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Rotary China
President-Elect Training
President-Elect Training
Saturday 23 March 2013
Beijing, China
2President-Elect Training Seminar
District Training Cycle
2
3President-Elect Training Seminar
Purpose
The purpose of this training Seminar is:
•To prepare club Presidents-Elect for t...
4President-Elect Training Seminar
President-Elect Training Seminar
Saturday 23 March 2013
Host Club: Rotary Club of Beijin...
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Your Training Team
• Y.K. Cheng – President’s Special Representative for China 2008­13
C...
6President-Elect Training Seminar 6
7President-Elect Training Seminar
Structure of Rotary
DSRD Randal Eastman
7
8President-Elect Training Seminar
Rotary Structure
• Rotary International
– composed of member clubs
– Secretariat in Evan...
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RI Legal Framework
• Rotary International
Constitution
–all members clubs must agree
–am...
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RI Legal Framework
• Manual of Procedure
–Administration
–Program
–International Meetin...
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The Rotary China Team
2013-14
2013-14
DSRD Randal Eastman
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Purpose of the District
“The activities and organization of a
Rotary district shall exi...
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Your District
• Provides guidance
• Connects clubs that have similar interests
• Serves...
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Rotary China Leadership Team
• Deputy Special Representative
–Randal Eastman
• Assistan...
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Rotary China Leadership Team
District Committees
•District Rotary Foundation - PP Prade...
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An Effective Rotary Club
DSRD Randal
Eastman
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RI Defines an Effective Rotary
Club as one that:
•Sustains or increases membership
•Imp...
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An Effective Club Supports
Rotary’s Strategic Plan
3 Priorities:
•Support and
strengthe...
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Support and Strengthen Clubs
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Support and Strengthen Clubs
• Foster club innovation and flexibility
• Encourage parti...
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Focus and Increase
Humanitarian Service
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Focus and Increase
Humanitarian Service
• Support eradication of polio
• Increase susta...
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Enhance Public Image and
Awareness
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Enhance Public Image and
Awareness
• Promote a positive image in the community
• Public...
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Achieving the
Presidential Citation
Presidential Citation• Supporting Rotary’s Strategi...
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Presidential Citation
• Promote Membership Growth
–Achieve Net gain of 1 member 1 July-...
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Role and Responsibilities of
Club President
SR Y.K. Cheng
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Your Year as Club President
• Continually evaluate club goals.
• Ensure each committee ...
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Preparing for Office
• Review your club’s long-range goals.
• Set club annual goals tha...
President-Elect Training Seminar 31
Leadership
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Leadership Qualities
• Vision
• Motivation
• Organization
• Communication
District Asse...
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Resources
District Assembly | 14
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Goal Setting
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Creating an Action Plan
For each goal, identify:
–Actions needed
–Person responsible
–T...
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Strategic Planning
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Strategic Planning Steps
1. Create a vision.
2. Develop long-range goals that support
y...
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Running Meetings
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Running Meetings
• Weekly club meetings
• Board meetings
• Club assemblies
• Governor’s...
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Leading Rotarians
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Leading Rotarians
• What are important leadership skills for your
role?
• How will you ...
42President-Elect Training Seminar
Potential Leadership Challenges
• Members can’t commit to service
project
• Past presid...
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Engaging Your Members
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Member Education
• New member orientation
• Leadership development program
• Mentor pro...
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Promoting Your Club
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Social Media
• Blocked in China
–Facebook
–Twitter
–Youtube
• Not Blocked
–LinkedIn
–Fl...
47President-Elect Training Seminar
Building Your Club’s Public
Image
Be a Vibrant Club
Your Club Leadership Plan
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Club Leadership Plan
• The Club Leadership Plan is the recommended
administrative struc...
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Purpose
Ensures club are regularly evaluating
current practices and implementing new
id...
51President-Elect Training Seminar
What’s in it for your club?
• Stresses innovation and
flexibility
• Encourages tailorin...
52President-Elect Training Seminar
Develop long-range goals
• Does your club have a
strategic plan?
