Rotary China President Elect Training Session 23 mar 2013

Rotary ChinaPresident-Elect Training

Saturday 23 March 2013Beijing, China

2President-Elect Training Seminar

District Training Cycle

2


Purpose

The purpose of this training Seminar is:

•To prepare club Presidents-Elect for their year in office•To present the RI President- Elect’s theme and objectives for 2013-14•To share Rotary’s Strategic objectives and Rotary China’s goals•To introduce Future Vision

3


President-Elect Training SeminarSaturday 23 March 2013

Host Club: Rotary Club of Beijing

4

DISTRICT ASSEMBLY08:30 Registration

09:00 Welcome & Introductions– President David van Meerendonk

09:15 Review of the Rotary Basics– SR Y.K. Cheng

10:15 Break

10:30 Presentation of 2013-14 Theme– DSRD Randal Eastman

11:00 RI Strategic Plan Update– DSRD Randal Eastman

11:10 Strengthening Rotary’s Brand– DSRD Randal Eastman

11:20 Polio Plus – We are This Close– Past President Simon Maguire

11:30 The Rotary Foundation Future Vision– DRFC Pradeep Kumar

12:45 Lunch

14:00 Review for the Day– SR Y.K. Cheng

14:30 Adjourn District Assembly

PRESIDENT-ELECT TRAINING SEMINAR15:00 Structure of Rotary

– DSRD Randal Eastman

15:10 The Rotary China Team– DSRD Randal Eastman

15:20 An Effective Rotary Club – DSRD Randal Eastman

15:30 Role & Responsibilities of Club President–SR Y.K. Cheng

16:00 Be a Vibrant Club - Your Club Leadership Plan–SR Y.K. Cheng

16:15 Club Administration– DSRD Randal Eastman

16:30 Break

16:45 Membership Recruitment & Orientation– Past President Simon Maguire

17:00 Service Projects– DRFC Pradeep Kumar

17:10 The Rotary Foundation– DRFC Pradeep Kumar

17:50 Training– Past President Simon Maguire

18:00 Adjourn President-Elect Training Seminar


Your Training Team• Y.K. Cheng – President’s Special Representative for China 2008-13

Consulting Civil and Structural Engineer by profession. Member and President 1990-91, Rotary Club of Hong Kong Island East, D3450. Governor RI D-3450 1996-97. RI International Assembly Training Leader 1998, 1999. Zone Training Leader 2000, 2004-8. D-3450 representative to 2010 RI Council on Legislation. Recipient: RI Service Above Self Award, TRF Citation for Meritorious Service and Distinguished Service Award

• Randal Eastman – Deputy Special Representative (Designate) for China 2013-16 Member since 2001 and President 2009-10, Rotary Club of Shanghai, China. President 1998-2001 Expatriate Rotarians & Friends Shanghai. Joined Rotary Club of London South (Canada) 1993. District Foundation Chairman 2007-8, District Public Image Chairman 2008-10. Recipient: TRF Citation for Meritorious Service and RI Four Avenues of Service Award.

• Pradeep Kumar – District Rotary Foundation Chair for Rotary China 2012-16Class: Business Management Education; Member since 2006 and President 2010-11, Rotary Club of Shanghai, China. Joined Rotary in 1990 Rotary Club of Bombay North, D3140 serving as Director and Secretary.

• Simon Maguire – District Trainer for China 2013-16Class: Engineering - Fibres. Mech Eng. Director - Industrial Sector, WSP Greater China. Joined Rotaract clubs of Heswall and Nuneaton (UK). Joined Rotary 1993, founding member Rotary Club of Grimsby St James, D1270. President of Rotary Club of Rugby Dunsmore 2010-11. Member Rotary Club of Shanghai 2011 and District GSE Chair 2012.

