Welcome to march 2014

Information Newsletter of Rotary E-Club of the Caribbean, 7020 MARCH, 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 Updated Monthly Teams Responsibilities of Rotarians Social Networking Information Announcements DG’s official visit March 29 Awards Updating Bylaws Butterfly Storybook International PenPal project Member Training District Conference, April 29 Treasurer’s Report, March 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.

March E-Club Newsletter Page 1

Newsletter of Rotary E-Club of the Caribbean, 7020 March 15, 2014 Greetings to all our Rotary E-Club members!

March is Rotary Literacy Month. April 29 – May 3 is the District 7020 Conference.

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

www.zoom.us

March E-Club Newsletter Page 2 UPDATED MONTHLY TEAM ARRANGEMENT Pending approval

Team 3 – April Paul Mioche Nadine Diana Vincent Jacquie

Team 1 – May Amarylis Camille Anita Devorath Keturah Denise Hibbert

Team 2 – June Kitty Christy Lou Henriette Denise West Wein

Team 3– July Paul Mioche Nadine Diana Vincent Jacquie

Team 1 – August Amarylis Camille Anita Devorath Keturah Denise Hibbert

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/

March E-Club Newsletter Page 3 ANNOUNCEMENTS District Governor’s Visit – March 29  

All our members should plan to attend the HHH 10:00 a.m. Atlantic Time and 9:00 a.m. Eastern Time.

The Board will meet with the District Governor prior to the full membership.

A notice of what to expect at the Board Meeting with DG on March 29. This won't be a regular Board meeting per se, but a meeting of the Board with the DG. The format will take the following format. All directors should be prepared to make a presentation at the Board meeting.     

Brief welcome from the President Opening remarks of the DG Brief presentation by each committee chair focusing on their achievements and as important challenges General discussion on where the club's main challenges are General discussion of where we see ourselves developing in the longer term.

The committee chair presentations will be interactive with the District Governor, asking and responding to questions that might arise out of the presentations.

The Committee Chairs we have are the following: President Vice President Secretary Treasurer Butterfly Storybook Chair Membership Chair Director, TRF Director, Service Projects PenPal Project Director, Club Administration Director, Member Wellness Director, Youth Sergeant-at-Arms

Kitty Bucsko Paul Amoury Amarylis Davila-Agosto Diana White Camille Seaton Amarylis Davila-Agosto Devorath Elcock Wein Dimetros Lou deLagran Mioche Rock Anita Jourden

March E-Club Newsletter Page 4 Awards   

We have achieved the Zone Public Image award.

We will be submitting the Presidential Citation Application before March 31.

We will be submitting the District Governor’s Award Application before April 15.

Updating our Club Bylaws Sunny greetings to all E-Club members!

At the March Board meeting, it was decided that the club members should review the Club Bylaws in the next few weeks and take note of changes that we should consider making. All changes must be in line with the Rotary International Constitution.

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 The two documents were also sent out by email recently.  

Please take some time to review the current club bylaws.

Send any changes you feel need to be included to Wein by April 16.

The Board will then review and discuss those changes at the Happy Hour hangout of April 19. Wein’s email address is included here: Wein Dimetros weind3@gmail.com Our goal is to make the club the best it can be!

Butterfly Storybook The English version for 2014 is now up on Amazon.com and will be ready for online orders.

We will order roughly 500 copies of the storybook for delivery at the District Conference this year. Our first priority is to get the storybooks to the winners as soon as possible after the District Conference and to focus on sales at the District Conference. Our second priority is to promote the Storybook through the Zone 33/34 Caribbean Partnerhip. Finally, we will tackle marketing to the World.

District Grant. We will apply for a district grant as soon as possible for the Butterfly Storybook so that we can distribute books in Creole to Haiti Schools. We want to make this year’s project a resounding success. PDG Diana has put together the grant application.

March E-Club Newsletter Page 5 International Pen-Pal project Ongoing and proceeding well. The Pen-Pal Project is an excellent opportunity for young children in six countries to truly understand and appreciate their counterparts in other parts of this world.   

Haitian youngsters are learning about youngsters in Mauritius; Indian youngsters are learning about youngsters in Jamaica; St. Croix youngsters are learning about their counterparts in St. Maarten and Ethiopia.

Our members participating here are Denise West from Jamaica, Mioche Rock from Haiti, Devorath from St. Croix, and Wein from Ethiopia. Devorath is leading the project.

Our good friend from the Rotary E-Club of District 3170, Nischal Pandey, is contributing from India. All in all, an excellent project to promote literacy, international understanding and peace, and give the young people a worthwhile outlet as they grow.

Member Training We will schedule an HHH in the near future to train members on ClubRunner and answer any questions you may have.  

See the weekly meeting for March 14 regarding how to navigate through the membersonly pages on www.clubrunner.ca/eclubofthecaribbean Visitors can view the site without logging in. However, if you log in, you can gain access to the “members only” information.

Posted on the site are our monthly club newsletters, the Club-of-the-Month submissions, the Rotary bylaws, and videos of the HHHs, a few committee meetings, and the Board meetings.

DISTRICT CONFERENCE – 2014 Register: www.DC2014CAYMAN.ky

March E-Club Newsletter Page 6 TREASURER’S REPORT – MARCH BOARD MEETING Submitted by PDG Diana White

Activity since last report – All members have paid dues Visitor donations (net)

57.16

Balance of Operating account

1,746.97

Balance of Charitable account

1,577.10

No Receivables Payables – RYLA Jamaica (pending approval)

95.00

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Paddy was driving down the street in a sweat because he had an important meeting and couldn't find a parking place. Looking up to heaven he said, 'Lord take pity on me. If you find me a parking place I will go to Mass every Sunday for the rest of me life and give up me Irish Whiskey!'

Miraculously, a parking place appeared.

Paddy looked up again and said, 'Never mind, I found one.'

March E-Club Newsletter Page 7 APPENDIX – OUR MEMBERS AT MARCH, 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 March 2014 • 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.

March E-Club Newsletter Page 8 • 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

March E-Club Newsletter Page 9   

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

March E-Club Newsletter Page 10 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

March E-Club Newsletter Page 11 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.

March E-Club Newsletter Page 12 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