Rotary E-Club of the Caribbean, 7020 - Newsletter for September

Information Newsletter of Rotary E-Club of the Caribbean, 7020 SEPTEMBER , 2013

September E-Club Newsletter Page 2 of 21

TABLE OF CONTENTS ARTICLE Welcome Board Updates Council on Legislation Award Criteria Monitors Program E-Club Service Committees Club Service/Administration International Service Vocational Service Youth Service Community Service Article on Attendance New Members’ Package Responsibilities of Club groups Board Secretary Treasurer Sergeant-at-Arms Trainer Announcements Board To Join Attendance Know the website Learning about Rotary DG’s Award Focus Scheduled Speakers Letter from District Governor Club-of-the-Month reminder Our Members Committees and Expectations Club Administration Membership Service The Rotary Foundation (TRF) Public Image

PAGE 3 3 4 5 7 8 9 9 10 10 11 12 12 12 13 13 14 14 14 15 15 16 17 17 17 17 18 19 19 20 20 20 20 21 21

September E-Club Newsletter Page 3 of 21

Newsletter of Rotary E-Club of the Caribbean, 7020 September 12, 2013 Greetings to all our Rotary E-Club members!

Welcome to September – Rotary’s Focus on Youth Month!! (formerly New Generations) 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.

UPDATES FROM THE RECENT BOARD MEETING Updates from Board meeting of September 11, 2013 - Decisions 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 preempt 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. Also, the Bylaws state that, two months before that Annual Meeting, we need to ask for Nominations for the positions. We do need to make that clear and take action right away.

Monthly Teams. The January Team will be rescheduled to October at this late point. The October Team will be rescheduled to January.

Club Dues. Treasurer Diana will send out reminders for dues. TRF is still optional. Dues must be paid immediately.

Sergeant-at-Arms. Sergeant-at-Arms is named – Anita Jourden. Thank you, Anita! 

September E-Club Newsletter Page 4 of 21 COMMITTEE MEETINGS SCHEDULED – watch for the email with links: a. Charter Plans. To discuss Charter Plans – Saturday, September 14 at 8:00 a.m. before the HHH. b. Butterfly Storybook. Butterfly Storybook Project – Friday, September 13 at 3:00 p.m. c. Fund-raising. Fund-raising – Wednesday, September 25 at 7:00 p.m. before the HHH NOTE: The Butterfly Storybook is our signature project. We will set plans during the month of September and distribute the information to the district. We expect submissions to be made in February, and all members will be asked to participate in the review of the submitted stories at that time.

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?

COUNCIL ON LEGISLATION NOTES Ways the Council Delegates Empowered Individual Clubs Changes are effective 1 July 2013 Below are some of the key changes developed by the 2013 Council on Legislation delegates to help make Rotary clubs even better.

A Better Club Board 1. The club secretary is now always a member of the board.

2. Serve in your club for at least one year before leading as president unless your governor says you have enough experience to lead the club.

Increase Member Engagement 3. You can participate in club projects or other events and activities for at least 12 hours in each half of the year to receive attendance credit.

September E-Club Newsletter Page 5 of 21 4. When your age and club years total 85, you are recognized as not having to adhere to attendance rules. (Return to the former 85 rule.)

Increased Membership Prospects 5. Your club can now invite people to be club members who are no longer employed, are active in childcare, or work for their spouse.

Improved Membership Transfers between Clubs 6. If you want to transfer to a different club, request a letter from your former club stating that you have no debts with them. If your former club doesn’t provide this letter within 30 days, your new club will assume that you owe nothing and are free to join their club.

Easier Voting 7. You will get one ballot from your governor that includes all of your votes.

8. Your club selects one person to cast all of its votes at the conference.

9. Your club can concur with only one challenging candidate.

E-CLUB AWARD MONITORS PROGRAM

A program for 2013-14 to get everyone “engaged” and to achieve success!

Area Community Service Awards Criteria Family of Rotary Awards Criteria Humanitarian Service through TRF Awards Criteria Membership Awards criteria Planning-Training-Technology Awards Criteria Public Image Awards Criteria Youth Service Awards Criteria

What is the purpose of these new club positions – the ACMs?

Club Award Monitor Wein Lou and Vincent Amarylis Camille Diana Jacquie Paul and Mioche

September E-Club Newsletter Page 6 of 21 As is very clear when one looks at the Awards Criteria, someone has to monitor each of these areas so that we can be sure that we cover them all and achieve as much as we possibly can achieve.

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” Monitoring all aspects of the Awards Criteria is a daunting task. Monitoring one smaller section of the awards criteria is almost manageable.

As a result, I’ve divided the Awards Criteria into separate areas, and I’ve asked individuals to take on that smaller, focused challenge.

The ACMs will   

monitor what we have to do to earn the award monitor what we have already accomplished monitor what is yet to be accomplished

The task of monitoring each area is a task unto itself – separate from and complementary to the actual area of focus.  

The goal is to ensure that we can qualify for the specific awards.

The individual “monitors” can make this possible.

