Information Newsletter of Rotary E-Club of the Caribbean, 7020 OCTOBER, 2013
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TABLE OF CONTENTS ARTICLE Welcome Happy Hour Hangouts – October Responsibilities of Members Updates from the Board meeting Board Meetings Elections Monthly Teams Dues Charter Gala Plans New Members Butterfly Storybook Project Decision required “Our Community” District 7020 Yellow Pages Templates for Notification Letters Progress check Questionnaire Visioning Questionnaire (Watch for it!) Service Projects Member Passport Award Criteria Monitors Club Committees Object of Rotary New Members Packages Responsibilities of Members Other Announcements and Reminders E-Club Board of Directors Attendance is Important Know your website Learning About Rotary DG’s Award Focus COTM Our members Our committees District Survey
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Newsletter of Rotary E-Club of the Caribbean, 7020 October 16, 2013 Greetings to all our Rotary E-Club members! Welcome to October – Rotary’s Vocational Service Month!! There are two speakers scheduled for the last two Saturdays in October. Please plan to attend to show them both a warm welcome!
HAPPY HOUR HANGOUT - PLEASE PLAN TO ATTEND! The line-up of speakers for the rest of the month is as follows – Audley Knight. Saturday, October 19. Please plan to join our meeting on Saturday morning, October 19 to meet our District 7020 Interact Representative – Audley Knight. Plan to join so that we have an excellent participation from our members!
Vernella Fuller. Saturday, October 26. The following week – Saturday, October 26 – please plan to join to meet and chat with Vernella Fuller, District 7020 Chair of Maternal and Child Health.
The links for these meetings will be sent out just prior to the dates. They will also be posted at the end of the weekly meeting. This monthly newsletter will serve to update our club members on the happenings at Rotary EClub of the Caribbean, 7020. It will help to keep everyone informed and in the loop. Discussions about the various topics mentioned here are ongoing.
October E-Club Newsletter Page 4 of 21 Committees can provide our President with updates about their work – and those updates will be posted here. This can be an excellent tool for bringing the club together and keeping us all up to date. Also, members can share ideas, and through the newsletter everyone will have the opportunity to share their thoughts.
REMINDER - RESPONSIBILITIES OF ROTARY MEMBERS The major responsibilities of a Rotarian are (a) Regular Attendance (b) Prompt Payment of Club Dues and (c) Active Participation on a Service Committee. Our goal is to become a Most Effective Rotary Club. An Effective Rotary Club
Sustains and increases its membership Implements successful service projects in their local community and in other countries Supports the Rotary Foundation both financially and through program participation Develops leaders capable of serving in Rotary beyond the club level
UPDATES FROM THE RECENT BOARD MEETING Updates from Board meeting of October 12, 2013 - Decisions Next meeting: Annual Meeting with Elections – Please mark your calendars! November 9, 2013 9:00 a.m. Atlantic Time 8:00 a.m. Eastern Standard Time Board Meetings. Board meetings will be scheduled for the second Saturday of each month – a change from Wednesday evenings to accommodate all members. The Board Meeting will preempt the regularly scheduled HHH for that Saturday. Elections. Elections are to be held – according to our Bylaws – between the 15th and 31st of October at our Annual Meeting. We are a bit behind, but for the first year, that’s understandable. Also, the Bylaws state that, two months before that Annual Meeting, we need to ask for Nominations for the positions. PDG Diana had sent out a request for nominations a month ago. If you have not submitted your nominations, please do so right away.
October E-Club Newsletter Page 5 of 21 Monthly Teams. These teams are progressing well, providing excellent speakers for the Saturday morning Happy Hour Hangouts. These speaker-sessions are being recorded and placed into the weekly meeting. We hope you can plan to attend. However, if you cannot, then you won’t miss anything. You can view it in your visit to our Weekly Meeting at www.rotaryeclub7020.blogspot.com.
