Springfield Southeast MO Rotary - Committee Descriptions

To acquaint club members with attendance requirements, study causes of poor attendance, and urge members to make up missed meetings. Attendance is a barometer of the vitality of the club.

Club goal is to maintain 80% attendance, to be achieved utilizing:

· Post card reminders sent to all members who have missed three consecutive meetings. To be sent on Friday after our Thursday meeting.

· Phone calls to each member who has missed four consecutive meetings, encouraging their presence at forthcoming meetings; provide reminder that four misses in a row is grounds for termination of membership.

· Use club newsletter, The Spokesman, to report attendance figures, remind members of attendance requirements, and make up locations.

· Recognize members with perfect attendance (presentation of perfect attendance pins at club meetings).

· Emphasize to new members the attendance requirements: by their sponsor, their mentor, the Welcoming Committee and at orientation.

Classification Committee – Chair: Faith Irmen

The Classification Committee is a one person committee which is responsible for:

· Notifying the Board within 48 hours of receipt of any incoming Rotarians classification category so that polling can take place in a timely manner.

· Informing club members of specific underrepresented classification categories in hopes of bringing in new members in such areas.

· Reviewing the current classification system and working closely with the Membership Committee to develop an enhanced system which better represents our members.

· Increasing the Classification Committee to at least two members in order to have more input and thereby further enhance the current system.

Fellowship Activities Committee – Chair: Bill McNeill

· Plan special events and activities designed to promote acquaintance and friendship among club members and to encourage their participation in Rotary service, recreation, and social events.

· Plan at least one event that will include spouses, friends, guests, and potential new members.

· Continue the following events:

o Golf outing - September

o Holiday party - December

o Float trip – May/June

· Plan and implement two additional events during the year that will appeal to a broad range of interests to engender participation of members in all club activities.

House Committee – Chair: Bob Fisher

· Prepare meeting room for each weekly meeting

· Greet, register, and provide names for the introduction of guests at each meeting

· Update and maintain the name badge board as required.

· Assist with audio/visual aids.

· Maintain banner display

Membership Development Committee – Chair: Irwin Cohen

· Suggested the following Membership goals for 2011/2012.

· Retain a minimum of 85% of members listed on roster as of July 1, 2011.

· Induct a minimum of five (5) new members under the age of forty (40) by the end of June 30, 2011, including a minimum of one from Rotaract.

· Gain one (1) net member compared to July 1, 2011.

· Increase diversity of the club by 3% in 2011 and 3% in 2012 (gender, classification, etc.).

· Increase membership committee participation by 25% in 2011/2012 time frame.

Membership Screening Committee – Chair: Brent Baldwin

· To screen proposed new members as to their suitability for membership and make a recommendation to the board of directors.

· The committee has the discretion to consider the broad needs of the Rotary Club of Springfield Southeast and the strengths of the proposed member in making their recommendation.

Orientation Committee – Chair: Bob Hammerschmidt

To give new members a better understanding of Rotary International and Springfield Southeast Rotary. We hope this helps them become Rotarians, rather than members of Rotary and increase retention.

· Poll each Past-President to determine their continued interest in serving as advisor to new members. Underscore the items that have been updated, such as the 100 Points and re-emphasize some of the key facts that need to be conveyed to new members.

· Past-President Advisors will provide information to new members on dues, attendance, and the purpose and benefits of Rotary. The assigned past president will meet on a one-on-one basis with the new-member prospect prior to publication and introduction of the new member.

· Orientation involves holding semi-annual orientation meetings for all new members and their spouses. Responsibilities and opportunities of membership in Rotary (including attendance) will be emphasized. New members will be encouraged to become active promptly in a committee

· Involve as many board members as possible in the “Orientation Meeting” to give new members direct exposure to current club leadership.

Revisit the New Member Orientation process and evaluate recommendations to make the orientation meaningful to the participants and give them the information needed to become quality Rotarians.

Programs Committee – Chair: Jennifer Baker

Prepares and arranges programs for regular and special club meetings. Objectives are: to have engaging and beneficial club programs ready as scheduled; to have emergency programs available in case a speaker fails to appear; to see that a proper balance on all aspects of Rotary is maintained in the program schedule; and to make certain that the programs are at all times in keeping with the mission and dignity of Rotary.

· Solicit ideas from the entire membership as well as from other local Rotary Clubs.

· Emphasize programs which will inform, educate, and engage the members and their guests.

