ATTENDANCE OFFICER - Microsoft
Rotary Club of Wollundry
Wagga Wagga
Officers and Committee Descriptions
Includes Weekly Meeting jobs
and Rotary forms
Compiled by Paul Murray
Revised as of Jan 2016
Table of Contents
Contents
PRESIDENT 3
VICE PRESIDENT/PRESIDENT ELECT 3
SECRETARY 3
TREASURER 4
IMMEDIATE PAST PRESIDENT 5
CLUB ADMINISTRATION DIRECTOR 6
Bulletin Editors 7
Budget 7
Apologies Officer 7
Risk Management and OHS 8
Club Protection Officer 8
Sergeant at Arms and Assistants 10
Fellowship Social & Family Events 12
Club Historian 12
Property/Clothing 12
Assistant Treasurer 12
District Conference/Changeover 13
Public Officer 13
Internet Communications & Website 14
CLUB SERVICE DIRECTOR 15
Sprout & About (Saturday Markets OIC) 15
Sprout & About (OIC Checklist) 18
Special Markets Committee Chairman 20
Special Markets OIC 20
Projects Committee 20
Equipment Hire 21
Gears & Beers Festival 21
Food and Wine Festival 21
Senior Citizens / Welfare 22
Pride of Workmanship 22
Community Health Awareness 23
Literacy and Environment 23
Publicity and Market Promotions 23
FOUNDATION DIRECTOR 25
District Simplified /Matching Grants 25
Group Study Exchange 26
Centurion & Polio Plus 27
Rotary Information 28
Rotary Foundation Scholarships 28
FAIM 29
ARH, ROMAC,RFFA, Interplast 29
YOUTH SERVICE DIRECTOR 29
SCU Science Scholarship 30
MUNA RYPEN RYLA 30
Model United Nations Assembly (MUNA) 30
Rotary Youth Program of Enrichment (RYPEN) 31
RYLA 32
National Science Forum/Noel Barnes Scholarship 32
Honeywell Engineering Summer School.. 32
Noel Barnes Scholarship 33
RYDA Rotary Youth Driver Awareness 33
Dream Cricket & IFCR 33
Youth Exchange 34
Chairman 34
Inbound Students: 34
Outbound Students 34
Exchange Student Councillors 34
Youth Connection 35
Purpose 35
Terms of Reference 35
Frequency of Meetings 35
Composition of Committee 35
Sources of Information 35
MEMBERSHIP DIRECTOR 36
Membership Development 36
Membership Classification 36
Attendance 36
Orientation / Education / Fireside Meetings 36
PUBLIC RELATIONS DIRECTOR 37
Markets Roster 37
Vocational Visits 37
Interaction with other clubs 37
Media Liaison 38
WEEKLY MEETING JOBS 39
Fellowship 39
Reception 39
Furniture 39
Introducing a Speaker 40
Vote of thanks for a speaker 40
ATTACHMENTS 41
Expenditure Authorization form 41
New Member Nomination Form 42
Directors Nomination Form 43
Pride of Workmanship Nomination Form 44
Letter to Principals seeking Noel Barnes nominations 45
Letter to Schools advising Noel Barnes awardees 47
Letter to Noel Barns awardees 49
THE IMPORTANCE OF ETHICS 50
PRESIDENT
The Presidents duties and as a board member, extend across three years in the positions of:
• Vice President
• President
• Immediate Past President
The Presidents responsibilities include:
• Presiding over all board meetings
• Presiding over all regular club meetings
• Working closely with board members to comply with all Rotary International, District and Club duties, responsibilities and obligations
• Conducting regular Club Assemblies to keep members informed of board activities (generally one per quarter)
• Insuring all club financial obligations are met
• Representing the Club in all public functions
• Representing the Club in all club donations
• Attending Presidents Forum
• Co-ordinating and planning club changeover dinner
Submitted by Paul Murray
VICE PRESIDENT/PRESIDENT ELECT
• Attending all board meetings
• Attending Presidents Elect Training Seminars (PETS)
• Attending District Assembly
• Allocating Directors positions
• Allocating Committees and Officers for their year
• Preparing a budget for their year
• Stepping in to replace President when absent during last half of year
Submitted by Paul Murray
SECRETARY
This information is a supplement to the RI Club Secretary’s Manual.
Weekly Duties
• Get mail (Box 229)
• Open and record each first class mailing (not junk mail)
• Distribute all Incoming Mail to appropriate board members
• Assist President with arrangements for weekly meeting
• Announce all relevant mail to members
• Announce all relevant information to members
• Produce weekly listing of announcements for Bulletin Editor
Monthly Duties
• Send email to all board members reminding them of board meeting time and place. Include inemail:
o Notes of previous board meetings
o Listing of all incoming mail sorted by director
• Attend board meetings and record proceedings
• Announce to club members at next regular meeting any relevant decisions made at last board meeting
Quarterly Duties
• Send pro rata dues and report form to RI
Semi-annual Duties
• Prepare semiannual report and send to RI Secretary
Special and Ongoing Duties
• Update the Clubrunner database of all members’ information.
• Order name badge and new member pack for all new members.
• Co-ordinate attendance data with attendance officer.
From Club records
TREASURER
SKILLS
• Preferable to have had exposure to money handling, plus experience with book keeping concepts and IT book keeping systems.
• Accuracy and timeliness plus the ability to control expenditure as projected within the club’s annual budget are major job requirements.
DESCRIPTION
• It is ideal the incoming treasurer be assistant treasurer in the year prior. This will ensure exposure to what is involved.
DUTIES INCLUDE:
• Attendance at all weekly meetings,
• Handle all money received from members for meal costs, fines, subscriptions and rentals of Club assets.
• Balance money against attendance records.
• Deliver copies of attendance sheets to Recording officer and Bulletin editor.
• Issue cheque for costs of member’s meals to caterer.
• Pay caterer.
• Issue cheques as required, during the meeting.
• Complete Bank deposit slip for monies received.
• Bank money, plus ensure correct “float” change is held for the following meeting.
The treasurer of District 9700 has compiled a “Hand Book for Treasurers”, which is attached and gives a comprehensive over view of a treasurers job. However, suffice to say that major requirements include the compilation of the Club’s annual budget and changing of Bank authority for signatures for the incoming executive. If the latter is not done, worst case scenario is having cheques dishonoured. Don’t think it won’t happen as a Bank has little room to move within its legal framework.
Other major considerations are:
• Timely arrangement of preparation of the previous years financial statements and audit of same.
• Preparation of GST return and payment of GST/lodgement of forms.
• Lodgement of statutory returns.
• Payment of all RI and District 9700 monies as and when they fall due.
Submitted by Jim Gibson
IMMEDIATE PAST PRESIDENT
• Attending all board meetings
• Stepping in to replace President when absent during first half of year
• Working closely with the President and board members to provide counsel on matters relating to Rotary International, District and Club duties, responsibilities and fees.
Submitted by Paul Murray
CLUB ADMINISTRATION DIRECTOR
MAIN ROLE:
• Member of the Board.
• Responsible to the Board and President for the good functioning of the Club.
• Responsible for the following committees and functions:
o Budget
o Assistant Treasurer
o Club Bulletin
o Programmes
o Apologies
o Risk Management
o Fine Sergeant
o Sporting and Social Activities
o Club History
o Property
o Public Officer
o District Conference and Changeover
o Internet Communications
o Club Protection Officer
MAIN DUTIES
• Attend Board Meetings. Provide the Board with a written report on matters pertaining to the Club. Make available to the Board any documentation that concerns club matters, in possession of the Club Administration Director.
• Report to members at Club Assembly on matters relating to the portfolio. Keep members informed at all times (as far as confidentiality allows) of any matters that effect members.
• Assist Committee Chairs to carry out their responsibilities when needed.
• Use discretion to delegate when able. If someone is doing a good job, keep out of he way.
The Club Service Director should see himself as the man with the oil can to place a drop where needed to keep the wheels of the Club running smoothly.
Submitted by Doug Sutton
Revised by Geoff Hamilton
Bulletin Editors
MAIN ROLE:
• Produce a weekly bulletin for the Club
MAIN DUTIES
• Take photos for publication
• Publish the following:
o Presidents announcements
o Club news
o Summary of guest speakers presentation
o Official membership approvals (projects over $1,000)
o Motions, board announcements, etc)
o Markets results
o Meeting rosters
o Market rosters,
o Birthdays, Anniversaries,
o Makeups,
o Apologies ,
o Visitors,
o Program guide for weekly meetings
o District news
• Liaise with President and board for information
Submitted by Paul Murray
Budget
Apologies Officer
MAIN ROLE:
• Accept and record apologies from members unable to attend meeting.
