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Club Officer Elections
The When, Who, and How

In May, all clubs must elect annual officers serving from July 1st through June 30th or semiannual officers serving from July 1, through December 31. Semiannual terms are an option available only to clubs that meet weekly.

In order to hold an office, a person must be an active member in good standing (dues paid at Toastmasters International).

A club must report at least 3 officers of which must be a president, a vice president and the secretary or secretary/treasurer. All of these offices must be held by three different people.

Toastmasters.org has a general Club Constitution and Standard Bylaws for Clubs of Toastmasters International online for your reading pleasure. Page 7 has information about quorums and page 8 has information about voting.

Roles of Club Officers
 

President: Chief Executive Officer of Club, Presides at club and executive committee meetings, Supervision of operation of the club, Appoints all Committees, Club's representative on the Area and District Councils.

Vice President Education: Plans, organizes & directs club's educational goals, Chairs education committee, Representative of club's reps on Area and District Councils.

Vice President Membership: Plans, organizes & directs a program that ensures individual member retention and growth in club, Chairs the Membership committe, Club's representative on Area Council.

Vice President Public Relations: Develops and directs a publicity program that informs members and general public about Toastmasters, Chair Public Relations Committee.

Secretary: Responsible for club's records and correspondence, Maintains custody of Club's Charter, Constitution and Bylaws, Keeps accurate records of clubs meetings and activities of club and executive club meetings.

Treasurer: Responsible for club financial policies and procedures, receives and disburses with approval all club funds, pays all club dues and keeps accurate account of all transactions.

Sergeant at Arms: Responsible for club property management, meeting room preparation and hospitality, chairs Social and Reception Committee.

Immediate Past President: Provides advice and counsel as requested by club President.
When: Who, What, and How:
Before March 31st Appoint a nominating committee. See your club constitution for more information. The committee should be chaired by the immediate past president or most recent past president available.
Last club
meeting in April:		 Nominating committee reports to the club.
First club
meeting in May:

The nominating committee report is presented to the club. If the nominating committee has no report at the last meeting in April, postpone the election until one week after the meeting at which the report is given.

Call for nominations from the floor. Nominations and elections begin with the president and proceed in descending order.

Remember:

  • A quorum (51 percent of active members) is needed to conduct business (including electing officers).
  • Proxies or absentee ballots are not allowed at the club level.
  • Members must be active and present to vote.
Immediately After Elections have been completed:

Club Secretary completes a club and officer information form online immediately following the club election so the correct officers will receive every important mailing. Click HERE to go to the CLUB BUSINESS SECTION on Toastmasters.org.

Or, your Club Secretary may submit the Club and Officer Information Form by mail to Toastmasters International, Member Services-Officers, PO Box 9052, Mission Viejo, CA, 92690 or fax to 949-858-1207, instead.

Get forms:

DCP Deadlines for club electing officers once per year

  • June 30th

If your club elects officers annually, your deadline for submission of the Club and Officer Information Form is postmark by June 30th and receive by July 7th.

If your club elects officers semi-annually, your deadline for submission of the Club and Officer Information Form is postmark by June 30th and receive by July 7th.

DCP Deadlines for club electing officers every 6 months:

  • June 30th
  • Dec 31st

If your club elects officers semi-annually, your deadline for submission of the Club and Officer Information Form is postmark by December 31st and receive by January 7th.

If your club elects officers semi-annually, your deadline for submission of the Club and Officer Information Form is postmark by June 30th and receive by July 7th.

Sources:

updated: July 3, 2007
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