The following are the standard operating procedures for the Northern Illinois PETS Steering Committee.

Policies

1. The sole purpose of this organization is to train Presidents-Elect of Rotary Clubs within the Districts involved. The Presidents-Elect are required to attend according to Article IX, Section 5(c) of the Club Constitution, and the current president shall continue to serve as club president until a successor, who has attended a Presidents-Elect Training Seminar and District Assembly, has been duly elected.
2. Presidents Nominee of the Rotary Clubs will be invited, but are not required to attend.
3. The organization shall be governed by a Board of Directors. The Board of Directors shall include the District Governor, the District Governor Elect, the District Governor Nominee, the District Trainer and a Past District Governor from each of the Districts participating in the seminar. Districts should notify Northern Illinois PETS as to the Past District Governor appointed to the Board of Directors by May 1 each year. The immediate past General Chair will serve as an ex-officio member of the Board and will chair the Board of Directors. The term of office for members of the Board of Directors is May 1 through April 30. The Board will meet at least annually. The annual Board of Directors meeting will take place between May 1 and July 1. New Board members will be required to attend an orientation session prior to the first Board meeting. The Board Chair will be responsible for insuring that the new member orientation is completed.
4. The Operating Committee will have a General Chair and a Vice Chair, who will report to the Board of Directors. These positions will be selected annually by the Board of Directors. The Vice Chair will assume the duties of General Chair the following year. All of the committee chairs who serve under the General Chair will be selected by the General Chair with advice from the Board. All of the work of the Operating Committee is to support the District Governors-Elect and to ensure a successful seminar.
5. All registration fees and registrant information will be collected by the respective Districts and will be forwarded to the Registration Committee by the date set by the Operating Committee.
6. The expenses of those invited to assist in District breakout sessions will be paid through their respective Districts by the registration deadline.
7. The expenses for those presenting to the full assembly, who are invited from outside the participating Districts, and who do not have a travel allowance, will be included in the overhead expense of the event.
8. A working fund will be established. Each District will contribute $500 per year, payable in July, until the working fund is deemed by the Board of Directors to have sufficient funds for the successful operation of the next seminar.
9. All funds received in excess over the expenses incurred will be deposited in the working fund.
10. In the event that the seminar has more expenses than revenue, and the working fund does not have sufficient funds to cover the shortfall, each District shall be allocated a share of the shortfall and that amount will be payable immediately upon receipt of the invoice. The allocation shall be based on the percentage derived by dividing the number of registered participants from each District by the total number of registered participants.
11. An Audit Committee will be established to review receipts and disbursements, accounting and record keeping practices, and financial reporting for the seminar. This committee serves in lieu of an official audit performed by a Certified Public Accountant, yet performs a similar function. This committee will forward a report to the Board of Directors within 90 days of the event.
12. Registration fees will include costs for all materials and meals during the seminar. Registration and payments for hotel rooms will be the responsibility of all registrants. All registrants are highly encouraged to stay at the seminar hotel for the duration of the conference.
13. An annual budget will be approved by the Board of Directors at their annual meeting.
14. The site location will be reviewed and approved by the Board of Directors at least two years prior to the event.
15. The Board of Directors will approve a policy for reimbursement of expenses of the Operating Committee.
16. The Board of Directors will approve a reserve policy.

Procedures

1. The Operating Committee will consist of the General Chair, the Vice Chair, and all Committee Chairs. The Operating Committee will meet immediately following NIPETS to review the results of the seminar, to suggest changes to the curriculum and to begin planning for the following year. The Operating Committee will meet as needed to ensure that all planning details are accomplished on a timely basis.
2. Registration materials will be made available to all Presidents-Elect by January 15. It is the responsibility of the District Governors-Elect to follow-up with the Presidents-Elect to ensure that all materials have been received and to encourage their attendance.
3. All registrations received will be confirmed by the Registration Committee. The registration will not be considered complete until the District has forwarded the registration fees.

These Policies and Procedures will be reviewed at the annual meeting of the Board of Directors and appropriate changes may be made by the affirmative vote by a majority of members present.