• ‘ 5

6President-Elect Training Seminar 6


Structure of Rotary

DSRD Randal Eastman

7


Rotary Structure• Rotary International

– composed of member clubs

– Secretariat in Evanston, Illinois + regional offices

• Region – (comprises several zones for annual institute)

• Zone 10B– Taiwan 7 districts, 3450 (HK, Macau & Mongolia), PRC

• Rotary China (“0052”)– (too small to be a district - must have 1200+ members)

– not including South China/Guangdong from 1 July

• Rotary Club– where all the action happens in Rotary

8


RI Legal Framework• Rotary International Constitution–all members clubs must agree–amended by the Council on Legislation

• Council on Legislation–Rotary’s “parliament”–meets every 3 years–representation from districts

9

10

President-Elect Training Seminar

RI Legal Framework

• Manual of Procedure–Administration–Program–International Meetings

–RI Constitutional Documents

• RI Code of Policies

10

Resources:2010 Manual of Procedure2013-14 Official Directoryrotary.org (code of policies)

11


The Rotary China Team2013-14

DSRD Randal Eastman

11

12


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

12

13


Your District

• Provides guidance• Connects clubs that have similar interests

• Serves as an information resource• Provides an opportunity to serve on district-level committees

• Conveys Rotary information to clubs• Coordinates Rotary Foundation Programs

13

14


Rotary China Leadership Team

• Deputy Special Representative –Randal Eastman

• Assistant Governors–PP Peter Humphrey –PP Roger Owens

• District Officers–Treasurer - PP Thomas Adaemmer–Secretary - [Vacant]

14

15


Rotary China Leadership TeamDistrict Committees

•District Rotary Foundation - PP Pradeep Kumar– Rotary Grants - PP K.F. Cheah

– Scholarships - Bill Chiang

– Rotary Alumni - Homeric de Sarthe

•District Membership Development - PP David van Meerendonk

– Fellowship Groups - Hennie Homan

•District Programs - PP Nikola Urosevic– Youth Protection Officer - Andrew Hill

– District Rotaract Representative - Robert Halasz

•District Trainer - PP Simon Maguire

•District Public Image [vacant]

•District Conference - Joerg Brenn

•District Extension Chair - PP C.C. Wu– Government Relations - Ruby Chang

15

16

President-Elect Training Seminar 16

An Effective Rotary Club

DSRD Randal Eastman

17


RI Defines an Effective Rotary Club as one that:

•Sustains or increases membership •Implements successful service projects – in its community and communities in other countries •Supports The Rotary Foundation •Develops leaders to serve Rotary beyond the club level

17

18


An Effective Club Supports Rotary’s Strategic Plan

3 Priorities:

•Support and strengthen clubs

•Focus and increase humanitarian service

•Enhance public image and awareness

18

19


Support and Strengthen Clubs

20


Support and Strengthen Clubs

• Foster club innovation and flexibility• Encourage participation in service activities

• Promote membership diversity• Improve member attraction and engagement

• Develop leaders• Start new, dynamic clubs• Encourage strategic planning

21


Focus and Increase Humanitarian Service

22


Focus and Increase Humanitarian Service

• Support eradication of polio• Increase sustainable service focused on

–New Generations programs–The Rotary Foundation’s six areas of focus

• Increase collaboration and connection with other clubs and organizations

• Create local and international projects for which the club will be known

23


Enhance Public Image and Awareness

24


Enhance Public Image and Awareness

• Promote a positive image in the community

• Publicize club’s local and international service

• Encourage networking opportunities at club meetings and events

• Emphasize vocational service• Promote Rotary’s core values

25


Achieving the Presidential Citation

• Supporting Rotary’s Strategic Goals

• Reflection of a Healthy Club

• Key Focus Areas–Promote Membership Growth–Enhance Humanitarian

Service through Our Foundation

–Strengthen our Network through the Family of Rotary

• must complete by 31 March

25

26


Presidential Citation

• Promote Membership Growth–Achieve Net gain of 1 member 1 July-1 March

• Enhance Humanitarian Service through Our Foundation–Participate in a service project related to Rotary’s 6

areas of focus

• Strengthen our Network through the Family of Rotary–Hold at least one fellowship or service activity that

involves all club members and their families

✴ Plus 3 Additional activities in each category

✴ Complete 4 and receive the Pres. Citation with Distinction26

27


Role and Responsibilities of Club President

SR Y.K. Cheng

27

28


29


Your Year as Club President

• Continually evaluate club goals.• Ensure each committee has defined objectives.

• Preside at all meetings of your club.• Prepare for and encourage participation at club and district meetings.

• Work with your club and district leaders.

