Rotary International TRAINING MANUAL

Transcription

1 Rotary International TRAINING MANUAL

2 Presidents-elect Training Seminar Leaders' Guide Presidents-elect Training Seminar Leaders Guide Table of Contents Introduction 1 Board-Recommended Topics...1 PETS Agenda 4 PETS Sessions 5 Presidents-elect Training Seminar Leaders Guide

3 How to Use the PETS Session Guides... 7 Opening Plenary Outline... 8 Session 1 Roles and Responsibilities of Club Presidents Session 2 Goal Setting and Selecting and Preparing Club Leaders Session 3 Club Administration Session 4 Resources Session 5 Developing Your Membership Program Session 6 What Motivates Rotarians Session 7 Effective Service Projects Session 8 The Rotary Foundation Session 9 Planning Your Year PETS Follow up Evaluation 9 Presidents-elect Training Seminar Evaluation...10 PETS Training Leader Training Evaluation Presidents-elect Training Seminar Leaders Guide

4 Introduction The purpose of the Presidents-elect Training Seminar (PETS) is to develop club presidents who have the necessary skills, knowledge and motivation to: sustain and grow their club s membership base; Board-Recommended Topics implement successful projects that address the needs of their communities and communities in other countries; support The Rotary Foundation through both financial contributions and program participation; and develop leaders capable of serving beyond the club level. The RI Board has recommended that the PETS program should consist of one and one half days of plenary sessions and group discussion of clearly defined Rotary content including the following subjects: 1. Presentation Of The RI Theme Objectives: understand the concepts presented in the RI theme; and utilize the theme as the inspirational framework for club activities in the coming Rotary year. 2. Roles And Responsibilities of Club President Objectives: understand all aspects of the role of the Rotary club president; and be fully aware of the responsibilities and expectations of the position. 3. Goal Setting Objectives understand the importance of setting goals and the characteristics of an effective goal; and lead club members in establishing membership, service and Rotary Foundation goals. Presidents-elect Training Seminar Leaders Guide 1

5 4. Selecting And Preparing Club Leaders Objectives: understand the importance of building a club organization based on the needs and goals of the club; identify the skill sets needed by Rotarians to serve as effective club leaders; and prepare the club s leadership team for the coming year. 5. Club Administration Objectives: fully understand the policies and procedures that serve as the framework for operation of the Rotary club; be aware of the club s administrative requirements to the district and RI; understand the role of the governor and assistant governor in supporting the club; and develop new ideas for weekly club programs that will be of interest to club members. 6. Membership Recruitment and Orientation Objectives: fully understand the policies and procedures that serve as a framework for Rotary membership; lead the club in establishing progressive yet realistic membership goals for the upcoming Rotary year; and understand the components of effective membership programs. 7. Effective Service Projects Objectives: understand the components of a successful service project; recognize the need to undertake projects that address the real needs of the community being served; and know how to conduct a needs assessment of the community. 8. The Rotary Foundation Objectives: understand the principle programs and activities of The Rotary Foundation; and lead the club in establishing a progressive yet realistic Foundation contribution goal for the upcoming year. 9. Resources- Where They Are And How To Use Them Objectives: be aware of, and be able to access the resources available to help carry out responsibilities; and understand the importance of recognition in a volunteer organization, and be aware of recognition programs available through RI and The Rotary Foundation. Presidents-elect Training Seminar Leaders Guide 2

