SERTOMA
PROTOCOL & CEREMONY
Table
of Contents:
Toast to All Sertoma Nations
Sertoma Song
Pledge to All Sertoma Nations
Sertoma Prayer
Meeting Room Layouts
Sertoma Ceremonies
Sertoma Convention Banquets
U.S. Flag Protocol
Toast
to All Sertoma Nations
It is a tradition in Sertoma that when we meet at any function
where more than one nation is represented, we offer a toast
to all Sertoma Nations. Tradition suggests we use our water
glasses for the toast, and the country in which the Convention
is held is toasted first.
Ladies and Gentlemen, raise your water glasses, repeat after,
and drink with me.
"A Toast to the People of the United States of America
(drink and pause); a Toast to the People of Canada (drink
and pause); a Toast to the People of Mexico (drink and pause);
a Toast to the People of all Sertoma Nations (drink and
pause)."
The
Sertoma Song
Music to "Notre Dame Victory March"
Fellow Sertomans may we greet you
And to our guests a warm welcome too;
Once each week we like to meet
So one another we may greet.
Sertoma stands for service to man
Helping each one whenever we can
S - E - R - T - O - M - A
Sertoma will lead the way.
Pledge
to All Sertoma Nations
Please salute your flag and repeat each phrase after me:
"I pledge allegiance to the flag of my country,
And to those principles for which it stands,
to honor and respect the laws of my country,
and dedicate my service to maintain and protect
the freedoms we enjoy under God."
Sertoma
Prayer
Lord, as we Sertomans meet this day,
We bow our heads, to thee we pray.
We ask you bless this food we eat,
Also friends with whom we meet.
Let each of us keep in mind,
Our motto, "Service to Mankind.
Endow all with the heart to give,
To others, better lives may live.
Be with us ‘til we meet again,
Bless us, our land, and homes.
Amen
Meeting
Room Layouts
The meeting room should be selected with the event in mind,
rather than making the event fit the room. Visit the location
prior to signing a contract. Make sure that the room is
well-lighted, well-ventilated, is accessible to all attending
and that the facility has ample parking. Ensure that the
staff is willing and able to work with the club needs. Request
that the room be set to your specifications.
Banquet Style - Typically round tables
set for 8-10 guests. Determine if a head table will be used,
or if a podium is more appropriate.
Theater Style - Rows of chairs with a wide
aisle on each end and a center aisle for audiovisual set-up.
Classroom Style - Table and chair provided
for each attendee. Typically set in long rows.
Conference Style - Chair for each attendee
grouped around large table.
Sertoma
Ceremonies
New Member Induction
The importance of formally inducting a new member into a
Sertoma club in an impressive manner cannot be overemphasized.
The new member who finds not only a warm, friendly welcome,
but is impressed with the serious obligation and privilege
of being a Sertoman, will be a better member for the experience.
The club president or, in some cases, a past president should
conduct the induction ceremony.
Following an introduction of the new member, including a
brief biography, the inducting official delivers a brief
welcome.
The president should share the objectives and purposes of
Sertoma, including the Sertoma
Code of Ethics as an important premise of membership.
The president should then ask the new member:
"Do you accept these objectives
and purposes and the Code of Ethics as a testimonial of
your membership in our Sertoma club?"
Upon affirmative acknowledgment, the president adds:
"We ask you to cherish these objectives and purposes,
and the Code of Ethics
Code
of Ethics forever in the fine tradition established
by our founders."
The president presents a membership pin to the new member
with welcome remarks (three samples
here):
Club
Officer Installation
Preliminaries
The new District Governor or his or her designated representative
should formally install newly elected officers. The installation
should be a special event arranged for this purpose, usually
at the club's annual inaugural banquet. Members should be
encouraged to invite spouses and guests. The incoming club
president, in concert with the incumbent president, should
coordinate the installation ceremony. The installation can
be done anytime following the elections, but not later than
the first month of the new administrative year.
Opening
Another year has passed. We have gathered here today
for two important purposes. First, as a family, we are celebrating
the successful completion of a year of SERvice TO MAnkind.
Second, the transfer of power to a new leadership team is
a time-honored tradition to which we become this year's
witnesses. Your Sertoma club is on the threshold of a new
beginning.
To those of you who on this day retire as leaders of this
club, we extend our sincere gratitude with this special
tribute. I ask you all to join me in a round of applause
for (list those who are retiring). We now prepare for the
future. I would like to call forward the club's directors.
Directors
Along with the officers, you are hereby given the responsibilities
normally assigned to the governing body. It is essential
that you carry out those specific duties traditionally assigned
to your office, as well as those duties, which may be delegated
to you by the president.
