Presidents Elect Training Seminar Preparation

Rotary International District 6990February 2010

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

Pre-PETS Training 2010-11District 6990

Rotary International Theme and Goals

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

RI Strategic Goals

• Support and strengthen clubs

• Focus and increase humanitarian service

• Enhance public image and awareness

• 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

How do these goals apply to our district?

• Findings clearly link membership growth to strong clubs.

• External data indicate that opportunities for service and networking are Rotary’s greatest appeal.

2010-2011 Theme

And coming up next is…..

Pre-PETS Training 2010-11District 6990

Rotary Beyond the Club

Objectives

• Learn about the organization of Rotary International

• Understand the district leadership

Rotary Beyond The Club

Basic Element of Rotary is the Club

33,500+ Clubs

Rotary International District 6990

Southeast Florida & The Florida Keys, USAand Grand Bahama Island, Commonwealth of the

Bahamas

D6990 is part of Zone 34

Rotary International

Rotary International

RI Board of Directors

The Rotary FoundationBoard of Trustees

The Secretariat

2010-2011 R.I. President

• 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

Rotary International Board

of Directors

TRF Board of Trustees

• Chair 2010-11: Carl-Wilhelm StenhammerPast RI President from Sweden

• Vice Chair: John Germ

• 12 Trustees

• General Secretary Ed Futa

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

District LeadershipDistrict Governor Lee Phares 2009-2010

leephares@earthlink.net

954-492-8254

District LeadershipDistrict Governor Doug Maymon 2010-2011

dougmaymon@bellsouth.net

954-249-8489

District Leadership

District Governor Todd Dayton 2011-12

GovernorTodd@gmail.com

954-830-0979

District Leadership

District Governor Ted Eldredge 2012-13

teldredge@wlrn.org

305-995-2206

District Leadership Team

Chief of Staff Debbie Maymondemaymon@amilink.com

954-389-9292 (O)

District Leadership Team

Director of Club Operations Ellen Blasi

eblasi@yahoo.com

305-479-8118

District Leadership Team

District Secretary Pat Hornsby

patshorthornsby@bellsouth.net

954-341-2109 (O)

District Leadership Team

District Treasurer Fred Sadoff

fred@sadoffcpa.com

954-385-3332 (O)

District Leadership Team

District Trainer Marcy Ullom

marcy@miami.edu

305-284-3997 (O)

Assistant Governors

As an added Resource

Eleven Associate Assistant Governors for Foundation

Eleven Associate Assistant Governors for Membership

Assistant GovernorCentral 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

Assistant GovernorNorthern 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

Assistant GovernorEastern 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

Assistant GovernorSouthwest 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

Assistant GovernorSouth Dade-Upper Keys – Michael Mayer

keysmike@keysmike.com305-852-0668 (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

Assistant GovernorGreater Fort Lauderdale -- Richard McEwan

richard@mcewan.com954-818-0898 (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

Assistant GovernorNorthwest-Western Broward – Drew Monaghan

1031guy@mail.com

877-567-1031 (O)

Rotary Club of Coral SpringsRotary Club of Coral Springs-Parkland

Rotary Club of PlantationRotary Club of Weston

Assistant GovernorNortheast Broward – Shane Moore

donna@bromfield.tv954-566-8369 (O)

Rotary Club of Deerfield BeachRotary Club of John Knox Village

Rotary Club of Oakland ParkRotary Club of Pompano Beach

Rotary Club of Pompano Beach-Lighthouse

Assistant GovernorSouth 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

Assistant GovernorLower 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

Assistant GovernorGBI – Steven Dillet

smdillet@batelnet.bs

242-352-6057 (O)Rotary Club of Freeport

Rotary Club Grand Bahama Sunrise

Rotary Club of Lucaya

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

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

District Committees

• Nominating

• Public Relations

• R2R Business Directory

• Rotary Leadership Institute

• Strategic Planning Committee

• Water Resource Committee

And coming up next is…..

The Responsibility of Leadership

Pre-PETS Training 2010-11District 6990

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

Best Practices of an Effective President

Some ideas…

• Convene regular club assemblies

• Involve all club members in activities and fellowship

• Maintain open lines of communication

• Ensure continuity in leadership

• Provide regular, consistent training

Best Practices

The Club Leadership Plan

Purpose

The Club Leadership Plan helps clubs increase their ability to meet their goals in each Avenue of Service.

