Mistletoe Missive -- September 10, 2012

Mistletoe Missive

Portsmouth Rotary, Volume 1 Number 1

September 10, 2012

Welcome to Mistletoe Missive....a periodic update for our club membership on Portsmouth Rotary's largest single fundraising project, the sale of Christmas trees.  There's a lot of info packed in here, and we'll be updating it regularly in the e-bulletin and at club meetings.  Thank you for your Rotary service  - it makes this project possible!

Ten-second tidbit: Last year we worked together to raise a net amount of $30,538!  Every penny of this money in our charitable division has been paid-forward to dozens of community groups here on the Seacoast.  Your "free" work makes this possible...and this year we are focused on raising many thousands of net dollars more, to celebrate our 40th year of this landmark Rotary Christmas Tree project.

New this year!

Commercial wreath sales, spurred by a subcommittee organized by Mark Sullivan and Marie Brownell.  We're pre-selling wreaths, including larger and more elaborately decorated wreaths, to businesses, office parks.  New revenue, low risk, and a second supplier providing New Hampshire wreaths in multiple sizes.   We encourage all Rotarians who purchase decorations for their business to contact Mark or Marie.

Credit Cards Accepted

This is big.  You've seen it work well at our meetings, now the iPad will go on the road, and this year our shifts have dedicated cashiers, a customer window at our trailer and credit card convenience for everyone.

Planning ahead...a better timeline to make this year successful

Sign-ups begin October 4 and close October 25...after that we'll assign shifts to those who haven't made their commitment, and publish the schedule by November 8.  Your calendar will be locked at that time -- works better for you, works better for Rotary. 

New hours and new sales dates

The tree lot will be open 11AM-8PM weekdays, and 9AM-8PM on Saturday and Sunday.  We begin selling trees on Saturday November 24 and will schedule shifts right up to the weekend of December 22-23.   This year we can order additional trees close to sell-out: in recent years we closed around December 17, yet 30% of tree-sales at the big box stores occur in that final week.   With your help we can make thousands of additional dollars that go back to our community.  We're there, we are set up, we have a great reputation and a plan to execute.

Guidelines that are fair to all concerned

Over the years this club project has developed strong traditions, and some haven't been well understood or clearly communicated to all members.  As but one example: "I'm attendance-exempt, am I required to work three tree shifts?" (Yes).  Our committee this year developed a clear guidelines document, it's attached to this first "mistletoe missive" and has been approved by your board of directors.   It's only fair that we share this work equally and we don't have members covering, in some cases, a dozen or more shifts because of other members who didn't sign up or failed to show up at the tree lot.   We are fixing this problem.

I'm proud to be a member of this wonderful club, and to have been working with VP Tricia Cummings and a committee of twelve great Rotarians planning this project since last January.  The board enthusiastically supports our plan, and now we're going to all work together and make it happen.  Thanks for your support and for embracing this selfless service to our community organizations.

Dave Underhill

President-Elect and Tree Chair 2012

Portsmouth Rotarian Responsibilities

2012 Annual Christmas Tree Sales

Thank you for your Rotary Service!  This is a summary of the understandings that have made our tree sales project the Club's strongest single fundraising event each year.  Every member of Portsmouth Rotary contributes to that success, and each of us participates in this project under clear guidelines that are fair to all concerned:

Required shifts: all  Rotarians work three shifts during the regular sales season (November 24 through December 21, 2012)

·         Work on the setup crew prior to Thanksgiving counts as one shift, as does work on the unloading crew.  All those Rotarians must be physically able to do the heavy work. 

·         Work as a day captain counts as one shift.  Weekday hours are shorter this year (the sales lot is open 11AM-8PM Monday-Friday and 9AM-8PM on Saturday and Sunday).

Scheduling: All scheduling will go through Marie Brownell.  All emergency scheduling needs MUST go through Marie Brownell.  Voluntary sign-ups will be from 10/4-10/25.           Rotarians will then be assigned shifts if 3 are not voluntarily chosen by 10/25.  Only 1 out of the 3 shifts you choose may be for the sales dates of 12/17-12/21.

·         Rotarians are encouraged to choose a 4^th shift during the week of 12/17 for our extended  sales season.  This is voluntary but important to our success.

·         Attendance-Exempt Rotarians are not exempt from tree sales.

·         The Tree Sales Schedule will be “locked and published” on the website and in printed form by 11/8/12. Each club member is responsible for finding a replacement if unable to make a shift previously scheduled, and to communicate this to Marie. No-shows are unacceptable, they put a huge burden on everyone else.  A no-show will be assigned two extra shifts during the final week of tree sales.

·         All requests to be excused from tree sales MUST be submitted in writing (or by email) for approval by Dave Underhill and Marie Brownell – unless the member has a Board-approved Leave of Absence or medical leave.

Work assignments and training:  4 Rotarians will be scheduled at each sales time – Cashier, Cutter, and 2 sales people.  Some shifts are supplemented by non-Rotarian volunteers (thank you!).

·         Cashier must be pre-trained to process credit cards and handle iPad operation, be able to keep accurate account of money taken and inventory of trees sold using the iPad cash register system.

·         Tree Cutter – must be physically able to handle a saw and comfortable with power tools.

·         Sales Staff – the role perfected by Rotarians.  Sales staff are the heart of the tree sales and are our best representatives to the community! 

Rotarians are encouraged to bring able family members to help on the tree lot, and should discuss this with Marie when signing up.  Smaller children who might be at risk near heavy trees and power tools are encouraged to stay home.

Above all, this club service project is a time for us to build goodwill and better friendships…as our team raises over thirty thousand dollars we donate directly to our Seacoast community.  It wouldn't be possible without you --thank you for your service in Portsmouth Rotary.

As approved by the board of directors on September 5, 2012

Tree Sales Guidelines Final 9-05-2012.doc