Summary of Committee Responsibilities  2017/2018 
 

       The Rotary Club of Moorestown
         Summary of Committee Responsibilities
  2017/2018
 
 
Club ADMINISTRATION
 
APPAREL/ oRDERS
§  Orders Rotary apparel (to be billed to members) and other Rotary materials when needed.
§  Sends invoice to Club Treasurer.
Attendance
§  Record members’ attendance at each Club meeting; Track make-ups, excused, leave of absences;  Notify billing office accordingly.
§  Inform Club Secretary of any member in danger of not meeting attendance requirements and of Monthly Attendance Percentage for transmission to District.
CHANGEOVER DINNER
§  This committee consists of the President, President Elect, Past President and members of the Fellowship Events Committee.
§  Organizes the yearly Changeover Dinner including setting a date, selecting a venue, hiring a caterer and planning the event.
CHaplain
§  Give Invocation at the beginning of each meeting.
§  Receive notice of members or family member’s births, illnesses, deceased, or other significant occasion.
§  Provide appropriate solace and sunshine to those in need;  Keep Membership informed.
COMMITTEE SELECTION
§  This committee consists of President, President Elect and several members.
§  Review list of committees and decide on changes/ modifications.
§  Put selection sheet out to members in early summer requesting them to make choices.
§  Place members on committees according to their selections and club needs.
§  Send out final committee list in early September.
 
 
 
 
 
 
FELLOWSHIP Events (Formerly “Special Events”)
§  Plan special events for Club members and guests – Mingle-Jingle, Picnic, Ballgames, Theatre Outings, etc.
§  Coordinate all arrangements for each event.  Work within Board approved budget.
§  Develop and implement “hands on” FUN member activities to participate in community events and foster fellowship/friendship, such as Moorestown Day, Autumn in Moorestown, Candlelight Nite, etc.
Finance & audit
§  Assist in the preparation of the Annual Club Budget for recommendations to The Board.
§  Set budget for Special Requests Committee early in fiscal year.
§  Review and recommend changes in the dues structure in relation to the proposed club budget.
§  Review Club and Charities, Inc. financial statements, quarterly, make recommendations to The Board as needed.
§  Assess and recommend alternate revenue sources to supplement membership dues.
§  Review investment strategies, develop long range plan, and make recommendations to The Board.
§  Provide for timely notification of dues and collection thereof including follow up on past due accounts.
Howard Fiala Service Above Self Award
§  An annual award bestowed on the club member who has best represented the ideals of Howard Fiala’s commitment of  Service Above Self to the club, Local and International communities.
§  Solicit nominations that fit the criteria from members.
§  Determine the recipient for the year.  Procure plaque.
§  This committee consists of past awardees.
 
 
 
 
Music
§  Encourage camaraderie through music during weekly Club meetings.
§  Provide or arrange for music for fellowship events.
NOMINATIons
§  Review and modify criteria for nomination to Officer or Director and recommend appropriate changes to Board for implementation.
§  Develop slate of Officers and Directors for Member vote in mid December.
Programs
§  Solicit ideas from members for program speakers.
§  Coordinate programs, dates and speakers for each Club meeting;  Inform President, Newsletter Editor and Website Chairperson monthly, or as changes occur.
§  Notify the Director of The Community House, in advance, of any AV equipment needed by weekly speaker.
§  Provide appropriate letters of appreciation to program speakers.
Sergeant at Arms
§  Staff the Welcome Table at each Club lunch meeting.
§  Place banners, set up badges & sign-in sheet, evaluate and adjust as needed ambiance of meeting room.
§  Greet visiting Rotarians and Visitors and introduce them to members.
§  Maintain Sign-in List of visitors and guests and provide copies to Newsletter Editor and Harry Welsh.
§  Collect fees for lunches and transmit them to the Treasurer.
§  Sell 50/50 tickets and distribute proceeds to Treasurer and winner.
§  Periodically have special events – birthdays, Throwback Thursdays, assigned tables, etc.
 
ROTARY FOUNDATION
§  Educate Membership on the many Foundation programs, their benefits to Society, and how Foundation works.
§  Solicit contributions for the Foundation from the Membership.  Publicly thank and reward contributors.
§  Keep record of all contributions and status of each member’s Foundation Account.
§  Transmit contribution forms with checks to Rotary International (RI), keeping a copy of transmittal form for club file and furnishing a copy to the donor.
 
 
membership
Classification
§  Assign prospective new members proper classification and notify Club Secretary, Website Manager and Membership Chair.
§  Conduct classification survey of all members and along with Membership Chair, assess area businesses’ opportunities for membership recruitment.
membership/ orientation
§  Plan and implement a Membership Recruitment program; Inform and motivate club members.
§  Supply members with materials to recruit new members and motivate regularly.
§  Conduct new member orientation sessions when needed.
mentoring
§  Assign mentors to new members.
§  Recruit members to become mentors.
§  Announce 6 month members' blue badge status including their sponsor and mentor.
retention & leadership development
§  Educate all members on Club, District and RI programs, procedures and policies.
§  Coordinate with other Chairpersons to maintain member participation.
§  Take action to retain members who are not participating or not meeting attendance requirements.
§  Encourage members to attend the Rotary Leadership Institute and other Rotary education programs.
 
Vocational Service
Vocational Awards & Education
§  Coordinate Vocational Service programs and speakers with the District.
§  Solicit nominations for the District Vocational Service Award.
§  Provide information to Newsletter Editor, Website Chairman, and The Board concerning current Club, District and RI programs.
§  Coordinate with Officers and Board active participation in District committees and functions.
§  Communicate to Membership and recruit & organize participation in District Conference and Rotary Leadership Institute.
 
