BECAUSE THE MANUAL SAYS SO...

All Ohio P.E.T.S., Inc.

ARTICLES OF INCORPORATION

ARTICLES OF INCORPORATION
OF
ALL-OHIO P.E.T.S., INC.

 

The undersigned, all of whom are citizens of the United States, desiring to form a corporation, not-for-profit, under Section 1702.01 et seq., of the Revised Code of Ohio, do hereby certify:

 

FIRST: NAME: The name of said corporation shall be All-Ohio P.E.T.S., Inc.

 

SECOND: PRINCIPAL OFFICE: The location of the principal office of the corporation within Ohio shall be Cuyahoga Falls, Summit County, Ohio.

 

THIRD: PURPOSE: The corporation is organized exclusively for pleasure, recreation and other non-profitable purposes to assist in leadership training for districts of Rotary International located in Ohio and substantially all of its activities are for such purpose and no part of its net earnings shall inure to the benefit of any private shareholder or person.

In furtherance of such purposes, the Corporation may make distributions to organizations that qualify as exempt organizations under Section 501(C)(7) of the Internal Revenue Code of 1986, as amended, or the corresponding provision of any future United States Internal Revenue Law. (All further references to any section shall mean the Internal Revenue Code of 1986 and also the corresponding provision of any future United States Internal Revenue Laws. In furtherance of said purpose, the corporation is further granted any and all powers accorded to corporations by Chapters 1701and 1702 of the revised Code of Ohio, as amended, which are necessary to exercise the foregoing purposes.

 

FOURTH: INITIAL TRUSTEES: The names and addresses of the persons who are the initial trustees of the corporation are as follows:

James F. Hunt Elyria, OH

Daniel F. Sazima Chagrin Falls, OH

George H. Windate Stonecreek,. OH

Thomas A. Powell Mason, OH

Richard Brixner New Concord, OH

Such trustees shall serve as trustees of the corporation until the first annual meeting of the Trustees of the corporation to be held in 2002. The number of trustees shall be an odd number, not fewer than three (3}. The Code of Regulations may establish that the term of a trustee may be for a period of more than one (1) year, but not more than three (3) years and that terms of trustees may expire in different years.

 

FIFTH: ACTIVITIES: No part of the net earnings of the corporation shall enure to the benefit of, or be distributable to its trustees, officers, or other private persons, except that the corporation shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in Article Third. No substantial part of the activities of the corporation shall be the carrying on of propaganda, legislation, participate publishing or otherwise attempting to influence and the corporation shall not in, or intervene in(including the or distribution of statements} any political campaign on behalf of any candidate for public office. Notwithstanding any other provision in these Articles, the corporation shall not carry on any other activities not permitted to be carried on (1) by a corporation exempt from federal income tax under Section 501(c)(3), or (b) by a corporation, contributions to which are deductible under Section 170 (c)(2).

 

SIXTH: PROHIBITED TRANSACTIONS: The corporation shall not:

(A) Distribute its income for each tax year at such time and in such manner as not to become subject to the tax on undistributed income imposed by Section 4942,

(B) Engage in any act of self-dealing, as defined in Section 494l(b),

(C) Retain any excess business holdings, as defined in Section 4943(c),

(D) Make any investments in such manner as to subject it to tax under Section 4944, and

(E) Make taxable expenditures, as defined in Section 4945(d).

 

SEVENTH: NON-STOCK: The corporation shall be organized on a non-stock basis and shall have no members. The authority for all affairs of the corporation shall be in a Board of Trustees who shall have and may exercise all of the powers of the corporation as are permitted by law, these Articles of Incorporation, and the Bylaws of the corporation as, from time to time, in effect.

 

EIGHTH: DISTRIBUTION UPON DISSOLUTION: Upon the dissolution of the corporation, the Board of Trustees shall, after paying or making provision for the payment of all liabilities of the corporation, dispose of all of the assets of the corporation exclusively for· the purposes of the corporation in such manner, or to such organization or organizations organized and the Corporation and safely keep same; and to be responsible for the preparation of financial reports and statements to be presented to the Board of Trustees and to the Executive Committee from time to time.

CODE OF REGULATIONS (BYLAWS)

CODE OF REGULATIONS (BYLAWS)

OF

ALL-OHIO P.E.T.S., INC.

 

 

ARTICLE 1: MEMBERS

The Trustees shall constitute all of the members of the Corporation.

 

ARTICLE 2: TRUSTEES

(a) Authority of Trustees. The affairs, property and business of the Corporation shall be under the care of and managed by the Board of Trustees (“Board”).

(b) Number and Election. The number of Trustees shall be ten and shall be the District Governors Elect and the District Governors of Rotary International Districts 6600, 6630, 6650, 6670 and 6690 (the “Districts”).

(c) Term of Office. Each Trustee shall hold office for a term starting on the July 1 immediately after his or her election and continuing through the later of the· next June 30 or the date when his or her successor is elected and qualified unless he or she resigns earlier or is removed as Trustee.

(d) Removal. A Trustee shall be removed from office in the event he or she is no longer a member of a Rotary Club in one of the Districts or, in the case of a District Governor, he or she resigns or is removed as District Governor. A Trustee may also be removed from office by the affirmative vote of not less than seventy-five percent (75%) of the Trustees.

(e) Location of Meetings. Meetings of the Board may be held at any location in or outside the State of Ohio.

 

ARTICLE 3: MEETINGS OF TRUSTEES

(a) Annual Meeting. The annual meeting of the Board shall be held each year at the site of and during the time of the All Ohio P.E.T.S. training session or at such other time and place during the. first half of each calendar year as the Board may designate.