29

30


Preparing for Office

• Review your club’s long-range goals.• Set club annual goals that support long-range goals.

• Work with your club and district, developing key relationships.

• Ensure regular, consistent training.• Ensure continuity in leadership and service projects.

30


Leadership

32


Leadership Qualities

• Vision • Motivation • Organization • Communication

District Assembly | 1332

33


Resources


34


Goal Setting

35


Creating an Action Plan

For each goal, identify:–Actions needed –Person responsible–Timeline–How progress will be measured–Available resources

36


Strategic Planning

37


Strategic Planning Steps

1.Create a vision.2.Develop long-range goals that

support your vision.

3.Set annual goals that support your long-range goals.

4.Evaluate your plan regularly and adjust as needed.

38


Running Meetings

39


Running Meetings

• Weekly club meetings• Board meetings• Club assemblies• Governor’s Official visits

40


Leading Rotarians

41


Leading Rotarians• What are important leadership skills for your role?

• How will you motivate club members?• How will you select and prepare your club leadership team?

• What tasks can be delegated to committees?

• How can you ensure continuity during your year?

42


Potential Leadership Challenges

• Members can’t commit to service project

• Past president isn’t supportive of your ideas

• New club president is overwhelmed

• Committee chair is not active• Assistant governor is unavailable

43


Engaging Your Members

44


Member Education

• New member orientation• Leadership development program• Mentor program• Club trainer

45


Promoting Your Club

46


Social Media• Blocked in China

–Facebook–Twitter–Youtube

• Not Blocked–LinkedIn–Flickr–Pinterest–Instagram

• China Facing–Weibo–Wechat

47


Building Your Club’s Public Image

Be a Vibrant ClubYour Club Leadership Plan

49


Club Leadership Plan

• The Club Leadership Plan is the recommended administrative structure for Rotary clubs.

• The RI Board encourages Rotary clubs to use it to develop a leadership plan that will provide–Continuity in projects and decision making–Consensus for decision making and goal setting

–A larger supply of well-trained leaders–Succession planning for club leadership

49

50


Purpose

Ensures club are regularly evaluating current practices and implementing new ideas to increase their vitality

50

51


What’s in it for your club?• Stresses innovation and

flexibility• Encourages tailoring best

practices to fit club culture• Challenges clubs to

analyze traditions and experiment with new practices

51

52


Develop long-range goals• Does your club have a strategic plan?

• What is your club’s vision statement?

• What are the long-range goals?

52

53


Set annual goals

• Conduct a community assessment before setting annual goals.

• Ask committees to propose goals.

• Involve all members.

53

54


Conduct club assemblies• Hold quarterly

assemblies to solicit innovative ideas, highlight achievements, and showcase service projects.

• Ask members for input on club practices, projects, and activities.

54

55


Communicate clearly

• Who communicates with district leaders?

• How do members provide input?

• What information can go online?

55

56


Ensure leadership continuity

• Be sure current leaders work with immediate past and incoming leaders.

• Consider providing newer members with mentors.

56

57


Amend club bylaws

• Review club bylaws annually.

• Determine any needed changes.

• Allow members to propose new ideas.

• Test new ideas before amending bylaws.

57

58


• Provide fellowship opportunities.

• Promote networking opportunities.

• Have fun!

58

Develop stronger relationships

59


Ensure members are active

• Generate interest and dedication.

• Build club pride.• Attract new members and gain community attention.

59

60


Develop a training plan

• Do our club leaders attend district meetings?

• Is new member orientation provided regularly?

• Are ongoing educational opportunities available for current members?

• Is a leadership development program available for all members?

60

61


Assign club committees

• Recommended–Club administration–Membership–Public relations–Service project–The Rotary Foundation

• Additional committees can be added to support club goals.

61

62


Tradition and innovation

The first four Rotarians Rotary Peace Fellows

62

63


• A guide to help clubs create their own club leadership plan

• A description of 10 best practices

• A tool that challenges you to energize your club

What is Be a Vibrant Club?

63

64


Club Administration

DSRD Randal Eastman

64

65


Club Administration Committee

• This committee is responsible for all the club’s administrative activities.

• Both the club secretary and club treasurer should be members of this committee.