The goal is that everyone within the club can help out in a small area, reducing the overall task for any one individual. A real group/team effort!  

Working with a specific area of focus is one thing.

Ensuring that our activities and/or projects meet the Awards Criteria set out for that area is another challenge.

The goal is to “engage” everyone and to become the best club we can be!

You see, if you look at the committee that you may be leading – and you also look at the Awards Criteria – the two are quite different with many different facets. It would be entirely possible, I believe, to do a good job at the specific committee without earning an award. And I don’t want to miss out on that opportunity.

Hence, this ACM program.

September E-Club Newsletter Page 7 of 21

LIST OF COMMITTEES Rotary E-Club of the Caribbean, 7020 at September, 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 – Jacquie Heyliger 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/Lou deLagran This committee should conduct activities associated with the effective operation of the club. Duties will be listed in a Club Administration manual.

• Service Projects – Onage Ghani This committee should develop and implement educational, humanitarian, and vocational projects that address the needs of its community and communities in other countries.

• 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 This committee will investigate how to raise money for our administrative needs and for other projects. Members include Amarylis, Henriette and Lou.

September E-Club Newsletter Page 8 of 21

SERVICE COMMITTEES WHAT ARE THEY? Participating in service for the club through Service Committees Areas of Service to be considered As you know - one goal of our E-Club is to have every single member “engaged” and working to achieve in at least one area that will help the E-Club to achieve all the goals that we know we can achieve.

Because we are a very new club, there are still needs that we have, so I’m asking for your support.

If you are a new member without a specific designation, please consider the following areas of service within the club. No one will be working alone. There will be much support from all of our Club members as we work together to become the best we can be.

Service Projects Chair has been designated as Onage Ghanie. However, within the designation of “Service” there are many needs within the club.     

Club Service (Wein) International Service Vocational Service Youth Service (Mioche) Community Service

CLUB SERVICE/ADMINISTRATION. We need members to help us with Club Service – and everything that Club Service entails. That would include helping to plan themes for the weekly blog-style meeting. It would mean keeping track of the birthdays/anniversaries of each of our members so that we can celebrate our members on their special days. It would mean helping get others involved in the club meetings (participating, for example, in the Four-Way Test to end each meeting), and so on. It would mean coming up with ideas to improve in every area!

Club Service will also refer to working with ClubRunner to keep our activities up to date on the website, ensuring that the ClubRunner website is the best it can be, and ensuring that all of the jobs we have to carry out are listed in ClubRunner. Some of this work falls to the Secretary – but certainly not all of these jobs fall to the secretary. The more help we have, the better we can become, and the more we can become “engaged.”

URL - www.clubrunner.ca/eclubofthecaribbean

September E-Club Newsletter Page 9 of 21 Ensuring that all members are feeling satisfied and fulfilled as part of the E-Club will also be a part of Club Service. Camille is designated as the Chair of the Membership Committee, and can use assistance in this area.

INTERNATIONAL SERVICE. International Service is what it means – planning activities – and coming up with ideas to consider (not necessarily carry out, but to at least consider) where we could help those in other countries. One huge advantage of District 7020 is that, with 10 countries, almost any project we might undertake could be considered “International.”

VOCATIONAL SERVICE. The month of October is designated as Vocational Service month.

One of the duties of the Vocational Service Chair would be to help the club understand exactly what Vocational Service is – and to help put together a program that we can submit to Club-ofthe-Month for October, promoting Vocational Service.

From rotary.org, the handbook on Vocational Service includes the following: What is vocational service? If you are an active, engaged Rotarian, you probably view vocational service as a way of life, even if you find it difficult to articulate a clear definition. This handbook can help you gain a better understanding of vocational service and equip you with ideas to help you practice it through your club activities and in your career.

The handbook can be found at http://www.rotary.org/ridocuments/en_pdf/255en.pdf

September E-Club Newsletter Page 10 of 21 YOUTH SERVICE. For Youth Service, Mioche has been designated the Chair. But he needs help, because Mioche is also a new Rotarian. Youth Service is any service that is designed to help our youth in District 7020. Certainly, our Butterfly Storybook is a project for, by, and about Youth – and we hope that all of our members will be able to help us carry out this very important project – our E-Club’s signature project.

COMMUNITY SERVICE. We don’t have anyone designated as Chair of Community Service, but the position would involve getting involved in the various communities within District 7020 – actually helping people in our communities. There are many ways we can do this, and having two or three individuals within the club to consider how we might be able to help is a very good first step.

CONCLUSION In conclusion, please let me hear from you. Consider volunteering for one of these positions – to become the Chair of a Committee or to assist the chair. I will approach you if you do not volunteer because it is essential that every single member in the E-Club will be helping out in some capacity within the club. If you have an interest, please contact me. You won’t be the only one with the interest, and we can put you together with other like-minded individuals within the club.  

