ROTARY CLUB of FORT WAYNEClub Procedures

PROGRAMS COMMITTEE05/11

PURPOSETo insure that the programs for the regular noon Club meetings are interesting, informative and emphasize the four avenues of Rotary service.

AVENUE OF SERVICEClub Service

COMPOSITION OF THE COMMITTEE MEMBERSHIPThe Program Committee requires 24 members in order to have a chair and co-chair for each month. Members should be able to recruit good speakers; however, the Club has many speakers who volunteer to speak to the Club. Members also must be willing to select speakers from this volunteer list whose topics are compatible with the Club’s focus and say no to those whose topics are not. If 24 members do not sign up for this committee, the Chair should recruit additional members.

DUTIES/PROCEDURESThe mission of the Program Committee is to prepare Club members for greater service by informing them about developments, needs and issues that affect our community and our world. This is done by:

Striving for excellence in every program, Making sure that each program topic is timely, interesting and

informative so that members are motivated to attend and to bring guests.

Maintaining a balance between business and community issues, the arts, social services and Rotary related programs.

PROGRAM COMMITTEE CHAIRAt the beginning of each Club year, the Chair of this committee will assign a month from October through September of the next year to two members of the committee, who will act as that month’s chair and co-chair in charge of planning the programs for that month. It works best to schedule monthly chairs or co-chairs through the month of September of the next Club year because of the July 1st committee changeover.

1

In July, the Chair should provide a list of the monthly chairs and co-chairs to the Club Secretary, as well as the names of any committee members he/she has recruited.

The Program Committee Chair is a key position in the Club and requires a considerable amount of time and attention. Once the Chair has made the monthly assignments, he/she must provide good oversight to insure that the programs:

1. Are planned well in advance of the month to be presented, 2. Adhere to the Rotary Four-Way Test and other standards set by the

Club.3. Are submitted to the Board of Directors for approval 6 weeks in

advance of the presentation of the programs.4. See attached sample letter from Committee Chair to members of the

Committee.

The Chair must also communicate directions from the Board of Directors and program ideas from the membership to the Monthly Chairs and Co-Chairs. Throughout the Club year, the Chair should coach the Monthly Chairs and Co-Chairs as needed to maintain the Clubs high standards for its programs.

MONTHLY CHAIRS AND CO-CHAIRSThe monthly chairs and co-chairs are responsible for planning the programs for each regular meeting during their assigned month. The monthly Chairs and Co-Chairs must be advised of the mandatory programs that fall in their month, which they must plan around. The mandatory programs include: April or May -- Cleo Fox program; time depends on schedule May -- Student-led meeting with Rotary Speech Contest winners, May or June -- Inbound Exchange Student’s report June -- Educators in Excellence; after school is out August -- Golf outing Date varies -- Rotary District Governor; usually in the fall

-- Rebound Exchange student report; usually August-- President’s Report on Rotary International Convention

Programs that are traditional to the Club but must be scheduled by the Monthly Chair/Co-chair include:

Mayor’s state of the city, usually early January; call the Mayor’s office no later than the November prior to schedule this program.

FWCS state of the schools, presented by the Superintendent usually on the last Monday in January

Rotary Foundation report presented by members of that committee, usually in November, Rotary Foundation Month

Rotary Youth Exchange departing “inbound” student and returning “outbound” student programs

Excellence in Education Awards in June

2

District Governor visit, usually in August Rotary Speech Contest winners typically in May

The Club does not meet on the following holidays: Memorial Day Fourth of July, if this holiday falls on a day just before or after Monday.

This is at the discretion of the incoming President. Labor Day Usually last Monday of the year, maybe the next to last Monday

depending how close to a Monday Christmas and New Years fall; Board’s decision.

Monthly Procedures1. Contact the Program Committee Chair for a list of volunteer speakers and

program suggestions made by members.2. The Chair and Co-Chair should meet several months prior to their

assigned month to discuss program ideas and distribute the workload. Usually the each will take half of the Mondays for which to plan a program. Others may be recruited to assist.

3. Contact speakers and make preliminary arrangements.4. Finalize the list of programs to be presented to the Board of Directors for

approval 6 weeks in advance. Program information to be presented to the Board must include the following for each weekly program (see attached sample). Twenty-five copies will be needed.

a. Date of the programb. Speaker’s name, title/position, employer or group affiliation related

to topic of his/her speechc. Title of speech or a specific topic at a minimum, preferably a

paragraph description for the Board and PR committee informationd. Name of the person who will introduce the speaker.

