Club Administration Committees: Board Representative – Matthew J. Pollard
This committee is responsible for maintaining an accurate record of member’s attendance at the regular weekly meetings as well as makeup meetings. This information is reported to the District on a regular basis. A club’s attendance is an important measure of the commitment level of the membership to allocate time for regular fellowship.
Welcome Table Duty Instructions:
Tables will already be set up by Civic Center staff.
Pick up blue guest binder and cash box at the Box Office. The cash box contains the key to access the storage closet to the left of the elevator. Pick up the black badge case and rolling cart from the storage closet.
The white binder in the cart contains forms for “Guests/Visitors,” “Makeups” and an alphabetical listing of member names that can be used to help members find their badges in the badge case. If the scanner is not available, pull out an Attendance form found in the white binder. Write today’s date at the top of each form you use and distribute them across the Welcome Table.
Greet each member, guest, and visitor as they arrive.
• Members use the scanner to enter their attendance. If the scanner is not available, the Attendance form is used to record their attendance.
• Members fill in their makeups on the Makeup form.
• Members log in their guests on the Guest/Visitor form. If the guest arrives before their sponsor, we help the guest complete the Guest/Visitor form and ask them to wait for their sponsor in the foyer.
• Visiting Rotarians sign in as a visitor on the Guest/Visitor form. Makeup receipts for Visiting Rotarians are in cash box (if they request this). Top half is not used. Just write Salem, VA Club, the date, and sign the bottom half and give to visiting Rotarian.
• Other Visitors and Speakers sign in under the visitor section on the Guest/Visitor form.
• Lunch is $10 for all guests and visiting Rotarians. (Prospective members and speakers along with their guests eat for free). If anyone wants to pay with check, make it payable to “Rotary Club of Salem.”
Cindy Lichtenstein will ask for someone to introduce guests. Don’t be shy.
At the end of the meeting, all forms need to be handed directly to Rick Rosti.
The badge case and cart are returned to the supply closet. The cash box is returned to the Box Office.
Purpose: To develop and maintain our club’s bylaws and constitution in conformance with those of Rotary International.
While Rotary is not affiliated with any denomination, the Rotary Club of Salem has traditionally allocated a moment for reflection and appreciation at the beginning of each meeting. This committee selects a member to lead this moment of praise at the beginning of each meeting. This committee is also responsible for selecting and leading the group sing along each week. The music selection is often related to current events and serves as an important bonding experience early in each meeting.
Purpose: To keep our club on track to qualify for Gold Club Award, and submit information for annual District awards.
This committee develops the club operating budget and provides recommendations to the Board of Directors. The Club Treasurer is a member of this committee and handles the deposit of and disbursement of funds. The committee meets in May/June to develop the budget and presents their recommendation in July. In January the committee meets again to track budget compliance.
Committee Description and Specifications
• The Nominating Committee should be ready to meet beginning in August of each year to provide names of potential candidates for the Board of Directors for the coming year.
• The Secretary of the Board will have the number of those board members that will be rotating off and thus the number of slots that will need to be filled (normally 4).
• The Nominating Committee should be ready to present the slate to the Board at the October Board meeting.
• The Nominating Committee will then propose the candidates* to the general membership at the first meeting in November.
• The annual elections will be held at the annual meeting on the first Thursday in December.
• Should a Board member resign either from the Board only or from the Board and the Club the remaining members of the Board of Directors may fill an the unexpired term [or may ask the Nominating Committee to provide names]. If this occurs the Board will set the deadlines for filling this unexpired term.
The Program Committee is responsible for planning the Club’s weekly Programs so that they reflect the goals of the Club President while providing informative and/or entertaining content that includes Rotary information and local, state, and national topics of interest to Club members.
Principal Duties and Responsibilities
• Committee/Advisory Board is comprised of the Current President, two most recent past Presidents, President Elect, President Nominee, and several other Past Presidents.
• Committee meets four times a year at 11:00am before regular Club Meeting. Third Thursday of the month in February, May, August, November.
• Committee is a sounding board for the President as well as a bank of knowledge on policies, procedures and events.
• Committee can also make suggestions on changes for the Club / Board of Directors that could help the club run smoother and more efficiently.
Membership Committees: Board Representative – André D. Peery
This committee serves to help recruit new members, assign classifications and reports membership numbers to the Board. The committee works with the club members to promote membership development and activities that bring in new members.
