Welcome to october

Information Newsletter of

Rotary E-Club of the Caribbean, 7020

OCTOBER, 2013

October E-Club NewsletterPage 2 of 21

TABLE OF CONTENTS

ARTICLE PAGE Welcome 3Happy Hour Hangouts – October 3Responsibilities of Members 4Updates from the Board meeting

Board MeetingsElectionsMonthly TeamsDuesCharter Gala PlansNew MembersButterfly Storybook ProjectDecision required “Our Community”District 7020 Yellow PagesTemplates for Notification LettersProgress check QuestionnaireVisioning Questionnaire (Watch for it!)Service ProjectsMember Passport

4

5

6

7

Award Criteria Monitors 8Club Committees 9Object of Rotary 10New Members Packages 10Responsibilities of Members 11Other Announcements and Reminders 13E-Club Board of Directors 13Attendance is Important 14Know your website 14Learning About Rotary 15DG’s Award Focus 16COTM 16Our members 17Our committees 18District Survey 21


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 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 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 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. 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.


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?


“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


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!


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 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

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.

E-CLUB AWARD MONITORS PROGRAM


LIST OF OUR COMMITTEES

Rotary E-Club of the Caribbean, 7020 at October, 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.

• Club Wellness – Lou deLagranThis committee should develop and implement ways to help keep our members happy and contributing to the success of our E-Club.

• 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.

• Sergeant-at-Arms – Anita Jourden


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

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

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 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 RotarianPresident KittyVice-President PaulIPP n/aPresident-elect (for 2014-15) To be elected in October, 2013President-nominee (for 2015-16) 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

ANNOUNCEMENTS


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.

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.


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 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

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.


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


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] Keturah deWeever [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] Denise West [email protected]

A Very Warm Welcome to our newest member – Denise West!

OUR MEMBERS


COMMITTEES – RESPONSIBILITIES & EXPECTATIONS…from Rotary International

Service Projects/Committees. A review of what each area of service can achieve within our E-Club 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

CLUB COMMITTEES


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


PLEASE COMPLETE THE DISTRICT SURVEY

It will take only a few minutes of your time.

Click this link

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