Information Newsletter of Rotary E-Club of the Caribbean, 7020 JULY, 2013
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Newsletter of Rotary E-Club of the Caribbean, 7020 July 7, 2013 Greetings to all our Rotary E-Club members! 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. CLUB STATUS Our goal is to apply for charter by the end of July, 2013 – and with your help, we can make it happen! IMPORTANT NOTE: Our charter means that current Rotarians, who are currently members of other clubs, can use the one month`s grace period for submission of dues. Delay paying your dues to your current club for one month – and then, by the end of July, when we do apply for charter, your dues can be submitted to the E-Club – rather than the previous club. A current listing of our members is posted at the end of the newsletter. We have a total of 21 members. However, I need to ensure that each and every member on the list has the commitment to join the club and stay with the club for the minimum of the first year – so that we can follow the Four-Way Test with this charter application. To that end, it is essential that each member do the following immediately: 1. Membership fee. Remit your $25 membership fee immediately to Provisional Treasurer Diana White. We need the $25 because we must send a membership fee to RI for each member of the new club. 2. Release from previous club. Request and receive from your previous club a Release indicating that you are “free and clear” of any financial obligation to your previous club. 3. Biography/Classification. Provide the club with a brief biography and photo. We need to register your classification – so we need that information.
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Page 2 of 11 4. Happy Hour Hangout. Attend a minimum of one Happy Hour Hangout so that we can get to know you. We need to chat with you so that you are much more than just a name on our membership roster. The E-Club President and Secretary will follow up with each one of you to complete the registration process. How to remit your $25? Treasurer Diana has sent out invoices to each member. Please click the link in the email. OR Click the links-to-donate on the meeting website – shown below. Either one will achieve the same result.
We can do it! We can be a fully-fledged club by the end of July – with a concerted effort on behalf of all of our members! A list of our current members appears at the end of the newsletter. Let’s make it happen!
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June 2013
Page 3 of 11 CLUB LEADERSHIP Our current provisional executive at July 7: Provisional President Provisional Treasurer Provisional Secretary Provisional Assistant Secretary Provisional Public Image Chair
Kitty Bucsko Diana White Amarylis Davila Lou deLagran Jacquie Heyliger
Goal – With the RI theme, Engage Rotary – Change Lives, our goal is also to ENGAGE every single member of the E-Club. We want you to be involved, and we want you to feel that you are genuinely a part of a very exciting and energetic club. Let us know how you can help the club! SMALL GROUPS for fellowship To that end, we have taken some steps in creating small groups for fellowship and Rotary discussion. We hope that you will communicate via email at least once a week – drop a line to everyone in the group just to stay in touch and to share friendship/fellowship. We also suggest that you consider getting together via Skype to get to know one another. Here are the small groups that I’ve set up right now – and the team leader will be the one who should initiate the communication and try to maintain it for sharing. A simple “Hello. How are you?” on a regular basis can bind us all together! Teams – small groups
Paul, Vincent, Andy, Claude (4) Kitty, Diana, Wein, Nadine, Eustella, Dariana, Tess (7) Amarylis, Carlene, Christy, Denise, Genevieve (5) Lou, Stephanie, Devorath, Jacquie, Camille (5)
Below, are the other positions/responsibilities that we need to assign before we are chartered. All club members will participate in most activities. We encourage our members to take the lead on some of the projects – to chair a committee or “team” – to make the projects a huge success. If you see your name below, please consider the position. If you are not listed, but would like to take on a specific position, please let me know immediately.
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Page 4 of 11 PROVISIONAL LEADERSHIP/RESPONSIBILITY POSITIONS Position President Secretary Treasurer Assistant Treasurer President-elect President-nominee Public Relations Special Projects – Literacy/Water (themes) Membership (engagement and recruitment) Small Groups facilitators Community Service International Service Vocational Service Club Administration Technical/Training The Rotary Foundation (TRF)
Rotarian member Kitty Amarylis Diana Stephanie Paul? ? Jacquie Lou and Paul – others? Camille/Vincent As shown above ? ? Amarylis Kitty, Diana, Amarylis Kitty, Diana Amarylis
Considerations/discussions. A collaborative team may work well for these positions so that we can produce a very effective follow-through from year to year. We are an E-Club and don’t have some of the advantages of another type of club, and yet we have advantages that other clubs do not have because we are an E-club. So, instead of just one individual at a position, a Chair and an Assistant Chair MAY be preferable. That format may help to engage more members within the framework of the club. The Chair of Special Projects will work together with the other Service Chairs to ensure that we follow through with the proposed projects for the year. The overall chair will provide help and guidance and ensure the input of all members of the club. Membership will be charged with keeping our members engaged. What weekly/monthly activities can we participate in as club members so that we can establish bonds with the other members in the club? (Small groups have this goal.) The International and Community Service Directors will work with the Special Projects Chair to proposed and follow through with projects that will serve those communities. Ensure that all members of the club are engaged as much as possible so that we do have a complete club. The Club Administration will ensure that the club meetings – speakers included – are planned and carried out effectively and successfully. A variety of information presented. Make-up certificates issues and kept track of.
