WELCOME. For Those Who Wish to Serve, There is Sertoma!

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1 SECRETARY MANUAL

2 WELCOME As a leader of your club, you will be called on to handle a variety of situations. You are the administrative officer of your club and custodian of all club records. In this role there are many duties relating to operating the business of a Sertoma club. The primary responsibility of the club secretary is to maintain accurate records of the club s business. This manual is designed to assist you with the basics of this office. Utilizing this material will help ensure a successful term as secretary, benefiting you, your club and the community you serve. Remember that help is available! Your District Governor, Directors and Sertoma headquarters staff are always available to answer your questions and provide needed materials and information. For Those Who Wish to Serve, There is Sertoma! Secretary Manual 1

3 TABLE OF CONTENTS The Role of the Club Secretary Official Records Record-Keeping System Board Meeting Agenda Board Minutes Club Meetings Award Records Correspondence Reports Random Financial Reports Club Bulletin/Newsletter Club Supplies Resources Sample Secretary s Calendar Sample Agendas Secretary Manual 2

4 THE ROLE OF SECRETARY As the administrative officer of the club, it is important that you become familiar with the club s governing documents. Make sure that these documents are current and accurate. If it is time to update your club s governing documents, contact Sertoma headquarters for the current model and any needed assistance. Your primary duties include preparing an agenda and keeping minutes of the club board of directors meeting, maintaining an accurate club roster, reporting all membership changes to Sertoma headquarters in a timely manner and filing all necessary reports on time. You are one of the several means of communication between the club, Sertoma headquarters and the divisions of Sertoma. The secretary is responsible for keeping the club informed of all Sertoma correspondence. It is also important that you attend Sertoma conferences and conventions. These meetings offer a wealth of training opportunities and are great ways to share in Sertoma fellowship. OFFICIAL RECORDS It is important that the secretary become acquainted with all official club records. Special attention needs to be given to the club minutes, which provide a complete history of the club, especially with regard to actions taken at board and club meetings. The club roster is extremely vital. It provides a current record of those individuals who are members of the club. Supportive documents will give you historical information of tremendous value as well. The club may request a roster from Sertoma headquarters at any time or the secretary may print a roster from the Sertoma website, at Secretary Manual 3

5 The club secretary serves as official custodian of the club Charter Agreement, incorporation and governing documents. Be familiar with these important documents, as you may need to refer to them frequently. For updating the club governing documents, contact Sertoma headquarters and request a board-approved model. The club secretary must work with the treasurer to file any necessary yearly registration forms. This is required by most states for non-profit corporations. RECORD-KEEPING SYSTEM The secretary and the treasurer (or secretary/treasurer) of a Sertoma club will find that the most important tool available for conducting business is a good record-keeping system. The club s permanent records should be kept current and complete, including copies of all reports, communications and business dealings of the club. BOARD MEETING AGENDA The secretary, with input from other club officers, should have an agenda prepared for each board meeting. An established agenda will help to ensure that the board meeting moves along smoothly, and that no items of importance are overlooked. BOARD MINUTES An essential priority is that the secretary be required to prepare and keep accurate minutes of each and every meeting of the board of directors. In the event the secretary is absent, another member of the board should be designated to carry forward this vital responsibility. To assist in proper record keeping, any actions taken at board meetings should be in the form of a stated motion, which must be properly presented and seconded. It is essential that the minutes include appropriate references such as: The day, time, location of the meeting Identification of those in attendance Record of correspondence and reports received and actions taken Record of motions made, carried or lost References to those items referred to committee or deferred, etc. Minutes should be sent to each member of the board of directors at least two weeks prior to the next meeting. These documents become permanent historical records, and it is essential that they be accurate and complete. CLUB MEETINGS The secretary s primary mission at meetings is to serve as the president s right hand, helping to ensure that everything is ready for a productive and well-organized meeting. At club meetings it is suggested that the secretary be seated in a position for spontaneous assistance to the presiding officer. Secretary Manual 4

6 In that the club president generally follows a prepared agenda, the president turns the official agenda over to the secretary after the meeting for record-keeping purposes. Unless there is official business (motions made and voted upon), this agenda can suffice for club meeting records. Be sure to record properly all attendance information on the official agenda. If business is transacted, exact minutes must be kept. AWARD RECORDS An important responsibility of the secretary relates to awards and incentives. The secretary is required to maintain all appropriate records relating to individual and club awards, thus ensuring prompt recognition. A summary of all awards, required forms and due dates is located on the Resource page of the Sertoma website. Forms may be downloaded from the Sertoma website. CORRESPONDENCE The club correspondence file is another essential. Review it carefully. Items completed become historical in nature. Items still pending will need to be reviewed more carefully and acted on accordingly. REPORTS Every club in the organization is required to complete and submit various reports throughout the year. Forms can be downloaded from the Resource page of the Sertoma Web site, Form 115: Membership Information Form must be submitted any time a member is added or deleted from the club or has a change of address or contact information. The club secretary can also make changes to club membership online. At Sertoma headquarters, New Member Kits are processed at least twice per week. All New Member Kits will be sent to the club secretary. Form 116: Quarterly Activities Report must be submitted quarterly. This report is the tool that provides information on what Sertomans are doing in the name of Service to Mankind. It is also necessary to file this report on time to qualify for various awards. Form 130: Club Officer Reporting Form must be submitted by April 10 each year and any time a change of officers or meeting time or location occurs. This is the only means of keeping the club contact information accurate and ensuring the correct information is on file at Sertoma headquarters. Secretary Manual 5

