Regulus - Club President
This role is named after the fixed star Regulus. The person in this role sets the tone for the club, they are expected to provide helpful, supportive leadership for all of the club’s activities and be the first to assume responsibility for the progress and welfare of the club.
Club President Responsibilities
Preside Over Meetings
The Club President opens and chairs every club meeting and Board meeting.
Earn Distinguished Club Recognition
Work together with club officers to achieve success in the Distinguished Club Program.
Recognize Member Acheivements
-Education Awards – Level ups in Pathways
-Role Debuts – aka Stelliums
-Member achievements – KATs in the Wild
At Kepler Astrologers Toastmasters, Regulus – not only takes up the regular Toastmasters duties, they also oversee the Annual KAT Showcase competition in June of each year.
This KAT attends to all the little meows proactively before they can become a loud roar. The royal fixed star Regulus sit is the heart of the lion -in the sign of Leo. The President provides the heartbeat for the club.
Antares - VP of Education
This role is named after the fixed star Antares, known for progress and achievement. The member in this role keeps a KAT’s Eye View on the Toastmasters progress toward Distinguished Club status. They encourage members to complete Pathways Levels, engage in “Astrologizing” path exercises to foster a relevant experience to enhance the experience for practicing astrologers.
The VP of Education monitors member progress in the club and encourage all members to continue progressing in their path(s). Help members schedule speeches and approve level and path completion requests on Base Camp. Completions are automatically submitted in Club Central once they are approved in Base Camp. When a member completes all five levels and the path completion section in a path, celebrate their accomplishment and encourage them to select their next path.
The Vice President Education schedules members’ speeches, verifies the completion of educational milestones, and serves as a resource for questions about the education program, speech contests, and club mentor program. They are an important source of Toastmasters knowledge for club members and it is their job to become familiar with all aspects of the Toastmasters education program.
MANAGE MEETING AGENDAS AND TEMPLATES
– They oversee the creation of the club schedule at least three weeks in advance.
– They ensure that all meeting roles are properly fulfilled; for example, it is not recommended to assign a new member to be the Toastmaster of their first meeting.
– Publish, email, or otherwise distribute the meeting agenda regularly so that all members know what is expected and can adjust accordingly if necessary
VP of EDUCATION is the club’s subject matter expert for the Toastmasters Pathways Learning system. The KAT in this role:
– Explains the Toastmasters Pathways learning experience to members.
– Within two meetings of a member joining, ask them to confirm that they received the new member welcome email. Encourage them to follow the instructions in the email and select a path as soon as possible, so they can begin working on their Ice Breaker.
– Answer any questions they have about available paths and let them know about the five levels that build in complexity, as well as the elective options available beginning at Level 3. Make sure to share information about educational achievements including digital badges, certificates, and credentials by their name.
Aldebaran- VP of Membership
The VPM for KAT is named for the fixed star Aldebaran, representing abundance and growth. The KAT in this role is the first one to make human contact with a potential member. They guide them through the process of visiting the club, getting to know what we are about. Should their goals align with our club mission, the VPM helps them transform from a Plutonian (Guest) to a grounded Earthling (member), with full access to all the perks of being a KAT!
Vice President Membership
The Vice President Membership promotes the club and manages the process of bringing in guests and transforming them into members.
Help maintain a constant influx of new members by initiating contact with guests, helping them feel welcome, and providing them with the information needed to join the club. Monitor membership levels and strategize with the rest of the Club Executive Committee about how to overcome membership challenges when they occur.
Vice President Membership Responsibilities
The Vice President Membership leads the club’s efforts to continually increase membership.
Promote the goal of gaining one new member per month and, if the club has fewer than 20 members, promote membership goals as outlined in the Distinguished Club Program.
Conduct Membership-building Programs
Club Programs: Organize and promote the club’s participation in the Smedley Award, Talk Up Toastmasters!, and Beat the Clock membership programs. For information about these programs, go to toastmasters.org/MembershipPrograms.
Member Program: Encourage club members to gain recognition in the form of a Sponsor Award by sponsoring five, 10, or 15 new members.
Assist Guests
Answer emails, phone calls, and other inquiries from prospective members and encourage them to visit the next club meeting.