• Accept and record advice of members of guests attending.
• List make up from member if applicable
• Provide details to Treasurer and President (standard form used)
• Advise caterer of approximate numbers eating (including guests)
Submitted by Michael Doyle
Revised by Paul Murray 11/07/12
Risk Management and OHS
Rotary has a duty of care to its members and in certain circumstances, to the public and must make reasonable endeavours to ensure due diligence with respect to public safety, insofar as such is a responsibility in the particular circumstances.
The risk issue for consideration is the financial and legal outcomes of a successful claim against Rotary for a failure in a duty of care.
This committee is responsible for reviewing and maintaining the Risk Management Report prepared by Workplace Safety Management Systems Pty Ltd in respect of all club activities.
Primarily the report focuses on activities at the Sunday Market, Farmers Market and Food and Wine Festival.
Members should be prudent in all activities of the club and report any safety concerns to the committee for investigation.
Submitted by Ken Cook
Club Protection Officer
The principal role of the CPO is to manage the risk for the club and its members in relation to any engagement with youth, including social events, Rotary functions and all Youth Programmes.
The District Policy is available at:
and the Club Protection Officer should be familiar with the application of the policy.
The Checklist at the front of the Policy is a useful guide to the CPO.
The general practice in Wollundry is to lodge the documentation relating to protection matters with Solicitors Commins Hendriks for secure retention.
The CPO should also be familiar with the District Directory information relating to Youth Protection. In 2011-2012 this is page 56 of the District Directory. This provides a summary of the policy responsibilities and contact details for the District Youth Protection Officer (YPO). This is important as any allegation should be immediately referred to the YPO who has the responsibility for managing the allegation including any necessary reporting to law enforcement or social service authorities.
This policy will be subject to review following the completion of reviews presently being undertaken by RI in relation to Re-Certification of Districts within Australia in relation to Youth programmes.
The Club Protection Officer(CPO) (along with Club President and Club Youth Director) should attend training provided by District in related duties. Usually this is provided at District Assembly. This may require planning to attend training in the year prior to undertaking the CPO role.
Submitted by George Thomas
Sergeant at Arms and Assistants
Two main functions:
1. Control of meeting - not in terms of running the meeting (that's the Presidents role), but in terms of ensuring that Club members pay attention to Club President/Club members or Guest Speaker when addressing the meeting from the podium, and that these 'speakers' are not unduly interrupted whilst addressing the Club. If Club members are causing a 'rabble' whilst any speaker is addressing the Club, the Sergeant will ring the 'gong' to bring the Club meeting 'back into order' such that the person speaking to the Club (President/Secretary or any Club announcements etc) can continue uninterrupted.
2. Conduct a "Sergeants Fines Session' each and every week. This session raises funds from members which are paid into the Club Account. Club members may be 'fined' for any slight or deemed misdemeanours which may have been incurred by those persons from one week to the next. This role of 'fining' members is to be taken very liberally (in the context of misdemeanours) so as to try to ensure that all members are 'fined' equally over the course of the Rotary year such that individual members are not targeted by the Sergeant. (Some members just leave themselves open to being fined many more times than some of the other 'quieter members). Not only can the Sergeant fine individual members, but the Sergeant can impose 'group fines', whereby a 'group' of members are fined (i.e. all supporters of say, Rugby League), or indeed, the Sergeant may impose a 'group' fine upon all members of the Club.
The fines session is to be of some 'light hearted, entertainment' value to the meeting, so as to ensure that the Club members actually gain enjoyment from the Sergeants session, and do not see the session as simply another method of gaining funds from individual members.
The Club each year usually sets a 'budget' for the Sergeant to achieve – around $2,500 - which equates roughly to a required income from the weekly 'fines' session of $50 per week. Currently, an individual fine is to be taken as being a $1 fine per individual member fined.
The way Rotary Clubs conduct or appoint a Sergeant varies from Club to Club. Some Clubs appoint only one person to be Sergeant for the full year. Other Clubs prepare a roster for the year, whereby each and every member has a responsibility to be Sergeant at least once during the Rotary year. (This of course depends upon the number of members in a given Rotary Club). The method of appointment of Sergeant is at the total discretion of each Rotary Club.
Wollundry Rotary Club usually appoints a Sergeant and three 'Corporals' or assistants. The responsibility of the Sergeant in this regard is formulate a roster for the Rotary year so as to ensure that there is a 'fines session' conducted each and every week.
Additionally, the Sergeant is to ensure that members are not embarrassed or offended by an individual fine, and good taste and some discretion is required by the Sergeant and the Corporals in conducting the weekly fines session. This will in all probability mean that fines or jokes made by the Sergeant and Corporals is not of poor taste, does not contain offensive material and does not contain offensive language.
Duties to this role
1. Prepare a roster for Sergeant and Corporals and monitor to ensure there is a weekly fines session, and that Corporals are available and aware of their responsibility when rostered.
2. Continually monitor weekly fines income so as to ensure fines income collected is on target against budget, and also monitor fines collected from members to attempt to ensure that no individual members are unduly targeted from week to week. (i.e. try to spread the fines equally amongst all Club members - as much as is possible)
3. Continually scan newspapers/media with a view to obtaining material for weekly 'fines session'
4. Keep ears to the ground to find out any 'gossip' which may be used to fine members (aspects such as a member obtaining a new car, or getting a new job, or even becoming a father/grandfather etc . All good material for fining a given member).
5. Group Fines are a good way of boosting the coffers. This could be by fining everyone who did or did not watch a recent sporting fixture eg. Rugby Test Match or Grand Final. Or ‘betting’ on a rate movement with the reserve bank. Others include paying for a good joke from the sergeant.
Submitted by the late Tony Elphick
Revised by Geoff Hamilton
Fellowship Social & Family Events
This committee is responsible for organizing social activities to help promote friendship and fellowship for club members.
Activities include Drinks for members on a Friday afternoon, bonfire nights, tennis, cricket teams, flying weekends, Club BBQs, Christmas party, Fireside meetings (for new members) and other social activities.
Submitted by Geoff Hamilton
Club Historian
The club historian is responsible for gathering and maintaining a concise record of the clubs activities.
Information to be maintained includes:
• Weekly Bulletins
• Changeover Programs
• Membership History
• Newspaper articles
• Certificates and Awards
Submitted by Ken Cook
Revised by Michael Knight
Property/Clothing
• Maintain the Clubs property held in the two cupboards at the Commercial Club Wagga Wagga NSW.
• Ensure supply of Club short sleeve shirts, sloppy joes, & hats are maintained at an adequate level to meet club demand.
• Ensure supply of club banners, club guest pens and lucky lunch wine bottles are at an adequate level to meet club demand.
• Organise any repairs to Club equipment held at the Commercial Club.
• A folder has been prepared which lists the suppliers, sizes and quantities required to be held for the Club. It is passed onto the next incoming Property Officer. A copy will be held in the secretary’s cupboard.
Submitted by Paul Milde
Assistant Treasurer
This position is to provide the Treasurer with support and backup for all the duties outlined for the Treasurer.
The Assistant Treasurer position is generally a two year term. The assistant Treasurer goes on to be the Treasurer the following year.
Submitted by Paul Murray
District Conference/Changeover
District Conference
• Co-ordinate our attendance at District Conference and activities associated with our Changeover Night.
• Book Motel, 12 months in advance
• Encourage attendance at club level
• Distribute registration forms
• Co-ordinate travelling to Conference and other activities
Changeover Dinner
• Book venue & arrange menu / decorations etc with President
• Co-ordinate gifts to be presented. (Attendance/ P wife/ PP wife/ others)
• Collect reports and arrange Programme printing
• Co-ordinate speakers / Presenters with President
Submitted by John Smith
Public Officer
A public officer has the following obligation:
• A new public officer must lodge a Form 9 - Notice of Vacancy/Appointment/Change of Address in the Office of Public Officer notifying of their appointment, within 14 days of the appointment. Where a public officer changes his or her address the public officer must give the Registry notice within 14 days by lodging a Form 9 - Notice of Vacancy/Appointment/Change of Address of Public Officer. (section 25)
• The register of committee members of the association is to be kept at the residential address of the public officer and must be made available for inspection by any person, free of charge, at all reasonable hours. Where an incorporated association has ceased to exist, the last public officer must keep the register for a period of at least 2 years after the date on which the association ceased to exist. (section 21A)
• The public officer must lodge a Form 12 - Annual Statement (with the prescribed fee) within one month after the date of each annual general meeting of the association. The statement is a summary of the year's financial transactions. A penalty may be imposed on the public officer for failure to lodge the form in the required time. If the public officer is not able to lodge the annual statement in time, a Form 11 - Application for Extension of Time for Holding Annual General Meeting or Lodging Statement (with the prescribed fee) setting out the reasons for the delay should be lodged before the due date. (section 27)
• The public officer must apply to the Commissioner for approval of a change of name within one month after passing a special resolution to change the association's name. A Form 4 - Application for Approval for Change of Name must be lodged together with the prescribed fee. (section 14)
• After the passing of a special resolution altering the statement of objects or rules of an incorporated association, the public officer must lodge a Form 6 - Notice of Alteration of Objects or Rules (with the prescribed fee) setting out the particulars of the alteration. A penalty may be imposed on the public officer for failure to lodge the form in the required time. (section 20)
• The public officer has an obligation to bring all documents addressed to the association to the attention of the committee as soon as practicable. This obligation continues for a period of 12 months after a person has ceased to be the public officer
Submitted by James Hamilton
14 June 2006
Internet Communications & Website
MAIN ROLE:
• To maintain the Club’s web site
• Updating the home page with guest speaker’s news stories from the bulletin.
