Information Newsletter of Rotary E-Club of the Caribbean, 7020 DECEMBER, 2013
A compilation of information that all our E-Club members should know.
December E-Club Newsletter Page 2 of 26 TABLE OF CONTENTS ARTICLE Welcome Happy Hour Hangouts Best Practices Responsibilities and Reminders Announcements Happy Hour Hangouts Charter Gala – January Board Meetings Monthly Teams’ responsibilities Butterfly Storybook Project Monthly Teams identified Where to find Club Information ACTIVITIES - Ongoing and still to do… Member Passport Visioning Award Criteria Monitors Club of the Month Sergeant-at-Arms Updating our Bylaws ACTIVITIES - New Twinning with E-Club of District 9220 Formal Letter from E-Club of District 9220 PROJECTS - Current Project Updates Butterfly Storybook International Pen-Pal Pilot Project Global Grant Information Become Familiar with ClubRunner Complete the District Survey Our Club Committees New member Packages to come Responsibilities of individuals within the Club Other Announcements and Reminders Learning about Rotary Our Members Committee Responsibilities in the Club Fun Stuff
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QUORUM For those with a short memory –
One-third of the membership shall constitute a quorum at the annual and regular meetings of this club. A majority of the directors shall constitute a quorum of the board.
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Newsletter of Rotary E-Club of the Caribbean, 7020 December 18, 2013 Greetings to all our Rotary E-Club members! Welcome to December – The Family of Rotary Month January will be Rotary Awareness Month. Our goal is to learn as much as we can.
HAPPY HOUR HANGOUT - PLEASE PLAN TO ATTEND! 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. 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
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ANNOUNCEMENTS Happy Hour Hangouts Happy Hour Hangouts are scheduled for Saturday mornings at 9:00 a.m. Atlantic Time (GMT-4)
That translates to 8:00 a.m. Eastern Time (Miami) (GMT-5) You can find the link for the HHH at the end of the weekly meeting
Club Charter Gala
The entire month of January will be a Celebration of our Club Charter Gala. We will invite guests from the district to join us on every Saturday through the month of January. When we have a specific schedule, we will distribute the information. The actual Charter Gala Weekly Meeting will be posted on January 17 and run for a week. This event should be an enjoyable time, and we hope for as complete attendance as possible through the month.
Board Meetings. Board meetings will be scheduled for the second Saturday of each month. 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.
Butterfly Storybook. Butterfly Storybook entries are being submitted this month. More information will be forthcoming. We will be asking all members to participate by reviewing the stories and helping us to choose the Top Ten for publication. Several stories have already been submitted, and they are such a delight to read! It will be a challenge to select only 10 to publish! NOTE: The Butterfly Storybook is our signature project. It covers several areas: Youth, Literacy, International, and Fund-raising.
December E-Club Newsletter Page 5 of 26 TEAMS RESPONSIBLE FOR MONTHLY PROGRAMMING Team1 – September Camille Lou Anita Devorath
Team2 – October Kitty Wein Keturah Denise West
Team3 – November Amarylis Christy Henriette Denise Hibbert
Team4 – December Paul Mioche Nadine Diana Vincent
Team1 – January Camille Lou Anita Devorath
Team2 – February Kitty Wein Keturah Denise West
Team3 – March Amarylis Christy Henriette Denise Hibbert
Team4 – April Paul Mioche Nadine Diana Vincent
Where to find information on our Club The club has several websites. Please become familiar with all of them. These links can be found posted on the Weekly Meeting – along the right side. You can refer to these links so that you won’t ever be without them. The weekly meeting website is: www.rotaryeclub7020.blogspot.com
December E-Club Newsletter Page 6 of 26 ONGOING ACTIVITIES - STILL TO DO 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.
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! Visioning. I will send out 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? I’ve not sent it out just yet because we seem to have so many other activities on the go. However, 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.
December E-Club Newsletter Page 7 of 26 Award Criteria Monitors There are several awards we can try to achieve. Please review and stay up to date!
The District Governor’s Award http://www.flipsnack.com/my-flipping-books/details?flip=ftk54kph
The Presidential Citation http://www.flipsnack.com/my-flipping-books/details?flip=ftm0bi59
The Zone Public Image Award http://www.flipsnack.com/rotaryeclubofthecaribbean7020/fdx94kkh
The Best Youth-at-Risk program in the district Awards for Best Facebook Page and Best Website
The awards above are awards for our achievement through the year – July through March. Area
Club Award Monitor
Overall Chair – Award Criteria Monitors
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 Best Youth-at-risk program in the district
Wein Lou and Vincent Amarylis Camille Diana Denise West & Keturah Paul and Mioche ?
Club-of-the-month program – This program is part of the DG’s Award, and each month has a specific focus. Monthly teams will focus on the monthly teams for the Rotary Calendar and Club-ofthe-Month. Points earned through participation in this program are part of the overall District Governor’s Award.
December E-Club Newsletter Page 8 of 26 Sergeant-at-Arms Develop a job description of the Sergeant-at-Arms position for our E-Club. This information – the description and duties – will be part of our Rotary E-Club Bylaws.