Make contact with guests and encourage fellow club members to always help guests feel welcome. If meeting in person, distribute Guest Packets with fliers that include your club information.
Arcturus - Vice President PR
The VP of PR is represented by the fixed star Arcturus representing outreach and technology. In KAT, this can be seen in the many programs we have for KAT Members to promote their newfound speaking skills through various professional channels.
Vice President Public Relations Responsibilities
– Publicize the club’s activities both internally to members and externally to various audiences through media outlets.
– Publish club meeting times and location.
– Write and distribute news releases about club activities, member achievements, and special events such as open houses.
– Create and update the club’s social media channels such as Facebook, X, and Meetup.
-Share login and password information with future officers so the sites are kept up to date.
Vice President Public Relations
The Vice President Public Relations promotes the club to the local community and notifies the media about the club’s existence and the benefits it provides. The Vice President Public Relations promotes the club, updates web content, and safeguards the Toastmasters brand identity. It is the Vice President Public Relations’ job to notify the media whenever the club does something newsworthy.
The Vice President Public Relations will write news releases, create and distribute fliers, and maintain the club’s presence on the web and in the community
Sirius - Secretary
The Secretary role in KAT is represented by the fixed star Sirius represented by companionship and brightness. Its location in the sign of Cancer is indicative of it’s supportive role holding up the KAT Akashic records by recording attendances and speeches after each meeting.
Summary of Club Meeting Responsibilities
Before Club Meetings
– Post the minutes of the previous club meeting online and notify club members that the minutes are available for review.
Outside Club Meetings
– Attend the Annual Business Meeting at the International Convention to vote on behalf of the club or assign the club’s proxy to a member who is attending the International Convention.
– If necessary, use club funds to purchase a portable file caddy or other small container to organize physical files.
– Develop, maintain, and document a simple, effective filing system and pass it on to your successor.
Club Secretary
The Club Secretary maintains all club records, manages club files, handles club correspondence, and takes the minutes at each club and Club Executive Committee meeting. They are also in charge of updating and distributing a roster of the current paid membership and keeping the club officer list current for Toastmasters International.
Though some clubs combine the Club Secretary role with the Club Treasurer, it is best to have a dedicated Club Secretary who can help reduce the workload of the Club Treasurer, occasionally assist the Vice President Education, and order supplies for the club as needed.
Club Secretary Responsibilities
Take Notes
The Club Secretary will take the minutes at each club meeting and Club Executive Committee meeting.
Items to Record in Meeting Minutes
– Club name
– Date
– Type of meeting (club or Club Executive Committee meeting)
– Meeting location
– Names of meeting attendees
– Name of the presiding officer
– Corrections to and approval of the previous meeting’s minutes
– All motions, including the name of the mover, the name of the person
who seconds the motion—if the club requires it—and whether the motion passed or was defeated
– Committee reports
– Main points of any debate or discussion
Spica - Treasurer
Spica is the fixed star representing wealth and common good. To that end it is important that KAT leadership are good stewards of club funds. The KAT in the Treasurer role meets regularly with our club bookkeeper Geni Picazo to ensure that member dues are collected promptly and that club expenditures are within budget.
The Club Treasurer is the club’s accountant. They manage the club’s bank account, writing checks as approved by the Club Executive Committee, and depositing membership dues payments and other club revenues. The Club Treasurer is also in charge of submitting membership dues payments to World Headquarters (accompanied by the names of renewing members), filing necessary tax documents, and keeping timely, accurate, up-to-date financial records for the club.
Though the Club Treasurer’s duties are usually not the most demanding of all the club leadership positions, the consequences for members can be serious when they are not completed accurately and on time.
Betelgeuse - Sergeant at Arms
Betelgeuse represents Order and Facility which are terrific attributes for the KAT in the Sergeant-At-Arms role. This role is responsible for keeping order during the meeting and greeting guests as they arrive.
Sergeant at Arms Responsibilities
Tend to Club Property
Keep the club’s banner, gavel, lectern, award ribbons, supplies, and other digital and physical equipment safe and secure.
– Arrive early to set up the meeting space or platform.
– Stay late to dismantle and clear the meeting space and ensure all attendees have left.
