Waterville Rotary Club

Committees

Who, What and When

Tuesday, May 23, 2006

Fellow Rotarians,

Rotary is now starting the voyage of our second 100 years. We are more relevant today, than at any other point in our history.

No other organization has the international presence, the ability to transcend cultures, religions, politics and professions. Each of you has chosen to be a Rotarian because you believe in our core mission of “SERVICE ABOVE SELF”.

Each of us has unique talents and abilities. These are core to our being, and what makes us special. Part of the beauty of being involved in a club like Waterville, and in an organization like Rotary is that we can follow our own paths, and use our unique skills.

I need, and Rotary needs each of you to help. Beyond dues, beyond coming to meetings, we need you to move our club, and our organization into the future.

Many of you are new to Rotary. The following is a brief summary of each committee. It contains the leadership, the mission, and the time frame for completion of the goals. This is a summary meant to guide you to select what areas you may be interested in participating in.

If you have any questions, please feel free to contact me, or any of the leaders involved in the committee.

Rotarians Lead the Way!

Community Service Committee – Susan Giguere

The Community Service Committee is our liason with our local community. They are charged with identifying the most important needs, and how our resources can best make a difference during the upcoming year.

Historically, the funds expended by the Community Service Committee are not used to defray operational costs incurred by local charitable organizations. Recent projects would include the Kennebec Trail, the 470 Steam Engine, the Two Cent Bridge restoration, the High Hopes Clubhouse, the Morton Brody Park, and much more.

The Community Service Committee will be working to support two larger projects this year. One will be the Maine General Cancer Center, and the other will be determined by the committee as the year progresses.

In addition, every other month, the proceeds from the cups, fines and happy dollars will be contributed as directed by the Community Service Committee.

Expected Completion Date: May, 2007

International Service Committee – Jerry Tipper

The Waterville Club and Rotary International have a long and rich history of helping out less fortunate or disaster struck regions around the world. The International Service Committee is charged with the responsibility of continuing this mission into the future.

Standing Budget - $17,700

Specific Goals for 2006-2007:

Seek a Rotary Foundation Matching Grant for a water, health, hunger or literacy project.
Develop and initiate a new project in support of International Service.

The budget for the major international projects for 2006/2007 will be funded by the proceeds from our Pig Roast Fellowship and Auction. For this year, we will be combining our resources with the Sunrise Club and the Unity Club in an effort to accomplish more together than we could individually.

Major Projects:

Habitat for Humanity – Chair __________________

The Waterville Club, in conjunction with our fellow Zone members (Sunrise and Unity) will be working with the Iqaluit Rotary Club in Nunavit. This club is located above the Artic Circle, and living conditions are some of the most challenging in the world.

We will be working in conjunction with our sister clubs here in Central Maine and Iqaluit to work with Habitat for Humanity to build homes in this desolate part of the world. All building materials need to be shipped in during a small construction window in the middle of summer.

Committee responsibilities include:

Working with the Committee Chair to identify the scope, both in dollars and involvement
Coordinating the project with our local clubs and the club in Iquluit
Communicate our progress with the club and with the Public Relations Committee Plan and execute a club meeting that involves the presentation of funds, and communicates the completed project and our involvement in it to the club membership.
Identifying matching funds from Rotary International, the Canadian Government, and other NGO’s that have funding capabilities, and obtaining funds where possible.

Expected Completion Date: May, 2007

Major Project:

Safe Passage – Chair _______________________

The Waterville Club, in conjunction with our fellow Zone member (Sunrise and Unity) will be working with Safe Passage. Safe Passage is an international organization that’s core belief is that the path to prosperity is best obtained by empowerment and education. (The adage, if you feed a man a fish, you feed him for a day. If you teach him to fish, you will feed him for a lifetime).

This project targets impoverished children growing up in Central America. The funds will be used to buy books, clothing, and tuition for 500 children for one year in Guatemala. The President of the Unity Club, Deborah Walters, is actively involved in this organization, and will spearhead the effort.

Committee responsibilities include:

Working with the Committee Chair to identify the scope, both in dollars and involvement
Coordinating the project with our local clubs and Safe Passage
Communicate our progress with the club and with the Public Relations Committee
Plan and execute a club meeting that involves the presentation of funds, and communicates the completed project and our involvement in it to the club membership.
Identifying matching funds from Rotary International, the Canadian Government, and other NGO’s that have funding capabilities, and obtaining matching funds where possible.

Expected Completion Date: December, 2006

Minor Projects:

Fines/Cups/Raffles – Chair __________________

Every other month, the Waterville Rotary Club donates all of the proceeds of the cups, fines and 50/50 raffle proceeds to an International Service Project. It is the responsibility of this committee to evaluate the different requests for funding. In addition to the proceeds from the raffle, the committee can designate additional funds from the International Committee budget if funds are available.

Recent projects would include Sewing Machines for Columbia, Tsunami Relief Efforts. Current requests include funds for dialysis equipment for our sister city in Kotlas Russia, funds to purchase

masonry materials to build stoves in Guatemala, and more.

