Table of Contents:

Club President
   The Role of the Club President
        Leadership
        A Year of Service
   President's Advisory Council Meetings (PAC)
   District Leadership Conference (DLC)
   Club Leadership Conference (CLC)
   Goal Setting
   Cultivating Leadership
   Membership
   Managing Club Meetings
   Managing Club Business & Finance
   Appointing & Managing Committees
        Committee Chair Appointments
        Committee Member Appointments
   Insurance
   Participation at Annual Sertoma & Division Conventions
        Site Selection
        Raffles, Drawings, etc.
        Campaign Promotions
        Club Exhibits
   Club Assistance
   Certified Trainers
   Sertoma Communication
        Governor's Newsletter
        The Sertoman & Sertoman Digest
        Sertoma National Volunteer Directory
        Sertoma E-mail & Web Site
   The Community
        Sample President's Calendar
Club President Elect
        Sample President Elect's Calendar
Club Vice Presidents
Sample Agendas

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SERTOMA CLUB PRESIDENT

The Role of the Club President
The club president is the chief executive officer of the club and is supported by a team of other club officers, directors and committee chairs. In this role there are many duties relating to operating the business of a Sertoma club. One of the primary responsibilities is to build a strong leadership team right from the very beginning. This is most important to the success and future of the club. This Manual is designed to assist you with the basics of this office.

It is essential for you to know your membership. Discuss club activities and sponsorships with the members. Share some exciting new ideas that have yet to be presented to your club. A sincere, genuine attitude will be reflected in the conduct of the club meetings. It is fundamental that the president assumes office with great enthusiasm and a desire to make this year the club's best ever.

It is important that the club members are proud of the club. At the same time, make sure the club is desirable to new members. These two factors will enhance the comfort zone and help attendance reach a new high.

This Manual is designed to assist the club president in reaching the goals and expectations of the club members and Sertoma. Remember that help is available! The District Governor, Director and Sertoma Headquarters staff are always available to answer your questions and provide needed materials and information.

Leadership
As a leader of the organization, the club president will be called on to handle a variety of situations. Attitude is one of the most important factors in leadership. Success of the club and the club president is predetermined by approaching the year expecting positive results. Take the initiative; make the right things happen.

Communication is as important as attitude. No matter how much we talk, there is no communication without someone who hears. In addition to speaking, the president must listen to what the members are saying.

Preparing for the Conference
Become familiar with your club's history. Review the organization's achievements of the recent past. Become familiar with procedures and traditions. The club's projects are the organization's passport to the community. Become familiar with the club's track record on fundraising activities. Be sure to give importance to the need for fiscal responsibility.

Goal Setting
Do not hesitate to consult the Governor or other elected leaders. Do not forget the wise counsel available from some of your predecessors, the past presidents. Study your club roster very carefully. Look at the wealth of talent you have available to assist you in defining and carrying out next year's mission. Remember, new members are generally looking for an opportunity to get involved. Think about how some of them may fit into your program.

Cultivating Leadership
Sertoma offers its members a variety of opportunities to use their myriad of talents and experiences to make this an even greater organization. Club leaders should always be identifying those members who have demonstrated talent in leadership. A prudent club leader will help those special members walk through the process of becoming more involved in the affairs of a club. It is important that potential leaders be given opportunities to chair committees, head special projects, and even become members of the board of directors.

Among the members of our clubs are those special individuals who are blessed with leadership talent that can, or should, be utilized at the or Division levels. Do not hesitate to recommend talented individuals for higher office. If you know of someone with this kind of potential, contact the Member Services Department at Sertoma Headquarters. Remember, today's Sertoma leaders started at the club level as ordinary club members.

Membership
The growth and stability of a Sertoma club hinges a great deal on the ability of a club to secure and maintain its membership. An ongoing membership-building program is essential for every club, and the president should work closely with the board and the vice president of membership to ensure that an aggressive campaign is underway year-round.

Managing Club Meetings
As president, you are the presiding officer of the meeting. Make sure that meetings are called to order and adjourned on time. Use an agenda to keep the meeting on track with time limitations. Sample here.

Most club business should be addressed at board meetings (Sample here) or committee meetings, not regular club meetings. Your club meeting agenda should include time to update the club on any necessary board action items. Complete details of board and committee meetings can be included in the club newsletter.

If your meeting includes a guest speaker, make certain that the speaker is treated as an honored guest. Make sure the speaker knows how much time has been allotted for the presentation. The guest speaker should be the last item on the agenda.

Managing Club Business & Finances
It is critical that the club president ensures that the board fulfills its primary responsibilities and fiscal accountability in all matters. The board of directors must ensure that the club handles all funds in a professional and ethical manner.

Understand the role and function of the club treasurer. Detailed responsibilities of this position are located in the Sertoma Club Treasurer Manual.

