APPENDIX POLICY AND PROCEDURE MANUAL

Transcription

1 APPENDIX TO POLICY AND PROCEDURE MANUAL TABLE OF CONTENTS Appendix Subject Page A Rotary Club Dues, Admission Fees, and Refunds 2 B Guidelines for Performing Rotary Exemption 3 C-1 Membership Proposal Form 4 C-2 Prospective Member Letter of Understanding 5 C-3 Roster Book Information Form 6 C-4 Club Notice of New Proposed Member 7 C-5 Presidential Welcome Letter 8 C-6 Blue Badge Requirements 9 D Billy Watson Scholarship Fund 10 E Resolution Regarding Stewardship of Billy Watson Fund 12 F Resolution Establishing Policy Manual 13 G Educational Scholarships: Current Awards and Amounts 14 H-1 Donation Request Procedures 15 H-2 Donation Request Form 16 H-3 Donation Inquiry Letter 18 H-4 Donation Approval Letter 19 H-5 Donation Declination Letter 20 I Frank C. Holt Memorial Scholarship 21 J Duties of Club Committees 23 06/14/2012 1

2 ROTARY DUES, ADMISSION FEES, AND REFUNDS Annual Dues for Existing Members for New Members Admission fee Club Dues $ Admission fee $ District Services R.I. International Services Total Annual Dues $ $ The annual dues for existing members as of July 1, 2012 are $ The amount of initial dues for new members is to be prorated in accordance with the month in which they become members (See schedule below). The full amount to be prorated during fiscal year is $ The admission fee is $ regardless of when the new member is admitted. As set forth in Article 5A.8 of this Policy and Procedure Manual, a partial refund of dues may be made for a member resigning during the fiscal year, if the resigning member s request is approved by the Board. (Such refund will be made in the amount indicated in the schedule below.) Those portions of the dues that are passed on to the District or R.I. for member services are not refundable. Pro-rated Dues and Refund Schedule Month Joined or Resigned Pro-rated Dues Pro-rated Refund (New Members) (All Members) July $ $ August September October November December January February March April May June /14/2012 APPENDIX A 2

3 GUIDELINES FOR PERFORMING A ROTARY EXEMPTION 1. The MAXIMUM time allotted for exemption is two minutes. 2. The purpose of the exemption is to give the Rotarian a chance to talk about his or her business or profession or favorite charity without suffering a fine. 3. The exemption may be sold (auctioned) if the person chosen for the exemption doesn t wish to take it. 4. Exemptions are not to be used for: a. SELLING things. b. POLITICAL statements. 06/14/2012 APPENDIX B 3

4 MEMBERSHIP PROPOSAL FORM THE ROTARY CLUB OF SAN LUIS OBISPO The sponsor must return this completed form ( preferred) to a member of the Membership Committee. To qualify for Rotary membership, an individual must be an adult person of good character and good business and professional reputation, Engaged as a proprietor, partner, corporate officer, or manager of any worthy and recognized business or profession; or Hold an important position in any worthy and recognized business or profession or any branch or agency thereof and have executive capacity with discretionary authority; or Having retired from any position listed above; or Being a community leader who has demonstrated through personal involvement in community affairs a commitment to service and the Object of Rotary (Charity board member or formal recognition of community service); or Having the status of Rotary Foundation alumnus; and Having his/her place of business or residence in the San Luis Obispo area. This Form can be completed on a computer by entering information in the appropriate column below. Use the TAB key to move between fields. Each data field expands to accommodate multiple lines, if required. Print this Form if you prefer to write-in your information. Personal Information Enter Information in this Column Full Name Nickname or Preferred First Name Home Address (Number, Street, City, State, Zip) Home Phone Number Home Fax Number Cell Number (Area Code and Number) Personal Address Previously a Member in Good Standing of Which Rotary Club(s). if any Club Members who Know the Proposed Member Other Activities that Serve to indicate Proposed Member s Potential for Rotary Service Name of Sponsoring Rotarian Date (Month, Day, Year) Business Information Company/ Business Enter Information in this Column Business Address (Number, Street, City, State, Zip) Occupation Job Title Business Telephone Extension Business Fax (Area Code and Number) Business Address Professional Affiliations To be completed by the Rotary Club Membership qualification Committee Classification Badge Number Year Initiated into Rotary (Month, Year) 06/14/2012 APPENDIX C-1 4

