MEETING DUTIES
Sergeant-at -Arms:
1) Before breakfast, collect information that may be used in the Fines segment of the meeting.
2) See that the meeting begins and stays on time (use the Gong to get attention).
3) Arrange for the "Joker" segment.
4) Ensure that all Sergeant sessions are in good taste and enjoyable.
Chairman:
The functions and duties of the Chairman are an integral part of the smooth running and success of the weekly meetings. In essence it is the Chairman’s responsibility to greet and look after our guest speaker.
Specific duties and responsibilities are outlined below
Prior to Meeting
1)
Upon learning of your chairman duty date, contact the member responsible
for our club program and
ascertain requirements and identity of guest speaker.
2) Contact speaker by telephone to confirm his/her presence and ascertain any specific requirements, i.e. diet, whiteboard, video, audio equipment, props etc.
3) If not already in possession of, obtain sufficient details from speaker to enable you to properly identify him/her, i.e. profile of, qualifications, experience, etc.
At the Meeting
1) Arrive early enough to greet speaker.
2) Confirm speaker has everything needed for address and you have sufficient details for an adequate introduction. Brief speaker on meeting format.
3) Introduce speaker to fellow members and engage in fellowship.
4) When appropriate, assist speaker with seating arrangements and help him/her to obtain a meal.
5) When called upon by the President, introduce guest speaker, visitors and guests.
6) When called upon by the President, introduce our guest speaker using introductory information obtained previously.
7) At the conclusion of speakers address invite two brief questions and then thank the speaker for the address/speech/contribution together with presentation of a gift.
8) Ask the meeting to show their appreciation by acclamation.
9) Hand proceedings over the President.
10) At the conclusion of the meeting, again thank our speaker and offer any assistance they may require, i.e. dismantling equipment, audio, etc.
Door Keepers:
1) Register member attendance.
2) Record visitor details.
3) Receive payments for breakfast (except from club guests).
4) Issue Make-up cards.
5) Provide the Treasurer with a reconciliation of all money received.
Duty Officer/Fellowship Officer:
The functions and duties of the Duty Officer are an integral part of the smooth running and success of our weekly meetings. Essentially the Duty Officer is our ‘Fellowship Officer’ but is also responsible for other tasks.
Specific duties and responsibilities are outlined below.
Prior to the Meeting:
Arrive at meeting place in plenty of time to set up the guest table and position the lectern. This entails placement of flags, banners and other items of Rotary regalia, on, and in front of the guest table together with connection of the lectern and the audio visual equipment as advised by the Program Officer.
At the Meeting:
1) After attending to placement of Rotary regalia, it is your responsibility to act as our club's ‘Fellowship Officer’.
2) Position yourself near the entrance doorway and greet visitors and guests to our Club. Please briefly explain our normal program if required and invite them to obtain any refreshment etc.
3) If possible, remain with visitor and introduce to other members. Endeavour to repeat this process with all guests and visitors.
4) Collect fines during the Sergeant’s segment
After the meeting
In the company of the Duty Officer for the following weekly meeting, gather and store all Rotary equipment previously displayed, i.e. lectern, flags, sound system, etc.