Presentation on theme: "TITLE PRESIDENTS ELECT PREPARATION SEMINAR WELCOME PHILLIP BEGGS DISTRICT GOVERNOR 2014/2015."— Presentation transcript:
TITLE PRESIDENTS ELECT PREPARATION SEMINAR WELCOME PHILLIP BEGGS DISTRICT GOVERNOR 2014/2015
Rotary International Theme
OBJECT OF ROTARY
HOPES AND FEARS
The Role & Responsibilities of the Club President The Club President is: A Leader (Motivate and lead volunteers) A Planner (Chart a course; identify projects & goals) A Chairman (Orderly, effective meetings - on time!) An Organiser (Delegate, without losing control) A Communicator (Represent Rotary to Club, District, & Community) Head of the Family of Rotary (Keep in contact with absent members & the families of deceased members)
The Role the President REPRESENT : ORGANISE : LEAD : Enthuse: Think like a winner before you start to lead!
The Role & Responsibilities of the Club President PRINCIPLES FOR A SUCCESSFUL CLUB CREATE A VISION! INVOLVEMENT PROTECTION If you always do what you've always done, you'll always get what you've always got!
The Legal Bits Health & Safety Policy & Procedures * Child & Vulnerable Adult Protection Policy & Procedures * Equality & Diversity Policy & Procedures * * The President and/or Secretary must sign the policy document at the first meeting of each new Rotary year, forward to the District Secretary & retain a copy in the club records / minute book
Hints for Incoming Club Presidents ENJOY YOUR YEAR AS PRESIDENT! At Club level: At District level: Be Yourself – Enjoy Yourself!
Planning for the Year PREPARATION FOR THE YEAR AS CLUB PRESIDENT Planning Committee Chairmen District Assembly Meeting of Committees Club Assembly Diary Dates
Planning for the Year SELECTING THE TEAM - LEADERSHIP and MOTIVATION The magic rule is - Don't ask too much of busy people but, what they have agreed to do, expect them to carry out - and make sure you tell them so from the outset Always remember that enthusiasm is infectious. The more interest you show in what your committees are doing, the keener they will be to respond. Do try to strike a happy balance between going along to express your interest on one hand and making the chairmen feel that you are there because you don't trust them to do things on their own, on the other! We should always enjoy what we do in Rotary!
Planning for the Year Leadership and Target Setting Leadership A good leader should have vision, possibly try to do things that have not been done before and set out to achieve new goals and objectives. Club Visioning is a highly successful audit system customised to Rotary and available to all clubs in District This process generates commitment and creates a framework to establish goals & objectives. Before you attempt to project the future, conduct an audit of your Club. Take time in conjunction with all your club members and complete the exercise - it is time well invested!
Planning for the Year Set goals using Rotary Club Central Rotary Club Central helps club leaders set and track their annual goals for membership, service, and Foundation giving. All incoming club presidents are encouraged to view their club’s historical service and giving goals at Rotary Club Central before attending their presidents-elect training seminar. https://www.rotary.org/myrotary/en/use-rotary-club-central-and- earn-recognition-your-club Showcase your successes Why not share a successful project with others? You can feature it on https://map.rotary.org/en/project/pages/project_showcase.aspx where Rotary members learn about the good work that clubs are doing locally and globally.
Planning for the Year Officers and Committees Club Officers Committee Chairmen Club Council Members Various / other Committee Members Plan attendance at “events” with your team
Planning for the Year Life doesn't have to be like this as President! It's all a question of TIME MANAGEMENT & DELEGATION!! Remember the infallible rule:- “Family first, business second and, if possible, Rotary third" Participation in Rotary should not be at the expense of your family or your business. Delegate and review!
Running Effective Meetings The Regular Weekly Club Meeting The Club Business Meeting -held monthly
Running Effective Meetings The Regular Weekly Club Meeting Prepare! Prepare! Prepare! Arrive early Mix and make yourself generally available. Meet and greet the speaker. Be in charge but never officious or self-satisfied. Start and finish on time! Work only to an agenda. Make sure you are heard at the other end of the room. Ensure the visitors' book has been completed Did I mention you should be prepared?!!! Rotary' is judged by the way we treat our guests!