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6 Rotary Club of San Luis Obispo Prospective Member Letter of Understanding The Club and its members both benefit when each understands what to expect of the other. The Rotary Club of San Luis Obispo and the prospective member listed below have agreed that, as conditions of membership, the new member will: 1) Strive for 100% attendance, including make-ups attended 14 days before or after a missed meeting. (Missing meetings with failure to make up may be subject to fines.) 2) Attend two or more of the following events during the first year of membership, and make an effort to participate in the Club s Rotating Dinner program: District Conference, District Assembly, International Conference, Club Assembly, and the Rotary meeting which is held on the occasion of the annual official visit by the District Governor. 3) Learn and practice the Four Way Test. This is the test of the things Rotarians think, say and do: IS IT THE TRUTH? IS IT FAIR TO ALL CONCERNED? WILL IT BUILD GOODWILL AND BETTER FRIENDSHIPS? WILL IT BE BENEFICIAL TO ALL CONCERNED? 4) Seriously consider becoming a Sustaining Member of the Paul Harris Rotary International Foundation by donating $100 or more per year. This action is optional, but strongly recommended. 5) Take an active part in Rotary activities and community projects, and be willing to accept and carry out Rotary assignments. Members have but one chance to say no regarding Rotary and that is when they are asked to join. After that, members should do their best to help whenever asked. Your signature below authorizes the Club Secretary to circulate your name to the membership as a prospective Rotarian. If there are no valid written objections received within 10 days of publishing, you will be eligible for induction after payment of dues and fees. Signature Nickname Printed Name Work Phone / Home Phone Home Address 06/14/2012 APPENDIX C-2 6

7 Rotary Club of San Luis Obispo Roster Information Form Personal Information Enter Information in this (these) Column(s) Full Name (Last, First MI) Nickname or Preferred First Name Home Address (Number, Street, City, State, Zip) Home Phone (AC & Number) Personal Address Birthday (Month & Day) Spouse Name Cell (AC & Number) Preferred? Y/N Place of Birth Birthday (Month & Day) Anniversary (Month & Day) Significant Other (Full Name) Birthday (Month & Day) Colleges, Universities and Trade Schools Military Service: Branch, Highest Rank, Dates and Theater of Operations Hobbies Membership in Social and Professional Networks (place an x to any that apply; specify other ) SLO Rotary Sponsor Rotary Classification Inducted (Month/Year) Badge Number [] [] [] [] Other Paul Harris Fellowships (How Many?) Sustaining? Y/N 85 Rule Qualified? Y/N Offices Held: SLO Rotary Club, Other Rotary Club(s), District and RI and Dates. Name(s) of Other Rotary Club(s) Membership and Dates Community or Other Organizations (Full Names only) and Offices Held Volunteer Rotary & non-rotary Community Activities Participation Rotary International Conventions Attended & Dates PRLS Graduate? Y/N Basic or Advanced? Business Information Column(s) Company/ Business Name Job Title/Occupation Enter Information in this (these) Business Address (Number, Street, City, State, Zip) Business Telephone (AC & Number) Business/Home Fax (AC & Number) Business Address Business Home Page Extension Preferred? Y/N Professional Affiliations (Full Names) 06/14/2012 APPENDIX C-3 7

8 NOTICE OF NEW PROPOSED MEMBER(S) The following text shall be used in the to inform club members of new prospective members that have been approved by the Board of Directors. Proposed for Membership The following proposal(s) for membership has/have been approved by the Board of Directors and ordered published to the membership of the club (Name of proposed member), has been proposed for Rotary membership by (Name of sponsoring Rotarian) with the following classification: (fill in classification) If you believe the individual(s) listed above do not meet the qualifications listed below, please write a letter at once to our club secretary (PO Box 833, SLO 93406) or send an to her at development@hfhsloco.org. If no objections are received within 10 days, then the proposed member will be considered duly elected to membership in the Rotary Club of San Luis Obispo. REQUIREMENTS FOR MEMBERSHIP Per Rotary International s Manual of Procedures, each active member of the Club must be, or have been, personally and actively engaged in the business, profession, or community service in which he or she is classified in the Club. To qualify for Rotary membership, an individual must be an adult person of good character and good business and professional reputation, Engaged as a proprietor, partner, corporate officer, or manager of any worthy and recognized business or profession; or Hold an important position in any worthy and recognized business or profession or any branch or agency thereof and have executive capacity with discretionary authority; or Having retired from any position listed above; or Being a community leader who has demonstrated through personal involvement in community affairs a commitment to service and the Object of Rotary (Charity board member or formal recognition of community service); or Having the status of Rotary Foundation alumnus, and Having his/her place of business or residence in the San Luis Obispo area. 06/14/2012 APPENDIX C-4 8

9 PRESIDENT S WELCOME LETTER SUGGESTED TEXT Dear (candidate) Congratulations! It is with pleasure that we welcome you to membership in the Rotary Club of San Luis Obispo under the classification of (enter given classification). You will be scheduled for induction to membership in the Club on a mutually agreeable future meeting date. When our Club brings in a new member, it is done in a presentation during a regular meeting. Usually, you will be introduced to the Club by your sponsor and then asked to say a few words about yourself. Please keep your remarks short, two minutes at the maximum. It is generally a good idea to thank the Club for asking you to join; to mention your work; your family; and to tell about your hobbies and interests so that our members will get an idea of who you are. Hopefully, we will hear more about you in a Craft Talk during the program portion of a future meeting where you will be given more time. The president will give you certain articles of membership, such as lapel pin, name badge, roster book, wall plaques, etc. You may also be given the duty to serve as a greeter at the entrance door at several of our meetings as well as being assigned to one of the Club s Committees. Remember, Club meeting attendance is very important to Rotarians. If at any time you find it impossible to attend our Monday meeting, you can make up your attendance at any Rotary Club in the world 14 days before or after the missed meeting. Your sponsor would be glad to accompany you to one of the local clubs for your initial make-up experience. Always retain the make-up cards from the clubs you visit and return them to our Club Secretary by the 5 th of the month following the make-up, if possible. (candidate s name), our club looks forward to your membership. We know that you will contribute to our success and thereby your own. Everything you put into Rotary will come back to you many times over. In Rotary,..., President cc: Sponsor, Club Secretary 06/14/2012 APPENDIX C-5 9

