Information Newsletter of Rotary E-Club of the Caribbean, 7020 FEBRUARY, 2014
A compilation of information that all our E-Club members should know.
TABLE OF CONTENTS ARTICLE Introduction and Welcome Happy Hour Hangouts & Meeting IDs Monthly Teams Responsibilities of Rotarians Social Networking Information Announcements Activities District Grant Application Pen-Pal Project St. Maarten Community Service District Conference registration information Diana visits India and Nischal Appendix
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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.
February E-Club Newsletter Page 1
Newsletter of Rotary E-Club of the Caribbean, 7020 February 19, 2014 Greetings to all our Rotary E-Club members! February is Rotary World Understanding Month. Rotary turns 109 on February 23. March is Literacy Month! 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.
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.
MEETING IDs Now the HHHs are “recurring meetings.” The ID numbers are the same from week to week. HAPPY HOUR HANGOUT
Wednesdays at 8:00 p.m. Atlantic Time Saturday mornings at 9:00 a.m. Atlantic Time Board meetings
124 429 521 602 689 205 Will be sent out separately
February E-Club Newsletter Page 2 MONTHLY TEAM ARRANGEMENT Team 1 – January Camille Lou Anita Devorath
Team 2 – February Kitty Wein Keturah Denise West
Team 3 – March Amarylis Christy Henriette Denise Hibbert Jacquie
Team 4 – April Paul Mioche Nadine Diana Vincent
Team 1 May Camille Lou Anita Devorath
Team 2 – June Kitty Wein Keturah Denise West
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
SOCIAL NETWORKING All members should be familiar with our ClubRunner webpage:
Our Facebook pages:
The Rotary E-Club Hub on Facebook
Rotarian E-Club Fellowship
February E-Club Newsletter Page 3 ANNOUNCEMENTS MEETINGS WE NEED TO SCHEDULE Please take note of the meetings we need to schedule in the next few days and weeks. If you are responsible for this activity, please set a date so that we can resolve the issues with these activities.
Sergeant-at-arms Butterfly Storybook (marketing) – Prepare video of reactions to the book Member wellness resulting from HHH of February 1 Awards applications (First award application due March 15) PenPal Project – final assessment (end of Rotary year) Bylaws – check Council on Legislation for 2013 Formal twinning/partnership with Rotary E-Club of District 9220 Mobile Library – establish a virtual library used worldwide
Sergeant-at-Arms We are discussing a job description of the Sergeant-at-Arms position for our E-Club. Currently Anita Jourden is our Sergeant-at-Arms. More information will be forthcoming. The idea is to inject some fun and joy into the HHHs. We had a very good discussion about this topic at our recent Board meeting. This information – the description and duties – will become 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.
To start on March 15 for Bylaws and complete March 22.
February E-Club Newsletter Page 4 ACTIVITIES DISTRICT GRANT. For Butterfly Storybook so that we can distribute books in Creole to Haiti Schools. Diana has put together a grant application. We are waiting to hear about the date for a Grant Management Seminar which is necessary for at least two members of our club for 2014-15. Further information will be available as it is learned. INTERNATIONAL PEN-PAL PROJECT. Ongoing and proceeding well. The children paired are shown below - delightful young people from Jamaica, Haiti, India, and Mauritius:
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ST. MAARTEN â€“ COMMUNITY SERVICE. Community Outreach Mentoring and Empowerment International Center (C.O.M.E.) in collaboration with the Rotary Club of St. Martin Sunrise - Presents Adult Literacy Program
Keturah is shown in the center of the photo above â€“ volunteering with Community Service! C.O.M.E Center President, Marva Sam, and Director, Donna Wilson, received learning materials from Rotary President; Angela Gordon. Also in the photo Volunteer Tutors - Keturah, Jay and Seon
C.O.M.E. Center and Rotary Club Sunrise have joined forces to combat illiteracy in St. Martin. ABC (Acquiring Basic Competency) Literacy Program Community Outreach Mentoring and Empowerment International (C.O.M.E.) Center, in collaboration with Rotary Club of St. Martin Sunrise, has recently begun the second year of its
February E-Club Newsletter Page 7 Acquiring Basic Competency Literacy Program on February 4, 2014. Presently, there are twenty (20) persons participating in the program and we are expecting more. This year’s cohort of students is motivated and enthusiastic about the prospect of finally being able to read; becoming functionally literate. They have realized that in order to improve their lives they must improve their literacy skills. For some, enrolling in the program meant overcoming the embarrassment of admitting that they cannot read and write. ABC Literacy program is aimed at persons in the community who would like to improve their literacy skills; reading, writing, comprehension and communication. The program is designed for individuals 18 years and older, and consists of individual and small group sessions. A group of dedicated tutors will provide a one-on-one approach, using a wide range of recognized teaching materials, as well as other materials geared to the student’s particular needs and interest. C.O.M.E. Center and Rotary Club Sunrise have joined forces to combat illiteracy in St. Martin. Our aim is to have every member of our community educated. C.O.M.E. Center would like to thank the Rotary Club Sunrise for their contribution of materials, sponsorship of some students and volunteer tutors. Classes are held every Tuesday and Thursday, from 7:00 - 9:00 pm, at the Center situated in the Maynard Building, opposite FW Vlaun & Son on the Longwall Road, Philipsburg. For more information on Community Outreach Mentoring and Empowerment International (C.O.M.E.) Center, please call 542-2575, 526-4236, 520-0432, 523-0901 or 556-8306 or email: firstname.lastname@example.org
DISTRICT CONFERENCE – 2014 Register: www.DC2014CAYMAN.ky
February E-Club Newsletter Page 8 DIANA IS VISITING INDIA – and meets with Nischal
Above left - From bottom right and counter-clockwise: Rotarian Vipin, Rotarian Nischal, Guest Linda, PDG Diana White, Rotarian Roger White and Rotarian Karen McCarthy At right above – with Rotarian Roger White.
February E-Club Newsletter Page 9
Below - Nischal with Rotarian PDG Diana White, presenting a small token of love to PDG Diana.
Above - Presenting the banner of Rotary E-Club of District 9220 to Diana, along with a booklet of the Rotary E-Club of District 3170 activities.
Above left - Rotarian Karen McCarthy handing over her Rotary Club of Ballarat South Banner to PDG Diana White Above right - Rotarian Vipin, PDG Diana White, Rotarian Karen McCarthy, Guest Linda and Rotarian Roger
February E-Club Newsletter APPENDIX - Page 1 APPENDIX – OUR MEMBERS AT FEBRUARY, 2014 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18
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 Jacquie Heyliger
email@example.com firstname.lastname@example.org email@example.com firstname.lastname@example.org email@example.com firstname.lastname@example.org email@example.com firstname.lastname@example.org email@example.com firstname.lastname@example.org email@example.com firstname.lastname@example.org Mrock3@juno.com email@example.com firstname.lastname@example.org email@example.com firstname.lastname@example.org email@example.com
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.
February E-Club Newsletter APPENDIX - Page 2 • 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)
RESPONSIBILITIES WITHIN THE CLUB …for reference 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
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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
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
February E-Club Newsletter APPENDIX - Page 4 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 (and we are working at the job description specifically for our E-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
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
February E-Club Newsletter APPENDIX - Page 5 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 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.
February E-Club Newsletter APPENDIX - Page 6 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