5. From time-to-time, the Board or President will make changes to the program schedule, i.e. special Rotary program needed, too many similar programs during a month.

6. Do not make final commitments to the speakers prior to the Board’s approval or the President’s OK if necessary to commit before the next Board meeting.

7. Present programs to the Board of Directors for approval. This is usually done by the General Chair, who is a member of the Board.

8. If possible, present February programs in November, because there usually is no December board meeting.

9. Keep The Spin Editor, President, Secretary, and PR Committee Chair informed of programs and program changes. The PR Committee needs to inform news media 3 weeks in advance to get coverage

10.Notify speakers in writing (see sample letter attached) and follow up with the speaker and introducer a week or two in advance of the program to insure that they will be at the meeting (and on time) and if special

3

arrangements have been made for the screen, microphones etc.a. The Club does not provide visual equipment to speakers, they must

bring their own.b. Sometimes members of the Club will volunteer to bring their

equipment for a program.11.Politely say “no” to would-be speakers who do not meet our mission

objectives. 12.Make sure speakers are aware of our standards for decorum, language

and non-solicitation (no fund raising).13.Notify the Holiday Inn or other meeting venue if a projection table or other

arrangements need to be provided. (Cindy Keller has been the main contact.)

14.Write thank you notes to speakers as is appropriate.

TIMETABLEJuly -- The Chair assigns monthly chairs for the months of

October through September of the next year.Ongoing -- The Chair follows up with the monthly chair at least one

month in advance to insure the assigned month will be covered

October -- Transition to committee for the new club year.

GUIDELINES FOR CANDIDATES FOR ELECTED OFFICE AS SPEAKERS (adopted 1/11/11)

In a contested race, candidates from both major parties for a given office will be invited to speak. If only one of the candidates accepts, we will honor the invitation and inform club members that the other candidate was invited but did not accept, giving the reason if appropriate. Every effort will be made to accommodate candidates’ schedules so we don’t exclude a candidate.

We will not invite candidates in a primary race to speak, i.e. we will invite candidates from different political parties, not the same party.

3rd party candidates will be included in the above as appropriate for a particular election and office, e.g. including but not restricted to when the 3rd party may have a significant impact on the outcome of the election or when the 3rd party position may be of significant interest to club members.

For non-partisan races (judges, school board) the same rules will apply. Anyone who has declared their candidacy for public office will not be

invited to speak to the club on any non-election related issue until after the election.

ROTARY STANDING PROGRAMSJuly Returning RYE student report

August Returning outbound GSE report

4

September Golf OutingSeptember Cleo Fox Program (last Monday of the month)

Fall Rotary District GovernorFall President’s Report on Rotary International Convention

October

November Rotary Foundation Month

December Holiday Program (last meeting of the month)

January Mayor’s State of the City Address (mid month)

February Update on Washington School

March

April Rotary Speech Contest winners (1st or 2nd Monday)World Affairs Conference Report

May Note primary election results; begin to plan/schedule candidate presentations

June Excellence in Education Awards (mid month)Returning RYE Student Report (anytime)

OTHER COMMENTSNone at this time.

5

To: Rotary Program Committee From: John Peirce, 2002/2003 program chair

Re: Program goals and guidelines

Thank you for agreeing to be part of this year’s Program Committee. The quality of our meetings is driven by the quality of the programs we offer to enlighten and entertain our members. Your contributions and efforts are highly valued.

Programs are to be timely, interesting and informative without being overly controversial. We strive for excellence at each meeting and for a good balance over the course of a year.The people who seek us out to speak are sometimes self-serving and not the best choice. I urge you to stay informed about current events and issues that shape our community and be creative about identifying potential programs.

We seek a balance between business and community issues, the arts, social services, and Rotary programs. The Board of Directors has the ultimate say over the programs and may on rare occasions find it necessary to ask us to rearrange dates to meet certain club needs. We will make every effort to identify those in advance, but ask you to be flexible in cases where that is not possible.

For this reason, please fax your proposed program speakers, topics and introducers to me 6 weeks in advance of your program month, so that I can present it to the board.

Please note: The Holiday Inn does not have any projection or VCR equipment. A pull-down screen is available. If your speaker wants to use this or has other special needs, please inform Cindy Keller at the Holiday Inn, Tel. 422-5511.

The attached letter to speakers has additional information you will need to pass on to the speaker. I strongly recommend that you confirm everything in writing so there are no misunderstandings. Speakers are our guests and receive a complimentary meal. Please arrange for someone to meet them and help them get their meal and seating.

