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District Officer Resources
A District leader has one of the most important leadership roles within Toastmasters International. The success of the District, its clubs and the members within each club depends on how well the District leaders execute the responsibilities of their office.
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DISTRICT EXECUTIVE COMMITTEE ROLES
District Director
As the District Director, you are responsible for directly overseeing and managing the District’s day-to-day operations, finances, and human resources. Fortunately, you have a team of District leaders to help you fulfill these responsibilities. You must empower your District leadership team to work together toward the District mission, while supporting each one in his or her development as a leader. Together with your District leadership team, you participate in District Leader Training, Mid-year Training, and online tutorials. To serve as District Director, you must have served at least six consecutive months as a Club President and at least 12 consecutive months as a Program Quality Director, Club Growth Director, Division Director, or a combination thereof at the time you take office. Additionally, at the time of taking office, an elective officer must have been an active member of a Toastmasters club in good standing for the entire preceding 12 months, or has been a member for 12 consecutive months within that past three (3) years, in the District in which the officer shall serve. A member may only be a candidate for elective office in one (1) District at any given time. A member may only serve in one position within any District. A District Director may not be re-elected to the same office for a succeeding term.
Program Quality Director
As the Program Quality Director, you are responsible for all aspects of education and training within the District. This includes supporting quality club programming efforts, promoting the Distinguished Club Program, and planning and executing the District conference. Together with your District leadership team, you participate in District Leader Training, Mid-year Training, and online tutorials. To be Program Quality Director, you must have served at least six consecutive months as Club President and at least 12 consecutive months as a Program Quality Director, Club Growth Director, Division Director, or Area Director. Once you serve as Program Quality Director for a full year, you may not be re-elected to the same office for a succeeding term. Additionally, at the time of taking office, an elective officer must have been an active member of a Toastmasters club in good standing for the entire preceding 12 months or has been a member for 12 consecutive months within that past three (3) years, in the District in which the officer shall serve. A member may only be a candidate for elective office in one (1) District at any given time. A member may only serve in one position within any District. A Program Quality Director may not be re-elected to the same office for a succeeding term.
Club Growth Director
As the Club Growth Director, you are responsible for all aspects of marketing, club-building, and member- and club-retention efforts within the District. This includes defining an overall marketing strategy for the District, developing outreach and retention efforts with existing community and corporate clubs, and penetrating new markets. Additionally, the Club Growth Director supports challenged clubs and helps them to become Distinguished. Together with your District leadership team, you participate in District Leader Training, Mid-year Training, and online tutorials. To be Club Growth Director, you must have served at least six consecutive months as Club President and at least 12 consecutive months as a Program Quality Director, Club Growth Director, Division Director, or Area Director. Once you serve as Club Growth Director for a full year, you may not be re-elected to the same office for a succeeding term. Additionally, at the time of taking office, an elective officer must have been an active member of a Toastmasters club in good standing for the entire preceding 12 months, or has been a member for 12 consecutive months within that past three (3) years, in the District in which the officer shall serve. A member may only be a candidate for elective office in one (1) District at any given time. A member may only serve in one position within any District. A Club Growth Director may not be re-elected to the same office for a succeeding term.
Public Relations Manager
As the Public Relations Manager, you are responsible for coordinating publicity efforts in the District. By establishing and maintaining lines of communication between the District and its members, as well as between the District and the public, you work to increase awareness of Toastmasters through all available media. The Public Relations Manager may be elected or appointed at the will of the District Director, subject to the approval of the District Executive Committee and confirmation by the District Council. You are eligible for re-election or re-appointment for one succeeding term only.
Administration Manager
As the Administration Manager, you are responsible for maintaining the historical records of the District, recording and distributing meeting minutes, and otherwise maintaining accurate, timely records of District business. The Administration Manager may be elected or appointed at the will of the District Director, subject to the approval of the District Executive Committee and confirmation by the District Council. You are eligible for re-election or re-appointment for one succeeding term only. The office of Administration Manager and Finance Manager may be combined.
Finance Manager
As the Finance Manager, you are tasked with the fiscal oversight and management of the District. The Finance Manager works closely with the District Director, Program Quality Director, and Club Growth Director to ensure that the District is making cost-effective decisions—within policy—that result in effective fiscal management. The Finance Manager should have knowledge of accounting and be acquainted with the handling of financial matters. The Finance Manager may be elected or appointed at the will of the District Director, subject to the approval of the District Executive Committee and confirmation by the District Council. You are eligible for re-election or re-appointment for one succeeding term only. The office of Administration Manager and Finance Manager may be combined.
Division Director
As Division Director, your job is to lead and support the Division through the supervision and support of the Area Directors. One of your primary goals as Division Director is to ensure that each club achieves its mission and fulfills its responsibilities to its members. To achieve this, you coordinate Division activities, set Division goals, and assist in the training of Area and club leaders. To serve as Division Director, you must have served at least six consecutive months as a member of a District Council. The Division Director may be re-elected to one succeeding term.
Area Director
As Area Director, you serve as the direct liaison between the District and the clubs. The District Administrative Bylaws provide for the selection of Area Directors either by appointment by the District Director or by election by the Area Councils. Toastmasters International recommends that District Directors appoint Area Directors. Area Directors conduct club visits twice a year within their respective areas to understand and support club needs. In turn, these visits help District leaders understand how to support and meet the needs of each club. It is important that Area Directors have the support they need to serve clubs. The success of the District depends on it. Area Directors are eligible for re-election or re-appointment for one succeeding term only. Ideally, Area Directors have served as members of a District Council.
For more information about these roles, refer to the District Leadership Handbook and the District Administrative Bylaws, Article VII: Officers in the Governing Documents.
