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PreP E T S D6990 2010
- 1. Presidents Elect Training Seminar Preparation Rotary International District 6990 February 2010
- 2. Agenda RI Theme and Goals Rotary Beyond the Club Leadership Strategic Planning/Info Sources and Planning Aids Effective Meetings Communication/PR How to Prep for PETS
- 3. Pre-PETS Training 2010-11District 6990 Rotary International Theme and Goals
- 4. Objectives Learn about RI’s strategic goals and priorities and how they were determined Discuss the relevancy of the goals and how they apply to D6990
- 5. RI Strategic Goals Support and strengthen clubs Focus and increase humanitarian service Enhance public image and awareness
- 6. Survey of 14,000 Rotarians worldwide about the organization’s priorities Focus groups to assess Rotary’s image in different countries Detailed analysis of Rotary’s strengths, weaknesses, opportunities, and challenges Consideration of findings in relation to the organization’s mission, vision, and strategic priorities
- 9. And coming up next is…..
- 10. Pre-PETS Training 2010-11District 6990 Rotary Beyond the Club
- 11. Objectives Learn about the organization of Rotary International Understand the district leadership
- 12. Rotary Beyond The Club Basic Element of Rotary is the Club 33,500+ Clubs
- 13. Rotary International District 6990 Southeast Florida & The Florida Keys, USA and Grand Bahama Island, Commonwealth of the Bahamas
- 14. D6990 is part of Zone 34
- 17. Rotary International Board of Directors 17 directors + RI President + RI President-Elect Director John Smarge will serve 2010-12 John is from D6960 with a classification of “Moving and Storage”. He can be reached at: johnsmarge@raythemover.com
- 18. TRF Board of Trustees Chair 2010-11: Carl-Wilhelm Stenhammer Past RI President from Sweden Vice Chair: John Germ 12 Trustees General Secretary Ed Futa
- 19. The Secretariat RI Headquarters (USA) + 7 international offices: Argentina Australia Brazil India Japan Korea Switzerland Rotary International of Great Britain and Ireland (RIBI) located in England 650 staff working worldwide to serve Rotarians and Rotary Clubs
- 20. District Leadership District Governor Lee Phares 2009-2010 leephares@earthlink.net 954-492-8254
- 21. District Leadership District Governor Doug Maymon 2010-2011 dougmaymon@bellsouth.net 954-249-8489
- 22. District Leadership District Governor Todd Dayton 2011-12 GovernorTodd@gmail.com 954-830-0979
- 23. District Leadership District Governor Ted Eldredge 2012-13 teldredge@wlrn.org 305-995-2206
- 24. District Leadership Team Chief of Staff Debbie Maymon demaymon@amilink.com 954-389-9292 (O)
- 25. District Leadership Team Director of Club Operations Ellen Blasi eblasi@yahoo.com 305-479-8118
- 26. District Leadership Team District Secretary Pat Hornsby patshorthornsby@bellsouth.net 954-341-2109 (O)
- 27. District Leadership Team District Treasurer Fred Sadoff fred@sadoffcpa.com 954-385-3332 (O)
- 28. District Leadership Team District Trainer Marcy Ullom marcy@miami.edu 305-284-3997 (O)
- 29. Assistant Governors As an added Resource Eleven Associate Assistant Governors for FoundationEleven Associate Assistant Governors for Membership
- 30. Assistant Governor Central Miami – Harlan Beck hbeck8181@msn.com 305-471-7761 (O) Rotary Club of Doral Rotary Club of Hialeah-Miami Springs Rotary Club of Miami Airport Rotary Club of Miami Granada
- 31. Assistant Governor Northern Miami-Dade – Andrew Burnstine Aburnstine@aiufl.edu 954-708-0720 (O) Rotary Club of Allapattah Rotary Club of Miami Shores Rotary Club of North Dade Rotary Club of Miami Lakes
- 32. Assistant Governor Eastern Miami – Ted Eldredge teldredge@wlrn.com 305-995-2206 (O) Rotary Club of Miami Rotary Club of Key Biscayne Rotary Club of Miami Beach Rotary Club of Coconut Grove Rotary Club of Miami Brickell
- 33. Assistant Governor Southwest Miami – Ed Fischer ed@speakoutinc.com 305-669-1449 Rotary Club of Coral Gables Rotary Club of South Miami Rotary Club of Miami Dadeland-Pinecrest Rotary Club of Miami Sundown