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Page 5 of 11 Technical/Training will ensure that we have ongoing information disbursed to the members (training courses online?) so that we can all become knowledgeable about Rotary in many ways – and become better Rotarians. HAPPY HOUR HANGOUTS The HHH is an essential part of providing a meaningful online experience for all our members. Members will be in charge of planning programs or topics of discussion for these onehour informal get-togethers – in the hope of NOTE: Those who have not attended a making them very meaningful for all involved. Happy Hour Hangout should make plans to join us in the near future. We want to have each member commit to attending one Happy Hour Hangout every You will be so happy you did! It will month – so that we can get to know you and become a regular part of your week! you can get to know us. We want to include that provision in our E-Club Bylaws. The small groups have been very productive in planning for how the E-club can move forward. ATTENDANCE – we could achieve 100 per cent! Our E-Club should strive to become a 100 per cent attendance club. The RI attendance requirements are clear – but because we are an eclub¸ it should be possible for every single member to attend the meetings every single week. That is our goal. Our Happy Hour Hangouts (HHH) are set up through GoToMeetings. The details and links are provided at the end of the weekly meeting and also sent out on Fridays when the new weekly meeting is posted. MEETING SOFTWARE One goal is to be organized with Google Hangout. To allow you to do that, each members should register for a gmail email account.
You don’t have to use the gmail account (or change your regular email account) You simply need to have a gmail account if you are going to eventually become part of a Google hangout.
More details will be forthcoming as we make progress with this feature. If I can assist you in any way, please do contact me at ladykitt@gmail.com.
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June 2013
Page 6 of 11 RECRUITMENT We continue to actively recruit new members. If you know someone who has an interest in joining the E-Club, please let us know. BUTTERFLY STORYBOOK – a reminder We printed 250 English copies of our Butterfly Storybook and sold all 250 copies at the District Conference in Tortola. The project was a huge success! We hope to repeat it this coming year – and make it our club’s signature project. We will have to get started about September to make this happen successfully for March, 2014. The book is available online at http://issuu.com/rotary7020/docs/butterfly_e-storybook_2013 The French book is available online: http://issuu.com/rotary7020/docs/e-book_for_printer_fr For our next year – We will consider an earlier start (September?) with this Storybook project and we will hope to produce the Storybook completely (with printed copies) in both languages – French and English. CLUB ADMINISTRATION Board meetings A schedule will be set for Board meetings very quickly. We do need to plan for our chartering and our future. We will be choosing the projects we wish to undertake. We encourage our members to take the lead on some of the projects – to chair a committee or “team” – to make the projects a huge success. Club Bylaws Club Bylaws will be sent out to all members in the near future. Each member will be asked to review and vote on accepting the bylaws for the E-Club. Club Projects We are looking to choose projects that will fit into the Rotary calendar for the year, and to choose projects we can effectively participate in. As a review:
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We will distribute shortly a list of current project ideas with details. We will ask each member to peruse these ideas and choose ones that you will be comfortable participating in – and which ones you could lead as the Project Chair. We encourage all members to participate actively in some way to make these projects a success. Teamwork will make us successful. We all can participate from any location because we are an E-Club.
So far, we have discussed briefly projects that will involve all the clubs in the district:
Membership drive for August - everyone Youth Projects – suggested by Diana Butterfly Storybook – signature project (plans sent out in September?) Foundation Dinner Fundraiser in November - Amarylis Water Project Vocational Month – Amarylis …others
We must move quickly, however. At this point, we’ve decided that many – but not all – of the projects our club will participate in this year will be in the form of “contests” or something similar.
We will encourage participation in our projects by all the clubs in the district. These district-wide projects may become the symbol or characteristic of our E-Club These district-wide projects may prove to be the way that our E-Club can function in the most effective way to help District 7020.
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June 2013
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Provisional Membership List at July 6 With a firm commitment from the newest members, we are ready to apply for our charter! Your remittance of the $25 initial membership fee will confirm your commitment to our E-Club. See the list with names and email addresses on the next page: 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21
Wein Dimetros √ Diana White √ Paul Amoury Kitty Bucsko √ Christy Almeida √ Genevieve Whittaker √ Eustella Fontaine √ Tiawayne (Andy) Anderson √ Vincent Wheatley √ Camille Seaton √ Jacqueline Heyliger √ Lou deLagran √ Amarylis Davila √ Claude Surena √ Nadine Alexander √ Devorath Elcock √ Stephanie Benn √ Carlene Herbert √ Dariana LaPointe Denise Hibbert Tess Monsanto
weind3@gmail.com dianawhite.7020@gmail.com pabs@smbcinc.com ladykitt@gmail.com casgirl3@mac.com wcgconsulting@gmail.com eustella@hotmail.com anderson.tiawayne@gmail.com vwheatley@hotmail.com ceseaton@yahoo.com jjheyliger@yahoo.com jdelagran@sympatico.ca winewriter@gmail.com csurena@gmail.com nalexander239@comcast.net devorath@gmail.com penny@surfbvi.com carleneherbert.rotary@gmail.com darianalapointe@ymail.com denisehibbert@yahoo.co.uk tmonsanto@aol.com
Other names that have been put forward – yet to be confirmed:
ROTARY E-CLUB OF THE CARIBBEAN, 7020
June 2013
Page 9 of 11 FACEBOOK CLOSED GROUP – as a communication tool Please join Facebook, if you have not yet done so. If you have an aversion to Facebook, no need to worry. You need only a very basic membership so that you can join our CLOSED AND PRIVATE Facebook group as below: Re: - https://www.facebook.com/groups/437637996258971/members/ It is very simple to “chat” with someone through the Facebook Closed Group. We should be using it.