6 10. Planning For The Year Objectives: understand how to use the Planning Guide for Effective Rotary Clubs as a resource for establishing club plans and objectives; and develop a basic outline of a working plan for the club that can be completed by the club president with club members upon returning home. Participants Participants attending the PETS should include: the governor-elect, who has overall responsibility for the seminar; the district trainer, who plans and conducts the seminar under the supervision of the governor-elect; assistant governors, who assist the district governor with promoting attendance as well as with team building; the PETS Training Team (comprised of qualified past governors and district chairpersons); and all incoming club presidents in the district. It is recommended that the expenses of the incoming club presidents be paid by the club or district. Multi-district PETS For governors-elect conducting multi-district PETS, at least three hours of the program must be allocated to meetings between governors-elect and their incoming club presidents, with assistant governors. Governors-elect are responsible for developing and approving the final program. They also select training leaders and plenary speakers. A letter that indicates his or her approval of the multi-district PETS program and outlines fulfillment of the above conditions must be submitted to the RI President by the governor-elect no later than four months prior to the seminar. PETS and the District Leadership Plan Assistant governors should be highly visible members of the district leadership team at PETS and serve as an additional resource for participants. Club presidents may be meeting the assistant governor assigned to their club for the first time at PETS. Club presidents will want to work with their assistant governor to begin developing club plans and objectives for the coming year. In planning the PETS program, schedule time for a meeting between assistant governors and the club presidents-elect in their assigned areas. Presidents-elect Training Seminar Leaders Guide 3

7 PETS Agenda First Day Breakfast and Registration Opening Plenary Opening Remarks and the RI Theme Adjourn to discussion rooms Discussion Session 1 Roles and Responsibilities of Club Presidents Coffee Break Discussion Session 2 Goal Setting, Selecting and Preparing Your Team Lunch Discussion Session 3 Club Administration Discussion Session 4 Resources Break Discussion Session 5 Developing Your Membership Program: Recruitment, Orientation and Retention Discussion Session 6 What Motivates Rotarians (understanding the importance of recognition in a volunteer organization) Second Day Breakfast Discussion Session 7 Effective Service Projects Break Discussion Session 8 The Rotary Foundation Lunch Discussion Session 9 Planning Your Year Using the Planning Guide for Effective Rotary Clubs PETS Evaluation Closing Plenary Question and Answer Session Final Remarks Presidents-elect Training Seminar Leaders Guide 4

8 PETS Session Guides How to use the session guides contained in this Leaders Guide The session guides contained in this Leaders Guide are designed to assist your PETS training leaders in effectively facilitating a meaningful discussion on each topic. Discussion questions Discussion questions are sample questions PETS training leaders can pose to the participants to elicit discussion about a key concept. Sample responses Sample responses are examples of answers participants might give to a discussion question. PETS training leaders may wish to use the sample responses to prompt discussion if participants are having difficulty responding to a discussion question. Key points Key points are concise statements to help training leaders emphasize key concepts. In addition, each session guide contains references to indicate when key concepts should be illustrated by a transparency. Training Leaders notes are also provided when necessary to help training leaders facilitate sessions. Finally, transparencies have been provided to illustrate key points within each session. Although the transparencies provided in the Leaders Guide are only available in black and white, color versions may be downloaded from the Rotary International World Wide Web page, The transparencies are also available on disk from the Leadership Education and Training Department upon request. Presidents-elect Training Seminar Leaders Guide 5

9 While the session guides provide valuable assistance to training leaders, they cannot replace the local Rotary knowledge and experience that each individual facilitator offers participants. Facilitators are encouraged to use the session guides as a basic framework that their knowledge and expertise will enhance in order to provide a relevant program for presidents-elect in their district. The governor-elect, the district trainer and PETS Training Team (comprised of qualified past governors and district chairpersons) should coordinate to ensure that training is inspirational and efficient. The sessions included in this Leaders Guide are designed to provide comprehensive discussion of all Board recommended topics. You may also consider discussing additional topics as time permits and providing varying presentation approaches as an effective way to maintain participants interest during the entire program. Creativity, innovation, and local expertise will inspire participants and enhance the training. When implementing your training program, consider the following points: Make topics more interesting by using district-specific examples to illustrate points. Apply culturally appropriate training techniques based on the needs of the district. Add interest to the program by using a variety of formats, including panel discussions, audiovisual presentations, and group activities. Build your program to an inspirational close. For additional advice and guidance on the PETS program, contact the RI Training Leader in your area, who is listed in the Official Directory. Presidents-elect Training Seminar Leaders Guide 6

