Public Relations Committee
The purpose of the public relations committee is to enlighten the public, through the press and media, about the ideals, aims, purposes and activities of the Sertoma family. Public relations is the process of creating a favorable image of a Sertoma club. The Public/Media Relations section of this Manual is the primary resource for this committee.

Committee Objectives
The committee should focus on developing programs that will inspire its membership.

Attendance Committee
Attendance is a good barometer of a club's overall health. It is human nature to find time to do the things of real importance. A member's regular attendance depends on the importance of the club to the member. An effective, lively attendance committee will enhance the attendance of members by helping identify issues impacting a member's interest. This information can e critical to the work of the program, sponsorships and membership committees.

The committee should see that the club has a consistent method of keeping attendance records. To aid with attendance promotion, every committee member should have a current club roster showing home and business addresses and phone numbers.

Poor attendance at meetings is likely to be one of the first problems faced by a new Sertoma club. If the attendance committee goes to work immediately, it doesn't have to be. The best Sertomans have the habit of attending meetings, but the habit isn't acquired overnight. It is extremely important to get new members to a few meetings to develop the habit.

As a rule of thumb, 60 percent is considered minimum, 70 percent is good, 80 percent is desirable. When a member becomes irregular in attendance, the attendance committee should find out why.

The ABC's of Attendance
The following ABC's will help keep absenteeism from becoming a serious problem and will prove to the members that they are important to the club.

A - Address 'em
When a Sertoman who regularly attends meetings is absent, don't assume he or she will attend the next session; don't allow absenteeism to become a habit. Immediately after the meeting, the attendance committee chairperson should send a personal, handwritten message on a postcard letting the member know he or she has been missed, and expressing hope that he or she will attend the next meeting.

It makes members feel good to know other club members enjoy their company and miss them when absent. The best way to keep members in the habit of regular attendance is to pay immediate and personal attention to this important area. The postcard reminder is a simple, inexpensive means of encouraging attendance and preventing chronic absenteeism.

B - Buzz 'em
A friendly telephone call to the absent Sertoman immediately after the second consecutive missed meeting is the next step in successful attendance promotion. A member of the committee should place the call, keeping the conversation light and informal; don't make the absentee feel like a heel.

Tell the members that their fellow Sertomans have been thinking of them and are concerned about their absence. Build the importance by letting them know they are essential to the club, and that their regular attendance will help the club function more successfully. Let them know they're missing good fellowship and interesting programs. Stimulate their desire to be present at the next meeting by briefing them on the coming program. Attempt to obtain a commitment to attend; then place a reminder call before the next meeting.

C - Corral 'em
If the member doesn't respond to the postcard or telephone call, try the direct approach by visiting the home or office and having a talk with the individual. If the Sertoman is an old-timer, the committee member's task is to rekindle the interest and determine any legitimate reasons for non-attendance. Make arrangements to attend the next meeting with him or her, and arrange to provide transportation.

A new member's absenteeism usually may be traced to lack of, or improper, indoctrination. One should be reminded that he or she was elected to membership because the club sincerely believed he or she would be a significant contributor through active participation. Give candid answers to any questions. Arrange a hearty welcome, and acquaint the individual with veteran Sertomans, explaining to them the need for better understanding.

Make-Up Attendance
A member may make up an absence by attending one of the following meetings one week prior to, or one month following, the missed meeting:

Attendance Enhancements

Bulletin
Work closely with the PR committee and club secretary to see that the program of the meetings is announced in advance and to give recognition to those with perfect attendance.

Meetings
The prepaid meal dues plan, through which members are billed for their dues and meals in advance at the beginning of each quarter or month, helps assure regular attendance. Members will make an extra effort to attend meetings when they know they already paid for the meals.

Work closely with the program and social committees to ensure that a variety of programs and entertainment are planned. Do not forget events that involve the spouses or the entire family as a means to help build attendance.

Calling Teams
Divide the membership list into "teams" and select the most dynamic members of each team as captain. Each team captain should call every member of his or her team at least the day before a meeting or event. The purpose of the call is to encourage them to attend. If a member has been absent, this is a good time to explain, "We've missed you and we look forward to seeing you again."

Contests
Contests alone will not solve absenteeism, but competition can be effective when used in conjunction with other attendance promotion, such as the calling teams. For special awards, check out the Sertoma Store at www.sertomastore.org for Sertoma merchandise. A chart, with the names of all members and their attendance records, can be a promotion for smaller clubs. Prominently- displayed progress charts help.

An "autograph my card" contest encourages both attendance and fellowship. Each member receives a pocket-sized card with enough lines for each member's signature. A member may obtain only the signatures of Sertomans seated on his or her immediate left and right at each meeting, and no member can sign another's card more than once during the contest. At the competition's end, the person with the most signatures wins the prize.

