This section is a guide to help accomplish the basic purpose of every Sertoma club – SERVICE! Its content offers advice that will help increase participation by the members and contribute to the overall effectiveness of the club in the community it serves.

Administration & Committees
Club officers and directors are the elected representatives of the membership, chosen to conduct club affairs. This is why clubs limit the business at regular club meetings, allowing that time for meeting programs. The conduct of club business at meetings should include important announcements and those items requiring member input. Otherwise, transmit committee information through the club bulletin.

In Sertoma clubs, the membership, through the board of directors, with leadership of the club president, decides what program of service or community projects to adopt. It is the committees that accomplish the objectives related to those projects. Therefore, the club leadership must understand certain basic procedures or committee functions.

Once approved, a project is assigned to a standing (occasionally a special) committee, with the charge to follow the project through to its successful fruition. Reports must be submitted, in person and in writing, to the board of directors. The club president must be informed on continuing progress.

Committee Size
The requirements of the assignment should be the key determining factor in the size of a committee. To make the experience meaningful, do not under- or over-staff a committee. Club size will also affect the number and size of committees. Some larger projects, such as annual membership efforts or fundraisers, may require support of sub-committees that are each assigned specific tasks.

Committee Organization
A good committee organizational structure needs to define lines of administrative authority and responsibility within and among committees. This is essential to efficiency. The most effective and successful approach to committee management is evidenced in Sertoma where the three vice presidents chair the three major committees (membership, programs, and sponsorships). In addition, the club president assigns committee responsibilities to each member of the board of directors. This arrangement makes it possible for every committee to have a close working relationship with the board of directors.

Committee Budgets
Although the needs may differ from one committee to another, and from one club to another, budgets are essential for each committee. Each committee should carefully consider its needs and make a recommendation to the board. Some examples of needs include:

Committee Meetings
Advance preparation of an agenda is essential and helps keep the discussion under control. The location and dates for all meetings should be announced well in advance, along with the time the meeting will be called to order and the time it will be adjourned. A specific time period must be established for every committee meeting, and every committee member should be clearly apprised on the time expectancy. This helps attain 100 percent attendance. Members like to know how much time will be required for the meeting.

There must be continuity at all times. Upon calling a meeting to order, the chairperson should state clearly what must be accomplished at the meeting. Make sure everyone understands the objective. It is also important to maintain a complete, written record of all proceedings. It is helpful to review briefly, at each meeting, the actions of the previous session. These records will be helpful to subsequent chairs; for that reason, keep a good record of all of your meetings.

Charging the Committees

At the committee's first (organizational) meeting, it should include on its agenda a thorough discussion and understanding of the committee's objectives and responsibilities. The chairperson should not hesitate to submit to the board or the president any point for clarification as to expectations of the committee before this meeting. This is the best way to make sure each committee is aware of its mandate. The charge should make clear not only what is expected, but also a timeline for the committee's work.