Toastmasters Speaking Elephants Club Rules

Toastmasters Speaking Elephants Club Charter


1. The educational program is based on that of Toastmasters International.

2. The club is a non­profit organization.

3. The Speaking Elephants Toastmasters Club (SETMC) is a part of the international non­profit organization Toastmasters International (TI) and is registered as club number 1174825.

4. The club has its own webpage:, Facebook fan page: and an Easy Speak web page:

5. Club meetings are held in English.

6. The club is an open club, i.e. visitors are welcome to attend the meeting and eventually become members.

7. Meetings are held on a weekly basis in the evening– on a day decided by club members.

Budget & financing

8. The club membership fee amount is decided by the club members.

9. Semester fee amounts 240PLN per member and most of it is transferred to Toastmasters International. Since the amount sent to US is in US$, the exchange rate PLN/US$ will affect the PLN amount that needs to be transferred.

10. The remaining amount (after paying TI fees) is for transferred to the club account which is later spent as club decides.

11. The Executive Commitee decides on the annual club budget.

12. All members share responsibility for the effective functioning of the club and each member has an equal vote when it comes to decide on the most important decisions in the club.

Executive Board

1. The Executive Board is created to make club decisions more effectively and includes the following positions:

a. President

b. VPE ­ Vice President of Education

c. VPM ­ Vice President of Membership

d. VPPR ­ Vice President of Public Relations

e. Secretary

f. Treasurer

g. Sergeant of Arms

h. Mentoring Officer

2. Definitions and responsibilities of all Executive Board roles are stated in the Toastmasters constitution, except for the definition and responsibilities of the Mentoring Officer role which are stated in Speaking Elephants Toastmaster Club Rules.

3. If a member from the executive board resigns from role, all remaining members of the Executive Board are equally responsible for finding a replacement.

4. The term for members on the executive board lasts for 1 Toastmasters Semesters, i.e. 6 months.

5. In the area of its competences ­ The Executive Board takes decisions with a simple majority of votes keeping quorum.

6. In the area of decisions that relate to all members ­ Executive Board establishes voting keeping quorum.

7. The immediate past President has an advisory vote and he/she helps maintain club tradition and culture and also conducts elections for the new board.

8. Board meetings take place monthly.

9. All club members may attend Board meetings.

10. If any member of the executive committee is absent (without excuse) from more than 2 consecutive executive board meetings, he or she is considered to be replaced by another member from the club.


1. The Club works as a supportive team. This means other members depend on each other to grow as communicators and as leaders. Leaders, thus all members are expected to actively and regularly participate in meetings and take up roles ­ not only prepared speeches.

2. When signing up for a role members should firmly commit to it. If for any reason he/she cannot attend that meeting, he/she should:

a. find a replacement from among other members, and

b. inform the VPE immediately.

3. By regularly attending meetings, members will generally receive more attention and growth opportunities. To benefit from the it, members must be present.


1. Full membership gives access to all opportunities and activities in the club, as well as all educational materials prepared by Toastmasters International.

2. Membership requires paying the entry fee (which amounts 90 PLN) and later regularly paying Club dues. Current due amounts are always communicated by the Treasurer.

3. The membership fee amounts to 240PLN per semester­ that is 40 PLN per month. Joining in the middle of a semester results in paying a prorated membership fee accordingly to the number of full months until the end of current Toastmaster’s Semester.

4. Toastmaster Semesters last 6 months and end on September 31 and March 31.

5. Members who fail to pay club dues within the deadline defined by Toastmasters International will be considered a Guest, however this former member can renew his membership fee at any time provided the above mentioned rules (40 PLN per each month till end of current Toastmaster semester) are upheld.

6. It is possible to be a member of multiple Toastmasters clubs, in which case duties must be paid to each club.

7. Executive board members are eligible for reimbursement of costs of travel to domestic Toastmasters Leadership Institute (TLI) up to 100 PLN per event.

8. Official representatives of International Speech, Humorous, Tall Tales, Table Topics and Evaluation contests are eligible for reimbursement of cost of travel up to 100 PLN per event.

9. Guests are welcome to join club meetings and participate in the warm­up, table topics and meeting closing activities.

Inactive Membership

1. Being “active” means having attended at least 4 meetings in the last 2 months.

2. An inactive Member does not have the right to perform speeches, unless explicitly requested by the President or Toastmaster of the evening. Inactive Members also may not hold office, do not have the right to vote on club business and do not count towards the quorum of club membership. They may, however, participate in club discussions and serve as evaluators.