- 34. Assistant Governor South Dade-Upper Keys – Michael Mayer keysmike@keysmike.com 305-852-0668 (H) Rotary Club of Perrine-Cutler Ridge/Palmetto Bay Rotary Club of Homestead Rotary Club of Key Largo Rotary Club of Upper Keys Rotary Club of Miami Metrozoo
- 35. Assistant Governor Greater Fort Lauderdale -- Richard McEwan richard@mcewan.com 954-818-0898 (O) Rotary Club of Fort Lauderdale Rotary Club of Fort Lauderdale Beach Rotary Club of Fort Lauderdale/Cypress Creek Rotary Club of Fort Lauderdale North Rotary Club of Fort Lauderdale South
- 36. Assistant Governor Northwest-Western Broward – Drew Monaghan 1031guy@mail.com 877-567-1031 (O) Rotary Club of Coral Springs Rotary Club of Coral Springs-Parkland Rotary Club of Plantation Rotary Club of Weston
- 37. Assistant Governor Northeast Broward – Shane Moore donna@bromfield.tv 954-566-8369 (O) Rotary Club of Deerfield Beach Rotary Club of John Knox Village Rotary Club of Oakland Park Rotary Club of Pompano Beach Rotary Club of Pompano Beach-Lighthouse
- 38. Assistant Governor South Broward—North Dade – Nick Coffin ropinnick@yahoo.com 954-434-7888 (O) Rotary Club of Davie/Cooper City Rotary Club of Hallandale Beach-Aventura Rotary Club of Hollywood Rotary Club of Miramar-Pembroke Pines Rotary Club of Opa-locka & Miami Gardens
- 39. Assistant Governor Lower Keys – Manny Madruga Manny.madruga@gmail.com 305-292-3410 (O) Rotary Club of Big Pine & Lower Keys Rotary Club of Key West Rotary Club of Key West Sunrise in the Conch Republic Rotary Club of Marathon Rotary Club of Sunset Key West
- 40. Assistant Governor GBI – Steven Dillet smdillet@batelnet.bs 242-352-6057 (O) Rotary Club of Freeport Rotary Club Grand Bahama Sunrise Rotary Club of Lucaya
- 41. District Committees The Rotary Foundation Alumni Annual Giving Educational Grants and Scholarships Group Study Exchange Major & Planned Gifts Matching Grants/District Simplified Grants Paul Harris Society Awards and Citations Caribbean Partnership
- 42. District Committees Continuity and Governance District Conference District Sergeants-at-Arms Family of Rotary Haiti Earthquake Committee Haiti Initiative Task Force Youth Services Interact Rotaract Youth Exchange RYLA
- 43. District Committees Nominating Public Relations R2R Business Directory Rotary Leadership Institute Strategic Planning Committee Water Resource Committee
- 44. And coming up next is…..
- 45. Pre-PETS Training 2010-11District 6990 The Responsibility of Leadership
- 46. Objectives Identify Best Practices of an Effective Pres. Discuss the Club Leadership Plan as a ‘best practice’ Understand the relationship between the CLP, the 4 Avenues of Service and the Object of Rotary Discuss specific activities to engage membership
- 47. Best Practices of an Effective President
- 49. Involve all club members in activities and fellowship
- 50. Maintain open lines of communication
- 51. Ensure continuity in leadership
- 53. Purpose The Club Leadership Plan helps clubs increase their ability to meet their goals in each Avenue of Service.
- 54. Overview of CLP Provides a list of best practices Can be implemented at any time Supported by the Recommended Rotary Club Bylaws Includes simplified list of standing club committees that are supported by the district structure
- 55. Recommended Committees Club Board Club Board Club Administration Membership Club Public Relations Service Projects The Rotary Foundation Four Avenues of Service Club, Vocational, Community, International
- 56. Benefits Continuity in projects and decision making Consensus for decision making and goal setting Increased ability to achieve service goals A larger and stronger field of club leaders Succession planning for club leadership Involves all club members in club activities
- 58. Use the Planning Guide for Effective Rotary Clubs to set annual goals that are in harmony with your club’s long-range goals.
- 59. Conduct club assemblies that involve members in the planning process and keep them informed of Rotary activities.