The purpose of the Red Badge program is to create a better-informed membership and prepare new members for club leadership positions. It is designed to promote a more involved and knowledgeable membership. The new member orientations will be held annually or as needed, with the goal to move and orient new members into Rotary as quickly as possible. Elements of the program will include:
- New members will participate in a three-session orientation program typically held in the Spring during the regular meeting hour. All Directors and committee chairs will need to assist with the orientation program. Sponsors are encouraged to also participate in the orientation sessions as possible.
- New members will be expected to volunteer for at least two of the club’s fundraisers, as least one service project and work on at least one club committee.
- New members will be given a red badge so that current members can recognize them and extend a hearty Rotary welcome. Blue badges will be awarded at the completion of the orientation. Current members should wear their badges so that new members can learn their names.
- New members will also be expected to do the following within the quarter in which they participate in orientation:
- attend a club Board meeting
- give a brief (3-5 minute) classification talks to the club
The Care Committee is PRIVILEGED WHEN NEEDED TO…
- Offer prayers for you and your family.
- Feed you and your family in troubled times.
- Visit you, send a card, flowers or just provide a little TLC.
YOU MATTER TO US!
WE NEED YOUR HELP…
- Please let us know when a member is in need of prayer,
- When a fellow Rotarian or a member of your family is in ill health,
- Needs help with meals,
- Could benefit from a card or note,
- Enjoy a visit,
- Or just might need a little TLC.
Your Rotary family cares, please help us be there for members in need.
The Family of Rotary Committee is an effort to pursue the first Object of Rotary, that is “to encourage and foster the development of acquaintance as an opportunity for service.” Friendship was the foundation, the rock on which Rotary service was built.
Children & Families Committees: Board Representative – Jeremy Longshore
The Christmas for Kids program focuses on lower income children who need assistance and good cheer. This program allows lower income children to understand that Christmas is about giving, and while the kids do receive presents themselves, they also are given the thrill and satisfaction of giving presents to their parents, siblings and caregivers. It really focuses on the reason for the season and is a very uplifting and anticipated event for the school system, the kids and our club members. In a city of 25,000 people, taking 41 kids from lower income families and making a difference in their lives and the lives of their families really makes a difference and makes this project a signature event for our Club.
For over 60 years the Salem-Roanoke County Chamber of Commerce has hosted a Christmas parade down Main Street in Salem. This Christmas Parade committee is responsible for building and driving a Rotary themed float in this parade. Come see us in the parade the Friday one week after Thanksgiving.
Read Across America is an initiative on reading created by the National Education Association. One of this committees functions is to coordinate the Rotary Club of Salem’s participate in National Read Across America Day at local schools. This annual event is an observance in the United States held on the school day closest to March 2, the birthday of Dr. Seuss.
The Third Grade Dictionary Committee promotes literacy and learning in the City of Salem Schools by providing specially designed dictionaries for third grade students in all four of Salem’s elementary schools. This is an offshoot of the Dictionary Project which is a nationwide program to provide dictionaries to elementary school children. June Long, a retired educator with the City of Salem School system has chaired this committee since its inception.
Purpose: To coordinate the club’s participation in National Read Across America Day at local schools. This annual event is an observance in the United States held on the school day closest to March 2, the birthday of Dr. Seuss.
Purpose: To promote literacy and learning in the City of Salem Schools by providing specially designed dictionaries for third grade students in all four of Salem’s elementary schools.
The committee works together with Lewis Gale Food Services and the City of Salem Elementary schools to provide families in need with sixteen holiday meals. The committee members deliver eight Thanksgiving and eight Christmas dinners prepared by Lewis Gale Food Services to families suggested by the the four Elementary Schools in Salem.
Fundraising & Giving Committees: Board Representative – Rosemarie Jordan
Each February, the Salem Civic Center and the Rotary Club of Salem host the men’s and women’s Old Dominion Athletic Conference (ODAC) Basketball Championship. Members of this committee organize ticket sales, coordinate program advertisements, work with civic center personnel and provide volunteers from the Club as needed. The ODAC Tournament is an important civic and fundraising opportunity for our Club and we strive for 100% participation.
The Rotary Club of Salem organizes Olde Salem Days, an open-air craft fair with 400 vendors exhibiting and drawing 30,000 to 70,000 people to Main Street in Salem. The proceeds sponsor community service programs like our Club’s Christmas for Kids program benefitting forty-one 5-8 year olds from lower income families in our community.