I will pass on interesting topics that I receive and welcome your ideas and questions. Thank you for your efforts to make Rotary programs something we can all be proud of. If you have any questions, please contact me.

Sincerely,

John J. PeirceWork Tel. 424-1564 Ext. 321, Fax 424-0635, Home Tel. 492-7800 e-mail johnpeirce@ribtype.com

6

Suggested confirmation letter. Modify to suite the occasion.

May 22, 2023

Dear :

Thank you for agreeing to be our guest speaker at the Downtown Rotary Club on Monday, (DATE). Our Rotary Club membership consists of business and professional leaders from the Fort Wayne area. Approximately 150 members will attend the meeting.

Our meetings are conducted at the Downtown Holiday Inn, 300 East Washington Boulevard, in the Grand Hall on the second floor. Our meetings begin with a buffet lunch at 12 noon (our compliments of course). Please plan to arrive a few minutes before noon. I will plan to meet you at the door to the Grand Hall.

Your portion of the program will begin at approximately 12:50. (NAME) will introduce you at that time. I would appreciate receiving a bio-sketch for making the introduction, or I can call and get the information verbally. Our programs conclude promptly at 1:15 p.m. We adhere strictly to the end time.

There will be a podium at the head table with a stationary microphone for you to use. If you require anything else, please inform me so I can make the arrangements. The hotel does not have projection equipment or a VCR. There is a pull-down screen, if you need one, on the west wall.

Please note that ours is a diverse organization including men and women from a wide range of backgrounds, businesses, professions and not-for-profit organizations. We respectfully ask all speakers to use the highest professional standards when making presentations and to use our forum to inform, not to solicit donations.

If you have any questions, please call me at (TEL. NO.). Thank you. We look forward to your presentation.

Sincerely,

7

ROTARY MASTER PROGRAM SCHEDULE2010 – 2011

MONTH CHAIR(S)

*July 2010 Bill Gabbard5 No meeting

12 Speaker: Jason Boyers, Regional President, The Chef’s AcademyTopic: The Cooking Industry in AmericaIntroduced by: Dee HoffmanAV Needs: PowerPoint

19 Speaker: Dee HoffmanTopic: RI Convention ReportAV Needs: PowerPoint

26 Speaker: Jeff Lewis, General Manager, RaytheonTopic: What’s Going on at Raytheon Fort WayneIntroduced by: Al BrothersAV Needs: PowerPoint

*August 2010 John Alexander2 Speaker: Wendy Davis, Allen County Prosecuting Attorney

Topic: White Collar and Violent CrimeIntroduced by: Dee HoffmanAV Needs: none

9 Speaker: Tony HudsonTopic: Blue Jacket – Filling the GapsIntroduced by: Bob HudsonAV Needs: power point

16 Speaker: Jen Fisher et alTopic: GSE trip to Mexico reportIntroduced by: Noel KnoxAV Needs: power point

23 Speaker: Tom Snyder, President, Ivy TechTopic: Accelerating Greatness: Changing Lives and Making Indiana GreatIntroduced by: Jerrilee K. Mosier, Chancellor, IvyTech NEAV Needs: power point

30 Speaker: Patti Mustapha, returning RYE studentTopic: My Year in MexicoIntroduced by: Doug Hiatt / Brenda Betley

8

AV Needs: power point

*September 2010 Roger Sipe6 Labor Day – no meeting

13 Golf outing

20 Speaker: Steve VanScoikTopic: Rotary District GovernorIntroducer: Dee HoffmanAV Needs: None

27 Speaker: Dan RyanTopic: Rotary FoundationIntroducer: Dick Conklin AV Needs: Power point

*October 2010 Dave Humphreys / Kim Wagner4 Speaker: Jo Young Switzer, PhD, President, Manchester College

Topic: Exciting Happenings at Manchester CollegeIntroduced by: Louise JacksonAV Needs: power point with projector

11 Speaker: Tom Hayhurst, 3rd District Democratic Candidate for US House of RepresentativesIntroduced by: Kim WagnerAV Needs: none

18 Speaker: Marlin Stutzman, 3rd District Republican Candidate for US House of RepresentativesIntroduced by: Dave Humphreys AV Needs: none

25 Speaker: Joe Dorko, CEO Lutheran HospitalTopic: Leading by ExampleIntroduced: Kim WagnerAV Needs: power point

*November 2010 John Fenoglio / Marty Pastura1 Speaker: Ron Galaviz, Public Information Officer, Indiana State Police

