Ten Commandments for the Sgt. at Arms

  1. Key Club Contact with those who own and/or manage the facility (meeting space) that your Members gather at. Responsible for maintaining excellent relations with the people that provide your meeting space.  Primary person charged with locating alternate meeting space in the event of loss of your Club’s current meeting location.  Focal point of all communication between the Club Executive and the Meeting Space Owners/Managers.
  2. First to arrive and the last to leave.
  3. Room set up.
    • Set up tables, chairs, banner, lectern, timing light, stop watch and other equipment and supplies as requested by the Club Executive Team and/or Membership.
    • Distribute all materials that are used during the weekly meetings (i.e. ballots, ribbons, agendas etc.)
    • Return the meeting space to its original state after the meeting is adjourned.
  4. Official Club Greeter.
  5. Management of Club Inventory (i.e. supplies) and also Club Property.
    • Keep items safe and secure.
    • Monitor supplies and communicate need to replenish consumables with the Treasurer and/or Club President.
  6. Opening Official for each Club Meeting, responsible for introducing the Club President.
  7. Special duties include:
    • Setting up stage area as requested by individual speakers and/or presenters (i.e. moving equipment, tables, chairs, the lectern or situating props etc.)
    • Distribute handouts for club activities or to assist speakers and presenters.
    • Ushering and sequestering of contestants during speech and evaluation contests.
  8. Chairing of social and reception committee.
  9. Have contact information for all Members readily available in case you need to communicate emergencies or last minute cancellations.
  10. Train a backup person for occasions when you are not available and also as part of your succession planning.
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Ten Commandments for the Club Secretary

  1. Acquire a binder or some other method of storage for keeping all of your records in one safe and convenient location. Keep the information current and at the end of your term transfer the Club Records to the incoming Club Secretary.
  2. Create a standard way of keeping minutes for weekly meetings and board meetings. You can use the same system for both or the systems for each can differ.
  3. Commit to a reasonable time frame for preparing and distributing meeting minutes for approval. Electronically distribute the minutes to the appropriate individuals and once you have received corrections, make the necessary alterations and then prepare the documents for approval at the next meeting.
  4. Always make sure you have someone scheduled to cover for you at the weekly meetings when you are absent. This individual must be trained and have a clear understanding of the expectations.  Don’t let this responsibility go untended.  Your records of the weekly Club Meetings serve as the V.P. of Education’s backup for member’s speeches should someone take a break in the Educational program.
  5. Keep an attendance sheet. In some clubs the Ah-Counter Report can also be used for the purpose of keeping attendance.  It is recommended that the attendance sign in sheet reflects a monthly or at most quarterly record of member’s attendance.  A copy should be supplied to the V.P. of Membership on a regular basis.  This allows V.P. of Membership to follow-up on any trends of absences. Your club should have a separate sign in sheet or guest book for guests.
  6. Read the Leader Letter from Toastmasters International and communicate with the Club President regarding any deadlines that are listed by the District Leadership, in the Club Leadership Handbook or posted in the monthly Toastmasters International emails that are specifically directed to the President and the Secretary. Make certain that these deadlines are marked down in a calendar and frequently referenced to ensure that important dates are not missed.
  7. Support other Executive Board members when needed as described in the Club Leadership Handbook.
  8. Always have blank thank you cards on hand (you never know who you might need/want to thank) and whenever a Member does something worthy of additional praise or gratitude have the Club Officers and/or Members sign a card and then send it off to the intended recipient immediately.
  9. Midway through your term begin to focus on succession planning. Work towards identifying a replacement for your Club Officer role.  Approach the candidate and if they are willing to consider the position take the initiative to begin mentoring them.  Set them up for success by transferring clean records and a nice neat package to them at the end of your term.
  10. Be aware of your administrative duties as described in the Club Leadership Handbook and also confirm your responsibilities amongst your Club Officer team to eliminate duplication of effort and ensure that all club operational tasks are addressed within specified time frames or deadline dates.

Assign Your Club Proxy

From the July 2014 Leader Letter – Toastmasters clubs hold the most important voting power in the organization. This month, club presidents and secretaries will receive proxy information via email for the Annual Business Meeting held at the International Convention. Make sure your club collaborates to determine who will carry its vote to the meeting. District governors should follow up with club leaders and encourage them to designate their proxies.

Here is the link: July, 2014 Leader Letter from Toastmasters International

In addition, you are a Club President or Club Secretary you should have received this email from Toastmasters International

July 8, 2014
Dear Toastmasters Club President and Club Secretary,The Annual Business Meeting, where delegates cast their votes to elect the international officers and directors to the 2014-2015 Board of Directors, will be held on the last day of the Toastmasters International Convention. Make plans to attend on Saturday, August 23 at 12:30 p.m. in Plenary Hall at the Kuala Lumpur Convention Centre, Kuala Lumpur, Malaysia.Toastmasters clubs hold the most important voting power in the organization, so it’s important that you, as president or secretary, process your club’s votes.

As provided in the Bylaws of Toastmasters International, Article X, Section 5, a Toastmasters club in good standing is entitled to two votes at the Annual Business Meeting.

Making your club vote count is a three-step process:

  1. ASSIGN your club votes. Club votes are assigned in one of three ways 
  • Assign a delegate from your club who is attending the Annual Business Meeting to carry your club’s votes.
  • Assign the 2014-2015 district governor to act as the club’s proxy or if (and only if) the district governor is not in attendance, the next senior district officer attending the Annual Business Meeting will act as your club’s proxy.
  • Assign an active member from another club to act as your club’s proxy.

NOTE: The club president or secretary must assign the club votes. If the votes are not assigned, they cannot be cast. Votes must be assigned even if you are assigning the votes to yourself.

To assign your club votes, go to  www.toastmasters.org/clubcentral, login, choose the club(s) you are assigning proxies for and click on Assign/Delegate International Election Club Proxy.

  1.   VISIT the Credentials Desk to obtain your electronic voting keypad

If you were assigned proxies, you must visit Credentials to obtain your keypad prior to the Annual Business Meeting. Keypads will not be distributed after the close of Credentials on Friday, August 22 at 5:30 p.m.

Your convention registration badge is required for you to receive a voting keypad.

Credentials will be open during the following hours:

Wednesday   7-9 p.m.

Thursday       9-11 a.m.

Thursday       3-6 p.m.

Friday           2:30-5:30 p.m.

If you are not registered for the convention but wish to attend the Annual Business Meeting to cast your votes, you will still need to visit Credentials to obtain a keypad.

You cannot vote during the Annual Business Meeting without a keypad.

  1.   ATTEND the Annual Business Meeting to cast your votes

You must be present during the meeting to cast your votes using the keypad. Keypads will be collected after the meeting.

The Annual Business Meeting is scheduled for, Saturday, August 23 at 12:30 p.m.

If the officers in your club have changed, please notify World Headquarters immediately by logging on and going to the club business section of Club Central on the Toastmasters website. You can also email the changes to clubofficers@toastmasters.org or call the Member Services department at 949-858-8255.

If you have questions or need additional information, please email  proxyinfo@toastmasters.org.

Sincerely,

World Headquarters Team

Toastmasters International

Where Leaders Are Made
www.toastmasters.org

cc: Board of Directors