• Update site pages to ensure all information remains current and pertinent
• Ensuring that links are current
• Update photo banners regularly.
•
Activity is fairly constant throughout the year. Membership involvement outside the committee is required/desired in the following areas:
• Public Relations Director
• Feedback to the committee of identified problems (e.g. inaccuracies, broken links, etc) to enable timely correction
• Ideas for ‘focus points’ to improve the site.
Our web site is Wollundry’s window to the world. For some people this is the first, indeed only, contact with Wollundry and it is important that it portrays us for what we are: a group of professional people with a focus on service in our community, i.e. this is an important aspect of our ‘brand management’.
Paul Murray Jan 2016
CLUB SERVICE DIRECTOR
Main Roles
• Member of the board
• Responsible to the board and president for club fundraising activities and allocation of monies received to worthwhile local Australian and overseas agencies and organizations.
Responsible for the following committees and functions
• Sprout & About (Saturday) markets
• Special markets
• Projects
• Senior citizens/welfare
• Community health awareness
• Literacy and environment
• Publicity/market promotions
Main duties
• Attend board meetings.
• Provide the board with written reports and make available to the board and club members, the results of donation requests from Projects Committee
• Oversee the responsibilities of other committees in portfolio
• Report to members at club assembly on matters relating to portfolio
Submitted by Doug Conkey
Sprout & About (Saturday Markets OIC)
THE WEEK PRIOR
• Check the Market Report Form for your market, and ensure the market is FULL. If not contact waiting list to confirm other stallholders can attend. If any questions – contact Colin Duff or Pat Ingram
• Get laundered skirts from Victoria Hotel. Laundry is done by Northend Laundry – (Martin Tapfield) Phone: 69 255859.
• 5 Saxon St. Wagga Wagga
MARKET DAY
OPEN-UP
1. Pick up trailer with table stands and take to Market site. These should be unloaded throughout the site area (9 stands per shelter)
2. OIC & team to be on site by 6.30am. Unlock container and power box.
3. Unlock toilets at Civic Theatre. Go to security system keypad (in double doors & located in foyer) and enter security system “unlock code” – (0562 OK > OFF). Inside Disabled toilet on top of the wall cabinet there are blue magnetic “Open” signs which are to be installed over the “Closed” sign outside the door for the duration of the market.
4. In winter – lights for the toilets can be switched on at a key switch inside Disabled toilet door, to the RHS. Key is brass on the key ring. Do not forget to turn lights off when locking up.
5. Stallholders are to unload from either Burns Way adjacent to Civic Theatre, or from the carpark adjacent to the storage container. Stall holder vehicles are to be moved away from unloading areas as soon as possible.
6. Place 4 x banner signs at locations shown on instructions.
7. Erect shelters for the stalls registered for the market. Ensure each is pegged down in case of wind. TWIST PEGS IN - DO NOT HAMMER PEGS as there are underground sprinkler pipes.
8. Deliver and erect 2 or 3 tables (as required by stallholder) under each shelter. Note the way the tables must be setup to allow skirts to cover across the front properly.
9. Put the table skirts onto front facing tables only. There are some extra skirts for some side tables. Note stall holders are supposed to have their own table cloths to protect our skirts.
10. Organise power to powered sites. There are 4 power connection locations.
• the rear of the power board adjacent to the storage container near the Amphitheatre
• power outlets on the underside of the southern end of the Civic Theatre balcony. Ensure the sites do not overload this power. (Cooking should be done on gas hotplates wherever possible)
• under the garden seats closest to Burns Way road. (This outlet should be used only for the Coffee man as it is rated at 15amps.)
• Power outlets adjacent to the lift motor room door on the south-west corner of the Civic Theatre
• There are brackets to loop power cords through to stop the plugs being pulled out adjacent to the power outlets at location 1, 2 & 4. It is the responsibility of the stallholders to provide their own power leads. They must be in good condition and have a current tag indicating they have been tested. (see OH&S requirements)
PLEASE ENSURE ALL LEADS ARE NOT ON THE GROUND AND ARE SAFE
11. Drinking water is available at 2 locations, which are shown on the site layout drawing. Insert water up-stand with tap for the Coffee stall.
12. Deliver green outdoor tables, chairs & umbrellas to the grassed area in front of Civic Theatre and at the north end of the market.
13. Distribute “wheelie” garbage bins around the market site.
14. Market commences at 8am and finishes at 1 pm
15. Note - WWCC Development Application Consent requirements:
• There is no permanent parking in the Burns Way loop Road. This is for unloading & loading only.
• No vehicles are to be driven on lawn or path areas.
• Trucks are unable to do a U-turn in the Senior Citizens Carpark
• Wollundry Rotary is liable for any damage to infrastructure.
16. After 10am OIC is to collect from stallholders for the next market. Markets will operate in most weather conditions on the 2nd Saturday of each month. OIC is to abandon market if there is a risk of injury from bad weather (high winds, lightning etc.)
17. There are no refunds, and stallholders must pay for next market at this time or we are to reallocate the stall site to another stallholder on the “Waiting List”. Charge is $80 + GST per stall site per market, or $450 + GST for a 6 market Advance booking. Electricity is charged at $10 + GST per stall using electricity at each market.
18. The report sheet has a column marked “Prepaid this market”. This should have a “Yes” written. If not - then the market fee will need to be collected for the current market – as well as the next market. This also applies for “Power”. In the column marked “$ paid for next market” – you record the amount in $ collected for the site fee – and also record the GST $ in the next column. Advance paid bookings are shown for the number of markets remaining, after the current one.
19. OIC is to record comments & reasonable suggestions for feedback to improve the market.
CLOSE-UP
1. Return all equipment to storage container
2. Repack Table stands onto trailer & return trailer
3. Empty garbage bins into garbage skip bin, across Tarcutta St. in carpark, & return “wheelie” bins to storage container
4. Collect all table skirts for laundering and deliver to Victoria Hotel laundry locker room. (Baylis St.)
5. Ensure power switchboard is locked.
6. Ensure water standpipe is returned to container.
7. Remove magnetic “Open” signs and place back in disabled toilet. Do not forget to turn lights off when locking up (See Open up Item 3.) Check no-one is inside & enter security system lock code – (0562 OK > ON). Lock up 2 toilet doors at the Civic Theatre
8. Clean up the area
9. Complete market report form and make 3 copies. (1 for - Treasurer, Market Chairman, Bulletin Editor) Original is to remain in OIC’s Manual
10. Bank takings
11. Deliver Farmers Market OIC bag to Colin Duff or Pat Ingram.
REPLACEMENT STALL HOLDERS
If a stallholder does not wish to maintain their site or pay for the next market stall fee, the site is to be filled by selecting a new stallholder from the “Waiting List”
The selection Criteria in order, is as follows:
1. A product or category of producer currently not represented in the market
2. A producer to replace the same category as the stallholder just vacated.
3. A producer in any other category not represented by 2 stalls currently
4. A stallholder at the top of the list – which is the longest on the waiting list.
Contact the selected replacement ASAP after the Market day and get confirmation of their future attendance to the next market. The new stallholder is to provide the site fee of $88 to Wollundry Rotary at least 14 days prior to the next Market day, by post to P.O. Box 229 Wagga Wagga. Continue down the waiting list to get all sites filled before handing the OIC bag to the next OIC.
NEW STALL HOLDER APPLICATIONS
Information & Application Forms are available in the OIC folder, or from Tourist Information office in Tarcutta St.