3. The status of “Inactive Member” is given by majority vote of the Executive Committee to those paying members whose attendance dropped below the threshold described in rule (1). The VPM reviews attendance records before meetings where a quorum is required, and reports such members to the rest of the Executive Committee to vote on.

4. Following deactivation, the VPM will inform the affected member of their status; the VPE will remove them from all reserved slots in the speech roster, and in the case of Executive Committee members, they will be removed from office.

5. Upon resuming regular attendance and meeting the criteria of rule (1), an Inactive Member may request the Executive Committee to move him or her back into active membership. The Executive Committee then decides by majority vote.

6. Additionally, PRE, VPE, VPM can decide to change the status of inactive member to an active member after they are present on 2 regular meetings. The person who decides to change the status of the inactive member informs the Executive Committee as soon as possible.


1. The Mentoring Officer takes care of the mentoring process in the club and is responsible for connecting Mentors with Mentees and training Mentors to fulfill their duties correctly.

2. Mentors explain club rules and customs, and help new members prepare for the first Pathways projects.

3. New club members should select a Mentor soon after joining. The VPE or Mentoring Officer will assist in that process.

4. Mentors must have completed at least 5 speeches of the Competent Communicator manual.

5. It is advised that Mentors be connected with Mentees for at least 5 speeches of the Competent Communicator or two levels in Pathways.

6. Mentors and Mentees can change.

Development Program

1. Education at the Club follows the program prepared by Toastmasters International and is available:

1.1 For members joining from May in Pathways Program; and

1.2 For members who joined before June before Pathways program as well as in traditional program in a set of manuals, divided into two paths:

a. Communication path, starting with Competent Communicator and three Advanced communication stages, and

b. Leadership, starting with Competent Leader, and two Advanced communication stages.
The deadline for submitting projects from traditional program in June 30, 2020.

2. The two educational paths are complimentary. While the Communication program will teach how to transfer ideas to others, the Leadership program will teach how to help others reach their goals. Member gets the most benefits when they pursue both paths simultaneously:

a. every speech that members present to the Club should be connected to one of the Communications projects,

b. every role performed at the Club should be evaluated as one of the Leadership projects.

c. on special occasions PRE and VPE allows exceptions.


1. As a general rule, members may give a speech no more frequently than every other meeting, to allow everyone equal access to speaking opportunities.

2. Members may sign up to be a backup speaker – i.e. give a speech in case one of the planned speakers resigns. In this case, the frequency restriction mentioned above in (1) does not apply and ­ and bypassing rule (1), provided the member:

a. is absolutely sure he/she will attend the meeting,

b. prepares as if he/she had a regular speaking slot, and

c. is ready to make the speech even if informed just minutes before the meeting.

3. Members may be denied a speaking opportunity if they don’t attend meetings regularly or don’t take other roles.

4. Members should choose an evaluator themselves, from any of the eligible members in the club (see Role Eligibility rule 1), and communicate the name to the VPE before the meeting. If a speaker is a new member or do not know whom to choose, he/she asks his Mentor, VPE or Mentoring Officer for advice.

5. If the planned time of speech exceeds 10 minutes, a speaker must informs the VPE at least 2 weeks before the scheduled meeting to allow for proper planning. Failure to do so may result in having the speech removed from the agenda.

Role Eligibility

1. Some roles during the meeting require more experience than others. Hence, these general eligibility rules apply when signing up for a role:

a. Timer, Grammarian, Ah Counter, Body Language Evaluator ­ no restrictions,

b. Table Topics Master ­ after attending at least 4 meetings,

c. Evaluator ­ after presenting at least 4 Competent Communicator projects,

d. Toastmaster ­ after attending at least 8 meetings,

e. General Evaluator ­ after attending at least 10 meetings and having performed every other role at least once.

2. Exceptions to rule (1) may happen, depending on the situation, and will always be decided on by the VPE or PRE.

3. You can perform one and only one role during a meeting, unless approved otherwise by the VPE or PRE.

Media & Publicity

1. All video and audio recordings as well as photographs made during meetings may be published online and in other media, for personal use as well as to promote the club. If a member doesn’t wish to have these images published, inform the VPPR.

2. Members must not use the name of the Club or Toastmasters International to promote any events or organizations unrelated to Toastmasters.

3. Member may not promote or conduct any commercial or political activities within the club.

These Rules were presented to and approved by vote of Club members on May 22, 2012. Amended and approved by vote Club Members on February 15, 2016.

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