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11 Opening Plenary Session Outline The opening plenary session of the Presidents-elect Training Seminar is likely to be the first time you address the club presidents who will be leading clubs during your year as governor. Take advantage of this opportunity to stress major emphases with which all club presidents should be familiar. The key features of your address should include: Presentation of the RI Theme for the Coming Year What does the theme represent for all Rotarians? How does the theme apply to your vision for the district for the coming year? How can clubs apply the theme to their projects and activities? The Four Elements of an Effective Club What are the four elements of an effective club? What is the role of club presidents in improving the effectiveness of their clubs? How will district leaders support club presidents to help them increase club effectiveness? District Goals What are the goals the district has established for the coming year? How can club presidents work with their clubs to help achieve these goals? How will district leaders work with clubs to achieve district goals? Review of the Purpose of PETS and the Agenda for the Seminar Remind participants of the important role PETS plays in providing them with the knowledge and skills necessary to improve their clubs. Discuss the agenda for the seminar including any logistical information participants may need to know. Your opening remarks will set the tone for the seminar. Aim to inform, motivate and inspire the participants throughout the entire meeting. Presidents-elect Training Seminar Leaders Guide 8

12 Session 1 Roles and Responsibilities of Club Presidents (45 Minutes) Learning Objectives At the end of the session the president-elect will be able to: 1. Understand all aspects of the role of Rotary club President. 2. Be fully aware of the responsibilities and expectations of the position of club president. 3. Identify the elements of an effective Rotary club. 4. Gain a fuller appreciation of the important leadership role of a club president. Materials For the training leader: 1. Overhead transparencies a. The Four Elements of an Effective Rotary Club - I b. The Four Elements of an Effective Rotary Club II c. An Effective Club President d. Rotary Leadership Network e. Guidelines for Effective Leadership Presidents-elect Training Seminar Leaders Guide Session 1-1

13 NOTES: Training Leader s note: Immediately prior to this session the district governor-elect will have addressed assembled participants by presenting the RI theme, providing an overview of the Presidents-elect Training Seminar, and outlining the role of club presidents in setting and achieving goals for the coming year. What are the key elements of an effective Rotary club?10 minutes Training Leader s notes: You may want ask a volunteer to write participant responses on a flip chart. Ask participants to provide examples of characteristics of effective Rotary clubs. If participants are having difficulty with this exercise, you may suggest they consider the following questions: 1. Which club member is more valuable one with 100% attendance but who does not participate in activities outside of club meetings, or one who actively participates in club projects, but does not have perfect attendance? 2. Do effective clubs engage in local projects? Do they engage in international projects? 3. How would you describe an effective club? 4. How does the number of members in a club influence its effectiveness? Show transparencies 1-a and b: The Four Elements of an Effective Rotary Club Presidents-elect Training Seminar Leaders Guide 1-2

14 NOTES: Key points: Rotary International is the association of Rotary clubs. Rotary International can only be effective when its member clubs are effective. To be effective, clubs must be able to: Sustain and/or grow their membership base. Implement successful projects that address the needs of their communities and communities in other countries. Support The Rotary Foundation through both program participation and financial contributions. Develop leaders capable of serving in Rotary beyond the club-level. Club President Duties and Responsibilities 15 minutes What areas demand special attention in planning your year? Show transparencies 1-a and b: Four Elements of an Effective Club Key points: Throughout the seminar we will be discussing the four elements of an effective club in greater detail. In the ninth session you will begin working on the Planning Guide for Effective Rotary Clubs with district leaders. Presidents-elect Training Seminar Leaders Guide 1-3