Committee responsibilities include:

Meeting to discuss the various requests (bi-monthly)
Clearly communicating the funding requests at the weekly meeting
Coordinating a brief presentation ceremony when the funds are presented to the recipient (5 – 10 minutes where recipient is present, a check is granted, and a brief summary of how the funds have been or will be used.
Coordinating the presentation ceremony/ and information with the Public Relations Committee

Expected Completion Date: June, 2007

Vocational Service – Chair Kim Lindlof

Vocational Service comprises many aspects of Rotary. I look at it as the development of future leaders within our community. Our goal is to encourage learning at all levels, and to provide the training and opportunities for future leaders to grow and enhance their skills.

There are several specific goals for the Vocational Service Committee for this year, in addition to our mission stated above. They are:

Submit an application for a well qualified candidate to compete at the district level for one RFEP (Ambassadorial Scholarship, GSE member or leader, RWP fellowship, or a Rotary Peace and Conflict Studies Fellowship)
Ask each club member to share information on Rotary International and our club’s activities with their place of business
Ask each club member to mentor a young person
Have at least one member provide an internship at their place of business to a high school or college student.
District 7790 is international, encompassing Central Maine and Quebec. Half of our district speaks French. District conference meetings frequently need interpreters to facilitate communication. Develop and provide resources to our club to learn “Rotary French”, and encourage club members to participate.

Shoe Box Project – Chair __________________________

The best place to start is at the beginning. We believe that every child should get off to a good start in school. The Waterville Rotary Club purchases, complies, and distributes to all local school districts a “Starter Kit” for our Kindergartners.

Committee Responsibilities include:

Identifying the items to be included in the package
Finding the most economic way to purchase the materials
Putting together all the kits for the kids
Distributing the kits to the different school districts
Coordinating a brief presentation ceremony when the results of the project are presented to the club (5 – 10 minutes where recipient is present, and a brief summary of how the many kits were distributed).
Coordinating the presentation ceremony/ and information with the Public Relations Committee.

Expected Completion Date – August, 2007

Rotary Scholarship – Chair_______________

Each year, the Waterville Rotary Club awards a $1000 scholarship to a graduate of each of our local high schools. The graduate must prove three key competencies to receive the award:

A commitment to Rotary’s mission of Service Above Self
Academic achievement
Completion of the at least on semester of college courses

The recipient is selected on their merits of the first two competencies, and is awarded the funding after the completion of the semester of college.

Committee Responsibilities include:

Soliciting applicants from local high schools
Coordinating these efforts with the guidance departments at our local high schools
Reviewing all applications
Deciding on the applicant award winners
Communicating with all applicants and award winners
Coordinating a brief presentation ceremony where the winners of the scholarship are announced and/or presented to the club. (5 – 10 minutes where recipient is present/or committee member announces the winner and a brief summary of their application and accomplishments).
Coordinating the presentation ceremony/ and information with the Public Relations Committee.

Expected Completion Date – May, 2007

Club Administration

The Club Administration Committee is responsible for coordination of efforts with Rotary International and District 7790, for handling the finances of the club, for scheduling programs at each of our weekly meetings, and for ensuring that our club members enjoy the fellowship of their comrades in the Waterville Rotary Club.

The Club Administration process consists of our Secretary, Club Treasurer – Operations Budget, and Club Treasurer – Charitable Funds, Sergeant at Arms, and a Chairperson of the various committees under Club Administration.

Secretary – Cathy Langlais

Charitable Treasurer – Fred Cunningham

Operations Treasurer – Janet Parkhurst

Sergeant at Arms – Ron Smith

Club Administration Chairperson – Jeff Jolicouer

Club Administration Committee – Chairperson Jeff Jolicouer

Programs: Chairperson_____________________

The weekly meeting is how most Rotary affects most Rotarians. This is the place where they come to learn, to share their experiences and successes, enjoy each other’s company, and to be renewed in the mission of Rotary.

Part of this year’s mission will be to celebrate our collective accomplishments, and to celebrate our members. Adding “Pomp and Circumstance” to big meetings (member inductions, Paul Harris Fellowships, Invite a Spouse to Rotary, Change in Leaderships, Club Assemblies).

The program committee is charged with the responsibility of finding speakers, topics, and discussions that appeal and invigorate the membership.

Committee Responsibilities include:

Planning topics and coordinating speakers
Coordinating topics and speakers with RI monthly themes when appropriate
Coordinate award celebrations and presentations
Arrange club assemblies
Working with other committees
Communicate the weekly meetings, presentation ceremonies and information with the Public Relations Committee.

Expected Completion Date – June, 2007

Fellowship Committee – Chairperson________________

The Fellowship committee is responsible for creating and running events, or assisting in other club events designed to promote fun, interaction and fellowship with club members.

