ROTARY CLUB OF EAST HARTFORD, INC. 2008-2009

Club Assembly Materials

Agenda for Club Assembly

August 6, 2008

Items to present:

Club’s receiving Presidential Citation for 2007-2008 (presented by outgoing DG to outgoing president, Bill, at Installation Dinner)

NB This is an honor for the club, not just the president, but of course shows Bill managed to herd the group in the right direction throughout the year, or from July 1 through March 31.

Items to discuss: handouts

Re. calendar: Whether to cancel both the December 24^th and 31^st meetings, or just the 24^th; whether to have wine and cheese on the 31st? (ask for vote by table — someone at table to give head count; have Ceil total)

Short presentations by

Jim Watts/ Steve Tamiso on Rotary Information Committee

Jackie Danise on book project (Public Relations, Fundraising)

Larry Hangland on ESSEX & International Committee

		ROTARY CLUB OF EAST HARTFORD, INC.
			2008-2009 FINANCIAL PLANS







REVENUE
	CLUB REVENUE

	4010	LUNCH REVENUE		$46,800.00
	4030	DUES PAYMENTS		$14,720.00
	4060	INTEREST INCOME		$250.00
	4070	SGT AT ARMS RAFFLE		$1,500.00
	4150	PINS, etc.		$30.00
		TOTAL CLUB REVENUE			$63,300.00

	CHARITABLE REVENUE
	4050	SCHOLARSHIP TRUST INTEREST		$6,500.00
	4080	SCHOLARSHIP INCOME - MEMBERS		$500.00
	4085	FINES FOR SCHOLARSHIPS		$3,400.00
		SCHOLARSHIP REVENUE		$10,400.00

	4700	FUND-RAISERS
	4701	CITRUS SALE		$500.00
	4702	HOLIDAY PARTY LOTTERY		$300.00
	4705	SPRING DUCK RACE		$20,000.00
	4710	GOLF TOURNAMENT		$25,000.00
	4700	SPRING PLANT SALE		$4,800.00
	4700	TOTAL FUND-RAISERS		$50,600.00

		FOUNDATION INCOME
		33 DAYS FOR CHANGE (POLIO PLUS)		$1,000.00
		GRANTS FROM DISTRICT & TRF		$5,000.00
		CHANGE A LIFE (POLIO PLUS)		$1,000.00
		TOTAL FOUNDATION INCOME		$7,000.00

		TOTAL CHARITABLE REVENUE			$68,000.00

TOTAL REVENUE					$131,300.00


EXPENSES
	CLUB EXPENSES
	5010	LUNCH COSTS		$43,680.00
	5015	CUSTODIAL SERVICE		$ 600.00
	5600	SPECIAL DINNERS & SOCIAL COSTS
	5601	PAUL HARRIS DINNER		$ 250.00
	5602	HOLIDAY PARTY		$ 300.00
	5603	INSTALLATION DINNER,GUESTS		$ 750.00
	5603	INSTALLATION, RECOGNITION		$ 500.00

		FAMILY OF ROTARY COMMITTEE		$ 200.00
		MEMBERSHIP COMMITTEE		$ 300.00
		INTERNATIONAL COMMITTEE		$ 100.00
		PUBLIC RELATIONS COMMITTEE		$ 200.00

	5700	FUND-RAISER EXPENSES
	5700	BOOK, E.HTFD HISTORY		$ 500.00
	5700	SPRING PLANT SALE		$ 100.00
	5705	SPRING DUCK RACE		$ 750.00
	5820	SUPPLIES		$ 500.00
		INTERACT — TWO CLUBS		$ 600.00
	6010	HIGH GEAR COSTS		$ 2,750.00
	6015	WEBSITE EXPENSES		$ 137.00
	6020	RENT ($35/WEEK)		$ 1,575.00
	6040	OFFICE EXPENSES		$ 750.00
	6045	MISC., INCL WAIT STAFF HOLIDAY		$ 600.00
	6046	ANNUAL REPORT, SEC. OF STATE		$ 25.00

	6051	RI DUES	Jul-08	$ 3,185.00
			Jan-08	$ 2,806.00
	6052	DISTRICT 7890 DUES		$ 3,000.00

	6060	SENIOR CITIZENS' PROM		$ 500.00

	7100	CONFERENCES
	7110	DISTRICT CONFERENCE		$ 1,200.00
	7100	ESSEX (YOUTH EXCHANGE TRAINING)		$ 450.00
	7120	RYLA		$ 600.00
	7130	PETS		$ 200.00
	7131	PRE-PETS		$ 50.00
	7140	DISTRICT ASSEMBLY		$ 300.00
	7160	ROTARY LEADERSHIP INSTITUTE		$ 300.00
		TOTAL CLUB EXPENSES			$ 67,758.00


5800	CLUB DONATIONS
	LOCAL
	5800	GOLF TOURNEY BENE, PROJECT LTW		$15,000.00
	5800	ACADEMY OF FINANCE		$ 3,000.00
	5800	ADULT LITERACY (WICKHAM LIBRARY)		$ 500.00
	5800	CHILD/INFANT MORTALITY PROJECT		$ 1,000.00
	5800	DICTIONARY PROJECT		$ 1,000.00
	5800	HANDS ON FIX -TBD		$ 2,000.00
	5800	HOLIDAY FEST		$ 350.00
	5800	INTERVAL HOUSE		$ 250.00
	5509	COATS FOR KIDS		$ 3,000.00
	5800	AMERICAN LUNG ASSN.		$ 250.00
	5800	MERCY HOUSING		$ 500.00
	5810	SCHOLARSHIPS		$10,000.00
	5800	SCHOOL BUSINESS PARTNERSHIP		$ 4,000.00
	5800	SOUTH WINDSOR CULTURAL ARTS		$ 250.00
	5800	SUMMER MUSIC PROGRAM		$ 500.00
	5800	TALKING BOOKS AT RAYMOND LIBRARY		$ 1,000.00
	5800	WOMEN'S CLUB		$ 100.00
	5800	YMCA		$ 1,000.00
		TOTAL LOCAL CONTRIBUTIONS		$43,700.00

