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December 2013

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Semiannual Clubs: Update Your Officer List Online

If your club elects officers twice a year, please log in and submit your club-officer list online for the January-June term. Your list must be received by December 31 for your club to earn Distinguished Club credit. Get more information on semiannual elections.

Tax Notice for U.S. Clubs

World Headquarters will prepare and file Form 990-N with the IRS for U.S.-based clubs for the 2013 tax year. This effort will reduce the administrative burden on club officers and ensure that each club's federal tax-exempt status is maintained. If your club's 2013 gross receipts exceed $50,000, please inform World Headquarters at by December 31.

California Club Treasurers: Start Your 199Ns

California-based clubs are required to electronically file the 199N form with the Franchise Tax Board by May 15 for the 2013 tax year. In mid-January, club presidents and treasurers will receive an email from World Headquarters containing filing instructions. If you have questions, please email

Early Deadline for December Orders and Requests for Funds

Please be aware of the early cut-off date in December for district orders and requests for district reserve funds. Orders and funds requests will be fulfilled in December if received by 6 a.m. December 20 (Pacific Standard Time). Orders placed after this time will be processed and shipped on or after January 2. Requests for funds received after this date will be paid in January as well.

December Inventory and Year-end Expense Accruals Are Due

All districts expecting to have inventory and expense accruals as of December 31 must record this information on the Inventory/Expense Accrual Templates. Please submit the completed templates to by December 31.

Submit Your Mid-year Audit Treasurer's Report

The Mid-year Audit Treasurer's Report and documentation are due to World Headquarters by February 15. Please enter the information for December 2013 in the district accounting system by January 31. This will allow the district governor, treasurer and audit committee to complete the Monthly Narratives and Certification spreadsheets by the February deadline.

District Leaders: Get Ready for Mid-year Training

In January, Toastmasters International will host Mid-year Training in six locations around the world. This training complements District Leader Training held in August. District governors and lieutenant governors will evaluate their progress, make adjustments and build on skills necessary for a successful year. To learn more about dates, locations and travel information, visit the Mid-year Training webpage.

Area Governors to Visit Clubs in January

Area governors interact with club members more than any other district leader. They help preserve the relationship between clubs and districts through club visits, which are required twice a year. Club visits should take place between July 1 and November 30 and between January 1 and May 31. When the visit reports are submitted online through District Central, a copy of the completed document will automatically be sent to the district governor, lieutenant governors, division governor and president of the club visited.

Place Orders Early This Month

At the end of each year, Toastmasters International conducts inventory at World Headquarters. During this time, staff cannot process orders, including online and mailed submissions. Please plan ahead and submit the following orders by 6 a.m. December 20 (Pacific Standard Time):
  • Supply orders
  • New member applications and kits
  • Charter kits
  • Education award certificates (including free manuals from the Advanced Communication Series)
Orders submitted by the deadline will be processed and shipped promptly. Orders submitted after this time will be held and processed on or after January 2.

It's Time for Club-officer Training

The second round of Club Officer Training is an invaluable opportunity for leadership development. District leaders: Be sure to promote the benefits of training and remind club officers that it is an important goal in the Distinguished Club Program.

Consider posting the following information on your club website or Facebook page, or including it in your club newsletter.

Show Off Your Club Video

Each month, clubs from around the globe enter the Toastmasters brand video contest. Share your club's story and enthusiasm for the brand and your club could win one of the following: a banner, lectern or marketing materials. For contest details, please visit the Brand Contest webpage.

Congratulations to recent winners: San Luis Obispo Toastmasters of San Luis Obispo, California, and Toastmasters Club of Pune in Pune, India!

The Toastmaster Magazine: Now on More Tablets

The Toastmaster is available on your iPad, and in mid-December Android and Kindle Fire tablet owners will be able to access it as well. Download the magazine via a free app on any of these devices. The digital edition is enhanced with multimedia interactivity, videos, photo slideshows and links. For details, please visit Members will still receive the print edition unless they choose to opt out.

How Many New Members Can You Sponsor?

Make a significant contribution to your club's long-term success by participating in the Annual Membership Program. Sponsor five or 10 members between July 1 and June 30, and you'll receive a special recognition pin. Fifteen-member sponsors receive a 25-percent discount for use at the Toastmasters Online Store. To sign up, simply ensure your name and club number appear legibly on the new, dual or reinstated member application to receive credit. For more details, please visit and click on "Individual Awards."

Say Thank You with Toastmasters Gifts

This season, show your appreciation to fellow members and leaders with apparel and gifts from the Toastmasters Online Store.