- 61. Best Practices (cont) Develop a comprehensive training plan that ensures Club leaders attend district training meetings Orientation is provided for new members Ongoing educational opportunities for current members Leadership skills development program for all members
- 62. A Little History…. The Object of Rotary is to encourage and foster the ideal of service as a basis of worthy enterprise and, in particular, to encourage and foster:
- 63. 1. The development of acquaintance as an opportunity for service High ethical standards in business and professions; the recognition of the worthiness of all useful occupations; and the dignifying of each Rotarian’s occupation as an opportunity to serve society The application of the ideal of service in each Rotarians’ personal, business, and community life The advancement of international understanding, goodwill, and peace through a world fellowship of business and professional persons united in the ideal of service
- 64. Purpose of the District The activities and organization of a Rotary district shall exist solely to help the individual Rotary Club advance the Object of Rotary. Manual of Procedure
- 65. Role of the District
- 66. Role of the District Governor Official representative of Rotary International Resource Identification Neutral party to assist in problem solving YOUR Advocate
- 67. District Support Club District Membership Membership Public Relations Public Relations Administration Assistant Governor Service Projects Literacy, Youth, etc Foundation TRF
- 68. Opportunities for Education and Training Rotary Leadership Institute Club Leadership Forum (a/k/a District Assembly) District Newsletter The Rotarian Rotary Moments TRF – Information from the Foundation Committee RI International Convention Opportunities for assistance from District Trainer
- 69. Our goal…. To help you be successful
- 70. And coming up next is…..
- 71. Pre-PETS Training 2010-11District 6990 Getting to there from here: Strategic Planning
- 73. Review the resources available for planning
- 75. You must have long term goals (vision) to keep you from being frustrated by short term failures. ………Charles C. Noble
- 76. Getting Started…. What are key factors to consider as you begin to put together a strategic plan?
- 79. Determine key values of your club
- 86. Manual of Procedure (MOP)
- 87. Calendar
- 88. DaCdb
- 90. Without goals and plans to reach them, you are like a ship that has set sail with no destination. -----Fitzhugh Dodson
- 91. And coming up next is…..
- 92. Pre-PETS Training 2010-11District 6990 Examining Effective Meetings
- 93. Objectives Identify the (3) elements of a meeting Develop a list of effective characteristics of a meeting Discuss how to facilitate a meeting Review how to handle ‘meeting busters’
- 94. “If you had to identify, in one word, the reason why the human race has not achieved and never will achieve, its full potential, that word would be “meetings”. …………Dave Barry
- 98. Communication and Public Relations Pre-PETS Training 2010-11District 6990
- 99. Telling the Rotary Story: Effective Communication and Public Relations
- 100. Objectives Discuss the importance of both internal and external communication about your Rotary Club and its activities To understand the resources available through both Rotary International and District 6990 Discuss the importance of public relations and marketing about Rotary in your community
- 101. “ In the promotion of understanding, it is important to reach large numbers – non-Rotarians as well as Rotarians – and you cannot reach large numbers privately.” Paul Harris, founder of Rotary
- 102. What are barriers to effective communications?
- 103. Let’s look at resources….
- 105. Communication Tools Club Newsletters “Hail to the Presidents” Email blasts (club and district)* District Directory District Newsletter District and Club Database RI website (www.rotary.org) D6990 website (www.ri6990.org)
- 106. www.RI6990.org
- 107. DaCdbDistrict and Club database
- 108. www.rotary.org
- 109. RI Public Relations
- 110. Facebook.com
- 111. YouTube.com
- 113. So now what… Appoint a PR Chair for your club Register them for the Club Leadership Forum Determine your story and tell it!!
- 114. And coming up next is…..
- 115. Pre-PETS Training 2010-11District 6990 All Florida Presidents Elect Training Seminar: Getting Ready
- 117. Assistant Governors
- 118. Trainers
- 119. Governor Corps
- 120. Operations Committee
- 122. (4) District Breakout Sessions
- 123. Fellowship (lots!!)
- 124. House of Friendship and Vendors
- 126. Study the Presidents Manual
- 127. Complete the Goals forms with your Board of Directors (TRF/Membership Goals)
- 128. Come prepared to learn and…
Notas del editor
- Discussion about the theme; how it applies to what clubs do; meaning, etc.
- Review and ask question:How do you think RI came up with these 3 strategic initiatives? Do this before moving to next slide.
- Keep these processes in mind as we move forward. How might you use them in learning more about your club and its role in your community?