An inter-club contest is a challenging affair. Scores should be computed on a percentage basis, with the losing club serving as host at a special inter-club meeting concluding the competition.

Recognition
Special tribute should be paid to members with perfect attendance records for one or more years. They should receive a Sertoma memento at an anniversary meeting or other significant club celebration.

Habitual Absenteeism
Occasionally, every club is confronted with the problem of a habitual absentee. Each case should be considered independently. If the member retains interest in the club, and he or she fulfills other obligations of membership, a club would be wise to keep the member on the roster. If the member has not fulfilled his or her financial obligations to the club, and shows no interest in maintaining membership, resignation should be sought.

Sick & Visitation Committee
Members of our clubs belong to the "Sertoma Family," and this committee is charged with staying informed about Sertomans and their families. Work with the board of directors to establish a policy for sending flowers or a basket of fruit when a member is hospitalized. Determining club policy early on is important because once you begin gift-giving, it is difficult to change the policy.

In Case of Sickness
When a member becomes ill or incapacitated, the committee shares the information with the club at a club meeting and through the bulletin. Many clubs will send a "get well" card that is often circulated at a club meeting for members to sign. In many cases, the committee chairperson sends a card on behalf of the club. A club member should visit the sick member in the hospital or at home.

Death of a Member
From time to time, a club will lose a valued member. Expressions of sympathy are especially important. Please notify Sertoma Headquarters in the event of a member's death. Headquarters would like the opportunity to honor the individual in the obituaries of the Sertoman magazine. Floral tributes are common in recognizing the passing of a member. Some clubs elect to make a contribution to the Sertoma Foundation in memory of the deceased Sertoman.

Social Committee
Clubs should have social events once each quarter. These functions help a great deal in establishing the identity of the club. They also reinforce member relationships. Making sure these activities involve the member's family can enrich Sertoma fellowship. Incidentally, if you are planning an event that involves children, members without young children should be encouraged to invite a relative or neighborhood youngster to share in the entertainment and fun.

What about a budget? The club may plan that every member be responsible for the costs related to them and their guest(s). Whatever you decide to do, be sure to clarify up front what it is you plan to do and how the financing will occur. This will avoid any misunderstandings that might otherwise develop. Every event will have some administrative costs. There may be some complimentary meal expenses for special guests, or you may have to absorb the cost of flowers or decorations for special events.

Social Program Ideas
There are a variety of project ideas that fall under this category. In December, consider planning a Sertoma holiday celebration involving members' families. Valentine's Day is another special occasion for your members and their special people. Mother's Day in May and Father's Day in June offer additional opportunities. In the summer, plan an annual club picnic. Other suggestions include Las Vegas nights, dances, plays and theater-related events, sporting activities, boating and fishing trips, educational trips, movie parties, etc.

Do not forget to use special Sertoma events as a means to create a special "social opportunity." The installation ceremony is a good opportunity, as is a club's annual awards banquet when the club honors the Service to Mankind and Sertoman of the Year recipients. Sertoma conferences and conventions are also excellent opportunities to involve family members.

House Committee
The smooth function of a Sertoma club often depends on the care and attention devoted to these duties. Subject to the approval of the board of directors, the house committee is responsible for the selection of a meeting location and insistent on certain standards by the meeting place management. Typically, this committee is chaired by the sergeant-at-arms.

The committee should survey prospective sites for a meeting place in the case of a new club or when a change in location is desired. In its survey the committee should consider proximity, cleanliness, parking, privacy, acoustics, quality of food and service, cost, entertainment, and any other special requirements. Such facilities are generally found in better hotels or restaurants. If the community in which the club is located seems to be without a meeting place of this type, the committee should investigate facilities used by other community organizations. Often found to be appropriate are church halls, school cafeterias, lodges, veterans' posts, vacant rooms above stores, or private homes of persons catering to special groups or tourists. The prospective meeting place should have kitchen facilities and rest rooms as minimum requirements.

Unless the club has adopted the dues program that includes "prepaid" meals, the meals should be priced to include tips to simplify payment of gratuities. The club should be extremely careful about entering into a contract with the facility management in which a definite number of servings must be guaranteed. If an estimate must be given, the number should be at least 10 percent below the actual number anticipated. Meal guarantees, if not cautiously estimated, can lead to financial trouble.

The committee, if so charged by the board, is responsible for arranging facilities for special meetings devoted to Sertoma club activities. These might be in connection with a special observance, award presentation or a number of other Sertoma club projects. It is the committee's responsibility to arrange for the site and transportation of all club paraphernalia to the meeting place. A key point to remember: The sergeant-at-arms or a designated member should be clearly identified as the primary and official contact between the club and the meeting facility management.