The development of acquaintance as an opportunity for service…

The application of the ideal of service in every Rotarian’s personal, business, and community life … (and club life…)

Onward and upward – in Rotary Service…

HAPPY HOUR HANGOUTS Scheduled speakers at HHH this month    

Saturday, September 14 – DGE Paul Brown Wednesday, September 18 – District Disaster Chair, Eric (Busha) Clarke Saturday, September 21 – District EarlyAct Chair, Monica Ramgeet Saturday, September 28 – PDG Diana White

September E-Club Newsletter Page 11 of 21

ARTICLE - DISTRICT ATTENDANCE (2013-14) “Your time counts!”

By Ben Waira District Attendance Officer, District 9211 (New Zealand) The Importance of Regular Attendance Under the Manual of Procedure, every Club is required to report its monthly attendance to the District Attendance Officer. The attendance report should reach the Attendance Officer not later than the 15th day following the end of the month.

In computing attendance, The Club Attendance Officer should take into account the eligible make-ups tendered by the respective members. Please note that a make-up can be used two weeks before or two weeks after the make-up date. Outside those two weeks it is no longer eligible.

Make up is restricted to a maximum of two fellowships; because one must attend at least 50 per cent at his/her own Club.

Early warnings: 

Frequent lateness, absence and meeting obligations o Why? Occupation/Business; Career; Family undertakings?



Improvement Plans: o What to look forward to in the weekly meetings o Community Service projects, Trainings o Membership Satisfaction Survey o Follow-up plans - Buddy Groups, e-Communication, Club Wellness Committee



Purpose: o Determine the trend of interest - Quality o Collect database o Quality - informed Rotarians who are active in their clubs to serve beyond



Attendance works!

September E-Club Newsletter Page 12 of 21

NEW MEMBERS’ PACKAGES 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.

To include in the New Member’s Package – to be printed by each individual member:     

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

RESPONSIBILITIES WITHIN THE CLUB 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

September E-Club Newsletter Page 13 of 21   

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 fo 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

September E-Club Newsletter Page 14 of 21 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

ANNOUNCEMENTS OTHER ANNOUNCEMENTS 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.

Happy Hour Hangout. Monthly Teams are planning programs for the HHHs – mostly only Saturday mornings. However, Rotarian Eric “Busha” Clarke from Jamaica is scheduled to join our HHH on Wednesday evening, September 18.

Mark this on your calendars and please plan to attend to support our guest!

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.

September E-Club Newsletter Page 15 of 21 THE E-CLUB BOARD Position President Vice-President IPP President-elect President-nominee Secretary Assistant Secretary Treasurer Sergeant-at-Arms Directors as follows Membership Club Administration Wellness Chair Service Projects Youth Public Image The Rotary Foundation Fund-raising Training

Rotarian Kitty Paul n/a To be elected in October, 2013 To be elected in October, 2013 Amarylis Lou Diana Anita Camille Wein (Kitty) Lou Onage Mioche Jacquie Amarylis Devorath Diana

All you really need to become a vital member of our Rotary E-club of the Caribbean, 7020 is to have     

TIME - the time to dedicate to Rotary through the week so that you can join us as a contributing member INTEREST IN ROTARY - a real interest in Rotary, to promote Rotary’s good works INTEREST IN THE CARIBBEAN - a real interest in the Caribbean, District 7020 COMFORT WITH INTERNET - a comfort level with the Internet so that you can participate fully with us PARTICIPATION - a willingness and desire to participate fully and to be part of the best Rotary club

September E-Club Newsletter Page 16 of 21 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 ladykitt@gmail.com.

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.    

Be familiar with your Meeting Website.

Along the right-hand side, there are links.

Investigate those 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

September E-Club Newsletter Page 17 of 21 THE WEBSITE – www.rotaryeclub7020.blogspot.com

The graphic at the left shows two links I wish to emphasize at this point – though there are other links you need to know about as well.

The first is Rotary References link. Clicking the link opens a page that contains many Rotary links.

The second is the District Governor’s Award criteria.

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

Scheduled speakers at HHH this month    

Saturday, September 14 – DGE Paul Brown Wednesday, September 18 – District Disaster Chair, Eric (Busha) Clarke Saturday, September 21 – District EarlyAct Chair, Monica Ramgeet Saturday, September 28 – PDG Diana White

On the next page is a letter from our District Governor, Jeremy Hurst, regarding nominations for the next District Governor (2016-17).

September E-Club Newsletter Page 18 of 21

September E-Club Newsletter Page 19 of 21 CLUB-OF-THE-MONTH - REMINDER Month August September October November December January February March

Theme Membership & Partnerships New Generations Service: Vocational, Community & International The Rotary Foundation Family and Fellowship Rotary Awareness World Understanding & Public Relations Emphases: Literacy, Health & Hunger, Water

OUR MEMBERS 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 Onage Ghanie Mioche Rock from Haiti Henriette Raccah Denise Hibbert Anita Jourden

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 onagewill@gmail.com Mrock3@juno.com hraccah@gmail.com denisehibbert@yahoo.co.uk ajourden@yahoo.com

September E-Club Newsletter Page 20 of 21

CLUB COMMITTEES COMMITTEES – RESPONSIBILITIES & EXPECTATIONS …from Rotary International 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 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

September E-Club Newsletter Page 21 of 21 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