Club Officer Checklist

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Club Officer Checklist

The following checklist shows by month the activities and events club officers should be addressing.

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.
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 the area council meeting. (Area Director contact information available through local division on Areas and Divisions page.)

August Checklist

l 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 Membership	Promote the Smedley Award membership campaign (Aug 1 – Sept 30) during meetings and in club newsletter/website. Promote September Sanity. See Club Success Awards for details.
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 the area council meeting. (Area Director contact information available through local division on Areas and Divisions page.)

September Checklist

All Officers	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	Confirm that district submitted officer training reports to World Headquarters. (Check Club Performance Report for number of officers trained and Club Officer Training report for officers credited.) Attend and vote at District Council Business Meeting (online)
VP Education	Attend and vote at District Council Business Meeting (online)
VP Membership	Continue promoting the Smedley Award membership campaign (ends Sept 30) during meetings and in club newsletter/website. Promote September Sanity. See Club Success Awards for details.
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 the area council meeting. (Area Director contact information available through local division on Areas and Divisions page.)

October Checklist

All Officers	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.
President, VP Education and VP Membership	Attend the area council meeting. (Area Director contact information available through local division on Areas and Divisions page.)

November Checklist

ll 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, conduct club officer elections. 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 (online/virtual meeting).
Membership	Attend the area council meeting. (Area Director contact information available through local 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 the area council meeting. (Area Director contact information available through local 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 Speech Humorous 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. Promote March Madness. See Club Success Awards for details.
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 the area council meeting. (Area Director contact information available through local 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 Speech Hunorous and International Speech contests. Send club contest winners names to Area Director 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. Promote March Madness. See Club Success Awards for details.
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 the area council meeting. (Area Director contact information available through local division on Areas and Divisions page.)

March Checklist

All Officers	Promote Area Speech Hunorous 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). Promote Presidents Club. See Club Success Awards for details.
President	Confirm that district submitted officer training reports to World Headquarters. (Check Club Performance Report for number of officers trained and Club Officer Training report for officers credited.)
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 the area council meeting. (Area Director contact information available through local division on Areas and Divisions page.)

April Checklist

All Officers	Promote Division Speech Hunorous 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). Promote Presidents Club. See Club Success Awards for details.
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 educationals. 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 club website for Platinum Presence, short club promotion video for Diamond Director and/or newsletter entry for Golden Quill to District Public Relations Manager (pr@d4tm.org) before April 30 deadline.
President, VP Education and VP Membership	Attend the area council meeting. (Area Director contact information available through local division on Areas and Divisions page.)

May Checklist

All Officers	Conduct club officer elections. Promote Annual District 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).
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 Annual Conference. If unable to attend, assign vote to another club member using Proxy.
President, VP Education and VP Membership	Attend the area council meeting. (Area Director contact information available through local 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 educationals completions and new member applications have been credited with Toastmasters International.
President	Invite Area Director 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 the area council meeting. (Area Director contact information available through the list on Areas and Divisions page.)

Club Officer Tasks - First Half of TM Year

July-August	Attend Club Officer Training
August	Start collecting dues from club members
September	Finish collecting dues from club members Attend District Council Business Meeting Send Semi-Annual Membership Report and member dues to Toastmasters International before October 1
November-December	Attend Club Officer Training (continues through February)
November	Hold club officer elections (if your club elects officers in six-month terms)
December	Submit Club Officer Information to Toastmasters International before December 31

Club Officer Tasks - Second Half of TM Year

January-February	Attend Club Officer Training Invite your Area Director for a visit
February	Hold internal Club Speech Evaluation and International Speech contest Notify your Area Director of the winners
February	Start collecting dues from club members
March	Attend Area Speech Evaluation and International Speech contest Send Semi-Annual Membership Report and member dues to Toastmasters International before April 1
April	Attend Division Speech Evaluation and International Speech contest Send entries for Diamond Director, Golden Quill and Platinum Presence awards to District Public Relations Officer.
May	Hold club officer elections (all clubs) Attend District Conference • District Council Business Meeting • District officer elections • District Speech Evaluation and International Speech contest
June	Attend Club Officer Training Submit club proxy for Annual Business Meeting held at the August International Convention Submit Club Officer Information to Toastmasters International before June 30

Ongoing Activities

Event	Required Task
New member joins club	Send Membership Application form and member dues to Toastmasters International
Member completes legacy education requiremnt	Submit award to Toastmasters International
Member completes Pathways Level	Verify completion through Base Camp Manager and submit award through Club Central
Club changes meeting location and/or time	Submit club Change information to Toastmasters International