Below are the strategic charges given to each of the Committees by the Board of Directors. Committees are assigned to a Director Chair who is responsible for oversight and reporting to the Board. Each year committees establish and submit their annual goals and budget.

 

Committee Charges - Club Committees

Established by the Board of Directors

06/21/2017 – Revised 04/16/2019

 

Club Service Committees:

 

Club Service Committee: Provide the volunteer resources for all of the assignments during the weekly Thursday meeting including; fellowship report, greeters, registration desk, sergeant-at-arms, 50/50 raffle sales, invocation and clean up. Members of this committee will sign up twice a year to serve in these various volunteer capacities during club meetings.

 

Commissary and House Committee: Provide for the physical arrangements of the club including weekly meeting location, office space and equipment needs.

 

Fundraising Committees:

 

Rose Committee: Organize and conduct the annual Rotary Rose Sale fundraiser. Promote the sale of roses by members and manage rose distribution. Organize and conduct the annual coupon book and any other fundraising initiatives that relate to or are part of the Rose Sale.

 

Rotary Foundation Committee: Promote membership participation in Rotary Foundation activities. Promote the goal of 100% participation as a Paul Harris Fellow. Encourage benefactors and sustaining membership and ongoing contributions at a level of $150 per capita. Encourage public participation and contributions to the foundation. Oversee the process to solicit and nominate worthy individuals for Rotary International scholarships and other programs.

 

Fundraising: Develop, support and provide oversight to all fundraising activities for the benefit of the community pledge fund (except the Rose Sale,). Seek improvements to existing activities and explore new alternatives. Set a yearly fundraising goal and then determine which fundraising activities to achieve that goal, which could include the Prime Rib Dinner and Auction and the Trip Raffle and/or other new or different fundraising programs.

     

New Generations Committees:

 

New Generations Committee: Arrange with local area High Schools to have students selected to represent their schools as Junior Rotarians. Provide for vocational guidance and encourage Junior Rotarian participation in club events including volunteer opportunities. Provide oversight for the meeting to be conducted by our Junior Rotarians. Process the awards for the student honorarium projects. Provide for the judging of the Rotary Four-Way Test essay contest.  Support and coordinate activities with our sponsored College and Community Rotaract Clubs.  Act as an advisor. When possible, attend the Rotaract Club's activities, meetings and fundraisers. Promote, recruit, and select high school students for participation in Rotary Youth Leadership Academy (RYLA).

 

Youth Exchange Committee:  Coordinate both the inbound and outbound foreign youth student exchange programs. In conjunction with the District Youth Exchange Committee, identify and recruit qualified high school age outbound participants. Recruit host families for inbound students using Rotarian families when feasible. Orient, support and monitor inbound students and their host families including arrangements for special activities. In conjunction with the District Youth Exchange Committee, monitor the progress and activities of outbound students and provide assistance as necessary.

 

 

Communications Committees:

 

Gimlet Committee:  Responsible for informing, educating and communicating items of Rotary interest to our Club’s membership and others on a weekly basis through notes and photographs of the weekly meetings, Club announcements on various activities, including committee meetings and significant dates. The editor shall serve as chair.  

 

Public Relations Committee: Communicate the activities and mission of the Club to the public. Provide ongoing evaluation and oversight of technologies used for digital activities of the Club, including office technology programs and oversight of the design and operation of our website. Oversee club social media accounts and provide content and direction on the club website for external audiences.

 

Special Events Committee: Make the necessary arrangements for special events outside the regular meeting format to foster friendship and fellowship among Rotarians.  Organize events such as the holiday parties, President’s Night, the Annual Fish and Game Dinner, Fellowship Breakfasts and Rotary after Hours.

   

 

Community and International Service Committees:

 

Grants Committee: Solicit, evaluate, and act upon requests for financial support from community organizations. The committee shall follow the Policy and Procedure for assessing priorities, project selection and funding. Whenever possible, the budgeted funds for this committee should be matched with District and Rotary International funds to expand effectiveness. The committee shall conduct follow-up assessment of all funded projects. The chair of the committee will be a voting ex-officio member of the Rotary Club of Duluth Foundation Board.