To assure proper handling of all monies, the board should designate the financial institutions where funds for the club (checking and savings accounts) are to be deposited and maintained. It is important that the treasurer be directed to open such accounts.

For the safety and convenience of the club and each club member, be sure to have at least two signatories on each club account, even if the bank only requires one signature on a check. In the event that one signatory is ill, absent or fails in club duties, the members will still have access to club funds and all bank records. Both signatories should receive and review copies of the bank statement each month. These are important steps to protect the club and those volunteers who take responsibility to help manage club funds.

In the event someone other than the treasurer (such as the secretary or a fundraising project chairperson) receives club funds, he or she should be required to make sure monies received are properly accounted for (with receipts, preferably) and turned over to the treasurer for deposit as soon as possible. Club funds should not be allowed to be carelessly handled for any reason whatsoever. The treasurer must give the board of directors a bond, at the club's expense.

The payment of club indebtedness, such as outstanding bills, statements, etc., should be made only after the treasurer submits an accounts payable report to the board which, in turn, approves all payments. Invoices from Sertoma Headquarters or payments to the Divisions should be paid on receipt. The board must ensure that every check issued on behalf of the club bears the signature of an approved signatory. Further, the designated officers should be discouraged from ever affixing a signature to a blank check. The board should insist that the treasurer prepare and present to each regular meeting of the board specific financial reports for review and approval.

Each month, the board should carefully examine the membership dues report. This report provides current information on the good standing status of members. In the event members are delinquent in their dues, the board of directors should act promptly and in a business-like manner. Other reports to review regularly include the cash flow and budget.

Appointing & Managing Committees
The Sertoma Committee Structure was designed to help strengthen the club. Study it carefully. Assess what is most effective for the club. Then, identify the standing and special committees. Think about what each committee can achieve during the year. Be specific about the goals and how they relate to building a stronger club.

Which member of the club would be the best person to chair each committee or project? Be ready to appoint the chairpersons before the year begins. Verify that these individuals are willing and able to handle the assignment. Consider the balance of the membership and make sure that every member is appointed to at least one committee.

Committee Chair Appointments
The authority to appoint committee chairpersons and committee members is vested in the club president. Therefore, it is most important that every committee chairperson be appointed promptly to ensure that the club is effectively pursuing its complete mandate. In making appointments, the president must keep in mind the importance and responsibilities of each committee, and sell the importance of the task ahead to those candidates being considered for leadership roles.

It should be made clear to the candidates for chairmanship that each committee assignment will require a special commitment of time and effort. Candidates for committee assignments must be advised that they are being selected because of the club president's belief in the individual's ability to handle the activity successfully, and with punctuality. There are rewards, personal and otherwise, for committee achievement. Chief among them is the fact that committee success enhances greatly a member's individual pride in the organization. This is an important club growth stimulator.

Committee Member Appointments
Although great emphasis is placed on the appointment of chairpersons, do not forget the real importance of committee members. Every club member should be appointed to at least one committee, preferably of their choice. Keep in mind that one of the factors that prompted a candidate to favor membership in your club was the opportunity to repay the community by working on club sponsorships. The committee chair should be involved in these appointments, as they will become the team of that chair. The Committee Structure section discusses in detail how to effectively get your committees up and working.

Insurance
Insurance is an important topic that cannot escape the attention of the board of directors of a service club. Review carefully the information provided in the Sertoma Section. It is the board's duty to see that adequate insurance is secured for any contemplated activity from which liability might arise to the club and its members.

Participation at Sertoma & Division Conventions
Sertoma conventions are invaluable sources of information for all members of Sertoma. Each District will schedule an annual District Convention at the Regional Meeting. The president is responsible for securing adequate representation of the club at all conventions and should attend the Division and annual Sertoma Conventions during his or her year.

These are important events. Not only do they provide an opportunity for great fellowship, but most of these occasions are complemented by first–class training seminars and activities. Every club should strive to "bring a carload" of members to these Sertoma opportunities. Conventions and conferences are premier orientation activities for new members. "First–Timers" are always warmly welcomed.

Site Selection
The date and location of the Regional Convention is determined by the delegates to the Regional Convention at least one year in advance. Any Sertoma club wanting to host a future Regional Convention in its city should submit a bid in writing to the Director. The site of the annual Sertoma Convention is determined at least two years in advance by the attendees to the Convention.

Raffles, Drawings, etc.
Host clubs and visiting clubs and their members are prohibited from selling raffle tickets or conducting drawings, lotteries, etc., for the benefit of their local sponsorships or for any other purpose at conventions. Host clubs may solicit door and attendance prizes. There shall be no solicitation of funds at Division Conventions for the purpose of advancing the candidacy of any person for elective office who is not from that Region.