10 BLUE BADGE REQUIREMENTS INFORMATION FOR NEW MEMBER Congratulations on becoming a member of the Rotary Club of San Luis Obispo. To help you become better acquainted with the entire Rotary concept, please complete the activities listed below. As soon as you have completed all of them, return this sheet to our Club Secretary. At the next opportune meeting, you will be presented with a blue badge. Please try to complete the entire process within 90 days after induction into the Club ACTIVITY DATE 1. Attend a Board of Directors meeting. (call President for time/location) 2. Greet Rotarians, visitors and guests at 3 regular meetings (You will automatically be assigned to the Greeters Committee.) 3 Introduce visiting Rotarians and guests at the podium. (Another Greeters Committee duty) 4. Accept an additional committee assignment from the President. 5. Attend a meeting of another Rotary club ((attend with your sponsor). 6. Acknowledge having read the SLO Rotary information manual. 7. Access and review the Club, District, and Rotary International websites in order to familiarize yourself with the contents. Name: Date Inducted: Sponsor: 06/14/2012 APPENDIX C-6 10

11 Billy Watson Scholarship Fund HISTORY In 1982, the Past Presidents of our club were instrumental in the formation of the Billy Watson Scholarship Fund (the fund) which was established to be a district wide program, but in 1989, the program was transferred from Rotary District 5240 back to full control of our club. Subsequently management of the fund was transferred to The Rotary Club of San Luis Obispo Charities, Inc. (Appendix K). Rotary Charities manages the fund and makes the scholarship distributions while the Club selects scholarship candidates for Rotary Charities approval. PURPOSE The fund was established to honor Billy Watson, an accomplished musician, a past club president, and a past district governor, and to pay respect to his accomplishments by providing scholarships to college students with musical talent. It is hoped that these scholarships will provide an encouragement to students and help them to become leaders in the field of music. ELIGIBILITY Any undergraduate college or university student whose domicile (a person's permanent and principal home -- for legal purposes) is within San Luis Obispo County or any undergraduate student attending Cuesta College or Cal Poly is eligible to apply for the scholarship. There are no restrictions as to age. College or university means any two or four year institution of higher learning (state, private or conservancy). The applicant does not have to be a music major to compete, however it is highly desirable that applicants be pursuing a professional career in music. Applicants must demonstrate exceptional music ability. The following individuals are INELIGIBLE to receive a Billy Watson, Scholarship. 1) A Rotarian or spouse of Rotarian 2) Previous Billy Watson Music scholarship winners. All applicants must certify that he or she meets the eligibility requirements for the scholarship. APPLICATION PROCEDURE The application must be directed to the Chairman of the Scholarship Committee and must include a recording of the applicant s music. The recording must be on an unedited cassette or compact disk and be submitted along with the completed application. Applicants must also provide the name of their instructor, the school or conservatory attended, any musical honors they have received, and organizations and activities in which they have participated. The application may include an explanation to describe special circumstances or personal qualities that they feel may be important in the evaluation of their application. APPLICATION DATES October 15: Deadline for mailing blank applications to all San Luis Obispo County Rotary Clubs, and to selected Music Departments of the Universities and Colleges located in San Luis Obispo County. March 1: Final date for receipt of completed applications (including cassettes or disks) by the committee. The application is to be mailed to the Scholarship Committee Chairman as shown on the application. April: Announcement of scholarship winner. Since this is an important phase of the program, the Committee Chairman will form the guidelines each year. This will allow the club to have a special program to highlight this event. 06/14/2012 APPENDIX D 11

12 BILLY WATSON SCHOLARSHIP COMMITTEE CRITERIA The Scholarship Committee is to be chosen by the club president and is under the direction of the Community Service Director and will work with the Overseer. This committee should be composed of individuals having significant musical ability. The committee will administer auditions and may solicit help of musicians not members of the club. Award(s) will be based on: 1) Musical performance 2) A sincere desire by the applicant for further training and guidance in the field of music. 3) Previous experience in concerts or musical presentations. SCHOLARSHIP VALUE Historically, scholarships have varied from a single scholarship of $2,500, to three scholarships totaling $4,500. The number and amount of scholarships will be as determined annually by Rotary Charities. In the absence of a qualified candidate, a scholarship will not be recommended. A request by the club for a performance by a scholarship winner must be accompanied by an agreement by the club to bear any expense involved. ROTATION OF MUSICAL MEDIUM The musical medium for scholarship awards will be determined by the Scholarship Committee using the following mediums on a rotating basis from year to year: Vocal Strings Winds and percussion Keyboard BUDGET Budget needs are to be determined by the Billy Watson Scholarship Committee and are to be requested via the Club s Board of Directors. PERFORMANCES AND PRIORITIES OF PROGRAMS Award winners shall commit themselves to perform in some or all of the following: 1. Pops Concert, or similar club event 2. Mini Music Concert 3. Rotary Club meeting TAX LIABILITY At the time he/she receives the scholarship, the Scholarship Committee will advise each scholarship winner to consult with a tax professional regarding the current tax law covering the taxability of the scholarship money. AWARDEES The overseer shall maintain a list of past scholarship winners; such list shall include names and addresses of the awardees, amount(s) of the scholarships and the date the award was presented. 06/14/2012 APPENDIX D 12

