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There are 2 ways to process new member applications.
Method 1 - Do it online with a credit
card
Note that this method
cannot be used for reinstatements, dual or transfer members since such members are already listed in the Toastmasters database.
The easiest way to add new members is do it
online by
going to the
Club Business section of the TI website, using your club number as "Login" and your club password.
(If you have lost your password, send an
email requesting this to WHQ.) Complete
the new member's details in the online form and then complete the
transaction by having the cost debited to a member's Visa, MasterCard or
American Express credit card.
You will receive an email confirmation of the payment. Please forward this email on to the
so that District 70 can organise advance posting of the new member kit.
Method 2 - Do it using post or fax and a credit card
A
New Member Form 400 must be used. You can download and print a Form 400 here. This method must be used for reinstatements, dual or transfer members and can be used for new members.
A club can submit
payment for each new member by asking for the cost to be debited to a
member's Visa, MasterCard or American Express credit card. (The Form 400
has space for this credit card information.) If using the new member's
credit card, have the member pay the remainder of the Club's normal joining
fee separately to the club. If using a club officer's credit card, the
club should arrange reimbursement when the officer's credit card statement
is received. Ensure you provide the name as it appears on the card, the card
number and the card's expiry date. When completed, you have 3 options
-
Fax the Form 400
(both pages) directly to Toastmasters International
at 0015 1 949 858
1207.
-
Post the Form 400
directly to
Toastmasters
International
P.O. Box 9052
Mission Viejo, CA, 92690,
U.S.A.
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Fax or post the form to the
District 70 Membership Returns Officer. The Membership Returns Officer
will check the form for completeness and then forward it to TI together
with forms from other clubs. Send to
Membership Returns
Officer
113 Manning Road
Woollahra, NSW 2025 (Fax 9327 6103)
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In early March and early September, Club officers will receive an email advising that their club's dues renewal membership list is available on the Toastmasters International website.
This email will include the Club's ID number and password.
After receiving the notification, Clubs can
pay dues renewals online using a credit or debit card. To make the renewal, go to the
Club Business section of the TI website and then log with the club ID number and club password from the email. WHQ accepts
MasterCard, VISA, American Express and Discover. WHQ also accepts
check/debit cards that have a MasterCard or VISA insignia. Once into the
renewal page, select the renewals only option, check the box for each member
renewing and then proceed and complete the payment details. The club will receive an email receipt confirmation and the credit card and
renewals will be processed immediately.
Please Note: Even if all members haven’t paid their dues, you can start the online dues payment process as soon as you have six renewals. After that, you can return to the site at any time and pay for the others as their dues come in. Each club's renewal payment is due at
Toastmasters International, by 1st April or 1st October respectively, but must
be received there no later than the 10th of the month if credit is to be
received for on-time submission.
After completing an online renewal you will receive a confirmation email listing the members who have been renewed. Please forward this email on to the
so that District 70 has confirmation of the renewals.
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Club elections must be
held at the first meeting in May each year. A Nominating Committee
should be appointed to approach Club members for each role. The Past
President is a good choice to chair that committee. The committee should
encourage suitable active members to stand. The committee should present a
report to the last meeting in April.
Elections should be run according to Renton's Guide for Meetings (see Chapter 3.25) and not in accordance with the information in the President's handbook (since that information is based on Robert's Rules of Order). They are normally conducted by the current President. In summary;
- Start with the President and work down.
- For each Office, take the Nominating Committee's nomination(s) and call for further nominations (normally 3 times) and then declare nominations closed.
- If you get 2 or more nominations for an office, stop and conduct a secret ballot.
- With only one nomination, put that to a voice vote and declare the person elected if the majority agree.
- Proceed to the next Office and repeat the procedure.
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You need to separately advise different details to TI and to District 70.
1. For TI, either
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Enter and submit all details online through the
Club Business section on the TI website. This is a simple process, only involving the selection of a member for each office from a drop-down list of members. No contact details need to be entered, since these are already on file for each member. Or
-
Complete the
Club and Officer Information form and send it to,
TOASTMASTERS INTERNATIONAL
P.O. Box 9052
Mission Viejo, CA, 92690, U.S.A.
FAX: 0015 1 949 858 1207
2.
For District 70, either
-
Enter and submit all details on line through the
Entry form on this website, Or
-
Print and complete
the District
70 Directory Form and return it to,
The District 70 Directory Officer
P.O. Box 438
Randwick
NSW, 2031
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Go to the
Club Business section of the TI website and select the replacement member for the role in the Club Officer Assignments section.
