Rotary Clubs of Dartmouth for Change Toonie Draw Operating Procedures

Table of Contents

1. GENERAL OPERATIONS 2

2. OVERSIGHT AND MANAGEMENT 3

3. COLLECTION TEAMS 4

4. COUNTING TEAMS 5

5. PLAYER LIAISON 6

6. VENDOR LIAISON 6

7. NON-PROFIT LIAISON 7

8. MEDIA LIAISON 7

9. AUDITORS & TREASURER 8

10. LOGISTICS TEAM 9

Appendix A – Simplified Process Flow Diagram 10

Appendix B – The Rules 11

Appendix C – Vendors and Their Locations 12

Appendix D – Coin Box Sign (to be update with Dartmouth sign) 14

Appendix E - Log of Vendor Receipts (Update when Vendors know) 15

Appendix F - Log of Numbers Played 16

Appendix G- Affidavit of Witness (have checked by lawyer) 17

Appendix H – Q & A’s 18

1.  GENERAL OPERATIONS (see Appendix A)

1.1.  Clubs Involved

1.1.1.  The program is a joint venture between the Rotary Clubs of Dartmouth and Dartmouth East.

1.2.  Oversight and Management:

1.2.1.  The Club Presidents are co-chairs and manage the program.

1.3.  The Collectors:

1.3.1.  Visit all vendors and empty the coin-boxes.

1.3.2.  Inspect the vendor’s site and replenishes supplies.

1.3.3.  Transfer the coins to the Counters.

1.4.  The Counters:

1.4.1.  Remove the stickers and complete a Log of Vendor Receipts form.

1.4.2.  Count the toonies and determine revenues.

1.4.3.  Log numbers played and assist with updating the database.

1.5.  Players Liaison:

1.5.1.  Log new Players and ensure their numbers are in the Draw Drum.

1.5.2.  Identify dormant Players and ensure their numbers are removed from the Draw Drum.

1.5.3.  Log weekly numbers played, pre-pays, winning numbers and statistics into the database.

1.6.  Vendor Liaison:

1.6.1.  Search out, evaluate and recommend vendors for the Toonie Draw program.

1.6.2.  Provide communication to and from vendors.

1.7.  Non-Profit Liaison:

1.7.1.  Search out, evaluate and recommend non-profits as beneficiaries.

1.7.2.  Provide communication to and from beneficiaries.

1.7.3.  Arrange for cheque presentations.

1.8.  Media Liaison:

1.8.1.  Contact media to announce winners and amounts.

1.8.2.  Coordinate stories about non-profits with non-profit liaison team.

1.8.3.  Manage social media sites and other communications.

1.9.  Auditors:

1.9.1.  Draw the winning number and confirms if it was played.

1.9.2.  Relays winner’s details to presidents, and all teams.

1.9.3.  Bank the coin and keep financial records.

1.10.  Logistics Team:

1.10.1.  Assist the other operating teams obtain materials as needed.

2.  OVERSIGHT AND MANAGEMENT

2.1.  General

2.1.1.  The Presidents of the Rotary Clubs of Dartmouth and Dartmouth East shall be Co-chairs responsible for oversight of the Toonie Draw program.

2.1.2.  They shall also be responsible for recruitment and scheduling of Rotarians to operate the program and for all regulatory matters.

2.1.3.  They shall arrange for operational training of Rotarians and updating of draw rules (see Appendix B).

2.1.4.  They shall, from time to time, hold meetings with all teams present, to review progress and/or update members.

2.2.  Audit and Reporting

2.2.1.  The Co-chairs shall report results of the program to the respective clubs from time to time as appropriate.

2.2.2.  The success of the program should be reviewed every 6 months and corrective actions taken as needed.

2.3.  Storage of Records

2.3.1.  Paper records related to the details of the Toonie Draw must be retained for a period of not less than one year after the toonie draw ceases. These include player’s registration card, pre-pay envelopes, log of numbers played, signed Affidavit of Witness forms, and records of funds transferred to the winner and non-profit organizations. In addition, all banking and financial records must be retained for a period of not less than one year after the toonie draw ceases.

2.3.2.  The electronic database containing players’ details, history of the draws and statistics must also be retained for not less than one year after the toonie draw ceases.

2.3.3.  An audit of record storage should be undertaken by the Co-chairs on a semi-annual basis.

2.4.  Lottery Licence Renewal

2.4.1.  The Lottery Licence must be renewed every year and application made at least 45 days in advance. The Co-chairs are responsible for obtaining these renewals.