13 BOARD RESOLUTION regarding the administration of the BILLY WATSON CULTURAL ARTS SCHOLARSHIP AND TRUST FUND ( WATSON TRUST FUND ). WHEREAS the Rotary Board of Directors resolution of November 1, 1993 appointed overseers of the work of the Billy Watson Scholarship Committee and trustees of the funds of the WATSON TRUST FUND; and WHEREAS the Rotary Board of Directors resolution of February 8, 1994 established procedures for withdrawing funds from the WATSON TRUST FUND; and WHEREAS the management of all Rotary Club scholarship funds has been rightly transferred to the Rotary Club of San Luis Obispo Charities, Inc; and WHEREAS the procedures established for the selection of Watson scholarship recipients have sometimes been casually adhered to as a result of frequent changes to the membership of the scholarship committees; it is hereby RESOLVED that Rotary Board of Directors resolutions of November 1, 1993 and February 8, 1994 are superseded by this resolution; and be it further RESOLVED that the Rotary Club President shall appoint a member of the club to watch over the activity of the scholarship committee in regards to following the established Watson scholarship winner selection procedures and to maintain records of all past scholarships awarded; this position to be called the WATSON SCHOLARSHIP OVERSEER and is to be an assignment that is not changed frequently and that is made carefully and only with Rotary Board of Directors concurrence. Adopted by the Board of Directors on May 12, /s/ Gail Hoffman Secretary Rotary Club of San Luis Obispo May 12, /14/2012 APPENDIX E 13

14 BOARD RESOLUTION ESTABLISHING A CLUB POLICY AND PROCEDURES MANUAL WHEREAS, at its meeting of June 10, 1992, the Board of Directors adopted a Resolution establishing a Policy Manual that included an annual mission statement, The Articles of Incorporation, Club Constitution, Club Bylaws, continuing resolutions of the Board, and a procedure manual outlining the operation of the established committees, and WHEREAS, the Policy Manual so adopted as to include the complete collection of all Club regulations is unwieldy, and does not meet the present needs of the Club, and WHEREAS, the lack of familiarity of the Club s established policies and procedures limits the Board s ability to function effectively, consistently and in a timely manner, and WHEREAS, there is a need for a separate body of text that would expand on the requirements found in the Club Constitution and Bylaws, and provide guidance and procedures for the implementation of such requirements, and WHEREAS, established Club policies and procedures, as well as those that may be made through actions of successive Boards, need to be maintained in a uniform manner so they can be recognized and understood by new Club officers and directors; NOW THEREFORE BE IT RESOLVED that, at a regular meeting, the Board of Directors of the Rotary Club of San Luis Obispo does hereby adopt the following Resolution: 1. That the Resolution adopted by the Board of Directors at its meeting of June 10, 1992, establishing a Policy Manual be rescinded. 2. That a Policy and Procedures Manual be established that includes an annual mission statement together with the refining of details of subjects contained in the Club Constitution and Club Bylaws and an explanation of Club policies and procedures as may, from time to time, be enacted by the Board of Directors to administer the continuing operation of the Club. 3. That Board resolutions or minute actions concerning new policies or procedures shall be made a part of the Manual on a contemporary basis by inclusion of the minutes of the Board of Directors meetings at the end of the Manual s appendix. 4. That such Policy and Procedures Manual be annually updated to include contemporary policy actions of outgoing Boards. 5. That the Vice-President shall be responsible for determining those actions by the current Board that should be incorporated into the annual updating of the current Policy and Procedures Manual, and for its reissue through the assistance of the Club Policy/Bylaws Committee 6. That the Vice-President shall present the updated Policy and Procedures Manual to the outgoing Board at the joint June meeting, at which time, the outgoing Board shall approve or amend the updated Manual. 7. That the Policy/Bylaws Committee shall prepare final copies of the approved or amended Manual for issue to the new Board of Directors in a timely fashion. BE IT FURTHER RESOLVED, that insofar as it is incumbent upon the President and the Board to be able to effectively communicate the goals and objectives of the year to the membership, the mission statement shall be published in the Bulletin as well as being included in the Policy and Procedures Manual This Resolution was adopted by the Board of Directors at its meeting of June 7, /sic/ Leslie A McKinley Secretary 06/14/2012 APPENDIX F 14

15 AWARDS AND AMOUNTS EDUCATIONAL SCHOLARSHIPS SCHOLARSHIP # GIVEN $ AMOUNT $ TOTAL SLO High School- 4 Year College 7 $1, $8, SLO High School - 2 Year College , Pacific Beach High School , Cuesta College Vocational , Independent Living Program , TOTAL 18 $16, /14/2012 APPENDIX G 15