– Store all club property.
– Leave the meeting room the way it was found or better.
– Track the status of supplies ordered by the Club Secretary.
Coordinate Club Meetings
Act as a liaison between the club and the management of the meeting space.
It is the responsibility of the Sergeant at Arms to put on the best event possible for all guests, and to ensure that everyone leaves having had a positive experience.
Summary of Club Meeting Responsibilities
At Club Meetings online:
– Make sure audio is working.
– Set up breakout rooms if needed.
– Provide virtual backgrounds like Timer Backgrounds to any members who will need them.
– Post digital materials like the meeting agenda for sharing if needed.
Sergeant at Arms
The Sergeant at Arms will keep track of the club’s physical property, such as the banner, lectern, timing device, and other meeting materials. They arrive early to prepare the meeting place for members and stay late to stow all of the club’s equipment. The Sergeant at Arms is also in charge of onsite and online meeting places, obtaining a new space when necessary, and maintaining contact with the people who allow the club to use the space for meetings.
The Sergeant at Arms also has a role to play during business meetings, speech contests, and other special club events. For an online speech contest, the Sergeant at Arms moderates the online platform, ensuring all attendees are muted.
Regulus - Club President
This role is named after the fixed star Regulus. The person in this role sets the tone for the club, they are expected to provide helpful, supportive leadership for all of the club’s activities and be the first to assume responsibility for the progress and welfare of the club.
Club President Responsibilities
Preside Over Meetings
The Club President opens and chairs every club meeting and Board meeting.
Earn Distinguished Club Recognition
Work together with club officers to achieve success in the Distinguished Club Program.
Recognize Member Acheivements
-Education Awards – Level ups in Pathways
-Role Debuts – aka Stelliums
-Member achievements – KATs in the Wild
At Kepler Astrologers Toastmasters, Regulus – not only takes up the regular Toastmasters duties, they also oversee the Annual KAT Showcase competition in June of each year.
This KAT attends to all the little meows proactively before they can become a loud roar. The royal fixed star Regulus sit is the heart of the lion -in the sign of Leo. The President provides the heartbeat for the club.
Antares - VP of Education
This role is named after the fixed star Antares, known for progress and achievement.
– Monitors member progress in the club and encourage all members to continue progressing in their path(s). Help members schedule speeches and approve level and path completion requests on Base Camp. Completions are automatically submitted in Club Central once they are approved in Base Camp. When a member completes all five levels and the path completion section in a path, celebrate their accomplishment and encourage them to select their next path.
The Vice President Education schedules members’ speeches, verifies the completion of educational milestones, and serves as a resource for questions about the education program, speech contests, and club mentor program. They are an important source of Toastmasters knowledge for club members and it is their job to become familiar with all aspects of the Toastmasters education program.
COORDINATE CLUB SCHEDULE
– They oversee the creation of the club schedule at least three weeks in advance.
– They ensure that all meeting roles are properly fulfilled; for example, it is not recommended to assign a new member to be the Toastmaster of their first meeting.
– Publish, email, or otherwise distribute the meeting agenda regularly so that all members know what is expected and can adjust accordingly if necessary
THE VPE SUPPORTS THE EDUCATION PROGRAM
– Explain the Toastmasters Pathways learning experience to members.
– Within two meetings of a member joining, ask them to confirm that they received the new member welcome email. Encourage them to follow the instructions in the email and select a path as soon as possible, so they can begin working on their Ice Breaker.
– Answer any questions they have about available paths and let them know about the five levels that build in complexity, as well as the elective options available beginning at Level 3. Make sure to share information about educational achievements including digital badges, certificates, and credentials by their name.
Aldebaran- VP of Membership
This role is named after the fixed star Alebaran
Vice President Membership
The Vice President Membership promotes the club and manages the process of bringing in guests and transforming them into members.
Help maintain a constant influx of new members by initiating contact with guests, helping them feel welcome, and providing them with the information needed to join the club. Monitor membership levels and strategize with the rest of the Club Executive Committee about how to overcome membership challenges when they occur.
Vice President Membership Responsibilities
The Vice President Membership leads the club’s efforts to continually increase membership.