15 NOTES: This form encourages strategic planning based on the four elements of effective clubs. Keeping the four elements of an effective club in mind, how can incoming club presidents prepare to take office? Assess club membership. Review classifications and evaluate membership development and retention efforts. Discuss service objectives for the coming year. Identify ways to improve support of The Rotary Foundation. Ensure incoming officers and committee chairpersons are well prepared by encouraging them to attend the district assembly. Organize club programs for the coming year. Key points: Your accomplishments as president will depend largely on your preparation as president-elect. Appoint committee chairpersons as soon as possible after being elected. Work with the board of directors and other club members to formulate club goals for the coming year. During your term as president continue with these responsibilities, striving to strengthen all aspects of your club. Presidents-elect Training Seminar Leaders Guide 1-4

16 NOTES: What are some of the duties of the club president? Communicate important information to club members. Ensure continuity by working closely with both past and incoming club leaders. Formulate and approve club budget. Work with district leadership to help meet club and district goals. Prepare for and encourage participation at club and district meetings. Make use of appropriate information and resources from the RI Secretariat and its web site Work with the club treasurer to monitor the club s finances. Key point: See pages 3-4 of the 1998 Manual of Procedure for a complete outline of the responsibilities of club presidents. How do the duties of a club president relate to the leadership responsibilities of a club president? Key point: The duties of a club president provide a framework that enables the club president to carry out key responsibilities associated with leading club activities effectively. Presidents-elect Training Seminar Leaders Guide 1-5

17 NOTES: Leadership in Rotary 20 minutes Training Leader s Note: Select from the following questions to elicit general discussion. Why are you a Rotarian? Would you become a member of your Rotary club if you were invited to join today? Why or why not? What are the characteristics of an effective club president? Motivates Rotarians to act in the service of their club, community and world. Maintains and increases the number of dedicated Rotarians. Ensures that Rotary maintains its relevance to its members and the community by soliciting feedback and suggesting improvements. Provides direction and guidance to help members conduct club projects and activities. Leads by example with honesty and integrity. Show transparency 1-c: An Effective President Key points: Effective leadership at the club level ensures the cumulative success of Rotary International throughout the world. Presidents-elect Training Seminar Leaders Guide 1-6

18 NOTES: Who will you work with to maximize the effectiveness of your club? Club Board of Directors Club committee chairpersons and members Assistant governor District governor District committee chairpersons and members Community leaders Show transparency 1-d: Rotary Leadership Network Key points: To successfully lead, club presidents must work with a large variety of Rotarians, from the members of their clubs and communities to the district leaders. Effective leadership depends upon management skills, team-building, enthusiasm and integrity. What are some leadership principles to follow that will help make your year as president successful? Select your leadership team wisely Promote the spirit of teamwork and collaboration among club members Share responsibility and recognition with other club officers and members Reconcile differences among club members and prevent the formation of cliques and factions Build on prior success Complete on-going projects before starting new ones Presidents-elect Training Seminar Leaders Guide 1-7

19 NOTES: Evaluate the club s programs and determine what changes need to be made Be accessible to members by promoting direct and honest communication Embody the fundamental principles and values of Rotary, encourage others to do the same Show transparency 1-e: Guidelines for Successful Leadership Training Leader s notes: Answer any questions that participants may have. Thank participants. Adjourn Presidents-elect Training Seminar Leaders Guide 1-8

20 Session 2 Goal Setting and Selecting and Preparing Club Leaders (90 minutes) Learning Objectives At the end of the session the president-elect will be able to: 1. Understand the importance of setting goals and the characteristics of an effective goal. 2. Understand how to work with club members to establish membership, service and Rotary Foundation goals for the coming year. 3. Understand the importance of building a club organization based on the needs and goals of the club. 4. Identify the skill sets needed by Rotarians to serve as effective club leaders. 5. Prepare the club s leadership team for the coming year. Materials For the training leader: 1. Overhead transparencies a. Characteristics of an Effective Goal b. Strategies for Achieving Goals c. Basic Committee Considerations d. Guide to Effective Committees Presidents-elect Training Seminar Leaders Guide Session 2-1

