Required Documents and Information for a Toastmasters Club
Outlines the essential documents and responsibilities for managing a Toastmasters club, including the club's charter, meeting records, member roster, financial documentation, and addendum to club options.
- Club's Charter, Constitution, and Addendum: The Club Secretary is responsible for the custody of these key documents [1].
- Records of Meetings and Activities: The Club Secretary must keep accurate records of both club meetings and Club Executive Committee meetings [1].
- Roster of Individual Members: A complete and accurate roster of individual members, including their address and status, is to be maintained by the Club Secretary [1]. Any changes to the roster must be immediately reported to World Headquarters [1].
- Financial Records: The Club Treasurer is responsible for keeping an accurate account of all financial transactions [1]. Financial reports are to be made quarterly and upon request to the club and the Club Executive Committee [1].
- Addendum of Standard Club Options: This document specifies the detailed choices the club has made regarding its operations and must be completed upon adoption of the constitution and modified as needed [2]. Changes to the Addendum require approval by at least a majority vote of active individual members present and voting at a duly called business meeting with a quorum [2, 3].
- Proof of Membership Payments: Documentation showing the date to which an individual's membership payment to Toastmasters International is paid is relevant for members transferring to another club [4].
