Brighton Rotary Committee Manual Table Of Contents

Brighton Rotary Committee Manual Table Of Contents

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Brighton Rotary
Committee Manual
Table of Contents
=================
Table of Contents 1
Article I. CS—Club Service—Chairperson 2
Article II. CS—Greeter Committee 3
Article III. CS—Programs Committee 4
Article IV. CS—Membership Committee 5
Article V. CS-Public Relations 6
Article VI. CS—Newsletter 7
Article VII. CS—50/50 Drawing 8
Article VIII. CS—Boy Scout Troop 350 Liaison 9
Article IX. CS—New Member Inductions 10
Article X. CS--Sergeant at Arms 11
Article XI. COS—Community Service—Chairperson 12
Article XII. COS-Auction Chair 13
Article XIII. COS—Concert 14
Article XIV. COS—Mentor Program at BHS 15
Article XV. COS—Good Deed Doers 16
Article XVI. COS—Rotary Raiders 17
Article XVII. COS—Anderson/McGregor Scholarships 18
Article XVIII. VS—Vocational Service—Chairperson 19
Article XIX. VS—Interact 20
Article XX. VS—Rotaract 21
Article XXI. VS—Junior Achievement 22
Article XXII. IS—International Service 23
Article XXIII. IS--International Foundation 24
Article XXIV. IS—World Service 25
Article XXV. IS—Polio Plus 26
Article XXVI. IS—Youth Exchange 27
Article I.CS—Club Service—Chairperson
=====================================
A.
Club Service Chairperson Overview – To coordinate all sub-chairs
and report to Board/President on progress
B.
Responsible for the following committees_
a.
Greeter Committee – (4) people -- one permanent
b.
Program Committee—(4) People
c.
Membership Committee—(4) People
d.
Public Relations Committee—(5) People
e.
Newsletter—One person
f.
50/50 Draw—One person
g.
Finemaster—One person
h.
Boy Scout Troop 350 – One person
i.
New Member Inductions—One person
j.
Sergeant at Arms—One person
C.
Conduct meetings with individual chairs
D.
As a reference go to www.Rotary.org and type in “Club Committee
Manual (226-EN)” under the search section on the top right hand
corner of the page. You can us Rotary Internationals guide to help
you. (Please note that local club rules and practices maybe
different then international’s recommendations.)
Article II.CS—Greeter Committee
===============================
A.
Greeter Committee Overview – To educate all visitors to the club
on Rotary and make them feel comfortable at the meeting.
B.
Duties:
a.
Show up to meeting 15-minutes early
i.
Help guest speakers with any equipment
ii.
Find out a few key things about visitors (i.e. Hobbies,
why they are there, where are they from) and introduce
them around to members with similar backgrounds
b.
Wait by door for visitors to the meeting and greet them.
c.
If visitors are unaccompanied, introduce them around the room.
d.
If they have someone who brought them, keep an eye out and
make sure that person is never left alone.
e.
Give all visitors the informational booklet for Rotary.
(Treasurer should have them.)
f.
Write “thank you for visiting our club” to a visitor if they
are a potential member.
g.
Invite new members to greet with you, and make sure they are
have an opportunity to meet everyone in the club.
h.
Direct visitors to paper name badges for visitors, maybe even
get them a coffee.
i.
Have visitors fill out the Visitor’s Sign-In Sheet
j.
Briefly explain the agenda so that they know what to expect.
k.
After the meeting:
i.
Thank the visitors for attending.
ii.
Answer any questions they may have.
iii.
Direct visitor to website.
C.
As a reference go to www.Rotary.org and type in “Club Committee
Manual (226-EN)” under the search section on the top right hand
corner of the page. You can us Rotary Internationals guide to help
you. (Please note that local club rules and practices maybe
different then international’s recommendations.)
Article III.CS—Programs Committee
=================================
A.
Programs Committee Overview—To encourage great speakers at our
club
B.
Duties:
a.
Have speakers confirm by member responsible one month in
advance
b.
List members responsible on www.BrightonRotary.com AT LEAST
six months in advance. (See Website Administrator for access.)
c.
Include name and subject of speaker on www.BrightonRotary.com
to encourage membership attendance
d.
Program Committee members or members responsible should
announce interesting speaker several months in advance in the
meeting to encourage attendance.
C.
As a reference go to www.Rotary.org and type in “Club Committee
Manual (226-EN)” under the search section on the top right hand
corner of the page. You can us Rotary Internationals guide to help
you. (Please note that local club rules and practices maybe
different then international’s recommendations.)
