Club Secretary
Duties of a Toastmasters Club Secretary
The Club Secretary is the administrative heartbeat of the club. This officer is responsible for maintaining club records, managing correspondence, and ensuring that information flows smoothly between club members and Toastmasters International. The Secretary records meeting minutes, maintains club files (including the Club Constitution and Bylaws), and supports the President and other officers with documentation and reporting.
Serving as Secretary requires attention to detail, discretion, and good organisational skills. The Secretary ensures that club business is documented, member records are up to date, and that important deadlines are met. Their efforts ensure continuity and transparency—helping the club to function smoothly and professionally.
Actions for a Club Secretary to Take in July
July is a vital month in setting the tone for the Toastmasters year ahead. Club Secretaries play an essential role in ensuring their executive committee is informed, prepared, and aligned with club goals. Here’s a checklist for incoming Secretaries, with a focus on two key priorities: ensuring all officers complete the Foundations training course, and coordinating the submission of the Club Success Plan via Club Central.
✅ Key Priorities
Complete Club Officer Training:
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Ensure you and your fellow officers complete the “Foundations” club officer training. This is required for the club to receive credit toward the Distinguished Club Program (DCP).
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Encourage all seven officers to complete training by 31 August to help the club qualify for the Leading The Way incentive
Submit the Club Success Plan:
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Work with your President, VP Education, and the full committee to finalise your Club Success Plan.
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Submit it in Club Central by 31 August to demonstrate the club’s commitment to strategic planning and excellence.
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This plan is crucial not only for DCP credit but also to guide the club’s goals, member engagement, and educational success.
Prepare for the Annual Business Meeting
- The Toastmasters International Annual Business Meeting is where your club can have your say on how the Toastmasters International organisation is run. To do that, you need to decide who will carry your club’s votes by assigning your proxy. You can do that by following these instructions.
Ongoing Secretary Duties for July
Record-Keeping and Administration:
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✅ Finalise minutes from the first club executive committee meeting of the Toastmasters year.
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✅ Set up shared document access for your team (e.g., Google Drive, Dropbox, or OneDrive).
Meetings and Communication:
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✅ Prepare a meeting schedule for club executive committee meetings throughout the year.
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✅ Draft or review a standard agenda template for future meetings.
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✅ Share contact lists and preferred communication channels (email, WhatsApp group, etc.) with all officers.
Familiarisation and Resources:
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✅ Read the Club Leadership Handbook to understand your responsibilities.
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✅ Familiarise yourself with Club Central on the Toastmasters International website—this is where officer lists, plans, and club data are managed.
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✅ Attend or prepare to minute your club’s next executive committee meeting, typically held in July.
By focusing now on officer training and the Club Success Plan, you are laying the groundwork for a productive and high-performing year. Your role as Secretary is not just administrative—it’s central to your club’s success.
