December Leader Letter

Attract Guests with an Open House

Boost your club’s membership by hosting an open house. Use the free flier and PowerPoint presentation available for download here. Give attendees an overview of Toastmasters International’s 90-year history by featuring this video.

Semiannual Clubs: Update Your Officer List Online

If your club elects officers twice a year, please log in and submit your club officer list for the January-June term by December 31 to earn Distinguished Club credit. When entering your club’s incoming officers, please select the “Future” button. For more information about semiannual elections, click here. Club presidents or area governors may choose to honor new club officers with a pin at an installation ceremony. December special:Purchase a Club Officer Pin Set, which includes a pin for each position, and receive a 10-percent discount by using promo code HONOR 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. This effort will maintain the federal tax-exempt status for each club and reduce the administrative burden on club officers. If your club’s 2014 gross receipts exceed $50,000, please inform World Headquarters by December 31 at 990N@toastmasters.org.

California Club Treasurers: Start Your 199Ns

California-based clubs are required to electronically file the 199N form for the 2014 tax year with the Franchise Tax Board by May 15. In mid-January, club presidents and treasurers will receive filing instructions in an email from World Headquarters. Please email any questions to199N@toastmasters.org.

Place Orders Early This Month

At the end of each year, Toastmasters International conducts inventory at World Headquarters. During this time, orders cannot be placed online and staff cannot process faxed, mailed or emailed submissions. Please plan ahead and submit the following by 11:59 p.m. December 21 (Pacific Time):

• Supply orders
• New member applications and kits
• Charter kits
• Education award certificates (including free manuals from the Advanced Communication Series)
• District orders

Orders submitted by the deadline will be processed and shipped promptly. Any orders submitted after this time will be held and processed on or after January 2.

New PRO Training Webinar

For RAs, DGs, LGETs, PROs and VPPRs who missed the 2014-2015 PRO Training Webinar in October, you can now watch it at your convenience. If you have public relations-related questions, contact pr@toastmasters.org.

Early Deadline for Funds Requests

Please be aware of the early cut-off date in December for district reserve funds requests. If received by 11:59 p.m. December 21 (Pacific Time), requests will be fulfilled in December. Requests made after this time will be processed on or after January 2, and paid in January.

December Inventory and Year-end Expense Accruals Are Due

All districts expecting to have inventory and expense accruals as of December 31 must record this information on the Inventory/Expense Accrual Templates. Please submit completed templates by December 31 to districtfinancialreports@toastmasters.org.

Submit Your Treasurer’s Report

The Mid-year Audit Treasurer’s Report and documentation are due by February 15 to World Headquarters. Please enter information for December 2014 in the district accounting system byJanuary 31. This will allow the district governor, treasurer and audit committee to complete theMonthly Narratives and Certification spreadsheets by the February deadline.

Area Governors to Visit Clubs in January

Area governors help sustain the relationship between clubs and districts through club visits, which are required twice a year. Second-round club visits begin January 1, and reports must be submitted by May 31. When a visit report is submitted online through District Central, a copy is automatically sent to the district governor, lieutenant governors, division governor, area governor and president of the club visited.

DGs and LGs: Get Ready for Mid-year Training

In January, Mid-year Training is hosted by Toastmasters International in seven locations around the world. This training complements District Leader Training held in August. District governors and lieutenant governors will evaluate their progress, make adjustments and build on skills necessary for a successful year. Find training dates, locations and travel information on the Mid-year Training webpage.

It’s Time for Club Officer Training

District leaders: Be sure to inform club officers of their opportunity to develop leadership skills through Club Officer Training, and emphasize its importance as a goal in the Distinguished Club Program. Helpful training materials can be found here.