Job Descriptions and Duties

Duties of the General Chair

1. Responsible for the overall planning and execution of the seminar.
2. Preside at all meetings of the Operating Committee.
3. Schedule all meetings in advance and send appropriate notices.
4. Appoint a Secretary, Treasurer, and Committee Chairs prior to the first planning meeting.
5. Assist the Treasurer and the Facilities Chair in preparation of the proposed budget.
6. Present questions for discussion on possible changes in the format or programs of Northern Illinois PETS based upon the critique sheets of the previous year, or input from members of the prior Operating Committee and Board of Directors.
7. Review hotel arrangements in conjunction with the Facilities Chair, the Treasurer, and other members of the Operating Committee.
8. Contact the RI Director and invite him/her and his/her partner to Northern Illinois PETS. If a prominent speaker from RI is desired, the General Chair should ask the RI Director to make the arrangements.
9. Write formal letters of invitation to RI dignitaries attending, including background information on Northern Illinois PETS, if necessary.
10. Appoint aides to the Director and partner and other dignitaries.
11. Preside over the opening plenary session.
12. Ensure that the keynote speaker(s) and special guests are treated appropriately. This includes assignment of aides for the speaker(s) and partner, arrangement of transportation, hotel accommodations, gifts, and amenities. This should be accomplished through the Arrangements Chair.
13. Preside at the Evaluation Session of Northern Illinois PETS.
14. Establish Operating Committee meeting dates and sites for the following year in consultation with the incoming General Chair. This is usually done at the time of the critique session. Generally, there are meetings scheduled in September, November, and in January.
15. Write thank you letters as appropriate.
16. Provide the dates and venue for surrounding PETS to the Governors-Elect for the benefit of those Presidents-Elect who cannot attend Northern Illinois PETS.

Duties of the Vice Chair

1. Learn all aspects of Northern Illinois PETS in preparation for the General Chair position the following year.
2. Work closely with the General Chair in the planning and conduct of the event.
3. Carry out other duties as assigned by the General Chair.
4. Preside in the absence of the General Chair
5. Establish Operating Committee dates for the following year in conjunction with the Facilities Chair. This is usually done at the time of the critique session.

Duties of the Program Committee Chair

1. The Program Chair will plan all presentations and curricula for sessions attended by all Districts. The Program Chair will present at the first meeting of the Operating Committee proposed changes in format or programs based on previous feedback and critiques.
2. Preside over the Program Committee, which will include the District Trainers.
3. Collect and organize all information and scheduling material that will appear in the program.
4. Contact speakers and presenters for confirmation of assignments and to obtain accurate biographical information for inclusion in the program.
5. Assemble the list of Discussion Leaders.
6. Assign Discussion Leaders to breakout groups and breakout rooms for discussion groups.
7. Handle all mailings of instructional material to Discussion Leaders.
8. Prepare a tentative time schedule for Northern Illinois PETS to be submitted to the full Operating Committee by the second planning session for review, modification and ultimate final approval.
9. Prepare and print a program summary to be included in the mailing that also includes registration materials.
10. Prepare final copy of the program in an easy to read format that includes an appropriate cover, pictures and bios of dignitaries, and facility information.
11. Arrange training sessions for Discussion Leaders, with the assistance of the District Trainers.
12. Suggested sub-committees include:
    • Program Content Coordinator
    • Program Booklet Coordinator
    • Facilitator/Discussion Leader Trainer
    • Educational Materials Coordinator

Duties of the Arrangements Committee Chair

1. Negotiate all contracts with the Northern Illinois PETS venue and any other facility required for meeting space. This will cover all meetings for the Operating Committee, as well as for the Northern Illinois PETS event.
2. Investigate and suggest venues for future Northern Illinois PETS.
3. Negotiate for the best rates two to three years in advance.
4. Arrange for all sleeping rooms needed by the guest speakers and dignitaries and will arrange for all amenities for each guest speaker.
5. Make all arrangements for all food and beverage to be served during the conference.
6. Coordinate all needs for A/V equipment, registration tables, signs, chairs, baskets, etc.
7. Review the invoices from the hotel and other vendors related to food, A/V equipment, etc., and certify the accuracy of all invoices before presenting them to the Treasurer for payment.
8. Meet with all key hotel personnel for the purpose of explaining the Northern Illinois PETS program and gaining knowledge as to who will assist in the various needs during the weekend. The Arrangements Chair 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 Arrangements Chair.
9. Work with the hotel staff to see that appropriate banners and signs are hung in the meeting areas.
10. Assign, in consultation with the General Chair, and coordinate the activities of VIP aides.
11. See that appropriate flowers, gift baskets, etc. are placed in the rooms of VIPs, and that appropriate gifts and recognition materials are provided to speakers.
12. Arrange airport transportation for VIPs and special guests.

Duties of the Operations Committee Chair

1. Appoint a Sergeant-at-Arms, who will obtain a working list of volunteers for these duties as far in advance of Northern Illinois PETS as possible. The Sergeant-at-Arms will:
   • Assign at least one Sergeant at each entrance as a greeter, near the hotel registration desk, and at other key areas.
   • Provide vests, hats, or other methods of easy identification.
   • Place easels and signs at each meeting group for Plenary Sessions and Discussion Rooms to guide attendees to the proper location.
   • Retrieve signs at the end of the day and/or end of the Northern Illinois PETS.
   • Become familiar with the program and hotel layout.
   • Provide a Rotary bell and theme banner for the head table.
   • Obtain attendee counts for all sessions.
   • Inform the General Chair of any "housekeeping" announcements.
   • Position place cards on tables as appropriate.
   • Check before each session to make certain that a lectern has been provided, if required, and check to be sure that microphones are turned on and working.
   • Insure that each speaker adheres to the time allotted.
2. Coordinate the House of Friendship, including all vendors and exhibitors, working with Arrangements Chair to insure that proper fees are paid and that tables, electrical service, etc. is provided.
3. Arrange for an event photographer.
4. Coordinate with the Arrangements Chair to insure that proper signage is provided.