SAFETY ISSUES
ELECTRICITY
The power outlets have earth leakage protection, which ensures the safety of those using power. If power “cuts off”, then it may be the earth leakage has tripped. These can be reset at the relevant switchboard. In the case of locations 1 & 3 it is the switchboard located near the storage container. For location 2 it is a switchboard behind reception in the Civic Theatre. For location 4 – it is inside the lift motor room.
Should the relevant power outlet continue to “cut off”, this indicates there is a fault connected to the power outlet. Disconnect power leads until the faulty appliance or lead is found.
Ensure shelter frames do not come in contact with electrical equipment
WIND
If high winds occur during a market, the shelters should be lowered as close to the ground as possible to prevent them being dislodged. They must not be left erected and unattended.
FOOD PREPARATION & SALE
All people and sites associated with preparation and cooking of food are to be kept clean at all times. Food handlers shall not smoke. Where food is stored prior to cooking, it shall be stored below 50C.
SHELTERS
Read the Instruction manual in the back of the manual.
Submitted by Colin Duff
Sprout & About (OIC Checklist)
THE WEEK PRIOR
• Get laundered skirts from Victoria Hotel in Baylis St.
MARKET DAY
OPEN-UP
• 6.15am. Pick up trailer with Table legs from Hull Smash repair carpark – Edward St.. Drive to market site
• Unlock container
• Unlock toilets, enter code to turn security system off (0562-OK- > -OFF), turn on lights if necessary, and put up “OPEN” signs which are on top of cabinet in Disabled toilet
• Unlock electricity power box – turn on power circuit breakers.
• Place 4 x banner signs at locations shown on instructions.
• Erect shelters where shown on drawing.
• Deliver and erect 2 or 3 tables (as required by stallholder) under each shelter.
• Put the table skirts onto each table.
• Put shelter walls on as required by stallholders
• Peg down shelters in case of wind.
• Put up blackboard signs on shelters
• Erect drinking water standpipe for coffee stall
• Put garbage bins out around site.
• Set up tables chairs & umbrellas
• Check power leads are safely located off the ground.
• Check stall blackboard signs look OK
• Setup stereo / amplifier or live music as may be applicable.
• Get complimentary Newspapers (stamp)
DURING MARKET
• Approx 11am collect stall fees
• Write in $ amounts collected.
•
CLOSE-UP
Early start
• Pick up 4 x banner signs
• Collect stall blackboard signs
• Fold up Shelter “walls”
• Remove shelter pegs
• Sort table skirts – dirty to laundry pile / clean folded and placed in bag in container. Ensure all are dry.
• Pick up Table tops and return all equipment to storage container
• Pick up Table stands and load on trailer
• Pack up shelters and return to storage container
• Empty garbage bins into garbage skip bin, across Tarcutta St. in carpark.
• Wash out bins before storage in container
• Collect all table skirts for laundering and deliver to: Victoria Hotel for laundry pickup.
• Pick up stereo and deliver back to Sunday Mkt storage
• Turn off power circuit breakers & lock power switchboard.
• Remove water standpipe.
• Check no-one is inside toilets, remove “Open” signs, turn lights off, turn on security system (0562-OK- > -ON) & lock up toilets
• Clean up the area
• Tie down table stands & deliver trailer back to Edward St.
AFTER MARKET
• Balance cash to report.
• Complete market report form and make 3 copies. (1 for - Treasurer, Market Chairman, Bulletin Editor) Original is to remain in OIC’s Manual
• Bank takings
• Deliver Farmers Market OIC bag to Colin Duff / Pat Ingram.
Submitted by Colin Duff
Special Markets Committee Chairman
Special Markets OIC
Projects Committee
OBJECTIVES AND RESPONSIBILITIES:
• Carefully research sponsorship applications made to Club by Groups and Organizations for projects to be undertaken for the benefit of the community.
• Based on general guidelines, merit of the application, and available funds, the Committee will either decline the application, or commend the application and amount of funding to the Board for approval (if under $1000) or approval by Club Members.
CRITERIA:
• The submission should be comprehensive, specific and well documented.
• Applications to benefit groups and organizations, not individuals.
• Sponsorship is for the likes of health, welfare, youth and aged; NOT sporting.
• With few exceptions, sponsorships to be singular and not recurrent.
• Funding should primarily assist Wagga Wagga and District
• The Committee should avoid setting unhelpful precedents.
ACTIVITY:
• Is fairly constant throughout the year – meeting almost monthly
CLUB MEMBERSHIP INVOLVEMENT:
• Members might discreetly apprise community members of the application criteria for Club sponsorship of deserving projects.
Submitted by Frank Fuller
Equipment Hire
Gears & Beers Festival
The Gears & Beers Festival committee is in charge of organising the annual Gears & Beers Festival
The festival is a special event held on a Sunday in Late October. It combines a cycling challenge and craft beer and cider festival.
The committee responsibilities include planning, marketing, promotion, setup and tear down of facilities.
Food and Wine Festival
The Wine and Food Festival committee is in charge of organising the annual Wine and Food Festival.
The festival is a special event held on a Saturday in mid summer from 4:00 pm to 9:00 pm. It is intended as a showcase for the Riverina food and wine. It involves continuous entertainment and since it is held in the late afternoon/evening requires an extensive amount of electrical power and lighting.
The committee responsibilities include planning, marketing, promotion, setup and tear down of facilities.
Senior Citizens / Welfare
The Senior Citizens and Welfare officer position is basically involves two positions.
Senior Citizens Representative
This position is the clubs representative to the Senior Citizens organizations of the community. The club annually supports Senior Citizens week and the officer attends the meetings in preparation for that week. The member also provides communication and information regarding all other senior citizens functions.
Welfare Officer
This position is involved in providing support to members during loss of family members, health problems of other occasions where it is appropriate for the club to send a card, or flowers or condolences. The individual is responsible for :
• Purchasing the card and distributing it to members for their signature at a regular meeting
• Purchasing flowers and sending to the appropriate location
• Informing the President of the occasion and actions taken
Submitted by Paul Murray
Pride of Workmanship
Purpose
The purpose of the Committee is to encourage employers and indeed members of the public within the local community to seek out suitable Employees and recommend to the Board and Club those worthy recipients for a POW award.
Objective
• To promote Vocational Service.
• To promote Pride of Workmanship in all vocations
• To provide employers with an opportunity to recognise employees who display those qualities, which are worthy of an award.
• To encourage favourable employer/employee relationships and a sense of community pride in individual achievement.
• To provide an opportunity for Wollundry Rotary to be involved in the Community, particularly the Business Community.
Terms of Reference
• To provide encouragement and a support role not a leading role in assisting Employers seek out suitable Employees.
• Employees are determined as any suitable person in any age bracket in the work force.
• To provide financial support in the form of sponsorship, i.e. the Wagga Chamber of Commerce, Outstanding Business Awards and the funding of the appropriate Certificates and Plaques as set out in the POW Brochure.
• To provide financial support for POW in other identifiable areas of need in the local area as and when identified by the POW committee.
• To source the most effective way of providing support to the POW ideals in the Wagga Wagga area.
Frequency of Meetings
• Meetings will be called on an ad hoc basis depending on the need at the time.
Composition of Committee
• There should be a minimum of 4 members on the committee
Sources of Information
• Vocational Service Directors handbook as distributed to Director each year.
• The POW booklet put out by the Rotary Club of Pennant Hills Inc.
• PO Box 238 Pennant Hills 2120. As at 2005/06 Rotary year contact Nos are Phone = 02 94844889 & Fax = 94845241
• Any other appropriate contact(s)
Submitted by David Benn
30th May 2006.
Community Health Awareness
The function of this committee is to inform members of issues relating to health through the provision of appropriate guest speakers or other educational means.
Submitted by Doug Conkey
Literacy and Environment
The principle function of this committee is to arrange guest speakers to address the club and inform members on issues relating to literacy and environment.
Submitted by Doug Conkey
Publicity and Market Promotions
This committee shall devise and carry into effect, plans
1. to give the public general information about Rotary, its history, object, and scope; and
2. to secure proper publicity for the club and our fund raising activities as approved by the board through the Community Service Director.
FOUNDATION DIRECTOR
The International Service Director overseas the following committees:
• International Projects
• Group Study Exchange
• Rotary Foundation Scholarship
• FAIM
• Polio Plus
The International Service Director is required to attend Board meetings and report on the activities of each of the committees under his/her jurisdiction. The board meetings are usually held on a monthly basis. The Director is also responsible for disseminating information from the Secretary to the appropriate committee chair, assisting if required and delegating to the committees wherever possible.
The International Service Director also liases with the president to ensure the committees are working towards achieving his goals. He also reports to the club at club assemblies on the activites of his committees.