Updating our Club Bylaws We will schedule a meeting in the spring to update our club bylaws. This will be an annual event. You can find the current E-Club bylaws posted at the link below:
Below is the link for the updated Recommended Rotary Club Bylaws at August 30, 2013
We will have to look at the Recommended Bylaws and make adjustments and revisions to our current bylaws to comply with the Rotary guidelines.
December E-Club Newsletter Page 9 of 26 NEW ACTIVITIES Twinning/Partnering with Rotary E-Club of District 9220 On the next page is a formal letter to our E-Club requesting a formal partnering relationship. We must respond to this request. I’m looking for members who would be interested in getting involved – planning, meeting, and communicating with the committee from District 9220 to consider how we can benefit each of our clubs. The first consideration is to develop a committee to take some initial action as indicated in the body of the letter:
Please contact me if you would like to be involved with this project. The E-Club of District 9220 is a French speaking club – and it seems that a partnership could be very helpful in translating our Butterfly Storybook to French. This could be one of the first projects to bring our two clubs closer together in a most meaningful and beneficial way!
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December E-Club Newsletter Page 11 of 26 CURRENT PROJECT UPDATES The Butterfly Storybook. Ongoing currently. Our signature project.
Paul is receiving the entries, due to be submitted to us by December 20. All members will be asked to get involved with reviewing the stories. Diana will again do the graphic work for the storybook and prepare the certificates. All students will receive certificates of participation. Published authors will receive certificates as winners. Lou will be in charge of distributing the certificates and letters to each club/participant.
We need advertisers/sponsors. Ideally, we would have two sponsors of about $500 each. If you have any ideas, please let us know. When we publish in French, we should consider having sponsors in French, perhaps. Please let us know if you want to be part of the Butterfly Committee. More information will be forthcoming as we will need the help and co-operation of all members. International Pen-Pal Project. Ongoing currently. Promises to be an excellent project.
Devorath is doing an outstanding job as Chair of this project. Mioche Rock is the Haiti Country Monitor – partnering with Nischal Pandey in India from the Rotary E-Club of District 3170 Denise West is the Jamaica Country Monitor – partnering with Olivier Rose of Rotary EClub of District 9220 in Mauritius
Global Grant Application Information https://www.rotary.org/en/take-action/apply-grants/global-grants There is no due date for global grants. (There is a due date of March 1 for District Grants.) If we can find a project that we can work toward – to engage all our members and benefit our District 7020 – then we can consider putting together a Global Grant request. For a Global Grant, we need partners – and we have already two possible partners in Nischal’s Club (E-Club of District 3170) and Rachid’s Club (E-Club of District 9220). We just need to put together a project. Devorath has asked for suggestions, and so far, we have the following:
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A mobile library, preferably in one of our Pen-Pal areas (Haiti/India) (Jamaica/Mauritius) Organic herbs and vegetable garden (Grow/Cook/Eat/Sell/Teach others)
I’ve attached the criteria for a Global Grant below and on the next page so that you can review it and start thinking about how we might proceed. Definitely, a Community Assessment is required in order to put together a viable project – one that is truly required – not just one that we think might be helpful. So, get your thinking caps on – and we can grow as an E-Club in our influence in this world!
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BECOME FAMILIAR WITH OUR CLUBRUNNER WEBPAGE Our ClubRunner website â€“ www.clubrunner.ca/eclubofthecaribbean You will have to log in as follows:
If you do not know your login name and password, please contact me at firstname.lastname@example.org. The public will not see the Members-only information. Down the right side, they will see only the following Site Pages.
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The information available to the public is basic information.
However, when you log in to the site, using your ID and password, you can see â€“ and access â€“ the information for members only. See next page:
Click the link above to Members-only meetings & videos to see the recorded meetings. You can see archived newsletters, our Bylaws, Happy Hour Hangouts, Committee and Board meetings.
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PLEASE COMPLETE THE DISTRICT SURVEY It will take only a few minutes of your time.
December E-Club Newsletter Page 16 of 26 LIST OF OUR COMMITTEES Rotary E-Club of the Caribbean, 7020 at November, 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 – 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 Dimetros This committee should conduct activities associated with the effective operation of the club. Duties will be listed in a Club Administration manual. • Service Projects – Devorath Elcock 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 and others 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 (an ongoing discussion of what this committee will do)
December E-Club Newsletter Page 17 of 26 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.
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
December E-Club Newsletter Page 18 of 26 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
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
December E-Club Newsletter Page 19 of 26 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
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. 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.
ATTENDANCE IS IMPORTANT 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.
December E-Club Newsletter Page 20 of 26 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.
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.
December E-Club Newsletter Page 21 of 26 Our ClubRunner website - www.clubrunner.ca/eclubofthecaribbean Each member should log in and complete your profile. 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
OUR MEMBERS 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17
Wein Dimetros Diana White Paul Amoury Kitty Bucsko Christy Almeida Vincent Wheatley Camille Seaton Lou deLagran Amarylis Davila Keturah deWeever Nadine Alexander Devorath Elcock Mioche Rock Henriette Raccah Denise Hibbert Anita Jourden 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 Planning service projects, both local and international, using club district, and RI resources, and ensuring that promotion is planned
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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
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