rotary e-club of the caribbean, 7020 - newsletter for september

Information Newsletter of

Rotary E-Club of the Caribbean, 7020

SEPTEMBER, 2013

September E-Club Newsletter of 21

TABLE OF CONTENTS

ARTICLE PAGE Welcome 3Board Updates 3Council on Legislation 4Award Criteria Monitors Program 5E-Club Service Committees

Club Service/AdministrationInternational ServiceVocational ServiceYouth ServiceCommunity Service

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1010

Article on Attendance 11New Members’ Package 12Responsibilities of Club groups

BoardSecretaryTreasurerSergeant-at-ArmsTrainer

121213131414

AnnouncementsBoardTo JoinAttendanceKnow the websiteLearning about RotaryDG’s Award Focus

14151516171717

Scheduled Speakers 17Letter from District Governor 18Club-of-the-Month reminder 19Our Members 19Committees and Expectations

Club AdministrationMembershipServiceThe Rotary Foundation (TRF)Public Image

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Newsletter of Rotary E-Club of the Caribbean, 7020

September 12, 2013

Greetings to all our Rotary E-Club members!

Welcome to September – Rotary’s Focus on Youth Month!!(formerly New Generations)

This newsletter will serve to update our club members on the happenings at Rotary E-Club 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 Kitty 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 send Kitty ideas, and through the newsletter everyone will have the opportunity to share their thoughts.

UPDATES FROM THE RECENT BOARD MEETING

Updates from Board meeting of September 11, 2013 - Decisions

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 pre-empt 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. Also, the Bylaws state that, two months before that Annual Meeting, we need to ask for Nominations for the positions. We do need to make that clear and take action right away.

Monthly Teams. The January Team will be rescheduled to October at this late point. The October Team will be rescheduled to January.

Club Dues. Treasurer Diana will send out reminders for dues. TRF is still optional. Dues must be paid immediately.

Sergeant-at-Arms. Sergeant-at-Arms is named – Anita Jourden. Thank you, Anita!


COMMITTEE MEETINGS SCHEDULED – watch for the email with links:

a. Charter Plans. To discuss Charter Plans – Saturday, September 14 at 8:00 a.m. before the HHH.

b. Butterfly Storybook. Butterfly Storybook Project – Friday, September 13 at 3:00 p.m.

c. Fund-raising. Fund-raising – Wednesday, September 25 at 7:00 p.m. before the HHH

NOTE: The Butterfly Storybook is our signature project. We will set plans during the month ofSeptember and distribute the information to the district. We expect submissions to be made in February, and all members will be asked to participate in the review of the submitted stories at that time.

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?

Ways the Council Delegates Empowered Individual ClubsChanges are effective 1 July 2013

Below are some of the key changes developed by the 2013 Council on Legislation delegates to help make Rotary clubs even better.

A Better Club Board

1. The club secretary is now always a member of the board.

2. Serve in your club for at least one year before leading as president unless your governor says you have enough experience to lead the club.

Increase Member Engagement

3. You can participate in club projects or other events and activities for at least 12 hours in each half of the year to receive attendance credit.

COUNCIL ON LEGISLATION NOTES


4. When your age and club years total 85, you are recognized as not having to adhere to attendance rules. (Return to the former 85 rule.)

Increased Membership Prospects

5. Your club can now invite people to be club members who are no longer employed, are active in childcare, or work for their spouse.

Improved Membership Transfers between Clubs

6. If you want to transfer to a different club, request a letter from your former club stating that you have no debts with them. If your former club doesn’t provide this letter within 30 days, your new club will assume that you owe nothing and are free to join their club.

Easier Voting

7. You will get one ballot from your governor that includes all of your votes.

8. Your club selects one person to cast all of its votes at the conference.

9. Your club can concur with only one challenging candidate.

A program for 2013-14 to get everyone “engaged” and to achieve success!