• What is your club’s
...
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Set annual goals
• Conduct a community
assessment before setting
annual goals.
• Ask co...
54President-Elect Training Seminar
Conduct club assemblies
• Hold quarterly
assemblies to solicit
innovative ideas,
highli...
55President-Elect Training Seminar
Communicate clearly
• Who communicates
with district leaders?
• How do members
provide ...
56President-Elect Training Seminar
Ensure leadership continuity
• Be sure current leaders
work with immediate
past and inc...
57President-Elect Training Seminar
Amend club bylaws
• Review club bylaws
annually.
• Determine any needed
changes.
• Allo...
58President-Elect Training Seminar
• Provide fellowship
opportunities.
• Promote networking
opportunities.
• Have fun!
58
...
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Ensure members are active
• Generate interest and
dedication.
• Build club pride.
• Att...
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Develop a training plan
• Do our club leaders attend district meetings?
• Is new member...
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Assign club committees
• Recommended
–Club administration
–Membership
–Public relations...
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Tradition and innovation
The first four Rotarians Rotary Peace Fellows
62
63President-Elect Training Seminar
• A guide to help clubs create
their own club leadership
plan
• A description of 10 bes...
64President-Elect Training Seminar
Club Administration
DSRD Randal Eastman
64
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Club Administration Committee
• This committee is responsible for all the
club’s admini...
66President-Elect Training Seminar
Club’s Legal Framework
• Standard Rotary Club Constitution
–Required by RI Bylaws for a...
67President-Elect Training Seminar
Administrative Duties
• Member Access
• Finances
• Bylaws
• Risk management
• Rotary Ma...
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Financial Responsibilities
• Work closely with the club treasurer.
• Ensure club dues a...
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Effective Committees
• Appoint committee chairs who have experience.
• Appoint committe...
70President-Elect Training Seminar
Submitting Reports
To RI (via Member
Access)
To your district
governor
To the appropria...
71President-Elect Training Seminar
Club Reporting Requirements
To RI:
•Semiannual reports to pay RI per capita dues
•Chang...
72President-Elect Training Seminar
Running Meetings
73President-Elect Training Seminar
Plan and Conduct:
•Weekly club meetings
•Club assemblies
•Board meetings
•Assistant gov...
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Effective Meeting Programs
• Determine programs in advance.
• Rotate the planning respo...
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Club Assemblies
• Meeting of all club members, officers,
directors, and committee chair...
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The Official Visit
• Focuses attention on important Rotary
issues
• Provides needed att...
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Rotary Marks
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Resources
District Assembly | 23
78
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Membership Recruitment &
Orientation
PP Simon Maguire
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Recruiting Members
• New members become future leaders
• Diversity of the professional ...
81President-Elect Training Seminar
Retaining Members
• Retention is a key component of
membership growth.
• Rotarians who ...
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Membership Education
• Prospective member education
• New member orientation and educat...
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New Members
• RI looking to increase from 1.2m to 1.3m
• New clubs (difficult in China)...
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New Member - Recruitment
INVITE THEM TO JOIN
• A matter of getting organised!
• Committ...
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New Members - Keeping Them
• After Induction:
• Allocate a mentor
• Engage them - give ...
86President-Elect Training Seminar
Service Projects
DRFC Pradeep Kumar
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Service thru Rotary
• First Opportunity – Own vocation
• Second Opportunity – Club proj...
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Service Projects
• Challenge in China
–Large space is covered by Government support
–BJ...
90President-Elect Training Seminar
Packaged grants
• Packaged grants are developed by the
Foundation and its strategic par...
91President-Elect Training Seminar
Global Grants
• Minimum size 200K RMB per project
• Maximum can be 2.4 million RMB
• Ca...
92President-Elect Training Seminar
Project Opportunities
• GOL can continue but can also be enhanced in size
if local part...
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Project Opportunities
• KBD – disease of bones affecting millions in China. In
2010-11 ...
94President-Elect Training Seminar
The Rotary Foundation
DRFC Pradeep Kumar
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Role of Foundation Committee
• One of the committee’s responsibilities is
educating clu...
