Basic Checklist of Administrative Duties
Listed below is a checklist of administrative tasks that will help your club or area
operate efficiently and effectively. Some of these tasks are ongoing activities, while
others occur on a calendar basis.
Note: Many of the forms and documents needed for these tasks are available for
download from the Toastmasters Forms and
Documents page on the Toastmasters International web site. Also many of the club
tasks and reports can be submitted directly on-line by going to Club Business Section and logging in with the Club number and password.
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 January
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Clubs,
Areas, Divisions and District begin to prepare for Evaluation and
International Speech contests to be held Feb/March for Clubs; March/April
for Areas; April for Division; May for District.
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Area Report of Club Visit Forms for
second round of visits mailed to Area Governors along with December 31 Distinguished
Division/Area Report. |
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Area Governors begin the second round of club visits and may
submit the reports online. |
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Division/Area
Council Meetings. Hold quarterly. Agendas should focus on achieving Distinguished
Division and Area Program goals. |
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Distinguished Club
Program Progress Report is mailed to Club President. |
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January/
February |
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Toastmasters
Leadership Institute |
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February/
March |
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Club Evaluation and
International Speech Contests |
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February - mid-month |
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Start collecting dues. |
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March 1 |
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Semiannual Membership
Report forms are mailed to Club President. (Collect dues early!)
Clubs are encouraged to submit their dues renewals on-line. |
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March/April |
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Area Evaluation and
International Contests |
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March 31 |
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Complete second round of
Area Visits |
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Proxies for Regional
Conferences and the International Convention mailed to Clubs by March 31. |
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April |
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Division Evaluation and
International Contests |
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Division/Area
Council Meetings. Hold quarterly. Agendas should focus on achieving Distinguished
Division and Area Program goals. |
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Distinguished Club
Program Progress Report and officer report forms for all Clubs are mailed to the Club
President. |
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Proxy/credentials for
upcoming District Conference. Remind Club Presidents & VPE to fill out and give to
another member of their club |
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April 10 |
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Completed Semiannual
Membership Reports and dues due at World Headquarters by 5 p.m. PT. Clubs meeting this
deadline receive credit in the Distinguished Club Program. |
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April 30 |
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Area Governors must send
Area Report of Club Visit forms for second round of visits to District Governor by April
30. |
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May |
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Club elections
held at the first meeting in May for Clubs electing annually and semiannually. President
appoints an audit committee and committee audits Club's finances (all Clubs). |
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Distinguished Club
Program booklet (Catalog No. 1111) and Club Officer handbooks for the coming year are
mailed to Club Presidents. |
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Remind members and clubs
about upcoming TLI |
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May 15 |
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For Area Governors to get
credit in the Distinguished Area Program, April semiannual reports due May 15. (Note: This deadline is not for the Clubs.) |
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| June 30 |
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Completed officer lists (names and
addresses of newly elected officers) for all Clubs are due at World Headquarters by 5 p.m.
PT. Clubs meeting this deadline receive credit in the Distinguished Club Program. Clubs can submit this list on-line
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Distinguished Club
Program year ends. CTM, ATM, CL, AL, and DTM applications, new member
applications, etc., for the Distinguished Club Program must be submitted on-line
no later than June 30 or postmarked no later than
June 30 and received at World Headquarters by 5 p.m. PT, July 7, to be considered for the
program. Don't wait until the last minute - submit and mail them in early! |
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July |
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Area
Governors begin club visits and may
submit the reports online
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Clubs, Areas, Divisions
and District begin to prepare for Table Topics and Humorous Speech contests to be held
Aug/Sept for Clubs; Sept/Oct for Areas; Oct for Divisions; November for District. |
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Division/Area Council
Meetings. Hold quarterly. Agendas should focus on achieving Distinguished Division and
Area Program goals. |
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Immediate Past Club
President is sent year-end Distinguished Club Program Report. |
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July 1 |
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Club and District
Officers take office |
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Distinguished Club
Program year begins. |
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August |
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Division make-up training |
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August/
September |
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Club Table Topics &
Humorous Speech Contests |
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August - mid-month |
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Start collecting dues. |
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September |
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Club Table Topics &
Humorous Speech Contests |
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Semiannual Membership
Report forms are mailed to Club President. (Collect dues early!) Clubs
are encouraged to submit their dues renewals on-line
. |
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September/
October |
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Area Table Topics &
Humorous Speech Contests |
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September 30 |
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Complete first round of
Area Visits |
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October |
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Division Table Topics
& Humorous Speech Contests |
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Division/Area
Council Meetings. Hold quarterly. Agendas should focus on achieving Distinguished
Division and Area Program goals. |
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Distinguished Club
Program Progress Report and officer report forms for Clubs electing semiannually are
mailed to Club President. |
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October 10 |
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Completed Semiannual
Membership Reports and dues due at World Headquarters by 5 p.m. PT. Clubs meeting this
deadline receive credit in the Distinguished Club Program. |
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October 31 |
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Area visit forms in to
District Governor by end of month |
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November |
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Districts hold
conferences. Contact your District officers for information about your conference. Plan to
attend! |
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Clubs electing officers
semiannually hold elections during first meeting in November. Only Clubs who meet weekly
are eligible to elect officers semiannually. |
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President appoints an
audit committee and committee audits Club's finances (for Clubs electing semiannually) |
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November
15
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For Area Governors to get
credit in the Distinguished Area Program, April semiannual reports due November 15. (Note: This deadline is not for the Clubs.) |
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December |
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Remind clubs about
upcoming TLI |
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December 31 |
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Completed officer lists (names and
addresses of newly elected officers) for Clubs electing semiannually are due at World
Headquarters by 5 p.m. PT. Clubs meeting this deadline receive credit in the Distinguished
Club Program. Clubs can submit this list on-line
. |
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