Post Election News by Steve Elliot Area 83 Director
The club election is over! I know what most of you are saying to yourselves…” Whew my work here is done.” Not quite done yet. There is more important work that should be happening post election that will set the new incoming executive up for success. In this blog I will share what next steps clubs should be taking post election.
First up, I always find it a nice touch if the current President sends a mass email to the club members and notifies of them of the new officers and offers to support them in the transition period. This will also put members who didn’t make the election an understanding of the new executive of the club.
Next, I would suggest that someone from the current executive team notifies Toastmasters International of the incoming officers. Head to Toastmasters.org and login to Club Central. Once there scroll to Club Administration you will select Club Officer Assignment. Enter in all the new officers for your club. After that you will be asked to provide the incoming President address. Why? Toastmasters will mail out the Distinguished Club Program manuals for the new executive to create their Distinguished Club Plan. By doing this work you are earning your club a point on the next year Distinguished Club Plan.
If your club uses Easy Speak, don’t forget to update the officer list for the coming year. Otherwise the officers won’t have the current access to Easy Speak. If your club uses the VP membership as the contact info of the club make sure that is changed once the new group takes over.
The incoming President should be reaching out to his/her incoming fellow executives and making them aware of the wonderful Officer Training. Encourage as many to attend the Toastmaster Learning Institute as possible. This is organized by the district and is the most comprehensive training. If your club budget or company budget (if you are a corporate club) can afford it all officers attending the training should be compensated for their ticket. The officers are giving up their time to attend the training and it will benefit the club greatly. Obviously, this can only occur if the club can afford to do so. By the way, every Division should have make up training if any officers can’t make the TLI on May 26th. Reach out to your Area Director for more details.
We now need some team work! The reason the elections are held in May and the new officers don’t take their positions till July is so that job shadowing can happen! It’s a great idea for the next few weeks if the incoming and current executive work together. For example, the current SAA can have the incoming SAA help with room set up, show the person where supplies are stored, etc. The current and incoming and current Club President should also schedule a joint executive meeting. This is a great way for the current group to share status updates and any other relevant information.
One of the final duties of the current President is to arrange the installation of the incoming team and discharge of the current team. This will usually happen at the last club meeting in June. Make sure you have ordered new club officer pins for the new team (if club finances allow), or make sure the current officers provide their pins back before the installation so they can be handed to the new executives. There are lots of sample scripts on the internet that you can use for the ceremony. This is also a great time to recognize the hard work of the current executives and thank them for their service to the club.
There are two administration tasks that require a good deal of diligence and time. First up the club bank account will need to be updated. The current President will need to arrange for the out-going President, Vice President of Education and Treasurer signing authority removed and then the Incoming President, Vice President of Education and Treasurer added. Having been involved in this process a few times I can say it can be time consuming and difficult to arrange. My suggestion would be to reach out to the bank and ask what will be required. Some questions to ask…who needs to be present when adding or removing signatures from the account? Can it be done at the same time or over time if not everyone can attend? What if any paperwork will be required? For example, our club bank requires the document be on Toastmaster International letter head.
The second task that should be undertaken is an audit of the club books and finances. This will involve the out-going President and Treasurer and the Incoming Treasurer and President. The current team should get someone to perform the audit. This person doesn’t need to have an accounting background, but it would help. The “auditor” shouldn’t be anyone on the current executive. It can be a current member of the club, it can also be someone from outside the club. The process is to just review the bank statements, balance sheets and expenses from the previous year. Looking for proper accounting processes are followed. Once they sign off the new team takes over.
I find this step can take time. First you need to find a volunteer to go over the books. Then you need to co-ordinate this with all the people that would be involved. It’s a great way to make sure that nothing has fallen through the cracks and that all expenses have been properly accounted for.
Now the work is almost done! The end is in sight for those that have served their clubs! An excitement builds as the new team is ready to assume office. It’s a great time of year and a busy time of year for Toastmasters! Which ever side you find yourself, enjoy the process!