The Club Treasurer is the club’s accountant. They manage the club’s bank account, writing checks as approved by the Club Executive Committee, and depositing membership dues payments and other club revenues. The Club Treasurer is also in charge of submitting membership dues payments to World Headquarters (accompanied by the names of renewing members), filing necessary tax documents, and keeping timely, accurate, up-to-date financial records for the club.
Though the Club Treasurer’s duties are usually not the most demanding of all the club leadership positions, the consequences for members can be serious when they are not completed accurately and on time.
Club Treasurer Responsibilities
Oversee Accounts
Prepare and oversee the club budget.
Create the budget at the beginning of the Toastmasters year in conjunction with the Club Executive Committee.
Report on the club budget as needed at club and Club Executive Committee meetings.
Manage the club bank account.
Reconcile deposits, expenditures, and cash on hand each month.
It is the responsibility of the individual clubs to determine the tax filing or other legal requirements in their city, state, province, and/or country and to file proper forms as appropriate.
Transfer club financial information to the incoming Treasurer.
Collect Membership Dues Payments
Prepare and send membership dues statements to members by September 1 and March 1.
Ensure all membership dues payments are submitted to World Headquarters on or before October 1 and April 1. If the club is Self-Pay-enabled, encourage members to submit their payments via the Toastmasters website.
Collect separate club dues and fees as designated in the club’s Addendum of Standard Club Options.
Remind members that it membership dues are paid late, they may not be eligible for speech contests, education awards, or club recognition in the Distinguished Club Program. In addition, they will not have access to Base Camp until their dues are paid.
Paid: A member whose Toastmasters International membership dues payments have been processed by World Headquarters for the current dues period.
Unpaid: A member whose Toastmasters International membership dues payments have not been processed by World Headquarters for the current dues period. Unpaid members are not considered to be in good standing by Toastmasters International.
Note that all current club officers can easily and conveniently submit materials, such as membership applications and membership dues payments, and enable Self-Pay, through Club Central.
The Club Treasurer may need to determine other options for collecting funds and maintaining club finances as traditional methods may not be viable for clubs that meet online.
Pay Bills
Write checks to disburse funds as necessary for club activities.
Pay for the Club Secretary’s purchase of club materials and equipment, such as ribbons, lecterns, and promotional materials.
Receive and pay bills from Toastmasters International.
Pay recurring bills, such as for meeting places and meals, as authorized by the Club Executive Committee Keep clear, accurate records of all club financial transactions.
(Source: https://www.toastmasters.org/resources/club-leadership-handbook)