Area Club Award MonitorCommunity Service Awards Criteria WeinFamily of Rotary Awards Criteria Lou and VincentHumanitarian Service through TRF Awards Criteria AmarylisMembership Awards criteria CamillePlanning-Training-Technology Awards Criteria DianaPublic Image Awards Criteria JacquieYouth Service Awards Criteria Paul and Mioche

What is the purpose of these new club positions – the ACMs?

E-CLUB AWARD MONITORS PROGRAM


As is very clear when one looks at the Awards Criteria, someone has to monitor each of these areas so that we can be sure that we cover them all and achieve as much as we possibly can achieve.

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”

Monitoring all aspects of the Awards Criteria is a daunting task. Monitoring one smaller section of the awards criteria is almost manageable.

As a result, I’ve divided the Awards Criteria into separate areas, and I’ve asked individuals to take on that smaller, focused challenge.

The ACMs will

monitor what we have to do to earn the award monitor what we have already accomplished monitor what is yet to be accomplished

The task of monitoring each area is a task unto itself – separate from and complementary to the actual area of focus.

The goal is to ensure that we can qualify for the specific awards. The individual “monitors” can make this possible.

The goal is that everyone within the club can help out in a small area, reducing the overall task for any one individual. A real group/team effort!

Working with a specific area of focus is one thing. Ensuring that our activities and/or projects meet the Awards Criteria set out for that area

is another challenge.

The goal is to “engage” everyone and to become the best club we can be!

You see, if you look at the committee that you may be leading – and you also look at the Awards Criteria – the two are quite different with many different facets. It would be entirely possible, I believe, to do a good job at the specific committee without earning an award. And I don’t want to miss out on that opportunity.

Hence, this ACM program.


LIST OF COMMITTEES

Rotary E-Club of the Caribbean, 7020 at September, 2013

• Membership – Camille SeatonThis 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 HeyligerThis 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 deLagranThis committee should conduct activities associated with the effective operation of the club. Duties will be listed in a Club Administration manual.

• Service Projects – Onage GhaniThis committee should develop and implement educational, humanitarian, and vocational projects that address the needs of its community and communities in other countries.

• Youth Service – Mioche RockThis 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 DavilaThis committee should develop and implement plans to support The Rotary Foundation through both financial contributions and program participation.

• Fundraising – Devorath ElcockThis committee will investigate how to raise money for our administrative needs and for other projects. Members include Amarylis, Henriette and Lou.


Participating in service for the club through Service CommitteesAreas of Service to be considered

As you know - one goal of our E-Club is to have every single member “engaged” and working to achieve in at least one area that will help the E-Club to achieve all the goals that we know we can achieve.

Because we are a very new club, there are still needs that we have, so I’m asking for your support.

If you are a new member without a specific designation, please consider the following areas of service within the club. No one will be working alone. There will be much support from all of our Club members as we work together to become the best we can be.

Service Projects Chair has been designated as Onage Ghanie. However, within the designation of “Service” there are many needs within the club.

Club Service (Wein) International Service Vocational Service Youth Service (Mioche) Community Service

CLUB SERVICE/ADMINISTRATION. We need members to help us with Club Service –and everything that Club Service entails. That would include helping to plan themes for the weekly blog-style meeting. It would mean keeping track of the birthdays/anniversaries of each of our members so that we can celebrate our members on their special days. It would mean helping get others involved in the club meetings (participating, for example, in the Four-Way Test to end each meeting), and so on. It would mean coming up with ideas to improve in every area!

Club Service will also refer to working with ClubRunner to keep our activities up to date on the website, ensuring that the ClubRunner website is the best it can be, and ensuring that all of the jobs we have to carry out are listed in ClubRunner. Some of this work falls to the Secretary –but certainly not all of these jobs fall to the secretary. The more help we have, the better we can become, and the more we can become “engaged.”

URL - www.clubrunner.ca/eclubofthecaribbean

SERVICE COMMITTEESWHAT ARE THEY?


