Welcome to the Team Training Seminar for District 7490 District Team Training Seminar | 1 District...

Welcome to the Team Training Welcome to the Team Training Seminar for District 7490Seminar for District 7490

District Team Training Seminar | 1 District 7490

Bonnie F. SirowerDistrict Governor

2012-13


RI Theme 2012-2013RI Theme 2012-2013

Six Areas of FocusSix Areas of Focus• Literacy and Education

• Water and Sanitation

• Entrepreneurial Projects

• Maternal & Child Health

• Disease Prevention

• Peace and Conflict resolution


Role of the District GovernorRole of the District Governor• Organize new clubs

• Strengthen existing clubs

• Promote membership growth by working with district leaders and clubs to establish club membership goals.

• Support the Rotary Foundation through program participation and financial contributions .


Role of the District GovernorRole of the District GovernorVisit each club (sometimes multiple clubs) to:

• Focus importance on Rotary issues

• Provide special attention to weak clubs

• Motivate Rotarians to participate in service activities

• Personally recognize the outstanding contributions of individual Rotarians.


Role of the District GovernorRole of the District Governor• Promote cordial relations among clubs and

between the clubs and RI

• Plan for and preside at the District Conference

• Issue a monthly letter to the clubs

• Reporting to RI as required


Role of the District GovernorRole of the District Governor

• The buck stops here.

• Please, no kvetching. Problems? Just pick up the phone and call, text or e-mail if you have a problem, we can always find another way to do things.

• Together, we can accomplish great things.


Role of the Chief of StaffRole of the Chief of Staff

• Oversees all AG’s and Senior Mentor Advisors

• Presides at District Staff Meetings

• Receives regular reports monthly from above and analyzes them

• Collects all Planning Guides for Effective Rotary Clubs and shares with Governor.


Role of the District Governor- ElectRole of the District Governor- Elect

• Oversees Club Service Activities and Goals

• Works with AG’s and SMA’s, plus Membership Committee to strengthen clubs

• Leads seminars on membership

• Plans PETS, pre-PETS, District Assembly preceding his year

• Selects conference site for his year


Role of the District Governor- NomineeRole of the District Governor- Nominee

• Begin to prepare for role as Governor

• Serve as liaison to NJ State-wide Vocational Assembly

• Select a site for District Conference for his year

• Attend leadership skills training (RLI)


Role of the District SecretaryRole of the District Secretary

• Prepares clubs for Governor’s visits through e-mail and mail

• Takes notes and photographs at each visit

• Oversees attendance chair and “scribe” to ensure that all information goes to RI.

• Collects Presidential Citations, information on Directories, etc.


Role of the District TreasurersRole of the District Treasurers

• Work with Trainer Joe Laureni and DG Bonnie Sirower to prepare budget

• Set up procedures for purchase orders, reimbursement of expenses

• Create regular reports re budget including P&L statements and Balance Statements.


Role of the District TreasurersRole of the District Treasurers

• Write checks to all vendors for district and keep track of all income and expenses

• Ensure clubs’ compliance with RI and district dues, filing of 990 forms for clubs and District

• Train club treasurers on reporting procedures and dues payment.


How Committees Should WorkHow Committees Should Work• Chairs recruit a committee for each task

• Each committee comes up with goals

• Goals must be SMART!

• Specific, measurable, achievable, realistic, time-tabled.

• Committees should meet at least once a quarter

• Delegate and have a back-up person


Preliminary Meeting SchedulesPreliminary Meeting Schedules

• PETS (March 23-24) at the Hanover Marriott in Whippany

• AG’s and Club Presidents –Elect

• AG’s will meet with assigned clubs on Saturday to start planning for the year.


District AssemblyDistrict Assembly• Saturday, April 28 at 8:30 am in the

Tech Building at Bergen Community College

• Presidents-Elect Approve Budgets

• Special Training for Secretaries and Treasurers

• Website Training for all


District Meeting Schedules/FormatsDistrict Meeting Schedules/Formats

• District Staff Meetings will be held the first Monday of each month (except September and October at the Holiday Inn in Hasbrouck Heights

• What would group like to see at District Meetings?


Seating to avoid cliques – attendees choose colored paper and sit at that table

Should we have discussions like this year?

Show and Tell? Review programs?