16 ROTARY CLUB OF SAN LUIS OBISPO P.O. Box 833, San Luis Obispo, CA Charitable Allocations Committee DONATION REQUEST PROCEDURES Please find below the procedures for requesting a donation from The Rotary Club of San Luis Obispo. As our Club is being approached with increasing frequency as a source of charitable donations to the many non-profit and other organizations in our community, the importance of maintaining a streamlined process for dealing with these requests is evident. These Procedures and the Donation Request Form are also available via our website at: GUIDELINES: 1. Donation requests will be accepted throughout the year. Applications will be reviewed on an annual basis and any money not committed to specific projects as determined by the budget will be awarded annually (generally in late Spring and typically after the year-end financial picture is known). A Donation Request Form must be completed in order to be considered for a charitable gift. 2. Emergency need requests may be made at any time. These will only be considered in amounts up to $1,000 unless otherwise approved by the Board of Directors. A Donation Request Form must be completed and a substantiated reason for the emergency need must be detailed on the form. If the immediacy of the need is not clearly articulated, additional information may be requested and if found to be unsubstantiated, the donation request may be held for consideration with the other general requests. 3. All general Donation Request Forms are due to the Charitable Allocations Committee by March 1 st for consideration. Recipients will be notified and awards will be given by June 30 th. Donation Request Forms can be sent via mail to the address listed above or given to any active member of the Club. An acknowledgement of the application will be sent within a reasonable amount of time after receipt. 4. Donation requests received will be reviewed first by the Charitable Allocations Committee and then forwarded with a funding recommendation to the Board of Directors for a final decision. The Charitable Allocations Committee will notify all applicants of the decision with regard to their application. If a donation is awarded, it is anticipated that a representative from the organization will attend a future Club meeting to formally accept the donation, schedules permitting (generally in late June). 5. Many of our fundraising dollars are dedicated to specific programs as determined by the Board of Directors annually and consistent with our Bylaws. These include scholarship programs, Rotary Foundation, international projects, and other specific programs. Only dollars not otherwise committed will be available for these donation requests. 6. The Rotary Club of San Luis Obispo has established priorities with regard to charitable giving. Information on these priorities is found on the back of these procedures. Please Note: Requests for donations that fall outside of these priorities will still be considered. Last Revised 11/2005 Page 2 06/14/2012 APPENDIX H-1 16

17 ROTARY CLUB OF SAN LUIS OBISPO P.O. Box 833, San Luis Obispo, CA Attn: Charitable Allocations Committee DONATION REQUEST FORM The Rotary Club of San Luis Obispo is dedicated to helping meet the needs of its local community in line with the principles of Rotary and our Club s Bylaws. All donation requests will be reviewed annually unless an Emergency Need request is made which will be reviewed on an as-needed basis. All approved requests will be paid by check only. Please fill out this form completely and return to the address listed above. Type or print legibly with blue or black ink. Please be advised that requests for political contributions or donations to political causes will not be considered. Check One: General Donation Request* (Please submit these requests by March 1 st. Notification and awards will be given by June 30 th ) *If awarded, any donation should be considered a one-time gift and should not to be anticipated on a continuous basis. Emergency Need Request (up to $1,000 unless otherwise approved by the Board of Directors) Date of request: Amount requested: Name of Organization: Phone: Addres s: Name of person requesting donation: Position with Organization: Are you authorized to request funds on behalf of the organization? Is the Organization a tax exempt 501(c)3 nonprofit? City/Zip: Address: Yes No Yes No Tax ID No: Phone: Describe how donation is to be used (If this is for an Emergency Request, please explain circumstances) Please be specific! (Attach additional sheets if necessary): Briefly describe the Organization s primary purpose/mission (Attach brochures, pamphlets, if available): Name(s) of Rotarian(s) from The Rotary Club of San Luis Obispo affiliated with this Organization (if any): Has this Club given to your Organization in the previous 12 months? Has another service club in SLO County given to your Organization in the previous 12 months? Last Revised 11/2005 Page 1 OVER Yes No Yes No 06/14/2012 APPENDIX H-2 17

18 By signing below, I (We) affirm that the information being provided is true and correct to the best of my (our) knowledge. I (We) also consent, should a donation be awarded, to the use of the Organization s name and other information, logo, photos of the Organization and its agents, etc. in any promotional material generated by The Rotary Club of San Luis Obispo for their use. I (We) also consent to creating a Public Service Announcement (PSA) about the donation for local news outlets if so requested by the Club. If a donation is awarded, I (We) also agree to have a representative from the Organization attend a Rotary Club meeting to formally receive the donation, if schedules permit. I (We) also agree to provide a Tax Acknowledgement Letter for any donation given and provide evidence of our 501(c)3 status, if so requested by the Club. I (We) agree that this form and any additional information provided to The Rotary Club of San Luis Obispo about the Organization will be kept and not returned regardless of whether or not the request for donation is approved or declined. Signature/Title of requestor: Make check payable to: Name/Address to be mailed to: (if applicable) FOR ROTARY USE ONLY Date request received: Received by: Charitable Allocations Committee Recommendation: Approve Decline Amount Recommended: $ Date: Board of Directors: Approve d Declined Amount Awarded: $ Date: Mailed Picked Up By: Date: Rotary Meeting Date for Presentation: Last Revised 11/2005 Page 2 06/14/2012 APPENDIX H-2 18