 

International Service Committee: Develop and initiate special international service projects both independently and in cooperation with other Rotary clubs and organizations. Whenever possible, the budgeted funds for this committee should be matched with District and Rotary International funds to expand the effectiveness. Projects should focus on one of the six Rotary focus areas: promoting peace; fighting disease; providing clean water; sanitation, and hygiene; saving mothers and children; supporting education and growing local economies. The committee shall work with District 5580 on hosting or organizing Rotary Friendship Exchange teams from other countries sponsored by Rotary International and sponsor teams sent to other countries. It shall promote activities between the Rotary clubs in Duluth's Sister Cities program.

 

Local Service Committee: Develop and initiate special local service projects both independently and in cooperation with other Rotary clubs and organizations. Whenever possible, the budgeted funds for this committee should be matched with District and Rotary funds to expand the effectiveness. Projects should focus on one of the six Rotary focus areas: promoting peace; fighting disease; providing clean water; sanitation, and hygiene; saving mothers and children; supporting education and growing local economies. The committee shall seek, select, and execute hands-on projects serving our local community including the assignment of member liaisons.

        

Membership Committees:

 

Membership Committee: Develop and implement action plans to achieve and maintain a club membership that is diverse and vibrant. Encourage and assist the membership in their efforts to propose new members. Oversee the process for prompt consideration of membership proposals including assignment of classification and orientation. Work to minimize the conditions that contribute to unsatisfactory attendance, low participation and loss of members. Expeditiously conduct useful exit interviews of members who have left the club. Schedule regular new member orientation and welcome meetings.

 

Caring Committee: Provide for the aid and comfort of members who are ill, who have suffered a loss, or who are otherwise going through a difficult time in their life. This committee has undertaken the following activities in the past: sending cards; an appropriate gift such as flowers, fruit basket or notice of memorial gift; and delivering Rotary Roses and/or Poinsettias to the widows of previous club members; and visiting members hospitalized or confined at home. Arrange for a eulogy for a deceased member.

 

 

Non-Committee - Appointed Positions

 

Club Historian:  Organize and preserve the written and physical history of the club. Maintain an inventory of club and Rotary items of historical interest. Provide historical programs and articles for the Club Bulletin. Record the highlights of each Rotary Year.

 

Club Trainer: The Club Trainer will provide Officers, Directors, Chairs and Vice Chairs general training on Club policies, procedures, systems and best practices. The Club Trainer will be responsible to conduct an annual leadership transitional workshop and ongoing training as needed and provide oversight and assistance to general training of the membership. A Club Trainer and Assistant Club Trainer are appointed by the Board of Directors and each will serve two-year terms. At the end of the first two-year term the Assistant will become the Club Trainer and the Board will appoint a new Assistant Club Trainer. The Club Trainer reports to the Club President and will provide periodic status reports. The Club Trainer attends the meetings of the Administrative Policy Committee.

          

Program Quarterly Chairs: Provide a quality program for the regular meeting. Programs are selected based upon recommendations solicited from the club with attention to timeliness and club interest. When possible, schedule one meeting a month to coordinate with the monthly Rotary theme. Program Chairs are appointed by and report to the President Elect.

 

Primary Authors:  President Elect and Board  Revised: 06/21/17 and 04/16/2019 

 

Additional Information for Club Service Committee:

 

Invocation: Invocations shall be given in a manner, which reflects Rotary as not having links to any political or religious organization. The Club welcomes and respects members and guests of all religions and those who profess no religion; therefore, the language shall not favor any particular religion or political position.

 

Sergeant-at-Arms:  Oversee the physical arrangements for each regular meeting. Test and adjust audio-visual equipment, assist with lighting, sound system and other equipment needs for the weekly meeting. Activity is to be coordinated with club and hotel staff. Assist the office staff in set up and when necessary transportation of equipment, materials and supplies to and from the meeting location.

 

Fellowship Report: The goal of the Fellowship Report is to promote acquaintance and friendship. The Report is intended to entertain the Club through positive recognition and encourage self-reporting.