Information Newsletter of Rotary E-Club of the Caribbean, 7020 JANUARY, 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 January Schedule Gala Program Monthly Teams Responsibilities of Rotarians Social Networking Information Announcements Board Meetings Butterfly Storybook Project District Survey Visioning Sergeant-at-Arms Updating our Bylaws New Activities Global & District Grants Twinning/Partnering Current Projects update Our Members at January, 2014 Our Club Committees Responsibilities of the Club Positions Responsibilities of Club Committees
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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.
January E-Club Newsletter Page 1
Newsletter of Rotary E-Club of the Caribbean, 7020 January 17, 2013 Greetings to all our Rotary E-Club members! Welcome to January – The Rotary Awareness month February will be Rotary World Understanding 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
ID NUMBER
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
January E-Club Newsletter Page 2 JANUARY SCHEDULE January 4 January 11 January 18 January 24 January 25
Rotary Trivia Board meeting Regular HHH with Rotary information Charter Gala posted for the next week DG Jeremy plus others expected
February schedule will be announced and posted as soon as possible. GALA PROGRAM – Week of January 24 through January 30 Introduction – Charter President, Kitty When you start with Rotary - Rotary Anthem Our E-Club Remarks – PDG Vance Lewis Remarks - PDG Diana White A wee smile E-Club “This Close” video PolioPlus update Introduction of Guest Speaker – Vice-President, Paul Guest Speaker – PRID Barry Rassin Musical Interlude Introduction of District Governor – AG Manoj Ramchandani Address – DG Jeremy Hurst Formal Induction Toast to Rotary International – Secretary, Amarylis Final Words – President, Kitty Rotary Four-Way Test – Dr. Bob Scott - Chairman International PolioPlus Committee
January E-Club Newsletter Page 3 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:
www.clubrunner.ca/eclubofthecaribbean
Our Facebook pages:
https://www.facebook.com/rotaryeclubofthecaribbean7020?ref=hl (public)
https://www.facebook.com/groups/437637996258971/ (closed)
The Rotary E-Club Hub on Facebook
https://www.facebook.com/groups/121300487890858/?fref=ts
Rotarian E-Club Fellowship
http://rotarianeclubfellowship.wordpress.com/register-here/
January E-Club Newsletter Page 4 ANNOUNCEMENTS Board Meetings Board meetings will be scheduled for the second Saturday of each month. Butterfly Storybook The Butterfly Storybook is our signature project. It covers several areas: Youth, Literacy, International, and Fund-raising.
All members are expected to participate in this project. Devorath has volunteered to take on the job of Marketing this project! Excellent!
District Survey Have you completed the district survey yet? http://www.websurveymaster.com/s/TELLUS7020 Visioning – What will we look like as an E-Club in 2019? I keep promising that I will send out a “Visioning Questionnaire” which will ask questions about where you see our club in a few years’ time. The topic may be more appropriate for May – so I will defer until that time. In the meantime, however, we can all think about the following for the future – say, five years hence:
What will we have accomplished as an E-Club in five years? What programs will be in place in five years? What will we be best known for in the District in five years? What will be our greatest success? (Or will there be several great successes?)
Your help with this process will be an important factor in determining what successes we can achieve as a Rotary Club and, more importantly, as an effective E-Club. 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.
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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:
http://issuu.com/rotary7020/docs/bylaws_draft_2013_at_july_30
Below is the link for the updated Recommended Rotary Club Bylaws at August 30, 2013
http://issuu.com/rotary7020/docs/aug-30-2013-recommended-club-bylaws
We will have to look at the Recommended Bylaws and make adjustments and revisions to our current bylaws to comply with the Rotary guidelines. NEW ACTIVITIES DISTRICT GRANT – for Butterfly Storybook so that we can distribute books in Creole to Haiti Schools. We hope to partner with the Rotary Club of Les Cayes in Haiti to help us with the distribution. Deadline for application is March 1. PDG Diana is working to put this together and we will present it to the club. GLOBAL GRANT – for possible Mobile Library. A global grant can be applied for at any time. We need international partners for this project, but D7020 has an advantage with 10 international countries within our district. 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. Kitty, Amarylis, and Nadine will form the team responsible for communicating with the team from Rotary E-Club of District 9220. 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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January E-Club Newsletter Page 7 CURRENT PROJECT UPDATES The Butterfly Storybook. Ongoing currently. Our signature project.
All members have been 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. Devorath has volunteered to take on the Marketing tasks.
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.) NEW MEMBERS’ PACKAGES – DIGITAL DOCUMENTS These packages – and the Rotary pins – will be sent out very soon to coincide with our Charter Gala Celebration. Our Charter Gala will be posted on January 24 (Friday) and will run for a week. The Happy Hour Hangout on Saturday, January 25 will have some invited guests – DG Jeremy Hurst, AG Manoj Ramchandani, PRID Barry Rassin, and PDG Vance Lewis, along with our own PDG Diana White.
January E-Club Newsletter Page 8 OUR MEMBERS AT JANUARY, 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
weind3@gmail.com dianawhite.7020@gmail.com pabs@smbcinc.com ladykitt@gmail.com casgirl3@mac.com vwheatley@hotmail.com ceseaton@yahoo.com jdelagran@sympatico.ca winewriter@gmail.com kdeweever@gmail.com nalexander239@comcast.net devorath@gmail.com Mrock3@juno.com hraccah@gmail.com denisehibbert@yahoo.co.uk ajourden@yahoo.com chaidew@hotmail.com jjheyliger@yahoo.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.
January E-Club Newsletter Page 9 • 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
January E-Club Newsletter Page 11 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
January E-Club Newsletter Page 12 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
January E-Club Newsletter Page 13 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 ************ The latest club visitor banner submitted is shown below – Grand Cayman Central. (This one is No. 14!) All the banners we have received can be viewed on our Website.