7 RANDOM FINANCIAL REPORTS The treasurer s report must be included in the club s permanent record. Obtain a copy from the club treasurer after presentation. CLUB BULLETIN/NEWSLETTER The club bulletin/newsletter is the most important tool for effective communication with the club members. The secretary works closely with the person who is designated as editor, thus making sure it is published regularly. In some cases, it is the secretary who serves as editor. Club officers, committee chairpersons and members will depend on the secretary for information and guidance about club affairs. Thus, the secretary serves as a clearing-house for all club activities. The bulletin mailing list should include: Sertoma President Sertoma headquarters Director Governor and all club secretaries in the district Additional newsletter guidelines and suggestions may be found on the Sertoma website, in the Public/Media Relations section of the Resource page. CLUB SUPPLIES Sertoma has developed an entire line of merchandise that is available to all clubs for official use by the organization. The line includes various awards; official club property, such as gongs, gavels and banners; membership pins and badges. The secretary is the custodian of all official club supplies. It is suggested that a reasonable inventory of items be maintained so that they will be available when necessary. The Sertoma Store is easiest accessed online through the Sertoma website, Secretary Manual 6

8 RESOURCES Secretary s Sample Calendar Year-Round Reminders Assist president/board chair in preparation of agenda. Record minutes of board and other meetings. Prepare minutes of board meeting (advance copies to president and board chair; copies to all at next meeting). Prepare club bulletin and distribute to all members, or assist club bulletin editor (e.g., with minutes from meetings). Form 115: Member Information Form. As necessary, submit Add/Delete/Change member information. As Needed During Year Update club roster and distribute to members. Update club and individual awards progress chart. Update member activity records - new members sponsored, awards, service hours, etc. Review and update club governing documents. Obtain insurance certificate for club projects from Lockton Companies at Submit Form 130: Club Officer Reporting Form for any club leadership contact information change, or for change in meeting day/time/location. Before Your Year Begins Attend District Leadership Conference. Assist in annual club audit. Assist president and other officers/committee chairs. Help in preparation of operating and sponsorship budgets. Assist with preparation of club s goal sheet. Review and update membership records and personal data for roster. Notes Secretary Manual 7

9 Review club policies. Review incorporation forms. Update Fidelity bond information. Furnish contact info to Governor and other clubs in area. Update club information with Chamber of Commerce and local newspaper(s). Establish record-keeping system. Locate forms and resources on website. Attend District Leadership Conference. July Publish updated membership roster. Submit Form 116: Quarterly Activities Report and Form 117: Quarterly Dues Statement, along with proper dues checks to Governor and Director. Dues invoices are payable upon receipt to Sertoma headquarters. Dues invoices are past due after 60 days. Print/distribute appropriate section(s) of Sertoma Resources pages to officers and committee chairs. August/September/ October Submit Form 116: Quarterly Activities Report and Form 117: Quarterly Dues Statement, along with proper dues checks to Governor and Director. Dues invoices are payable upon receipt to Sertoma headquarters. Dues invoices are past due after 60 days. November/December Review club goals for the year. Assist with quarterly New Member Orientation. January Submit Form 116: Quarterly Activities Report and Form 117: Quarterly Dues Statement, along with proper dues checks to Governor and Director. Dues invoices are payable upon receipt to Sertoma headquarters. Dues invoices are past due after 60 days. Secretary Manual 8

10 February Register and attend Annual Convention. Provide registration information/forms for Convention to other club members. March Help prepare for officer elections. April Attend Annual Sertoma Convention. Observe Sertoma s Anniversary April 11, 1912 is the founding date. Celebrate by bringing in a new member! Help prepare for Better Hearing & Speech Month programs in May. Submit Form 116: Quarterly Activities Report and Form 117: Quarterly Dues Statement, along with proper dues checks to Governor and Director. Dues invoices are payable upon receipt to Sertoma headquarters. Dues invoices are past due after 60 days. May Assist with transition meeting with next year s club officers. Provide secretary elect with information/documents for audit. Assist in submission of entry for Club Sertoman of the Year and Club Service to Mankind Awards; submit to Governor by July 1. June/July Assist with year-end progress/review meeting with the board of directors. Publish updated membership roster. Submit Form 116: Quarterly Activities Report and Form 117: Quarterly Dues Statement, along with proper dues checks to Governor and Director. Dues invoices are payable upon receipt to Sertoma headquarters. Dues invoices are past due after 60 days. Secretary Manual 9

11 SAMPLE CLUB MEETING AGENDA My Sertoma Club Jane Sertoman, President Day of Week, Date, Year Time to 1. Call to Order by President 2. Invocation by 3. Pledge of Allegiance led by 4. Meal and Fellowship 5. Introduction of Guests by 6. Birthdays and Anniversaries 7. Brief Committee Reports 8. Sertoman of the Week 9. Special Announcements 10. Introduction of Guest Speaker by 11. Guest Speaker 12. Question and Answer Period 13. Appreciation to Guest Speaker 14. Sergeant-at-Arms Report 15. Adjournment Secretary Manual 1 0

12 SAMPLE BOARD MEETING AGENDA My Sertoma Club John Sertoman, Chair Day of Week, Date, Year 1. Call to Order 2. Invocation and Pledge of Allegiance 3. Roll Call 4. President s Remarks 5. Secretary s Report A. Minutes of September Board Meeting Board Action: B. Communications 6. Treasurer s Report A. Financial Statements Board Action: B. Accounts Receivable - Dues Board Action: C. Accounts Payable Board Action: 7. Unfinished Business A. Committee Report B. Club Social 8. New Business A. Awards B. Sponsorship Request C. Membership Drive 9. Adjournment Secretary Manual 1 1

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