As the district director, you are responsible for directly administering and overseeing the district’s day-to-day operations, finances and human resources. You are the only officer who is authorized to sign off on contracts.

Status: Elected

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, organizing and executing the district conference. You are also responsible for promoting and supporting club quality and member retention.

Status: Elected

As the club growth director, you are responsible for all aspects of marketing, club building 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.

Status: Elected

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.

PUBLIC RELATIONS MANAGER RESPONSIBILITIES

Communication Plan:

As public relations manager, you develop a comprehensive communication plan at the beginning of the program year. The purpose of this plan is to keep members informed of Toastmasters activities, news and events, such as District Leader Training.

You are also responsible for informing the local community about club and district events and member achievements, which enhances the public’s awareness of the organization and its members.

In your role, you motivate members to get and stay involved. You also contribute content for your district’s newsletter, website and social media sites.

Public Relations and Publicity

In order to attract new members, one of your responsibilities is to create a public relations plan that garners positive publicity in local media outlets.

Brand Stewardship

The public relations manager is the guardian of the organization’s image: the Toastmasters brand. When communicating with members, prospective members and public and local media, the public relations manager considers Toastmasters branding guidelines and applies them to promotional materials as appropriate.

Status: Filled

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.

D6TM additional responsibilities:

Order supplies for TI

Help with entering club officer education records

From District Leadership Handbook:

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. See District Administrative Bylaws, Article VII: Officers, (c) Other Officers.

ADMINISTRATION MANAGER RESPONSIBILITIES

Meeting Minutes

As administration manager, it is your responsibility to record, organize and keep accurate minutes of district executive committee meetings and district council meetings.

Documents

The administration manager upholds the District Administrative Bylaws and district procedures, and keeps a permanent history of district accomplishments.

Correspondence

The administration manager is responsible for all district correspondence. As administration manager, you help prepare the mailing of announcements for district meetings, copies of minutes, and other district reports to clubs.

For D6TM (2019-2020)

–       Centralized communication:

–       Sends correspondence to all members of the district.

–       Reminders for dues, TMOY, AGOY, conferences, newsletters.

–       May form committees as desired.

–       Facilitates the online meetings.

–       Order supplies for TI

–       Help with entering club officer education records

Status: Filled

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.

FINANCE MANAGER RESPONSIBILITIES

Budgeting

As the finance manager, it is your job to develop, plan and recommend a program for using district financial resources.

This includes assisting the district director in developing a realistic budget based upon the goals of the district.

As finance manager, you also record, monitor, forecast and evaluate the district’s financial performance.

The finance manager is responsible for the requisition, receipt and disbursement of district funds.

Profit and Loss Statements

Each month, the finance manager is responsible for recording revenues and expenses in the district accounting system; the finance manager is also responsible for reconciling district, division, area and conference bank accounts. In addition to these duties, the finance manager submits the profit and loss statement to the following groups during the time frames specified below:

• District directors, program quality directors and club growth directors: monthly

• World Headquarters, district executive committee and district

council: quarterly

• District audit committee: semi-annually When the profit and loss statement is submitted to the district audit committee, the finance manager must also submit all financial information and records. This allows the committee to review financial results and perform the Mid-year or Yearend audits

Status: Filled

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. Proven abilities in organization and diplomacy are a must for this role.

Status: Appointed (1) Needed (1)

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

Status: Jean Pearson

The District Trainer is in charge of planning training topics and executing the training within the district. The main focus is to plan the training for 5-6 DEC trainings for AD & DD, but a roadmap can be created for club officer training as well. While it is not necessary for the trainer to do the training, he/she is expected to find resources/specialists or guest speakers for the DEC training events. This role reports to Program Quality Director, so it is expected that the District Trainer along with PQD will be coming up the plan for training

Status: Open

The Alignment chair leads the alignment committee. The task of aligning the clubs, areas and divisions within the district is the responsibility of the district alignment committee. The district alignment committee is a group of district members appointed by the district director and led by the alignment chair. The alignment chair ensures the committee prepares an alignment proposal and submits it to the district executive committee prior to the district council meeting.