Topic: Protecting Yourself from Identity TheftIntroduced by: John AlexanderAV Needs: PowerPoint (bringing his own equipment)

8 Speaker: Sharon Versyp, Coach, Purdue Women’s BasketballTopic: IHSAA “Role Model Students”

9

Introduced by: Dick ConklinAV Needs: power point

15 Speaker: Bob Chase & David FrankeTopic: The Fort Wayne KometsIntroduced by: Bruce LehmanAV Needs: power point

22 Speaker: Dan Robertson, VP & General Mgr, North American Van LinesTopic: The relocation industry – Past, Present and FutureIntroduced by: Bill RaftreeAV Needs: power point

29 Speaker: Lisa Timmerman, Chicken Production Manager, Cooper Farms, Fort Recovery, OhioTopic: Modern Food ProductionIntroduced by: Marty PasturaAV Needs: power point

*December 2010 Beth Kennedy / Alan McMahan6 Speaker: Dave Bennett

Topic: The Community Foundation of Greater Fort WayneIntroduced by: Alan McMahanAV Needs: power point

13 Speaker: Brad Skiles, Woolman Financial GroupTopic: Hoosier legend Hugh McCullock: from cashier to Treasury SecretaryIntroduced by: Beth KennedyAV Needs: power point

20 Speaker: Holiday program – the Rotary singers

27 No meeting

January 2011 Valerie Magana / John Peirce3 Speaker:

Topic:Introduced by:AV Needs: PowerPoint

10 Speaker: Heather Schoegler & Katy Silliman

Topic: Vision 2020Introduced by: John Peirce

10

AV Needs: power point

17 Speaker: Jason DaenansTopic: Trip to GhanaIntroduced by: Valerie MaganaAV Needs: power point

24 Speaker: Mayor Tom HenryTopic: State of the City of Fort WayneIntroduced by: Valerie MaganaAV Needs: power point

31 Speaker: Babra Dadirai Chakanyuka, Family Support Manager, CVC

Topic: Cultural Diversity in Fort WayneIntroduced by: Valerie MaganaAV Needs: power point

February 2011 Tom Wooding / Irene Walters7 Speaker: Beth Malloy, Deputy Mayor, City of Fort Wayne

Topic: ????Introduced by: Irene WaltersAV Needs: power point

14 Speaker: Charles ShepardTopic: ????Introduced by: ????AV Needs: PowerPoint

21 Speaker: Topic:Introduced by: AV Needs: PowerPoint

28 Speaker: Leonard Helfrich, Talent Initiative Director, Northeast Indiana Regional PartnershipTopic: The Talent InitiativeIntroduced by: Irene WaltersAV Needs: PowerPoint

March 2011 Tony McNair/ Brenda Betley7 Speaker: Dr. Schwartzrubber

Topic: ???Introducer: Tony McNairAV Needs: PowerPoint

11

14 Speaker: Charles ShepardTopic: ???Introducer: Tony McNairAV Needs: PowerPoint

21 Speaker: adoption ?????Topic:Introducer: AV Needs: PowerPoint

28 Speaker: Jim AndersonTopic: The Fort Wayne Children’s ZooIntroducer: ??/AV Needs: PowerPoint

April 2011 Candace Schuler/Lona Antil4 Speaker:

Topic: Introducer:AV Needs: PowerPoint

11 Speaker: Topic:Introduced by: AV Needs: none

18 Speaker: Topic: Introduced by: AV Needs: PowerPoint

25 Speaker: Topic:Introduced by:AV Needs: PowerPoint

May 2011 Randy Roberts / Ruth Phillips2 Speaker:

Topic:Introduced by: AV Needs: PowerPoint

9 Speaker: Topic: Introduced by: AV Needs: PowerPoint

12

16 Speaker: Topic: Introduced by: AV Needs: PowerPoint

23 Speaker: Topic: Introduced by: AV Needs: PowerPoint

30 No meeting – Memorial Day

June 2011 Dick Conklin / Tom Dougherty6 Speaker:

Topic: Introduced by: AV Needs: PowerPoint

13 Speaker: Topic: Introduced by: AV Needs:

20 Speaker: Topic: Introduced by: AV Needs: PowerPoint

27 Speaker: Topic: Introducer: AV Needs: PowerPoint

July 2011 Bill Gabbard4 No meeting

11 Speaker: Topic: Introduced by:AV Needs: PowerPoint

18 Speaker: Topic: Introduced by:AV Needs: PowerPoint

13

25 Speaker: Topic: Introduced by:AV Needs: PowerPoint

GALLERY OF PROGRAM IDEAS (Last update: 11/28/10)

