Information Newsletter of Rotary E-Club of the Caribbean, 7020 MAY, 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 Monthly Teams Responsibilities of Rotarians Our June Schedule Announcements Awards Updating Bylaws Butterfly Storybook – Good news! International PenPal project New RI President, 2014-15 New District Governor, 2014-15 New Club President, 2014-15 Public Image News from RI Rotary Service-Above-Self Award – PDG Diana! Photos from the District Conference 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 May 20, 2014 Greetings to all our Rotary E-Club members! June is Rotary Fellowships Month. What is a Rotary Fellowship? Do you know? 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 7:00 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 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
OUR JUNE SCHEDULE Date Wednesday, June 4 Saturday, June 7 Wednesday, June 11 Saturday, June 14 Wednesday, June 18 Saturday, June 21 Wednesday, June 25 Saturday, June 28
Meeting Regularly scheduled HHH Regularly scheduled HHH Speaker – PDG Vance – Caribbean Partnership No HHH Board Meeting in lieu of the HHH Regularly scheduled HHH Regularly scheduled HHH No HHH Regularly scheduled HHH
March E-Club Newsletter Page 3 UPDATES and ANNOUNCEMENTS Awards 
We have earned the following awards:
Congratulations to everyone!
March E-Club Newsletter Page 4
Updating our Club Bylaws Our goal is to make the club the best it can be! Bylaws – our schedule
Review the bylaws and have your changes submitted to Wein by May 17. Discuss the changes after the HHH on May 24 (and ongoing through email exchange). Have the final document ready for a vote at the board meeting of June 14. After that, the document can be distributed to the entire club for final adoption.
Butterfly Storybook It’s nothing but good news!! We sold 350 copies (printed and taken to the District Conference) of the English version of the Butterfly Storybook. We also have printed copies in French and Haitian Creole for distribution. We will send 20 French storybooks to our Partner E-Club of District 9220 in Mauritius and 20 storybooks in English to our E-Club partner in India – Nischal Pandey.
March E-Club Newsletter Page 5 District Grant. Our application for the District Grant ($3000) has been accepted. We applied for the grant for the Butterfly Storybook so that we can distribute books in Creole to Haiti Schools. It will likely be August or September before we receive any monies. Then, we can proceed with that project. A great success. Our Butterfly Storybook project has become a much wider success this year than last year. USVI. We have agreed to sell 500 of the Butterfly Storybooks to the USVI for their government-sponsored Summer Reading Challenge. The books have been ordered and should arrive in time for their event at Tutu Park Mall in St. Thomas. A label will be added inside the Butterfly books to ensure our recognition. This has turned out to be a great Rotary partnership. Jamaica IRA. We are also partnering with the Jamaica International Reading Association to promote the storybook in Jamaica. Because of this partnership, we hope to apply for another award, and extended marketing benefits, as outlined below. Pearson Foundation Award – Cash for Literacy ($2500)
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How to order the books for yourself Copies are available on Amazon.com for individual purchase:
Volume One – 2013
http://www.amazon.com/The-Butterfly-StoryBook-childrenCaribbean/dp/0615932347/ref=sr_1_2?ie=UTF8&qid=1400605284&sr=82&keywords=the+butterfly+storybook
Volume Two – 2014
http://www.amazon.com/The-Butterfly-StoryBook-CHILDRENCaribbean/dp/1497305713/ref=sr_1_1?ie=UTF8&qid=1400605350&sr=81&keywords=the+butterfly+storybook+2014
Anyone wishing to order sets of 20 or more books should email us at rotaryeclub7020@gmail.com.
March E-Club Newsletter Page 7 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. Finances We are in very good financial shape. We have received printed updates of our financial situation every month from our Treasurer, PDG Diana. The Butterfly Storybook continues to be our excellent fundraiser. The new Rotary International President beginning July 1, 2014, is Gary C.K. Huang
March E-Club Newsletter Page 8 OUR DISTRICT GOVERNOR, 2014-15, IS PAUL BROWN, JAMAICA
Above are Paul and his wife, Kay
THE NEW PRESIDENT OF THE E-CLUB OF THE CARIBBEAN, 7020 IN 2014-15 IS AMARYLIS DAVILA.
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March E-Club Newsletter Page 9 LOGOS AND PUBLIC IMAGE - INFORMATION THAT MAY AFFECT US NEW - ROTARY BRANDING - A CONSISTENT IDENTIFY THROUGH ROTARY
We have a powerful story to tell, and it’s up to all of us to protect, promote, and deliver our message in all of our interactions. By speaking, writing, and designing in a unified voice and look, we ensure that our communications are unmistakably Rotary. Applying a consistent and clear Rotary style in all of our communications is vital to strengthening our image and enhancing our reputation as a world-class organization. These downloadable resources and guidelines allow each club and district to work independently while maintaining a consistent identity throughout the organization. These materials are just the beginning of what we plan to offer. Check back often over the coming months to see what new resources are available to help you tell Rotary’s story. Use these supporting resources to help you apply Rotary’s logo and graphics guidelines. Click the links below: Rotary Brand FAQs Voice and Visual Identity Guidelines Messaging Guidelines Identity at a Glance Ideas Book: Our Identity in Action Quick Start Guide for Club Websites
March E-Club Newsletter Page 10 HIGHLIGHTS FROM THE DISTRICT CONFERENCE
ROTARY SERVICE-ABOVE-SELF AWARD Criteria The nominee must have demonstrated exemplary humanitarian service, in any form and at any level, with an emphasis on personal volunteer efforts and active involvement in helping others through Rotary. Service rendered by the nominee through Rotary must have been on a continuing basis. The award will not be given solely in recognition of one’s performance in an elected or appointed Rotary assignment. PDG Diana White and her husband, Roger, at the District Conference Personal financial contributions to The Rotary Foundation or any individual project are not relevant considerations for this award.
The Rotary International Service Above Self Award is an internationally competitive award granted to a maximum of 150 Rotarians per year who are examples of Service Above Self. Who won the Service-Above-Self award this year for District 7020? Our very own Diana White! What an honour! Congratulations! So very well deserved!
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Above at the District Conference - (l-r) Ketura deWeever, Kitty Bucsko, Diana White, Amarylis Davila, and Henriette Raccah.
March E-Club Newsletter Page 12 APPENDIX – OUR MEMBERS AT MAY, 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
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
March E-Club Newsletter Page 14 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 15 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 16 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