2. Club Liaison Program
Welcome to the Club Liaison Program. I am Carol Moore, Chair of the Club Liaison Program and on behalf of Sertoma I want to welcome you to our Club Liaison training session and congratulate you on being part of this exciting program. This is our fourth year with this program and we are proud of the number of clubs that have decided to participate. We are sure that you will find this position rewarding as you share information with your fellow club members and also give them the opportunity to share with Sertoma their thoughts and needs.
During this presentation we will touch on the history of the Club Liaison Program, your responsibilities, review the Club Liaison page of Sertoma’s website along with other information.

3. Role of the Club Liaison
You are the communicator!
You are and will be the volunteer of communications for your club. It will be your responsibility to receive information through these webinars and present the information to your club or in some cases to your board of directors. In other cases, you will bring information directly from your club to Sertoma.
The club liaison program was developed by a Task Force of Sertoma members based on a charge from the Board to find a way to improve service and support of the members. These two quotes reflect what the Task Force found as the underlying problem and a major part of the solution – communication. It begins with a recognition that even though there may be a lot of information and materials available, communication happens when two parties both listen and speak. Without the feedback we have an illusion of communication – because we don’t have working communication.
This is where the club liaison comes in – your role is to “work at communication” by being both the voice and ears for Sertoma and our clubs. The goal is to make sure that club members know and understand what is needed, and available from Sertoma, and equally important – that Sertoma knows what they need and value. It is a good idea, and the plan can work, if all are willing to work together with this plan.
Over the past three years this program has grown. Right now we have 50% of club with a named Club Liaison. I say named – what we want our goal to be during this coming year is to encourage all those named as Club Liaisons to become “ACTIVE”. To actually listen to the live and recorded sessions, present the information to the club and then report back using the Club Liaison page within the Sertoma website.
One of your handouts that you will find on the Sertoma website will be a copy of the Club Liaison Job Description. We ask that you read over this document to understand the role you have undertaken. Also, please go on the Club Liaison page of the Sertoma website and look around to see all the features of your section of the website.
Presentations made by you to your club may be shared in different ways. Let’s take the information we will be sharing with you later in this presentation. If I were to be making the presentation to my club, I would present information to the board concerning the deadline for 990’s that need to be submitted to the federal government. Mainly because it pertains to their roles as a board member. On the other hand I would share the information concerning our national convention with the entire membership during one of your club meetings so that members would have a chance to write this down on their calendars so they can make plans to attend.

4. Home Page
Let’s start by looking at the different pages on the website. What you see on your computer screen is the home page of the section for Club Liaisons. Of course, all of you will have to sign-in the Sertoma website first. When you do Click on national Volunteer. At this time you will have to sign-in using your User Name and Passcode. Once you are signed in you will click Club Liaison on the left side of the screen. This will bring you to the home screen as you see here.
Using the list on the left you can view the training materials, recorded sessions, where to report your presentation, find any Sertoma updates, and if you want to look up other officers, etc. you would find these in the Online Directory. Plus if you want to make any changes to your own profile you would do this by clicking My profile.

5. This screen shows you the Training Materials page
This screen shows you the Training Materials page. Here you will find any handouts,
If you will look at the third item down. It is titled Club Liaison Job Description. After this call or tomorrow I would like each of you to go to the Sertoma website, sign on and go to the Club Liaison page. Then click Training Materials. Click on the job description and read all about your new role in Sertoma.
Training Materials

6. Recorded Trainings
On this page you will find the full recorded training events. So if you miss attending one of the sessions you will go to this page to listen to the recorded version.

7. Reporting Presentations
One of the areas that we hope that you as Club Liaisons will complete this year and is the area of reporting when you have completed your presentations to your club members. One important reason is that it does count toward your club obtaining the Member Services Club Award, which we will discuss further in a few minutes. For those of you who are returning you will see we made this form easier to locate and complete.
But one of the most important aspects is the communication between the clubs and Sertoma. We know that we supply direct information to the clubs, but we still want to ensure that the thoughts, needs and success stories of our clubs are communicated with Sertoma. This week we will be sending out a questionnaire to the returning Club Liaisons and Officers and also to each of you who are new this year. This questionnaire is the result of your Sertoma Board’s discussions during their past board meeting. Once the questionnaires are received, a study will be conducted of all answers and will be shared during our call in October. After four years we feel the need to reevaluate the position to so that we can truly know what is happening in our communities. So please when you receive the questionnaire complete and return your input. We want all to be heard!