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PE’s Opportunity
• Envision a big possibility of service to create a 3 way
win
–Communi...
97President-Elect Training Seminar
Rotary Foundation Grants
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Global grants
District grants
Packaged grants
New Grant ModelNew Grant Model
Future Vis...
99President-Elect Training Seminar
District GrantsDistrict Grants
• Educational and humanitarian activities
consistent wit...
100President-Elect Training Seminar
Global Grants
•Larger grant awards
•Sustainable outcomes
•Alignment with areas of focu...
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13
District 0052
Grant Management
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14
Today’s agendaToday’s agenda
• Understand how to manage a Rotary
Foundation grant
•...
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15
Successful Grant ProjectsSuccessful Grant Projects
• Meet community needs
• Include...
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16
Grant ManagementGrant Management
• Ensures that projects:
–Have proper financial co...
105President-Elect Training Seminar
17
StewardshipStewardship
Stewardship is the responsible management
and oversight of g...
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Stewardship
• Grant sponsors must display a commitment to the
proper stewardship of Ro...
107President-Elect Training Seminar
Club Qualification
107
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Qualification
• The Foundation has two minimum requirements for
club qualification; ho...
109President-Elect Training Seminar
20
Qualification RequirementsQualification Requirements
• Attend a grant management se...
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21
Terms of Qualification
• Valid for one year
• Club responsibility for grant funds
•...
111President-Elect Training Seminar
How to qualify a Club
• Here are some
documents for Club
help
–Club Qualification
FAQ’...
112President-Elect Training Seminar
Preparing for 2013-14
• Attend your district Rotary
Foundation seminar
• Appoint a clu...
113President-Elect Training Seminar
Fundraising
114President-Elect Training Seminar
Funding opportunities
• China is a developed and rich country
• People like to give fo...
115President-Elect Training Seminar
Every Rotarian, Every Year
• This is the minimum we
can do as Rotarians
• Every year i...
116President-Elect Training Seminar
Rotary Alumni
116
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Rotary Foundation Alumni
• Club-level Foundation resource
• Advocates for The Rotary F...
118President-Elect Training Seminar
Training
PP Simon Maguire
118
119President-Elect Training Seminar
Club Training Program
• A club-level training program should:
–Ensure that club leader...
120President-Elect Training Seminar
The Club Trainer
The Club Trainer, who is appointed by the
club President, works with ...
121President-Elect Training Seminar
Club Trainer Responsibilities
• Work with the membership committee to conduct new
memb...
122President-Elect Training Seminar
District Training Cycle
122
123President-Elect Training Seminar
District Training Cycle
123
124President-Elect Training Seminar
Training Resources
124
125President-Elect Training Seminar
Questions?
start by visiting Rotary.org
For TRF email the Contact Center:
contact.cent...
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Rotary China President Elect Training Session 23 mar 2013

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Annual Rotary training session for new club Presidents.

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  • RI Strategic Plan’s 1 st priority † Foster club innovation and flexibility † Encourage clubs to participate in a variety of service activities † Promote membership diversity † Improve member recruitment and retention † Develop leaders † Start new, dynamic clubs † Encourage strategic planning at club and district levels
  • RI Strategic Plan’s 2 nd priority
  • RI Strategic Plan’s 3 rd priority
  • Option 1; Activity 1 and 2
  • Can be used as a reference during the session Option 2; Activity 1
  • Can be used as a reference during the session (option 2)
  • Option 1; Activity 1 (continued on the next slide)
  • Option 2; Activity 2
  • Option 1; Activity 2
  • Can be used as a reference during the session.
  • Presenter’s Notes The notes below and on each slide are intended for you, the presenter, to use as you deliver your presentation. These notes provide background information for the text on the slides as well as optional activities you can incorporate to make the presentation more interactive. Your audience may be your club, members of various clubs, or a single club that is not your own. Please adjust the language (our vs. your) to fit your audience. Activity Ask participants the following questions: What is your club like? Is it lively and fun? Is it diverse and open to new ideas? Are members actively involved? How can your club become more vibrant?