As a member of the board of directors, it is important that
you prepare yourself for and attend board meetings. Matters
of policy coming before the board are yours for consideration.
Further, you are responsible for all actions regarding the
admission and deletion of members. It is also your duty
to ensure that this club functions with fiscal responsibility.
Be vigilant in all club matters. (Call forward the
sergeant-at-arms.)
Sergeant-at-Arms
Your duties are many and varied. Primarily, you are
to preserve order at club meetings and assist the president
as directed. In your custody is placed all club property,
to include the gong, gavel, banners and badges. A good sergeant-at-arms
is a tremendous asset to a club. Attend to those courtesy
duties, which are traditional. Make sure each member has
a proper badge; new members are to be properly and warmly
greeted. Guests and prospects are to be made to feel at
home. Ensure that all meetings are conducted with decorum.
(Call forward the treasurer.)
Treasurer
Your primary responsibilities are to receive, deposit,
disperse and account for all monies of your club in accordance
with the policies of your club and directives of the board
of directors. At each meeting of the board, it is your duty
to present regular written reports regarding club finances,
to include a status report on delinquent dues. It is also
recommended that you submit for consideration and approval
a report on accounts payable. Another major responsibility
is the preparation and administration of the club budget.
Your assignment also calls for you to advise the board of
directors on all such matters. This fiduciary trust is one,
which you cannot abrogate. (Call forward the secretary.)
Secretary
It is your responsibility to prepare, maintain and keep
safe all official records of the club. Your position is
exacting and one of great responsibility. Your duties are
not easy. Record keeping can be time consuming. Official
reports, correspondence, accurate records and proper maintenance
of the club membership roster are the primary sources of
information about your club.
Preparing and filing all reports is one of your duties.
Make sure they are submitted in a timely fashion. Individual
member records are important. You will be required to also
maintain records pertaining to attendance and incentives.
From time-to-time, your board will require of you the presentation
of special reports, which it is your duty to submit. Ensure
the proper handling of all correspondence. In addition,
you are the direct link between your club, the District,
the Region and Sertoma. (Call forward the
vice presidents.)
Club Vice President(s)
You have been selected for an important office at the
club level. As assistants to the president, it will be your
responsibility to ensure that the club's three primary committees
(membership, programs, and sponsorships) carry forward an
aggressive agenda leading to success. From time-to-time,
your president or the board of directors may assign to you
special tasks that it will be your pleasure to perform with
expediency. As a member of the executive committee, your
counsel and leadership will be vital to the success of the
club. (Call forward the president elect.)
Club President Elect
You have been chosen as the president elect of your club.
This is indeed a special honor. It is an important responsibility,
which should not be taken lightly. As president elect, you
will have an opportunity to study carefully the leadership
technique, sponsorships and programs, and traditions of
your club during the next full year. As such, you will have
time to prepare yourself for the mission you will embark
upon next July as the future president of your club. In
this year, work closely with the current president. Assist
whenever and however possible. You will preside at club
meetings in the absence of the president. Yours, therefore,
is a year for planning and preparation. (Call forward the
chairman of the board.)
Chairman of the Board
As chairman of the board it is your responsibility to
see that regular meetings are held, and you should conduct
the board meetings in a very business-like manner. It is
your responsibility to work closely with the president in
developing the agenda for each meeting of the board. One
of your many duties is to see that the members of your board
of directors support your president in all club projects.
As chairman of the board, and because of your experience,
you should be of great assistance to your president.
(Call forward the new president.)
President
You have been selected president of your club, and upon
your shoulders has fallen the mantle of leadership. It is
to you that your club looks for leadership. You cannot or
should not do all of the work yourself.
Your ability to designate capable leaders to be chairpersons
and to delegate the work to the officers, directors and
committees will be the key to your success. It is your responsibility
to organize, lead, suggest and inspire, by guiding the club
with a firm hand, looking always to the welfare and success
of the club to which you have been elected.
Installation Challenge
Sertoma leaders: When your club was formed, it was created
with high ideals. It was established to promote the purposes
of Sertoma and all that it symbolizes; to accelerate active
interest in good government; to plan and participate in
needed community service activities; to promote patriotism;
to help develop friendship and understanding toward people
throughout the world; and, to the maximum extent of your
ability, both personally and as Sertomans, to encourage
all activities and measures that contribute to a better
future for mankind.
Never in history has the active participation of informed
citizens been so necessary to a way of life, progress, even
our verey existence. There is a growing need for vigorous
action by people through the teamwork of Sertoma clubs.
We may not always agree as to what is planned and what happens,
but we must take part. No one can sit in the grandstand
while things are being planned, decided and accomplished.