· Club members have diverse interests. The ideal is for programs to be so attractive and appealing to the diverse membership of the club that they promote attendance, as well as inform. Strive for timeliness, variety, and balance in subject matter.

· Coordinate program schedule with Board and committees to represent the Lanes of Service.

· Schedule dates for three classification talks

· Coordinate program schedule with Board and committees to represent the Lanes of Service.

· Schedule dates for three classification talks

Welcoming Committee – Chair: Don Harkey

To welcome new club members during their first year of membership and to help establish habits that will make their club experience more fulfilling. Assigning a mentor to new members during their first year and tracking and ensuring new member progress toward their 100 pt goals

· Recruit minimum of 4 mentors for the committee

· Establish mentor timeline and training materials

o Increase deliberate member interactions with new members both on and off the committee

o Foster camaraderie between new members

· Streamline the 100 points process

o Easy to track

o Very visible for new members

Club Service Avenue Goals for 2010-2011 – Randy Mayes

Audit Committee – Chair: Jeremiah Mee

Typically a one-person committee designed to provide oversight of the financial aspects of the club.

· Assists the treasurer, on an as-needed basis, with accounting, financial reporting and tax matters.

· If requested by the Club President or other appropriate officer, is available to review specific items, transactions or other matters.

· Does not actually perform an audit of the Club’s books unless specific requests are made for such assistance.

Family of Rotary Committee – Chair: Karen Brown

Plan and implement activities and programs designed to recognize and encourage club members and involve the family members of our Rotarians.

· Continue the classification mixers once a year. These mixers would take approximately 30 minutes of time. As members enter the room they would be assigned a particular table by the house committee. Once everyone is settled in a member of the FOR committee would then address the membership and explain the rules. Members are to form groups of four to six members only. Each member within the group would have a five minute time span to answer specific questions that have been posted in the Spokesman a week in advance. A designated bell ringer would watch the clock and ring the bell every five minutes.

· “Lend a Hand” Award: Award will be given to those individuals within our membership that have gone above and beyond the usual. This recognition will only occur when a member is nominated and the FOR committee feels that that award in warranted. Remind members about this award in the Spokesman from time and time and where to find the nomination form.

· Rotarians At Risk: The Executive Administrator of Springfield Southeast, with the approval of the current President of Rotary, will inform the Family of Rotary Committee regarding any concerns for members who may be at risk for various reasons. The FOR would then communicate with such member to ascertain the problem.

· Assist members with projects and activities for Rotarians and their families.

Get Your Makeup Committee – Chair: Denise LeBolt

· To provide an opportunity for members to do an attendance make up in an evening, relaxed setting with good food and atmosphere.

· To offer members a way to mingle and get to know each other in a fun, non-meeting fashion, and to encourage their participation in Rotary service. Also to invite spouses, friends, and guests to meet the other club members to provide an ability to learn more about Southeast Rotary. A makeup date will occur several times a year at a venue chosen by the committee from 5:30 to 7:30. The Club will pay for the appetizers and members will be responsible for their own drinks. In order to receive a makeup credit, the member must stay for at least 1 hour.

· The committee will continually will look for ways to improve attendance. The committee will utilize a variety of local business to hold the events to ensure diversity

History Committee – Chair: Mark Schuster

This committee is responsible for maintaining the history of the Club’s activities for future reference. To accomplish this, the chair shall work with the Club’s president and Executive Secretary. Specifically the committee shall:

· Keep a complete file of the weekly newsletter

· Maintain pertinent information and photographs of club exercises and activities.

· Information may be saved electronically

Invocation Committee – Chair: Brian Weimer

This committee recruits and schedules Rotarians to provide the invocation at all required meetings.

· Assure that a member is appointed to open each club meeting with an invocation consistent with that member's beliefs.

· Schedule volunteers approximately four to six weeks in advance of the scheduled meeting.

· Provide a schedule to the Executive Secretary for publishing the Rotarian assigned in the weekly newsletter.

· Use new members as a primary source for invocations volunteers to spur their involvement and recognition.

Public Relations Committee – Chair: Curt Brown

· Increase the awareness and understanding of the purpose and accomplishments of the Club and Rotary International through press releases, radio public service announcements and various other media outlets and making the Club aware of the committee's accomplishments.

· Tell the "Rotary story" via media coverage of Club events on at least 6 occasions.

· Keep the public aware of our progress of K-Park and our joint project with our sister club in Mexico.