Article IV.CS—Membership Committee
==================================
A.
Membership Committee Overview—To create an atmosphere that
promotes a feeling of ownership in the club.
B.
Duties:
a.
Invite new members to spend a few weeks helping the Welcoming
Committee greet visitors and new members
b.
Invite new members to events, even if the Membership Committee
members will not be attending (i.e. Rotary Raiders, Cancer
Walk, etc.)
c.
Invite new members to participate in committees (Auction,
Concert, etc.)
d.
Invite new members to learn about Rotary through District
conferences and website (www.Roary.org, www.BrightonRotary.com)
e.
Fill out an Info-Sheet on new members
i.
Find current members with similar hobbies and introduce
them.
ii.
Find current members with similar backgrounds and
introduce them.
iii.
Introduce new members to current members! Introduce new
members to current members! Introduce new members to
current members! (Not a typo!)
f.
Contact President/Program Committee about having new members
stand up and talk about their lives in-front of the group
g.
If a new member does not show up for a week or two, call and
find out if they are o.k.
h.
Remind Secretary if new members need a badge
i.
Contact those in charge of our Newsletter and discuss
“Spotlighting” the new member.
j.
Teach new members what Rotary means to you!
k.
Do not let any event happen without inviting a new member!
l.
Facilitate meeting with sponsors and board.
m.
Keep track of older members attendance, if they have not been
there for a while call and make sure they are o.k.
n.
Create socials twice a year (i.e. Red type nights on a regular
basis to encourage fellowship, and information regarding how
Rotary works)
C.
As a reference go to www.Rotary.org and type in “Club Committee
Manual (226-EN)” under the search section on the top right hand
corner of the page. You can us Rotary Internationals guide to help
you. (Please note that local club rules and practices maybe
different then international’s recommendations.)
Add information Sheet
Article V.CS-Public Relations
=============================
A.
Public Relations Overview—To promote the club and its activities
year around
B.
Duties:
a.
Create a Rotary presence at events
i.
Have participates wearing Rotary Clothing
ii.
Join Community events and use those events to explain
Rotary.
iii.
Sell Roses with a slip explaining Rotary and its next
events.
iv.
Sell Popcorn at event with slip explaining Rotary and its
next events.
v.
Sell… with a slip explaining Rotary and its next events.
b.
Media
i.
Send press release to all local media concerning all
Rotary events and accomplishments.
1.
Brighton Press and Argus
2.
WHMI
3.
Ann Arbor News
4.
Comcast Public Access
5.
Local targeted newspapers and mailings
6.
Any other media that would like to cover events
ii.
Website
1.
Maintain website giving information concerning events.
a.
Add pictures of events with captions
b.
Add a contact e-mail for more information (work
with Newsletter Editor)
2.
Promote website as a way to introduce Rotary to Public
iii.
Use uniform contact information (Same phone number and fax
on everything.)
iv.
Press release should talk about fund raising and events.
(No, “this is how many ramps we built last year.)
C.
As a reference go to www.Rotary.org and type in “Club Committee
Manual (226-EN)” under the search section on the top right hand
corner of the page. You can us Rotary Internationals guide to help
you. (Please note that local club rules and practices maybe
different then international’s recommendations.)
Article VI.CS—Newsletter
========================
A.
Newsletter Overview—Educate club members on the events, charitable
contributions and general information of the club.
B.
Duties:
a.
Become familiar with the www.BrightonRotary.com editing
program.
b.
Play reporter with the President and other members to find out
what events are planned for the club.
c.
Interview speakers and type out story in newsletter.
d.
Add pictures to stories so it attracts people to them.
e.
E-mail “important” newsletters to members from time to time.
f.
Print out newsletters when possible for club.
C.
How to edit a club runner e-newsletter:
a.
Login to www.BrightonRotary.com
b.
Look for the file button toward the top left of the page that
says “Admin” and left click on “Admin.”
c.
Under the Administration section of the site, look on the
bottom left of the page under club eBulletin, and left click
your mouse on, “Edit Bulletin Contents” (If Club eBulletin
section is un-enterable contact your website administrator in
your club for authorization.)
d.
F rom this point if you have any trouble editing the
newsletter go to the top left hand corner of the page and left
click on the help section. Once you are in the “help” section,
move half way down the page to the Club Bulletin” section and
left click on it. This section will explain in detail how to
edit the e-bulletin.
Article VII.CS—50/50 Drawing
============================
A.
50/50 Drawing Overview—To be run as a “Small Business”
a.
Keep in mind five points:
i.
Cost/Inventory
ii.
Effective Marketing
iii.
