What is a “POD”?

PODS are an energetic team of Rotarians “working together” to ensure effective:

§         Co-ordination [attendance]

§         Communication [bulletin]

§         Content [program] of our weekly Club meetings.

How do PODS operate?

The POD Team will appoint or elect a leader.  PODS “make-up” will change each Rotary year with random assignment and attrition.  PODS will be determined by the President Elect each year.

POD responsibilities include:

1. Choosing speakers for each week of the “assigned” month.  This includes:
   1. selecting & inviting the speaker
   2. introducing the speaker
   3. thanking the speaker
   4. ensuring appropriate AV equipment is in place according to the speakers needs
   5. communicating a schedule to the President and President-elect no later than the 15th of the preceding month.

2. Manning the Attendance Table
   1. providing a greeter
   2. collecting fees & balancing money
   3. recording attendance each week

3. Taking notes for the weekly bulletin (specifically focusing on announcements, happy bucks, fines, etc.  Detailed speaker notes are not required, a brief synopsis is sufficient).  A Word template is available from Carrie Rutter or Darlene Carpenter.  After the notes have been taken and copied into the electronic template they should be delivered to the Website Chair to post and distribute.  Ideally this should occur by the Friday morning following the meeting.

At each of the club meetings run by a POD the following participation is required:

§        1 person will introduce the speaker (or arrange for introductions)

§         1 person will call the Cutten Club [824-2650] to arrange for the necessary AV equipment no later than Monday prior to the meeting – the Cutten Club does have a projector for Powerpoint presentations.  As well, several club members have access to one (Gregg Mitchell, Jack Tacoma, Ryan Player, Clarence Haverson, Barbara Fisk)

§         1 person will thank the speaker (or arrange for thanks)

§         1 person will be the greeter

§         1 person will be the attendance recorder

§         1 person will collect fees

§         1 person will take notes for the bulletin

In addition, the POD, as a group, will arrange for the speakers for each meeting.   All members of the POD are required to share the above workload. 

POD leaders are responsible for coordinating the POD duties.  They should provide a list of the month’s upcoming speakers and the POD duty roster to the President, President-elect and Website Chair no later than the 15^th of the month preceding the POD’s activities.  (i.e.  POD 3 must have the information for September submitted by August 15th)

Any problems with: 

-       Program and Program Co-ordination, defer to the President-elect

-       Registration Desk and Attendance, defer to the Club Secretary or Treasurer, as applicable.

-        Bulletin, defer to the Director of Communications 

The President-Elect/Club Administration Director will be consulted before any major changes to the regular programming are made (ie program format, bulletin format, menu, etc.).

The President will monitor for attrition and assign new members or make changes to the PODS as needed.   

Please note that in certain circumstances, the President and the President-Elect have the authority to change a weekly program, if at all possible, to accommodate special requests for a meeting.  We would ask your cooperation if and when these situations arise.  

POD Leader Suggestions:

1. POD Leaders call a meeting 2 months prior to your assigned month to plan the speaker allocation.  Be sure to review the schedule printed in the back of the roster to determine if any special meetings, club assemblies, cancellations, etc are planned for your month.
2. POD Leaders should schedule duties in a simple chart
3. POD Leaders should switch from year-to-year
4. If you will be away during your assigned month, kindly switch with someone else so that your fellow POD members are not inconvenienced.  Inform your POD leader of these changes.
5. POD 6 must remember to inform the Cutten Club of meetings cancelled in December (Christmas) and June (Charter Night)
6. POD 6 is also responsible for our Special Holiday breakfast program with invites to be sent to family members.