• By 8 pm, general Staff meeting will be over. It will be followed by ½ hour meeting once every quarter for the following groups:

1) Assistant Governors/Senior Mentor Advisors) and Club Service

2) Service Groups: Vocational, New Generations, Community Service

3) International Service/ The Rotary Foundation



• At each meeting, the Chairs who belong to that group will review goals and progress towards them

• Enlist support from others on District Staff

• Re-assess goals when necessary



Communications PlansCommunications Plans• District Directory

• Bi-weekly e-mailed bulletin (with some mailed)

• Monthly newsletters e-mailed with some mailed

• Two websites – one for District 7490 and one outward facing (with District 7470) to attract potential new Rotarians

• Social media – Facebook pages


Bi-weekly bulletinBi-weekly bulletin

Pro-active (before the fact) (Sherry Wilson)

1. What is going to happen in the District

2. What clubs have to accomplish in the next two weeks

3. Important news in the Rotary world

4. What club events are being held?


District Directory 2012-2013District Directory 2012-2013• On-line Directory will remain

• Smart Phone Directory for I-Phone, Droid, and Blackberry being developed by PDG Joe Laureni

• Printed Directory will be published by the end of June.

• We are printing only the number of directories that clubs tell us they need plus enough for District Staff and Club Presidents


District Directory 2012-2013District Directory 2012-2013Peter Kikot, ChairPeter Kikot, Chair

• Additional directories will be sold for $5

• Cost for printing will likely be paid by from directory advertising

• Directory advertising very important

• All District Staff and Club-Presidents will have pictures both online and in printed irectory.



Session 1:Session 1:Role and ResponsibilitiesRole and Responsibilities


• Define the role and responsibilities of assistant governors and senior mentor advisors.

• Identify important relationships at the club and district levels.

• List examples of effective goals (SMART)

• Apply the elements of an effective club to support Rotary clubs.

Learning ObjectivesLearning Objectives


Rotary LeadersRotary Leaders

District Leaders

• District governor

• District governor-elect

• District governor-nominee

• District committees

• Assistant Governors

• Senior Mentor Advisors

Club Leaders

• Club presidents

• Club secretaries

• Club treasurers

• Club committee chairs

• Club-level trainers


• Assist in developing district goals.

• Coordinate the governor’s official visit with clubs.

• Communicate clubs’ strengths, weaknesses, and progress toward goals.

• Attend district meetings.

• Participate in Rotary Foundation programs, events, and fundraising.

• Help develop future district leaders.

• Meet with incoming assistant governors to provide status updates on clubs’ strengths and weaknesses.

District ResponsibilitiesDistrict Responsibilities


• Help presidents-elect develop effective goals.

• Visit clubs at least four times a year.

• Monitor the progress of each club’s service projects.

• Encourage club leaders to attend district meetings.

• Motivate clubs to follow through on the governor’s requests.

• Assist clubs in planning and scheduling the governor’s official visit and attend all related club assemblies.

• Coordinate training with the appropriate district committee.

Club ResponsibilitiesClub Responsibilities


• Shared

• Measurable

• Challenging

• Achievable

• Time specific

Effective GoalsEffective Goals


Effective ClubsEffective Clubs


• Define the role and responsibilities of assistant governors.

• Identify important relationships at the club and district levels.

• List examples of effective goals.

• Apply the elements of an effective club to support Rotary clubs.



Session 2:Session 2:Working with ClubsWorking with Clubs


• Identify the role of the assistant governor within the Club Leadership Plan.

• List ways you can help clubs operate effectively.

• Understand your administrative requirements in supporting clubs.



Club Leadership PlanClub Leadership Plan• Develop long-range goals

• Set annual goals

• Conduct club assemblies

• Ensure clear communication

• Provide continuity in leadership

• Amend club bylaws to reflect practices

• Increase fellowship

• Ensure every club member is active

• Develop a training plan


• Club Administration

• Membership

• Public Relations

• Service Projects

• The Rotary Foundation

Club CommitteesClub Committees


• Before the start of the Rotary year, assistant governors should help clubs set annual goals.

• These goals should address elements of an effective club and should support the club’s long-range plans.

GoalsGoals


• Contains assessment and goal-setting sections for major areas of club operations

• Includes strategies to achieve goals

• May be revised throughout the year

Planning Guide for Effective Rotary ClubsPlanning Guide for Effective Rotary Clubs


• Tool for district leaders to assess club effectiveness

• Final version serves as an official record of a club’s annual progress

• Based on the elements of an effective club

Memo of Club VisitMemo of Club Visit


• Pays per capita dues to RI

• Meets regularly

• Ensures that members subscribe to appropriate magazines

• Implements service projects

• Accepts the visit of the governor or assistant governor

• Maintains appropriate liability insurance

Minimum Standards for ClubsMinimum Standards for Clubs


Minimum Standards for Clubs Minimum Standards for Clubs (continued)(continued)

• Acts according to RI codes

• Pays dues without outside assistance

• Provides membership lists on time

• Resolves club disputes amicably

• Cooperates with district and RI by avoiding litigation


• Assess a club’s progress toward goals and the strategies being used

• Suggest solutions to problems challenging the club

Club VisitClub Visit


• Motivate members

• Review the CLP

• Discuss Rotary issues

• Focus on new and struggling clubs

• Recognize individual efforts

Official VisitOfficial Visit


• Identify the role of the assistant governor within the Club Leadership Plan.

