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As the requirements and criteria for achieving Toastmaster Awards expands, it is important that clubs maintain accurate records of their members achievements, register their awards on time, and track the club progress towards the Distinguished Club Program (DCP).
This page has information and links to Toastmaster Club Resources developed in New Zealand.
Club Management Resources ensure that:
- the club achieves points on the Distinguished Club Program
- the members achieve their goals and receive recognition with Communication and Leadership Awards
A New Zealand Toastmaster, Alan Northcote DTM, (Achieve Toastmasters Club 616904) has developed a set of Club Management Resources to help clubs record their member achievements, and track DCP progress.
These resources are:
- simple to set up
- easy to maintain
- defined by personal and club objectives
- continue from year to year
- provide a permanent record of member progress and awards
- form a permanent record of club achievements
These resources consist of a series of Microsoft Excel spreadsheets which provide a record of:
- Educational Awards
- Leadership Awards
- Register of Members
- Register of Club Officers and Training
- Register of Mentoring
- Distinguished Club Program Goals
- Other Club Goals
The charts are ready to be set up for the 2007-08 Toastmasters Year. Extensive instructions are provided in Microsoft Word format, and the charts automatically calculate and total to the summaries.
Setting up involves typing the club details in the headers, members names, and current status. This task should take about an hour. The files should then be updated regularly, and at least monthly, from the "as delivered" records of meetings (agenda or programme).
The resources have been extensively trialled by the Achieve Club in Tauranga, checked by experts in Excel, and are now made available to all Toastmasters Clubs in New Zealand, and anywhere in the world.
- Charts 1-7 are "living" goal sheets for individual Toastmasters.
- Charts 8-11 are linking and management tools.
- Charts 12-14 are for Distinguished Club Program tracking.
Two sets of resources are available in the Resources folder in a ZIP file:
- Set 1 - New Zealand use - formatted for printing on A4 paper
- Set 2 - International use - formatted for printing on Letter size paper
It is recommended that a Club Recorder be appointed to prepare and maintain the charts, and report back to the club via the VP Education of the status of the club and members for the current year.
Contact details
For CRC feedback or enquiries, please contact:
Alan Northcote DTM
email alltax@xtra.co.nz
phone 064 7 544 2234 fax 064 7 544 6634
Clubs frequently ask World Headquarters how long they should keep certain financial and administrative records. This varies depending on your club's individual needs. However all clubs should have a procedure in place to pass on records from one administration to the next, and for permanent storage of historical club records in a cupboard or secure location where the club meets.
Club records comprise:
- Financial records: audit reports, bank statements, cheque/deposit books, receipts (up to 7 years)
- Administrative records: correspondence, reports, membership rosters (3-4 years), minute books (permanently)
- Governance records - Club bylaws, Club Constitution, Club policies and procedures (permanently)
- Other records: Club Charter documents, including list of charter members, and club charter certificate (permanently)
Source: TIPS, July/August 2007
For archive copies of TIPS, refer to the Publications page on the Toastmasters International website.
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