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
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RI Theme 2012-2013
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Six Areas of Focus

• Literacy and Education
• Water and Sanitation
• Entrepreneurial Projects
• Maternal Child Health
• Disease Prevention
• Peace and Conflict resolution

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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 .

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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 .

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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.

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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

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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.

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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.

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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

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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)

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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.

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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.

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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.

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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

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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.

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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

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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?

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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?

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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

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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

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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

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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?

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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

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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.

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Session 1Role and Responsibilities
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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.

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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

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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.

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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.

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Effective Goals

• Shared
• Measurable
• Challenging
• Achievable
• Time specific

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Effective Clubs
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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.

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Session 2Working with Clubs
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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.

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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

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Club Committees

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

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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.

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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

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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

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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

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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

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Club Visit

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

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Official Visit

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

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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.

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Break-Out Session AAG and Senior Mentor Advisors
Role and Responsibilities
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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.

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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.

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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 

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Effective Clubs
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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.

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Session 2Working with Clubs
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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.

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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

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Club Committees
Club Admin.
Membership
Public Relations
Service Projects
The Rotary Foundation
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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.
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Working with Clubs

• An effective communication plan considers
• Each clubs needs
• Example of successful projects
• Available resources

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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

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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.

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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.

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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.

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Session 3 Resources
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Learning Objectives

• Identify resources available to support the work
  of clubs in the district.
• Advise clubs on how to access resources.

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District Resources

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

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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)

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Community Resources
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Other Resources
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Learning Objectives

• Identify resources available to support the work
  of clubs in the district.
• Advise clubs on how to access resources.

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Session 4 District Planning
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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.

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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

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Thank you for attending the district team
training seminar.