• The club secretary should help fulfill the reporting requirements.

65

66


Club’s Legal Framework• Standard Rotary Club Constitution

–Required by RI Bylaws for adoption by all clubs admitted to membership in Rotary International

–Provides guidelines for the operation of a Rotary Club

–amended by the Council on Legislation

• Recommended Rotary Club By-Laws–recommended for all Rotary clubs–may not be in conflict with Constitution–amended by 2/3 vote of Club Members

66

67


Administrative Duties

• Member Access• Finances• Bylaws• Risk management• Rotary Marks• Reporting

68


Financial Responsibilities

• Work closely with the club treasurer.• Ensure club dues are sent to RI.• Develop a budget and use it.• Keep member costs reasonable.• Perform annual audit.• Prepare financial report to members.

68

69


Effective Committees• Appoint committee chairs who have

experience.• Appoint committee members based on

abilities.• Appoint members to three-year terms.• Add subcommittees as necessary.• Define their purpose and help set goals.• Encourage committees to keep records.• Encourage committees to communicate.• Participate in committee meetings, as

appropriate.• Solicit feedback. 6

9

70


Submitting ReportsTo RI (via Member Access)

To your district governor

To the appropriate club secretary

Semiannual Report Monthly attendance Visiting Rotarian attendance

Membership Data Form

Changes in officers or meeting information

Rotarian Relocation Form

Changes in officers or meeting information

Official Directory Data


71


Club Reporting RequirementsTo RI:

•Semiannual reports to pay RI per capita dues•Changes in membership or in officer or meeting information•Information for the Official Directory

To TRF:•Use of Rotary Foundation funds •TRF Fund Development Club Goal Report Form

To District:•Monthly attendance report

71

72


Running Meetings

73


Plan and Conduct:•Weekly club meetings•Club assemblies•Board meetings•Assistant governor visits•District governor’s official visit

Promote:•RI Convention•District-level meetings•District assembly•District Conference•District Rotary Foundation seminar•District membership seminar•District leadership seminar

Meetings

73

74


Effective Meeting Programs

• Determine programs in advance.• Rotate the planning responsibility.• Relate programs to current club projects and activities.

• Use the Rotary calendar as a guide.• Include programs that update members on Rotary information.

• Begin and end the meeting punctually.• Have a contingency plan.

74

75


Club Assemblies

• Meeting of all club members, officers, directors, and committee chairs either to discuss club activities or for membership education

• Four to six club assemblies recommended per year

• New members encouraged to attend

75

76


The Official Visit

• Focuses attention on important Rotary issues

• Provides needed attention to weak or struggling clubs

• Motivates Rotarians to participate in service activities

• Recognizes outstanding Rotarian contributions

76

77


Rotary Marks

78


Resources


79


Membership Recruitment & Orientation

PP Simon Maguire

79

80


Recruiting Members• New members become future leaders• Diversity of the professional community makes

the club more representative.• New Rotarians bring fresh ideas.• More Rotarians means greater service

outreach.• Greater membership brings increased

participation and contributions to The Rotary Foundation.

• Younger members are the future of the organization.

80

81


Retaining Members

• Retention is a key component of membership growth.

• Rotarians who are involved and committed are less likely to leave Rotary.

• Involvement and enthusiasm of current members helps retain new members.

• In order to grow as a organization, the needs of current and future members must be addressed.

81

82


Membership Education

• Prospective member education• New member orientation and education

• Continuing education for current members

82

83


New Members• RI looking to increase from 1.2m to 1.3m

• New clubs (difficult in China)

• Satellite clubs

• Existing clubs– Retention easier than recruitment

– Need target – say 10% year on year increase (next 3 years)

– Lose 10% / year

– Therefore need to recruit 20% / year!

• Good supply of potential members (Beijing & Shanghai)– Constant supply of incoming expats

– Younger members

– Many business & professional

– Looking for something to do outside work

– Well heeled83

84


New Member - Recruitment

INVITE THEM TO JOIN

• A matter of getting organised!