Duties of the Registration Committee Chair

1. Create registration forms and other registration and promotional materials to present to the Operating Committee for approval by the second meeting.
2. Manage completed registrations and summarize totals from each District with names, club identifications, meal counts, and breakdown of the participants: PEs, PNs, PDGs, DGs, DGEs, DGNs, AGs, committee members, partners and others.
3. Provide committee members with online access to registration reports.
4. Insure that appropriate registration information is available on the Northern Illinois PETS website.
5. Acknowledge each registrant with a confirmation.
6. Order name badges, registration packets, and other supplies.
7. Complete registration packets that include the following items: name badges, the Northern Illinois PETS program, a welcome letter, meal tickets, and any information agreed upon by the Operating Committee. Packets should be boxed by District and placed in "alpha order" by club name.
8. Record checks, money orders, etc. and forward them to the Northern Illinois PETS Treasurer for a weekly deposit.
9. Provide a computer and printer to accommodate needs for late registrations.
10. Prepare a final tally of registrants for the Operating Committee and prepare a list for each DGE of all PEs not in attendance or represented.
11. Coordinate onsite registration activities.

Duties of District Trainers

1. Serve on the Program Committee and assist in the preparation of the curriculum, including the breakout sessions.
2. Assist in the preparation and training of discussion leaders.
3. Work with the Governors-Elect in preparing for the District Breakout Sessions.

Duties of District Governors-Elect

1. Attend and participate in all Operating Committee meetings.
2. Insure that the DGNs attend all appropriate meetings.
3. Provide recommendations for Discussion Leaders and Sergeants-at-Arms.
4. Assist in organizing the materials for the PE notebook. Suggested items include: a) Rotary Leadership Guide, b) "What is Rotary" c) ABCs of Rotary d) The Rotary Foundation Facts e) A Guide to Annual Giving f) Recognition and Contribution Form g) Recognition Transfer Request Form h) TRF Mission, Two needs, Two Ways of Giving i) Benefactor Commitment Card j) Sustaining Member Card k) The RI Catalog l) Information on the RI website and its use m) Any other information as agreed by all DGEs n) Russell-Hampton catalog and others that are procured o) Personal letter from each DGE
5. Actively promote the attendance of every PE/PN. If the PE cannot attend, he/she will arrange for him/her to attend another PETS.
6. Advise Rotary Clubs that they are responsible for the payment of the PEs PETS registration fee. Encourage the Rotary Club to also pay the travel expenses for the PE to attend Northern Illinois PETS, including hotel.
7. In cooperation with the District Trainer determine the program content for District Breakout Sessions.
8. Order additional materials for their District, as required, from RI in a timely fashion.
9. Submit the size and names of the clubs in their Districts to assist in the clustering of the discussion groups.

Duties of the Secretary

1. Record minutes of the Operating Committee and Board of Directors meetings and distribute them to members and others, as appropriate.
2. Prepare and distribute an Operating Committee and Board of Directors Directory, including; names, addresses, email addresses, and all phone numbers.
3. Insure that the Northern Illinois PETS website is maintained properly.

Duties of the Treasurer

1. Prepare an annual budget for approval by the Board of Directors by the first meeting following the completed Northern Illinois PETS.
2. Receive all fees and payments and make payments as prescribed in the approved budget with the approval of the General Chair. Requests for payment should be submitted or approved by the appropriate committee chair.
3. Submit financial reports to the General Chair on a monthly basis.
4. Submit a final report to the Operating Committee and the Board of Directors within 60 days following Northern Illinois PETS.

Duties of the Audit Committee Chair

Review receipts and disbursements, accounting and record keeping practices, and financial reporting for the seminar. This committee will serve in lieu of an official audit performed by a Certified Public Accountant, yet will perform a similar function. This committee will forward a report to the Board of Directors within 90 days of the event.

Duties of the Material Historian

Maintain all physical property belonging to Northern Illinois PETS, including banners, equipment, signs, etc.

Duties of the Intellectual Historian

Maintain custody of all intellectual properties relating to Northern Illinois PETS. These include the Manual of Procedure, minutes and printed programs, etc.

Duties of the Critique Committee Chair

Coordinate evaluation of the event. This includes soliciting and compiling evaluations from the participants, as well as providing for assessment by Northern Illinois PETS of discussion leaders.