21 NOTES: Introduction 5 minutes Key points: Effective clubs are the key to Rotary International s long term success. Effective clubs set goals and identify strategies to pursue them. Setting goals is applicable to all aspects of club operations. Why is it important for clubs to establish goals? The goal setting process can create buy-in and stimulate interest in club activities. Goals can motivate members to increase their involvement in the club. Setting goals and devising strategies to meet them can help clubs measure progress and establish effective club practices. Characteristics of an Effective Goal 20 minutes What are the characteristics of an effective goal? Show Transparency 2-a: Characteristics of an Effective Goal Key points: Goals should be: Achievable. Setting overly ambitious goals can lead to frustration. Challenging enough to require wide participation and teamwork. Shared. The people who are working toward its completion should participate in Presidents-elect Training Seminar Leaders Guide 2-2

22 NOTES: setting the goal and formulating strategies to meet it. Measurable. A goal expressed in this way provides a tangible and unambiguous point for club members to pursue. What are some ways to ensure that a goal is realistic? Compare goals to previous goals that have been achieved. Consult with other experienced club members and district leadership. Consult appropriate district leaders for their insight. How can progress toward a goal be evaluated? Key points: Formulate a goal that has measurable criteria. Set a timeline in order to determine progress over time. What is an example of an effective goal? Training Leader s note: After an example has been provided, ask participants whether the sample goal meets the four criteria of an effective goal. How can club presidents determine what type of goals to set? Brainstorm with club members and past and current club leaders. Speak with various members of the community. Presidents-elect Training Seminar Leaders Guide 2-3

23 NOTES: Contact district leadership for guidance. Assess the club s current conditions. Contact leaders in other clubs. How can the four elements of an effective club help in establishing goals? Key points: Consider the four elements of an effective club. In which areas does the club perform well? In which areas does it need improvement? The Four Elements of an Effective Club provide functional guideposts for the continual improvement of clubs. Strategies for Achieving Goals 25 minutes Key points: Careful planning is an essential step in helping clubs to become more effective. Without proper follow-through, even the most well-defined goals cannot be achieved. What are some methods that your club can use to ensure that a goal can be achieved? Break a goal into its basic parts and determine step-by-step actions that must occur for a goal to be achieved. Delegate responsibility for different aspects of the goal, give specific tasks to committees or individual club members. Establish a deadline for each step. Determine specific criteria to measure progress towards the completion of the goal. Identify obstacles to gain a better understanding of what needs to be achieved. Presidents-elect Training Seminar Leaders Guide 2-4

24 NOTES: Find available tools and resources that will aid in reaching the goal. Key points: Show transparency 2-b: Strategies for Achieving Goals Develop a point-by-point strategy outlining specific actions that need to be taken in order for a goal to be realized can be a helpful tool. Determine who is responsible for implementing each step or action will provide members with a clear responsibility toward reaching a goal. Create a timeframe for each step in the process gives members a chance to measure their progress towards the goal over time. Create specific criteria for measuring your club s progress. It will allow members to see if a plan is actually working, and allow special efforts in areas that illustrate a particular need. Consider the resources and tools that are available at the club and district level and from the Secretariat. Evaluate the success of your strategy to learn how to better achieve subsequent club goals. Presidents-elect Training Seminar Leaders Guide 2-5

25 NOTES: What resources do clubs have to help achieve their goals? Club Resources Members of the community Club committees Club members Club spouses and family members District Resources District governors Assistant governors District committees Other clubs in the district Rotary International Resources RI Committees and/or Task Forces RI Publications Secretariat staff Rotary Foundation grants Selecting and Working with the Club Leadership Team Who makes up a club s leadership team? 30 minutes President Club Secretary Club Treasurer Committee chairpersons and members Vice-president Immediate past president President-elect Presidents-elect Training Seminar Leaders Guide 2-6

