The charter process is not difficult providing you have the "inside tips" and good penmanship :) Anyone involved in starting the club can complete this paperwork -- however the signature of the club secretary will be needed. Follow the steps below.  if you are stuck anywhere, contact me at lgm@district31.org or 781-233-9134 and I will help you through it.

Collecting Memberships

It is best practice to ask members to complete their charter membership applications (see step 3 part B) and collect a check or credit card number from them ASAP.  HOLD these until you have 20 or more paid members.  Once you have 20+ paid members, proceed to step 2.

Step 1: Application to Charter

If you do not already have the 20 paid members, but confident that you will get them after a number of meetings, start with the application to charter.  Therefore your members will get their Toastmasters material and can get the most out of the meetings.  You will also be assigned a club number at this point.

If you do have 20 paid members then this still needs to be filled out, just the charter process will be one step instead of two.

Download and print:

http://www.toastmasters.org/NonNavigableDocs/ApptoOrganize.aspx

1. The "correspondent" can be anyone involved in getting the club going.
2. most likely your club will be a company club if primarily made up of company employees
3. sponsoring club - leave this blank
4. sponsors/mentors - leave this blank... these will be addressed later after the club charters

Download and print:

http://www.toastmasters.org/pdfs/Part-A-2005.pdf

Things you should know:

1.  term of office - keep it annual
2. leave club number blank unless you have been assigned one and you know it
3. we are in district 31
4. club website and email you can update later online

Step 3: Part B

Charter members do NOT fill out the standard application forms.  They should fill out the form in the document below (3 per page).  This is because the regular app forms will state that a prorated membership fee is due rather than the full $27.  Charter members pay the full $27 and *their next membership payment gets prorated*.

Download and print:

http://www.toastmasters.org/pdfs/Part-B-2005.pdf

Things you should know: 

1. TI (Toastmasters International World Headquarters) only needs the "Charter Membership Roster and Mailing List" -- the pages with 20 spaces on it for member information
2. Print as clearly as possible.  Charter certificates will be generated from this list and it is a royal pain to get new certificates issued with correct spelling.
3. If you are chartering with more than 40 members (well done you!), then just print out and extra page of this form and renumber 21-40, 41-60.
   
   Step 4: Bylaws

    

    

   This is easier than it sounds.

    

   Download and print:

    

   http://www.toastmasters.org/pdfs/Part-C-2005.pdf

    

   Things you should know:

   1. II.2 - leave blank if don't understand
   2. III.1 - this is usually $
   3.  III.2 - charge $27 unless you want members to pay for club extras (like supplies, food, etc). Dues paid per 6 months and due on or before 4/1 and 10/1
   4. III.3-5 - usually $0 for all
   5.  IV.3 - put "once per month"
   6. V.1-2 - leave blank if none
   7. V.3 - keep it full year terms for now

    

   Step 5: DISTRICTED Remittance notice

    

   This part can be used as an invoice or to generate a PO for some organizations.

    

   Download and print:

    

   http://www.toastmasters.org/pdfs/Part-D-2005.pdf

    

   Step 6: Group Exemption Authorization

    

    

   Simple.

    

   Download and print:

    

   http://www.toastmasters.org/IRS_Letter.aspx

    

   You're DONE!  Now, make copies for yourself, and send one copy to:

    

   TOASTMASTERS INTERNATIONAL

   PO Box 9052

   Mission Viejo, CA  95690

    

   ** If you are paying by credit card and do not have checks included, Fax it to them:

    

   Fax: 949-858-1207

    

   ** VERY IMPORTANT: Once this has been completed, send me an e-mail at lgm@district31.org so I can follow up with TI to ensure they received everything and all is in order.  Once they get everything, it should be processed within a week.

    

   Note: Any checks older than 6 months will have to be reissued before being submitted to TI.