Rotary Club of Hendersonville

Purpose . This committee operates and maintains current the club website www.hendersonvillerotary.com . It prepares material for inclusion in the website so as to provide club members and the public with information on club activities, current events, news, committee activities, information for prospective members, and other useful information. It also provides visitors to the website with hyperlinks to other sites of interest, including Rotary International, Districts, and related service functions. The club's email account is also maintained by this committee. Produces and maintains membership directory

Structure: The committee is composed of a chair with membership to cover web design, to facilitate flow of information for posting to the web site, and to review web site design relative to needs of the club. One member will be the web master who will have primary responsibility for the site and the email account and who will share this role with an assistant web master for backup needs. Other members will assist in the flow of information for web site updating and changes and in preparing directory updates.

Timing and Sequence : This committee's major functions include:

a. Reviews web site operation in last quarter of year for needed changes

b. Updates web design as needed and solicits information from new President and Board for updating with new Rotary year.

c. Seeks monthly input from Program Committee for Calendar update

d. Seeks input from all Fund Raising activities for pre-activity publicity and post activity reporting

e. Seeks input from all committees throughout the year regarding their activities and possible use of web site for their needs.

f. Maintains daily oversight on the club's email account, rotary@hendersonvillerotary.com

g. Promotes use of electronic media for the good of the club to include assistance in use of Chariott multimedia facilities.

Maintain updated directory sheets for new/current members:

2. Coordinate with Membership Committee to obtain and produce new member information for directory page.

3. Coordinate with Photographer Committee to take color digital photograph of each new member as they are inducted.

4. Touch up photographs and replace background with standard grey/blue one.

5. Produce full directory page for new member to review

6. Print, semiannually, updates for directory and distribute to all members.

7. Print every two years, full directory for new members - solicit updates from all members for full directory.

Budget : Annual budget covers:

1. Web site host $ 75

2. Domain registration $ 15

3. Software upgrades for webmaster and assistant $200

Annually the funds needed for the Directory are:

1. Update color copies of new members semiannually $ 1000

a. 12 members x 188 books to update x $.44/page

2. Print full directories every two years $ 4200

a. 188 pp x 50 copies (two years needs)x $.44/p

3. New binders every four years $ 600

Reporting Requirements: Provides annually a report to the Board on analysis of web site activity, on changes made to site, Directory updates and on recommendations for the future.

Unique Requirements/Action Steps (Please be thorough and specific): Primary requirement is that at least two members of the committee have knowledge of web design and access to hardware and software for the maintenance of the web site. Webmaster should have high speed access to web. Some members should have knowledge of image and design software (e.g. Adobe Photoshop and Illustrator/Indesign) for preparation of web pages. Some members of the committee must have knowledge and access to computer and software to produce required sheets for publication. Software knowledge must include Adobe Photoshop (for image enhancing and background change), Microsoft Word (sheet layout for printing), and Adobe PDF (conversion for printer).