At Tongue Tamers we hold elections for Club officers twice a year, once in December and once in late May or early June. This is to ensure that the Officers know which post they hold; in time for the LACE Training that usually takes place in January and June.
- Any club member can stand for any officer’s position except the Club President: after standing for two consecutive terms, the President must stand down for at least one term before becoming eligible again.
- The topic is usually raised at an Officers meeting and a date is chosen for the election. That date is usually announced at a club meeting at least two weeks before the election. Members are also notified by e-mail.
- Any member who wishes to stand for any position should inform the Club President or the Club 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.
- On the day of the election, the regular meeting will finish about fifteen minutes early to allow the elections to take place. The elections may be chaired by the Club President, Immediate Past President, or any other officer. If an existing officer (including the President) is chair, they must recuse themselves while any position for which they are standing 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 that there is a quorum present (over 50% of active members).
- The Election Chair announces the names of the people who have put their names forward before the meeting. People who have nominated themselves in advance do not need to be present at the election. The Chair then asks if there are any people present, who wish to put forward their name. Finally, the Chair asks if two members would like to nominate and second a person for the role. The nominee 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 is a secret ballot. If more than one candidate ties for the most vote, there will be a secret, run off ballot between the top candidates. If there is still a tie, the result will be decided by the chair.
- 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’s roles are filled.
- It is possible for two members to jointly fill an officer’s role; however, 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 notifies Toastmasters International of the new roster of Officers.
- Officers meetings, which are open to all members, are usually held once a month, although the exact schedule is at the discretion of the Club President. Because everybody has a busy schedule, it is usually very difficult to find a day when everybody can be present, so it is better to arbitrarily choose a day (e.g. after the second club meeting every month) and stick with that.