When You Are the Secretary

1. When You Are the Secretary Presented by : Jeffrey Wolfe, ACB/QS jwolfe4000@yahoo.com 1311A.6 - Achieving Success as Treasurer

2. Standards Outside of the Club Meeting • Maintain membership roster • Submit officer list to WHQ online • Handle correspondence • Keep club files • Arrange for a replacement • Prepare your successor 1311A.5 - Achieving Success as Secretary

3. Standards at the Club Meeting • Record / read minutes • Greet members / guests 1311A.5 - Achieving Success as Secretary

4. Group Discussion Exercise • Meeting • Minutes • & • Other Challenges

7. When You Are the Treasurer Presented by : Stuart Mosher, DTM smosh713@sbcglobal.net 1311A.6 - Achieving Success as Treasurer

8. When You Are the Treasurer Calendar / Checklist • For each month: • Shows the activities and events you should be addressing 1311A.6 - Achieving Success as Treasurer

9. Standards Outside of the Club Meeting • Prepare budget • Provide bank with signature card • Prepare / send dues statement • Collect submit dues to WHQ online • Submit applications / dues to WHQ online • Pay bills as due 1311A.6 - Achieving Success as Treasurer

10. Keep records • Present verbal / written reports • Submit accounts for audit • Arrange for replacement • Prepare your successor 1311A.6 - Achieving Success as Treasurer

11. Standards at the Club Meeting • Receive applications / dues • Announce dues are due • Greet members / guests 1311A.6 - Achieving Success as Treasurer

12. Membership Types • New – never been a Toastmaster before • Reinstated – 6 months or more since last paid dues • Jeff Sheepe paid his 10/2009-3/2010 dues but did not pay his 4/2010-9/2010 dues and did not pay in 10/2010 – wants to rejoin 1/8/2011 • Renewing – Less than 6 months since last paid dues • Jeff Sheepe paid his 10/2009-3/2010 dues and his 4/2010-9/2010 but did not pay in 10/2010 – wants to rejoin 1/8/2011 • Dual – Wants to be a member of more than one club • Transfer – Already a member of a club and wants to transfer that membership to a different club

20. Useful Links Filling out IRS 990-N - DUE Monday 5/16/2011 http://www.toastmasters.org/irs990n World Headquarters Site http://www.toastmasters.org click on members in upper left hand corner click on login in orange on the left Membership Applications http://www.toastmasters.org/memberapp.aspx Basic Information about filling out the application form http://www.toastmasters.org/UnderstandDMemApp Treasurers manual http://www.toastmasters.org/NonNavigableDocs/WhenTRE2010.aspx

21. Treasurer Training • Toastmasters Leadership Institute - January 8, 20011 • Stuart Mosher, DTM – smosh713@sbcglobal.net – 310-324-0425 • The job of the Treasurer • Keeping watch • Not difficult – just keep track of money coming in and going out • IRS 990-N filing DUE Monday May 16, 2011 • Go to www.toastmasters.org/irs990n • Bank Account • New signature card • At least two signers • Never sign your own check or someone close to you • Bank statements – to the President or to you • Reconcile them regularly – banks have rules • Keep records • Quickbooks or excel spreadsheet or paper records • Keep track of where the money is coming from – photo copies of checks? • Get authorization for expenditures and keep records • Encourage all to turn in receipts right away – 60 days • Give regular reports to the EC and the club as a whole • Avoid debit cards • Dues • Dues are due April 1, October 1 • Pay on time – one goal for the DCP • Do not wait until the last minute • Pay online – very easy – get confirmation • Pay once you get at least six • Keep adding afterwards • Do not wait until everyone has paid • Do not pay for people until you have their money • Even more vital for speech contestants • For educational awards, need to be current member • Start announcing one month before or earlier – verbal and email

22. Membership Types • New • Must pay new member fee and prorated monthly dues • $20 (international new member fee)+$1.75 (tax on int. new member fee)+ $4.50x number of months • (international monthly dues) + • club new member fee + club monthly dues • Must fill out application form – submit online • Reinstated • 6 months or more since last paid dues • Must pay prorated monthly dues only • $4.50 x number of months (int. monthly dues) + club monthly dues • Club new member fee only if applicable • Must fill out new application form – mail it in (snail mail) • Renewing • Less than 6 months since last paid dues • Dues are not prorated – must pay $27 ($4.50x 6 months – int. monthly dues)+ club monthly dues for 6 months • Club new member fee only if applicable • No need to fill out a new application form if paying online – or snail mail completed form to world headquarters • Dual • Must pay international and club dues for both clubs • $4.50 x number of months (int. monthly dues) + club monthly dues • Club new member fee only if applicable • Must fill out application form – mail it in (snail mail) • Transfer • International dues may be transferred but club dues do not • Collect club monthly dues (prorated) • Club new member fee only if applicable • Must fill out application form – mail it in (snail mail) • Do not count toward your membership number until they pay dues through your club • Payment • New and Renewing – pay online • Log in • Go to club central • Choose appropriate club • Choose action from list • Reinstated, Dual, Transfer – pay by check – mail it in • Include as much information as you can about former club if membership number is not known • Use spreadsheet • If majority of meetings that month are over start them membership the first of the next month • Turn in applications right away • Work closely with VP Membership • Other Duties • Attend the EC meetings • Find your successor and train him or her • Work to increase membership • Talk to guests • Get your CL and ACB

23. For Copies of These Presentations and More Information: www.DistrictONE.org - Resources www.Toasmasters.org – Club Officer Resources 1311A.5 - Achieving Success as Secretary