Standards
The committee should establish certain catering standards. The management of the meeting place should be advised that attendants are expected to serve the food and perform their duties promptly, courteously and quietly. Simplicity of menus will help assure satisfactory catering. The committee must insist that the quality of food and service is maintained constantly.

Seating Arrangements
The committee is responsible for seating arrangements at club meetings. When special programs are planned, the committee should obtain seating instructions from the program committee or other appropriate committee. In planning seating arrangements, the committee should avoid contributing to the formation of special groups of tables.

The head table should be as far as possible from the room entrance, kitchen or other disruptive area. Placement of the speaker's table on a rostrum above floor level, visible from all parts of the room, is highly recommended. Arrange the speaker's table so that club officers, speakers and other distinguished guests are properly seated. On special occasions, place cards will simplify matters.

House Rules
The committee should draft a set of house rules for the conduct of members during meetings. After approval by the board of directors, the committee should be empowered to see that the rules are enforced. Requests by members for revision of the rules, or complaints regarding enforcement, should be referred to the committee. After careful consideration, these requests, with committee recommendations, should be referred to the board. The committee should settle complaints concerning food, service or house inconveniences. Disputes with the management of the meeting place should be handled in the same manner.

Decorations
The committee is responsible for table and room decorations at all club meetings or other functions. The committee should advise the management of the meeting place of any special assistance desired. For proper decorations at each meeting, the committee should arrange for display of the club banner, pennants, trophies and other awards; placement of the lectern, gong and gavel, flowers or other table decorations; and the proper display of the flag. Make sure all appropriate club identification is displayed attractively so guests will recognize immediately that it is a Sertoma club meeting they are attending.

Reception Committee
The reception committee, like the house committee, is typically chaired by, or works under the direction of, the sergeant-at-arms. There are three basic responsibilities:

In fulfilling these three rewarding responsibilities, the committee will work very closely with the club leadership and other committees.

Club Ambassadors
Committee members serve as ambassadors of good will to cultivate a friendly atmosphere among members and guests. Further, this is the one committee in which every member should have an opportunity to participate, even if it is only to fill in for another member who is late or unable to carry out the assignment because of a scheduling conflict.

The reception committee's primary responsibilities are handled at regular club meetings. However, it will also be functional at other club events such as banquets, installation ceremonies, etc.

The Welcome
Two or more committee members should be stationed at the meeting entrance to greet club members, visiting Sertomans and guests. The greeters should encourage members to wear identification badges. Other committee members should circulate among the tables, making everyone feel welcome and promoting congenial mixing and the traditional Sertoma fellowship. There is no better way to encourage attendance than to demonstrate that a member's company at meetings is genuinely enjoyed by fellow members.

After the meeting begins, a committee member should remain near the entrance to greet and seat late arrivals. Since it probably involved extra effort for the tardy member to come at all, the designated member should show the club's appreciation that the individual has succeeded in attending.

New Members
The committee plays the major role in the rapid assimilation of new members. The new Sertoman naturally will lean rather heavily on his or her sponsor for the first few weeks, but a cordial and considerate committee can speed the day when the new member feels fully welcomed. The committee should greet new members individually and assist the sponsor with introductions to other members. Many clubs assign new members to serve several weeks on the reception committee to acquaint them with fellow members and club procedures.

Visitors & Guests
All visiting Sertomans and other guests should be welcomed heartily by the committee. Each visitor should be provided a guest's badge and invited to sign the guest register. Club members serving as hosts should present guests to a committee member at the door so that arrangements for seating and other courtesies may be made. Sertomans should be asked to assist the committee by taking care of these introductions well in advance of the start of the meeting.

When called upon, host Sertomans should introduce their guests to the club at a designated time during the meeting, giving the name and business affiliation of the visitor. The chairperson should introduce guests who attend the meeting without member hosts.

A visiting Sertoman's name, residence, classification, and club office or committee assignment should be included in the introduction. This information should be obtained as the visitor arrives for the meeting. The committee member should also acquaint the visiting Sertoman or guest with the club's customs that will involve him or her. The committee should not attempt a personal introduction of each visitor to every member of the club. The guest should not feel that he or she is on display.

Dignitaries
If the visitor is an or Division representative or other dignitary, the committee should provide a seat at the head table for him or her. The president or appropriate member should formally introduce visiting dignitaries during the meeting.

Inter-Club Committee
The purpose of this committee is to broaden acquaintances, strengthen fellowship among Sertomans, and encourage cooperation and communication between Sertoma clubs. The committee best fulfills this purpose by cultivating a close relationship between its club and other Sertoma clubs in contiguous territory. In some areas, such fellowship opportunities are a tradition encouraged by the District and well received by everyone. In other cases, members who appreciate this benefit or leaders who desire to advance inter-club relationships may assume the initiative.