Club Dues. Members who have not yet submitted their club dues will receive notices again from the Treasurer. Club Dues are to be paid on the 1st of July and on the 1st of January for the year. The annual dues for our E-Club are a huge bargain at only $200 USD. We also ask that each member support The Rotary Foundation with an annual donation of $100 USD to become a Sustaining Member. Please help us achieve our goals as a very effective Rotary club. Charter Plans. A meeting to discuss and plan the Charter Gala for the end of November/first of December will be held at 7:00 p.m. Wednesday, October 16 – prior to the HHH. If you can help, please drop by. We need volunteers to assist. New members. Plans are underway to send each member the Rotary lapel pin. Charter members will receive a special Charter Member pin. All members will receive a package of New Member Materials to print. Special instructions will be provided when we send that out. Butterfly Storybook. Butterfly Storybook Project has been prepared and information/criteria has been distributed to the district already. Reminder notices will continue in each issue of the District newsletter. We expect entries to be submitted to the various Rotary Clubs by December 10 and then the top three from each club to be sent to our club by December 20. At that time, we request everyone’s assistance to review the entries and choose the Top Ten for publication. NOTE: The Butterfly Storybook is our signature project. It covers several areas: Youth, Literacy, International, and Fund-raising. DECISION - To complete regarding our E-Club –
A definition of “community” for the “Family of Rotary” Award Criteria. What is the “community” of the E-Club?
October E-Club Newsletter Page 6 of 21 “Yellow Pages” sign-up. The District will be asking Rotarians to sign up for a District Yellow Pages list. Our own Amarylis has been involved in the preparation, and will be asking all our members to complete the Sign-Up Campaign as soon as possible. More information will be available in the District newsletter. Template Letters for Thank you, First Notice, Second Notice, and Notice of Termination. To be fair to all concerned, every member of the club will be asked to adhere to the Rotary regulations regarding attendance and financial obligations. When these obligations are not met, notices will be sent to the members and the Board will follow up with appropriate action. If you wish to help in preparing the templates for these letters and helping us with the wording, please contact us. We would be grateful for your assistance. Progress Check Questonnaire Each member has already received a questionnaire distributed by Lou regarding your ideas of how the E-Club is progressing, and what changes or improvements you might suggest. We would be grateful for your prompt completion of this questionnaire so that we can review your input and move forward to become the best we can possibly be. Our success lies in your hands, so please let us hear from you! Visioning. You will also receive in the next few days a “Visioning Questionnaire” which will ask questions about where you see our club in a few years’ time. What will we have accomplished? What programs will be in place? What will we be known for in the District? What will be our grandest success? Your help with this process will be an important factor in determining what success we can have as a Rotary Club and, more importantly, as an effective E-Club. So, please let us hear from you. Watch for the Visioning Questionnaire. Service Projects. There are a couple of very interesting Service Projects in our future that will cost us nothing, but can provide us a very unique and exciting approach to helping “Youth At Risk.” One: We hope to be able to create partners with young children in an orphanage in Kenya and corresponding young children in Haiti. We need support and input from our members to make this happen. More information as it becomes available. The benefits and options are endless for this hands-on project! www.zlthope.com
October E-Club Newsletter Page 7 of 21 A Passport for New Members. Training of our members is something we need to include in our program. Rotary International asks us to ensure that we have a training program in place. What does a Rotary Club member need to know?
About Rotary International About the Rotary Club About Rotary Manual of Procedure About the District, the Zone About The Rotary Foundation About Grants About Service Projects About Opportunities to Service About Opportunities for Fellowship
We need input from our members to create a “training program” for new members – in fact for ALL our members. Some clubs have a Red Badge program – but we don’t have badges (yet). We can, instead, call our Rotary New Member Training Program a Passport. What is a Passport?
It is a checklist of things that every Rotary member should be doing – preferably in the first six months of joining the club. Following the list – and completing each task – will help to educate you about Rotary. The more you learn, the more you will understand and enjoy Rotary.
Information is available online at rotary.org – and in the many manuals available for download from the rotary.org website. We need a committee to take on this responsibility to prepare a list of tasks for inclusion in the Passport that each member must accomplish. And what will be the reward once these tasks are completed? If you are interested in taking on this responsibility, please contact us. We need your input and we need your help to get involved and to make our club the best it can be. This is one way in which you can get involved, learn more about Rotary, and become the best Rotarian you can be!
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E-CLUB AWARD MONITORS PROGRAM
Award Criteria Monitors. Please review the criteria for which you have been assigned, and be prepared to report to the Board (a) What we have done towards the awards (b) What we have yet to accomplish and (c) Propose how we can achieve all the criteria in your area. A program for 2013-14 to get everyone “engaged” and to achieve success! Area Community Service Awards Criteria Family of Rotary Awards Criteria Humanitarian Service through TRF Awards Criteria Membership Awards criteria Planning-Training-Technology Awards Criteria Public Image Awards Criteria Youth Service Awards Criteria
Club Award Monitor Wein Lou and Vincent Amarylis Camille Diana Jacquie Paul and Mioche
There are complicated and detailed awards criteria for: (a) The District Governor’s Award (b) The Presidential Citation (c) The Zone Public Image award and (d) The “Other Awards” The goal is to ensure that we can qualify for the specific awards. The individual “monitors” can make this possible. A real group/team effort! The goal is that everyone within the club can help out in a small area, reducing the overall task for any one individual.