• List ways you can help clubs operate effectively.

• Understand your administrative requirements in supporting clubs.



Break-Out Session ABreak-Out Session AAG and Senior Mentor AG and Senior Mentor

Advisors Advisors Role and ResponsibilitiesRole and Responsibilities


• Define the role and responsibilities of district committees.

• Define the role and responsibilities of the district committee chair.

• Identify key relationships at the club and district levels.



• Provide support and guidance to clubs.

• Help establish district goals.

• Plan strategies to achieve club and district goals.

• Promote and attend district training meetings and the district conference.

• Manage communication between RI and the district on the committee’s area of focus.

District CommitteesDistrict Committees


District leaders




• Assistant governors

• Other district committees members

Club leaders

• Club presidents

• Club secretaries

• Club treasurers

• Club committee chairs

• Club trainers

Key RelationshipsKey Relationships


Effective ClubsEffective Clubs


• Define the role and responsibilities of district committees.

• Define the role and responsibilities of the district committee chair.

• Identify key relationships at the club and district levels.



Session 2:Session 2:Working with ClubsWorking with Clubs


• Explain how district and club committees will work together under the Club Leadership Plan.

• Design a communication plan to ensure clubs are aware of how district committees can support them.



• Develop long-range goals

• Set annual goals

• Conduct club assemblies

• Ensure clear communication

• Provide continuity in leadership

• Amend club bylaws to reflect practices

• Increase fellowship

• Ensure every club member is active

• Develop a training plan

Club Leadership PlanClub Leadership Plan


Club Admin.

MembershipPublic

RelationsService Projects

The RotaryFoundation

Club CommitteesClub Committees


* These district committees may work with more than one club committee.

Finance

District Conference*

MembershipDevelopment

Training*

Extension

Public Relations

RI

Convention*

District Programs


Club Admin.

MembershipPublic

RelationsServiceProjects


District CommitteesDistrict Committees


An effective communication plan considers:

• Each club’s needs

• Example of successful projects

• Available resources

Working with ClubsWorking with Clubs


• Examples of Rotarians in action — making differences in their clubs, their communities, and the world

• Committee goals and strategies to achieve them

• Links between club members and the committee

• Results from previous projects, plans, and discussions showing the committee’s work with clubs

Elements of a Key MessageElements of a Key Message


• Create an outline of your presentation.

• Demonstrate how the information shared will address challenges.

• Begin with an example or vivid description.

• Be brief.

• Suggest ways that participants can access further information and take action.

• Involve your participants.

• Conclude by summarizing the main points.

Presenting to ClubsPresenting to Clubs


• It takes eight hours of preparation to produce one good hour of presentation.

• Before the presentation, invest time to ensure it will increase Rotarian participation in activities related to the committee.

8:1 Ratio8:1 Ratio


• Explain how district and club committees will work together under the Club Leadership Plan.

• Design a communication plan to ensure clubs are aware of how district committees can support them.



Session 3: Session 3: ResourcesResources


• Identify resources available to support the work of clubs in the district.

• Advise clubs on how to access resources.



• District committee members




• Assistant governors

• Past district leaders

District ResourcesDistrict Resources


• Club officers and other club members

• Past club leaders

• Spouses and family of club members

• Rotary partners in service (Rotaract, Interact, Rotary Community Corps)

Club ResourcesClub Resources


Community ResourcesCommunity Resources


Other ResourcesOther Resources


• Identify resources available to support the work of clubs in the district.

• Advise clubs on how to access resources.



Session 4: Session 4: District PlanningDistrict Planning


• Discuss the district’s goals for the coming year.

• Identify areas of concern in the district.

• Develop strategies to address concerns.

• Determine the roles of district leaders in addressing concerns.



• Increase membership by 10%

• Retain 90% of members

• Increase Rotary Foundation Giving by at least 10% throughout District

• Start at least one new club

• Ensure every club runs at least one hands-on community and one International Service Project

District GoalsDistrict Goals


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