· Provide press releases to local media and publications about our basketball tournament benefiting Special Olympics

· Increase Rock 'n Ribs coverage.

· Provide awareness of Rotary activities as they occur.

Sunshine Committee – Chair: Sarah DeGuire

This committee fosters awareness of the personal illness or other adverse or life-changing situations encountered by club members and/or their families. This committee is also charged with promoting support of such members and family members through appropriate means, so that the member is knowledgeable of the Club's support and concern. The chair will also contribute to a positive interaction throughout the club.

· Make regular announcements of any appropriate situations known about a club member or family member.

· Make regular announcements to remind club members to report appropriate situations to the Sunshine Committee.

· When appropriate, coordinate the signing of a card or other appropriate display of the Club's condolences for the club member or family concerned.

· Make regular announcements of any appropriate positive occurrences to a member.

Community Service Avenue Goals for 2011-2012 – Heather Ramsey

Basketball Tournament Committee – Chair: Marc Mayer (co-chair Brad Bodenhausen)

Our goal for next year’s Rotary Basketball Tournament is to continue to improve on the great foundation Steve Scott and Brad Bodenhausen have created with the tournament. We have annually raised around $10,000 for the Special Olympics, so our goal is to achieve at least that. We will have some increased costs next year, so it seems to be a fair goal. We also want to obtain increased fellowship after practices and after the games with Rotarians. This improves every year and we want that to continue.

Don’t Meth with Us Committee – Chair: Jerry Morgan (co-chair John Horton)

· Provide community awareness on the harmful effects of Methamphetamine use. This will be done through presentations to 5^th grade public and private school classes in Springfield.

· In addition we will produce Public Service Announcements that will be aired on TV and Radio.

· We will bring in a guest speaker to make presentations to the Springfield High Schools and to the public.

· We will also work with other Rotary Clubs that would like to start similar programs in their prospective clubs.

K-Park Committee – Chair: Jeff Cumley

Continue to serve in a leadership role to ensure that the interactive areas of K-Park are selected and funded according to the wishes of the club, working in conjunction with the City of Springfield and the Springfield-Greene County Parks Department.

· Main Goal: Fund, purchase and install the Springfield Wagon by Fall 2011

· Secondary Goal: Host a Rotary Club meeting on-site at K-park in Fall 2011

· Review the funding of the Springfield Wagon addition

· Start to identify Foundations to assist in funding of the project

· Present a specific funding outline to the Board for the Springfield Wagon

· Meet at least three times during the Rotary year

Projects Committee – Chair: David Hamm (co-chair Terri Eftink)

The main goal of the Projects and Grants Committee is the evaluation of funding requests in an effort to determine where available funds should be allocated in order to best support the overall goals of Southeast Rotary and Rotary in general. In addition to funding grant requests from outside organizations the committee will also evaluate suggestions from club members regarding hands on projects in the community.

To accomplish this main goal the committee must:

· Ensure that all committee members have accurate and concise information as to the size and purpose of the donation being proposed and the organization benefitting from the request.

· Consider each request and make a determination as to whether to fund the request or not based on the goals established by the club.

· Visit organizations that are the proposed beneficiaries of the funding requests and perform other further investigation if necessary.

· Make recommendations to the club’s board as to disbursement of funds based on committee member votes.

· For grant requests approved by the committee and the board, present donations of funds at club meetings when possible.

· For hands on projects approved by the committee and the board, organize participation of the club members.

Rock’n Ribs Volunteer Committee – Chair: Ken Bowman

Rotaract Committee – Chair: Jim Conley

To provide continuing support to the Rotaract Club.

· Have a committee member in attendance at each Rotaract meeting.

· Actively recruit Rotaract members that would be a good fit for SouthEast Rotary with a goal of two new members from Rotaract.

· Propose a Rotaract transition membership plan.(Delete)

· Invite Rotaract members to a fellowship event.

· Have the Rotaract President make a presentation during International Rotaract Week in March

· Inform Rotaract members of upcoming speakers and invite Rotaract members to join us for lunch.

Student Guests Committee – Chair: Cindy Howell

To recognize outstanding students from public and private secondary schools, colleges and universities that serve Springfield.

· Contact the schools and confirm participation and establish a coordinator to oversee the process of selection.

· Coordinators will select student based on commitment, high ethical standards, responsibilities, outstanding achievements and leadership qualities.