October E-Club Newsletter Page 9 of 21 LIST OF OUR COMMITTEES Rotary E-Club of the Caribbean, 7020 at October, 2013 • Membership – Camille Seaton This committee should develop and implement a comprehensive plan for the recruitment and retention of members. Duties will be listed in a Club Administration manual. • Public Image – Jacquie Heyliger This committee should develop and implement plans to provide the public with information about Rotary and to promote the club’s service projects and activities. Duties will be listed in a Club Administration manual. • Administration – Wein/Lou deLagran This committee should conduct activities associated with the effective operation of the club. Duties will be listed in a Club Administration manual. • Service Projects – Onage Ghani This committee should develop and implement educational, humanitarian, and vocational projects that address the needs of its community and communities in other countries. • Club Wellness – Lou deLagran This committee should develop and implement ways to help keep our members happy and contributing to the success of our E-Club. • Youth Service – Mioche Rock This committee should encourage the involvement in youth programs of RI (Rotaract, Interact, RYLA and Youth Exchange); support the personal and professional success if young people while recognizing the diversity of their needs; work with other club directors to involve young people in the activities of the club. Members include Paul. • The Rotary Foundation – Amarylis Davila This committee should develop and implement plans to support The Rotary Foundation through both financial contributions and program participation. • Fundraising – Devorath Elcock This committee will investigate how to raise money for our administrative needs and for other projects. Members include Amarylis, Henriette and Lou. • Sergeant-at-Arms – Anita Jourden
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NEW MEMBERS’ PACKAGES – DIGITAL DOCUMENTS Our E-Club will be compiling a “package” of Rotary materials and information to distribute to all members and new members. Each member should arrange to print the documents and post them where you can see and refer to them easily and conveniently. A partial list of the document to be included in our package is shown below. Each member will be asked to print the documents for your own use.
Four-Way Test – Brochure – Object of Rotary – New Member Proposal Form – Rotary Code of Conduct –
More information will be forthcoming on this topic.
October E-Club Newsletter Page 11 of 21 RESPONSIBILITIES WITHIN THE CLUB As a review, the members of the Board and responsibilities are listed below: BOARD OF DIRECTORS Based on the recommended Rotary Club Bylaws, the club’s Board of Directors should have the following responsibilities:
Overseeing all club officers and committee members Electing a member of the club to act as Sergeant-at-Arms Overseeing the club’s budget o Ensuring the budget includes realistic amounts for club operations and service projects o Approving all expenditures not accounted for in the club budget Informing those who propose members of the board’s decision, through the club secretary, within 30 days Reviewing the policies of the club to ensure they’re being implemented as intended Considering new and creative ways to fulfill the Object of Rotary Examining the needs of the community and the world and establishing club goals to address them
CLUB SECRETARY The club secretary has much of the administrative responsibility for the day-to-day club operations. Based on the recommended Rotary Club Bylaws, the club’s secretary should have the following responsibilities:
Maintaining membership records Recording attendance at meetings, and reporting monthly attendance figures to the district governor within 15 days of the last meeting of each month Sending out notices of meetings of the club, board, and committees Recording and maintaining minutes of club, board, and committee meetings Making required reports to RI and your district, including the semi-annual report (SAR) of membership, and paying dues to Rotary International on 1 July and 1 January Working with the club officers Performing any other duties that usually pertain to the office of secretary
October E-Club Newsletter Page 12 of 21 CLUB TREASURER The President should be aware of the financial condition of the club at all times by meeting regularly with the club’s treasurer. The club treasurer should manage the club’s financial transactions, maintain club financial records, and help plan the club’ budget. The recommended rotary Club Bylaws lists the following responsibilities for the treasurer:
Maintaining custody of all club funds Accounting for all club funds, books of accounts, or any other club property to the Board of Directors, incoming Treasurer, or the president at the end of the year Working with the successor to ensure a smooth transition between Rotary years Performing other responsibilities related to the office
SERGEANT-AT-ARMS The Sergeant-at-Arms must keep the meeting running smoothly, with few interruptions. The Sergeant-at-Arms has the following responsibilities:
Helping to maintain orderly and effective Rotary club meetings Working to prevent any occurrence that might detract from the dignity or prestige of the club