2.5.  Resolve Issues

2.5.1.  All teams shall communicate issues related to the Toonie Draw to the Co-Chairs in a timely manner

2.5.2.  The Co-Chairs will assign member(s) to resolve these issues and oversee their resolution.

3.  COLLECTION TEAMS

3.1.  Teams Composition

3.1.1.  Each team shall be comprised two Rotarians. They can be from either club but equal representation from each club should be achieved throughout the year.

3.1.2.  Collection Teams will be furnished Collection Kits comprised of zipper collection bags with a Vendor’s name clearly marked on the bag, key(s) to the coin boxes, and stationery supplies to replenish those at vendor locations (e.g. registration forms, pre-pay envelopes, stickers etc.).

3.2.  Scheduling and Team Rotation

3.2.1.  Each Wednesday between 5 and 6 PM the two teams shall collect toonies from the vendors listed in Appendix C. The Co-chairs will schedule the teams such that each collection team collects for approximately two to three weeks each quarter.

3.2.2.  Once scheduled, if a Rotarian cannot collect THEY are responsible to find a Rotarian replacement, not the Co-chairs. It is important that collections are made every week.

3.3.  Replenishing Supplies

3.3.1.  The Collection Teams shall check each vendor location and ensure that there is adequate on-site material available and in good repair. This includes coin-boxes, registration forms, pre-pay envelopes, stickers, signage on the coin-box and vendor entrances.

3.3.2.  The information signs on each coin box shall be updated with the winning number of last week’s draw and the expected pot for this week’s draw. (See Appendix D for an example of the sign).

3.4.  Collecting Toonies

3.4.1.  Toonies shall be removed from the coin boxes and placed in the zippered collection bag that bears the vendor’s name.

3.5.  Delivery to the Counting Team and Communication of Issues

3.5.1.  The Collection Teams shall deliver all collection bags to the Counting team at Toonie Headquarters at Andy Butler’s offices at Compatible Computer Services Inc., Unit 20, 1000 Windmill Road, Dartmouth, NS, B3B 1L7 immediately after all vendors have been visited.

3.5.2.  Any issues that are noted and/or that need resolving should be communicated to the Counting Team or Vendor Liaison and Co-Chairs as appropriate to the issue.

3.6.  Transfer to New Collection Team and Communication of Issues

3.6.1.  When their collection period ends the “on-duty” Collection Teams shall coordinate transfer of the Collection Kits to the “in-coming” Collection Teams.

3.6.2.  Any issues that are noted should be communicated to the in-coming” Collection Teams.

4.  COUNTING TEAMS

4.1.  Team Composition and Team Rotation

4.1.1.  Each team shall be comprised of two Rotarians. They can be from either club but equal representation from each club should be achieved throughout the year.

4.1.2.  Counting Teams will be furnished with Counting Kits comprised of blank sheets for the Log of Vendor Receipts (see Appendix E) and a Log of Numbers Played (See Appendix F), storage containers for coins, players’ pre-pay and registration records and Tokens to be numbered and put in the drum for new players

4.1.3.  Each Wednesday at approximately 6 PM a Counting Team shall assemble at Toonie Headquarters. The Co-chairs will schedule the teams such that they collect for approximately two to three weeks each quarter.

4.1.4.  Once scheduled, if a Rotarian cannot count THEY are responsible to find a Rotarian replacement, not the Co-chairs. It is important that counting be undertaken every week.

4.2.  Counting Process

4.2.1.  Each vendor collection bag shall be emptied and the dollar amount of toonies played that week, the number of new registrants and the number of pre-pays shall be recorded on the Log of Vendor Receipts for each vendor.

4.2.2.  For each new registrant a token shall be numbered and entered into the draw drum.

4.2.3.  The New Registrant Forms and Pre-pay envelopes shall be transferred to the Player Liaison who will enter these into the database.

4.2.4.  The number on each toonie shall be transcribed onto the Log of Numbers Played (a tick mark next to the related number for each toonie played). Special note shall be made of the same number being played more than once. Multiple numbers should be communicated to the Player Liaison who will enter them into the database as Pre-pays for the next draw(s). Also, Counters shall note if both sides of any Toonie have a stickered number as some players may place a sticker on both side (These may only be counted once of course.).

4.2.5.  Remove all stickers and place on a pre-numbered sheet of paper which contains all numbers played to date.

4.2.6.  If time permits, once all new player and pre-pay data have been entered into the database the weekly numbers played shall be called off to the Player Liaison who will enter them into the database.

4.2.7.  If time does not permit, because of a great number of new players and/or pre-pays the Counters must ensure the paper records reflect all players who are registered and have played a Toonie during the draw week. The Player Liaison will update the database later.