If it is the President
or V.P. Education, then also send an email with the same details to
the
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Go to the
Club Business section of the TI website and update the details in the
Club's Meeting Time / Location page.
As well, send an email nominating
the change to the
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Send an email nominating the changes to the
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When you record your club's new officers for a new term, you have the opportunity to nominate a mailing address for the year. This may be an officer's personal address or a Post Office Box. If you need to change this address mid-term, email World Headquarters
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Either
a.
Go to the Club Business Section of the TI website and complete an
application online. Members cannot submit their own applications,
but Club VPEs or other officers can do so on their behalf, verifying the validity of the
award in the process. If the VPE is applying for the award for themselves,
another club officer [excluding the Sergeant at Arms] must submit the
application.
b. Send form directly by mail or
fax to,
TOASTMASTERS INTERNATIONAL
P.O. Box 9052
Mission Viejo, CA, 92690, U.S.A.
FAX: 0015 1 949 858 1207 (If faxing, do not send a duplicate copy by
mail.)
If you have a query
about an award application,
email World Headquarters.
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Clubs should hold
their Table Topics and Humorous Speech Contests between June and
August. Club International Speech Contests and Evaluation Contests
should be held between November and February. In all cases, it is important
that the Contests are held before the date set for the Area Contest. Contact
your Area Governor to check that date.
It is a District recommendation
that judges for Contests at Club level should be selected from within the Club in order to provide training in contest judging for members.
Normally all Club members not entering the contest or acting as an official
should be scheduled to judge. Your Area Governor or an experienced
Toastmaster should be appointed as Chief Judge. The briefing by the Chief
Judge is very important, because this is normally the first experience of
judging that many members will have. Club Contests are the first step in the
training of members to eventually judge outside their Clubs at higher
levels.
Make sure that you have a copy of the Speech Contest Rules (copies are sent to all Clubs each year together with a Speech contest manual)
and that all speakers are eligible. Also ensure that you have all contest
forms which can be purchased from
District Supplies (Judge's Guide and Ballot, Tiebreaking Judge's Guide and Ballot,
Timers Record Sheet and Instructions, Counters Tally Sheet, Biographical
Forms and Eligibility and Originality Form). The Eligibility and Originality
Form for the winner should be passed to the Area Governor after the contest.
Finally, ensure that
you have any perpetual trophies returned and obtain certificates and
personal trophies in good time from
District Supplies.
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These are white
postcards that are sent to the current President each March by Toastmasters
International. If a Club member is not attending the International
Convention in August, then sign the card and send it to the District
Governor whose address appears on the back of the card.
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You should email
Toastmasters International and
request that a duplicate be sent. Only one duplicate may be requested. Proxy
certificates are always sent to the address of the President on record at
WHQ.
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See the District 70 Supplies page as well the page featuring the range of
District trophies.
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The easiest way is to order through TI's online shop.
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District 70 produces 2 newsletters. District 70 E-News is prepared by the webmaster giving information on items on the website. Follow the procedures for adding events to the website and they will be included in E-News.
District 70 News is our newsletter that reports on activities that have taken place in the District. The Editor welcomes welcomes articles, letters, photographs or even short pars
about Toastmasters activities and people. Prepare the information
and save it in Rich Text Format (that is as an .RTF file). Then attach it to
an email and send to the
Alternatively, mail contributions to
District 70 Newsletter Officer
PO Box 5197
Greystanes, NSW 2145
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See this TI summary of Discipline and Termination policies and procedures. |
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Members and Club or District Officers can record a personal change of address or other contact details online
at this
TI page. This is where a member can check and change their profile, but it requires the member to log in with their member number and password.
Club Officers can also update a member's address or other contact details online. To do this, go to the Club Business Section of the TI website and choose View/Update my Club's Membership Roster. There are 2 options. Edit Address or Edit other Contact Information.
Alternatively, send an
email to
addresschanges@toastmasters.org.
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If you
have questions or need help from World Headquarters, use the appropriate
email link on this
TI contact page.
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Download and read this
TI step
by step guide on How to Build a Toastmasters Club. Also download
an Application to Organise form. After studying these,
to advise details of your proposed project and to ascertain what assistance
District can provide.
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The District operates under the Toastmasters International District Administrative Bylaws and has adopted further ongoing polices to govern its operation. These consist of resolutions passed by the District Council. They are collected together in a document known as the Continuing Motions. This document is also included in the Agenda and Report book for the 2 meetings of the District Council held each year. |
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Download and complete this
Toastmasters Club Supension Resolution. Also
to advise details of your proposed action.