 
 
public relations
MEDIA & PUBLIC RELATIONS & photography & interclub communications
§  Develop and implement a long range public image plan.
§  Develop and cultivate relationships with Media, Church, Community, School and Business leaders.
§  Work with other Chairpersons to identify opportunities for media exposure.
§  Ensure club activities, service projects, programs, AND accomplishments attract positive Media attention and are placed in a timely manner on the website.
§  Coordinate picture taking coverage at all events as well as media and placement with Photographer.
§  Maintain Facebook page:  Utilize Twitter and Instagram for immediate public exposure of events.
§  Develop Fact Sheets, advertisements and promotional materials; Make available as opportunities arise.
§  Develop traveling “PR Booth” to be utilized at School, Church, Club, Interact and Community events.
§  Coordinate picture taking/documenting of club activities with Press Secretary, Media & Public Relations Chairperson, Website coordinator, and History / Rotary Information Chairperson.
§  Provide information resource and communication vehicle to Club members, prospective new members, visitors and guests, maintain and modify as needed.
§  Work with and supervises hired, professional “Webmaster.”
§  Constantly gather data for all club activities and post on website.
§  Update membership directory at the beginning of the Rotary year.  Ensure that information is accurate, up to date and posted in the 'secure' section of the website.
§  Collect news and publish every month for electronic distribution about members, club, district and RI activities and events and upcoming programs.
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NEW GENERATIONS Service
 (Formerly "Youth Service")
Interact club
§  Liaison between Club and MHS Interact Club Members/Advisors
§  Facilitate and support Interact Club activities.
§  Develop and supervise list of Club members to attend periodic Interact meetings.
§  Coordinate with other Community Service Chairpersons for needed support by Interact Club
STUDENT GUESTS
§  Coordinate with MHS and MFS Guidance Offices for selecting and scheduling students of academic and/or athletic excellence to visit the Club, and obtain biographies
§  Arrange for transportation of student(s) to and from the meeting
§  Introduce the students to the attendees, and encourage students to learn more about Rotary
RYLA – Rotary Youth Leadership Award for High School Juniors
§  Solicit nominations from MHS/MFS Guidance Counselors and Interact Advisors; Select participants to attend Annual June Conference
§  Coordinate participants’ paperwork, housing and transportation to/from Conference.
§  Organize visitation by participants at Club meeting after event.
 
 
International Service
Gift of Life
§  Helps children worldwide repair congenital heart defects.
§  Sponsor a child to come to United States for Cardiac Care/surgery.
§  Work with District and other clubs efforts.
International Service Projects
§  Work with Board to research various ideas, create “Game Plan” for selected project and present to Board.
§  Work with Club and District Foundation Chair’s and RI to secure funding.
§  Coordinate all aspects of the project.
§  Coordinate and maintain all paperwork and reports.
 
 
Community Service
** OPERATIONS **
Blood Drive
§  Plan, organize and coordinate February Blood Drive.
§  Select date, location and vendor.
§  Coordinate all arrangements, publicize and communicate with Members and general public.
DICTIONARy – Joint Project with Breakfast Club
§  Order and obtain sufficient dictionaries for each 3rd grade student and teachers (if new) in Moorestown.
§  Order stickers for inside front cover placement.
§  Communicate with school principals and organize members for delivery to each class.
LEND A HAND
§  Assess community needs and identify best places we can help.
§  Select and implement numerous projects throughout the year to meet identified needs.
§  Encourage broad base member participation.
ScholarshipS
§  Work with guidance departments at Moorestown High School (MHS) and Moorestown Friends School (MFS) to invite applications from graduating Senior high school students.
§  Review applications and select recipients.
§  Host scholarship recipients at a June Club meeting.
Service Clubs Council
§  Develop and facilitate good communication between Clubs – Breakfast Rotary, Y's Service, Lions.
§  Serve and participate on Citizen of the Year committee.
§  Plan and implement joint meetings each year with each club.
Special Requests
§  Receive requests from members, organizations, community for funds.
§  Meet Quarterly (or more frequently as needed) to process requests.
§  Recommend to Board for Board approval proposed fund distribution awardees and amounts; Work within budget set by Board.
 
 
 
Winston Parker Foundation
§  Contact appropriate Forestry and Environmental schools to invite applications for scholarships from eligible students.
§  Review applications, select recipients and host scholarship recipients at a June Club meeting.
§  Maintain proper Foundation records and state filings.
§  Create and maintain a budget; Solicit appropriately skilled investment advice.
§  Create and maintain a budget; Solicit appropriately skilled investment advice.
 
Community Service
** FUND RAISING **
Scott Coffee Moorestown Rotary 8K
§  ENTIRE CLUB EVENT: Organize the membership to support and staff The Run on the day of the run.
§  Solicit sponsors for the Annual Run.
§  Provide publicity and marketing as appropriate through other organizations, events, and publications.
§  Receive and process applications and fees, track money flow and remit proceeds to the Club Treasurer.
§  Provide for other amenities to the participants as determined by the Committee.
§  This is a joint project with the Breakfast Club.
Pancake Breakfast – Joint Project With Breakfast Club
§  ENTIRE CLUB EVENT: Organize members for proper staffing.
§  Solicit key sponsors and ads for ad book; Track and report Ad revenue and ticket sales to Club Treasurer.
§  Provide publicity in Club/Community to encourage participation.
§  Coordinate supplies with vendors, prepare and serve food.
§  Coordinate participation by Club members, Interact members, etc.
fund raising
§  Explore opportunities for fund raising events, for both Club and Charities fund raising
§  Present ideas to The Board for review, discussion, and approval.
§  Recruit members to support new events.
§  Report to the Club about the success of the events.