SERTOMA CLUB ORGANIZATION

Board of Directors

View/print related forms in PDF format:
Form 115: Membership Information Form.
Form 116: Quarterly Activities Report.
Form 130: Club Officer Reporting Form.

The board of directors is the governing body of a Sertoma club. It is composed of the elected officers and directors. The immediate past president of the club presides at its meetings as chairman of the board. It should be noted that a club's success depends upon the commitment of members, the leadership, and upon how well the board of directors functions. The board guides the club through the group thinking process that should reflect the opinions of all board members. The process works most effectively when each board member:

• States his/her opinion clearly and at the appropriate time.
• Considers the thoughts of all other board members.
• Is willing to modify and pool personal opinions.
• Seeks to keep the discussion moving in a productive fashion.

Board members must be sensitive, as well, to community needs. They must also actively participate in the club's fundraising activities, as well as its Sponsorships. To effectively lead the organization, the members of the board must become familiar with the club's history. They must have a working knowledge of the constitution, bylaws, and policy statements. Since the budget is key to effective administration, they have relevant responsibilities in this most important area.

Responsibilities of the Board

The board is responsible for club policy with practically all business and the general operations of the club handled at the board meetings and by the board. Non-board members may attend meetings of the board of directors. They may also comment upon issues before the board. However, only board members may vote on matters presented for board consideration.
The elected board of directors has a variety of specific responsibilities, which include the following:

• Assist the president in developing and maintaining the club plan
  of action.
• Calling for an audit of the club's books for the previous
  administrative year.
• Develop, approve and monitor the club budget.
• Formulate a growth plan for the year.
• Consider the eligibility of proposed members.
• Formulate appropriate club policies.
• Consider long- and short-term plans for the club.
• Receive, evaluate and act on various committee reports.
• Activate all of the club committees.
• Counsel the president in all club matters.
• Ensure fiscal responsibility in all areas.
• Identify club problems.
• Cause for prompt remedial action of any irregular situation.
• Ensure that every member is involved in the club.
• Be responsible and accountable.

Executive Committee
The officers: president, president elect, chairman of the board, secretary, treasurer, vice presidents, and the sergeant-at-arms usually form the executive committee. The actual structure is defined in the bylaws of the club. It is their responsibility to work together in harmony and as a unified team. The executive committee should meet from time to time, on a schedule that it is comfortable with, and at the call of the president. Generally, they will discuss or handle business items of an urgent nature that may surface between regular board meetings. The panel must be particularly vigilant to matters of fiscal responsibility and those relating to personnel.

Chairman of the Board
The immediate past president of a Sertoma club continues to serve the organization as chairman of the board. As such, the chairman presides at each meeting of the board of directors. The experience and knowledge gained by the chairman are valued resources for the new club president. The chairman of the board and the president will find a need to work closely, especially when it comes to developing the agenda for board meetings.

This unique partnership is important to the organization in that it promotes the vital ingredient of unity in leadership and service. The chairman of the board should make sure the board meets regularly, preferably once a month, at a time most convenient to the majority of the board members, and with the president's concurrence. In the absence of the chairman of the board, the president will preside at meetings of the board of directors.

Club President
The president is the executive head and presiding officer of the Sertoma club. The president's role is defined as prescribed in the club's constitution and bylaws. Key roles for a president include:

• Develop and implement a plan of action.
• Have a planned, written, timed agenda for each club meeting.
• Be informed on parliamentary procedure.
• Delegate responsibilities to officers, directors and committee
  chairpersons.
• Select capable members as committee chairpersons.
• Work closely with the club secretary to ensure all reports are
  submitted in accordance with the Sertoma calendar.
• Ensure that the club meets its financial obligations promptly, whether
  to , Division or local concerns.
• Secure adequate representation of the club at the
  and Division Conventions.
• Attend District Leadership Conference and the and
  Division Conventions.

A complete and detailed Club President, President Elect & Vice President Manual follows this section.

Club President Elect
Clubs should choose the president elect at the club's annual election in March, about 14 months prior to assuming the office of president of the following year. This gives the next leader a full year to prepare for the assignment ahead. The president elect's responsibilities are varied. The primary function is to plan, prepare and get organized for a year of special leadership. Primary on the agenda is learning as much as possible about the organization and particularly the club.

A complete and detailed Club President, President Elect & Vice President Manual follows this section.

Club Vice Presidents
Most club Bylaws will include in the officer list three or more vice presidents. They serve as assistants of the president in the administration of club affairs. Traditionally, each vice president serves as chair of one of the club's three major committees: programs, sponsorships and membership. As such, the vice presidents should work closely with the president to ensure the integrated work of the major committees.

A complete and detailed Club President, President Elect & Vice President Manual follows this section.

Club Secretary
The secretary is the chief administrative officer of the Sertoma club. Much of the club's success will depend on the secretary. The secretary must plan carefully and act upon all items of business in an expeditious manner.

A complete and detailed Club Secretary's Manual follows this section.

Club Treasurer
The treasurer is one of the most important offices in a Sertoma club. This is the financial advisor of the club and serves as custodian of all club funds. The treasurer must keep complete and accurate financial records for the organization. In this respect, all club funds must be deposited by the treasurer in the bank(s) designated by the club board of directors. Bank statements must be reconciled promptly.

A complete and detailed Club Treasurer's Manual follows this section.

Sergeant-at-Arms
It is the responsibility of the sergeant-at-arms to tactfully and diplomatically preserve order and decorum at the club meetings, while promoting a friendly atmosphere. He or she may designate assistants to help carry out this mission. The sergeant-at-arms also has custody of the recognition badges worn by the members and must see to it that each member is given a badge. At every meeting, an important responsibility is to make sure that all visitors, guests and/or special dignitaries are properly greeted at the door, that special protocol is extended to introduce them to members and guests, and that they are recognized appropriately during the meeting. Another responsibility assigned to this office is ensuring all club property, (gong, gavel, podium, banners, flags, etc.) is in its rightful place for each club meeting.

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