Immediate Past District Director
The Immediate Past District Director provides counsel and guidance to District leaders and plans, directs, and organizes projects and committees as requested by the District Director. One of the major responsibilities of this role is to ensure the incoming District Director receives all pertinent District documents prior to June 30. Other responsibilities include serving as a member of the District Executive Committee and District Council, upholding the bylaws and policies of Toastmasters International, encouraging dedicated members to accept leadership positions, and helping the District achieve Distinguished recognition.
ADDITIONAL LEADERSHIP ROLES
Region Advisor
In a consultant capacity, Region Advisors help Districts expand their marketing abilities and fulfill the District mission. Their objective is to support District leaders’ efforts to build new clubs and support all clubs in achieving excellence. In doing so, a greater number of people are afforded the opportunity to benefit from the Toastmasters education program. The Region Advisor role is a region-level leader and not a District-level leadership position. Region Advisors help Districts achieve the critical success factors of membership, club growth, and education achievements. The Region Advisor supports District leaders and helps identify strategies that enable Districts to extend the network of clubs and enhance club performance.
Logistics Manager
The Logistics Manager selects meeting locations and organizes the room, ensuring the atmosphere is conducive to successful events, such as business meetings, speech contests, and training. The Logistics Manager sets up necessary equipment, assists District leaders with meeting arrangements, distributes program materials, keeps track of District property, and addresses disruptions during events. A track record of organization and diplomacy are a must for this role.
Parliamentarian
The Parliamentarian assists the District Director with planning and conducting District meetings. Responsibilities of the parliamentarian include interpreting Toastmasters bylaws and policies, reviewing District operating procedures as requested by the District Director, and ensuring all meetings follow proper protocol. The Parliamentarian is an invaluable resource for the District Director, offering help, guidance, and support during meetings and answering any questions the District Director has related to rules and procedures. Members who assume this role must have a thorough understanding of Robert’s Rules of Order Newly Revised.
Webmaster
The Webmaster assists the District Director and Club Growth Director with updates to the District website. Although the District Director is the publisher of the District website and ultimately responsible for its content, the webmaster plays an important role in maintaining the website. This involves posting District announcements, removing outdated content, and troubleshooting functionality issues. Members who typically excel in this role are Internet savvy and creative.
For more information about these roles, refer to the District Leadership Handbook and the District Administrative Bylaws, Article VII: Officers in the Governing Documents.
DISTRICT MARKETING TEAM
Team Members
Club Extension Chair
The Club Extension Chair oversees the objectives for the Club Extension and Club Sponsor Committees. These two committees are essential in assisting the Club Growth Director through maintaining quality leads and providing guidance over the club sponsor program to ensure that prospective clubs are chartered successfully. In addition to providing sponsors for prospective clubs, the club sponsor committee arranges club sponsor credit opportunities for members who seek it.
Club Extension Committee – This committee is responsible for one of the most important aspects of the District’s marketing strategy—qualifying, managing and tracking leads. Members of this team:
- Manage all credible new club leads within the boundaries of their District
- Contact, follow up with and track the status of all leads/opportunities
- Schedule and staff all demonstration meetings
Club Sponsor Committee – This committee recruits, trains, and tracks sponsors for all clubs that charter or are in the midst of the chartering process. Members of this team:
- Recruit and assign club sponsors to new club opportunities in the District
- Understand and facilitate club sponsor training; refine the curriculum and assist sponsors to ensure clubs are served effectively
- Work with club sponsors to collect the required chartering funds and ensure they receive club sponsoring credit from WHQ
The Club Extension Chair is recommended to be a member of your Toastmasters Lead Management (TLM) team.
Club Quality Chair
Members joined Toastmasters to become more effective communicators and leaders. They stay in Toastmasters because the club provides a valuable service and meets their individual needs. The Club Quality Chair focuses on establishing a Club Mentor Committee to provide this service through the club mentor program. Club mentors are the advisors and tutors for new clubs and have a great effect on the degree to which a new club succeeds. In addition to providing mentors to the club, the committee arranges club mentor credit opportunities for members who seek it.
Club Mentor Committee – This committee recruits, trains, and tracks mentors for all clubs that charter or are in the midst of the chartering process. Members of this team:
- Recruit and assign club mentors to the newly chartered clubs in the District
- Understand and facilitate club mentor training; refine the curriculum and assist mentors with their responsibilities to ensure they serve their clubs effectively
- Ensure club mentors receive club mentoring credit from Toastmasters International
Club Retention Chair
The Club Retention Chair heads the Club Coach Committee which assists with the club coach program. The committee helps club coaches develop action plans to aid their assigned clubs. In addition to providing coaches for qualified clubs, the Club Coach Committee arranges club coach credit opportunities for members who seek it.
The Club Retention Chair also assists with promoting membership building programs designed by Toastmasters International (Smedley Award, Talk Up Toastmasters and Beat the Clock), and additional programs designed by the District.
Club Coach Committee – This committee recruits and trains coaches for all clubs that qualify for the program. The committee also reviews its clubs to see which ones are in need of a club coach. Members of this team:
- Follow up continually with club coaches
- Monitor the effectiveness of each club coach’s action plans and suggest adjustments
- Provide the Club Growth Director and club retention chair regular status reports
- Organize the recognition of club coaches and ensure they receive club coaching credit from Toastmasters International
Club New Source Research Chair
The Club New Source Research Chair works closely with the Club Growth Director to develop the District’s marketing plan, which is a series of steps to help the District grow healthy new clubs.
In addition to assisting with the marketing plan, the Club New Source Research Chair generates new club leads at the District level.
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DISTRICT LEADERSHIP RESOURCES
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Division and Area Directors Training Material (Webpage) |