19 DONATION INQUIRY LETTER Date Name Organization Address City, State, Zip Dear : The Rotary Club of San Luis Obispo would like to thank you for your recent donation inquiry. Recently, our Club formalized procedures for such requests and would invite you to submit your inquiry to us utilizing this process. Enclosed you will find a Donation Request Form and Donation Request Procedures which also includes our Club s Charitable Priorities. Please review these documents carefully. Applications will be accepted throughout the year but our submission deadline for 200X is March 1 st. We are also reviewing Emergency Need Requests on an as needed, ongoing, basis. Additional forms and club information can be found on our website at Please feel free to contact me at (805) xxx-xxxx or me if you have any questions or need additional information. Yours truly in Rotary, Charitable Allocations Committee Chairman enclosure 06/14/2012 APPENDIX H-3 19

20 DONATION APPROVAL LETTER Date Name Organization Address City, State, Zip Dear : Congratulations! We are pleased to inform you that The Rotary Club of San Luis Obispo Charities, Inc. has approved a donation in the amount of $ to your organization. We would like to formally present this donation to your organization at an upcoming Rotary Club meeting if schedules permit. Tentatively we have this scheduled for DATE. We will be meeting at 12:00pm at the Madonna Inn (Garden Room) in San Luis Obispo on this date. Please contact me (OR?) at (805) xxx-xxxx to let us know if you will be able to attend. If so, lunch will be provided to you. When you arrive, someone from the Charitable Allocations Committee will be there to greet and seat you. While we cannot offer you a lengthy opportunity to speak at the Club meeting about your organization, we would like to invite you to speak briefly about what the money donated will be used toward, if you so choose. We look forward to meeting you and presenting the donation. If it is not possible for a representative to attend, we will make other arrangements to ensure the funds are forwarded promptly to you. Yours truly in Rotary, Charitable Allocations Committee Chairman 06/14/2012 APPENDIX H-4 20

21 DONATION DECLINATION LETTER Date Name Organization Address City, State, Zip Dear : The Rotary Club of San Luis Obispo recently reviewed your charitable donation request application. While we wish that we could support all of the worthwhile endeavors occurring in our community, our budget does not allow it. As such, at this time we will not be able to make a donation to your organization. We encourage you however to apply again in the future. We accept applications throughout the year, with an annual submission deadline of March 1 st. We applaud your efforts and wish you the best of luck with your commendable work. Yours truly in Rotary, Charitable Allocations Committee Chairman 06/14/2012 APPENDIX H-5 21

22 FRANK C. HOLT MEMORIAL SCHOLARSHIP In order to honor and pay proper respect to the accomplishments and memory of Frank C. Holt, the members of the American Legion Post #66, The Rotary Club of San Luis Obispo, and the Frank Holt family have established a Frank C. Holt Memorial Scholarship Fund. It is the hope that this prestigious scholarship will provide an incentive and encouragement to students and help them become leaders in their fields of endeavor. PURPOSE A. Students The purpose of the Frank C. Holt Memorial Scholarship Fund is to further the study for both male and female students graduating from the San Luis Obispo Senior High School. B. Partnership To generate funds for the scholarships. The American Legion Post #66 and The Rotary Club of San Luis Obispo have agreed to a partnership to start and support the Scholarship fund. Both organizations have pledged $5,000 each and the daughter and son of Coach Holt have pledged $5,000 each the total amount pledged is $20,000. To make sure the Scholarship fund will be self-perpetuating, both organizations will continue to donate to the fund. C. Funds Funds shall be deposited in a financial institution in San Luis Obispo County that can guarantee the best rate of interest along with protection of principal. It shall be the responsibility of the American Legion to determine the institution and the type of account where funds shall be deposited. D. Account Two signatures will be required to sign the checks on the account; i.e.., Finance Officer of American Legion Post #66 and Treasurer of The Rotary Club of San Luis Obispo. ELIGIBILITY CRITERIA Students selected for this scholarship must possess the qualities of: A. Good citizenship B. School leadership C. Involvement in Community service D. Maintain a grade point average (GPA) of 3.5 or above from the freshman through the first semester of the senior year. E. Participation of the Senior student in any one (or more) of the CIF athletic programs offered by the Senior High School. FINANCIAL ARRANGEMENTS The American Legion will set up an investment account or certificate of deposit (dollar to be decided on) using its federal identification number. The name of this account shall be Frank C. Holt Memorial Scholarship Fund. The Rotary Club of San Luis Obispo will contribute a minimum of $5,000 to initially fund the DC during Rotary s fiscal yea. The President of The Rotary Club of San Luis Obispo and the American Legion Post commander shall be co-signers on the account. The annual cost of administering the scholarship should be minimal and each year the Post Commander and Rotary President should agree on the annual amount. SELECTION COMMITTEE PROCEDURES Each year the Commander of Post #66 and the President of The Rotary Club of San Luis Obispo shall appoint two (2) members of their respective organizations to work together in selecting appropriate recipients, to be assisted by a staff member of San Luis Obispo High School (appointed by the Principal) using school records in applying the requirements of the scholarship as set forth above. There will be five (5) voting members in the selection of the recipients. Each recipient shall be selected by at least three (3) voting members. APPLICATION PROCEDURE AND DEADLINES 06/14/2012 APPENDIX I 22