Ensuring that all members are feeling satisfied and fulfilled as part of the E-Club will also be a part of Club Service. Camille is designated as the Chair of the Membership Committee, and can use assistance in this area.

INTERNATIONAL SERVICE. International Service is what it means – planning activities –and coming up with ideas to consider (not necessarily carry out, but to at least consider) where we could help those in other countries. One huge advantage of District 7020 is that, with 10 countries, almost any project we might undertake could be considered “International.”

VOCATIONAL SERVICE. The month of October is designated as Vocational Service month. One of the duties of the Vocational Service Chair would be to help the club understand exactly what Vocational Service is – and to help put together a program that we can submit to Club-of-the-Month for October, promoting Vocational Service.

From rotary.org, the handbook on Vocational Service includes the following:

What is vocational service? If you are an active, engaged Rotarian, you probably view vocational service as a way of life, even if you find it difficult to articulate a clear definition. This handbook can help you gain a better understanding of vocational service and equip you with ideas to help you practice it through your club activities and in your career.

The handbook can be found at http://www.rotary.org/ridocuments/en_pdf/255en.pdf


YOUTH SERVICE. For Youth Service, Mioche has been designated the Chair. But he needs help, because Mioche is also a new Rotarian. Youth Service is any service that is designed to help our youth in District 7020. Certainly, our Butterfly Storybook is a project for, by, and about Youth – and we hope that all of our members will be able to help us carry out this very important project – our E-Club’s signature project.

COMMUNITY SERVICE. We don’t have anyone designated as Chair of Community Service, but the position would involve getting involved in the various communities within District 7020 – actually helping people in our communities. There are many ways we can do this, and having two or three individuals within the club to consider how we might be able to help is a very good first step.

CONCLUSION

In conclusion, please let me hear from you. Consider volunteering for one of these positions – to become the Chair of a Committee or to assist the chair. I will approach you if you do not volunteer because it is essential that every single member in the E-Club will be helping out in some capacity within the club. If you have an interest, please contact me. You won’t be the only one with the interest, and we can put you together with other like-minded individuals within the club.

The development of acquaintance as an opportunity for service… The application of the ideal of service in every Rotarian’s personal, business, and

community life … (and club life…)

Onward and upward – in Rotary Service…

HAPPY HOUR HANGOUTS

Scheduled speakers at HHH this month -

Saturday, September 14 – DGE Paul Brown Wednesday, September 18 – District Disaster Chair, Eric (Busha) Clarke Saturday, September 21 – District EarlyAct Chair, Monica Ramgeet Saturday, September 28 – PDG Diana White


“Your time counts!”By Ben Waira

District Attendance Officer, District 9211 (New Zealand)

The Importance of Regular Attendance

Under the Manual of Procedure, every Club is required to report its monthly attendance to the District Attendance Officer. The attendance report should reach the Attendance Officer not later than the 15th day following the end of the month.

In computing attendance, The Club Attendance Officer should take into account the eligiblemake-ups tendered by the respective members. Please note that a make-up can be used two weeks before or two weeks after the make-up date. Outside those two weeks it is no longer eligible.

Make up is restricted to a maximum of two fellowships; because one must attend at least 50 per cent at his/her own Club.

Early warnings:

Frequent lateness, absence and meeting obligations o Why? Occupation/Business; Career; Family undertakings?

Improvement Plans: o What to look forward to in the weekly meetingso Community Service projects, Trainingso Membership Satisfaction Surveyo Follow-up plans - Buddy Groups, e-Communication, Club Wellness Committee

Purpose: o Determine the trend of interest - Quality o Collect database o Quality - informed Rotarians who are active in their clubs to serve beyond

Attendance works!

ARTICLE - DISTRICT ATTENDANCE (2013-14)


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.

