District Officer Training

1. 1

2. Rotary in the South West
Peninsula
Welcomes The District 1175 Team
to DOTS 2
2015
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3. Objectives
• To review the RIBI Leadership and RIBI Regional
Assemblies and transfer any Learning to the PEPS 2
and Assembly Programmes
• To review and focus on the programmes for PEPS 2
and District 1175 Assembly
• To discuss the key areas of Budget and
Communication for the new District
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4. DOTS 2
Process for the session
4

5. Incoming District Governor Brian Stoyel
Introduction
&
Perspectives on RIBI Leadership &
RIBI Regional Assembly
5

6. 6

7. David Willcocks
District Training Team
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8. PEPS 2 Objectives
To Support Presidents Elect by:
 Communicating information on Supported
Programmes in each Avenue of Service
 Communicating information on District-wide
support including Membership,
Communication, Safeguarding and Planning
for the Future
 Highlighting the importance of Club
Leadership
8

9. DISTRICT 1175 - TOTAL 88 CLUBS …. CO-ORDINATING ASSISTANT GOVERNOR REGIONS
C/AG 1 - 18 clubs
Cathie Shipwright
Region E
C/AG 2 - 16 clubs
David Laud
Region D
C/AG 5 - 19 clubs
Graham Bulford
Region A
C/AG 3 - 17 clubs
Gordon Peacock
Region C
C/AG 4 - 20 clubs
David Pritchard
Region B

10. 10
Rotary International District 1175 Structure
DG
Brian
Stoyel
DGN
George Eamer
DGE
Stephen
Lay
District
Secretary
Dee
Kilpatrick
District
Treasurer
Susan
Wills
IPDG
(2)
Peter Bennett
Ralph Curr
Community
Tony Williams
Vocational
Peter
Harrison
International
John James
Youth
Carol Lay
MPRC
Stephen
Lay
Foundation
Euan Eddie
Membership
Recruitment &
Retention
Diane Shepherd
Extension
George Kempton
District
Service
Geoff
Hawes
Note 4
C/AG
Region E
Cathie
Shipwright
C/AG
Region C
Gordon
Peacock
C/AG
Region A
Graham
Bulford
C/AG
Region B
David
Pritchard
C/AG
Region D
David Laud
Notes
1. Meeting Sequence - (a) DGN with Service Chairs before District Exec, (b) District Exec (c) C/AG meeting with AG’s in area to report on Dist Exec and
give agreed briefing.
2. District Exec will be made up of DG, DGE, DGN, District Secretary, District Treasurer, Co-ordinating AG’s (5) and the IPDG (2 in first year of formation
thence 1)
3. Agenda for District Exec will include Continuity as standing item
4. District Service will include Compliance, Protection, Equality and Diversity, Health and Safety
5. DG and District Treasurer will liase with the Conference Committee
6. Each C/AG will co-ordinate a geographically based team of AG’s
7. District Training and Development will include District and Club Visioning
8. Community Service will include Environmental Projects and Activities.
District Training
and Development
David Willcocks
Christine Peacock
Visioning
George Eamer

11.  Background
- Room Layout and Seating
 AG’s
- Facilitate Discussion in table groups
 Avenue of Service Chairs
- Visit each table to give short session (15
minutes in total) on their Aims and to get
club reaction through discussion
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12.  District Officers
- Join discussions and highlight issues to the
Service Chairs
- Let the sessions belong to the PE’s
- Short sharp presentations
- Follow-up on issues raised after PEPS 2
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13. Vocational Service - One of 5 Avenues of Service
in Rotary
 Club Service
 International Service Needs Driven
 Community Service
 Youth Service
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14.  Vocational Service
 Not Needs Driven - A RESOURCE
Attributes that Rotarians possess and bring into
Rotary
Are they identified and used
effectively?
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15. 15