(b) Special Meetings. Special meetings of the Board may be called, either by the President (or, in case of his or her absence or inability to act or of a vacancy in the office of President, by the Vice President) and shall be called upon the written request to the President of not less than three (3) Trustees. At least five (5) days' prior notice must be given of any special meeting. Such notice must state the date, time, location and purpose of such meeting, and it may be given in writing by letter, postcard, e-mail, telephonic facsimile or, except as otherwise provided below in Article 9, orally by telephone. Such notice may be given by either the officer or the Trustees calling the meeting or the Secretary. Such notice may be waived in writing either before or after the meeting or by personal presence at the meeting without protest before the commencement of the meeting.

(c) Meetings by Telephone. To the extent now or hereafter permitted by the statutes of the State of Ohio governing non­profit corporations, the Board and any committee appointed by the Board may conduct any of its meetings by conference telephone call if all persons participating in such meeting can hear each other at all times during the meeting. Any such meeting shall be preceded by a written notice to each Board or committee member, notifying him or her not less than three (3) days in advance of such call of the date and time when such call will be made. Said notice may be waived by any Board or committee member. No action shall be taken by such telephonic meeting unless at least a quorum of the Board or the committee has participated in such call and has voted in favor of such action.

(d) Quorum. A simple majority of the Trustees then in office shall constitute a quorum for all purposes provided that such quorum requirement must be met at the time of completion of the vote on any matter for such vote to be valid.

 

ARTICLE 4: OFFICERS

The officers of this Corporation shall be a President, a Vice President, a Secretary and a Treasurer. All officers shall be members of and shall be elected by the Board at the annual meeting and shall hold office for the term described above in Article 2, Section (c).

 

 

ARTICLE 5: DUTIES OF OFFICERS

(a) President. The President shall preside at all meetings of the Board and perform all duties usually required of and performed by presidents of not-for-profit corporations in Ohio, and such other further duties as may be required by the Board.

(b) Vice President. The Vice President shall perform all the duties of the President in case of the absence, death or disability of the President. In case both the President and the Vice President are absent or unable to perform their duties, the Board may appoint a president pro tempore.

(c) Secretary. The Secretary shall keep minutes of all meetings of the Board and committees of the Board and make a record of the same. The Secretary shall keep a book containing the names and addresses of all of the Trustees, the date of each Trustee's election and the date of removal of any Trustee. The Secretary shall also perform such other duties as may be required by the Board.

(d) Treasurer. It shall be the duty of the Treasurer to keep accurate financial records for the Corporation including all receipts and disbursements; to receive all monies paid to the Corporation and safely keep same; and to be responsible for the preparation of financial reports and statements to be presented to the Board of Trustees and to the Executive Committee from time to time.

 

ARTICLE 6: VOTING WITHOUT MEETING

(a) Voting By Mail. Any Trustee may cast his or her written vote by mail on any proposal voted upon by the other members of the Board of Trustees by mail by sending such written vote to the Secretary of the Board of Trustees by the date required by the notice given concerning such vote by U.S. Mail, postage prepaid. Such voting by mail shall be done only in place of a meeting, and it shall not supplement any voting done at a meeting. Voting by mail shall be permitted only after each member of the Board of Trustees has received a written statement of the matter to be voted upon. A decision made pursuant to a vote by mail shall be effective only after receipt of votes in writing representing at least a simple majority of the total membership. of the Board of Trustees in favor of such decision. The Secretary of the Board of Trustees shall notify each member of the Board of the results of such voting by mail as promptly as reasonably possible after he or she has completed his or her tabulation of such· votes.

{b) Action By Written Consent Without A Meeting. Any action which may be authorized or taken at a meeting of the members of the Board of Trustees may be authorized or taken without a meeting in a writing or writings signed by Trustees who would be entitled to notice of such a meeting and who constitute more than fifty percent (50%) of the total number of Trustees, which writing or writings shall be filed with the records of the Corporation by the Secretary of the Board. Written notice of any action proposed to be taken by such written consent shall be sent to all members of the Board of Trustees not less than five (5) days prior to commencing the circulation of the action for written consent among the members.

 

ARTICLE 7: COMMITTEES

(a) Steering Committee. The Corporation shall have a Steering Committee for the purpose of assisting the District Governors-Elect of each of the Districts in planning and conducting the annual All-Ohio Presidents Elect Training Seminar in accordance with the By-Laws of Rotary International. The Steering Committee shall be composed of the Districts' Governors and Governors-Elect and such Past District Governors and/or District Governor Nominees as may be selected by the Districts up to a maximum of not more than five (5) total members from any one District. The Steering Committee shall adopt such Standard Operating Procedures as it deems appropriate for its functions in planning and presenting the seminar.

(b) The Board may establish and the President shall designate the membership and the functions of such other committees as the Board may deem appropriate and necessary from time to time.

 

ARTICLE 8: AMENDMENTS

This Code of Regulations may be amended at any meeting of the Board at which a quorum is present, by the affirmative vote of not less than two-thirds (2/3) of the Trustees present, provided that the proposed amendments shall be made a part of the written notice of such meeting.

 

ARTICLE 9: DISSOLUTION

Upon dissolution of the Corporation, the Board of Trustees shall, after paying or making provision for the payment of all the liabilities of the Corporation, dispose of all of the assets of the Corporation exclusively for the purposes of the Corporation in such manner, or to such organization or organizations organized and operated exclusively for charitable, educational, or scientific purposes as shall at the time qualify as an exempt organization or organizations under Section 501(c)(3) of the Internal Revenue Code of 1986 (or the corresponding provision of any future United States Internal Revenue Law), as the Board of Trustees shall determine. Any of such assets not so disposed of shall be disposed of by the Court of Common Pleas of the county in which the principal office of the Corporation is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.