CLUB TRAINER The club trainer should work with the club’s board and committees, your assistant governor, the district training committee, and the district governor for support and ideas. The training plan for the club should ensure that
Club leaders attend district training meetings Orientation is consistent and regularly provided to new members Ongoing educational opportunities are available for current members A leadership skills development program is available for all members
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ANNOUNCEMENTS OTHER ANNOUNCEMENTS AND REMINDERS Weekly meeting. Note that our main meeting is – the blog website at www.rotaryeclub7020.blogspot.com. Please attend the weekly meeting at the blog website every week and register your attendance. We are evolving. Because we are so new, we are flexible so that we can produce the best program for everyone. If you have suggestions, please do let us know! Happy Hour Hangout. Monthly Teams are planning programs for the HHHs – mostly only Saturday mornings. However, we will plan Wednesday evening speakers as necessary. Attending the HHH is an excellent way to meet others from the club and enjoy fellowship. It is also a very good opportunity to meet a “live” guest speaker when one is scheduled by the monthly team. THE E-CLUB BOARD Position President Vice-President IPP President-elect (for 2014-15) President-nominee (for 2015-16) Secretary Assistant Secretary Treasurer Sergeant-at-Arms Directors as follows Membership Club Administration Wellness Chair Service Projects Youth Public Image The Rotary Foundation Fund-raising Training
Rotarian Kitty Paul n/a To be elected in October, 2013 To be elected in October, 2013 Amarylis Lou Diana Anita Camille Wein (Kitty) Lou Onage Mioche Jacquie Amarylis Devorath Diana
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ATTENDANCE IS IMPORTANT You MUST attend the weekly meeting. www.rotaryeclub7020.blogspot.com It requires a minimum of 30 minutes each week – and that is a very small commitment to Rotary on a weekly basis. Every single member must meet that commitment for our successful club – and to meet Rotary International requirements. You must also complete the Member Attendance record to indicate to us that you have attended the meeting. The link is clearly marked in several places on the meeting website. If you have trouble with the link, please send an email to Kitty at ladykitt@gmail.com.
KNOW YOUR MEETING WEBSITE www.rotaryeclub7020.blogspot.com As a member of the Rotary E-Club of the Caribbean, 7020, be familiar with your meeting website. ATTENDANCE - You MUST attend the weekly meeting at www.rotaryeclub7020.blogspot.com.
It requires a minimum of 30 minutes each week. That is a very small commitment to Rotary on a weekly basis. Every single member must meet that commitment for our successful club – and to meet Rotary International requirements.
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LEARNING ABOUT ROTARY The meeting website – and other of our websites – contain much Rotary information. At left – This is the links of Pages and Links available along the right side of www.rotaryeclub7020.blogspot.com. Click the links to view all the important information provided for you. BE FAMILIAR WITH YOUR WEBSITE RESOURCES!!
At right - A little further down the page, you can find the links (Relevant Links) to other resources as shown here. These links provide much information that can help us to become a better club. Click the links to view the information provided at each point.
Investigate the links at your convenience, but learn what is there and you can become a better Rotarian. The more informed you are, the better you can become. Our ClubRunner website - www.clubrunner.ca/eclubofthecaribbean Each member should log in and complete your profile.
October E-Club Newsletter Page 16 of 21 DG’s AWARD FOCUS - The three main focus areas of the DG’s award are
Strengthen your clubs – through membership growth and engagement, and through planning, training, and technology – and that latter its well into our E-Club. We can become very innovative and creative!
Foster and Increase Humanitarian Service – by engaging the club in greater-impact community service, supporting and benefiting from TRF, and through Youth Service
Enhanced Public Image and Awareness – through enhanced PI and improved awareness
CLUB-OF-THE-MONTH - REMINDER Month August September October November December January February March
Theme Membership & Partnerships New Generations Service: Vocational, Community & International The Rotary Foundation Family and Fellowship Rotary Awareness World Understanding & Public Relations Emphases: Literacy, Health & Hunger, Water
Volunteer(s) needed to prepare the monthly entry for Club-of-the-Month. Our E-Club placed 3rd in the August submission!
Times Zones in our District 7020 Our Happy Hour Hangouts have always been scheduled on Atlantic Standard Time.
Jamaica is always at Eastern Standard Time Haiti and other countries are at Eastern Time and switch back and forth from EST to EDT. This includes Canada and the Eastern USA. Other countries are at Atlantic Standard Time which may be the same as EDT.