  • The RI Strategic Plan stresses the importance of club innovation and flexibility. Strong clubs are those that implement new ideas to meet member needs and increase the club’s vitality. There are about 34,000 Rotary clubs worldwide. Each club’s culture and individual practices make it unique. Clubs should embrace the qualities that make them stand out from other clubs while striving to appeal to their community as a whole. Consider each of the best practices on the next slides as ideas that your club can discuss and, if needed, as opportunities to think of creative ways to improve in those areas. Encourage members to be open to new ideas, and be sure that any decisions that come out of your discussions have strong member support.
  • All clubs should have a strategic plan with a vision statement describing where they want to be in three to five years, as well as long-range goals to support that vision. All club members should have an opportunity to provide input on the plan to maximize innovative and diverse ideas. Planning for the future keeps your club relevant to the community. It helps the club accomplish more significant projects over a longer period of time, with sustainable results. Activities Ask participants the following questions: What is a vision? What is special about your club? What does your club do well? Ask participants to think about what their vision for the club would be. Pass out copies of the Strategic Planning Guide to help members understand the concept of strategic planning and begin thinking about the club’s strategic plan.
  • A strategic plan provides a “big picture” view of the club’s future. But for the club to achieve its long-range goals, it needs to break them down into smaller, annual goals that can be achieved in each of the years covered by the plan. The Planning Guide for Effective Rotary Clubs is a tool designed to help your club develop its annual goals. Setting goals ensures that your club is always striving to improve rather than simply accepting current practices. Activity Ask participants the following questions: What are your club’s annual goals? How were these goals set? Should the goal-setting process be changed?
  • It is important to keep club members involved in the planning process and informed of all the club’s initiatives. Club assemblies are a great way to communicate with all members. Consider holding assembly devoted to assessing the effectiveness of current club practices or generating innovative ideas. This would give all members an opportunity to provide input and offer suggestions. Members will be more likely to support and participate in an effort that they have helped develop. Activities Ask participants the following questions: What else could club assemblies be used for? Have club assemblies been effective? Have participants write down ideas they want the club to discuss at an assembly.
  • With the Internet and social media, there are many ways to communicate club activities, news, and events. Clubs can choose which methods to use, but they should keep the lines of communication open and establish a plan for sharing information. Club members’ needs should be known and expressed to club leaders and, at times, to district leaders. Likewise, district initiatives should be communicated to club leaders and members. Social media is growing in popularity and offers a great way to share information. Activities Ask participants the following questions: Why do you visit your club and district websites? What would you like to see on your club and district websites? Pair members who are familiar with social media (e.g., Facebook, LinkedIn) with a member who is not. Have them discuss the benefits of social media and the types of information shared through online social networks, as well as the logistics of creating an account.
  • Rotary leadership changes annually, which can make it hard to carry out a long-range plan. To help ensure continuity, clubs should select leaders well in advance and involve them in the planning process so they have input on decisions that will affect their term. Activities Ask participants the following questions: Who will your club leaders be in the next Rotary year? Current leaders: What helped you prepare for your term? What would have helped better prepare you? Does your club have a leadership track? If so, is it working? If not, would it help? Have teams brainstorm a list of projects or processes that would require continuity in leadership to be carried out effectively.
  • The Recommended Rotary Club Bylaws are meant to be taken and adapted to your club. They offer a standard structure and policy, but clubs should tailor them to meet their needs. Your club’s bylaws should reflect your club’s current practices. Activity Have all members write down one club practice they would like to see abandoned and one they would like to see adopted.
  • We want members to keep coming back to meetings with enthusiasm, not feel that they are boring or an obligation. Vibrant clubs are fun and have enthusiastic members. If your club isn’t having fun, ask members for ideas that the club could implement to make it more fun. Strong relationships are key to member retention. If new members are not welcomed properly or included in social circles at club meetings, disinterest or tension is likely to develop. Rotary offers networking opportunities that should be promoted in recruiting efforts. These opportunities are attractive to young professionals. Activities Ask participants to shout out ways the club could have more fun, and write their responses on a flip chart. Have participants get up and find someone they don’t know very well. Have each person tell the other person about something good that happened that week.