TRUSTEES 2017-18

6600Maris BrennerDG 18-19Vice President
6600Deb CheneyDG 17-18Director
6630Beverly Ghent-SkrzynskiDG 18-19Secretary
6630Amy KapostasyDG 17-18President
6650Scott SchulickDG 18-19Director
6650Michael RaulinDG 17-18Director
6670Arne AlmquistDG 18-19Director
6670Mark MabelitiniDG 17-18Director
6690Craig MaxeyDG 18-19Director
6690Shane PyleDG 17-18Treasurer

STEERING COMMITTEE

Duties of the General Chair
  1. Preside at all meetings of the Steering Committee.
  2. Each year provide notebooks to new members of the Steering Committee and have all relevant information (current SOP, Steering Committee membership with contact information, meeting schedule, etc.) placed on the AOP webpage.
  1. 6600 Blue, 6630 Pink, 6650 Green, 6670 Yellow, 6690 Orchid
    AGs Orange, Committee members White
  1. Send out all meeting notices, six weeks in advance.
  2. Appoint a Vice Chair, Recording Secretary, Treasurer, and Critique Chair-prior to the first planning meeting. (Vice-chair should be from the District that will be General Chair the following year.)
  3. Assist the Treasurer in preparation of the budget with the Facilities Chairman.
  4. Prepare and distribute a Steering Committee Directory, including; names, addresses, all phone numbers, including fax and e-mail.
  5. Present questions for discussion on possible changes in the format or programs of the All Ohio PETS based upon the critique sheets of the previous year, or from members of the committee forming the All Ohio PETS Steering Committee.
  6. Prepare two letters for emailing and one welcoming letter to be included with other registration material.

The first letter is provided to the current DG to be emailed by the DG to current club presidents and current AGs announcing the All Ohio PETS and directing them to pass the information onto the Presidents elect and should include the web page address for registration.  The first email should be sent out at least twelve (12) weeks in advance.  Once the database includes email addresses for the club presidents as well as the presidents elect the email should be sent directly to the president with copy to DG

The second letter is sent to the President-elect, AGs, DGEs and all committee members along with Registration forms, etc. This communication is to include a tentative agenda, dress code, parking fees, web page address, etc.  The second email to the PE should be sent out at least nine (9) weeks in advance.

Prior to the emailing of these letters the DG and DGE must alert club presidents and presidents elect to permit reception of these emails.

The third letter is a welcoming letter to be placed in the registration packet. This should be on PETS official stationary or the PDG stationary.

The welcoming letter is given to the Operations Chair for printing.

    1. The DGE team will, at least six months prior to All-Ohio PETS, determine the program content of AOP (topics, speakers, conveners, etc.) and the topics to be covered in a district pre-AOP session to prepare PEs for AOP including the role and responsibilities of being a Rotary Club President, with advice from the Steering Committee; all decisions by the DGE team will be final.
    2. Review hotel arrangements in conjunction with the Facilities Chair, and the Treasurer.
    3. Contact, one year in advance in alternating years, each of the RI Directors of the two Zones to which Ohio districts belong and invite them and their partner to the All Ohio PETS. If a prominent speaker from RI is desired, the General Chair should ask the RI Director to make the arrangements.
    4. Write formal letters of invitation to RI dignitaries attending, including background information on All Ohio PETS, if necessary. The Treasurer will pay expenses and the cost of the gifts for RI dignitaries from the PETS receipts. The Facilities Chair shall make arrangements with the hotel for amenities.
    5. Work with DGE’s to appoint an appropriate Current District Governor and partner to serve as aides to the Director and partner in attendance. If an official, other than a Director, is attending make certain that arrangements are explained to the individual prior to their arrival.
    6. If oral requests do not seem to be sufficient, write a letter to the DGE, asking for emails and  for the Presidents Elect.
    7. Write a follow up communication with the current District Governor Elect for a final effort to encourage attendance by all incoming Presidents. (If needed)
    8. The General Chair should preside at two plenary sessions, Saturday morning and Saturday afternoon. The General Chair may designate someone else, if they desire. If there is a speaker from RI, other than the Director, the Director should be invited to make the introduction.
    9. The General Chair shall ensure that the keynote speaker(s) is/are treated appropriately. This includes assignment of aides for the speaker(s) and spouse, arrangement for transportation, hotel accommodations including fresh fruit and flowers in the room. Arrange this through the Facilities Chair.
    10. Preside at the Evaluation Session of All Ohio PETS. Hear report from Critique Chair and discuss changes as indicated.
    11. Establish Steering Committee dates for the following year in conjunction with the incoming General Chair and Facilities Chair. This is usually done at the time of the critique session. Generally, there are three meetings scheduled. The first meeting is held the second week in September, the second meeting during the second week of November and the third in early January (be sure to take the OSU football schedule when setting dates). If the current or incoming General Chair feels it is necessary, they can choose another meeting time, prior to September or before PETS. Traditionally these meetings are held at 10:00 A.M.-Noon, at the site for the All Ohio PETS.
    12. Write thank you letters to all committee chairs and to the visiting Rotary dignitaries for their contributions to the success of the Institute.

