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 advise of make up locations at other Rotary clubs and special Rotary events.

· 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.

· Should a newer member begin to have difficulty with attendance, engage their sponsor and PP advisor in the process of encourage good attendance.

· Continue to remind members to scan their badges to properly record their attendance.

Classification Committee – Chair: Faith Irmen

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

· Notify the Board of proposed member classification assignments within 48 hours of receipt from Club Administrator.

· Inform club members of underrepresented classifications in an effort to increase the diversity of categories in the club.

· Continue to review the current classification system as necessary, and work closely with the Membership Committee to assist in identifying underrepresented classifications.

· Recruit at least one new committee member to serve as a co-chair and eventually move into the chair role.

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.

· Continue the following events:

· Golf outing - September

· Holiday party - December

· Float trip – May/June

· Get Your Brew On -- October

· Plan and implement one new, smaller event during the year with the goal of attracting members that do not attend other Fellowship events.

House Committee – Chair: Bob McLaughlin

· Prepare meeting room for each weekly meeting

· Greet, register and provide names for guest introduction at each meeting.

· Collect monies for meals, guests, fines, etc and segregate for Exec. Admin.

· Update and Maintain Badge board as needed.

· Check with guest speakers and assist with any audio/visual aids

· Maintain banners and displays

Membership Development Committee – Chair: Irwin Cohen

· Increase the diversity of our club’s by recruiting at least 10 members who belong to the following demographic group that is underrepresented in our club.

· Retain a minimum of 85% of members listed on the roster as of July 1, 2012

· Increase the Guest Card usage by 30% in 2012/2013 compared to June 30, 2012 numbers.

· Conduct a one year (2012/2013) pilot program to introduce potential new members to Rotary at a small social environment. The success of the program will be if we are able to get 5 new members from this approach.

Membership Screening Committee – Chair: Steve Rice

· 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.

· 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.

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

Programs Committee – Chair: Linda Ramey-Greiwe

Our goals are to have engaging, entertaining and educational programs at every meeting.

· 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

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.

· Re-start committee involvement

· Continue to develop New Member Lunches on First Monday’s of each month (11:30-1PM)

· Streamline the 100 points process

· Easy to track

· Very visible for new members

Club Avenue Goals for 2012-2013

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 –Scott Gibbins

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 twice 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: Brett Curry

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.

· Use a “Thinking of You” memo pad.

Community Avenue Goals for 2012-2013

Basketball Tournament Committee – Chair: Marc Mayer

· Increase our donations by obtaining more corporate sponsors for the event.

· Increase the clubs’ attendance to the games and improving the attendance for the Special Olympics game on Thursday night. This game is what the tournament is all about and it would be nice to see more people in the stands for it.

· Continue to improve the fellowship within the team at our practices and post game dinners. This is a great time to get to know our fellow Southeast members, and want it to continue to get better.

Don’t Meth with Us Committee – Chair: Jerry Morgan

· Provide community awareness on the harmful effects of Methamphetamine use. This will be done through presentations to 5th 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.

· We will work on a program to present our message to Springfield Public School 7th grade classes. It is anticipated that the presentations will begin early 2013.

Interact Committee – Chair: Gerry Lee

· Continue to assist the student leadership of the Glendale Interact Club to achieve the membership and service goals they have developed.

· Involve the Glendale Interact Club in SER’s Don’t Meth With Us middle school project.

· Partner with the Glendale Interact Club to raise money and supplies for the Tlaquepaque Orphanage Project, and also work on a potential international travel opportunity.

· Identify opportunities for the Glendale Interact Club to partner with SER in hand on service projects, including Rock’n Ribs.

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.

· Work with the committee to identify the next steps in K-Park development.

· Host one Rotary meeting at K-Park.

· Work to identify potential funding sources to aid in the next steps in development of K-Park.

· Meet at least three times during the Rotary year

Projects Committee – Chair: Julie Guillebeau

Projects and Grants Committee will evaluate 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 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, 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. Most communication will be by email, allowing individual committee members to review the proposal, and cast the “fund” or “not fund” vote by a specified date.

· 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.

· Support the goal of implementing a service project focused on peace.

Rock’n Ribs Volunteer Committee – Chair: Andrea Vent

· To increase the awareness of volunteer opportunities for family members and employees of southeast Rotarians to volunteer at Rock’n Ribs 2013.

· To increase, by a minimum of 25%, the number of Southeast Rotarians signing up through the website as volunteers for the 2013 Rock n Ribs (46 signed up in 2012) Goal = 57

Rotaract Committee – Chair: Luke Westerman

To provide continuing support to the Rotaract Club.

· Have at least one committee member in attendance at each Rotaract meeting.

· Participate/cooperate with Rotaract on a "Peace" Project.

· Partner with Rotaract on at least 1 social event for the year.

Student Guests Committee – Chair: Tad Moseley

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: Keri McKee

· 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 Avenue Goals for 2012-2013

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.

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

Fellowship Luncheons – Chair: Holly Stenger

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: Lori Johnson

Committee goal is to make everyone aware of and more cognizant of the 4-Way test and its relevance today. It is not an outdated philosophy, it is alive and valuable.

· 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 Spokesman.

· Emphasize the Four Way Test by 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.

Rotary Volunteers Committee – Chair: Tammy Mast

· 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: Darynne O’Neal

· 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 Avenue Goals for 2012-2013

Benefactor Endowment Committee – Chair: David Yaktine

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 5 individuals and one Bequest Society member.

· 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: Cheryl Briggs

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: Noah Alldredge

· 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: Greg Beck

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.

· 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.

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

PolioPlus Fundraising Committee – Chair: Andy Clemens

Rotary Foundation Committee – Chair: Mary Lou Martin

· President's Goal for Giving: $29,172.00

· Increase the level of participation from 49% to 85%

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

· Educate all members through a special program in November, and, through scheduled programs throughout the year during regular meetings.

· Develop a campaign to provide information to membership about giving quarterly to the Rotary Foundation through direct deposit directly to the Foundation.

· Hold a Paul Harris Fellow Reception.

Rotary Foundation Scholarship Committee – Chair: David Mullin

This committee recruits individuals who qualify for study overseas through the Rotary Foundation Ambassadorial 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 the Ambassadorial Scholar.

· 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

· Join with Club Rotario Tlaquepaque El Refugio to support facility improvement projects at the Children’s Centers serving the Parques de Santa Maria and Nueva Santa Maria neighborhoods in Tlaquepaque.

· Facilitate the efforts of the Glendale Interact Club to support the Juan Pablo Segundo orphanage and school in Tlaquepaque.

· Explore the possibilities for coordinating a trip to Tlaquepaque for Glendale Interact students and Southeast Rotarians to work together on service projects and advance the fellowship between Springfield and our Twin Club in Mexico.

World Community Service Committee – Chair: Bill White

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.