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

Recommended Committees

Club Board Club Board

ClubAdministration

Club Public Relations

Membership

Service Projects

The Rotary Foundation

Four Avenues of Service Club, Vocational, Community, International

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

Best Practices

• Develop long-range plan that address the elements of an effective club.

• Use the Planning Guide for Effective Rotary Clubs to set annual goals that are in harmony with your club’s long-range goals.

• Conduct club assemblies that involve members in the planning process and keep them informed of Rotary activities.

• Ensure clear communication between club leaders, club members, and district leaders.

Best Practices (cont)

• Provide for continuity in leadership, including the concept of succession planning to ensure development of future leaders.

• Amend club bylaws to reflect the club committee structure and roles and responsibilities of club leaders.

• Provide opportunities to increase fellowship among club members.

• Ensure that every member is active in a club project or function.

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

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:

1. The development of acquaintance as an opportunity for service

2. 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

3. The application of the ideal of service in each Rotarians’ personal, business, and community life

4. The advancement of international understanding, goodwill, and peace through a world fellowship of business and professional persons united in the ideal of service

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

Role of the District

Rotary Clubs

District

Rotary International

Role of the District Governor

• Official representative of Rotary International

• Resource Identification

• Neutral party to assist in problem solving

• YOUR Advocate

District Support

Club District

Membership Membership

Public Relations Public Relations

Administration Assistant Governor

Service Projects Literacy, Youth, etc

Foundation TRF

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

Our goal….

To help you be successful

And coming up next is…..

Pre-PETS Training 2010-11District 6990

Getting to there from here: Strategic Planning

Objectives

• Clarify the difference between goal setting and strategic planning

• Review the resources available for planning

• Getting started with your Board and Club

What’s the difference between:

Goal Setting Strategic Planning

You must have long term goals (vision) to keep you from being frustrated by short term failures.

………Charles C. Noble

What are key factors to consider as you begin to put together a strategic plan?

Getting Started….

• Get your Board on board

• Involve your members

• Determine key values of your club

• Identify, clarify, and communicate a vision

Important Resources

Planning Aids

• Planning Guide for Effective Rotary Clubs

• Club Self-Evaluation

• Historical Foundation Data

• Historical Membership Data

• Presidents Manual

• Manual of Procedure (MOP)

• Calendar

• DaCdb

• District Directory

Your Vision

Without goals and plans to reach them, you are like a ship that has

set sail with no destination.

-----Fitzhugh Dodson

And coming up next is…..

Pre-PETS Training 2010-11District 6990

Examining Effective Meetings

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’

“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

3 Elements of a Good Meeting

What makes a “good” meeting?

• Preparing for the meeting

• During the meeting

• After the meeting

And coming up next is…..

Pre-PETS Training 2010-11District 6990

Communication and Public Relations

Telling the Rotary Story:

Effective Communication and Public Relations

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

“ 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

What are barriers to effective communications?

Let’s look at resources….

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)

www.RI6990.org

DaCdbDistrict and Club database

www.rotary.org

RI Public Relations

Facebook.com

YouTube.com

Rotary Social Networking

So now what…

• Appoint a PR Chair for your club

• Register them for the Club Leadership Forum

• Determine your story and tell it!!

And coming up next is…..

Pre-PETS Training 2010-11District 6990

All Florida Presidents Elect Training Seminar:

Getting Ready

560 – 600 people including:• Presidents from Clubs all over Florida• Assistant Governors • Trainers• Governor Corps• Operations Committee• Great Guest Speakers

Who will be at PETS?

Eight Districts in Florida will be represented6990 6930 6970 6940 6950 6890 6960 6980

Training Sessions

• (4) Group Breakout Sessions

• (4) District Breakout Sessions

• Fellowship (lots!!)

• House of Friendship and Vendors

• (4) Major speakers at breakfast, lunches, and dinner

Friday, March 5 / Saturday, March 6

• Complete the bi-weekly email assignments

• Study the Presidents Manual

• Complete the Goals forms with your Board of Directors (TRF/Membership Goals)

• Come prepared to learn and…

• Come prepared to have fun!!!

Do I need to prepare for PETS?

YES

See you in Orlando