Sales/number of tickets
iv.
Delivery
v.
Accounting
B.
Cost/Inventory—It is critical to maintain a back-up inventory of
tickets. Equally as important is to not have too many in reserve.
One to two rolls is adequate.
C.
Effective Marketing—If the members/customers do not know that you
are there/open for business…they won’t buy…Make yourself visible.
D.
Sales/number of tickets sold—By pre-tearing the tickets in groups
of 10 * 3 tickets, simply counting your unsold tickets will tell
you how many have been sold.
E.
Delivery—The availability of tickets (see 1 cost/inventory) is
unending, however there is a difference in ticket quality, and a
poor quality ticket will not easily tear (the blue tickets are the
worst), and a poor tearing ticket will cost you time and customer.
(Who wants to just wait around to spend money?)
F.
Accounting—The business of ticket sales is best accomplished with
two people, one to sell and tear the tickets, and one to handle
the money. (Remember #3, sales/number of tickets sold? With the
seller pre-tearing the tickets in-group of 10 * 3, it is very easy
to keep track of money in.)
G.
Bring small bills to make change…(A lot of customers only have
$20.00 bills)
H.
Simply put, 50/50 is just like any small business
Article VIII.CS—Boy Scout Troop 350 Liaison
===========================================
A.
Boy Scout Troop 350 “Charter Representative” Overview—The Charter
Representative is the official title as this is the rep of the
Charter Holder, which is the Brighton Rotary Club. Technically,
the Rotary owns everything and the Troop 350 is technically a
non-entity.
B.
The Charter Rep is on the Committee (the group that steers the
Troop), and should attend their monthly meetings.
C.
The Charter Rep should attend all Eagle Scout Ceremonies, or send
a Rotary Rep, maybe the President, as the official member of the
Charter Organization. We used to have a Certificate of Merit done
for the boy and say a few words. The Charter Rep may also attend
the quarterly Courts of Honor (awards ceremonies) of the Troop.
D.
The Charter Rep takes requests for funds from the Troop to the
Rotary Board, and makes sure the Charter renewal paperwork gets
signed by the Club President annually.
E.
In essence, the CR should know generally what is going on in the
Troop 350. This can be as little or as much as the CR wants it to
be, but we found that involvement and support from the Club sure
made the relationship work better.
F.
In Troop 350, the Charter Rep is also a member of the Swann Estate
Committee, along with the Scoutmaster and the Committee
Chairperson. This committee watches over the money received by the
Troop from the Swann Estate (approx $20,000) which is earmarked
for special issues that are for the betterment of scouting in
Brighton. (I formed that committee when we were able to get our
own portion of this estate from BSA Council. We decided that it is
special money and should only be used for special issues and NOT
for operations.
G.
Finally, Brighton Rotary is also the Charter Org for Venture Crew
350, and the same person serves as their Charter Rep. This group
has been self-sustaining (a rule we put to them in order for us to
sponsor them). Venture Crew is a new scouting concept, still under
BSA, which the "crew" consists of Boys and Girls ages 14-20 and
specializes in an area of interest, such as aviation, engineering,
sports, etc. (VC 350 is outdoor camping). This is very low
maintenance group, and you will likely see them only at Charter
time. If they ever ask for money, tell them Jim Gilmore promised
they would never do that.
Article IX.CS—New Member Inductions
===================================
A.
New Member Inductions Overview
B.
Duties
C.
Test C
D.
Test D
a.
Sub a
b.
Sub b
c.
Sub c
E.
Article X.CS--Sergeant at Arms
==============================
A.
Sergeant at Arms Overview--Enforce rules of Rotary in a fun and
interesting way in front of the club each week.
B.
Duties:
a.
Find and fine people for violations of policy in club.
b.
Inform membership of ways to be a better Rotarian in a run and
interesting way.
c.
Once a month have time at Rotary meeting (See Program
Committee or during the Sergeant at Arms three minutes) to
review positions of Leadership Team and Committees (So we
always know who’s job is what.)
d.
Article XI.COS—Community Service—Chairperson
============================================
A.
Community Service Overview – To coordinate all sub-chairs and
report to Board/President on progress
B.
Responsible for the following committees_
a.
Auction Committee – As many members as possible
b.
Concert Committee—As many members as possible
c.
Liaison to BHS Mentoring Program—(1 to 2) People
d.
Do Goodoers Committee— One Person
e.
Rotary Raiders—One person
f.
Anderson/McGregor Scholarships—(6) People
g.
New Member Inductions—(2) People
C.
Conduct meetings with individual chairs
D.