On behalf of your members, your predecessors and the leadership
of Sertoma , I challenge each of you as officers
and directors of the (name of the Sertoma club) to provide
the leadership, inspiration, recognition and initiative
necessary to elevate and maintain your club in its proper
position in the community and to achieve a level of administrative
efficiency and effectiveness that will reward the club with
recognition as an Honor Club with an Honor President.
With this challenge to you and the privilege granted to
me by your members and Sertoma , I hereby declare
each of you officially installed in your respective offices.
Best wishes for a most successful year.
Sertoma
Convention Banquets
Many Sertoma clubs host a banquet during the Regional or
District convention. Once the date, time and location have
been chosen, you need to focus on the details. The following
checklist has been developed to help ensure that your event
is successful.
Keep in mind that every event is different and unique, so
additional items may apply to your function. Checklist
here.
U.S.
Flag Protocol
The flag of the United States of America should be at the center
and at the highest point of the group when a number of flags
of states or localities or pennants of societies are grouped
and displayed from staffs.
When flags of states, cities or localities or pennants of societies
are flown on the same halyard with the United States, the latter
should always be at the peak. When the flags are flown from
adjacent staffs, the flag of the United States should be hoisted
first and lowered last. No such flag or pennant may be placed
above the flag of the United States or to the United States
flag's right.
When flags of two or more nations are displayed, they are to
be flown from separate staffs of the same height. The flags
should be of approximately equal size. usage forbids
the display of the flag of one nation above that of another
nation in time of peace.
When used on a speaker's platform, the flag, if displayed flat,
should be displayed above and behind the speaker. When displayed
from a staff in a church or public auditorium, the flag of the
United States of America should hold the position of superior
prominence, in advance of the audience and in the position of
honor at the clergyman's or speaker's right as he or she faces
the audience. Any other flag so displayed should be placed on
the left of the clergyman or speaker or to the right of the
audience.
No disrespect should be shown the flag of the United States
of America. The flag should not be dipped to any person or thing.
Regimental colors, state flags, the organization or institutional
flags are to be dipped as a mark of honor. The flag should never
touch anything beneath it, such as the ground, the floor, water
or merchandise. The flag should never be carried flat or horizontally,
but always soft and free. The flag should never be used as wearing
apparel, bedding or drapery. It should never be festooned, drawn
back, nor up, in folds, but always allowed to fall free. Bunting
of blue, white and red may be used for covering a speaker's
desk, draping the front of the platform and for decoration in
general.
During the ceremony of hoisting or lowering the flag or when
the flag is passing in a parade or in review, all persons present,
except those in uniform, should face the flag and stand at attention
with the right hand over the heart. Those present in uniform
should render the military salute. When not in uniform, men
should remove their headdress with their right hand and hold
it at the left shoulder, the hand being over the heart. Aliens
should stand at attention. The salute to the flag in a moving
column should be rendered at the moment the flag passes.
During rendition of the national anthem when the flag is displayed,
all present, except those in uniform, should stand at attention
facing the flag with the right hand over the heart. Men not
in uniform should remove their headdress with their right hand
and hold it at the left shoulder, the hand being over the heart.
Persons in uniform should render the military salute at the
first note of the anthem and retain this position until the
last note. When the flag is not displayed, those present should
face toward the music and act in the same manner they would
if the flag were displayed there.
Pledge of allegiance to the flag should be rendered by standing
at attention, facing the flag with the right hand over the heart.
When not in uniform, men should remove their headdress with
their right hand and hold it at the left shoulder, the hand
being over the heart. Persons in uniform should remain silent,
face the flag and render the military salute.
When the flag of the United States is displayed from a staff
projecting horizontally or at an angle from the windowsill,
balcony or front of a building, the union of the flag should
be placed at the peak of the staff unless the flag is at half-staff.
When the flag is suspended over a sidewalk from a rope extending
from a house to a pole at the edge of the sidewalk, the flag
should be hoisted out, union first, from the building.
When displayed either horizontally or vertically against a wall,
the union should be uppermost and to the flag's own right, that
is, to the observer's left. When displayed in a window, the
flag should be displayed in the same way, with the union or
blue field to the left of the observer in the street.
The flag, when carried in a procession with another flag or
flags, should be either on the marching right; that is, the
flag's own right, or, if there is a line of other flags, in
front of the center of the line.
The flag should not be draped over the hood, top, sides or back
of a vehicle or a railroad train or a boat. When the flag is
displayed on a motorcar, the staff shall be fixed firmly to
the chassis or clamped on the right fender.
No other flag or pennant should be placed above, or if on the
same level, to the right of the flag of the United States of
America.
Sertoma
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