To include in the New Member’s Package – to be printed by each individual member:

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

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

NEW MEMBERS’ PACKAGES

RESPONSIBILITIES WITHIN THE CLUB


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 fo 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

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

OTHER ANNOUNCEMENTS

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.

Happy Hour Hangout. Monthly Teams are planning programs for the HHHs – mostly only Saturday mornings. However, Rotarian Eric “Busha” Clarke from Jamaica is scheduled to join our HHH on Wednesday evening, September 18.

Mark this on your calendars and please plan to attend to support our guest!

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.

ANNOUNCEMENTS


THE E-CLUB BOARD

Position RotarianPresident KittyVice-President PaulIPP n/aPresident-elect To be elected in October, 2013President-nominee To be elected in October, 2013Secretary AmarylisAssistant Secretary LouTreasurer DianaSergeant-at-Arms AnitaDirectors as follows

MembershipClub AdministrationWellness ChairService ProjectsYouthPublic ImageThe Rotary FoundationFund-raisingTraining

CamilleWein (Kitty)LouOnageMiocheJacquieAmarylisDevorathDiana

All you really need to become a vital member of our Rotary E-club of the Caribbean, 7020 is to have

TIME - the time to dedicate to Rotary through the week so that you can join us as a contributing member

INTEREST IN ROTARY - a real interest in Rotary, to promote Rotary’s good works INTEREST IN THE CARIBBEAN - a real interest in the Caribbean, District 7020 COMFORT WITH INTERNET - a comfort level with the Internet so that you can

participate fully with us PARTICIPATION - a willingness and desire to participate fully and to be part of the best

Rotary club


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 [email protected].

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.

LEARNING ABOUT ROTARY

The meeting website – and other of our websites – contain much Rotary information.

Be familiar with your Meeting Website. Along the right-hand side, there are links. Investigate those 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


THE WEBSITE – www.rotaryeclub7020.blogspot.com

The graphic at the left shows two links I wish to emphasize at this point – though there are other links you need to know about as well.

The first is Rotary References link. Clicking the link opens a page that contains many Rotary links.

The second is the District Governor’s Award criteria.

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

Scheduled speakers at HHH this month -

Saturday, September 14 – DGE Paul Brown Wednesday, September 18 – District Disaster Chair, Eric (Busha) Clarke Saturday, September 21 – District EarlyAct Chair, Monica Ramgeet Saturday, September 28 – PDG Diana White

On the next page is a letter from our District Governor, Jeremy Hurst, regarding nominations for the next District Governor (2016-17).


CLUB-OF-THE-MONTH - REMINDER

Month ThemeAugust Membership & PartnershipsSeptember New Generations October Service: Vocational, Community & InternationalNovember The Rotary Foundation December Family and Fellowship January Rotary Awareness February World Understanding & Public Relations March Emphases: Literacy, Health & Hunger, Water

1 Wein Dimetros [email protected] Diana White [email protected] Paul Amoury [email protected] Kitty Bucsko [email protected] Christy Almeida [email protected] Genevieve Whittaker [email protected] Eustella Fontaine [email protected] Tiawayne (Andy) Anderson [email protected] Vincent Wheatley [email protected] Camille Seaton [email protected] Jacqueline Heyliger [email protected] Lou deLagran [email protected] Amarylis Davila [email protected] Claude Surena [email protected] Nadine Alexander [email protected] Devorath Elcock [email protected] Onage Ghanie [email protected] Mioche Rock from Haiti [email protected] Henriette Raccah [email protected] Denise Hibbert [email protected] Anita Jourden [email protected]

OUR MEMBERS


COMMITTEES – RESPONSIBILITIES & EXPECTATIONS…from Rotary International

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 Implementing service projects and involving all members Evaluating all service projects and using the findings to strengthen future service projects

CLUB COMMITTEES


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

rotary e-club of the caribbean, 7020 - newsletter for september

Documents

rotary eclub members

club dues

board updates

new members package

annual meeting

butterfly storybook

youth month

month ofseptember