Campaign Promotions
Literature or material soliciting support of candidates for office, or promoting convention sites at any Sertoma convention, conference or other meeting, is permissible providing such is in good taste and is of a size small enough to be placed at tables or in the hands of club delegates. However, nothing may be attached or fastened in any manner to walls or other surfaces of hotels or other locations where convention activities are held, except that large banners or signs may be utilized if installed by the hotel staff.

Club Exhibits
Free space may be provided for clubs desiring to have exhibits at the convention. Clubs are encouraged to prepare a display to show other attending Sertomans what projects and activities are being undertaken in the club's community.

Credentials
Copies of the Delegate and Alternate Delegate voting credential forms will be sent to each club prior to the scheduled Regional Convention or Convention. The designation of each Delegate and Alternate Delegate should be evidenced by a credential certificate duly authenticated by the president and secretary of the club. The certificate should be delivered to the credentials committee at or before the opening of the first business session of the convention. Failure on any part of any club president and secretary to certify the Delegates and Alternates Delegates of the club as herein set forth will automatically give the committee on credentials the power to determine which members, if any, of the club will be seated as Delegates or Alternates Delegates of the club. A Delegate or Alternate Delegate will be accredited by the committee on credentials only after payment of the convention registration fee.

Club Assistance
It is not unusual for a Sertoma club to experience some administrative or growth difficulties. When such situations develop, it is important for the club leadership to recognize that assistance is available from the District Governor, District Cabinet, the National Board Members and from Sertoma Headquarters. If in doubt about what services are available or from whom, simply call Sertoma Headquarters. That is part of the service to which your club is entitled for remitting dues.

Certified Trainers
Sertoma also has a selection of excellent Certified Trainers. These are individual Sertomans who have pursued a vigorous training program in an effort to become certified. There is at least one Certified Trainer in each Region. CTs will come to your club to make a presentation and to provide you counsel, information and tremendous support. Sertoma Headquarters can help identify current CTs available in your area.

It is recommended that the club utilize the services of these fine individuals, each of whom has a proven track record. If for one reason or another they do not have specific answers to some of your questions, they do know how to get them for you. If your interest is in securing the services of a CT who is located a distance from your area, your club would be responsible for any expenses related to travel, housing and meals. Direct your questions to the Member Services Department at Sertoma Headquarters.

Sertoma Communication
Information is sent to the president, secretary, and treasurer by Sertoma Headquarters, Officers and Directors, and by the District Governor. Share news from these publications at board meetings with club officials and with the general membership. Material received is useless on a desk or in an unopened envelope.

Governor's Newsletter
The Governor's newsletter is a direct communication from the Governor to the club presidents and secretaries in the District. It has District information, news of convention planning and club activities and reports on District goals, achievements and happenings.

The Sertoman & Sertoman Digest
Every Sertoman receives four editions of these publications each year as part of the services provided by Sertoma Headquarters. If your club has a unique news story that you would like to share in either The Sertoman or Sertoman Digest, send the article (or any info) and photos to the editor of the Sertoman.

Sertoma E-mail & Web Site
Sertoma's Web site is up-to-date on many topics. Forms can be downloaded, membership information can be updated, and helpful tools and training materials are available on the Web site. Visit www.sertoma.org often.

The Sertoma News Service is an e-mail news bulletin sent from Sertoma Headquarters. This bulletin contains useful information on various deadlines and current programs. Contact Sertoma Headquarters if you wish to be included in the distribution of the News Service.

The Community
Much of the community's attitude toward the club will be determined by how well the club is represented. Be sure the community knows that the club can be depended upon to provide a valuable service. Take time to offer the club's cooperation to other local organizations such as Scouts, Big Brothers and Big Sisters and other community groups. Whatever commitments the club makes, be ready to follow-up. It is important that the club be known as an organization that keeps its word.

President's Sample Calendar

Sample calendar here.

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CLUB PRESIDENT ELECT

Some clubs select the president elect at the club’s annual election in April, about 14 months prior to assuming the office of president on July 1 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 to learn as much as possible about the organization and particularly the club.

The president elect should be an active member on the board of directors. As the next leader of the club, it is important that the president elect learn as much as possible about the club, club functions and club members. The knowledge gained as president elect will provide the skill necessary to serve as club president.

During this term of office, the president elect will be a special assistant and counselor to the incumbent president. In so doing, the president elect will carry out those assignments that may be delegated by the president and/or board of directors. The president elect will preside at regular club meetings in absence of the president, thus preparing for the day when he or she assumes the office of club president. In this respect, the president elect must become familiar with the agenda planning process at the club level. Getting comfortable as a presiding officer does take some effort and time.