Our Happy Hour Hangouts will continue to be scheduled on Atlantic Standard Time.
October E-Club Newsletter Page 17 of 21 In the summer months – 2nd Sunday March - 1st Sunday November
Saturday at 9:00 a.m. Atlantic Standard Time Saturday at 9:00 a.m. Eastern Daylight Time Saturday at 8:00 a.m. Eastern Standard Time
Wednesday at 8:00 p.m. Atlantic Standard time Wednesday at 8:00 p.m. Eastern Daylight Time Wednesday at 7:00 p.m. Eastern Standard Time
In the winter months – 1st Sunday November – 2nd Sunday March
Saturday at 9:00 a.m. Atlantic Standard Time Saturday at 8:00 a.m. Eastern Standard Time
Wednesday at 8:00 p.m. Atlantic Standard Time Wednesday at 7:00 p.m. Eastern Standard Time
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OUR MEMBERS
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22
Wein Dimetros Diana White Paul Amoury Kitty Bucsko Christy Almeida Genevieve Whittaker Eustella Fontaine Tiawayne (Andy) Anderson Vincent Wheatley Camille Seaton Jacqueline Heyliger Lou deLagran Amarylis Davila Keturah deWeever Nadine Alexander Devorath Elcock Onage Ghanie Mioche Rock from Haiti Henriette Raccah Denise Hibbert Anita Jourden Denise West
weind3@gmail.com dianawhite.7020@gmail.com pabs@smbcinc.com ladykitt@gmail.com casgirl3@mac.com wcgconsulting@gmail.com eustella@hotmail.com anderson.tiawayne@gmail.com vwheatley@hotmail.com ceseaton@yahoo.com jjheyliger@yahoo.com jdelagran@sympatico.ca winewriter@gmail.com kdeweever@gmail.com nalexander239@comcast.net devorath@gmail.com onagewill@gmail.com Mrock3@juno.com hraccah@gmail.com denisehibbert@yahoo.co.uk ajourden@yahoo.com chaidew@hotmail.com
A Very Warm Welcome to our newest member – Denise West!
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CLUB COMMITTEES COMMITTEES – RESPONSIBILITIES & EXPECTATIONS …from Rotary International Service Projects/Committees. A review of what each area of service can achieve within our EClub was printed in the September issue of the newsletter. Please review it for more information. CLUB ADMINISTRATION The Club Administration Committee has the following responsibilities:
Helping the club secretary track club attendance Maintaining club membership lists and reporting to Rotary International Helping the club treasurer collect dues Organizing weekly and special programs Promoting fellowship among club members Producing the club bulletin and website
MEMBERSHIP COMMITTEE The Club Membership Committee has the following responsibilities:
Achieving the club membership goals for the coming year Educating and training club members about the importance of recruitment and retention of qualified, diverse members Conducting classification surveys to ensure the club’s classifications are relevant to current business trends Conducting club assessments to ensure membership development efforts are effective
SERVICE PROJECTS COMMITTEE The President-elect should work with the Service Projects Committee to determine whether current club projects will continue into the coming year. The Service Projects Committee has the following responsibilities:
Achieving club service project goals for the coming year Conducting a needs assessment of the community and the club
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Planning service projects, both local and international, using club district, and RI resources, and ensuring that promotion is planned Implementing service projects and involving all members Evaluating all service projects and using the findings to strengthen future service projects
THE ROTARY FOUNDATION COMMITTEE The Rotary Foundation Committee has the following responsibilities:
Achieving club foundation goals for the coming year Educating club members about the foundation Encouraging club members to participate in Foundation programs and support the foundation financially Communicating the foundation goals of the district and the Trustees of The Rotary Foundation to club members Ensuring proper stewardship of Foundation grant funds
CLUB PUBLIC RELATIONS COMMITTEE The Club Public Image Committee should develop and executive a plan to inform the public about Rotary and promote our club’s service projects and activities. The club Board needs to implement and continuously evaluate the club’s PI plan. The club’s PI committee has the following responsibilities:
Achieving club public relations goals for the coming year Familiarizing ourselves with RI resources Creating awareness of club activities among club members, media, and the general public Enhancing projects and activities to make them more appealing to the media Helping to create a public image conducive to membership development
October E-Club Newsletter Page 21 of 21 PLEASE COMPLETE THE DISTRICT SURVEY It will take only a few minutes of your time.
Click this link