	INTERNATIONAL
	5800	AREA 6 WATER PROJECT		$ 4,000.00
	5800	AREA 6 HEALTHY VILLAGE PROJECT		$ 1,000.00
	5800	DISTRICT HUNGER PROJECT -TBD		$ 1,000.00
	5800	HEIFER		$ 1,000.00
	5800	ADDITIONAL SELF-HELP ANIMAL PROJECT		$ 1,000.00
	5800	ST. STEPHENS (POLIO SURVIVORS)		$ 842.00
	5800	MOTHER-BABY AIDS PROJECT, DOM.REP.		$ 2,000.00
	5800	PACE (KOLKATA, INDIA)		$ 600.00
	5800	SHELTERBOX USA (DISASTER RELIEF)		$ 2,000.00
	5800	WOMEN TO WOMEN (CONGO)		$ 500.00
		SUBTOTAL INTERNATIONAL, WITHOUT TRF		$13,942.00

		THE ROTARY FOUNDATION
	5800	ANNUAL PROGRAMS FUND		$ 3,000.00
	5800	POLIO PLUS (change)		$ 2,000.00
		SUBTOTAL TRF		$ 5,000.00

	6070	GSE Team Expenses		$ 900.00
	TOTAL INTERNATIONAL DONATIONS/EXPENSES			$19,842.00
	5800	TOTAL DONATIONS			$ 63,542.00

TOTAL EXPENSES					$ 131,300.00

NET INCOME					$0.00

MEMBERSHIP

Develop and institute programs to sustain membership and encourage members to propose new members.

Action Steps

Implement activity to achieve committee’s goals
1. Continue to add new members under 55,
2. Insure that new members are committed to the club, and
3. Perform strategic planning on the club’s future
Membership committee to meet quarterly to review/update Quarterly
Assign new members to active roles
Hold club assemblies to keep membership informed
Do hands-on projects that involve members/family (fellowship)

Have both experienced and new members give periodic moments on themselves

SERVICE PROJECTS

Implement successful projects that address the needs of our community and communities in other countries.

Action Steps

Consider projects that support each avenue of service and On-Going

include educational, humanitarian and vocational emphasis

This will include but not be limited to:

· Golf tournament to support Project Lead the Way September

· Add duck race as a second signature fund raiser in May

· Back to School supplies in Aug.

· Water station for Hartford Marathon Oct.

· Koats for Kids in Oct.

· Ring bell for Salvation Army

· Holiday Fest December

· Christmas Gifts for EH Social Services December

· Talking Books Program January

· Annual Senior Citizens’ Prom

· YMCA support Annually

· Interval House Annually

· Literacy – Dictionaries for Third Graders Annually

· Be more involved with Interact -- add second club

· Send students to RYLA in June

· Continue to provide scholarships Annually

· Support Mercy Housing Annually

· Support Adult Literacy Annually

· Continue our active support of Shelter Box Annually

· Club members have students job shadow On-Going

· Hold periodic meetings at company locations On-Going

ROTARY FOUNDATION -- PEACE THROUGH UNDERSTANDING

Support the Rotary Foundation through both financial contributions and program participation.

Action Steps

Board approved $100 per member donation – total of $9000
Encourage members’ contributions – need more members to recognize

the value of the Foundation. TRF Direct in checking

Submit at least one candidate for Dunn Ambassadorial Scholarship
Support at least one international project, i.e. water needs etc.
Do as a District Area project where possible
Recognize our members for their support of the Foundation – we have

a number of significant contributors On-Going

Host Thai GSE Team Spring
Look for opportunities for short term student exchanges On-Going
Award at least 3 Paul Harris recognitions Annually
Pursue matching and simplified grants -- funds are available Annually

LEADERSHIP DEVELOPMENT

Develop leaders capable of serving Rotary at our club level and beyond.

Action Steps

Assign new members to active roles on committees immediately
Encourage board and at least 2 other potential leaders to attend district

assembly, rotary leadership institute and other training events

Maintain leadership development manual On-Going
Encourage members to take on district roles On-Going

PUBLIC RELATIONS

Plan initiatives that let the public know about Rotary International, the foundation and how we serve the local/international community.

Action Steps

Have articles/photos in Gazette telling of our projects
Produce material for the JI, Courant, Reminder & Htfd. Bus Journal
Produce material for the District Newsletter
Sponsor special events and publicize our participation
President and Board use every opportunity to be spokespersons
Add a member of the media to our club
Sponsor Rotary Float in Memorial Day Parade
Look for opportunities to be on cable access channel

CLUB ADMINISTRATION

Prepare annual and long-range plan to ensure timely and effective operation of our Club.

Action Steps

President and Board of Directors to develop annual plan
Set budget for the year
Hold monthly board meetings to be sure all financial/admin. are on track
Ensure constitution and by-laws are current On-Going
Have meaningful and timely programs and have fun & fellowship
Achieve Presidential Citation Annually
Manage our demographic data base On-Going
Review classifications and determined unfilled On-Going
Publish weekly High Gear reports
Ensure new members are aware of club's role and their responsibilities

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