16. Budget Discussion
Brian Stoyel
&
Susan Wills
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17. 17

18. Christine Peacock
District Training Team
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19. Objectives of this session
To –
•Remind ourselves of the critical importance and the
objectives of the District Assembly
•Understand how the AG can support and add value
to the District Assembly
•Understand how the Service Chairs can support and
add value to the District Assembly
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20. Group work
In your table groups please discuss:
•The importance and key objectives of a District
Assembly
•How the AG/CAG can support and add value to the
District Assembly?
•What role the Service Chair plays at District
Assembly?
•At the very minimum which members of the clubs
should be encouraged to attend District Assembly?
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21. A Possible Scenario
please discuss
• A club has the reputation for not
attending District Assembly. They do
not want anything to do with District, the
AG and the ideas of the Service chairs
and so once again they do not appear to
be attending. What do you do?
• Feedback from groups.
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22. The Purpose of District Assembly
• To prepare incoming leaders for their year
in office and build their leadership skills
• To give the District Governor Elect, the
Assistant Governors and District Chairs the
opportunities to motivate club leadership
teams and build their working
relationships.
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23. Topics to be introduced at Assembly
• Introduction of the District team
• RI theme for 2015/2016
• Long range and annual goals
• Raise awareness of compliance requirements
• Reminder of importance of Youth Competitions
• Reminder of how clubs can serve communities
• Service chairs provide information and lead group
work discussion
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25. MPRC Chair
Stephen Lay
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26. • bulk emails
• news

27. AIDA
•Attention
•Interest
•Desire
•Action

28. Daily we see how not to structure emails!
• Too long
• Too verbose
• Core message is lost
• Too short
• Don’t know who it has gone to
• Boring
• generally uninteresting
• I’m bored and give up
• and miss interesting stuff at the bottom
• I know who its from so I wont read it
• Not pertinent to me

29. In communication from District they
wanted:
•to know what was going to their Chairs
•a brief resume at the top so they don’t
have to read all the detail
•they were concerned about filtering.

30. • Cc to the AGs, DGN, DG, Your Committee
• This way the AGs and DGN are aware of the messages you are trying
to get across and can help reinforce your message

31. • From the District database (via webpage / MDE)
• All the information is accessible, but only if it has been
entered by the Club
• Getting it in a useable form is not so easy!
• Manually
• Asking the Clubs for details
• AGs and Chairs – please, PLEASE
encourage the Clubs to enter all roles
in database.

32. Using a list of emails for
bulk emailing

33. Make it clear at the top of the body of the text who it is going to and who it
is copied to.
Eg. To all Community Chairs. Copied to Presidents and AGs etc
•This is supporting the Chair: the Chair should be given time
to report to the Club.
•It is also supporting and prompting the President to ensure
the Chair does report to the Club

34. • Give a bulleted , very brief summary of what is below – so the Presidents
and others who don’t have time at least get the gist.
• Followed by more detail below. But keep it brief.

35. 1. Bcc the recipients, include the Presidents
1. Secretaries if Club Officer is not known
2. Cc: AGs, DGN, DG and appropriate District Team
3. At top of message state who it has gone to
4. Very brief bullet summary so Presidents, AGs, DGN
and DG are aware.
1. Put the interesting stuff at the top
5. Detail below for those that need it, or have interest.

36. Why do we need to know?
• Get SUPPORT of the public
• Strengthen the Rotary BRAND
• MEMBERSHIP
• Motivate & Inspire Rotarians to do more

37. • Clubs
• Club Newsletters
• Club Websites
• Club Website Diaries
• Club Social Media
• AG’s matrix
• Goggle News Alerts
• Service Chairs (7)
• AGs (12)
• DG, DGE, DGN
• Other?

38. • TV Programme
• District Newsletter
• District Website
• District Social Media
• Rotary Club Central (Showcase)
• Joined Up Rotary:
• DGN: between Service committees & Exec
• AGs: feeding back to Clubs for sharing
• District PR Officer (for District press releases)
• RIBI “Rotary” & RI “Rotarian” magazines

39. AIDA
•Attention
•Interest
•Desire
•Action
• Use the email protocol
• Encourage your Clubs and
Service Chairs to ensure all
Club roles are entered in the
database
• Generate one new news item
per month.

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