23 The scholarship shall commence in the year 2000/2001 and continue in each successive year thereafter. The applications shall be made available to the Senior High School by the American Legion and The Rotary Club using the High School s annual scholarship timeline. SCHOLARSHIP VALUE During the 2000/2001 school year the plan is to provide two (2) $1,000 scholarships. The goal in subsequent years is to provide two (2) $2,500 scholarships. The scholarships will be awarded to one (1) male recipient and to one (1) female recipient. If the dollar amounts awarded cannot be met through earned interest recommendation shall be made by6 the scholarship committee and overseers committee whether or not to get the needed money from the principal. The final decision must be authorized by the Post Commander and Rotary Club President. In the 2001/2002 school year and thereafter, only earned interest or specific fundraisers/donations shall be used for payment of scholarships. It is the goal of the scholarship partnership to build the fund to allow for larger dollar amounts to be awarded in future years and it is also the goal to have scholarships named in honor of our friend, comrade, and fellow Rotarian, Frank C. Holt, and to be the most prestigious and sought after of all available Senior High School Scholarships. ADDITIONAL DONATIONS Donations made to the Scholarship fund can be made in the name of the American Legion Post #66 at 1661 Mill Street, San Luis Obispo, CA 93401; or to The Rotary Club of San Luis Obispo, Charities, Inc., P.O. Box 833, San Luis Obispo, CA 93406; or to any member of either organization. The donations will be deposited into the Frank C. Holt Memorial Scholarship fund. The donor may designate funds to be applied to either principal or current annual scholarships. If the donor fails to designate a specific purpose, funds shall be applied to principal. RECOMMENDATIONS Any changes or amendments to the rules governing the Frank C. Holt Memorial Scholarship shall be approved by the Officers of The American Legion Post #66 and the Board of Directors of The Rotary Club of San Luis Obispo. It is recommended that Legion Post and Rotary Club each provide one (1) permanent member to act as an Overseer committee, which would give the Holt Memorial Scholarship Committee continuity and help make sure the rules set forth are followed. It is the intent that this form be authorized by the respective organizations: American Legion Post #66 and The Rotary Club of San Luis Obispo in the form of a Resolution. /sic/ John D. Barnhart /sic/ Commander Ken Miller Resolution passed by Rotary Directors Resolution passed by American Legion Post #66 on 11/14/00 on 2/14/01 06/14/2012 APPENDIX I 23

24 Club Service COMMITTEE DUTIES Attendance Encourage membership to attain a minimum of 90% attendance and follow up with those members who don t comply. Awards and Recognition Research and apply for RI and District Awards as applicable. Track progress toward award criteria throughout the year and work with President and Board to assist in meeting criteria where possible. Bulletin Provide on-line reports of most recent meeting activities along with announcements of coming events. Provide hard copies at entrance desk. Bylaws/Policy and Procedures Refine and up date the club Policy and Procedure Manual and Bylaws to align with R.I. rules and local needs and practices as may be determined by the Board of Directors. Make documents available to members to encourage their awareness of club rules and regulations. Club History Document and maintain records of Club activities and share special products with the club. Grape Grab Coordinate the donation of wine from members and conduct the weekly raffle of wine at club meetings. Greeters Provide a friendly welcome for members and guests. Offer help to visitors to seat them with club members. Invocation While respecting all beliefs, focus thoughts on our appreciation of what we have and what we wish for others. Lunch Tickets Collect payment for lunch or coffee only prior to consumption. Luncheon Liaison Work with meeting venue to select lunch menus, ensure accurate weekly count of meals, monitor price and quality of meals, and ensure timely invoicing for meals.be the primary contact with the facility (typically, Madonna Inn) regarding: (1) scheduling meetings (noon, evening, or dark), (2) selecting menu, (3) advising facility on guaranteed number of meals (may be changed at least 7 days prior to meeting), (4) reviewing contract and forwarding to the club President for signature, and (5) addressing suggestions and complaints with facility staff. Music Provide leadership in singing songs or other musical entertainment to create a spirited start to meetings. P.R./Photography In form the media of club activities and accomplishments. Photograph personnel andtake pictures at club activities at and meetings. Provide photos for bulletin use. Prognostications Conduct annual Prognostications program each January. Programs Provide informational presentations on various subjects, including craft talks by members, Rotary International activities, and local issues. Public Relations Inform the media of club activities and accomplishments. Sergeant at Arms Provide preparation and cleanup for meetings, collect fines, and coordinate meal requirements with restaurant including verification of meals served. Sunshine/Courtesy Report information on ailing members health and welfare. Coordinate club support and response with appropriate cards signed by members. Membership Service Club History Document and maintain records of Club activities and share special products with the club. Club Roster Keep up-to-date information on members for inclusion in the Roster book and distribute updates to all members. Development, Qualification and Classification Promote the sponsoring of new worthy members through informing club members of criteria and procedures required to initiate the process of review, acceptance, and induction. Assess qualification of prospective members, assign the appropriate classification and report committee recommendations to the Board. Inform club of classifications not represented in club membership. Firesides Four Seasons Facilitate the holding of off-site informal meetings to provide fellowship and an opportunity to discuss club issues with club officers. Encourage member participation in the club s rotation dinner program. Administer the sign-up and group assignment process. Try to alter the mix of participants within groups for each session. 06/14/2012 APPENDIX J 24