Promote the goal of gaining one new member per month and, if the club has fewer than 20 members, promote membership goals as outlined in the Distinguished Club Program.
Conduct Membership-building Programs
Club Programs: Organize and promote the club’s participation in the Smedley Award, Talk Up Toastmasters!, and Beat the Clock membership programs. For information about these programs, go to toastmasters.org/MembershipPrograms.
Member Program: Encourage club members to gain recognition in the form of a Sponsor Award by sponsoring five, 10, or 15 new members.
Assist Guests
Answer emails, phone calls, and other inquiries from prospective members and encourage them to visit the next club meeting.
Make contact with guests and encourage fellow club members to always help guests feel welcome. If meeting in person, distribute Guest Packets with fliers that include your club information.
Arcturus - Vice President PR
The VP of PR is represented by the fixed star Arcturus representing outreach and technology. In KAT, this can be seen in the many programs we have for KAT Members to promote their newfound speaking skills through various professional channels.
Vice President Public Relations
The Vice President Public Relations promotes the club to the local community and notifies the media about the club’s existence and the benefits it provides. The Vice President Public Relations promotes the club, updates web content, and safeguards the Toastmasters brand identity. It is the Vice President Public Relations’ job to notify the media whenever the club does something newsworthy.
The Vice President Public Relations will write news releases, create and distribute fliers, and maintain the club’s presence on the web and in the community.
Vice President Public Relations Responsibilities
Publicize the Club
– Publicize the club’s activities both internally to members and externally to various audiences through media outlets.
– Publish club meeting times and location.
– Write and distribute news releases about club activities, member achievements, and special events such as open houses.
– Maintain club presence in the local newspaper’s events calendar.
– Create and update the club’s social media channels such as LinkedIn, Facebook, X, and Meetup. Be sure the names of the club’s social network accounts are specific enough to the club so they are not confused with existing Toastmasters International accounts. Share login and password information with future officers so the sites are kept up to date.
Sirius - Secretary
The Secretary role in KAT is represented by the fixed star Sirius represented by companionship and brightness. Its location in the sign of Cancer is indicative of it’s supportive role holding up the KAT Akashic records.
Maintains club files, including attendances in the KAT database. Takes meeting minutes at KAT board meetings. Retaining club files and correspondence may be easier to do digitally. Work with the club’s officers to determine what cloud-based storage is ideal for the club.
Summary of Club Meeting Responsibilities
Before Club Meetings
– Post the minutes of the previous club meeting online and notify club members that the minutes are available for review.
Outside Club Meetings
– Attend the Annual Business Meeting at the International Convention to vote on behalf of the club or assign the club’s proxy to a member who is attending the International Convention.
– If necessary, use club funds to purchase a portable file caddy or other small container to organize physical files.
– Develop, maintain, and document a simple, effective filing system and pass it on to your successor.
Club Secretary
The Club Secretary maintains all club records, manages club files, handles club correspondence, and takes the minutes at each club and Club Executive Committee meeting. They are also in charge of updating and distributing a roster of the current paid membership and keeping the club officer list current for Toastmasters International.
Though some clubs combine the Club Secretary role with the Club Treasurer, it is best to have a dedicated Club Secretary who can help reduce the workload of the Club Treasurer, occasionally assist the Vice President Education, and order supplies for the club as needed.
Club Secretary Responsibilities
Take Notes
The Club Secretary will take the minutes at each club meeting and Club Executive Committee meeting.
Items to Record in Meeting Minutes
– Club name
– Date
– Type of meeting (club or Club Executive Committee meeting)
– Meeting location
– Names of meeting attendees
– Name of the presiding officer
– Corrections to and approval of the previous meeting’s minutes
– All motions, including the name of the mover, the name of the person
who seconds the motion—if the club requires it—and whether the motion passed or was defeated
– Committee reports
– Main points of any debate or discussion
Spica - Treasurer
Spica is the fixed star representing wealth and common good. To that end it is important that KAT leadership are good stewards of club funds. The KAT in the Treasurer role meets regularly with our club bookkeeper Geni Picazo to ensure that member dues are collected promptly and that club expenditures are within budget.
Betelgeuse - Sergeant at Arms
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