January Leader Letter

Attend Club Officer Training

The second round of Club Officer Training is underway! Don’t miss this invaluable opportunity to develop as a leader, share best practices and network with your fellow club officers. Most importantly, at least four club officers must attend the district-sponsored training for your club to achieve Goal 9 in the Distinguished Club Program.

Review Your Distinguished Club Program Goals

As we near the halfway mark of the program year, many clubs are on the way to earning Distinguished recognition. Check the Distinguished Performance Reports dashboard to gauge your club’s progress toward its DCP goals. Review your Club Success Plan to see if adjustments are needed. An online version of the Distinguished Club Program and Club Success Plan is available.

Review Month-end Closing Dates

To ensure your submissions are received and processed on time, regularly check the month-end closing dates. You’ll find reporting date deadlines for items such as education award applications, membership applications, club charter documentation and club coach appointments. Please note: Closing dates are not always the last calendar day of the month.Email us if you have questions about your submissions.

Is Your Club Easy to Find?

Help prospective members find your meeting location: Update your club information online and include a current phone number and email address.

Celebrate Your Mentor

Surprise your mentor with a Toastmasters Mentor Pin and show your appreciation.January special: Receive a 10% discount when you use promotional code MENTOR at checkout.

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 2014 tax year. However, if your club’s 2014 gross receipts exceed $50,000, inform us by email.

California Club Treasurers: Watch for Tax Email

California-based clubs are required to electronically file the 199N form with the Franchise Tax Board by May 15, 2015, for the 2014 tax year. Club presidents and treasurers will receive an email from World Headquarters in mid-January with filing instructions.

See You at Mid-year Training

It’s time! Attending Mid-year Training is one of the many important things you do as district governor or lieutenant governor. You will build on the training you received at the International Convention, learn new leadership skills and develop strategies to ensure your success in the Distinguished District Program.

Have You Submitted Your Inventory and Expense Accruals?

The Inventory and Expense Accrual spreadsheets were due December 31. If you haven’t sent them, please email your completed spreadsheets as soon as possible.

District Treasurers: Complete the Mid-year Audit Treasurer’s Report

Please provide your audit committee with supporting documentation for July through December 2014. Doing this early allows the committee to complete the Mid-year Audit Treasurer’s Report by the February 15 policy deadline. Before running reports for the certification page and narratives, confirm that your district accounts are reconciled through December 2014 and closed by World Headquarters. Be sure to include signatures of the district governor, treasurer and audit committee members on the
Monthly Narratives and Certification spreadsheets, then email your report to us.

Maximize VIP Visits

If you have been notified that an international officer or director visit has been scheduled for your district, it’s important to plan ahead to ensure your time together is well spent. Begin your preparation by reviewing the District Visits webpage and clicking on the appropriate visit type. Invite your visitor to participate in the district conference, corporate recognition visits and new club-building opportunities, and include your public relations officer (PRO) in planning media interviews. For questions, please email us.

Review Protocol for Campaigns and Elections

Attention district governors: By now, your District Leadership Committee is seeking 2015–2016 district officer candidates. To ensure successful elections, please follow the procedure outlined on the nominations and elections webpage and in Protocol 9.0: District Campaigns and Elections in the Governing Documents.