Submitted by Neil Pinto
District Simplified /Matching Grants
The International Projects Committee under the guidance of the Foundation Director monitors existing International Projects the Rotary Club maybe involved in over a period of time and looks for new projects the Club can assist in someway.
The Committee carries out the following actions when selecting a project:
• Select a project.
• Planning the Project. Obtain funding. Matching Grants, Other Clubs/District Funding, Non-rotary funding, Health, Hunger and Humanity Grants (3-H), International Partner.
• Develop The Project. Sustain Community support. Build awareness of the project. Work closely with International partners, and consider working with another organisation.
• Manage the Project. Meet grant requirements, Follow Foundation – prescribed financial policies and monitor the project’s progress.
The Committee obtains information from:
• Rotary international.
• District office.
• Rotary internet site.
• Fellow Club members.
• Rotary Guide to developing and Managing International Service projects.
• RDU Rotary Down Under.
• Other Rotary Cubs and Districts.
• Department of Foreign Affairs.
• International World Bodies – Red Cross etc.
Activity is year long as the project is selected and then managed.
The International Projects Committee regularly seeks member assistance outside the committee for information or guidance.
Submitted by Neil Pinto
Group Study Exchange
This is an exchange organised by Rotary International and financed by the Rotary Foundation for non Rotarians. The team could be all male, all female or mixed group. The exchange is with another district overseas with which the home district governor has had dealings. It could be to north or South America, certain European or Asian countries.
The foundation pays for airfares to and from the home district while individual clubs in the hosting district attend to billeting the exchangees and arranging their programme of study. The only costs borne by the exchangees are for personal items and thank you presents for the hosting families.
The exchangees are required to visit (study) similar business organizations to their own trade or profession; speak with employers and employees about their jobs and differences noted and to be good ambassadors for their own district and country. On return from the exchange they are required to speak at Rotary clubs about their experiences and to other organisations which show interest. The exchangees must attend the next district conference at which they are to contribute.
District advertises the up coming exchange. It calls for nominations for the Rotarian Leader then the individual team members. A sound knowledge of Rotary and the district is required by the Rotarian Leader to aid his success at a special district GSE selection meeting.
Exchangees must be nominated by individual clubs then they go to a number of preselection meetings before the final decision is made on the successful applicants. Successful applicants are those who express themselves succinctly about their trade/profession, their lifestyle and interests and their knowledge of their surroundings.
"The team chosen would be on the basis of the exceptional qualifications to go abroad to study the institutions and ways of life in another country." Most teams comprise of a Rotarian and five members. An all female group would be four with the wife of the Rotarian accompanying to act a chaperon.
There seems to be no set pattern for the time of year of tour. Most exchanges are for six weeks. Some exchangees, at their own expense, like to continue travelling in the country of the hosting district after the official tour has been completed.
Hosting clubs are required to provide accommodation and meals for the exchangees. The host club, which has the exchangees, has to ensure individual visits to work places coinciding with the exchangees' trade or profession and to give them an understanding of that town/city's role in the district by group visits to points of interest which exemplify that town/city. The
exchangees are expected to speak to as many Rotary clubs as possible during their stay in a particular town. Most exchangees organize themselves before leaving their home district to briefly speak about their job then a particular aspect of life in their district accompanied by appropriate slides.
The accompanying Rotarian is to act as go-between the two districts and be a form of father confessor to team members. He should not overrule the team or act as its spokesman. Usually a team member is chosen to act as spokesperson. The Rotarian is to promote his team and individuals as he sees fit to ensure the voice of the exchangee is that which predominates.
Group Study Exchanges are designed to promote understanding between business/trade/professionals of the districts visited. Exchanges promote lasting friendships. The participants often become active Rotarians at a later stage in their lives.
Submitted by PP Graham Hornibrook
District 9700 Rotarian Team Leader
to District 307, India, 24/l/1987 to 23/2/1987.
Centurion & Polio Plus
Polio Plus is an initiative of the Rotary Foundation, established some years ago to rid the world of Polio, a crippling disease that effects usually young people. It can cause death or leave its victims horribly crippled and disfigured.
So far we have been more than 90% successful in this campaign.
But the work hasn’t finished.
There is still resistance to treatment by some countries, notably Nigeria.
Superstition and some scurrilous rumor mongering have lead to communities blocking the efforts of the Polio Plus teams. Consequently the disease has not been controlled and is showing signs of spreading across borders into other neighborhoods.
The Club Polio Pus committee has the responsibility of keeping Polio Plus programme infront of their members by regular updates . (These can be found on ).
The committee also should be keeping the Polio Plus programme in front of their Club board, to ensure that a regular donation is made to the Foundation in the programmes name
Submitted by John Egan
Rotary Information
Rotary Foundation Scholarships
Currently, three types of scholarships are offered:
Academic-Year Ambassadorial Scholarships provide funding for one academic year of study in another country. This award is intended to help cover round-trip transportation, tuition, fees, room and board expenses, and some educational supplies. Academic-Year Scholarships are the most common type of scholarship offered.
Multi-Year Ambassadorial Scholarships are for two years of degree-oriented study in another country. A flat grant is provided per year to be applied toward the costs of a degree program.
Cultural Ambassadorial Scholarships are for either three or six months of intensive language study and cultural immersion in another country and provide funds to cover round-trip transportation, language training expenses, and homestay living arrangements. Applications are considered for candidates interested in studying Arabic, English, French, German, Hebrew, Italian, Japanese, Korean, Mandarin Chinese, Polish, Portuguese, Russian, Spanish, Swahili, and Swedish.
Some Rotary districts may only offer one type of scholarship (or none at all); applicants must check with the local club regarding availability.
These scholarships are handled at District level. The committee chairman should liase with the District committee regards candidates.
Submitted by Neil Pinto
FAIM
MAIN ROLE:
• Encourage formation of FAIM Team
• Distribute any FAIM info to club
• Hold prospective FAIM meetings if anyone interested
• Co-ordinate activities associated with a trip
Submitted by John Smith
ARH, ROMAC,RFFA, Interplast
YOUTH SERVICE DIRECTOR
The position of Youth Director includes:
• Attendance at Board Meetings.
• Presentation of committee Reports to the Board and overseeing of the Youth Services committees.
• Distribution of correspondence to relevant committee chairs.
• Participate in Board decision making, vote on motions and put forward opinions in relation to different matters.
• Liaison with the president to ensure the committees are working towards achieving his goals.
• Talk to the club at club assemblies on the progress/status of different projects and committees.
• Put forward motions for decision making at Board level
• Follow the direction of the President, extra requests including for example job directory statements.
• Present to the club for approval matters in relation to the Youth Services Portfolio.
• Feedback from committees to the Board and vice versa to assist the decision making process.
• All normal roles Wollundry Club Member including market rosters, general meeting attendance, etcetera.
• Compliance with Rotary International standards and procedures for example insuring that our club has councillors accreditation.
• Distribution of mail and requests to appropriate committee chair for action/comment.
• Assist the committee’s in their functions and insure that the committee’s are working to achieve their goals.
Submitted by Steve Millard
SCU Science Scholarship
When John Ashton was president the then District Governor canvassed with the 9700 Clubs the idea of having a Rotary Scholarship for Science. The Wollundry Board was so taken by the idea it thought it would investigate the awarding of such a Scholarship itself. Vocational Director Frank Fuller was asked to investigate and he assisted Graham Burmeister in preparing a paper.
The Board determined and the Club accepted to have a Science Scholarship at Charles Sturt University be granted to a deserving applicant who comes from the Wagga Wagga District and who intends to remain in the country upon graduation. The issue of deserving was left to the discretion of the selection panel and in the fullness of time it has come to mean someone who needs the financial assistance and who can maintain the high standard of excellence expected of the awardees.
Time has been very kind in that the Awardees have achieved outstanding results in both their study and in their post graduate work We like to think the prestige of the Scholarship is very high and reads well on any graduates CV
The Vice Chancellor appoints a senior staff member to call for applications then culls the applicants down to 12 to 15. The Chairman and one Committee person from Wollundry then whittle that down to 6 to be interviewed, usually it is done separately using a uniform marking system that is set out with the application information. The staff member then arranges the interviews with the applicants and the two Rotarians undertake the interviews with the staff member.
One Scholarship is awarded in the amount of $6,000 payable over 3 years conditional on absence of any failure. Two book awards are given for $500 each.
Submitted by Graham Burmeister
MUNA RYPEN RYLA
Model United Nations Assembly (MUNA)
Rotary Model United Nations Assembly or MUNA is all about building bridges of goodwill for world peace and understanding in the minds of our youth.