An effective presiding officer will follow a well-planned, timed agenda. It is also important that this officer become familiar with parliamentary procedure. In some instances, a president elect may be invited by the president to serve as liaison to a club committee. It is of particular importance that the president elect make every effort to attend District Conferences, conventions and other events where he or she will have an opportunity to learn a great deal more about the organization and leadership opportunities.

During the term of office the president elect should become familiar with the club membership, keeping in mind that prior to assuming the presidency committees will need to be staffed, and new leaders should have a chance to emerge in their own right. In identifying potential leaders for the next year, the president elect will want to exercise caution about not implementing his or her action plan too early. The transition process must be well managed by the incoming president to assure a smooth transition and to keep the club moving in a positive direction.

President Elect's Sample Calendar

Sample calendar here.

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CLUB VICE PRESIDENT

Traditionally, the slate of officers includes three vice presidents. In some cases, the roles are assigned in the bylaws, or the president may have the authority to determine the role of the positions annually. This assures a sequence of leadership experience for those who, in most cases, will become president. Those roles usually provide that each vice president serve as chair to one of the club’s three major committees: membership, programs and sponsorships.

Needless to say, an effective club has an ongoing membership program; a wide variety of sponsorships that offer something of interest to every member; and informative, entertaining or educational meetings as the result of having a guest speaker. These are three vital, basic ingredients for a successful club. The vice presidents must be very diligent in handling their assignments. Their committees are the "heart and soul" of the club.

Vice President of Membership
Works with the president in developing and implementing an effective membership development plan, including membership retention, new member inductions and orientation, and is responsible for monitoring and reporting to the club, the progress of the club's growth plan.

Vice President of Sponsorships
Ensure that the club has a healthy program of Sponsorships and that all members of the club are aware of the sponsorships. Become familiar with Sertoma Sponsorship programs and the programs of the club.

Vice President of Programs
Emphasize the importance of having guest speakers at club meetings. Ensure that guest speakers are greeted and made to feel comfortable. Give priority to the introduction of the guest speaker, and at the close of the presentation, express the club's appreciation. Invite all members, especially new members, to assist in developing the programs for the year. As the president's assistants, the vice presidents are called on to counsel regularly with the club leader in the spirit of teamwork. It is important that these officers understand the operation and responsibilities of the board of directors. Generally, they function in the same manner as any other voting member of the board. It is recommended that the vice presidents learn the general duties of each club office, as well as the workings of the various club committees. A dedicated vice president will serve as the president's sounding board, listening to the latter's ideas and plans and advising when appropriate and possible.

The work of service organizations is managed and directed by the board and committees. Thus, vice presidents must understand the inner workings of the group. In this regard, they can help the president by advising in the area of committee staffing, working with other committee chairpersons and providing guidance and assistance to the various committees.

Realizing that the president handles a variety of priorities, the vice presidents should attend Division functions with, and/or for the president, thus ensuring that the club has solid representation at various levels of the organization.

Keep notes on ideas and things to do. A good checklist will be most beneficial to you as leader. Establish a time schedule for completion of each item on your agenda. Visit neighboring clubs. See how they operate. Everyone has a different style. Good ideas can be adopted and poor practices avoided.

The transition meeting is crucial. Before the new year arrives, the current and new boards should get together. Notes, materials and tips should be passed on to the new team. A similar meeting for committee chairpersons is highly beneficial.

Establish specific goals. The goal that provides persons the basis for all objectives is SERvice TO MAnkind. Fellowship and self-improvement for members are also important. With these objectives as a background, commit your specific goals to paper.

Learn parliamentary procedure. Be familiar with the basics of how to conduct meetings. There are many easy references available that require minimum review.

Study your Club Manual. Sertoma provides you with a wealth of materials. The Club Manual is your primary resource. Familiarize yourself with it as soon as possible and take nothing for granted. Become familiar with the wealth of information and tools on the Sertoma Web site, www.sertoma.org.

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CLUB LEADERSHIP CONFERENCE AGENDA

Meeting Location
Date & Time

1. Call to Order

2. Invocation

3. Pledge of Allegiance

4. President’s Welcome & Special Introductions

5. Introductions – Have each club officer introduce themselves.

6. Club Administration
      a. President’s Calendar
      b. Officers & Directors
      c. Committees
      d. Goal Setting
      e. Club Manual

7. Membership Recruitment & Retention
      a. Philosophy of Growth
      b. Membership Development & Retention
      c. Attendance

8. Finances & Reporting
      a. Budget
      b. Fiscal Responsibility
      c. Dues – Club and Divisions
      d. Record Keeping & Reporting
      e. Fundraising

9. Our Foundation – Our National Charity

10. Sponsorships
      a. Local
      b. National

11. Incentives & Recognition
      a. New Awards
      b. Individual Awards
      c. Club Awards

12. Sertoma & Its Divisions

13. Q & A

14. Adjournment

 

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