· Prepare a schedule to host students and counselors each week during the school year.

· Committee members will introduce these guests each week. Will e-mail my committee members to familiarize them with process.

· Recognize members’ families’ high school and college graduates at the “Graduates Day”.

Youth Projects Committee – Chair: Julie Guillebeau

Work with local schools and nonprofit organizations to recognize youth and young adults for the contributions they are making to their communities.

· Promote benefits of RYLA in local high schools and with SE Rotary members.

· Identify one high school junior as SE Rotary candidate.

· Have the student give a program at SE Rotary, once back from RYLA.

Vocational Service Avenue Goals for 2011-2012 – Stuart Stangeland

Directory Committee – Chair: Angela Smith

· Contracts for the preparation of the club’s membership directory and an update during the Rotary Year.

· Distributes the directory to the membership, usually at a scheduled meeting.

· Advise members that the club directory is available on-line via the club newsletter.

· For 2010-2011, continue use the website to highlight new members and includes a picture of them.

· Determine best methodology for communicating membership either via electronic or print methods.

Extension – Metro Club Committee – Chair: Bonnie Keller

Fellowship Luncheons – Chair: Tammy Mast

Involve the club in traveling luncheons, which takes us back to the first Rotary meetings when members met in each other’s offices. Offer members the opportunity to learn about the scope of members’ businesses and meet with each other on a smaller scale.

· Recruit several members to serve as hosts for our weekly lunch at their businesses.

· Organize the day with sign-up sheets for advance reservations.

Four-Way Test Committee – Chair: Jason Brown

· Provide each student guest with a 4-way Test bookmark that will not only be a small gift for attending our meeting, but also serve as a reminder of ethical behavior.

· Feature one Four Way Test article in the weekly Spokesman.

· Emphasize the Four Way Test but having members lead the club in reciting the Four Way Test at the time they remove their blue ribbon.

· Conduct a 4-Way Test program during the Rotary year. The program will contain a video that will tell “The Story of the 4-Way Test” by Herbert Taylor. After the video, members will be given discussion questions concerning ethics in their work place and personal environment.

· Make available a 4-Way Test program for the high school leadership academy. The program is similar to Leadership Springfield. The group is made up of 32 juniors from surrounding high schools. The program was given in 2008 but was eliminated in 2009 because of time restrictions the day of the program.

Rotary Volunteers Committee – Chair: Barbara Lucks

· To encourage Rotarians to register through the Rotary Volunteers program, which biannually produces a list of Rotarians and non-Rotarians who wish to volunteer abroad

· To select a member of the club for club recognition for he “Rotary Volunteer of the Year” award

· To further refine the criteria for the selection of the “Rotary Volunteer of the Year” award

· To nominate a club member for the “Gift of Time” Award

· To explore the nomination of a club member for other Rotary awards, such as the Four Avenues of Service Citation, the Service Above Self Award or others

· To investigate opportunities for recognition of club members’ service in awards presented outside Rotary, such as the Kenworthy Award, the Humanitarian of the Year Award or others

Vocational Awareness Committee – Chair: Gary Leonard

· Share information on occupations represented by club membership.

· Select, for recognition, members of the community who have performed his or her vocation in an exemplary manner, i.e. “Police Officer, Deputy Sheriff, Fireman and/or Teacher of the Year” award.

International Service Avenue Goals for 2011-2012 – Kyle McClure

Benefactor Endowment Committee – Chair: Troy Kennedy

Encourages participation in the Rotary Foundation’s Permanent Fund. A benefactor is a participating Rotarian who has informed the Foundation in writing that a provision has been made in his/her will or other estate plan for the Rotary Foundation, or who makes an outright gift of $1,000 or more to the Foundation’s endowment for world peace and understanding. The gift is placed in a permanent fund, which will generate income annually to support the Foundation’s programs. The principal remains untouched. Goals for this Rotary year include:

· Increase the number of Rotary Benefactors by at least 3 individuals.

· Present a program during November to inform and to encourage Rotarians to become Benefactors.

· Periodically present short “sound bites” during luncheon meetings and include reminders in the Spokesman.

· Arrange for suitable recognition presentations honoring new Benefactors.

Friendship Exchange Committee – Chair: Anne Brown

· Promote outbound Friendship Exchange opportunities available through District 6080 and encourage Springfield Southeast members to participate.

· Coordinate local schedule of activities for incoming Friendship Exchange teams, working with district chairman.

