Calendar Committee

The Calendar Committee has set guidelines to ensure that the Choteau Lions Club Community Birthday Calendar will continue to be a fundraising source for the Lions Club as well as a very popular resource item for local community members. Committee Responsibilities:

1. The committee will develop a procedure to produce the annual birthday calendar as follows:

   • Schedule committee meetings as necessary during April and September.

   • •The committee will have a chairperson.

   • The committee will have no more than eight members.

   • The committee will suggest the price for the annual calendar and business ads. The Lions Club membership will discuss the pricing and will vote to approve or disapprove the prices.

   • The committee will develop a waiting list of potential new business advertisers by making note of new businesses in Choteau and the surrounding areas.

   • When a new business ad is needed to replace a current business ad, a random generator will develop a list of “X” number of new businesses from our waiting list. This is now our priority list. Our waiting list is in no particular order. We add new business names to this list as often as necessary.

   • The calendar cover sheet currently maintains a total of 132 ads – 66 ads on the front side and 66 ads on the back side. If 132 ads cannot be maintained, we may want to consider fewer cover ads and add a photo to the cover as in previous years.

   • During November 1st – December 20th , committee members will begin to contact current business ads on the calendar ad pages. They will make note of the businesses who want to remain on the calendar ad pages or those who want to be dropped from the calendar ad pages. Any dropped ads will be replaced from the priority list. The new businesses will have to produce an ad that contains their business information and a logo. The Acantha will have to approve their ad information.

   • The committee will make note of all advertisement changes and will submit this information to Jeff at the Acantha by December 20th. Jeff’s contact is: [email protected]

   • The Chairperson will request all Lions Club calendar call lists be turned back in on a certain date after all individual calls to calendar buyers have been made. The committee will check all of the call lists for any changes that need to be made by the Acantha.

2. Notes for the committee to follow during the months of April-July:

   • Request all call lists be turned in to the Chairperson after the calendar delivery has been completed. The Chairperson and a couple of committee members should check all calendar lists thoroughly for any changes.

   • The number of calendar sales has seemed to slowly be decreasing over the past few years. The committee suggests that all Lions Club members attempt to acquire new calendar names as there are many new people moving into Choteau, and surrounding areas, on a regular basis.

   • Ask committee members about any changes to current listings and/or new name additions that may have been acquired.

   • The chairperson will record all information obtained from the above lists and will submit it to Melody at the Acantha no later than August 1st . (This is the best month for Melody to update and print out the individual lists for club members.)

   • The chairperson will request a Master List from Melody after all changes are made.

3. Important dates throughout the year:

   • August 1st: New calendar listings and any changes to Melody.

   • November 1 st – December 10th: Contact businesses about renewal of ads. Replace any drops. Notify Jeff by December 20th.

   • December 1st: Hand out call lists to all Lions Club members.

   • January 20th (approx.): All Lions Club members must return call lists.

   • Mid-March: Calendars to all Lions Clubs members for delivery.

   • April 15th: All calendars delivered, and money collected (for both individual calendars and business ads).

4. Develop a procedure for all members contacting individual customers. If committee members have individual calendar contacts, refer to the attached guidelines. (The wording will be the same for the Lions Club members contacting individual calendar buyers).