  • How does your club involve members? Are members in your club engaged? If all members do is attend meetings, the club is likely not vibrant. Engage members starts with talking to them about what they enjoy and what they would like to see happen. Developing club programs and activities based on members’ interests will ensure more active members. Activities Ask participants to name a service project they would like to participate in, and write their responses on a flip chart. Then take one of those ideas and ask all participants to think of a skill they could bring to the project.
  • District meetings, new member orientations, ongoing educational opportunities, and leadership development programs are all components of a comprehensive training plan. To ensure that new and current members receive training, clubs should consider appointing a club trainer or, if the club is large, a training committee. Clubs can also conduct a skills assessment to see which skills members would like training in. Activity Ask participants the following questions: What training would you like to see in our club? What training could be abandoned, combined, or radically changed?
  • Regardless of your club’s committee structure, all committees should address the Avenues of Service, club vitality, member involvement, and your club’s needs. Larger clubs might consider establishing additional committees to involve more members, and smaller clubs might consider combining committees to avoid members serving in too many roles. Activity Ask participants the following questions: Is there anything about your club’s structure that isn’t working? Are there additional committees that could be added that would help club operations? Are there some committees that aren’t needed?
  • It is natural to fear change, but innovation doesn’t require abandoning all traditions. Keep Rotary traditions that are meaningful to your club, but foster an environment that allows members to raise questions about club practices. If the only reason for a certain practice is “we’ve always done it that way,” it probably isn’t contributing to the club’s vitality. Activities Ask participants the following questions: Which traditions are meaningful and which do not contribute to your club’s vitality? What new ideas could your club try? Have participants get into pairs and discuss some positive changes that have taken place in the club since they became members. Have a speaker share a personal story about an innovative idea that improved everyday life.
  • Resources Be a Vibrant Club: Your Club Leadership Plan Strategic Planning Guide Planning Guide for Effective Rotary Clubs Communities in Action: A Guide to Effective Projects Leadership Development: Your Guide to Starting a Program RI Strategic Plan and e-learning modules Recommended Rotary Club Bylaws Standard Rotary Club Constitution ProjectLINK Club meeting and assembly information Club committee structure Activity Pass out Be a Vibrant Club: Your Club Leadership Plan .
  • This slide can be used as a reference for any option, particularly * Option 1; Activity 1 or 2 * Option 3; Activity 2
  • The RI Visual Identity Guide details how to reproduce the Rotary emblem.
  • For trainers to present: To simplify the grant-making process, the new Rotary Foundation grant model offers only two types of grants: global grants, district grants , and packaged grants . This grant model optimizes contributions to our Foundation by helping clubs and districts use Foundation funds for greater impact, greater flexibility, and greater sustainability.
  • District grants support the overall mission of The Rotary Foundation (unlike global grants, which must align to an area of focus) allowing a broad range of choices for clubs and districts. The district can apply annually for one district grant – a block grant, so to speak – for up to 50% of its available District Designated Fund for that Rotary year. Before requesting the DDF amount, the district reviews funding requests from its clubs. Once it receives the grant, the district issues the money and reports to its clubs how all the funds were used. The Foundation requires very minimal reporting, thanks to the planning that clubs and districts do before the funds are requested. This reporting model enables districts to close out their grants quickly. District grants are intended to support smaller activities and projects, which can be local and/or international. Districts should give clubs additional information about any other district-specific requirements.