Our club has embraced this project since 2009 when the local Jaycees transferred responsibility and organization of the event to our administration. The tradition and reputation of Olde Salem Days brings in vendors from the mid-Atlantic region and shoppers from across southwest Virginia and West Virginia. Because it is an open-street fair, it is difficult to determine exact attendance numbers. However, event organizers and law enforcement personnel continually put the attendance numbers at 30,000 on the low side (which was a bad weather day) to as much as 70,000 people. A food court and antique car show add to the atmosphere and fun of the event. This event helps our city revenue and local business revenue through taxes and visits to local restaurants and hotels.
Purpose: To partner with the City of Salem to organize Star B-Q, Salem’s very own BBQ country concert. The event features fine barbecue cooking from around the valley while listening to some of Country Music’s top talent.
Committee membership is comprised of 9 club members including club President, President-elect, Treasurer and 3 gifting committee chair-persons.
- Submits a “gifting budget” early in the Rotary fiscal year for review/approval by Board of Directors.
- Consolidates all fund raising monies from the previous Rotary year and recommends to the Board of Directors the amount of grants to be distributed for the current year, with the Board maintaining the ultimate control of monies to be distributed.
- Annually recommends to the Board high level funding priorities for Board approval based on the Club’s 3 to 5 year vision.
- Determines annual funding allocations to the listed gifting committees subject to Board approval.
- Establishes a general gifting/distribution schedule each year with the Board and Program Committee.
This gifting committee disperses grants to locally-based organizations in Salem and the Roanoke Valley. Past recipients include SALEM Family YMCA, Roanoke Symphony, Jill’s Buddy Camp, Salem Area Ecumenical Ministries, Spartan Robotics and the Salem Museum/Historical Society. Local charities make an annual application for grants and the committee allocates funds earned from the Club’s major fundraisers.
This gifting committee disperses grants to charitable, typically 501c3 organizations in the Roanoke Valley. Past recipients include Apple Ridge Farms, Bradley Free Clinic, Child Health Investment Partnership (CHIP), HopeTree Family Services and Salem/Roanoke County Food Pantry. Local non-profits make an annual application in August for grants and the committee allocates funds earned from the Club’s major fundraisers.
Purpose: To disperses grants to organizations serving those in need beyond our borders.
Club Public Image: Board Representative – Patrick Henretty
Purpose: To develop and implement public image strategies and campaigns for the club, including preparing press releases, articles, social media posts, club website and promotional material. Build positive relationships with stakeholders, media and the public.
Purpose: To chronicle the history of our club and the work we do for our community at large.
The primary function of this committee is to revise and annually update the Rotary Roster. The printing and distribution of the roster coincides with the annual installation of the new Rotary President in July.
New Generations Committees: Board Representative – Daniel T. Netting
Rotary Youth Leadership Awards (RYLA) is an intensive leadership experience organized by area Rotary clubs whereby high school aged students develop skills as a leader and public speaker while having fun and making connections.
This annual event takes place over a weekend in December at The Inn at Virginia Tech. The Rotary Club of Salem sponsors two students from Salem High School plus our International Youth Exchange Scholar.
• Build communication and problem-solving skills
• Discover strategies for becoming a dynamic leader in their school or community
• Learn from community leaders, inspirational speakers, and peer mentors
• Have fun and form lasting friendships
The Interact is a club for young people ages 12-18 who want to join together to tackle the issues in their community that they care most about. Every Interact club carries out two service projects a year: one that helps their school or community and one that promotes international understanding.
Purpose: To organize, sponsor and support the Salem High School Interact Club, an organization for young people ages 12-18 who want to join together to tackle the issues in their community that they care most about. Every Interact club carries out two service projects a year: one that helps their school or community and one that promotes international understanding.
The Rotary Youth Exchange Program is a life changing experience which provides opportunities for students to advance their knowledge and world understanding by living in another country. The Rotary Club of Salem accepts applications for both short term summer exchanges and full academic year exchanges. We also host a foreign Youth Exchange Scholar for a full academic year. The student attends Salem High School and lives with 2-3 host families in Salem during their stay.
The Rotaract Committee’s objective is to organize, sponsor and support a Rotaract Club at Roanoke College with the guidelines established by Rotary International.
The committee will offer opportunities for the Rotaractors to: join our club’s meetings, programs and projects throughout the year; assist them with their own projects and programs; help them learn about the programs and services of Rotary International and other Rotaract clubs throughout the world; purchase items (banners, pins, materials, etc.) to support their organization; offer mentoring and job shadowing opportunities from our Rotary club members for the Rotaractors; assist with reporting requirements to Rotary International; provide additional support and guidance as needed or requested by the Rotaract club.