Business and/or Economic Development New FW Newspapers CEO, Michael Christman – 2010-11 Chamber

president Andi Udris – new director of FW-Allen Co. Econ. Dev. Alliance Greg Sprott, Sales Manager Canlan Ice Sports (new ice skating rink near

Glenbrook) Contact gsprott@icesports.com, 427-6768 Matt Bell, Director of Northeast Indiana Regional Chamber of Commerce Bill Zilke – Frontier CEO Brent Minnick, Indiana Benefits Recovery, 241-3991 – can be available on

short notice! “The Pork Industry - More Than Just the Other White Meat” – contact

Barbara Dodson, 1-800-711-0747 ext. 222 or Barbara@eidsonandpartners.com

Northeast Indiana Sustainable Business Coalition – public/private endeavor to “advance sustainability practices by the business sector through education and certification in collaboration with nonprofit, business, governmental and educational organizations”. Contact Nate Fink Northeast Indiana Sustainable Business Coalition – public/private endeavor to “advance sustainability practices by the business sector through education and certification in collaboration with nonprofit, business, governmental and educational organizations”. Contact Nate Fink 424-1470.

Presentations by Rotary members Travel logs Randy Roberts – management Bruce Haines – PBS Jim Ayers – Panama – 417-5888 – jimayers2@verizon.net African journey – Tony McNair

Arts & Culture & History Civic Theatre – Phil Colglazier 422-8641 Unity performing Arts Foundation – Marshall White 482-6899 Martin Fisher, Director of Science Central, 424-2400 ext. 441

martin@sciencecentral.org Artlink Fort Wayne Artist’s Guild

14

Anne Fairchild, Gene Stratton Porter historic home – club contact Tony McNair

Education 21st Century Scholars program – contact Glenda Ervins 481-4174 or ervins@ipfw.edu. Director of Indiana Tech’s new PhD in Global Leadership program – contact Rotarian

Perry Collins or Noel Knox John Kessler, IPFW Center for Economic Education. Contact Mike Kelly. Questa Foundation – Christina Smith

Manufacturing Mike Carpenter – Custom Poly Franklin Electric – Scott Trumbull; contact Alan McMahan Edy’s Ice Cream Saratoga Potato Chips Kelly Automotive vans for wheelchairs programs – club contact Brenda

Betley

National/International Issues Mission of Hope Haiti initiative

Social Issues

Cancer Services of Northeast Indiana – club contact Brenda Betley Mastora Bakhiet – Darfur Women’s Network – contact John Peirce Annie Miller, Volunteer/Community Relations Coordinator, Lutheran Social

Services, 426-3347 ext 218, amiller@lssin.org Bob Pearson, President, Horizon International, nonprofit Christian relief

org. caring for orphans affected by HIV/AIDS – club contact Tim Gibson Hand in Hand (Kendallville) – international adoptions Expansion of Ronald McDonald House at Parkview Expansion of gambling bill to be introduced in 2011 General Assembly: 2

speakers to cover both sides of issue: Karen Richards (against expansion) & representative of City (for expansion)

Pure Fun – Entertainment – Adventure The Fort Wayne Derby Girls – contact Amber Recker at Cancer Services Beth Goldsmith – Race Across America – club contact Christina Smith

Medical/Health Mary Kay Campbell, Acting Program Manager, VA Northern Indiana

Health Care System, email marykay.campbell@va.gov New developments in bio-med industry in Warsaw Kristin Z. Haushalter, MD, Fort Wayne Dermatology Consultants, general

skin health and prevention of skin cancer. Contact kristinzh@gmail.com Farmer’s markets and organic gardening – Local Harvest

ROTARY PROGRAM COMMITTEE 2011 – 201215

CO CHAIR: Deb Beckman CO CHAIR: Kim Wagner

MONTH CHAIR(S) July 2011 Bill Gabbard / Win RoodAugust 2011 John Alexander / Christina SmithSeptember 2011 Roger SipeOctober 2011 Kim Wagner / Dave BennettNovember 2011 Marty Pastura / Bob HudsonDecember 2011 Alan McMahan / Jeanette DillonJanuary 2012 Valerie Magana / John PeirceFebruary 2012 Tom Wooding / Irene WaltersMarch 2012 Tony McNair / Brenda BetleyApril 2012 Candace Schuler / Lona AntilMay 2012 Randy Roberts / Ruth PhillipsJune 2012 Dick Conklin / Ann Helmke

16