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THE
BIG-3 CLUB COMMITTEES
Program
Committee
The primary objective of the program committee is to provide
interesting, informative, educational or entertaining presentations
at club meetings. Presentations by "outside speakers"
or non-Sertomans are major elements of regular club meetings.
Not having a speaker may cause some members to lose interest.
Try to have a program for every club meeting.
Duties
of the Chair - Vice President of Programs
- Emphasizes
importance of having an "outside" speaker at each
and every regular club meeting.
- Particularly
attentive to the greeting of guest speakers and ensures
they are made comfortable at all times.
- Gives
a priority to guest introductions and expression of appreciation
at the close of the presentations.
- Helps
the president attempt to involve every member, particularly
new recruits, in this phase of club business and personal
development.
- Maintains
interest, improves attendance, develops members, informs
the public and promotes club growth.
Elements
of Good Programs
- Friendliness.
The way announcements and introductions are made, the recognition
of visitors, the songs used, and other activities help make
the program successful.
- Humor.
Clever skits and humorous references, free of vulgarity
and offensive personalities, are valuable, but they should
not detract from the dignity and standing of the club.
- Punctuality.
The president must preside at the meeting with an agenda.
Before the meeting, the speaker's host should advise
the presenter that he or she will have a specific amount
of time (generally 15 minutes – 20 at most) to deliver
the message. Always be tactful.
Program
Budget
In most cases, the speakers secured by a club are scheduled
on a complimentary basis. However, this does not mean the committee
does not have expenses. The committee should budget a complimentary
meal for each speaker. Each presenter should be given a token
of appreciation (usually an inexpensive Sertoma gift, or at
least a certificate of recognition). Your budget should allow
for special expenses, such as special audio-visual equipment,
etc.
Speaker
Arrangements
Send the speaker a written invitation with plenty of advance
notice. The invitation should have pertinent information about
date, time and location of meeting; audience size and composition;
type of speech desired; and time allotted. If your club has
a small attendance, when scheduling a speaker, simply let the
individual know that up front. "Ours is a small club.
We may have only six to 10 people present, but we will appreciate
your presentation," is one way to handle it. Then, if
the potential speaker feels he or she needs a larger audience,
he or she will simply reject your invitation.
After
the speaker has accepted, send a letter of acknowledgment. This
letter may ask for a photograph and biographical material for
publicity purposes and introductions. Also ask about any visual
aids necessary –projector, screen, easel, blackboard,
charts, etc. If the speaker isn't local, the letter of
acknowledgment also should include arrangements for hotel accommodation,
meeting upon arrival, and transportation to and from the meeting.
Meeting
Day
An assigned host should greet the speaker if he or she has not
been escorted to the meeting place. Speakers should be introduced
to the members of the club and to any others who will be seated
at the head table. Ensure your speaker gets adequate time; your
guest's "platform time" should be uninterrupted.
Speaker's
Time Has Expired
Inevitably, you will have to deal with a speaker who is running
over his or her allotted time. When the time has expired, the
program host should stand next to the speaker and wait for an
appropriate pause. If you are in a question and answer period,
do not hesitate to cut in after a question is answered by announcing,
"We'll take one more question." If your speaker
is still talking, he or she will understand that it is time
to finalize the presentation.
The
member extending the club's appreciation should announce,
"If you have questions or would like to know more about
our speaker and the program, please take advantage of the time
right after we adjourn." Let your speaker know in advance
how you plan to handle the time issue.
Meeting
Topics
Member
Survey
If you have any reservation about the type of programs to offer,
consider a "club program survey." Ask members to
give you suggestions about the types of programs they enjoy.
Invite them to list speakers or programs they have heard in
other settings who would be appropriate for your club. Also
ask them if they would like to present a program sometime.
Sertoma
Topics
Major sponsorships should not be overlooked when planning weekly
meeting programs. Your District Governor or Sertoma Headquarters
staff can assist you with these programs. Some to include:
- Sertoma
Foundation: A great topic anytime, but especially in November,
its anniversary month.
- Freedom
and Democracy: Sertomans promote these sponsorships
in February.
- Youth
Programs: Serteen and Collegiate Sertoma programs.
- May's
Better Hearing & Speech Month: Promote our national
service project,
SERTOMA
SAFEEARS!
- Anniversary
Month: April is Sertoma's anniversary. Invite a senior
member to share some Sertoma history.
- Three-minute
Introductions: Try scheduling a member at each club meeting
to give a three-minute self-introduction.
This is a great way for Sertomans to learn about each other.
Sponsorships
Committee
Sponsorship
are the means by which Sertoma clubs enact our mission to SERvice
TO MAnkind. Successful sponsorships, once nurtured and maintained,
become clearly identified with the club in a community's
mind. Sponsorships may focus on community development or provide
service to individuals or groups. Most importantly, the sponsorships
committee should avoid ineffective work by thorough planning.
The Sponsorships section of this Manual is a primary resource
for the work of this committee.
- Service
is the cornerstone of a Sertoma club.
- The
member is donating valuable time or resources.
- A
member's contribution or service varies, based on
his or her interest and ability.
- The
project must not be an overpowering burden," either
financially or in service hours required.
In
the "Other Club Committees" section is the description
of the club's public relations committee. The sponsorships
committee must work closely with this committee to assure quality
and consistent communication with the community and members
about the club and its sponsorships.
Duties
of the Chair - Vice President of Sponsorships
- Develops
keen familiarity with Sertoma sponsorship programs and community
need.
- Ensures
that the club has a healthy program of sponsorships.
- Encourages
the leadership team to make sure sponsorships are implemented
throughout and across fiscal years.
- Oversees
sponsorship sub-committees in collaboration with other leaders.
Membership
Committee
The heart of every Sertoma club is the member. It is also true
that if you are not actively working to maintain or grow your
membership size, your club will lose its membership. At some
level, you will find you do not have enough members to remain
an effective club. For that reason, many leaders consider the
membership committee the most important of the club committees.
Regardless of the club's history, age, purpose and current
membership, the ability to recruit and retain members needs
to be a high priority. It is extremely crucial that its members
be carefully chosen on the basis of a genuine commitment to
the objective of growth. The Growth & Retention section
of the Club Manual is the primary resource for the work of this
committee.
In
the "Other Club Committees" section are key committees
that should work closely with the membership committee. These
include the social committee, the incentives committee and the
sick and visitation committee.
Duties
of the Chair - Vice President of Membership
- Works
with the president in developing and implementing an effective
membership development plan to include specific assignments
regarding: a) membership recruitment; b)
new member inductions; c) orientation
for the members; d) membership retention;
e) processing of membership nominations;
and f) REBOC and New Club Development.
- Stimulates
the involvement of other leaders working on membership issues
to ensure that target goals are met.
- Monitors
club's growth calendar and injects steps to enhance progress
as may be necessary.
Committee
Structure - Table of Contents
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