SERTOMA CLUB MANUAL Table of Contents

SERTOMA CLUB MANUAL Table of Contents Sertoma Information for clubs concerning their Sertoma relationship, including tax and insurance issues, protocol and parliamentary procedures Board & Officers Information for current and future leaders on the function, role, and how to fulfill the duties of the board and officers Committee Structure Information on how to establish effective committees, as well as a description of the roles and responsibilities of committees that make a club work, with a focus on the Big-3 – programs, sponsorships, membership Growth & Retention A guide for the membership committee or others working on membership development for the club and Sertoma Mission Activities A guide for Sertomans working on fulfilling our mission of service – includes information on all Sertoma sponsorship programs, how to support your national charity and local options for the club Fundraising A brief overview of key issues as your club develops and implements events or charitable solicitations in support of your sponsorship efforts Public/Media Relations A guide for the PR committee or others who work to increase the awareness of your club in the community Awards & Reports The guidelines and forms for all award programs and required reports to Sertoma Headquarters Governing Documents The Bylaws, Policy Statements and Procedures that determine how Sertoma is to function and make decisions Resources Glossary of Terms 1 2 SERTOMA Table of Contents Introduction to Sertoma We Are Sertoma Visiting Representatives Divisions & Meetings Sertoma Protocol & Ceremony Toast to All Sertoma Nations Sertoma Song Pledge to All Sertoma Nations Sertoma Prayer Meeting Room Layouts Sertoma Ceremonies Sertoma Convention Banquets U.S. Flag Protocol Sertoma Club Legal & Tax Status Issues Incorporation Internal Revenue Service Tax Status Tax Exemption Letter (501(c)(3) Sertoma Insurance Programs Claims Procedure Loss Control Insurance Certification Information Form Certificate of Insurance Request Special Events Application Liquor Liability Application Incident Report - Special Event Indemnification Agreement - Special Event Comprehensive Safety Checklist - Special Event Parliamentary Procedure Tips for the Presiding Officer How to Manage Meetings Methods of Voting Adjournment Parliamentary Procedures at a Glance Code of Ethics History of Sertoma 3 INTRODUCTION TO SERTOMA This is the most important resource available to your club. A compilation of informative, educational and procedural source materials, it is an excellent guide for those selected for an active leadership role in the club. This material is based upon almost 100 years of service club experience by thousands of men and women. With this information, club officers, board members, committee chairpersons, and members at large can quickly begin to acquire the skills necessary to inaugurate and maintain an effective administration. Review the materials carefully. Understand the concepts and philosophy of leadership. If you have not previously enjoyed this opportunity in a comparative organization, do not hesitate to contact Sertoma leaders for assistance. Your professional staff at Sertoma Headquarters is also ready to be of service. Best wishes for a most successful leadership experience! As you prepare for this special experience of being an active Sertoma leader, it is essential that we review the basic purposes of a Sertoma club, outlined as follows: • To promote acquaintance, friendship and fellowship as an opportunity for service. • To encourage and foster the idea of service and to provide opportunity for its members to be of service to youth, to the less fortunate and to the community. • To create higher business and civic principles and to promote cooperation in all business and civic affairs. • To provide, through its club meetings, opportunities for the full and free discussion of matters of public interest. • To promote, in every way, the freedom of individuals and the maintenance of the principles of free enterprise; to encourage good government and good citizenship; and to further mutual tolerance and understanding among all people. From time to time, you may want to take a few minutes to review the purposes with members of the club. We Are Sertoma! Sertoma is a civic organization represented by successful men and women, civic leaders who are dedicated to volunteerism and SERvice TO MAnkind. Based in Kansas City, Missouri, the organization was founded on April 11, 1912. Over the years, individual members have brought forward their talents and joined the collective experiences of thousands to chart a unique course of action for community service. As the parent organization, Sertoma helps clubs increase the effectiveness of their community service activities. Annually, Sertoma clubs sponsor thousands of moneymaking projects, raising in excess of $20 million, which is applied to a myriad of SERvice TO MAnkind sponsorships throughout the calendar year. Sertoma operates under a well-integrated structure. Clusters of individual Sertoma clubs are brought together under the umbrella of a District. The District is the principal unit of the organization. 4 The Governor is the lead volunteer in the District and is responsible for furthering the interests of Sertoma, counseling club officers and promoting the building of new clubs in the District. The new Governor is installed bi-annually at the District Convention, which is held in conjunction with the Regional Convention. The Governor has several roles; the first is to be of service to the club. The Governor is in a position to pass along a great deal of assistance and wisdom, generally based upon experiences gained over a period of time. Second, the Governor monitors a club’s progress. The District leader is vitally interested in your club’s achievements and community standing. The Governor will share with club leaders specific advice on avenues that might be explored to further enhance the organization. Groups of Districts geographically located represent Regions. Each elects a Director who serves as a member of the Board of Directors of Sertoma. There are seven Regions in Sertoma. Mexico Sertoma clubs function as an affiliated, independent organization, supporting the clubs of Sertoma Nacional. The Board of Directors of Sertoma is composed of the Executive Committee, the seven Directors elected by Region, and three Directors elected At-Large. The Executive Committee is represented by the President, Chairman of the Board (the immediate Past President), President Elect, Vice President, Treasurer and the Executive Director, who serves as the Secretary. The Executive Director is an ex-officio member of the Board of Directors. Sertoma Headquarters is located at 1912 East Meyer Boulevard in Kansas City, Missouri, 64132. Office hours are Monday through Friday, 8 a.m. to 4:30 p.m., Central Standard Time. A professional full—time staff is dedicated to the organization’s administration and provides services to members, clubs, Districts and Regions. A listing of staff and related responsibilities may be found on the Sertoma Web site www.sertoma.org. Visiting Representatives Your visiting representatives include the President, President Elect, Junior and Senior Vice President, Treasurer and Executive Director, as well as the Directors and District Governors. Each should be afforded all courtesies. Wherever the official duties of the office take them, see that the representatives are properly welcomed upon arrival. If required, see that housing, transportation and publicity of the visit is taken care of in advance. Provide for your guests at the head table, if there is one, recognize them and, if appropriate, give them the opportunity to speak. In consideration of time and travel expense involved, the attendance of the visiting representative at a club or District event should be more than mere attendance at a meeting or an address before a group. It calls for him or her to spend the day, or a good part of the day, in the community in which the meeting is held. Whenever possible, he or she should meet with the club board of directors and hold conferences with the president and other officers and with available committee chairpersons. By these means, where there is the need, assistance and counsel may be rendered by a visiting representative. The Sertoma Headquarters staff can assist you with any protocol issues should you have questions. 5 Visiting Representative Travel Expenses Members of the Board do not have an expense account available to defray the cost of trips to club and District functions, except when Sertoma specifically assigns them to a Region meeting. Consideration of this should enter into planning when these individuals are invited to participate, and financial arrangements should be made as appropriate. Depending on the dues structure of your District, your Governor may or may not have an expense budget for travel to club meetings and events. If in doubt, contact the Governor or Sertoma Headquarters for clarification. Sertoma Headquarters Our dedicated staff works every day to help our clubs and members. Take advantage of the talent and experience of these professionals. If you have a staff member visiting your club, make sure he or she is given appropriate recognition at your meeting. Feel free to share with the staff any concerns you may have. A listing of staff and related responsibilities may be found on the Sertoma Web site, www.sertoma.org. Divisions & Meetings The District The District is the direct link between your

Load more