Running Effective Meetings The Club Business Meeting -held monthly OBJECTIVES CONSTITUTION OF CLUB COUNCIL SPECIMEN COUNCIL AGENDA Record Attendance/Apologies Minutes of previous meeting Matters Arising Correspondence from -Rl / RIBI District Rotary Clubs General Treasurer's Report Report of Service Committees Club returns Reports of Representatives on District Council (when appropriate) Reports of Representatives on other bodies Proposed resolutions for RIBI Conference/RI Convention/CoL Other competent business Date of next meeting
Running Effective Meetings Club Council Meetings It is suggested that you:- Meet with Club Secretary beforehand Arrive on time Keep to the agenda Deal with items of correspondence Deal with matters arising from the Minutes Allocate appropriate time to each Do not allow very vocal members to hog all the limelight Be aware of the discussion drifting off the topic. Never let the Council become a second committee Ensure a formal vote is taken and recorded and entered in the minutes. Approve the minutes BEFORE they are circulated. Any member can attend Club Council meetings. Decisions of Club Council shall be final, subject only to an appeal by two- thirds Club members.
Running Effective Meetings Chairing Meetings Know Objective of the Meeting It is essential that the chairman clearly understands the objective of the meeting and keeps it in mind when arranging the agenda and conducting the proceedings Involve All Those Present It is important that all members present should be encouraged to participate, and be given the opportunity to do so. Control the Meeting The chairman must maintain control of the meeting, and not allow any party either to dominate or be excluded: Follow the agenda so that the meeting may be concluded at the allotted time. If a resolution is to be put to the club, it should be clearly worded. A vote should only be taken after members have been given the opportunity of debate A speaker must be given sufficient time to deliver his/her presentation. The chairman should ensure a member has been nominated to give the vote of thanks.
Set Pieces Club Annual General Meeting (A.G.M.) The AGM is - a historical report of activity carried out during the current Rotary year. It will receive reports and for the ensuing year set subscriptions and budget, elect: honorary members; six ordinary members of Council; District Council representatives and deputies and appoint auditors. In accordance with Rotary Constitution the Officers of the Club shall consist of the President, the President-elect, the Immediate Past President, one or more Vice Presidents, the Treasurer and the Secretary. The Club Council shall consist of the Officers of the Club, together with six ordinary members. Chairmen of Committees may, or may not, be amongst those elected to the Council; they would however normally attend Council Meetings but would not have the power to vote if they had not been elected to Council
Set Pieces Assemblies ASSEMBLY In the Rotary vocabulary, Assembly has a special meaning. It is a gathering, held at four stages for the explanation of Rotary service for the year ahead. Although the Club Assembly is the final stage in this cascade, it is the most important. THE FOUR STAGES OF ASSEMBLIES The R.I. Assembly - held in San Diego, USA each year is a mandatory attendance for all incoming District Governors The RIBI Assembly - held in Birmingham each year and attended by all senior members of the District Leadership Team The District Assembly - usually held in May The Club Assembly - when the club makes its most important decisions
Set Pieces SAMPLE AGENDA FOR CLUB ASSEMBLY Apologies Introductory remarks by the President Address by the Incoming President Committee reports from Chairpersons as per the club committee structure Secretary's & Treasurer's Report and Comments Summary by the DG’s Reprehensive normally the Assistant Governor Final remarks by the Incoming President Conclusion and Thanks by the President
Set Pieces OTHER CLUB MEETINGS Presidential Handover Special General Meeting Special Event Meetings Induction of a New Member(s)
Set Pieces Induction of New Member The President must be familiar with the induction procedure. Members should stand throughout the brief but dignified ceremony. The sponsor may be the ideal person to introduce the new member. The new member should be offered the opportunity to say a few words. The sponsor of the new member must give continued support (i.e. mentor) but this does not remove the obligation for all members to assist in the effective integration of the new member into the club. The new member must be presented with a Rotary lapel badge and a "NEW MEMBERS' PACK“ includes a copy of 'Welcome to Rotary" and a mentor form (available from the RIBI Shop). The President need not use a set speech for the induction. Saying something personal will make the induction more memorable for the new member.