 

  1. The rotation of areas of responsibility will be as follows:
Rotation for    2016 2017 2018 2019 2020
General Chair 6650 6690 6670 6630 6600
Operations 6690 6670 6630 6600 6650
Program 6670 6630 6600 6650 6690
Registration 6630 6600 6650 6690 6670
Sgt. at Arms 6600 6650 6690 6670 6630
  1. The General Chair is responsible for ensuring that a Spouse/Partner Program is organized by the DGEs and their spouse/partners.
  2. The General Chair will assign an appropriate dignitary to officiate at the Commissioning Ceremony.
  3. The GC shall provide the dates and venue for surrounding PETS for the benefit of those Presidents-elect that cannot attend All Ohio PETS.
  4.  Preorder in the fall the largest (approximately 4-6 feet high and 19-20 feet long) Rotary International Presidential theme banner.
Duties of the Registration Chair (Registrar) and Webmaster

Duties of the Registration Chair (Registrar) and Webmaster

The registration process for All Ohio PETS is coordinated by the Registration Chair working in conjunction with the Webmaster, Treasurer, DGEs, Training Coordinator, Facility Chair and Steering Committee. Each has specific responsibilities and time lines. Below are those items needed by the Registrar in order to facilitate the Registrar duties. These due dates will help to insure the registration process and website content can be developed and posted on time.

  • Steering Committee will need to establish the program schedule, events details, cutoff dates and prices. Final decisions on these items will be needed 90 days prior to start of event (December meeting)
  • Facility Chair will need to have the contracted facility prices provided by the first meeting (normally held in September). Meals choices will need to be provided 90 days prior to start of event. Hotel room rates and registration codes will also be needed 90 days prior to start of event.
  • Training Coordinator will need to provide to webmaster the number of breakout rooms needed, room capacity and trainer names 60 days prior to start of event.
  • DGE’s will need to identify each of their Presidents-elect. For DACdb districts; the DGE will need to insure the PE’s are properly identified (including email) in DACdb 60 days prior to start of event.   If any club does not have a PE selected, the DGE will notify the Registrar. For non-DACdb districts; the DGE will need to supply the complete contact information of their PE’s to the webmaster 90 days prior to start of event. The DGE is responsible for the attendance of their PEs. The DGE should continually follow-up with those not yet registered prior to the registration deadline.
  • Treasurer will have prior year event final figures available for first meeting (normally held in September) so meaningful discussion and informed decisions can be developed. During the registration process checks will be mailed to the treasurer, who in turns will post their payment to the registration.

Webmaster

  • Maintains the www.AllOhioPETS.org website with the current event details and registration information necessary for providing communication to the attendees of All Ohio P.E.T.S.
  • Maintains the DACdb database with the current information as provided, to insure a smooth transaction process for those who register. The DGEs are provided access to this data base for purposes of monitoring their individual District registrations.
    • Based on approved event schedule, planned activities and prices, setups up the registration program in DACdb.
    • Works with AOP treasurer to insure a supported payment gateway is established to receive on-line credit card payments for the AOP event.
    • Insures registration information is properly communicated on AOP website.
  • (70 days out) Sends registration instructions and hyper-links to use, to the Registrar, who in turns communicates this information with the DGE’s that the registration process is open. Each DGE is responsible for making sure all their Presidents-elect are registered.
    • On-line registration system will send an email acknowledgement to each person that registers. The on-line payment system will send a separate acknowledgement to those that pay by credit card on-line.
    • Checks will be mailed to the treasurer, who in turns will post their payment to the registration.
  • Monitors registrations for potential concerns and communicates with Registrar on those.
  • (weekly, starting 5 weeks out) Works with registrar, training coordinator, facility chair to provide current attendance counts.
  • (20 days out) Those registered with open (unpaid invoices) will be emailed a reminder that their payment is due.
  • (10 days out) Assign the PEs to cluster groups based on the parameters established by the Training Coordinator. A recap of all assigned will then be provided back to the Training Coordinator and DGEs.
  • (7 days out) Will provide to the Registrar, the AOP badge lists.
  • Provide database technical support on-site during event.

 

Registrar

  • Take possession of supplies from previous Registrar at the close-out meeting following the prior year event.
  • Registrar will inventory the supplies to insure adequate quantities are available and in some cases purchase or provide the necessary tools to successfully complete these duties. Some items may be owned by AOP (i.e.; name badge holders, paper cutter) and some provided by the registrar as a District Expense of the Registrar’s District. Some suggested items are, Computer/laptop, printer, means to access the internet, paper supplies, name badges, registration packet envelops and general office peripherals (scissors, tape).
  • (At first meeting) Communicates with each DGE to collect from the non-DACdb districts, the contact information of their PEs, AGs, and facilitators and shares this information with webmaster.
    • Communicate to treasurer potential budget request based on inventory needs.
  • (On-going) Reviews registrations on a weekly basis looking for potential discrepancies. Will contact the registrant to rectify any issues or concerns.
    • Answers questions as posed by registrants as they arise.
    • Works with webmaster on any potential system concerns.
    • Works with webmaster to insure those that do not register using their DACdb profile (guest and non-DACdb districts) are assigned to their correct DACdb profile.
  • (20 days out) Print meal tickets. (Yellow=Chicken; Red=Meat; Orange=Fish; Green=Vegetarian)
    • Obtain and print welcome letter from Chair of the Steering Committee.
    • Obtain Name Badge topper from Program Chair. (business card size)
  • (8 days out) Upon receiving the badge lists from the webmaster, will commence to print name tag inserts, using the following paper colors.
    • 6600 Blue, 6630 Pink, 6650 Green, 6670 Yellow, 6690 Orchid
    • AGs Orange,
    • Committee members, Speakers and Special Guests, White.
  • (6 days out) Assemble names badges and registration packages.
  • (3 days out) Receive final registration list from webmaster. List includes totals from each district with names, clubs’ identifications, meal counts, what the meal choices are and breakdown on the participants: PEs, PDGs, DGs, DGEs, DLs, AGs, committee, partners and others.
    • Complete registration packets will include the following items: Badges; PE and partner, program(s), welcome letter, meal tickets, and any information agreed upon by all DGEs. Packets should be boxed by district and placed in “alpha order” by club name.
    • Packets having a “Balance due” or refund should be given to the PETS Treasurer. The Treasurer will be located at a separate table to handle these transactions. To assist those that pass out the envelopes registrations with a balance will be identified on a separate sheet, balance due envelopes will not be in the box and those individuals will be sent to the Treasurer.
    • Establish cutoff date for refunds.  (Confer with the Treasurer.)
  • Staffs the registration desk at AOP for the duration of the event to handle late registrations, on-site payments, badge corrections and registration questions.
    • On Friday and Saturday of PETS, give each District Registration Box to the DGE and their partner for dispensing of the packets. The Registration Chair will sit with the Treasurer to collect unpaid fees and sign in last minute arrivals. Registration will provide a computer and printer to accomplish all needs for late registration.
    • Keep registration packets for special guests and speakers at the registration table.
  • Turn over all unused materials to the Steering Committee Chair of the District responsible for Registration at the next PETS.