  • Global grants fund projects and activities that relate to the goals of the areas of focus and are sustainable and measurable. Global grants provide larger awards for projects and activities with a minimum World Fund award of US$15,000, resulting in a total project cost of $30,000 and above. Because global grants include a World Fund match, they are a flexible and economical option for scholarships. In addition, clubs can partner to develop holistic projects that incorporate humanitarian and educational activities in the same grant, again, as long as it relates to the areas of focus. Packaged grants are unique to the new grant model in that they are the grants supported by the Foundation and the strategic partner. The grants/projects are then “packaged” and offered as project opportunities for Rotarians in pilot districts.  Rotary clubs in pilot districts will have the opportunity to work with The Rotary Foundation’s strategic partners on pre-designed projects funded by the World Fund and the strategic partner. Sponsoring Rotary clubs and districts will not be asked to provide a financial contribution to the project. Packaged grants are pre-designed grants that demonstrate potential grant activities that relate to Rotary’s areas of focus and activity types. They also increase the Foundation’s profile in the non-profit world and help attract donors. They also offer opportunities to clubs with limited resources and for clubs that are not familiar with the Foundation’s grants or how to design projects.  The packaged grant portfolio lists current packaged grant opportunities and how they relate to the areas of focus and activity types.
  • JULY 2012
  • Before 2013-14, there are many things clubs can do to prepare for the transition: The Trustees are encouraging all clubs and districts, pilot and nonpilot, to focus their current Foundation program activity in the six areas of focus even before the new grant model is launched for the entire Rotary world. In fact, many districts are already doing this. Take full advantage of training opportunities, webinars, and resource materials that have been developed to educate Rotarians about Future Vision, which are available on the website. The very latest information is also emailed monthly to Rotarians who subscribe to Future Vision News at www.rotary.org/newsletters. Consider developing a relationship with a club in a pilot district to share experiences. Ask your regional Rotary Foundation coordinator to connect you with pilot districts. Appoint your Rotary Foundation committee chair and committee members. Once your club has completed a grant project, be sure to report on it promptly. Clubs and districts cannot apply for global or district grants until they have reported on current grant projects. So it is important to stay up to date. Learn about the grant management training and qualification requirements so that your club can be prepared to implement them.
  • Transcript of "Rotary China President Elect Training Session 23 mar 2013"

    1. 1. Rotary China President-Elect Training President-Elect Training Saturday 23 March 2013 Beijing, China
    2. 2. 2President-Elect Training Seminar District Training Cycle 2
    3. 3. 3President-Elect Training Seminar 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
    4. 4. 4President-Elect Training Seminar President-Elect Training Seminar Saturday 23 March 2013 Host Club: Rotary Club of Beijing Host Club: Rotary Club of Beijing Host Club: Rotary Club of Beijing 4 DISTRICT ASSEMBLY 08:30 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 2013­14 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
    5. 5. 5President-Elect Training Seminar Your Training Team • Y.K. Cheng – President’s Special Representative for China 2008­13 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 2013­16  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 2012­16 Class: 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 2013­16 Class: 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
    6. 6. 6President-Elect Training Seminar 6
    7. 7. 7President-Elect Training Seminar Structure of Rotary DSRD Randal Eastman 7
    8. 8. 8President-Elect Training Seminar 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
    9. 9. 9President-Elect Training Seminar 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. 10. 10President-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 Procedure 2013-14 Official Directory rotary.org (code of policies)
    11. 11. 11President-Elect Training Seminar The Rotary China Team 2013-14 2013-14 DSRD Randal Eastman 11
    12. 12. 12President-Elect Training Seminar 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. 13. 13President-Elect Training Seminar 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. 14. 14President-Elect Training Seminar 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. 15. 15President-Elect Training Seminar Rotary China Leadership Team District 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. 16. 16President-Elect Training Seminar 16 An Effective Rotary Club DSRD Randal Eastman
    17. 17. 17President-Elect Training Seminar 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. 18. 18President-Elect Training Seminar 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. 19. 19President-Elect Training Seminar Support and Strengthen Clubs
    20. 20. 20President-Elect Training Seminar 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. 21. 21President-Elect Training Seminar Focus and Increase Humanitarian Service