MUNA as a concept arose in North America from the desire of young people to simulate the great debates of the United Nations Assembly.
United Nations Assembly or MUNA is all about building bridges of goodwill for world peace and understanding in the minds of our youth.
The program is usually held late in the first half of the year.
Student represent in pairs and are selected from the following schools.
Wagga Wagga High School
Kildare Catholic College
Mater Dei Catholic College
The Riverina Anglican College
Traditionally, the club has been represented by students from Wagga Wagga High School
Usually a club member or teacher is nominated to assist the students and topics for discussion are disseminated prior to the event. Students are also allocated the country they are to represent prior to the event.
The committee is responsible for the selection of candidates and for organizing transport to and from the venue. The committee should communicate with the District Chairman regards transport options organized at district level. The club should endevour to use district organized transport to help curb costs at district level.
At the conclusion of the program, the committee should organize the students to attend a club meeting and speak about the program and receive their certificates as well as organizing some media publicity.
Submitted by Neil Pinto
Rotary Youth Program of Enrichment (RYPEN)
Rotary Youth Program of Enrichment is aimed for that large group of, both Boys and girls, aged 14 to 16 years, who have shown some qualities of decency, courage, persistence, sincerity and application in everyday life, which deserve further development
The committee chairman is responsible for the dissemination of information to high school targeting those students in year 10 of High School. The schools targeted by the Wollundry Rotary Club are:
Wagga Wagga High School
Kildare Catholic College
Mater Dei Catholic College
The Riverina Anglican College
The program is usually held in early December.
The Wollundry Rotary Club usually sponsors approximately 6-8 students.
It is important that the prospective students are interviewed and made aware of the camp rules regardless of the number of applicants.
Be aware of dates as set out in the district directory.
The club is responsible for arranging transport to and from the camp and the committee should communicate with the District Chairman regards transport options organized at district level. The club should endeavour to use district organized transport to help curb costs at district level.
At the conclusion of the program, the committee should organize the students to attend a club meeting and speak about the program and receive their certificates as well as organizing some media publicity.
Submitted by Neil Pinto
RYLA
ROTARY YOUTH LEADERSHIP AWARDS (RYLA)
Secretary passes on RYLA course notification from mail, usually in first 2 months of the year ... course is often around Easter time;
Announce in meetings and bulletin that we are looking for potential young leaders aged 18 to 25 years old for a week's leadership course, sponsored by the club;
Application forms and course details arrive ... get really serious about badgering club members to find someone (we always sponsor one candidate, but sometimes more if there are suitable applicants);
Three to four weeks before course finalise applicant list and interview them all, preferably with other member(s) of the committee/club;
Select suitable applicant(s);
Inform applicant(s) re success/otherwise, and that the successful applicants need to attend the club meeting at least once to introduce themselves to the club, and that after RYLA at a suitable time he/she/they need to do a presentation at a club meeting detailing what RYLA was and what it meant to them;
Forward registration form(s) and cheque from Treasurer to RYLA course convener; and
Ensure that a time is allocated at a meeting a few weeks after RYLA for the attendee(s) to do the presentation.
Submitted by Alan Lloyd
National Science Forum/Noel Barnes Scholarship
Siemens Science Experience.
Honeywell Engineering Summer School..
All of these programmes are run during the summer holidays.
The programmes are very high level forum excellently conducted and provide the opportunity for students tomeet people working at the leading edge of science and
engineering in Australia as well as participating in alectures, tours and associated activities.
The documentation forwarded to the club each year contains full details on the respective courses and the criteria for applicants to meet which are quite demanding.. Full details on timing are also contained in the broadsheet the youth director receives from District at the start of each Rotary year..
While generally applicants are called for directly from the schools in our region by District the youth director should ensure that these are followed up( for Wagga High) by the chair of the respective committee..
From Club records
Noel Barnes Scholarship
This scholarship is awarded to a Year 11 student in each of the high schools in Wagga Wagga and is paid to the student in year 11 and year 12. The scholarship was established in 1983 in memory of the late Noel Barnes who was the guiding force behind the formation of Wollundry Rotary club..
While the scholarship has up until 2000 being awarded at $500 per year per student this amount is now reviewed by the incumbent board each year to ensure currency. Based on seven schools it has become a commitment of $7000 per year from the club as ten students are in receipt at any one time seven Year 11 and seven Year 12. (Effective 2005-2006 when Mater Dei extends to Year 12 for the first time).
Letters as attached are sent to each high school in the first week of the school year asking principals for selections. The principal of each school is the sole arbiter in the selection process and we ask for final nominations by the end of February each year..
In past years the experience has been that the principals require some prompting for responses..
When nominations are received they should be evaluated to identify any obvious non conformity with the guidelines.
When ratified an Expenditure Authorisation is to be raised for each cheque and provided to Treasurer with request to issue cheques and return to Chair for despatch with committee correspondence. A copy of the letter to the School and to the Awardee should be attached to each Expenditure authorisation form to support the Treasurers Audit Trail.
From Club records
RYDA Rotary Youth Driver Awareness
Dream Cricket & IFCR
Youth Exchange
Chairman
Chairman is responsible for the administration and organization of both inbound and outbound students.
To have a complete understanding of what is required by RI and the District Committee he should first obtain a copy of the current Youth Exchange manual from the District Chairman, whose contact details can be found in the District Directory.
Inbound Students:
Details and a copy of the Student’s original application will be sent to the Club by District.
Ensure the Counsellor and 4 host parents receive a copy.
Jointly examine the application and raise any foreseen problems (eg the student suffers from asthma/not good in Wagga Wagga) with District.
Request Counsellor to arrange joint meeting of host parents to show of Club interest and allow selection of hosting times. There are natural concerns, particularly with new host parents and the Group can allay any fears or concerns expressed.
Request the Counsellor, through the Social Committee to arrange for a social event early in the Exchange to allow the Club members and their partners to meet the Student.
Generally monitor the duties of those involved with the Exchange throughout the 12 months.
Outbound Students
Approach members and other sources of influence such as schools, youth groups etc in seeking suitable applicants. Criteria can be found in the YE Manual. Arrange for members of the YE Committee to conduct interviews. Once again use the YE manual for guidance.
Advise Club of your selection and seek confirmation for the Student to be sent forward to District as the Club’s nomination.
Arrange for Student to address Club before departure. Consider asking parents to attend meeting.
Student should receive Club weekly Bulletin.
Ensure Counsellor is in constant contact with Student.
Arrange for Student to address Club on return.
Submitted by John Gray
Exchange Student Councillors
General
It is difficult to outline all eventualities in this program as each Student has different levels of ability to handle situations as they occur.
It cannot be stressed enough that Counsellors play an important role in both outbound and inbound exchanges. It is important therefore that the Chairman satisfies himself that each counselor has a full understanding of their duties and responsibilities, which are clearly set out in the YE manual. Copies of the appropriate pages can be reproduced for Counsellors.
Submitted by John Gray
Youth Connection
Purpose
The purpose of the Committee is to determine Youth needs within the local community and recommend to the Board and Club various methods of support for Youth and Youth organisations.
Terms of Reference
To provide a support role not a leading role in assisting Youth.
Youth determined as people in the age bracket of 12 years to 18 years old.
To provide financial support in relocating Youth off the Streets
To provide financial support for Youth in other identifiable areas of need in the local area.
To source the most effective way of providing support to Youth in the Wagga Wagga area through various local organisations.
Frequency of Meetings
Meetings will be called on an ad hoc basis depending on the need at the time.
Composition of Committee
There should be a minimum of 4 members on the committee preferably five
Sources of Information
The following contacts have been suggested as sources of information on Youth needs in the local community:
Wagga City Church
PCYC
Young Policemen
Flo of the Aboriginal Community
Centracare and Anglicare
WWCC Youth coordinator
Any other appropriate contact(s)
Submitted by James Hamilton
MEMBERSHIP DIRECTOR
Membership Development
Membership Classification
Attendance
The attendance officer responsibilities are:
1. be conversant with contents of Article 9 of the Club’s Constitution.
2. obtain a copy of the weekly meeting/luncheon list including make ups from club treasurer.
3. update attendance details in club runner weekly
Pathway - Go to Administration section
➢ meeting services
i. Input attendance (current year)
ii. Report Make ups
4. generate monthly attendance reports for Director/Board
➢ generate individual members attendance details
- go to attendance report (current year)
➢ generate club monthly attendance details
- go to Input attendance (Current Year)
- then to Report (month) Attendance
5. generate 100er’s list for club change over dinner
6. club secretary updates information on individuals for “leave of absence” and “85 rule”.