 

Duties of the Program Chair
  1. Collect and organize all information and scheduling material that will appear in the printed program. This requires continuous communication with the chairs of all PETS areas, the Steering Committee members and the DGE of the five Ohio districts.
  2. Obtain from the assigned aide a picture, accurate biographical information and presentation title for each speaker and presenter for inclusion in the program.  Pass the information onto the convener for each session.
  3. Acquire the list of Discussion Leaders from the Facilitator Trainers.  Assure that facilitator trainer and registration know the size and names of the clubs of each district to assist in the clustering of the discussion groups.
  4. Acquire Partners Program information from the Chair of the Partners Program for inclusion in the All-Ohio PETS Program.
  5. In conjunction with the DGEs prepare a tentative time schedule for PETS to be submitted to the full Steering Committee by the second planning session for review, modification and ultimate final approval.
  6. Provide a layout of the hotel, in conjunction with the Facilities Chair, with room assignments for all sessions for the last AOP preparation meeting prior to All-Ohio PETS.
  7. Prepare a program summary, including partner program, to be included in an email to DGEs, PEs and all other relevant Rotarians and to be placed on the AOP website.
  8. Email a copy of the program draft to the steering committee at least one week prior to the February meeting.
  9. Prepare final copy of the program, computer generated.  Program will have an appropriate cover, contain the dignitaries’ pictures and bio, and have an easy to read format for Presidents Elect and Partner Program.
  10. Write a thank you note following the PETS to presenters, keynote speakers, DLs, and any other program participants not contacted in a similar letter from the General Chair. This is a simple, but important courtesy, not to be overlooked.
Duties of Operations Chair

The Operations Committee is assigned the responsibility for the procurement of all printing, supplies and services for PETS, except for the hotel and food service. *On a mutually agreed basis, it is permissible to exchange responsibilities between committees…with approval and knowledge of the GC and committee. *List of suggested print items: Leadership Guide, The Glorious Burden, and other items as designated by the DGE and/or committee.

  1. Order Institute letterhead and envelopes, when needed.  (Often the General Chair will use their District Governor stationary for their letters.)
  2. Based on inventory conducted by the Registration Committee, order name badges. * A minimum of 520 is required.   Registration may choose to order...confirm this between the two committees.
  3. Operations will have the following material printed:
      1. Letter of Welcome to be included in registration envelope (at the hotel)
      2. Map showing route to hotel, unless furnished by the *hotel. (*Map provided)
      3. The materials that are used for support material by the speakers.  The aide to the speaker is responsible for identifying the items to be copied.  Copies might be furnished to discussion leaders, committee and/or PEs. Print copy to be furnished by presenters. TBD by District Trainers.
  4. As determined by the District Trainers purchase binders for the discussion leaders, preferably a different color.  Five eighths (5/8) works well.
  5. Confer with the Sergeant at Arms Chair to order enough vests to make up for any shortfall in the number of available Sgt. at Arms orange vests.
  6. Be responsible for acquiring place cards for tables at Plenary Sessions. “Cardboard tents” and markers should be provided for use in the Discussion Clusters. Those attending will make their own name card. Submit request to Operations for materials.
  7. Be responsible for all required signage including 12 on 25#+ card stock of the appropriate color for each district.  A list of all required signage will be provided by the Facilities Chair and the Sergeant at Arms Chair.
  8. Provide large tent cards, folded longwise, for each presenter, speaker, etc. with names printed on both sides.
  9. Provide "Wedding Style" place cards for each DG, DGE, DGN, Chair, Speaker, guests, aides, committee chairs and all spouse/partners present. They should be printed on both sides and blank extras should be available.  These are to be given to the Sgt. per Facility Chair seating for each meal.
Duties of the Sergeant at Arms Chair

Obtain a working list of volunteers for these duties, as far in advance of PETS as possible.