Status: Open

Audit chair heads the audit committee.

The audit committee is appointed by the district director and is composed of at least three Toastmasters members who are not members of the district executive committee. Led by the audit chair, the committee confirms that district funds were spent appropriately.

Mid-Year audit & annual edit.

Status: Open

The AV chair (audio Video Chair) ensures that the the district’s audio video equipment is in working order. This person helps setup the audio equipment at the District contest and other special events. The chair has a committee of 2-3 fellow toastmasters who are able to help with the audio equipment setup. The team works with the facilities to hook the system to the host facility and serve as a Toastmaster liaison with external entities

Status: Open

The district chief judge serves as the chief judge for District Speech contests. This position also advises District Director and Program Quality Director on matters related to speech contests in the District. The chief judge is familiar with the rulebook and could be reached to advise on how to run a speech contest.\

Status: Open

The club coach chair in district 6 is instrumental in ensuring that we have a robust club coaching system. The club coach forms a team of other Toastmasters enthusiasts to recruit fellow toastmasters who are willing to serve as Club coaches. They identify the clubs that are in need of coaches and do their best to find a suitable coach for the club. The Club coach chair ensures that there is memorandum of understanding at the beginning of the coaching period. Stays in constant touch with all the coaches and provides support as needed. It is recommended that the chair conducts regular meetings with all the assigned club coaches and aspiring coaches to maintain a healthy atmosphere of support in the district.

Status: Open (to be appointed by CGD-Elect)

The club extension chair is a person whose primary task is to help with the building of new clubs. This position works closely with Club Growth Director to identify new leads, follow up with organizations considering to bring Toastmasters program into their organization. Working with the host organization, this chair sets up date for demonstration meeting and helps with the process of charter paperwork. The chair actively promotes and recruits fellow Toastmasters to help with demonstration meetings and toastmasters who are willing to serve as new club Sponsors and new club mentors. The extension chair keeps track of the new club building process and advises CGD to improve the process.

Status: Open (to be appointed by CGD-Elect)

Provide guidance and training to all new club mentors. Maintain a list of Toastmasters who wish to serve as New Club Mentor.

Promote the Mentor role to Toastmasters in DIstrict 6.

Develop & maintain brochure and flyer for Club Mentor.

Recommend the CGD to appoint individuals as Club mentor.

Stay in touch with club mentors to ensure new clubs are being provided the service that is needed. Hold monthly conference calls as needed.

Status: Open (to be appointed by CGD-Elect)

Not be filled in 2019-20. The idea of recognizing a non toastmaster is good, we need to find a reason of capitalizing on this event. Unless we get the PR apparatus in order to promote D6 events to media, we should hold on to this role.

This role conducts a search of community leaders who have contribute to the community in the field of Communication and Leadership. One leader is recognized by District 6 Toastmasters. The award recipient is invited to District 6 event and given a spot to share their experience.

Helps corporate clubs: provides mentorship support and guidance as needed.

This chair will not be filled in 2019-20

Needs review

This chair maintains the inventory for the district. The district store is meant to help Toastmasters purchase Toastmasters items at all District 6 events. Since the advent of Pathways and the advance manuals are no longer needed, we may need to revisit the use of district store.

Status: Not to filled during 2019-20

EGG Master keeps track of the Elusive Guilded Gavel (EGG) as it travels the district. The club that captures the gavel notifies the EGG master who makes sure that the district website & Facebook are updated to share the news. The EGG Master maintains the historical record of the EGG. This position encourages toastmasters to visit other clubs to share knowledge about club meetings. The EGG is great tool to network with fellow Toastmasters.

Status: Open

The Historian maintains the history of District 6 memorable events. This position also shares news about Toastmasters who are no longer with us. A minute of silence is observed at the conference.