• Committee & Committed Chair

• Charge each member to invite a guest every month

• New member event

• September (Expat show)

• Evening (speaker)

• Public Relations

• Website

• Expat magazines

• Target list (tracking spreadsheet)

• Inviting them to meetings & introduce to other members

• Diversity

84

85


New Members - Keeping Them

• After Induction:• Allocate a mentor• Engage them - give them a role• Orientation Training• Connect them to other members (District

Directory?)• Recognition / Praise

85

86


Service Projects

DRFC Pradeep Kumar

86

87


88


Service thru Rotary

• First Opportunity – Own vocation• Second Opportunity – Club projects including club service

• Third Opportunity - Larger projects via Foundation support

• Future Vision – Very large projects for doing good in the world

89


Service Projects

• Challenge in China –Large space is covered by Government support

–BJ and SH has service space covered by many other NGOs

–Club service budgets are small (RMB 100 to 200K)

• Future Vision offers new opportunities

90


Packaged grants

• Packaged grants are developed by the Foundation and its strategic partners.

• The World Fund and the strategic partner provide 100 percent of the funding, and Rotarians implement the grant project.

• Packaged grant opportunities are posted at www.rotary.org as they become available.

91


Global Grants

• Minimum size 200K RMB per project • Maximum can be 2.4 million RMB• Can have 10 grants per club plus 10 district grants

• Opportunity is in IDEA development and commitment from Rotarians

92


Project Opportunities

• GOL can continue but can also be enhanced in size if local partnership is available

• We did project in Yunnan for combating Pediatric AIDS. That could be a good project to revive

• Our partners have been doing projects on education in QingHai

• We have done water projects in NingXia. Similar projects could be covered under Global Grant

93


Project Opportunities • KBD – disease of bones affecting millions in China.

In 2010-11 Rtn D’Vriant of Shanghai Club did one village. This could become a significant project

• Careers in Care is an existing project of Shanghai Club in collaboration with SCF. It can develop into a very big Project to help the aging population of China

• Cataract surgeries rate in China is below 3000 per million per year. To overcome the rate of new cataract generation this should go up to 5000 pM/Year. Shanghai club has done capability building project to address this problem. There is expertise available in India to do this in a big way. Rotary Distt in US are keen to collaborate.

94


The Rotary Foundation

DRFC Pradeep Kumar

94

95


Role of Foundation Committee

• One of the committee’s responsibilities is educating club members about The Rotary Foundation. When Rotarians understand how the Foundation changes people’s lives, they are eager to participate in its programs and support them financially.

• Educating your fellow club members about Rotary Foundation programs will help the Foundation committee achieve its goals.

96


PE’s Opportunity • Envision a big possibility of service to create

a 3 way win –Community service–Rotarians’ involvement in Rotary –Publicity for Rotary

• Inspire individual members to develop ideas for significant service

• Appoint a strong Foundation sub-committee to train members on TRF and support big ideas via Grants

97


Rotary Foundation Grants

98


Global grants

District grants

Packaged grants

New Grant ModelNew Grant ModelFuture VisionFuture Vision

99


District GrantsDistrict Grants

• Educational and humanitarian activities consistent with Foundation mission

• Smaller activities and projects

• Fund both local or international activities

• Local decision making with broad guidelines

• Managed by district

100


Global Grants•Larger grant awards•Sustainable outcomes•Alignment with areas of focus•Long-term projects:•Managed by the Foundation

Packaged Grants•Pre-designed projects•Funded by the World Fund and strategic partner•Educational and humanitarian activities•Rotarians focus on implementation

100

101

President-Elect Training Seminar13

District 0052 Grant Management

102


Today’s agendaToday’s agenda• Understand how to manage a Rotary Foundation grant

• Learn stewardship expectations• Prepare clubs to implement the MOU• Qualify clubs to receive grant funds

103


Successful Grant ProjectsSuccessful Grant Projects

• Meet community needs• Include frequent partner communication

• Have implementation plan• Are sustainable• Maintain proper stewardship of funds

104


Grant ManagementGrant Management• Ensures that projects:

–Have proper financial control–Adhere to technical standards–Meet the needs of the beneficiaries

–Fulfill their objectives –Safeguard funds

105


StewardshipStewardshipStewardship is the responsible management and oversight of grant funds, including:

Rotarian supervision Financial records reviewOversight of fundsReporting irregularitiesTimely submission of reports

106


Stewardship • Grant sponsors must display a commitment to the

proper stewardship of Rotary Foundation grant funds through responsible fiscal oversight.