  1. Prepare an assignment sheet of duty stations with times and names of the responsible individual.
  2. Place easels and signs provided by the DGE at each meeting group for Plenary Sessions and Discussion Clusters to guide attendees to the proper location. Retrieve signs at the end of the day and/or end of the PETS. Know the program and hotel layout. Return to the respective DGE.
  3. Assign at least one member at each entrance as a greeter, near the hotel registration, the escalator, top and bottom.   Saturday only one is needed near hotel registration until noon.
  4. Assign one member of the committee to be responsible for the Partners Program and to answer any questions concerning the program. Be available to go for other resources/needs. Work with the Partners Program Chair.
  5. Have two Sgt. at Arms at the Registration Desk Friday afternoon and all day Saturday.
  6. Have a committee of enough Rotarians to cover the duty stations and times identified in number 1 – five from each district should be sufficient.   The lists of eligible Rotarians who can be depended on to serve will be provided by the DGEs.
  7. Inform the Operations Chair of the need to order vests to make up for shortfall to ensure that sufficient Sgt. at Arms orange vests are available. (15-16 is sufficient)
  8. Provide a Rotary bell for the head table.
  9. Provide a bell to be rung prior to each session to alert attendees that the session is about to begin.
  10. Take attendance at all sessions of the Seminar including Plenary Sessions and Discussion Groups. Inform the General Chair of any necessary "housekeeping" announcements prior to each Plenary.   Recording attendance at meals is particularly important as the counts are used to confirm hotel billing for meals.  A copy of the count is provided to the General Chair and Hotel Liaison.
  11. Revise and update the inventory of all materials required for each Session (directional signs, vests) and submit requests for needed items to Operations.  Place appropriate materials at each Session.   Collect unused materials following the Seminar and turn over all signs, vests, and other materials to the incoming Sgt. at Arms Chairperson
  12. Have materials such as tape, zip ties, scissors, string, duct tape and extra markers available.
  13. Place large tent cards and place seating cards (provided by Operations) for each session and/or meal according to Facilities Chair assignment. Collect a
  14. ll immediately following each session to be reorganized for the next seating. Have extras for emergencies.
Duties of the Treasurer

1       To represent the All Ohio PETS Inc. in a professional manner as to the revenues of the event and the related expenditures. This fiduciary responsibility is critical to maintaining the four-way test of Rotary in all respects.

2       To obtain an appropriate bank account in the name of the All Ohio PETS Inc. for a repository of the fees and income collected and from which the bills submitted by the various leadership chairs can be paid in a timely manner. The account should have two signatories: one being the Treasurer and a second one being the General Chair. The authorized signors of checks can be either one. The monthly statement should be mailed to the address of the Treasurer.

3       An appropriate balance should be maintained to create an orderly cash flow during the event prior and until the various expenditure requirements are satisfied. Monies excess to the needed balance should be invested in the best available rate CD in an insured banking institution. The CD should bear the names of both the Treasurer and the then current General Chair. No investment should be made which would place the principal amount at risk.

4       At the end of the event and upon payment of all appropriate invoices, the Treasurer should issue to the General Chair for distribution to all of the committee a Balance Sheet and an Income Statement reflected current cash condition and the results of operations of the then ended event.

5       Prior to the first planning meeting, the Treasurer should prepare a Budget for the ensuing year and present it to the new General Chair. This budget is prepared as a draft after reviewing the previous year event and including any known changes that have been forecast. At the planning meeting the Budget is presented to allow the various leadership chairs to comment and if necessary amend in amount based upon their experience and their plans for the new year. The first revision is then presented by the Treasurer at the 2nd planning meeting.

6       Upon receiving the monthly bank statement the Treasurer matches the bank deposits with the report of the credit card processor to book the expense (discount) for using the credit facility.

7       At PETS, the Treasurer will collect all fees from late registrants.

8       The Treasurer shall be appointed by the All Ohio PETS Committee for a term not to exceed 3 years. The Treasurer may be appointed by the All Ohio PETS Committee to serve additional terms.

9       The Treasurer is responsible for maintaining all financial records in accordance with all Federal, State and Local regulations.

10    The Treasurer shall be responsible for establishing all banking relationships, including checking, savings, and credit card.  There should be at least three signatories on all accounts (Treasurer, General Chair and one other member of the Steering Committee) and all checks require two signatures with the treasurer being one.

Duties of the Facilities Chair
  1. The Facilities Chair will negotiate all contracts with the PETS venue and any other facility required for meeting space. The space will be for the usual requirements based upon the needs of the committee. This will cover all meetings for the Steering Committee as well as for the actual PETS Program. The FC shall investigate and suggest venues for future PETS.
  2. The FC may appoint an assistant.
  3. The FC shall contract, for the best rates, two to three years in advance.
  4. There will be a continental breakfast arranged for each Steering Committee meeting.
  5. Upon request of the General Chair, the Facilities Chair will request lunch for the committee, charges to be covered by the PETS Treasury. (This is done when there is an extended meeting schedule)
  6. The Facilities Chair will arrange for all sleeping rooms needed by the guest speakers. Arrangements will be made for all amenities for each guest speaker. The hotel is a non-smoking facility. Any other special needs/requests will be handled. The General Chair shall inform the FC of the arrival and departure times of all dignitaries, as early as possible.
  7. With approval for the meal selection, the FC shall order accordingly. Timing and food selection will be based upon consideration of any religious holiday, the program, etc.
  8. The FC will make all arrangements for all food and beverage to be served during the conference. Breaks and their number will be decided by the Steering Committee and program.
  9. The FC will follow Rotary International protocol when making seating assignments for meals.  Should a dignitary be present for more than one meal he/she will be rotated with their aide from district to district.
  10. The FC shall coordinate all needs of the DGE, A/V equipment, registration tables, chairs, baskets, etc. The fees for such needs are to be paid by each District. The FC shall coordinate all tables, signs, etc. needed for Registration and Treasury, with the hotel. The FC will coordinate the needs of the speakers, A/V, lighting, etc.; PETS treasury will pay for those needs.
  11. The FC will coordinate with the RI Merchandise Vendors, for their attendance, fees to be paid, electrical needs, etc.
  12. The FC meets with all key hotel personnel for the purpose of explaining the PETS program, having knowledge as to who will assist in the various needs during the weekend. The FC is the only person authorized to request items from the hotel staff; that will require or incur any fees, changing of the contract or other items deemed the responsibility of the FC.
  13. The FC will review every detail of the PETS program invoice; make corrections or amendments, as needed. The bill will not be forwarded to the Treasurer until such corrections are made.
  14. The aides to dignitaries and invited speakers will communicate arrival times, special room or dietary needs, and any A/V requirements, including any electronic media, to support their participation in the program.
  15. Prepare a list, with the assistance of the Sergeant at Arms chair, of any signage that is needed.  Provide the list to the Operations Chair with an indication of what must be printed.
Duties of District Governors Elect