Community Projects & Special Recognition: Board Representative – Christopher Todd Hester
Members of this committee are active in several community outreach and improvement projects throughout the year. In particular, this group organizes participants to assist with Clean Valley Day each April and October. In April, our committee organizes a clean-up of Salem’s Rotary Park and the adjacent Greenway located between Route 419 and the Roanoke River as part of a regional Clean Valley Day. In the October, we participate in Fall Waterways Cleanup, tackling this same busy stretch. Our club members have removed an abundance of fast food wrappers, carpet segments, car parts, random clothing articles and even a horse shoe from the area. We are proud of our efforts to join forces with other organizations to keep our valley and waterways clean.
We also organize food drives in support of the Salem Food Pantry and a winter coat drive benefiting the Salem Clothes Closet. We have also aided local communities by collecting and supplying bottled water as needed for emergency relief.
Purpose: To organize member contributions of their Rotarian magazine for placement in area offices and waiting rooms to promote awareness and the image of Rotary International.
Several years ago the Disaster Committee had the foresight to prepare and store “Muck Out” buckets comprised of cleaning supplies, mops, gloves, etc. to be used in the event of an natural disaster. Last year, we added 20 “tarp kits” that includes 20×20 tarpaulins to cover roofs plus 5 smaller tarps to cover doors/window. These kits also contain nail strips, hammers and gloves.
The committee promotes the practice of high ethical standards as part of a Rotarian’s commitment to vocational service. This committee works in the community to promote the highest ethical standards and the awareness of the Object to Rotary (to encourage and foster the ideal of service as a basis of worthy enterprise). Annually, the committee recognizes a citizen of the community who best represents the Rotary through the Service Above Self Award.
The Outstanding Citizen Award is given each year to an individual who has throughout their professional life and community involvement, worked to make the world a better place.
The Jostens Trophy recognizes male and female student athletes for their outstanding performance in Division III basketball, as well as their academic accomplishments and community service. Members of this committee work to coordinate a reception honoring the recipients, their families and colleges. They also arrange for media coverage of the Jostens Trophy presentation.
Rotary Foundation Committees: Board Representative – Shannon A. Crosswhite
The Rotary International Foundation Committee is the primary advocate for all activities related to Rotary International’s, The Rotary Foundation (TRF). The committee will assist in developing financial goals for the clubs Annual Fund and Polio Plus and then track those goals to assure they are met. They will provide information to the members and the Board about the purpose and results of TRF. They will interface with other committees that carry out activities related to TRF to assure they have the needed information and reports and to make sure all procedures are completed and dates are met.
Some of the ongoing activities are;
– Hold Quarterly Rotary International Foundation Committee meetings
– Have written Monthly Board Reports
– Hold meeting(s) dedicated to Directors about Foundation programs
– Have The Rotary Foundation minute once a month
– Develop and maintain a status chart of member and club giving to TRF
– Hold a program during The Rotary Foundation month in November
– Continue to support Polio Plus, End Polio Now
– Develop and implement a MOP related to all TRF activities
– Make sure all deadlines are on the club calendar
– Assist Club President in developing TRF goals
Paul Harris was the founder of Rotary. When a contribution of $1000 is given to further the work of the Rotary International Foundation an individual is named a Paul Harris Fellow (PHF). The committee selects community leaders to receive a PHF Award utilizing Club as well as PHF credits donated by Club members. The awards are presented at a Club meeting usually in May.
The SRC Foundation is a 501(c)3 corporation which has 9 directors on its board and 4 officers elected from its currently serving directors. Originally named in 1997 as the Salem Rotary Club Wooldridge Scholarship Foundation Fund, it started an endowment to provide two annual scholarships to the Division III colleges in honor of the male and female winners of the Jostens Trophy. These two scholarships were named in honor of Salem Rotarian Dan Wooldridge a former Old Dominion Athletic Conference Commissioner. In 2004, the Foundation’s name was amended to the Salem Rotary Club Foundation, Inc. In early 2017, another amendment was made to reflect a broader principal purpose….. “to provide educational and scholarship assistance, humanitarian aid, and to engage in any lawful purpose or purposes permitted by the Virginia Non-Stock Corporation Act. “ Gives $500 to a charity designated by Salem Rotary‘s “Service above Self” annual recipient. The SRC Foundation also manages a growing scholarship fund for the Glenvar Rotary Club which is used for giving various scholarships to deserving Glenvar High School graduating Seniors annually. Any contributions given to the Salem Rotary Club Foundation, Inc. are tax-deductible and 100% will be used for the contributor’s intentions as long as they are aligned with the Foundation’s “principal purpose” mentioned above.