    22. 22. 22President-Elect Training Seminar 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. 23. 23President-Elect Training Seminar Enhance Public Image and Awareness
    24. 24. 24President-Elect Training Seminar 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. 25. 25President-Elect Training Seminar Achieving the Presidential Citation 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. 26. 26President-Elect Training Seminar 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 Distinction 26
    27. 27. 27President-Elect Training Seminar Role and Responsibilities of Club President SR Y.K. Cheng 27
    28. 28. 28President-Elect Training Seminar 28
    29. 29. 29President-Elect Training Seminar 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. 30. 30President-Elect Training Seminar 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
    31. 31. President-Elect Training Seminar 31 Leadership
    32. 32. 32President-Elect Training Seminar Leadership Qualities • Vision • Motivation • Organization • Communication District Assembly | 13 32
    33. 33. 33President-Elect Training Seminar Resources District Assembly | 14 33
    34. 34. 34President-Elect Training Seminar Goal Setting
    35. 35. 35President-Elect Training Seminar Creating an Action Plan For each goal, identify: –Actions needed –Person responsible –Timeline –How progress will be measured –Available resources
    36. 36. 36President-Elect Training Seminar Strategic Planning
    37. 37. 37President-Elect Training Seminar 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. 38. 38President-Elect Training Seminar Running Meetings
    39. 39. 39President-Elect Training Seminar Running Meetings • Weekly club meetings • Board meetings • Club assemblies • Governor’s Official visits
    40. 40. 40President-Elect Training Seminar Leading Rotarians
    41. 41. 41President-Elect Training Seminar 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. 42. 42President-Elect Training Seminar 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. 43. 43President-Elect Training Seminar Engaging Your Members
    44. 44. 44President-Elect Training Seminar Member Education • New member orientation • Leadership development program • Mentor program • Club trainer
    45. 45. 45President-Elect Training Seminar Promoting Your Club
    46. 46. 46President-Elect Training Seminar Social Media • Blocked in China –Facebook –Twitter –Youtube • Not Blocked –LinkedIn –Flickr –Pinterest –Instagram
    47. 47. 47President-Elect Training Seminar Building Your Club’s Public Image
    48. 48. Be a Vibrant Club Your Club Leadership Plan
    49. 49. 49President-Elect Training Seminar 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. 50. 50President-Elect Training Seminar Purpose Ensures club are regularly evaluating current practices and implementing new ideas to increase their vitality 50
    51. 51. 51President-Elect Training Seminar 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. 52. 52President-Elect Training Seminar 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. 53. 53President-Elect Training Seminar Set annual goals • Conduct a community assessment before setting annual goals. • Ask committees to propose goals. • Involve all members. 53
    54. 54. 54President-Elect Training Seminar 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. 55. 55President-Elect Training Seminar Communicate clearly • Who communicates with district leaders? • How do members provide input? • What information can go online? 55
    56. 56. 56President-Elect Training Seminar Ensure leadership continuity • Be sure current leaders work with immediate past and incoming leaders. • Consider providing newer members with mentors. 56
    57. 57. 57President-Elect Training Seminar 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. 58. 58President-Elect Training Seminar • Provide fellowship opportunities. • Promote networking opportunities. • Have fun! 58 Develop stronger relationships
    59. 59. 59President-Elect Training Seminar Ensure members are active • Generate interest and dedication. • Build club pride. • Attract new members and gain community attention. 59
    60. 60. 60President-Elect Training Seminar 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. 61. 61President-Elect Training Seminar 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. 62. 62President-Elect Training Seminar Tradition and innovation The first four Rotarians Rotary Peace Fellows 62
    63. 63. 63President-Elect Training Seminar • 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. 64. 64President-Elect Training Seminar Club Administration DSRD Randal Eastman 64
    65. 65. 65President-Elect Training Seminar 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. 66. 66President-Elect Training Seminar 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. 67. 67President-Elect Training Seminar Administrative Duties • Member Access • Finances • Bylaws • Risk management • Rotary Marks • Reporting
    68. 68. 68President-Elect Training Seminar 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. 69. 69President-Elect Training Seminar 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. 69
    70. 70. 70President-Elect Training Seminar Submitting Reports To 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 District Assembly | 22 70
    71. 71. 71President-Elect Training Seminar Club Reporting Requirements To 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: 71
    72. 72. 72President-Elect Training Seminar Running Meetings