Meet with the General Chair and fellow DGEs in soon after the General Chair training occurs to give direction to the committee as to your goals for All Ohio PETS. The committee will then proceed to make the All Ohio PETS seamless for you.

  1. Attend and participate in ALL Steering Committee meetings.
  2. Be sure that the DGN and DGND attend all planning meetings.
  3. The DGE team will determine the program content of AOP (topics, speakers, conveners, etc.) and the topics to be covered in a district pre-AOP session to prepare PEs for AOP including the role and responsibilities of being a Rotary Club President, with advice from the Steering Committee; all decisions by the DGE team will be final.
  4. Have the district’s facilitators for AOP in place for the year of service by the second meeting.
  5. Provide the Sergeant at Arms Chair with the names, phone numbers, email addresses and availability of five people from your district.
  6. Assign a PDG, from their district, to serve as Chair of the committee assigned for that year based upon each individual district's operating procedure.
  7. Separate personal letter from each DGE and spouse to PE and spouse.
  8. Actively promote the attendance of every PE and their spouse/partner.  Mail separate personal letters from the DGE and spouse/partner to the PE and her/his spouse/partner explaining AOP and encouraging attendance.   If the PE cannot attend, encourage the PE to attend a PETS program in another state or to have an alternate attend AOP for the benefit of information and training.
  9. Encourage the Rotary Club to pay the expenses for the PE and partner to attend the All Ohio PETS program, including registration, meals and hotel. *As recommended by their district guidelines.
  10. Encourage the spouse/partner of the DGE to participate in the planning and/or execution of the Partners Program, including decision about a service project.
  11. Provide three metal easels, clean “post it” paper for the easels and 12 new large markers labeled with your district number.  Give them to the Rotary Guide chair Friday afternoon.
  12. Provide pins for the Commissioning Ceremony for PE and spouse.
  13. Each DGE shall provide all necessary reference materials in a timely fashion to all district volunteers who will be providing program support at AOP.
  14. Determine the nature of the banners for DGE tables at registration.  Should they have only the DGE picture or include a spouse/partner.  These have been prepared by a vocational school in District 6650.
Duties of an Aide

The role of the aide to the RI president, another RI officer, or a guest speaker is to provide assistance and information to the before, during and after the visit to All-Ohio PETS.  The duties will vary depending on the duration of the stay and the type of activities planned. The overall responsibility is to be sure that the guest is comfortable, arrives on time for all events, and enjoys the visit. The following guidelines are to be followed by the aide(s):

Before arrival, the aide's responsibilities are to:

  1. The general chair or program chair should appoint an aide to coordinate the guest’s visit shortly after the acceptance of the invitation to attend All-Ohio PETS.   The aide should send information to the guest giving details about himself/herself, such as email address, mailing address, telephone and fax numbers, and name of spouse and photos, if possible.
  2. Travel Arrangements. The coordinator should confer with the speaker about his or her travel arrangements, particularly in regard to the best airport to use for the PETS meeting and about any pre-meeting or post-meeting activities the speaker is invited to attend.  DON’T let the speaker wait until the last minute to book his or her flights.  Inform the facilities chair of all travel arrangements.
  3. Confirmation and Reimbursement. When the speaker purchases his or her airline tickets, the coordinator should ask for a copy of the tickets to confirm the flights and charges and then submit a copy of the tickets to the PETS treasurer for reimbursement in advance of the PETS meeting.
  4. Speech Topic and Time. The coordinator should confer with the program chair and then be sure the speaker is aware of the requested topic, the amount of time allocated, and the date and time of the presentation. DON’T keep the speaker in the dark about his or her assignment.
  5. A/V Equipment and Microphones. The coordinator should ask the speaker about his or her needs for A/V equipment and his or her preference for microphones and props. The information should be quickly relayed to the Rotarian in charge of such equipment at the PETS meeting. Any problems or deficiencies should be resolved well in advance of the meeting. DON’T make the speaker ask about such details or wait until the speaker arrives to address such details.
  6. Hotel Reservation. The aide should make sure the facilities chair or other appropriate person has made a reservation for the speaker at the headquarters hotel.
    1. Inquire about any special accommodation needs or preferences the officer may have (type of beds, smoking/non-smoking, etc.) and any dietary restrictions or allergies.  Inquire about preferences concerning refreshments in the room – Coke or Pepsi for instance.  Inform the facilities chair about any special requirements.
    2. The room should be charged to the PETS organization, — not to the speaker.
    3. Try to book a suite for Rotary International Officers and/or their representative, if one is available at reasonable cost.  DON’T put a speaker in a smaller room than the rooms enjoyed by the PETS officers.
  7. Invitation to Spouse/Partner. The coordinator should advise the speaker that his or her spouse/partner is encouraged to attend at the PETS organization’s expense, unless that is not the case. DON’T make the speaker ask if his or her spouse/partner is included in the PETS budget.
  8. Inform the guest of any special dress obligations (formal wear, etc.) during the time of the visit; ask for any specific requests from officer.
  9. Send the officer, or confirm that event organizers have sent, complete program for the entire time of the visit in order to enable the speaker to tailor his or her remarks to the total program. DON’T wait until the final draft is ready to share the schedule of events with the speaker.  Include information on all presentations or speeches the guest will be expected to make and any other commitments, visits or activities in which he/she will be expected to participate, as well as general background on the host districts.
  10. Maintain Communication. The coordinator should call or exchange e-mail messages with the speaker at least once a month to ask if he or she needs any assistance in preparation for the PETS meeting. DON’T give the speaker a reason to accept another invitation for the same date.
  11. Local Arrangements. At least a full month before the PETS meeting, the coordinator should provide the name and phone number for the hotel where the speaker will stay and the name and cell phone number for the Rotarian who will meet the speaker at the airport for the PETS meeting. DON’T overlook any details, including the cell phone number of the speaker!
  12. Have information on hand as to medical help (hospital, doctor, dentist) for emergencies;
  13. If there are registration materials and/or badges for the event, secure that material in advance and check to be sure names are spelled correctly and that all necessary material and information is included in the materials.
  14. Check hotel arrangements:
    1. Pre-register officer (and spouse, if appropriate) and pick up all registration materials;
    2. Check the speaker into the hotel and have the key to deliver to the officer personally;
    3. Check room to make sure that it is ready for occupancy;
    4. Check billing instructions, so there are no problems with checkout. Be sure that arrangements for payment are clear. If the officer is expected to pay directly, be sure the officer is aware of this prior to check-in. Review the hotel bill on behalf of the officer.

