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Welcome to the Team Training Seminar for District 7490

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Welcome to the Team Training Seminar for District 7490 Bonnie F. Sirower District Governor 2012-13 District Team Training Seminar | * District 7490 – PowerPoint PPT presentation

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Title: Welcome to the Team Training Seminar for District 7490


1
Welcome to the Team Training Seminar for District
7490
Bonnie F. Sirower District Governor 2012-13
2
RI Theme 2012-2013
3
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4
Six Areas of Focus
  • Literacy and Education
  • Water and Sanitation
  • Entrepreneurial Projects
  • Maternal Child Health
  • Disease Prevention
  • Peace and Conflict resolution

5
Role 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 .

6
Role 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 .

7
Role of the District Governor
  • Visit 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.

8
Role 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

9
Role 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.

10
Role of the Chief of Staff
  • Oversees all AGs 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.

11
Role of the District Governor- Elect
  • Oversees Club Service Activities and Goals
  • Works with AGs and SMAs, 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

12
Role 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)

13
Role of the District Secretary
  • Prepares clubs for Governors 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.

14
Role 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 PL
    statements and Balance Statements.

15
Role 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.

16
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17
How 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

18
Preliminary Meeting Schedules
  • PETS (March 23-24) at the Hanover Marriott in
    Whippany
  • AGs and Club Presidents Elect
  • AGs will meet with assigned clubs on Saturday to
    start planning for the year.

19
District Assembly
  • Saturday, April 28 at 830 am in the Tech
    Building at Bergen Community College
  • Presidents-Elect Approve Budgets
  • Special Training for Secretaries and Treasurers
  • Website Training for all

20
District 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?

21
District Meeting Schedules/Formats
  • 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?

22
District Meeting Schedules/Formats
  • By 8 pm, general Staff meeting will be over. It
    will be followed by ½ hour meeting once every
    quarter for the following groups
  • Assistant Governors/Senior Mentor Advisors) and
    Club Service
  • Service Groups Vocational, New Generations,
    Community Service
  • International Service/ The Rotary Foundation

23
District Meeting Schedules/Formats
  • 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

24
Communications 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

25
Bi-weekly bulletin
  • Pro-active (before the fact)
  • (Sherry Wilson)
  • What is going to happen in the District
  • What clubs have to accomplish in the next two
    weeks
  • Important news in the Rotary world
  • What club events are being held?

26
District 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

27
District Directory 2012-2013Peter 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.

28
Session 1Role and Responsibilities
29
Learning Objectives
  • 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.

30
Rotary 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

31
District Responsibilities
  • Assist in developing district goals.
  • Coordinate the governors 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.

32
Club Responsibilities
  • Help presidents-elect develop effective goals.
  • Visit clubs at least four times a year.
  • Monitor the progress of each clubs service
    projects.
  • Encourage club leaders to attend district
    meetings.
  • Motivate clubs to follow through on the
    governors requests.
  • Assist clubs in planning and scheduling the
    governors official visit and attend all related
    club assemblies.
  • Coordinate training with the appropriate district
    committee.

33
Effective Goals
  • Shared
  • Measurable
  • Challenging
  • Achievable
  • Time specific

34
Effective Clubs
35
Learning Objectives
  • 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.

36
Session 2Working with Clubs
37
Learning Objectives
  • 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.

38
Club 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

39
Club Committees
  • Club Administration
  • Membership
  • Public Relations
  • Service Projects
  • The Rotary Foundation

40
Goals
  • 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 clubs
    long-range plans.

41
Planning Guide for Effective Rotary Clubs
  • Contains assessment and goal-setting sections for
    major areas of club operations
  • Includes strategies to achieve goals
  • May be revised throughout the year

42
Memo of Club Visit
  • Tool for district leaders to assess club
    effectiveness
  • Final version serves as an official record of a
    clubs annual progress
  • Based on the elements of an effective club

43
Minimum Standards for Clubs
  • 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

44
Minimum Standards for Clubs (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

45
Club Visit
  • Assess a clubs progress toward goals and the
    strategies being used
  • Suggest solutions to problems challenging the club

46
Official Visit
  • Motivate members
  • Review the CLP
  • Discuss Rotary issues
  • Focus on new and struggling clubs
  • Recognize individual efforts

47
Learning Objectives
  • 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.

48
Break-Out Session AAG and Senior Mentor Advisors
Role and Responsibilities
49
Learning Objectives
  • 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.

50
District Committees
  • 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 committees area of focus.

51
Key Relationships
  • District leaders
  • District governor
  • District governor-elect
  • District governor-nominee
  • Assistant governors
  • Other district committees members
  • Club leaders
  • Club presidents
  • Club secretaries
  • Club treasurers
  • Club committee chairs
  • Club trainers 

52
Effective Clubs
53
Learning Objectives
  • 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.

54
Session 2Working with Clubs
55
Learning Objectives
  • 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.

56
Club 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

57
Club Committees
Club Admin.
Membership
Public Relations
Service Projects
The Rotary Foundation
58
District Committees
Club Admin.
Membership
Public Relations
Service Projects
The Rotary Foundation
Finance
Membership Development
Public Relations
District Programs
The Rotary Foundation
District Conference
Extension
RI Convention
Training
These district committees may work with more
than one club committee.
59
Working with Clubs
  • An effective communication plan considers
  • Each clubs needs
  • Example of successful projects
  • Available resources

60
Elements of a Key Message
  • 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 committees work with
    clubs

61
Presenting to Clubs
  • 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.

62
81 Ratio
  • 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.

63
Learning Objectives
  • 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.

64
Session 3 Resources
65
Learning Objectives
  • Identify resources available to support the work
    of clubs in the district.
  • Advise clubs on how to access resources.

66
District Resources
  • District committee members
  • District governor
  • District governor-elect
  • District governor-nominee
  • Assistant governors
  • Past district leaders

67
Club 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)

68
Community Resources
69
Other Resources
70
Learning Objectives
  • Identify resources available to support the work
    of clubs in the district.
  • Advise clubs on how to access resources.

71
Session 4 District Planning
72
Learning Objectives
  • Discuss the districts 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.

73
District Goals
  • 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

74
Thank you for attending the district team
training seminar.
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