden (S@A / SERGEANT AT ARMS) The S@A manages the meeting environment and club property. - Arrive early to set up the venue: room layout, banner, lectern, timing equipment, and name tags. - Ensure meetings start on time and the space is welcoming for members and guests. - Greet attendees as they arrive and direct guests to the VPM or a host member. - Maintain club property and supplies, and arrange replacements when needed. - Pack down after meetings and ensure the venue is left in good order.
IMMEDIATE PAST PRESIDENT (IPP) The IPP provides continuity and advice to the new committee. - Advise the President and committee, drawing on experience from the previous term. - Support officer transitions and ensure handover documents are complete. - Champion long-term initiatives that span committee terms.
Handover and Term Transitions - Officer terms run per the club's constitution (typically annual, July–June, or six-monthly). - Each outgoing officer must provide a written handover and meet with their successor before the term begins. - The outgoing committee should update officer details in Club Central promptly after elections.
Review This document should be reviewed annually by the incoming executive committee and updated as needed.