Specific areas of responsibility are:

Fall Pig Roast (coordinate with the Fund Raising Committee)
Food and Beverages at the Radio Auction
Fellowship Event with our sister club, St. Nicholas, Quebec
Summer party on one of the local lakes
Communicating events held at our sister clubs in the Waterville Area
Meal and Meeting Room issues
Communicate the events and related information with the Public Relations Committee.

Expected Completion Date – June 2007

Attendance – Chairperson____________________________

The Attendance committee has several roles within the club. It is a part of our bylaws that Rotarians must maintain attendance at our meetings. More importantly, we miss them!

To accomplish this task, the attendance committee is charged with:

Encouraging attendance at regular club meetings or regular meetings of other clubs when they are unable to join us.
Build awareness of our attendance requirements
Work with members that are unable to meet the requirements to find solutions to unsatisfactory attendance (i.e. credit for committee meetings, online Rotary Meetings, times and locations of other club meetings)
Communicate how valuable their contributions are to our club, and to Rotary.
Promotes attendance by all club members at Rotary meetings, including District conferences, district training meetings, intercity meetings, and RI conventions.

Expected Completion Date – June 2007

Fundraising Committee Chair – Gary Hammond

The Fundraising Committee is charged with coordinating and executing all of the fundraising events of the club. For 2006, our club will raise over $50,000!

Radio Auction Leadership Team – Dave Grenier, Ken Vlodek, Tim Beals and Ed Oliver

The Radio Auction has a long history of being the most important and significant fundraiser that the club has. It requires the efforts of every Rotarian to make the night a success. The leadership team will be soliciting your involvement during the fall of the year.

Timeline – September through December 2006

Rotary Pig Roast – Chairperson: Don Plourde and Dan Bickford

The Rotary Pig Roast/ Auction is a fellowship auction that is held in conjunction with our sister clubs in the area. The proceeds from the auction will be designated to fund a major component of our international service projects during the upcoming year.

The items auction are typically “personal” items (pies, dinners, use of vacation homes, Christmas trees, and more)

Timeline: July – September 2006

Rotary Golf Tournament Chairperson – Scott Bullock

The Rotary Golf Tournament is a relatively new fundraiser for the club. The committee coordinates, solicits donations, finds teams, and organizes the event.

Involvement of the team members include:

· Solicitation of gifts

· Finding hole sponsors

· Finding teams to play

· Cooking

· Watching “Hole in One” holes

· Clean-up

· Coordination with the Golf Course

Timeline: May thru August 2006

Winter Fundraisers Chair – Bill Mitchell and Charlie Giguere

Approximately 10 – 15% of our total fundraising comes from events held in the winter – from nut sales to tractor raffles.

Timeline: November – April 2007

Public Relations Chair - Cynthia Corbin

Starting in 2006-2007, Rotary International recognized the international change in service organizations. Frequently, outside of our organization, Rotary is only known as a place to go for lunch. RI now mandates that each club have a standing Public Relations Committee to communicate the good works of the club and the organization to our community.

The Waterville Rotary Club has many initiatives that are far reaching in our local community as well as our global community. The Public Relations Committee job is to inform our community of these initiatives.

Specific goals for 2006-2007

Create a Rotary newsletter
Create a :30 second Public Service Announcement for Radio and TV
Create a calendar of events

Committee responsibilities include:

Meeting to identify news/psa stories to the media and content of newsletter. (monthly and possibly bi-monthly if needed)
Distribution of the news/PSA’s.

Expected completion: June 2007

Membership Committee Chair – Allyson Karter

Primary Purpose: To recruit and retain members and develop a vibrant sense of purpose for every member.

Three subcommittees:

Membership Recruitment:

Attract key individuals with leadership characteristics to strengthen the overall membership
Reward current membership for recruiting new members

Membership Development:

Organize meaningful induction ceremonies
Organize informational sessions, both formal and informal, to engage new members immediately.
Work with President & board to ensure creation of membership manual.
Establish and implement attendance protocol.
Re-invigorate members who have low attendance: “Rediscover Rotary”.

Rotary Information

To communicate a brief (1 – 2 minute) fact about Rotary each week at our meeting

The Rotary Foundation – Ken Viens

The Rotary Foundation is the where all the money comes from to support Rotary’s world wide mission. The “matching funds” for our international projects come from here, the simplified matching funds for district projects come from here, the monies for Polio Plus come from here, and many other areas (Group Study Exchange, Ambassadorial Scholarships, Rotary World Peace Scholars)

The Paul Harris Award is given to members of the club who donate $1000 or more to the Rotary Foundation. This is not an award in the “traditional sense”, but recognition from Rotary to those individuals who have donated so generously.

The Committee is charged to increase awareness in the club for the works of the Foundation, to identify the true purpose of the Paul Harris Award, to solicit sustaining Paul Harris Fellows, and to achieve the EREY $100 per Rotarian goal of Rotary International.

The committee will have several goals:

1) Every Rotarian Every Year

2) Paul Harris Award

3) Rotary Benefactor

4) Coordinating any other topics associated with the Foundation

Projected Completion Date – June 2007