25 Holiday Party Coordinate the annual holiday party for members (and perhaps their families) each December. Policies and Bylaws Refine and up date the club Policy and Procedure Manual and Bylaws to align with new R.I. rules and local needs and practices as may be determined by the Board of Directors. Make documents available to members to encourage their awareness of club rules and regulations. Retention and Connection (Fellowship) Assign a mentor for each new member to introduce him/her to other club members, to explain the process of making up at another club, and the requirements for earning a blue badge. The mentor should encourage involvement in club activities so as to ensure retention. Rotary Information Personally meet with prospective members to inform them of Rotary aims and each member s commitments to pursue those aims through personal involvement, physically and/or financially. Website Create an on-line source for distributing the club Bulletin and to provide timely information to members regarding club activities. Community Service Cancer Awareness Help coordinate and participate in a special event, possibly between three SLO Rotary clubs, to raise awareness of needs for cancer research and treatment. Community Needs Provide information and forms to agencies requesting funds, review requests, and recommend funding allocations to the Board. Feed the Homeless Coordinate preparation and service of quarterly dinners at the Maxine Lewis Homeless Shelter. Rotary at Work Identify local needs that can be addressed with member workers of various skill levels; encourage participation of Club and Rotaract members in workday observed by District. Rural-Urban Event Organize a dinner and program for fellowship and celebration of the agricultural contributions to our community. Salvation Army Bell Ringers Organize volunteers from the club to assist in the holiday collection of funds for the Salvation Army. Scholarship: Al Rizzoli Vocational Coordinate the awarding of the Al Rizzoli vocational scholarship each year. Scholarships: Billy Watson Musical Select students to receive music scholarships per established policies, and to perform at a club meeting. Scholarship: Frank Holt In association with the local American Legion, select citizen/leader/scholars from SLOHS for college scholarship awards. Scholarships: Student Select students from local high schools and community colleges to receive scholarships to two and four-year colleges. Services to Children Coordinate donations of coats, shoes, and other gifts to needy children in our community. Services to Seniors Develop and coordinate gifts and/or hands-on assistance to seniors in our community, especially those in board and care or nursing establishments during the holiday season. International Service Ambassadorial Scholars Participate in activities to help identify post-graduate prospects and encourage Compostella Project them to apply for Ambassadorial Scholarships. Continue partnership activities with Compostella Rotary Club. Showcase activities at District Conference if possible. Future Visions/Grant Development Coordinate the shift to the new Rotary International Future Vision grant program; prepare grant applications and monitor progress; prepare required reports for approved grants. Group Study Exchange Malawi Project Rotary Foundation Work toward recruiting GSE team members and team leader applicants. Assist in hosting GSE team members who may come to our area. Continue partnership and service activities in Malawi in conjunction with another local Rotary club. Showcase activities at District if possible. Provide programs on Foundation operations and needs. Solicit an increase of Paul Harris members and encourage other Foundation support. Rotary Youth Exchange Assist and support outbound and inbound exchange students. 06/14/2012 APPENDIX J 25

26 New Generations/Vocational Service Craft Talks Identify and coordinate members to provide craft talks when scheduled as programs at club meetings. Four Way Test Promote the use of the Four Way Test by members in their businesses or professions and throughout the community. Rotaract Sponsor and assist a college-age service club and encourage their involvement in Rotary activities such as District work day, local fund raisers and inter-club events Rotary Leadership: PRLS & Leadership Development Promote and encourage member attendance at PRLS and Master PRLS and other District or RI Leadership training and events. Rotary Youth Leadership Awards (RYLA) Select high school students and facilitate their attendance in the District leadership conference in Ojai. Suggs Employee Recognition Provide an opportunity for employers to give public recognition to outstanding employees at a club meeting. Veterans Recognition Provide a program for a club meeting close to Veterans Day to recognize all veterans service in the military. Coordinate the program with the Program Committee Vocational Tours/Off-site meetings. Organize club visits to work sites to increase members understanding of different fields of endeavor. Special Events BBQ Team Support club fellowship and charitable events by providing culinary delights. Home Tour Coordinate the annual Home Tour fall fundraiser. July 4 th Community Celebration Organize an old-fashioned community Fourth of July celebration at Mitchell Park in conjunction with the City of San Luis Obispo. Spaghetti Western Coordinate the annual Spaghetti Western Spring fundraiser. Sergeant at Arms Detectives Sergeant at Arms Research unique and little-known facts about members and conduct guess the member activities at Club meetings when scheduled; monitor public member recognition and achievements for announcement at Club meetings. Provide preparation and cleanup for meetings, and collect fines. 06/14/2012 APPENDIX J 26