Hollis Brookline Rotary Club, NH
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Hollis Brookline Rotary Club, NH
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Highlights of the January Board of Directors Meeting The Board of Director meeting was mostly taken up with the business of the upcoming Super Bowl Brunch. A methodology was agreed upon on how to handle the brunch tickets and the raffle tickets. Originally, the brunch ticket was to be used for the door prize raffle. After much discussion, this was changed. The process to be used is this: Folks coming in with brunch tickets will have their ticket number checked on a list simply to make sure that ticket was paid for. This means, you no longer need to indicate a name and phone number on that ticket. Simply mark the stub "Paid" and turn it in with the money. People coming in the front door will be told to make sure they go to the raffle ticket sales table. Here, they will present their brunch ticket (which has been checked at the front door) and will receive a free door prize ticket. Their brunch ticket will be marked to indicate that a free door prize ticket has been issued for that brunch ticket. This will prevent multiple trips to the raffle table to obtain "free" door prize tickets. The folks at the raffle table will record the door prize ticket number (not the brunch ticket number) on a spreadsheet pre-printed with raffle ticket numbers. The name and phone number of the person will be recorded at this time. The free door prize ticket will not include 25 free raffle tickets. The person will then be asked if they wish to purchase more raffle tickets. A ticket sheet of 25 tickets for $5.00 will be recommended to them. For each sheet of 25 tickets purchased, they will receive an additional door prize ticket deposited in the door prize container. If a person does not wish to purchase a full sheet of 25 raffle tickets for $5.00, they may purchase strips of 5 tickets for $1.00 per strip, BUT, this will not entitle them to another door prize ticket. After purchasing full or partial raffle ticket sheets, the guest can tear off the smaller tickets and deposit them in the containers provided for each raffle prize. At the end of the day, each container, including the door prize container, will have one ticket drawn out to determine the winner of that prize. Checking the name and phone number on the master list will indicate who the lucky winner is and they will be notified. Other Business Attendance was 84% with 49 active members for December and the club is getting ready to pay Rotary International for the second half year’s dues. Our bank account is solvent but not increased over the start of the year. Several requests for funding donations were received and discussed. All were denied although some may be revisited after the results of the brunch are determined. Bill Boyd requested a leave of absence. This request and that of Peter Band were discussed. Both were granted a leave of absence until 1 March 2006. The secretary will notify them of this action. After this leave, they must either return as active members or resign. The leave granted to John Osowski was discussed and remains at 6 months as had been requested by John. Wayne Furman asked about the possibility of a leave of absence before he departed for Costa Rica. Since the board had no formal request for a LOA, no action was taken. The board will place on the agenda for the February meeting the use of email. This will center around the authorized use of the yahoo group email list and legitimate reasons for it’s use. Some members already have full email boxes on a daily basis and have indicated they don’t need to receive email through the Rotary Yahoo Group which does not have some sense of urgency or club business in it. At the urging of your president, the board approved of a new policy which, it is hoped, will take hold throughout our district when our District Governor and Assistant District Governor hear about it. It is now the Hollis-Brookline Rotary Club policy that; any President or President Elect of any club in our District may attend our meetings at no cost. We open our doors to visiting Presidents and especially President Elects to come see us. We hope this is the start of a District Wide policy as other Clubs may adopt a similar reciprocal policy. Calendar: January 18th Ed Lehoullier will have a guest speaking on the Association for the Blind. January 24th: Pre-PETS for Basil Harris January 25th: Club Election of Officers. We had a guest speaker for this meeting who canceled but it is my understanding that Ron DeBlois has filled this slot and we will have a speaker. February 1 Dick Darling is sponsoring our guest speaker who is the NH State Attorney General, Kelly Ayotte. February 3 International Assembly Feb 3-10 in Anaheim California February 4 Super Bowl Sunday, our biggest fundraiser of the year – SuperBowl Brunch. February 8 At this time, this slot is open. February 14 Board of Director Meeting February 15 Full report on Brunch Financials. Club Assembly. February 22 Susan