Club Business FAQ
Who can update club information and how can it be updated?Back to Top
Any registered club officer can update club information by logging into Club Central. If the officer does not have Internet access, he or she can email the information or send a fax to +1 303-799-7753.
Can members of a club committee be appointed?Back to Top
Yes, with the exception of the club executive committee, whom must be elected, the president or chair of a committee can appoint other members of other committees. Each appointment will need to be ratified by the club membership before it is considered official.
I was elected to a club officer role vacancy during the middle of a term. What is my start date in the role?Back to Top
The start date in the role will revert to the first of the month, in the month the vacancy takes place. For example, an officer elected to fill a vacancy on November 7 will have a start date in the role of November 1.
If an officer is currently listed in a role and another officer is replacing them, the end date of the previous officer will automatically revert to the last day of the previous month. Officers that are replaced in the months of July will have their club officer assignment removed completely and the newly elected club officer will be given a term begin day of July 1. This allows any officer that is elected in the month of July the ability to serve the remainder of their club officer term and be able to use that service towards their educational achievements.
Note: This applies to any officer elected July 1, 2019 or later, and does not apply to previous program years and terms of service.
For more information, please contact the Club and Member Support team.
Can the club create club level policies?Back to Top
Yes, provided that the policy the club is creating does not contradict any local, federal, country laws or the governing documents of Toastmasters International.
How can I get a copy of our Bylaws?Back to Top
What clubs and banks commonly refer to as “bylaws” are actually two separate documents. The first document is the Club Constitution for Clubs of Toastmasters International, these are rules and regulations that all clubs agree to adhere to as part of their chartering process.
The second document is the club’s Addendum of Standard Club Options, which specifies the detailed choices the club has made to govern its operations. The club’s Addendum of Standard Club Options is located online in Club Central and may be accessed by an officer of the club following the below instructions:
Updating Addendum of Standard Club Options:
- Login to Club Central with your User Name and Password.
- Select the club you wish to conduct business in to access the Club Business menu.
- Click on Update my Addendum of standard club options.
- Make any necessary updates/corrections and click the Update button on the bottom of the page.
Once the Addendum is accessed you will be able to print or export a copy for your records. Should you find the club’s Addendum to be incomplete or missing information, please update this document so that we can have the most up to date information for the club.
Is there a limit for club purchases the club officers can make without a club vote?Back to Top
No, every expenditure of club funds requires a club membership vote. The club should vote on a yearly or semi-annual budget, so the club can approve a number of guaranteed expenses at once, such as meeting supplies, room rental, membership badges and other club necessities. Any additional expenses that occur during the year can be voted on as they occur.
What club business can an officer conduct online?Back to Top
After logging into Club Central, a club officer will have access to do the following:
- Submit memberships, dues payments, and education awards
- Update the club’s and members’ contact and mailing information, the club officer list, club meeting information and directions, club demographics, and the Addendum of Standard Club Options
- View club financial information, the club roster, and prior club achievements
- Access the eligibility assistant
What decisions voted upon by the club executive committee also require a club membership vote?Back to Top
Every decision voted upon by the club executive committee needs to be ratified by the club membership before it can implemented. This requirement is stated in the in the Club Constitution for Clubs of Toastmasters International, Article VIII, Section 2:
“All actions of the executive committee shall be submitted to this club at the next business meeting for ratification. Any decision of the executive committee which this club fails to ratify shall be null and void.”
If the club membership does not vote on the decision, as stated above, it is considered void and may not be taken by the club executive committee.
What is the proper procedure to change an aspect of the club’s operations?Back to Top
Any member of the club membership can raise a motion during a club business meeting. The club members then discuss the motion and will vote on the matter if quorum is present. Unless stated otherwise in the governing documents, the motion requires a majority in favor to pass.
How do I update where my club location displays on the Find a Club map?Back to Top
The information on the Find a Club page may be updated by an officer of the club through the club contact and meeting information tool in Club Central.
Please note: if the meeting address has changed, please move the map marker to the new location on the map. This does not occur automatically.
If the officer does not have internet access, he or she can email the information or send a fax to +1 303-799-7753.
Updates to the meeting information made through Club Central will reflect on the Find a Club Page within 48 hours.
How does a club officer or district leader access Club Central or District Central?Back to Top
Club Central or District Central may be accessed from either the Leadership Central menu or from the officer’s profile page. If the officer has not logged in, they will be prompted to. The login credentials are the same as those used to access their profile.
Are there any online tools for club meetings?Back to Top
Below are a few online resources that have been submitted for use by clubs.
Toastmasters International Mobile App
The Toastmasters International mobile app is the first official app designed to help you perform your role at club meetings with convenience and ease. It gives you instant access to your club roster and features a built-in Ah-Counter that counts filler words, a grammarian function that keeps track of the Word of the Day and an easy-to-use timer.
FreeToastHost is a webhost specifically for Toastmasters clubs and districts anywhere in the world.
This software allows clubs to automate their meeting planning and to track member progress. It also works with the club’s website to deliver data management for the club.
An easy-to-use Web-based service to help you manage your club.
Note: Toastmasters International provides this page as a service to the members and officers of Toastmasters clubs. Software available through links on this page must be available completely free of charge. Toastmasters International does not provide support for any of the software.
Can I view, update or print my club's Addendum of Standard Club Options?Back to Top
Any registered officer can view, update or print the club's addendum online at Club Central. If the officer does not have internet access, he or she can email the information, contact us by phone at +1 720-439-5050 or send a fax to +1 303-799-7753.
If your club chartered earlier than 2003, you might only see recent amendments or nothing at all.
Please note: Amendments require an affirmative vote of at least a majority of the active members present and voting at a club business meeting where a quorum is present.
What is the process for changing a club’s name?Back to Top
Any registered officer can change the club’s name online at Club Central. If the officer does not have internet access, he or she can email the information, contact us by phone at +1 720-439-5050 or send a fax to +1 303-799-7753.
Please note: A club name change is an addendum change and requires an affirmative vote of at least a simple majority of the members present and voting at a club business meeting where a quorum is present. For additional information on the requirements and methods to make this change, please refer to the Club Constitution for Clubs of Toastmasters International, Article X, Section 7 Addendum of Standard Club Options.
What is a quorum?Back to TopAs defined by the Club Constitution for Clubs of Toastmasters International, Article V, a majority of the active individual membership shall constitute a quorum for the transaction of all business of this club. A majority of the club executive committee shall constitute a quorum for the transaction of the committee’s business.
What happened to Logos, Images, and Templates?Back to TopThe Logos, Images, and Templates portal has been renamed to Brand Portal and can be accessed in the Resources section of the website.
How does the club status impact recognition and club business?Back to Top
Please reference the Club Status Guide to see how the club status affects different areas of the Toastmasters program.