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See
details about the Ralph
Smedley Fund and making a donation. All amounts quoted are in $US and
donations should be in the form of a $US Bank Draft.
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District 70 has a $20,000,000 public liability policy that covers official
District and Club functions.
You can print out a copy
of the Certificate of Currency to show to 3rd parties on request. Details of the policy coverage can be viewed here.
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No. As
a non-profit body with a turnover of less than $150,000 per annum, there is
no requirement for a Toastmasters Club to register for GST and Clubs
should not do so. Thus GST should not be charged on items like fees.
However, Clubs cannot recover any GST charged on purchases such as meals or
room rent.
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The
Australian Taxation Office (ATO) has traditionally ruled that Toastmasters Clubs are exempt from income tax under paragraph 23(e) of the Income Tax Assessment Act. The exemption under paragraph 23(e) is because
a Toastmasters Club is defined as a public educational institution operating as a non-profit organisation. However, clubs must adopt a special Bylaw to guarantee this status (see next question)
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Article XI, Sec.2 of the standard Toastmasters Club Constitution does not
comply with Australian tax laws. For Clubs in Australia to maintain their non-profit status and maintain their income tax exemption, each Club must adopt the following amendment to its Club Bylaws.
Article VIII
In the event of dissolution of this Club, the distribution of the Club's remaining funds under Article XI, Section 2, of this Club's Constitution shall be made by contribution to another Australian Toastmasters Club or Australian Toastmasters District.
Also Clubs should modify Article VI, Rules of Order to insert Renton's Guide for Meetings as their authority for meeting procedure.
All changes to a Club's Bylaws should be recorded in the
Club Business section of the TI website. Your currently adopted Bylaws can be viewed there provided that previous Club Officers have updated them in the past.
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The
Australian Business Number (ABN) is the single identifier that businesses
and non-profit organisations use to deal with the ATO and other
organisations. A Toastmasters Club is an entity carrying on an enterprise
and as such can register for an ABN. To paraphrase the ATO information,
the fact that activities of a Club are limited to supplying educational
services to members of the Club does not prevent those activities being
regarded as being in the form of a business.
Although Toastmasters Clubs are not registered for GST and are income tax
exempt, many do find it necessary to have an ABN to facilitate conduct of
their affairs. For example an ABN is necessary for a club to register a club.org.au domain name for a Club website. An ABN is also required when a Club has to raise invoices in
cases such as;
-
For
members whose fees are paid by their employers.
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For Speechcraft
students whose fees are paid by their employers
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Clubs that are also sub-Clubs of venues such as RSL or Catholic Clubs and
who receive grants from their host body
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Clubs that receive a grant from a local government or other organisation.
In all
these cases, it is much easier for the paying body to provide the funds if
they receive an invoice quoting an ABN. Otherwise they are required to
withhold 48.5% of the payment unless they can be satisfied that the whole of
the payment is exempt income. While it is, experience has shown that it is
very hard for Clubs to satisfactorily prove this. Quoting an ABN removes all
difficulties.
It is important to note though that such invoices are not TAX INVOICES and
should not be called such. A Tax Invoice is one that includes a GST
component and Toastmasters Clubs do not charge GST.
You can check this ABN look up page to see if your club already has an ABN.
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A Club
register for an ABN on the Internet.
In
completing the Australian Business Register online form, select the following answers;
For
taxation purposes -
Company, Partnership or Other Organisation
Type of organisation - Other unincorporated entity
Resident of Australia for tax purposes -
Yes
Exempt for income tax purposes -
Yes
Non-profit organisation -
Yes
Registration for other options such as Deductible gift recipient -
No to all
You
will be asked to supply the name, date of birth, Tax File Number and contact details
of at least one officer, known as the Other Incorporated Entity's Associated Individual, normally the person lodging the application. Don't nominate further associated individuals such as other club officers unless you have all their personal details as well. However, lodging the details of 2 or more officers will assist if the club's details need to be changed as members move on.
You must also nominate a place of business that is not a Post
Office box, again normally the address of the person making the application. There is no obligation on any nominated members. It is just a case of showing that a real person known to the ATO is making the registration.
Reason for application - Other circumstances, explaining why you want an ABN
Main industry - Education and training
Main activity - Providing
training in communication and leadership skills
Because Toastmasters Clubs do not employ people, engage contractors or do
any other activity that may cause a PAYG obligation to arise, there is no
need for a Club to submit either a tax return or an Instalment Activity
Statement (IAS) after you receive an ABN.
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District Officer Information Toastmasters
International District 70
Revised:
11 February, 2010
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