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SERTOMA
CLUB & BOARD MEETINGS
Club
Meetings
The interest of Sertomans during meetings depends greatly
upon the morale, tone, and quality of programs and the presiding
ability of the president. The secretary should also be active
during the club meeting to see that it progresses smoothly,
that everyone has a seat and all are served promptly. The
sergeant-at-arms needs to ensure guests are welcomed and
introduced.
In general, do everything to see that the interest of the
membership is maintained and fellowship encouraged. Make
sure new members are made to feel welcome and the speaker
is treated graciously.
Meetings must be opened and closed on time. It is important
that the presiding officer follow a well-prepared, timed
agenda. The secretary usually prepares or works with the
president in preparing the agenda for the meeting.
Guests and Prospects
It is important for the president and other officers to
pay special attention to everyone who attends meetings.
At every club meeting, make time to welcome visitors, guests
and prospective members before the meeting starts. Your
warm welcome will add a great deal to the prevailing spirit.
Extend the hand of friendship. Remember the importance of
an individual's name.
During the meeting, make sure you dedicate a few minutes
to the proper introduction of guests. Have them stand for
recognition, and lead a round of applause. The week following
a guest's visit, the vice president of membership
should follow-up with a "thanks for coming" note,
along with a copy of the club bulletin in which his or her
name appears. This is an excellent opportunity to send along
a membership brochure.
In other words, treat guests and visitors as you would like
to be treated if you were in their shoes. Most clubs provide
the guest and first-time prospective member with a complimentary
meal. Bottom line: Make this visit to your club a memorable
event.
Board Meetings
It is the president's responsibility to see that the
board meetings are held at least once a month and at times
stated by the club bylaws. Practically all business and
general operations of the club should be handled at the
board meetings, not at club meetings.
Regular meetings of the board of directors are vital to
the successful functioning of a Sertoma club. Board meetings
should be scheduled as frequently as required, but not less
often than once each month. Meetings should be held at a
stated time and place, preferably in the evening, and should
allow ample time for careful consideration of the business
at hand. Hastily called meetings should be avoided. These
meetings should not replace regular board meetings. It is
not recommended that board meetings be held just prior to
club meetings, as they tend to extend into the time dedicated
to club members. They may, however, be scheduled following
a club meeting, again depending on the time available and
the preference of board members.
In planning for a board meeting, it is essential that the
chairman of the board and the club president work together
closely. Although the chairman will preside at the meeting,
it is important that the club president's programs
be given full consideration by the entire panel. Committee
chairpersons, if members other than those already serving
on the board, should be invited to attend meetings of the
board of directors, especially when matters pertaining to
their committees are to be considered.
Effective Board Meeting Tips
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Select
a good site for the meeting. The room should be comfortable
and well-lighted, and each person in attendance should have
room to stretch and relax.
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The agenda should be planned well in advance. Suggestions
from members of the board of directors and committee chairpersons
should be encouraged. A good agenda permits business, questions
and notes to be handled in an orderly fashion.
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Isolate your meeting from interruption. This will give everyone
a chance to handle pressing matters without destroying the
continuity of thought.
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Start the meeting promptly. Adhere to the planned agenda.
End on time. Punctuality in a meeting is a mark of mutual
respect between members attending and those conducting the
meeting.
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Plan in advance the necessary material, equipment and props
to conduct the meeting.
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If a meal is served in conjunction with the meeting, see
that it is served at the stipulated hour, but be sure to
call the meeting to order at the agreed upon time.
Pertinent discussion is an important part of a productive
board meeting. One of the most difficult jobs in running
a good meeting is to keep it businesslike, adhering to the
agenda, and cutting off discussions that do not bear on
the item under consideration.
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Don't overcrowd your agenda. Study it carefully. Design
the time schedule to permit orderly discussion within a
reasonable time limitation. It is better to leave two items
completely out of a 10-item agenda than to handle all 10
items poorly.
Seek specific conclusions and objectives. Meetings called
for the purpose of general discussion that do not end in
specific goals or clearly defined objectives are a waste
of time.
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Everyone should leave the meeting with a particular sense
of where each is going, what has been provided to get him
or her there, and what is expected of each person.
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Make certain that the secretary keeps accurate minutes.
Be sure that controversial items are carefully entered and
that all conclusions and action decisions are clearly spelled
out. Someone should be assigned the specific job of following
up on those items requiring action.
Board
& Officers - Table of Contents
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