The Rotary Club of Moorestown
Summary of Committee Responsibilities
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.
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.