A vital benefit is the educational opportunity presented to all of the participants. This is particularly important for new leaders or members who are planning to embark on the ladder of leadership. By meeting with members and leaders of other clubs, your representatives will have a chance to learn a great deal from others, thus becoming more familiar with the organization – its history as well as its traditions.

Types of Inter-Club Activities
There are a variety of inter-club activities that clubs can pursue in the quest for greater understanding and appreciation of Sertoma life. The inter-club joint meeting is an event involving two clubs. This is a friendly, relationship-building opportunity that can be perpetuated for many years.

Basic Inter-Club
The inter-club chairperson encourages the membership to visit other area Sertoma clubs and chairs the basic inter-club activity. The chairperson selects the date(s) membership will visit a neighbor club, then recruits at least five members to make the visit. Sometimes the date is coordinated in advance between the clubs. Many times it is a surprise.

Traveling Scroll
An interesting approach is the "traveling scroll" concept whereby the District creates a scroll and an incentive challenge. The scroll is moved "by a committee of at least five members" from one club to another. This concept creates a great deal of fellowship, especially when the "surprise visit" occurs. The District challenge may involve giving points of credits for the larger number of members making the visit, the quickness of the visit (between meetings), the distance traveled, etc.

A club may get the scroll several times during an administrative year. One note: The visiting club must have at least five members traveling.

In some Districts, the scroll is substituted by a special banner or even a unique gong. There have been cases where some members have conducted "gong raids," the "borrowing" of a club's official bell. Although this approach is humorous and often enjoyed, some find the "stealing of the gong" in bad taste. For that reason, it is best to use a scroll, a special banner or an item created for the purpose.

Inter-Club Joint Meeting
The inter-club joint meeting is one special event that involves at least two clubs. One club hosts the event; the other provides the visitors. The roles are alternated between visits, which may be held during the same year or from year-to-year. The unique approach to this plan is that clubs will learn much about each other's traditions and habits. This is an excellent training opportunity for future leaders. Inter-club meetings or any similar functions require cooperation between the various committees of each participating club, working under the direction of the respective boards of directors. The following is a list of considerations as you plan a joint meeting:

Special Programs
When its club plans a unique entertainment program, an unusual educational feature or an outstanding speaker, the committee should look for opportunities to include other clubs.

Exchanging Bulletins
Add your inter-club partner(s) to your club's mailing list so that the president and/or secretary will receive your bulletin. Ask them to reciprocate. Consider adding every club in the area or District to your mailing list.

Contests & Challenges
Explore the possibilities of friendly contests or challenges between participating clubs with your sponsorship, membership and social committees. For instance, schedule a membership-recruiting challenge. Which club will recruit the most new members in a 60-day period? Make it a "steak and beans" payoff. Explore the benefits of a joint fundraising project. Challenge another club to a softball game, golf, tennis or other type of athletic activity.

New Clubs
Welcome newly chartered clubs into the family of Sertoma clubs. Arrange for your club to have maximum representation at all new club Charter Banquets. These are important occasions for them and for Sertoma.

Incentives Committee
Sertomans should be rewarded for their service. An extensive incentives program is available from Headquarters. The specific guidelines and forms for these programs are found in the Awards & Reports section of this Manual. The program provides a variety of tokens of appreciation that may be awarded to the individual or to the club for special service.

Individual Recognition
A Sertoma club's greatest asset is its membership – the men and women who work hard raising funds for our activities, dedicate themselves to successful sponsorships, attend meetings regularly, and enjoy the spirit of service and fellowship that is unique to service organizations. Focus early on the awards the individual member can earn.

A new member can begin working to earn the GEM Award on "day one." This award can only be earned during the first year of membership, so use it as a means to motivate the new member to become active in the club. A key tool for the membership committee, this award is discussed the Growth & Retention section of this Manual.

The committee should confer with the club secretary regarding individual attendance records. It's very rewarding to note "perfect attendance" trends by members. Once members place importance on club meeting attendance, they will enjoy tenured membership. In managing the attendance rewards, work closely with the attendance committee.

Presentation of Awards
The incentives committee is responsible for ensuring all awards are requested (generally through the club secretary) so that they may be received in a timely fashion.

Club Recognition
The chairperson should review the Awards & Reports section of the manual. The incentives chairperson should encourage the club to pursue the new Club Awards. It is up to this committee to monitor a club's achievements along this tract of performance, and to remind the club leadership of specific checkpoints along the way.

Monitoring is not a time-consuming process; it is worth the effort if your club can earn an award! Many clubs have missed the opportunity to earn recognition because no one monitored what the club was doing or needed to do to achieve the intended result. Club presidents can find themselves preoccupied with other administrative matters and need the assistance of the incentives chairperson. If you are ever in doubt, even if you may have missed a checkpoint, contact your District Governor or Sertoma Headquarters staff for clarification.