Make a BASIC Facebook page and then join the Rotary E-Club closed group. You need do nothing more than that – but that will give you access to the other members of the club – and will be very beneficial for us all. The group is closed so no one else can join unless we allow them. And we would allow only members. If you need help, please contact Kitty at ladykitt@gmail.com.
As a member, you can view the other members of the closed group. You can see if someone is online. If so, and you want to chat, click the name/photo; the chat window opens.
A little message window – live messaging – appears in the bottom right of the screen and you can chat back and forth – real time. Much better than emails back and forth if both are online at the same time. If the member is not currently online, you can leave a message via the chat window for that member to access later.
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June 2013
Page 10 of 11 FINALLY - TESTING YOUR ROTARY IQ Questions on Club Administration The following statements are either True (T) or False (F). Mark the box T or F. 1. A member is counted as attending his/her club’s regular meeting if the member is present for at least 50 percent of that meeting. [ ] 2. Each Club Committee shall have a specific mandate, clearly defined goals and action plans established at the beginning of the year for implementation during the course of the year. [ ] 3. The Club Leadership Plan is the recommended administrative structure for Rotary Clubs. It is based on the best practices of effective clubs and designed to help Clubs meet their goals in each of the 5 Avenues of Service. [ ] 4. The Club President shall be elected as provided in the Club Bylaws, not more that 18 months and not less than 1 month before the day he/she takes office. [ ] 5. Clubs are encouraged to develop a strong membership information program that educates each prospective Rotarian on the benefits and responsibilities of being a Rotarian before the member is inducted. Information about the 3 new member stages (information, invitation, and induction) is found on the www.rotary.org website. [ ] 6. The Club treasurer shall deposit all club funds in a bank, named by the Club Board. The Club budget and all club funds shall be divided into two separate parts: one in respect of club operations and one in respect of charitable/service operations. [ ] 7. A thorough review of all financial transactions of a club by a qualified person shall be made once per year [ ] 8. Each Club pays annual per capita dues to RI for each of its members, other than honorary members; this amount is $26.00 for each half year in 2012-2013. Clubs with less than 10 members pay an amount as though they had 10 members. [ ] 9. Assistant Governors are Rotary International appointees
[ ]
10. The District Trainer must be a Rotarian with training, education and facilitation experience [ ] 11. The official colours of Rotary are royal blue and yellow. [ ] Answers on the next page – scroll down.
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Answers: 1. A member is counted as attending his/her club’s regular meeting if the member is present for at least 50 percent of that meeting. [False ] - 60 per cent 2. Each Club Committee shall have a specific mandate, clearly defined goals and action plans established at the beginning of the year for implementation during the course of the year. [True ] 3. The Club Leadership Plan is the recommended administrative structure for Rotary Clubs. It is based on the best practices of effective clubs and designed to help Clubs meet their goals in each of the 5 Avenues of Service. [True ] 4. The Club President shall be elected as provided in the Club Bylaws, not more that 18 months and not less than 1 month before the day he/she takes office. [False ] ‌not more than 2 years and not less than 18 months. The President-elect must attend PETS. 5. Clubs are encouraged to develop a strong membership information program that educates each prospective Rotarian on the benefits and responsibilities of being a Rotarian before the member is inducted. Information about the 3 new member stages (information, invitation, and induction) is found on the www.rotary.org website. [ True ] 6. The Club treasurer shall deposit all club funds in a bank, named by the Club Board. The Club budget and all club funds shall be divided into two separate parts: one in respect of club operations and one in respect of charitable/service operations. [ True ] 7. A thorough review of all financial transactions of a club by a qualified person shall be made once per year [True ] 8. Each Club pays annual per capita dues to RI for each of its members, other than honorary members; this amount is $26.00 for each half year in 2012-2013. Clubs with less than 10 members pay an amount as though they had 10 members. [True ] 9. Assistant Governors are Rotary International appointees
[False ]
10. The District Trainer must be a Rotarian with training, education and facilitation experience [True ] 11. The official colours of Rotary are royal blue and yellow. [ False ] gold
ROTARY E-CLUB OF THE CARIBBEAN, 7020
Royal Blue and
June 2013
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FOR MORE INFORMATION Email the Provisional President, Kitty ladykitt@gmail.com
ROTARY E-CLUB OF THE CARIBBEAN, 7020
June 2013