During the officer's stay, the aide's responsibilities are to:

  1. Meet the assigned guest at the airport (or other point of arrival).  Be sure he/she is met as the guest arrives.  If the speaker and aide do not know each other a simple 8 ½ x 11 paper with a big Rotary wheel will be recognized by the speaker.   Assist with baggage as needed and provide transportation, as needed, throughout the visit.  If the speaker is arriving by car be sure a Rotarian is waiting in the hotel lobby.
  2. Personally take the speaker to the room and ask if the room is suitable.
  3. Appropriate refreshments should be in the room.
  4. Be sure the officer knows how to contact you at all times during his/her stay;
  5. Be sure the officer knows the exact time he/she is to be picked up for any activity;
  6. Escort the officer and his/her spouse to each activity and stay with them at the activity. If possible, know the seating arrangements in advance and have your seats as close to them as possible;
  1. The aide should take the speaker to the plenary hall at the first opportunity, preferably when the room is empty.  The speaker may want to stand on stage to become acclimated to the room.  The AV equipment, the microphones, and the props all need to be checked in advance.  The Aide should keep the facilities chair and the Stage Manager apprised of every need for A/V.
  1. Introduce the officer to other participants and provide as many opportunities as possible for the officer to interact with other Rotarians and guests. However, it may also be necessary to be available to help move the officer through a crowd or prevent one person from monopolizing the officer;
  2. Be attentive to any need of officer and spouse during the activity; be protective and helpful, but not overbearing or intrusive;
  3. The aide should ask the general chair and facility chair about seating arrangements at meals and advise the speaker about any special seating at meal functions.
  4. Handle any gifts or literature the officer may receive. If possible, make sure a business card is attached to these items. If necessary, send gifts to the officer's home or office following the event. Please also send a list of the gifts received with the complete name and address of the giver;
  5. Keep the event organizer(s) and facilities chair informed about any needs or desires of the officer;
  6. Do not plan any activities other than those already planned by the coordinator of the event, unless specifically asked to do so by the officer;
  7. Be ready for the unexpected; to the extent possible, anticipate situations; do not be afraid to ask officer what her/his wishes are;
  8. Be prepared to carry out various "ad hoc" responsibilities. For example, you may be called upon to serve as "photographer" for those wishing to have photos taken with the officer.
  9. The aide should ask the speaker and the speaker’s spouse/partner if either or both of them are interested in visiting any local tourist attractions and/or shopping centers as time permits.   When possible make arrangements to accommodate their wishes.
  10. The aide should confer with the general chairman and then advise the speaker if he/she is welcome to attend all or part of the breakout sessions during the PETS meeting.
  11. The aide should assist the speaker and his/her spouse/partner in attending any post-meeting events they wish to attend.

Following the event, the aide's responsibilities are to:

  1. The aid should assist in checking out of the hotel and provide (or arrange) transportation back to the airport (or other point of departure) for the officer and spouse, including assistance with baggage.  If the speaker is traveling by car the aide should provide assistance with luggage and the speaker’s departure from the parking garage.
  2. If needed, ship large gifts or mementos to the officer.
  3. The aide should ensure that appropriate thank you messages to the speaker are sent within three or four days of departure and the speaker should be asked to submit comments and suggestions that he/she may have concerning the PETS meeting.
  4. Any evaluations of the speaker should be shared with the speaker in a tactful and helpful manner.

 

 

Michael Kelly, General Chair

Sieglinde Warren, Registration

Do Nguyen, Program

James McKee, Operations

Steve Sandbo, Sgt at Arms

Dave Harper, Secretary

Shane Pyle, Treasurer

Kenneth Robinson, Trainer

Bonnie Housley, Facilities

Dave Perkins, Stage Manager

Michael Brown, Webmaster

Larry Warren, S/P Program