7. attendance documents to be filed for retrieval purposes if required.
Compiled by James Hamilton
December 2015
Orientation / Education / Fireside Meetings
PUBLIC RELATIONS DIRECTOR
Markets Roster
The position involves compiling a roster of all members for duties on the Sunday Markets and Farmers Markets . Compiled by David Byfield for the past 100 years.
Updated by Paul Murray July 2012
Vocational Visits
Purpose:
To familiarise the members with the vocations that are represented within the club. To familiarise all members with the general workings of the club and Rotary.
Terms of Reference:
• Conduct "Fireside" meetings to familiarise members on how the club and Rotary work.
• Organise vocational "Visits" to different members place of business.
• Organise Pride of Workmanship awards.
• Organise Career Training and financial support where required.
Frequency of Meetings:
Meetings held on a ad hock basis, usually at least 2 times per annum.
Composition of Committee
At least 5 members including a hair person.
Submitted by Peter Davies
Interaction with other clubs
Media Liaison
WEEKLY MEETING JOBS
Fellowship
Fellowship duties include:
• Arriving early to insure badges are out
• When a member arrives find their badge and present it to them with a handshake and a friendly “Welcome to Rotary”
• Insure visiting Rotarians or club guests are welcomed and not abandoned. Introduce them to a few members
• At the end of the meeting gather badges of members who do not return them
Submitted by Paul Murray
Reception
Reception duties include:
• Arriving early to assist the Treasurer in setting up table
• Sit at table with Treasurer
• Receive and document apologies, makeup’s, names of guests, visiting Rotarians and partners of Rotarians.
• Assist Treasurer with money counting
• Announce apologies and makeups when asked by President
• Go to club reception and ask lady to copy meeting listing with names and apologies and distribute copies to Bulletin Editor, Secretary and Treasurer
Submitted by Paul Murray
Furniture
Furniture duties include :
• Arriving early
• Stop at the reception desk and ask the receptionist for the Wollundry keys.
• Insure furniture is out before members arrive, especially badges.
• Furniture to be distributed includes:
o Badges
o Club Charter
o Flag and pole
o Bed pan for lucky draw
o Presidents collar
o Fines box
o Theme banner (in front of podium)
o A gift for guest speaker (check with member doing Vote of Thanks)
o A bottle of wine for Lucky draw prize
• At the end of the meeting return all furniture to the cabinets and return keys to receptionist.
Submitted by Paul Murray
Introducing a Speaker
WELCOMING THE GUEST SPEAKER:
• Get to the meeting early to greet the speaker. You are the host member for the club so make them feel welcomed.
• Introduce them to the President and Secretary. Introduce them to other members.
• Sit with them at the head table.
• When the President asks if we have any guests, it is your responsibility to introduce them to the club
INTRODUCING THE GUEST SPEAKER:
• Announce their name
• Pronounce it correctly
• Get any special title correct
• Say a little about the speaker
• Say a little about the topic
• Mention any special qualifications
• Set the scene for the speaker
From District PETS
Vote of thanks for a speaker
BEFORE THE MEETING STARTS:
• Get to the meeting early to meet the speaker. You are responsible for presenting them with a gift, so get it from the cabinet. Usually a pen. If no pens give them a bottle of wine.
• Sit with them at the head table.
THANKING THE GUEST SPEAKER:
• Keep it short
• Mention something about what they said. You are meant to have LISTENED.
• Present them with the gift
• Lead the applause
• Accompany the speaker off the stage
• Do not steal their thunder or make smart comments
o
From District PETS
ATTACHMENTS
Expenditure Authorization form
ROTARY CLUB OF WOLLUNDRY WAGGA WAGGA INC
ABN 96 274 767 063
EXPENDITURE AUTHORISATION
BANK ACCOUNT - CLUB SERVICE or COMMUNITY SERVICE
(DELETE INAPPROPRIATE ACCOUNT)
BUDGET LINE ……………………………………………………………
BUDGET DELEGATE SIGNATURE ………………………………………….
TAX INVOICE ATTACHED YES / NO
ABN PROVIDED or DECLARATION ATTACHED
(DELETE INAPPROPRATE OPTION)
PAYEE ……………………………………………………………..
INVOICE NUMBER ……………………………………………………………..
INVOICE DETAIL ……………………………………………………………..
………………………………………………………………
……………………………………………………………….
CHEQUE NUMBER …………………………. AMOUNT $…………… : …………
…………………………….. ………………………………….
TREASURER CO SIGNATURE DATE / /
INVOICE VALID ? Y/N IF NO TAX INVOICE REQUEST ISSUED
INVOICE ENTERED
CHEQUE ISSUED
New Member Nomination Form
ROTARY CLUB OF WOLLUNDRY – WAGGA WAGGA
MEMBERSHIP – THE ENGINE ROOM OF OUR ROTARY CLUB
IF YOU ARE CONSIDERING NOMINATING SOMEONE FOR MEMBERSHIP PLEASE COMPLETE THIS FORM AND PASS IT TO CLUB SECRETARY WHO WILL SUBMIT TO THE BOARD FOR CONSIDERATION – IF THE NOMINATION IS SUPPORTED THE CLUB PRESIDENT WILL ISSUE AN INVITATION BOOKLET
IF THE NOMINEE COMPLETES AND RETURNS THE FORM IN THE INVITATION BOOKLET THEIR NAME CAN THEN BE SUBMITTED TO MEMBERSHIP FOR CLUB REVIEW.
Please Print
NAME …………………………………………………….
ADDRESS ………………………………………………
PHONE BUSINESS ………………………………..
HOME ………………………………..
OCCUPATION ………………………………………
EMPLOYERS NAME …………………………………
NOMINEE ……………………………………….
Directors Nomination Form
Nomination Form
Rotary Club of Wollundry –
Wagga Wagga
In accordance with club bylaws Article 1 Section 1, I nominate:
To be a member of the Board of Directors of the __________ Rotary year in the position of:
Nominators name: _____________________________
Nominators Signature: _____________________________
I accept the nomination for this position:
Pride of Workmanship Nomination Form
Wagga Wagga Chamber of Commerce
and
The Wollundry Rotary Club
Employee Of The Year Nomination
NOMINEE DETAILS
Full Name____________________________________________
Private Address (not for publication)________________________
Age (if relevant)____Employed as, or job description___________
EMPLOYER I COMPANY DETAILS
Name of Company I Employer_____________________________
Business Address_______________________________________
Telephone__________ Fax_________ Email__________________
Nature of business or industry______________________________
Name of Person making nomination (yourself)_________________
Telephone______________Email___________________________
Relationship to Nominee__________________________________
State how this employee has shown to be Employee of The Year by above and beyond normal expectations and why you believe they are worthy of this award. (Guidelines-Eg: Outstanding in customer service, work ethics, initiatives, industry awards, etc) Do not hesitate attaching additional information, if desired.
Signature of Nominator_________________________________
Please post form to ‘Rotary Employee Of The Year’ Cl- Wagga Wagga Chamber Of Commerce P0 Box 14 WAGGA WAGGA NSW 2650
All enquiries to Kevin Watts on (02) 6921 3577
Letter to Principals seeking Noel Barnes nominations
Issue November for following Year
Use Club Letterhead
The Principal
Wagga Wagga Christian College
Locked Bag 7
WAGGA WAGGA NSW 2650
Wagga Wagga High Scool
Coleman Street
WAGGA WAGGA NSW 2650
Kooringal High School
Zeigler Ave
WAGGA WAGGA NSW 2650
Mt Austin High school
Tamerloh Ave
WAGGA WAGGA NSW 2650
Kildare Catholic College
Coleman Street
WAGGA WAGGA NSW 2650
Mater Dei Catholic College
Gregadoo Road
WAGGA WAGGA NSW 2650
Riverina Anglican College
Farrer Road
WAGGA WAGGA NSW 2650
Dear xx,
Noel Barnes Scholarship
This scholarship was established in 1983 in memory of the late Noel Barnes, a guiding force in the formation of our Rotary Club, the first lunchtime club in Wagga Wagga. Noel was a highly regarded member of the community and possessed great integrity and a strong work ethic.
The guidelines for allocating the scholarship are as follows:
1. The award is for a student entering Year 11 and intending to complete Year 12. Only one new scholarship at each Wagga Wagga High School is awarded each year.
2. The total value of the Scholarship is $1000. This is paid in two amounts of $500 with the first in March of Year 11 and the second in March of Year 12.
3. Selection of the recipient will be at the Principal’s discretion, however, the pupil’s character, scholastic ability, and financial need should be considered with the socio economic status expected to be lower to middle income band.