- Discussion about the relevancy of these goals. Do you see other goals that RI should consider?Since District is there to support the clubs, open the discussion for “how” these goals can be implemented in our own district.
- Can anyone describe our district – geographically? #s of clubs in district? #s of Rotarians?One of 531 districts in the worldIncludes Broward, Miami-Dade, Monroe and GBI
- 34 Zones in the world; we are in Zone 34 and partner with Zone 33, which is composed of 29 districts including the Caribbean (next slide) Point out the 8 districts in Florida – important for them re: PETS
- Does anyone know the difference between the Board of Directors and the Board of Trustees? RI Board of Directors are: selected by the Zone(s); set policy, develops a theme and establishes the emphasis for the year RI Board of Trustees is appointed by the RI president with the agreement of the RI Board. They manage all business of the FoundationVice Chair John Germ will be speaking at the All Florida PETS in Orlando
- Where is RI headquartered?What is the role of RIBI? RIBI serves the clubs and districts of that region
- Do you know what the role of the Asst Gov is?AAG for Foundation?AAG for Membership?How do you think you can use these individuals to help you and your club?
- I think we ought to have them shout out/raise hand when they have identified their AG, to make sure we’ve got everything covered.
- There are numerous Committee Chairs to manage the efforts of the district. Their role is to be a resource for the clubs and Rotarians, as well as to provide leadership in potential overall district-wide activities related to their committee.These committee chairs and contact information will be found in the District Directory.PEs should scan these slides just to be aware of the opportunities.
- Encourage you and your club members to become active in these committees.
- Brainstorm what an effective president would do.
- Does everyone know what a club assembly is? How often does their club have a club assembly? How have they used club assemblies?Suggestions for how they involve club members? What about those who are always on the ‘fringes’ of the clubs?How do they communicate? Club newsletter? Club website? Do you use other technology/social media to communicate with your members?How do you ensure continuity in your leadershipWhat are some of the opportunities for learning more about Rotary? [RLI; Club Leadership Forum a/k/a District Assembly; The Rotarian magazine; Rotary Moments; RiIntenational Convention, etc.]
- What is the Club Leadership Plan?How many clubs have implemented the Club Leadership Plan?
- The Club Leadership Plan was approved by the RI Board in November 2004 as a recommended structure for clubs. The Club Leadership Plan is not mandatory, but the plan in flexible and can be customized so that all clubs can benefit from reviewing the best practices.
- Best Practices can be found in the booklet on “The Club Leadership Plan” on your flash drive.
- As part of the CLP, it is recommended that clubs review their committee structure. The 5 recommended club committees are: Club administration - conducts activities associated with the effective operation of the clubClub public relations - develops and implements plans to provide the public with information about Rotary and to promote the club’s service projects and activities3. Membership - develops and implements a comprehensive plan for the recruitment and retention of members4. Service projects - develops and implements educational, humanitarian, and vocational projects that address the needs of its community and communities in other countriesThe Rotary Foundation - develops and implements plans to support The Rotary Foundation through both financial contributions and program participationThese 5 committees were identified as key to the success of any Rotary Club and it is strongly recommended that these Chairs are active participants in your Club Board.The Four Avenues of Service still serve as the foundation of the club’s efforts and focus.
- The 4 Avenues of Service still remain the guiding vision for Rotary Clubs.The Club Leadership Plan is a list of best practices for clubs to consider.The Club Leadership Plan fosters continuity and consensus among leaders for goal setting (long-term and annual) and project management.
- Who knows what the “Object of Rotary” is? Do you know what the relationship is between the Ave of Service and the Object of Rotary?The Avenues of Services were developed in the 1920’s to clarify the Object of Rotary
- Question the participants about the Avenue of Service that corresponds to each of the points:Club Service focuses on strengthening fellowship and ensuring the effective functioning of the club.Vocation Service encourages Rotarians to serve others through their vocations and practice high ethical standardsCommunity Service covers the projects and activities the club undertakes to improve life in its community.International Service encompasses actions taken to expand Rotary’s humanitarian reach around the globe and promote world understanding and peace.BEFORE GOING TO NEXT SLIDE ASK: What is the purpose of the district???
- The role of RI is to support the districts and the role of district is to support the clubs.
- District Committees and Roles are designed to provide additional support and resources for each of the 5 committees.The Committee Chairs for each of these committees (identified in the District Directory you will receive in April), are anxious to help you be successful. Work with them; encourage your committee chairs to work with them, or any club members who are interested.