Wolf-Downes will speak to use about Northeast Deaf and Hard of Hearing Svs. February 23 Rotary’s 101st birthday President Comments The comments will be short this month. We are all busy with the major fund raiser for the club. Our Super Bowl Brunch demands most of our attention and efforts until we see it through to completion., The next fund raiser on the horizon is two-fold. Our annual Road Race and the Nashua West RibFest are both held in June. The board of directors has determined to give RibFest one more try at raising funds. A goal of $5,000 has been set and the product is "hot dogs". Ron DeBlois has made a preliminary rationale for how this amount might be obtained with the product we will offer. Nashua West will allow us booth space along with the other food concessions and they recommend a mobile cart to serve hot dogs all over the grounds. The $5,000 figure may be a bit aggressive but we won’t know how close we can come unless we try. If anyone has any connections where we might obtain hot dogs, buns, condiments at no cost in exchange for a little advertising at the booth, please let one of the directors know. Also, the availability of a mobile cart to hold steaming hot dogs, etc. George LeCours has joined us again and is ready for this year’s road race. The BOD has already approved the web site advertising on the "Cool Running" Web site and we are under way. This year, George will need sub chair persons to be responsible for a particular area of the race and see it through. Last year, he attempted to do it all himself and he found out that the job is much bigger than one person. As I see it; we need to divide our membership into two crews. With 25 people on each, we should be able to spread the workload between the two June events and not overload anyone. If half of us sign up to work the road race and the other half the Rib Fest, we should be fine. The Rib Fest will need shifts to cover Friday, Saturday and Sunday. The more who sign up, the shorter the shifts can be. Before we get too deep into this, however, we need to determine if we will have enough bodies at each event to hold them. Expect some type of commitment signup sheet to be passed around at a meeting in the near future. This is the only way we will be able to see if we can hold both events before we make costly decisions. For those newly inducted members who have just joined us within the past few months, we need you to choose a committee, among the selection we have, on which you commit to serve. You can do this at any meeting. Simply come up to the head table and see the list of Committees. Also, for the newer members, if you are assigned to work the front table for a particular meeting, you need to do a couple of things differently. You should arrive at 06:45 and be ready to set up the card tables, take out the badge box and prepare a sign in sheet for the day. You also need to ensure that you document who is at the meeting and who has paid what. We have had a few meetings, in the recent past, where members are at the meeting but someone else has been checked off. This gives an "absent" for the member who was not recorded. Also, we have had guests and visiting Rotarians who have had their names entered but no indication of payment for breakfast or raffle tickets. You also need to report to the head table, at the start of the meeting at 07:30, how much money you collected for raffle tickets so it can be entered into the tally. For those of you who are "old hands" at this, do the members working the front table a favor. Even if you know them and they know your, pick up your badge and display your name to them by holding the badge at reading level. This way, we avoid errors and embarrassment when someone forgets your name. Each badge should have a number in the back which has been written there with a black magic marker. This indicates the slot you badge should be in when you are not using it. Please adhere to putting your badge back in the proper slot. If you have joined the club since those numbers were placed there, find an empty spot and put that number behind your badge. I know, I know, easier said than done! If you arrive at 06:30, like some of us do, you will find those empty slots in the box!! Now, this is the last newsletter before the Brunch. We need you to inform Clark Lambert what kind of time commitment you are willing to make for this event. He has asked for bodies to work the kitchen before the brunch and he needs to document those names. We can’t leave these things up to chance and have him be the only one there. Clark has taken on a formidable task here, he needs our help and support. Here is another job that can’t be done by one person! So, step forward, give him your name and tell him EXACTLY what he can count on you for. The rest of you, wear your Rotary Shirts, come ready to clean and set up tables. It will be a long day but you will have participated in the event which generates the most comraderie that we hold. Aren’t you happy these were short comments?
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