• Stewardship reflects the Four-Way Test and includes:–Detailed project planning–Complete and accurate applications with documentation

–Involving Rotarians directly in the implementation of the project

–Transparency in all financial transactions–Reporting in a timely manner

106

107


Club Qualification

107

108


Qualification • The Foundation has two minimum requirements for

club qualification; however, the district may have additional requirements. Once the district qualifies a club, it may apply for global or packaged grants.

• In order to qualify:–The club president-elect or club-designated

appointee(s) attends a grant management seminar.–The club president and president-elect agree to and

sign the club memorandum of understanding.–The club fulfills any additional qualification

requirements set by the district.

108

109


Qualification RequirementsQualification Requirements

• Attend a grant management seminar• Agree to club memorandum of understanding and submit signed MOU to district

• Have a bank account arrangement that meets TRF needs–ie - solely for TRF funds

110


Terms of Qualification

• Valid for one year• Club responsibility for grant funds• Disclose conflicts of interest• Cooperate with all audits• Use grant funds properly• Implement the club MOU

110

111


How to qualify a Club

• Here are some documents for Club help–Club Qualification FAQ’s

–Club Qualification MOU Worksheet

–Club Qualificition Memorandum of Understanding

112


Preparing for 2013-14

• Attend your district Rotary Foundation seminar

• Appoint a club Rotary Foundation committee chair

• Train and qualify your club• Submit reports for all TRF

grants and programs on time• Submit project proposals to

district for district grant funds• Apply for global grants online

112

113


Fundraising

114


Funding opportunities• China is a developed and rich country• People like to give for good cause but they stop

short if they are not sure! • Rotary’s role should be to provide confidence to

them that the money they pay will be well spent towards community service and there is transparency in usage of funds

• Share information on Rotary’s Global activities and China activities

• Enroll prospects into giving by defining how their money would be well spent

• There is a large potential to find local companies and Individuals who would like to do charity in China

115


Every Rotarian, Every Year

•This is the minimum we can do as Rotarians

•Every year in past 4 years SH Rotarians have contributed more than 10K USD. BJ also similar

•DDF is now 10K plus from next year

116


Rotary Alumni

116

117


Rotary Foundation Alumni

• Club-level Foundation resource• Advocates for The Rotary Foundation

• Potential Rotarians• Potential donors.

117

118


Training

PP Simon Maguire

118

119


Club Training Program

• A club-level training program should:–Ensure that club leaders attend district meetings

–Provide consistent and regular orientation for new members

–Offer ongoing educational opportunities for current members

–Create a leadership-skills development program for all members

–Help the club to create a strategic plan

119

http://www.rotary.org/en/Members/Events/DistrictTrainingEvents/Pages/ridefault.aspx

http://www.rotary.org/en/Members/NewMembers/Orientation/Pages/ridefault.aspx

http://www.rotary.org/en/Members/Events/Pages/ridefault.aspx

http://www.rotary.org/RIdocuments/en_pdf/250.pdf

http://www.rotary.org/RIdocuments/en_pdf/strategic_planning_guide_en.pdf

120


The Club Trainer

The Club Trainer, who is appointed by the club President, works with

club leaders to create training programs that meet the club's

needs. Club trainers may also work with the district training committee, assistant

governor, and governor.

120

http://www.rotary.org/en/Members/RunningADistrict/DistrictLeaders/Pages/committees.aspx#training

121


Club Trainer Responsibilities• Work with the membership committee to conduct new

member orientation.

• Work with the membership committee to educate prospective members.

• Work with the club administration committee to plan a weekly program to provide continued education for all members.

• Collaborate with the club Rotary Foundation committee to educate members on fundraising and contributing to the Foundation.

• Work with the club public relations committee to ensure that club members are comfortable describing what Rotary is.

• Work with incoming leaders to prepare them for district training.

121

122



122

123



123

124


Training Resources

124

125


Questions?

start by visiting Rotary.org

For TRF email the Contact Center: [email protected]

125

Rotary China President Elect Training Session 23 mar 2013

Business

Transcript of Rotary China President Elect Training Session 23 mar 2013