Clarify these questions, and you'll always have excellent leadership in
your club.
- Are members aware
of the responsibilities of each office? Have them
look at the bottom of the Club Officer link
to see the list of responsibilities. By knowing what the job
entails, they will be able to make an informed decision as to who
should fill each position.
- Are members
involved during election time? Usually, its
helpful for them to receive a nomination ballot with each of the
office names as well as a current member list, so that they may
nominate fellow members. The Club Secretary should be in charge
of sending out and receiving the ballots. A
SAMPLE BALLOT can be found at this link.
A TRACKING Spreadsheet, may be found at this link:
- Are they
intimidated by the thought of holding an office?
Let all members know that they will receive formalized Club Officer
Training either at "Toastmasters
Leadership Institute" or at the
Division Make Up Training sessions. This will allow them to
easily take the reins of their office.
- Are they willing to
ATTEND Club Officer Training? In order to serve
your Members the Best Way that they deserve, each officer should be
willing to receive the Best Training that THEY deserve.
Attending officer training not only benefits officers and members, but
when at least FOUR Officers attend District sponsored training, their
club completes 1/2 of a Distinguished Clup Program goal.
- Do they know which
of their members are even eligible to hold office?
After the nominations are collected, those nominated should be
informed that their names were chosen. This will allow them time
to respond as to whether they wish to fill that role, if elected.
Once they accept the nomination, the members should receive a
follow-up letter, email or phone call, before election day.
Scheduling Elections:
Accepting Nominations -
Should be done three weeks before the deadlines (June 30 & December 31).
This will give members enough time to evaluate the responsibilities of
each office, and consider fellow members or themselves to assume those
roles.
Conducting Elections: - Two
weeks before the deadline. This allows enough time for clubs which
meet semi-monthly to conduct elections and submit their updated club
officer lists to Toastmasters International.
Officer Installations:
(Optional) Usually, this is performed the week before or the week
of the new term of office. Most Area Governors will be glad to
perform a short (5-10 minute) ceremony to officially install your
incoming officers. This is not only symbolic of the importance of
each office, but it also a great opportunity to publicize the event to
local media (newspapers, newsletters, etc).
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Note to Club Presidents and Club
Secretaries:
Submitting your Club Officer Reports
on time, counts toward your annual Distinguished Club Plan. It's
so easy to do, which makes it your easiest goal to achieve.
Whether your club hold Officer
elections annually or semi-annually, your list of Officers needs to be
updated every six months on the Toastmasters International website.
To see if your club has submitted its current list, click here:
http://www.toastmasters.org/dpr/reports.asp?d=47
Although the CLUB SECRETARY is
normally the one who updates the list, ANY Club Officer may do so, in
the event the secretary is unable. The Club Logon screen is
located at this link:
https://ecommerce.toastmasters.org/timssnet/login/tnt_login.cfm
Deadlines for Updating Officer Lists:
No later than June 30 (For Period
July 1 through December 31)
No later than December 31 (For
Period January 1st through June 30) |
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