Status: Open

The work of the district leadership committee (DLC) is critical to ensuring long-term success for the district. Led by the committee chair, committee members screen district leader candidates for eligibility and ultimately nominate the best individuals. Identifying the best candidates for elected positions takes time and commitment. The committee should not limit itself to considering only those members who have expressed an interest in running, but should seek out qualified individuals.

Status: IPDD

The newsletter editor is responsible for creating newsletter for the district membership. The goal of the newsletter is to share important events happening across the district, celebrate accomplishments and for the district leadership to write something about their roles. The editor collects articles, assembles them and distributes them.

For 2019-20 Toastmaster year, the newsletter may be produced on a quarterly basis.

Status: Open

The parliamentarian assists the district director with planning and conducting district meetings. Working with Toastmasters International, the 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.

Status: Open

The photographer helps the district to capture memories through the lense of a camera. The captured photographs are uploaded to the Flickr account (D6tm’s account).

The District photographer also takes pictures of district leaders to be posted at the District’s website.

Status: Filled (1) Open (2)

Proxy chair is usually held by a past District Director who assists in distributing club proxies to visiting Club representatives. The proxies are needed at the business meeting. A quorum is needed to conduct any business. So this role is extremely important to promote the attendance at Conference.

Status: Open

The Pathways chair person has a committee to help the district with questions related to Pathways. Pathways chair is the main contact person to answer questions related to Pathways education program. The chair & committee also advises the District Director and PQD on matters related to Pathways.

Status: Open

The speechcraft chair provides guidance and support to all speechcraft programs conducted in the district. While the chair is not expected to personally visit any speechcraft program, it is encouraged to attend the graduation event (usually the last meeting). It is a good practice to maintain a speechcraft brochure to promote the program in Toastmasters. It has been customary to recognize all the speechcraft programs through district newsletter, website and Facebook. The chair along with the committee determines to recognize one group (club or coordinator) at the end of the year by awarding Lorin Pollman award.

Status: Not to filled during 2019-20

The Conference chair forms a team to plan and executes the Conference event. This includes working with the facilities management.

Plans the schedule of events, suggests the price for the event.

Handle the registrations, food requests.

Coordinates invitation to the education session presenters and plans the education session.

Works with the facilities to arrange for the rooms needed for the conference.

Prepare the conference flier and schedule of events.

Promote the event on District website & Facebook.

Status: Tentative

TLI chair plans and executes the planning for holding the TLI events for Summer and Fall

–       Secure a place to hold the event

–       Set up registration page (Evite)

–       Coordinate the purchase and set up of food

–       Oversee selection of Education session topics and presenters (invite proposals for presentations, plan and carry out the presentations)

–       Work as a liaison between Facilities and District leaders

–       Work with District leadership to manage the event

Status: Open

Summer TLI & Winter TLI

2 months leading to the event

TMOY chair facilitates the process to select a Toastmaster to be recognized as District 6 Toastmaster of the Year

–       Facilitate sending a reminder to club presidents to select club TMOY

–       Facilitate sending reminder to Area Directors to select their Area TMOY

–       Facilitate sending reminder to Division Directors to select Division TMOY

Status: Not to filled during 2019-20

Run the Video camera owned by the District to record all the speeches and presentations by contestants.

Ensure that the camera is charged and is working order

Set up the camera for recording

Start & stop recordings

Provide an electronic copy to the district leadership.

Status: Open

Status: Open

The YLP chair coordinates and provides advice, moral support to all YLP program conducted in the district. Arrange for the materials to be given to the coordinator by the district.

Maintain flyer, brochure and necessary YLP materials inventory

Maintain a list of Toastmasters volunteers

Ensure the Toastmaster brand is properly used.

The YLP chair is not expected to attend YLP events/ sessions but is encouraged to arrange for a District leadership representation at the YLP graduation ceremony.

Status: Not to filled during 2019-20