Club Officer Checklist - District 4 Toastmasters

The following calendar/checklist shows by month the activities and events club officers should be addressing. Officers should refer to the checklist in the Appendix of their When You Are the... manual for a more detailed listing.

Officers may also want to use the Club Officer Calendar handout from the prior TLI. It is a single page grid showing important events and deadlines for the Toastmaster year.

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
All 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.
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.
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
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, 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 Evaluation 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.
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 Evaluation 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.
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 Evaluation 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).
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 Evaluation 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).
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 District Spring 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.)