At Tongue Tamers, we hold elections for club officers twice a year, once in December and once in May.
- Any club member may run for any officer position. However, after two consecutive terms, the President must stand down for at least one term before becoming eligible for the same position again (she or he may run for a different role).
- The topic is usually raised at an officers’ meeting and a date is chosen for the election. That date is usually announced at a regular club meeting at least two weeks before the election. Members are also notified by e-mail.
- Any member who wishes to run for any position should inform the Club President or the Immediate Past President. You may put your name forward for multiple positions, but you can only hold one position at a time: once you have been elected, you must remove your name from the election for all other positions.
- The elections will take place at a regular club meeting. They may be chaired by the Club President, Immediate Past President, or any other officer. If an existing officer (including the President) is chair, she or he must recuse her- or himself, while any position for which they are running is being decided.
- The elections for each position are held in the following sequence:
- VP Education
- VP Membership
- VP Public Relations
- Sergeant at Arms
- The Election Chair determines if there is a quorum present (over 50% of active members). Members that have not attended any of the past three meetings are considered inactive for quorum purposes. If no quorum is present, the election will be postponed to the next meeting, at which a quorum can be reached.
- The Election Chair announces the names of the candidates who have put their names forward before the meeting. Members, who have nominated themselves in advance, do not have to be present at the election. The Chair then asks for each role separately, if there are any candidacies from the floor. The nominee from the floor must be present and has the opportunity to respectfully decline. At that point, the list of candidates is closed.
- All candidates have an opportunity to give a short (1-2 minute) campaign speech, if they wish.
If there is only one candidate for a position, the election can be decided by a show of hands. If there is more than one candidate, there will be a secret ballot. If two or more candidates tie for the most votes, those candidates will be given another opportunity to speak, followed will be a secret run-off ballot between the top candidates. If there is still a tie, the Election Chair may cast the deciding vote. The final vote count will be disclosed.
- Once a candidate has been chosen, his or her name is removed from the election for all subsequent positions.
The same steps are followed until all the officer roles are filled.
- It is possible for two members to jointly fill an officer role, but Toastmasters International will only give credit to one of these officers. The assistant/co-officer should use this time to prepare to hold the office next term.
- Once the results are finalized, the current Club President notifies all club members by email as soon as possible. In addition, the Club Secretary (or any other designated officer) will update the officer list on Club Central, the Toastmasters International online portal.
- Officers’ meetings are usually held at the third Thursday of each month, from 6 – 7 p.m., at our regular meeting place, although the exact schedule and location is at the discretion of the Club President. The President will notify the officers and other members accordingly, prepare a meeting agenda in advance, and give the other officers the opportunity to provide input. At the officers’ meetings, decisions are made pursuant to seconded motions. While the officers’ meetings are open to all members, only current club officers are eligible to bring a motion and vote. A quorum of 50.1% of all club officers must be present for a vote to be binding.