· Encourage Springfield Southeast Rotarians to be host families for incoming Friendship Exchange teams.

· Coordinate program presentation at club meeting for incoming Friendship Exchange teams, if schedule permits.

· Schedule program presentation at club meeting for returning members of outbound District 6080 Friendship Exchange Teams.

· Encourage Springfield Southeast Rotarians who travel to foreign countries to visit a Rotary Club and to briefly share their experiences with the club.

Group Study Exchange Committee – Chair: Mary Lou Martin

· Identify and propose candidates to be Team Members and Team Leader for upcoming District 6080 exchanges.

· Coordinate local schedule of activities for incoming GSE team, working with District Chair and other local Rotary Clubs.

· Encourage Springfield-Southeast Rotarians to be host families for the incoming GSE team.

· Schedule program presentation at club meeting for incoming GSE team.

· Schedule program presentation at club meeting for returning members of the outbound District 6080 GSE team.

International Youth Exchange Committee – Chair: Patrick Harrington

Promote the long-term youth exchange program to all Rotarians, and try to get as many members as possible involved, now and in the future.

· Host Rotary Youth Exchange student from another country in the home of 2 Southeast Rotary Club members

· Sponsor an outbound student to travel to another country for the school year

· Encourage host families to include the exchange student in as many club activities as possible.

· Coordinate a club program in which we hear from the exchange student, and host family members.

· Begin planning for incoming and outbound exchange students for future years, and create a database of interested families in order to make the program run more smoothly in the future.

· Plan and execute a social event for the incoming and outbound youth exchange student, host families, members, and members families.

· Ensure future Youth Exchange Officer and Inbound/Outbound Counselors receive required training from the district level.

PolioPlus Raffle Committee – Chair: Agnes Miller

Rotary Foundation Committee – Chair: Kim Nichols (co-chair Kirk Elmquist)

The Rotary Foundation Committee promotes the work of the Rotary Foundation and develops programs to encourage members to become annual givers to the Rotary Foundation, and it presents recognition to new Paul Harris Fellows and new Multiple Paul Harris Fellows. Specifically,

· President’s Goal for giving is $30,225.00

· Increase the level of participation from 42% to 60%

· Encourage members to contribute at least $100.00 per year - Every Rotarian Every Year.

· Educate all members not only through a special program in November, but also regularly throughout the year during meetings.

· Develop a campaign to get members to give quarterly (25.00) along with their dues to reach the annual goal for EREY.

· Hold a Paul Harris Fellows reception.

Rotary Foundation Scholarship Committee – Chair: Anne Brett

This committee recruits individuals who qualify for study overseas through the Rotary Foundation Ambassadorial and/or Peach Scholarship programs. Specifically the committee will:

· Collaborate with other Springfield Rotary Clubs to recruit, interview and select qualified candidates for the Rotary Foundation Scholarship programs.

· Identify a qualified candidate(s) to compete at the district level for one of the Rotary Foundation Educational Programs such as Ambassadorial Scholar, World Peace Fellow or Grant for University Teachers.

· Seek feedback from previous scholarship winners to develop promotional tools to assist with recruiting qualified students for the Rotary Foundation Scholarship programs.

Twin Club Committee – Chair: Brad Bodenhausen

Continue working with Club Rotario Tlaquepaque El Refugio to support community service projects in Tlaquepaque. The primary project goal for this Rotary year includes the upgrade of playground equipment at five Children’s Centers in Tlaquepaque.

· Explore the possibilities for coordinating multi-club Rotary support for the revitalization of Parque Hundido, a municipal park in Tlaquepaque that has been adopted as a joint improvement project by the cities of Tlaquepaque and Springfield.

· Organize an exchange between Springfield Southeast Rotary and Club Rotario Tlaquepaque El Refugio to introduce more Southeast Rotary members to Tlaquepaque, increase fellowship between our two clubs and work together on service projects.

World Community Service Committee – Chair: Judy Bilyeu

The World Community Service Committee advances the Rotary goals of world peace and understanding by organizing and funding a community service project in another country.

Identify a community need in another country and organize an initiative to eliminate or alleviate that need.

· Work with a Rotary Club from another country (other than the country where the need is identified) on this project.

· Raise approximately 50 percent of the committee budget for the year from fundraising activities within our club.

· Leverage the resources of our club by applying for a Rotary Foundation Matching Grant of Health, Hunger, and Humanity.