Membership MEMBERSHIP The retention of existing members and the introduction of new members will be two of the most important aspects of your presidential year. Retention Members often leave Rotary because of loss of interest. The Club no longer appears vital. It fails to provide essential opportunities in service, fellowship or fun. The loss of a member is more than the loss of a friend - it is the loss of a friend's friends also!! New Members:- Every Rotarian is charged with the responsibility of sharing this great organisation with like-minded men and women. Introducing a new member is immensely satisfying and it is vital that that the correct procedure be followed.
The Elevator “Rotary changes and saves lives.” “Rotary is a group of friends who meet regularly to serve their local community and other people worldwide while having fun together.” “It’s the best decision I have ever made!”
The Art of Public Speaking Club Assembly Presidential Handover Club Meetings Club Council Meetings Charter / Presidents Functions
The Art of Public Speaking Who’s going to be there? Know what you want to say Make your point quickly Repeat important points Use simple spoken English Rehearse out loud
The Art of Public Speaking Use a single headline to identify your theme Give your audience a reason to listen Provide an outline of what you are going to say Open and close each section Make it easy for your listeners to follow your story Be enthusiastic - Inspire your Audience - Make it visual Keep your slides simple, important points only! (KISS) Give them a show
The Art of Public Speaking Rehearse – Rehearse – Rehearse Rehearse – Rehearse – Rehearse Rehearse – Rehearse - Rehearse “One More Thing”
Communication Skills & Methods Effective Communication VERBAL NON-VERBAL LISTENING
Communication Skills & Methods Effective Communication Verbal: Preparation is essential. The message must be clearly stated so that it can be understood by the audience. Speak slower than you would do normally - It assists the audience to better understand your message. Non-Verbal: 35% of communication is in the tone of the voice Only 10% is by word The remaining 55% is posture and gesture Relax and be yourself! Listening: Listening is vital to good communication skills. Do not fall into the trap of listening to people and at the same time thinking about what your reply might be - "listen with your eyes
Communication Skills & Methods Tips on Body Language Stand up straight when addressing an audience Don't play with money or keys in your pocket Do not look into space; look at the audience Always try to smile Show enthusiasm Don't wave your arms about If you have to move about the stage, never hurry If you use spectacles; they can be an aid. You gain a little time if you take them off and use them for emphasis, but don't do it too often. If you are using visual aids, keep your eyes on the audience; never turn your back on them. If timing is critical, place your watch in front of you; do not keep looking at a watch on your wrist And - on top of all that, Be Natural!
STRENGTHENING ROTARY RESEARCH: IMPLICATIONS STRATEGY: OUR ESSENCE STRATEGY: BRINGS OUR VALUES TO LIFE STRENGTHENING ROTARY |
RESEARCH: IMPLICATIONS Rotarians are responsible leaders – Define by mindset Connecting will always be a driving force behind Rotary Rotary creates c ommunity impact on a global scale
STRATEGY: OUR ESSENCE Rotary unites leaders from all continents, cultures and occupations to exchange ideas and take action for communities around the world. STRENGTHENING ROTARY |
STRATEGY: BRINGS OUR VALUES TO LIFE DiversityWe connect diverse perspectives. Vocational expertise, Service and Leadership We apply our leadership and expertise to solve social issues. Ethics and integrity We honor our commitments. Fellowship and global understanding We build lifelong relationships. STRENGTHENING ROTARY |
RI Website THE NEW ROTARY INTERNATIONAL WEBSITE STRENGTHENING ROTARY |
PROGRAMS STRENGTHENING ROTARY |
SERVICE PROJECTS – LOCAL STRENGTHENING ROTARY |
The On-Line District Directory For club members to access the on-line directory direct them to The deadline for updates is 18 th May 2014
RI Website ROTARY INTERNATIONAL WEBSITE PUBLIC AREA MEMBERS AREA STRENGTHENING ROTARY |
RI Website STRENGTHENING ROTARY |
The Rotary International Database If you have not logged in to the RI Database you will have to create an account and subsequently validate the account. Go to “My Rotary – Manage – Club Administration Here you can Add / Edit / Delete as necessary (note if you are not registered with RI you will not be given access in which case contact me) It is imperative that you ensure all of your club members are updated in the RI Database
Foundation Quiz PEPS 2014
What do we understand by the term Foundation? 1 The First Base of a lady’s MAKE UP 2 A complete mystery to Rotarians 3 The base of a building 4 Rotary’s Charitable Wing
What is Rotary International Primary Objective to achieve by 2018? 1 To hold a good annual conventions 2 To set rules and regulations that make clubs lives difficult 3 To foster good fellowship 4 To eradicate Polio
What are the names of Foundation’s Funds? 1The Annual Party Fund 2The Endowment Fund 3The Polio Plus Fund 4The Annual Fund
How many cases of worldwide cases of polio were there each day when the Polio Plus Campaign was launched in 1985? ,000
How many worldwide cases per day in 2013?