As a reference go to www.Rotary.org and type in “Club Committee
Manual (226-EN)” under the search section on the top right hand
corner of the page. You can us Rotary Internationals guide to help
you. (Please note that local club rules and practices maybe
different then international’s recommendations.)
Article XII.COS-Auction Chair
=============================
A.
Auction Chair Overview—
Article XIII.COS—Concert
========================
A.
Concert Chair Overview--
B.
Manage
C.
Report to board
Article XIV.COS—Mentor Program at BHS
=====================================
A.
Mentor Contact with member
Article XV.COS—Good Deed Doers
==============================
A.
Good Deed Doers
B.
Duties
C.
Test C
D.
Test D
a.
Sub a
b.
Sub b
c.
Sub c
Article XVI.COS—Rotary Raiders
==============================
A.
Rotary Raiders Overview
B.
Duties
C.
Test C
D.
Test D
a.
Sub a
b.
Sub b
c.
Sub c
E.
Article XVII.COS—Anderson/McGregor Scholarships
===============================================
A.
Scholarship Committee Overview—
B.
Duties
C.
Test C
D.
Test D
a.
Sub a
b.
Sub b
c.
Sub c
E.
Article XVIII.VS—Vocational Service—Chairperson
===============================================
A.
Vocational Service Chairperson Overview – To coordinate all
sub-chairs and report to Board/President on progress
B.
Responsible for the following committees_
a.
Interact—(2) People
b.
Rotaract—(2) People
c.
Junior Achievement—(2) People
C.
Conduct meetings with individual chairs
D.
As a reference go to www.Rotary.org and type in “Club Committee
Manual (226-EN)” under the search section on the top right hand
corner of the page. You can us Rotary Internationals guide to help
you. (Please note that local club rules and practices maybe
different then international’s recommendations.)
Article XIX.VS—Interact
=======================
A.
Interact Liaison Overview--Attend meetings (every two weeks in the
high school cafeteria) with the Interact Students (Wednesdays 7:00
am at Brighton High School, average meeting 30 to 45 minutes.)
B.
The Interact Liaison person should get well acquainted with the
President, Vice President and other officers of Interact. The
President of Interact will give a copy of their meeting agenda to
the Interact Liaison person at their meetings. He or she should
ask for the opportunity to make appropiate comments during the
course of the meeting. The Interact Liaison person is also invited
to meet with the Interact Officers and Board at their Board
meeting, which are normally only once a month.
C.
The Interact Liaison Person also has the opportunity to encourage
and motivate the Officers and Directors to do an outstanding job
in their respective positions.
D.
The Interact Liaison Person also has the responsibility of taking
to the officers of Interact, any projects on which our club would
like their help.
E.
The Interact Liaison Person also has the responsibility of keeping
our club informed on activities of the Interact Club, and
encouraging our members to come to a meeting of the Interact Club.
F.
Mentor them on any of their projects
G.
Encourage Interact leadership to attend club meetings and talk
about their activities
H.
Talk to club newsletter person about adding Interact activities to
newsletter
I.
Talk to President about being added to announcements so that you
can talk about Interact Students events
J.
Encourage other Rotarians to attend meetings of Interact members
K.
As a reference go to www.Rotary.org and type in “Club Committee
Manual (226-EN)” under the search section on the top right hand
corner of the page. You can us Rotary Internationals guide to help
you. (Please note that local club rules and practices maybe
different then international’s recommendations.)
Article XX.VS—Rotaract
======================
A) Rotaract Liaison Overview--Attend meetings with Rotaractors
B.
Mentor them on any of their projects
C.
Encourage Rotoractors leadership to attend club meetings and talk
about their activities
D.
Talk to club newsletter person about adding Rotaract activities to
newsletter
E.
Talk to President about being added to announcements so that you
can talk about Rotaract Students events
F.
Encourage other Rotarians to attend meetings of Rotaract members
G.
As a reference go to www.Rotary.org and type in “Club Committee
Manual (226-EN)” under the search section on the top right hand
corner of the page. You can us Rotary Internationals guide to help
you. (Please note that local club rules and practices maybe
different then international’s recommendations.)
Article XXI.VS—Junior Achievement
=================================
A.
Junior Achievement Liaison Overview--Coordinate between Junior
Achievement programs and Rotary Club
B.
Attend programs and report to club and Board on activities
C.
Identify way to increase financial education in schools
D.
Talk to club newsletter and website person about adding Junior
Achievement activities to newsletter
E.
Talk to President about being added to announcements so that you
can talk about the impact of Junior Achievements financial
education in schools.