8. 2014-2015 Training Events Club Liaison programs Training programs
Quarterly
Information from headquarters
Club reminders
Information to headquarters
Training programs
Open to the general membership
Governor calls
2-3 per year
Meet the candidates
Lets take a look at how our programs are scheduled.
Club Liaison programs will be held on a quarterly basis. During these we will be asking you for input of information you would like to receive. Also, we will be sharing reminders of information, for example, due dates of awards or quarterly reports. We want this to be a two way street.
Training programs are open to all members, but limited to the number of live participants so that we can manage the question and answer period. We will be asking the assistance of the Sertoma Leadership Institute Advisory Committee to assist with these trainings. For those of you who are not familiar with the Sertoma Leadership Institute Advisory Committee, it was created to support the Sertoma Leadership Institute by developing ongoing curricula for club leaders and the delivery mechanisms.
The governors will participate in 2-3 conference calls.
During the month of January we will have a program so that Sertomans can meet the candidates who will be running for Jr. Vice President and one Director At Large for the year on the national level.

9. Member Services Club Award
“Active” Club Liaison
Complete three of the following
New Member Orientation
One club officer to complete role development training at a Regional Convention or Annual Meeting/SLI
One FDR club presentation
Club Member attending Annual Sertoma Meeting/SLI
Provide club with a summary of sessions
SLI training by Certified/Regional trainer
Participate in Sertoman of the Year Award
Your position is one of the requirements for he Member Services Club Award which encourages clubs to create value in membership through leadership and training with a common voice.
First clubs must have an “ACTIVE” club liaison., not just one who has been named on the Club Officer Reporting Form. Club Liaisons must view and present a minimum of 75% of the trainings. Then they must submit verification on the Sertoma website. This area is found on the Sertoma website under the Club Liaison tab that we discussed earlier.
Club must also complete three of the following:
New Member Orientation
One club officer to complete role training which includes your President, Secretary, or Treasurer.
The FDRs in your area are charged with internal marketing of our programs. These would include the Annual Fund, SAFEEars!, A Sound Investment and other programs of Sertoma.
Have at least one club member attend the Annual Sertoma Meeting.
Feature a Sertoma Leadership Institute training by a Certified or Regional Trainer.
Participate in the Sertoman of the Year Award.
This concludes the overview of you position. Next we want to cover a few reminders of deadlines and announcements that you can share with your club members.

10. 990/990 EZ/990-N Form 990-N Form 990 EZ or 990 Form 990
Gross receipts of $50,000 or less
Form 990 EZ or 990
Gross receipts less than $200,000 and total assets at the end of the year less than $500,000
Form 990
Gross receipts greater than or equal to $200,000 or
Assets greater than or equal to $500,000
DEADLINE – NOVEMBER 15TH EACH YEAR!
The IRS requires that any nonprofit organization which normally has $50,000 in gross income to file a EZ or 990-N. Determination of which form to file is based upon the gross income of the club which does include your dues revenue. All forms are required to be submitted by the 15th day of the fifth month following the end of the fiscal year. Since our year ends on June 30 all clubs must submit by November 15th of each year.
As you can see from this slide that clubs who have gross receipts of $50,000 or less must submit electronically Form 990-N which is known as the e-Postcard.
All others must submit either the 990 EZ or 990 forms.

11. FAILURE TO FILE FILING LATE OR DOES NOT FILE – PENALTIES INCURRED
AFTER THREE YEARS – CLUB LOSES TAX-EXEMPT STATUS
If a club does not file then the law provides penalties for willfully not filing their returns. They can be charged $20 per day, not to exceed $10,000 or 5% of the gross receipts.
We do have some clubs who have been fined and are having to pay penalties. Remember the entire board of directors are responsible to make sure these forms are filed.

12. 2015 National Convention April 16-18, 2015
Hilton North Raleigh/Midtown
Raleigh, NC
Room rate = $115.00
Free Shuttle
Registration Fee = $400.00
Plans are already underway for our 2015 National Convention that will be held at the Hilton North Raleigh/Midtown in Raleigh, NC. There will be new exciting speakers and more hands-on training. Encourage your board of directors to budget funds for at least one or more of your incoming officers to attend.
The room rate as you can see is $ per night plus taxes. The registration fee will once again be $ And there is a free shuttle from the airport to the hotel!
Each month we will be sharing different areas of the convention with you.
So make plans to attend!

13. Working as a team through communicating!
In the position of the Club Liaison working together through communications is very important. Important because the messages you take to your clubs will all be the same. All members will receive the same presentation. Plus they will be given the opportunity by you to send their suggestions and questions directly to headquarters and shared with our board of directors.
We thank all of you once again for your participation. Good Night!