4. Students receiving Aus-study or other scholarships should not be considered.
The Principal should, not later than Week 1 Term 1 advise:
• the nominee’s details including full name and postal address;
• the full name and address of previous year awardee and confirm they are continuing with their Year 12 studies. If this student is not continuing, the Principal, may recommend to Chairman Noel Barnes Scholarship Committee and alternative awardee. The Chairman will advise if the proposed alternative is approved.
In view of the means testing element of this scholarship it is not seen as appropriate to promote public recognition. However we would appreciate any efforts that are made to conduct a private presentation to the student and parents with appropriate reference to the history of the Noel Barnes Scholarship.
We look forward to your response.
Yours faithfully,
Name
Chairman
Noel Barnes Scholarship
Date
Chairman’s telephone contact.
Letter to Schools advising Noel Barnes awardees
Issue March for current year
Use Club Letterhead
The Principal
Wagga Wagga Christian College
Locked Bag 7
WAGGA WAGGA NSW 2650
Wagga Wagga High Scool
Coleman Street
WAGGA WAGGA NSW 2650
Kooringal High School
Zeigler Ave
WAGGA WAGGA NSW 2650
Mt Austin High school
Tamerloh Ave
WAGGA WAGGA NSW 2650
Kildaire Catholic College
Coleman Street
WAGGA WAGGA NSW 2650
Mater Dei Catholic College
Gregadoo Road
WAGGA WAGGA NSW 2650
Riverina Anglican College
Farrer Road
WAGGA WAGGA NSW 2650
Dear xx,
Noel Barnes Scholarship
We enclose letters and cheques for your Noel Barnes Scholarship awardees.
Please convey our best wishes and congratulations when presenting their cheques and letters.
In view of the means testing element of this scholarship it is not seen as appropriate to promote public recognition. However we would appreciate any efforts that are made to conduct a private presentation to the student and parents with appropriate reference to the history of the Noel Barnes Scholarship.
Please acknowledge distribution of this has been completed by returning the enclosed form to our club.
Yours faithfully,
Name
Chairman
Noel Barnes Scholarship
Date
Chairman’s telephone contact.
Acknowledgement
From ……………………………………………………….(School Name)
Awardee ………………………………………………..(Name)
Presentation completed / /
Principal ………………………………..(Signature)
To:
Secretary (Noel Barnes Scholarship)
Rotary Club of Wollundry
PO Box 229
Wagga Wagga 2650
Letter to Noel Barns awardees
Issue March for current year and attaché to cheques
Use Club Letterhead
Name
Address
WAGGA WAGGA NSW 2650
Dear Name,
Congratulations on being nominated by your school as a Wollundry Rotary Noel Barnes Scholarship awardee.
The scholarships are awarded to a student and Year 11 and in Year 12 at each wagga secondary school each year in memory of Noel Barnes, a foundation member of Wollundry Rotary Club and a fine citizen of Wagga.
The funds are provided to be used to cover educational expenses such as text books and school fees for the awardee. We look to each awardee to use the scholarship wisely.
Our club wishes you every success with your studies and future career and hope the enclosed $500 cheque will aid you in achieving your potential.
Yours sincerely,
Name
Chairman
Noel Barnes Scholarship Committee
Date
THE IMPORTANCE OF ETHICS
ETHICS IN BUSINESS AND SOCIETY
IMPORTANCE OF ETHICS TO ROTARY
Ethics form an integral component of what we are all about in Rotary.
A primary goal of Vocational Service is to promote Rotary’s high ethical standards.
WHAT IS MEANT BY ETHICS?
What are Ethics?
Mention the name ethics and you usually illicit two types of responses.
One is that the concept is abstract and has little bearing on our every day life. A common response is that there is little ethics in the world today. It is a dog eat dog world. Be ethical and see how far you get.
The other common response is that ethics are important, but they vary according to the landscape, which is usually set out by codes of practice.
Both answers are inadequate.
The closest we can come to the appropriate answer is actually provided by the ancient Greek philosopher, Socrates, who when considering the issue simply stated that it is no more than answering the question, what should we do?
THE 4 WAY TEST
The two tools Rotarians have to assess such standards are “The 4-Way Test” and the “Declaration of Rotarians in Businesses and Professions”.
There can be little doubt that if the answer is what we do is the truth, is fair, builds goodwill and is beneficial to all concerned, that this comes pretty close to having a high ethical standard.
Well these are the ingredients of Rotary’s “4-Way Test”.
It would not be possible to satisfy the 4-Way Test without having the highest ethical standards.
The 4-Way Test is of course:
• Is it the TRUTH?
• Is it FAIR to all concerned?
• Will it build GOODWILL and BETTER FRIENDSHIP?
• Will it be BENEFICIAL to all concerned?
A Chicago Rotarian, Herbert J Taylor, who used it, to gauge his own performance in saving a company from bankruptcy, conceived the 4-Way Test.
He saved the company and began to share the test with others.
It was adopted by the Rotary International Board of Directors as a primary
Vocational Service ideal in 1943.
Key objectives of Rotary and the 4-Way Test are to foster and apply the ideal of service in each Rotarian’s personal, business and community life and to do this while abiding with the highest ethical standards.
DECLARATION OF ROTARIANS IN BUSINESS AND PROFESSIONS
In 1989, the Rotary International Council adopted a declaration to more clearly define the high ethical standards called for in the second Object of Rotary.
It provides an additional framework to the 4-Way test for ethical behaviour that all Rotarians can use as a standard against which to measure their business and professional activities.
Included under this declaration, all Rotarians in the conduct of their business or profession are expected to:
• Abide by the spirit of the ethical codes of their vocations
• Promote the highest ethical standards in their chosen vocation
• Be fair to all including their employers, employees and competitors
In all aspects of conducting a business, whether it be hiring and training people, in internal communications and in relations with customers, Rotarians are expected to affirm the highest ethical standards.
THE DECLINING ROLE OF ETHICS
However, it is easy and perhaps convenient to forget ethics and yet it is so important to include its principles in our every day life both in business and elsewhere.
Many Rotarians don’t give much thought to the aspect of vocational service that calls upon each and every Rotarian to uphold the highest ethical standards of professional ethics. Indeed, if any person doesn’t hold ethical standards in their professional life, they are also less likely to do the same in their personal life.
While there have been giant strides forward in most areas of activity over the past 100 years, the same cannot be said for the adherence to and the application of principles and ethics.
When the first Rotary convention was held in 1910, Fred Sheldon, Chairman of the Committee on Business Methods said, “ the distinguishing mark of the commercialisation of the 19th century was competition…. in this 20th century the human race is approaching wisdom and the distinguishing mark will be cooperation”. With due respects to Fred, this comment would be as wrong today as it was in 1910!
Indeed, since the rise of economic rationalism in the 1970’s, and its non-recognition of virtually any principles, other than profit maximization and cost minimization, the
role and significance of ethics has probably declined.
In recent years, we have all witnessed corporate scandals on a major scale in many countries, including the United States and Australia. In virtually every case, innocent people have suffered through the loss of income and security and the root cause of these disasters is always the same, dishonesty and greed. (James Hardie or HIH)
Competition will always be with us except its ugly side has become very prominent over the past 30 years with the endorsement of economic rationalism, which as an ethic itself puts the interests of oneself, one’s business, one’s industry and one’s country first.
There is no reason why we as an organization should not continue to support competition provided our business leaders, our community leaders, and our people have a high awareness and respect for ethics.
On its own competition is good, but it is imperfect. The ultimate is perfect competition but it doesn’t exist.
Accordingly, there will always be individuals, businesses, industries and nations that have disproportionate power and deliberately put their interests first, second and third.
There will always be those who have the scope to abuse the system if they have scant regard to ethics.
This is unfortunately the contemporary world in which we live.
THE WAY FORWARD
The need to place ethics first and commit to the principles within the 4-Way test, which are so integral to Vocational Service, will constitute a huge challenge to Rotary.
It is ironic that the least under stood avenue of Rotary Service, Vocational Service, will have to become the best-known form of service because it will be so instrumental in perpetuating the reputation and distinctiveness of Rotary service that has been so evident over the past 100 years.
The solution to the issues raised today will be greater cooperation and being prepared to “Lend a Hand”.
This is the challenge-facing Rotary.
If we are fully committed to service above oneself and if we are prepared to lead by example, we will surely enhance even further the standing of Rotary in the global community.
However, given the world in which we live, this will be a great challenge.
Submitted by David Benn 17/06/06
Vocational Service Director 2005-06
(edited from an article originally by John Mcgregor a past Dist 9700 Vocational Service Chairman)
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