- Start a discussion about who has.participated in RLI .who has attended a Club Leadership Forum.who has attended a district conference.who has attended an RI International Convention – are they going this year.who has read one district newsletter in the last 3 months.who reads The Rotarian
- Brainstorm the difference. Have a scribe…..Strategic planning determines the future of an organization. Goal setting determines resource allocations and steps toward creating that future.
- Brainstorm with/without scribe.Club buy-inA visionContinuity in leadership Collaboration in leadership (best thing about Rotary and the worst thing about Rotary is that leadership only serves one year. Can you imagine a Fortune 500 business that intentionally rotated leadership every year? How could they achieve their goals unless the current and incoming leadership worked together? CAN YOU GIVE EXAMPLES OF THE ADVANTAGES OF WORKING WITH YOUR PREDECESSOR AND YOUR SUCCESSOR?
- Discuss:How to get buy-in from your boardWhat’s the best way to involve the membershipHow do you determine the key values of your clubwho and how does a vision get created
- What resources, club information, or other data would be useful to you in developing a strategic plan?
- Discuss how these can assist a club in strategic planning
- Take 3 minutes and ask them to write down their vision of where they’d like to see their club in 5 years. Have a few share their visions.
- How many of you feel this way?Do you club meetings “sometimes” seem to fit this description? Have group give examples of what happens to make meetings unmemorable…
- ParticipantsGoals/reasons for a meetingTime constraintsCreate an agenda:What duties need to be performedWho does whatHow do you establish time limitsKnow your groupStart on timeWATCH your groupStay on timeBe considerate of your groupFinish on timeThank speaker personally and off podiumCheck with club secretary about any ‘business’Make sure anyone responsible for ‘next steps’ (for projects, speakers, etc.) understands their tasksThank anyone personally who helped to make the meeting a successBrainstorm others….Your meetings will be a result of your preparation.
- We’re going to discuss ‘communication and public relations’ in the same session, because in essence they are inextricably intertwined.
- Brainstorm ideas….No one will take the responsibility in the clubLack of interestFeeling that no one reads club newsletter/district newsletter/RI materialsLack of clarity of what should be communicated and to whomLack of interest from mediaLack of PR trainingLack of funding for effortsLack of ready-to-use PR materials
- Do you know what kinds of resources are available for you?
- This is a short 30 second video – what purpose does it serve? Discuss the importance/effectiveness of visual/audio in getting the message across.
- Who do you need to communicate to and why?Hail to the Presidents – Doug’s missive sent to the Presidents*Do they know how to do email blasts to members in their clubs?Discuss the importance of internal marketing (to club members).
- What can you find on the D6990 website??
- Does everyone in the room know “how” to access the database (through the D6990 website??)?Do you know what information is available here? <query participants>How can this be important to you during your presidency?Who else, in your club, is this helpful for?
- Available at the RI website:Discussion forums: training, PR, club issues, etc.Download library for forms, pictures, etc.RSS feed
- Always go to the Downloads section and see what resources are available to you.Many templates, where you can just drop in your informationRotary Images are available to use in your club newsletter or any advertisement.
- Several locations on Facebook: Rotary International/Rotaract/Interact/Individual ClubsClubs in this districtGSEYouth Programs, etc.How can you use this information?
- Rotary YouTube Channel has videos. How can you use these videos?? you can use at your club meetings, in training, for new member orientationsAlso includes Rotaract + Interact
- Is anyone using social networking to improve communication within your club?
- Note: At the Club Leadership Forum, there will be a session on Marketing/PR offered by a professional. It will be a hands-on session. We’re encouraging your PR Chair and any other members to participate as they’ll walk away with the beginning of a Marketing Plan for the year.
- Review these with the participants and explain HOF/Vendors in case someone doesn’t know what it is.Outline expected attire: business casual – they are representing their club and their districtEmphasize that the major speakers are at mealtimes and this is part of the program; meals aren’t optional, but required.
- Question the group on receiving the emails from PETS and if they’re working on them. Discuss why it’s important. Being a ‘president’ is more than just running a meeting – there’s lots of information, resources, materials available, but they need to understand how to take advantage of it. Emphasize how much is packed into two days and how they can avoid feeling overwhelmed by being prepared.Also emphasize how much FUN it is!!!