4.3.  Witnessing the Draw and Record Storage

4.3.1.  Once this is done, the Counters shall witness the Auditor select a winning number.

4.3.2.  The data can then be reviewed to determine if a winning number has been played.

4.3.3.  Records of new registrants and pre-pays shall be place in storage containers provided. Paper records of the Logs of Vendor Receipts and Numbers Played shall be stored in the records binder and retained for at least one year after the toonie draw ceases.

5.  PLAYER LIAISON

5.1.  Team Composition and Scheduled

5.1.1.  Each club shall appoint a Rotarian as Player Liaison. These members must be relatively familiar with Microsoft Excel to be able to use the Toonie Draw database.

5.2.  Managing the Database

5.2.1.  The Player Liaison will ensure the Toonie Database is kept up to date with players’ data and draw results.

5.2.2.  Procedures to input data into the database are contained in the Toonie Draw Excel Workbook (i.e. the database). It shall be the Player Liaison’s responsibility to ensure the database works properly at all times.

5.2.3.  The database shall be backed up weekly and copies kept permanently.

5.3.  Cheque Presentation

5.3.1.  The Player Liaison will communicate with the winners and arrange for cheque the presentation.

6.  VENDOR LIAISON

6.1.  Team Composition and Scheduling

6.1.1.  Each team shall be comprised two Rotarians. They can be from either club but equal representation from each club should be achieved throughout the year.

6.1.2.  The Co-chairs will schedule the teams such that it accounts for members’ availability and an equitable share of tasks.

6.1.3.  Once scheduled, if a Rotarian is not available THEY are responsible to find a Rotarian replacement, not the Co-chairs. It is important that vendor be contacted every week.

6.2.  Vendor Communications

6.2.1.  Vendors will be contacted weekly and informed about the winning number, if the number was played that week, the amount of the prize and the names of the non-profits, if changed.

6.2.2.  Vendors will receive indirect benefits for participation in the Toonie Program (e.g. visibility of Rotary social media sites etc.) but will not be provided with a commission.

6.2.3.  Vendors will be given a free permanent number for each draw while their site is used to collect toonies for the draw.

6.3.  Handling Vendor Issues/Concerns

6.3.1.  If a vendor has any concerns, they should be addressed promptly. If possible, the Vendor Liaison should resolve the issue right away. For larger issues the Co-chairs should be involved.

6.3.2.  All issues, big and small, should be documented in writing and sent to both Co-chairs.

6.4.  Seeking New Vendors

6.4.1.  The Vendor Liaison teams shall search out, evaluate and recommend vendors to the Co-chairs on an ongoing basis.

7.  NON-PROFIT LIAISON

7.1.  Team Composition and Scheduling

7.1.1.  Each team shall be comprised two Rotarians. They can be from either club but equal representation from each club should be achieved throughout the year.

7.1.2.  The Co-chairs will schedule the teams such that it accounts for members’ availability and an equitable share of tasks.

7.1.3.  Once scheduled, if a Rotarian is not available THEY are responsible to find a Rotarian replacement, not the Co-chairs. It is important that our beneficiaries and the community non-profit in general are aware of the Toonie Program.

7.2.  Selection of Beneficiaries

7.2.1.  Each club will be responsible for selection of their own non-profits as beneficiaries of the Toonie Draw program. Initially, two non-profits will be selected by each club.

7.2.2.  The Non-Profit Liaison teams shall search out, evaluate and recommend vendors to the Co-chairs on an ongoing basis.

7.3.  Communication with Beneficiaries

7.3.1.  The Non-Profit Liaison teams will advise the beneficiaries how much will be donated to them, once determined, and relay information to the clubs about how the funds will be used.

7.4.  Cheque Presentations

7.4.1.  The Non-Profit Liaison teams will make arrangements for cheque presentations and involve the Media Teams in the presentations.

8.  MEDIA LIAISON

8.1.  Team Composition and Scheduling

8.1.1.  The Media Liaison team shall be comprised of two Rotarians. They can be from either club but equal representation from each club should be achieved throughout the year.

8.1.2.  The Co-chairs will schedule the team such that it accounts for members’ availability and an equitable share of tasks.

8.1.3.  Once scheduled, if a Rotarian is not available THEY are responsible to find a Rotarian replacement, not the Co-chairs. It is important that the Toonie Program have sufficient media and community exposure.

8.2.  Manage Communications:

8.2.1.  Identify key message strategies,

8.2.2.  Create template designs for promotional brochures and flyers,

8.2.3.  Develop a list of media personal with whom the Rotary should maintain contact,

8.2.4.  Assist committee members with needed communications within their portfolios,