The Bill & Melinda Gates Foundation awarded Rotary 2 Challenge Grants in 2007 & 2008 to complete the task of eradicating polio from the face of the world. How much did the grants total? 1$155M 2$255M 3$355M 4$455M
How much did the Foundation ask each club to raise between December 2007 & June 2012 Rotary years to match the Gates Foundation Grant ? 1$100/£65/€80 2$4,000/£2,750/€3,200 3$6,000/£4,000/€4,800 4Nothing
What is the cost of one dose of polio vaccine? 14 cent 240 cents 3$4 4$40
The percentage of funds contributed to The Rotary Foundation spent on its programmes is: 150% 275% 3100% 4125%
Rotary Foundation Grants can be used to support humanitarian projects that are: 1Local 2National 3International 4Inter-galactic
What percentage of District Giving to the Annual Programmes funds is available to become District Grant? 125% 220% 350% 4100%
How many educational programmes does TRF have? 1Three 2Two 3Five 4Four
How much have the Trustees of The Rotary Foundation asked that each club set as its per capita target for giving to the Annual Fund each year? 1$10 ~ €8.00/£5.50 2$50 ~ €40.00/£ $100 ~ €80/£55 4$1,000 ~ €800/£550
How much must a Rotarian commit to give annually to the Annual Fund become a “Sustaining Member”? 1$50 ~ €40.00/£ $100 ~ €80/£55 3$1,000 ~ €800/£550 4$10,000 ~ €8,000/£5,500
How do I apply for a Paul Harris Fellowship for a Club Member or a local community Leader? 1What is a Paul Harris Fellowship 2Fill in a paper form 4Don’t know
How much must a club contribute to The Rotary Foundation to be able to award a “Paul Harris Recognition” 1$100 ~ €80/£55 2$1,000 ~ €800/£550 3$10,000 ~ €8,000/£5,500 4$100,000 ~ €80,000/£55,000
What is the purpose of a Scholarship Programme? 1To provide grants for “rich American kids” 2To assist persons from poor backgrounds with their education 3To foster greater understanding and goodwill among nations 4To provide a steady income for publicans
What are the age restrictions for a person becoming an Scholar? 1Must be under 18 2Must be under 25 3Must be under 40 4No age limit
What do Clubs have to do before the can apply for a Foundation Grant? 1Sign a Memorandum of Understanding (MOU) 2Contact the Foundation at RIBI and / or RI 3Contact the District Foundation Chair 4 Contact the District Grants Chair
When do District Grant Applications have to be with the District Grants Officer for 2014/2015? 1Next Saturday 231 st May April Fool’s Day 4PEPS Weekend
Why do in-coming Scholars apply to come to Ireland? 1For the Guinness and the craic 2Because the want to look up the family history in “the old country” 3To study the 6 Areas of Focus at our excellent universities 4To meet Rotarians, engage in Projects and make presentations to clubs
Why do we not have more applications for Peace Fellowships from Ireland? 1Didn’t know the was such a programme 2Thought it would cost our club money 3We forgot to look for applicants 4Didn’t know who we could approach
Who’s buying the drink tonight? 1DGE Phillip 2 DGN Declan 3DGND Gerry 4None of the Above
Quotes “I’d like to thank Rotary International, the WHO, UNICEF and the UN Foundation and, most of all, the volunteers for helping in the cause to eradicate polio” Bill Clinton. "Rotary's PolioPlus Programme is a shining example of the achievements made possible by cooperation between the United Nations and non-governmental organisations” Kofi Annan "Thank you, Rotarians, for recognising that a world without Polio is possible. You have been the catalyst for the world to accept and carry out the challenge of eradicating Polio from the earth” Bill Gates ” Everywhere I go the Rotarians have been there before me.” - Bono
THE SEQUENCE OF THE ROTARY YEAR Setting and Achieving Objectives The Presidents Guide