TITLE PRESIDENTS ELECT PREPARATION SEMINAR WELCOME PHILLIP BEGGS DISTRICT GOVERNOR 2014/2015.

TITLE PRESIDENTS ELECT PREPARATION SEMINAR PRESIDENTS ELECT PREPARATION SEMINAR

WELCOMEPHILLIP BEGGS

DISTRICT GOVERNOR 2014/2015

HOUSE KEEPING

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 PresidentPRINCIPLES 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 *

• Data Protection

• Crisis Management

• Rotary Insurance

• Regalia

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 YearPREPARATION FOR THE YEAR AS CLUB PRESIDENT

• Planning • Committee Chairmen

• District Assembly

• Meeting of Committees

• Club Assembly • Diary Dates

Planning for the YearSELECTING 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 YearLeadership 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 1160.

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 YearSet 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 successesWhy not share a successful project with others? You can feature it onhttps://map.rotary.org/en/project/pages/project_showcase.aspx where Rotary members learn about the good work that clubs are doing locally and globally.

https://www.rotary.org/myrotary/en/use-rotary-club-central-and-earn-recognition-your-club

https://www.rotary.org/myrotary/en/use-rotary-club-central-and-earn-recognition-your-club

https://map.rotary.org/en/project/pages/project_showcase.aspx

https://map.rotary.org/en/project/pages/project_showcase.aspx

Planning for the YearOfficers 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 asPresident!

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!

Presidential Citation



Rotary Days

Rotary Days

Running Effective Meetings

The Regular Weekly Club Meeting

The Club Business Meeting -held monthly


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!


The Club Business Meeting -held monthlyOBJECTIVESCONSTITUTION OF CLUB COUNCILSPECIMEN 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


Club Council MeetingsIt 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.


Chairing Meetings

• Know Objective of the MeetingIt 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 PresentIt is important that all members present should be encouraged to participate, and be given the opportunity to do so.

• Control the MeetingThe 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 debateA speaker must be given sufficient time to deliver his/her presentation.The chairman should ensure a member has been nominated to givethe 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 ASSEMBLIESThe R.I. Assembly - held in San Diego, USA each year is a mandatory attendance for all incoming District GovernorsThe RIBI Assembly - held in Birmingham each year and attended by all senior members of the District Leadership TeamThe District Assembly - usually held in MayThe 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 PiecesInduction 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 'Welcometo 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.

• RetentionMembers 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.

Membership

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


• 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


• 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


Rehearse – Rehearse – RehearseRehearse – Rehearse – RehearseRehearse – Rehearse - Rehearse

“One More Thing”

Communication Skills & Methods

Effective Communication

VERBAL

NON-VERBAL

LISTENING


Effective CommunicationVerbal:• 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


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 community impact on a global scale

STRATEGY: OUR ESSENCE

Rotary unites leaders fromall continents, cultures and occupations

to exchange ideas and take action

for communities around the world.


STRATEGY: BRINGS OUR VALUES TO LIFE

Diversity We 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.


RI Website

THE NEW ROTARY INTERNATIONAL WEBSITE






PROGRAMS


SERVICE PROJECTS – LOCAL


PARTNERSHIPS & INTERNAL CAMPAIGNS


Using the new branding

We’re for Communities

The District

Directorywww.rotary.ie

The On-LineDistrict Directory

For club members to access the on-line directorydirect them to

www.rotary.ie

The deadline for updates is 18th May 2014

http://www.rotary.ie/roster/roster1314.php

RI Website

•ROTARY INTERNATIONAL WEBSITE

•PUBLIC AREA

•MEMBERS AREA


RI Website


The Rotary

International Databasewww.rotary.org

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

Who Wants to be a Foundation Expert?

Foundation Quiz

PEPS 2014


What do we understand by the term Foundation?1 The First Base of a lady’s MAKE UP2 A complete mystery to Rotarians3 The base of a building4 Rotary’s Charitable Wing


What is Rotary International Primary Objective to achieve by 2018?1 To hold a good annual conventions2 To set rules and regulations that make clubs lives difficult3 To foster good fellowship4 To eradicate Polio


What are the names of Foundation’s Funds?

1 The Annual Party Fund

2 The Endowment Fund

3 The Polio Plus Fund

4 The Annual Fund


How many cases of worldwide cases of polio were there each day when the Polio Plus Campaign was launched in 1985?

1 12 103 1004 1,000


How many worldwide cases per day in 2013?

1 32 13 84 10


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 $155M2 $255M3 $355M4 $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

4 Nothing


What is the cost of one dose of polio vaccine?

1 4 cent

2 40 cents

3 $4

4 $40


The percentage of funds contributed to The Rotary Foundation spent on its programmes is:

1 50%

2 75%

3 100%

4 125%


Rotary Foundation Grants can be used to support humanitarian projects that are:

1 Local

2 National

3 International

4 Inter-galactic


What percentage of District Giving to the Annual Programmes funds is available to become District Grant?

1 25%

2 20%

3 50%

4 100%


How many educational programmes does TRF have?

1 Three

2 Two

3 Five

4 Four


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/£27.50

3 $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/£27.50

2 $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?

1 What is a Paul Harris Fellowship

2 Fill in a paper form

3 On-line @www.ribi.org

4 Don’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?

1 To provide grants for “rich American kids”

2 To assist persons from poor backgrounds with their education

3 To foster greater understanding and

goodwill among nations

4 To provide a steady income for publicans


What are the age restrictions for a person becoming an Scholar?

1 Must be under 18

2 Must be under 25

3 Must be under 40

4 No age limit


What do Clubs have to do before the can apply for a Foundation Grant?

1 Sign a Memorandum of Understanding (MOU)

2 Contact the Foundation at RIBI and / or RI

3 Contact 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?

1 Next Saturday

2 31st May 2014

3 April Fool’s Day

4 PEPS Weekend


Why do in-coming Scholars apply to come to Ireland?

1 For the Guinness and the craic2 Because the want to look up the family

history in “the old country”3 To study the 6 Areas of Focus at our excellent universities4 To meet Rotarians, engage in Projects and make presentations to clubs


Why do we not have more applications for Peace Fellowships from Ireland?

1 Didn’t know the was such a programme

2 Thought it would cost our club money

3 We forgot to look for applicants

4 Didn’t know who we could approach


Who’s buying the drink tonight?

1 DGE Phillip

2 DGN Declan

3 DGND Gerry

4 None 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

Club Assembly

Preparation


HOUSE KEEPING

TITLE PRESIDENTS ELECT PREPARATION SEMINAR WELCOME PHILLIP BEGGS DISTRICT GOVERNOR 2014/2015.

Documents

object of rotary slide

club members

successful club

club level

club records minute

club visioning

club president principles

new rotary year