    73. 73. 73President-Elect Training Seminar 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 Meetings 73
    74. 74. 74President-Elect Training Seminar 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. 75. 75President-Elect Training Seminar 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. 76. 76President-Elect Training Seminar 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. 77. 77President-Elect Training Seminar Rotary Marks
    78. 78. 78President-Elect Training Seminar Resources District Assembly | 23 78
    79. 79. 79President-Elect Training Seminar Membership Recruitment & Orientation PP Simon Maguire 79
    80. 80. 80President-Elect Training Seminar 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. 81. 81President-Elect Training Seminar 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. 82. 82President-Elect Training Seminar Membership Education • Prospective member education • New member orientation and education • Continuing education for current members 82
    83. 83. 83President-Elect Training Seminar 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 heeled 83
    84. 84. 84President-Elect Training Seminar 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. 85. 85President-Elect Training Seminar 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. 86. 86President-Elect Training Seminar Service Projects DRFC Pradeep Kumar 86
    87. 87. 87President-Elect Training Seminar 87
    88. 88. 88President-Elect Training Seminar 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. 89. 89President-Elect Training Seminar 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. 90. 90President-Elect Training Seminar 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. 91. 91President-Elect Training Seminar 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. 92. 92President-Elect Training Seminar 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. 93. 93President-Elect Training Seminar 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. 94. 94President-Elect Training Seminar The Rotary Foundation DRFC Pradeep Kumar 94
    95. 95. 95President-Elect Training Seminar 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. 96. 96President-Elect Training Seminar 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. 97. 97President-Elect Training Seminar Rotary Foundation Grants
    98. 98. 98President-Elect Training Seminar Global grants District grants Packaged grants New Grant ModelNew Grant Model Future VisionFuture Vision Future VisionFuture Vision
    99. 99. 99President-Elect Training Seminar 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. 100. 100President-Elect Training Seminar 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. 101. 101President-Elect Training Seminar 13 District 0052 Grant Management
    102. 102. 102President-Elect Training Seminar 14 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. 103. 103President-Elect Training Seminar 15 Successful Grant ProjectsSuccessful Grant Projects • Meet community needs • Include frequent partner communication • Have implementation plan • Are sustainable • Maintain proper stewardship of funds
    104. 104. 104President-Elect Training Seminar 16 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. 105. 105President-Elect Training Seminar 17 StewardshipStewardship Stewardship is the responsible management and oversight of grant funds, including: Rotarian supervision Financial records review Oversight of funds Reporting irregularities Timely submission of reports
    106. 106. 106President-Elect Training Seminar 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. 107. 107President-Elect Training Seminar Club Qualification 107
    108. 108. 108President-Elect Training Seminar 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. 109. 109President-Elect Training Seminar 20 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. 110. 110President-Elect Training Seminar 21 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. 111. 111President-Elect Training Seminar 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. 112. 112President-Elect Training Seminar 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. 113. 113President-Elect Training Seminar Fundraising
    114. 114. 114President-Elect Training Seminar 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. 115. 115President-Elect Training Seminar 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. 116. 116President-Elect Training Seminar Rotary Alumni 116
    117. 117. 117President-Elect Training Seminar Rotary Foundation Alumni • Club-level Foundation resource • Advocates for The Rotary Foundation • Potential Rotarians • Potential donors. 117
    118. 118. 118President-Elect Training Seminar Training PP Simon Maguire 118
    119. 119. 119President-Elect Training Seminar 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
    120. 120. 120President-Elect Training Seminar 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
    121. 121. 121President-Elect Training Seminar 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. 122President-Elect Training Seminar District Training Cycle 122
    123. 123. 123President-Elect Training Seminar District Training Cycle 123
    124. 124. 124President-Elect Training Seminar Training Resources 124
    125. 125. 125President-Elect Training Seminar Questions? start by visiting Rotary.org For TRF email the Contact Center: contact.center@rotary.org 125
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