F.
Encourage other Rotarians to participate in financial education
activities through the Junior Achievement Program
G.
As a reference go to www.Rotary.org and type in “Club Committee
Manual (226-EN)” under the search section on the top right hand
corner of the page. You can us Rotary Internationals guide to help
you. (Please note that local club rules and practices maybe
different then international’s recommendations.)
Article XXII.IS—International Service
=====================================
A.
International Service Committee Overview – To coordinate all
sub-chairs and report to Board/President on progress
E.
Responsible for the following committees_
a.
International Foundation—(1 to 3) People
b.
World Services--(4) People
c.
Polio Plus—(2) People
d.
Youth Exchange—(2) People
F.
Conduct meetings with individual chairs
G.
As a reference go to www.Rotary.org and type in “Club Committee
Manual (226-EN)” under the search section on the top right hand
corner of the page. You can us Rotary Internationals guide to help
you. (Please note that local club rules and practices maybe
different then international’s recommendations.)
Article XXIII.IS--International Foundation
==========================================
A.
International Foundation Overview—Educate your fellow Rotarians
and your Local Community on the Rotary Foundation. Find ways to
increase donations to the Foundation.
B.
Establish annual giving goals
C.
Communicate with President and Treasurer of Club on a minimum
quarterly basis on progress of club giving.
D.
Work with Public Relations Committee to promote the Foundation and
your goals.
E.
Work with Program Committee to bring in speakers which will
increase awareness of the International Foundations mission.
F.
As a reference go to www.Rotary.org and type in “Club Committee
Manual (226-EN)” under the search section on the top right hand
corner of the page. You can us Rotary Internationals guide to help
you. (Please note that local club rules and practices maybe
different then international’s recommendations.)
Article XXIV.IS—World Service
=============================
A.
World Service Committee Overview – To work with Rotary Clubs from
around the world to pinpoint those in need and work with
International Clubs to help them.
B.
Duties:
a.
On www.Rotary.org
C.
As a reference go to www.Rotary.org and type in “Club Committee
Manual (226-EN)” under the search section on the top right hand
corner of the page. You can us Rotary Internationals guide to help
you. (Please note that local club rules and practices maybe
different then international’s recommendations.)
Article XXV.IS—Polio Plus
=========================
A.
Polio Plus Committee Overview – To encourage members to activity
donate their time and money to eradicating Polio from the face of
the earth
B.
Duties:
a.
Announce Polio related events (see President to be put on
meeting schedule.)
b.
Bring in Polio related speakers (see Program Committee)
c.
Find Articles and have them published in:
i.
Rotary newsletter (See Newsletter person)
ii.
On www.BrightonRotary.com (See Website Administrator)
iii.
In local newspapers (See Public Relations Committee)
C.
As a reference go to www.Rotary.org and type in “Club Committee
Manual (226-EN)” under the search section on the top right hand
corner of the page. You can us Rotary Internationals guide to help
you. (Please note that local club rules and practices maybe
different then international’s recommendations.)
Article XXVI.IS—Youth Exchange
==============================
A.
Youth Exchange Overview—To encourage bringing an exchange student
to the Brighton Rotary club and utilizing that exchange student to
encourage children of the U.S. to study abroad.
B.
Coordinate host families
C.
Help file paperwork for exchange student
D.
Find dates and times for exchange student to speak about their
experience:
a.
At the Rotary Club
b.
In the Brighton, and other local schools
c.
In local community groups
E.
As a reference go to www.Rotary.org and type in “Club Committee
Manual (226-EN)” under the search section on the top right hand
corner of the page. You can us Rotary Internationals guide to help
you. (Please note that local club rules and practices maybe
different then international’s recommendations.)
Events—Presidents Night
A.
President and spouse are guests at the party. They will greet
people and make sure that guests feel welcome.
B.
Secretary and Tresurer with spouses will check people in.
C.
President will provide Secretary and Treasurer with RSVP list and
each Rotarian and guest will get a card with either vegetarian
(green), beef (red), chicken (yellow), and fish (blue.) These
should be large enough that staff can easily recognize which entre
a Rotarian will receive.
D.
President should confirm a person to do 50/50 for the evening.
E.
Lakelands will sell drink tickets.
F.
It is tradition, though not a rule that the President pays for Red
Linenkuegel in a keg.
G.
Must bring (this is the President’s responsibility)
a.
Club banner (Make sure there is a place to hang them from)
b.
4 way test banner
c.
bell
d.
gavel
e.
name tags
f.
50/50 tickets
g.
Guest name tages