26 NOTES: Key points: A club s board of directors is considered its governing body. It is ultimately responsible for all committee and club decisions. A club s board of directors is made up of the president, president-elect, and one or more vice presidents. The secretary, treasurer, and the sergeant-at-arms may also be members of the board according to the bylaws of the club. While not chosen by the president, the board of directors can work closely with the president to implement plans and achieve club goals. Who will you select to be part of your leadership team? Committee chairpersons for the club service committee, vocational service committee, community service committee and international service committee selected from the board of directors. Other committees or chairpersons as deemed necessary What are some considerations that should be made when determining the club committee structure? Show transparency 2-a: Basic Committee Considerations Key points: The committee structure should be based on the functional needs of the club. Consider the following: Presidents-elect Training Seminar Leaders Guide 2-7

27 NOTES: What committees will be needed to achieve membership goals? What committees will be needed to achieve service goals? What committees will be needed to achieve Rotary Foundation goals? How will committees cooperate to develop future leaders? Additional considerations include: How to involve new members. How to involve inactive members. Committee programs and activities that are carried over from a previous year. Coordinating or consolidating the work of committees that have overlapping activities. How do you determine if your club s current organization meets the needs and goals of the club? Key point: Review the club s bylaws to determine whether the current club committee structure will meet the goals for the coming year. Amend the club bylaws to accurately reflect the club s organization if necessary. Presidents-elect Training Seminar Leaders Guide 2-8

28 NOTES: How can the club president make club committees more effective? Define the purpose of each committee. Consolidate, eliminate, expand, or add committees as necessary. Appoint committee members based on their personal interests and talents. Limit membership to the actual number of persons required to fulfill the committee s purpose. Establish a concrete assignment for each committee. Encourage committees to record meetings, plans, decisions, and results. Participate in committee meetings when requested or when the situation requires. Show transparency 2-d: Guide to Effective Committees Key points: Club committees can be more effective if their responsibilities are clearly delineated. Presidents can motivate club officers by maintaining clear and open lines of communication thereby creating a sense of ownership of club plans. What are some qualities to consider when appointing committee chairpersons? Good judgement Imagination Leadership ability Interest in the work of the committee Knowledge of the job Knowledge of Rotary Presidents-elect Training Seminar Leaders Guide 2-9

29 NOTES: Enthusiasm How will you prepare your leadership team? Key points: Strongly encourage all incoming club leaders to attend the district assembly. Work with the current club leadership team to prepare future club leaders and ensure a smooth transition into the new Rotary year. Training Leader s notes: Answer any questions that participants may have. Thank participants. Adjourn Presidents-elect Training Seminar Leaders Guide 2-10

30 Learning Objectives Session 3 Club Administration (75 minutes) At the end of the session the president-elect will be able to: 1. Fully understand the policies and procedures that serve as a framework for operation of a Rotary club. 2. Be aware of the administrative requirements to the district and RI. 3. Understand the role of the governor and assistant governor in supporting the club. 4. Develop new ideas for weekly club programs that will be of interest to club members. Materials For the training leader: 1. Overhead transparencies a. Club Requirements b. Meeting Planning in Your Term As President c. The Official Visit d. The District a Definition Presidents-elect Training Seminar Leaders Guide Session 3-1

31 NOTES: Rotary Club Constitution and Bylaws 15 minutes What is the standard Rotary club constitution? Key point: The standard Rotary club constitution is the club constitution prescribed by the RI bylaws for adoption by all clubs admitted to membership in RI. What does this really mean? The standard Rotary club constitution provides a model framework for the functioning of a Rotary club. What are some of the topics for which the standard club constitution provides guidelines? Meetings Membership Classifications Attendance Admission fees and dues Directors and Officers What are club bylaws? Key point: Club bylaws embody additional provisions for the government of the club that are not provided for in the club constitution. Presidents-elect Training Seminar Leaders Guide 3-2

32 NOTES: What types of guidelines are provided in club bylaws? Duties of officers Club committee structure Duties of committees Finances Method of electing members What should you know about your club s bylaws before taking office? Key points: Review the club bylaws with the club members to ensure that they accurately reflect the club s wishes. If changes are necessary, bylaws may be amended at any regular meeting, a quorum being present, by a 2/3 vote of all members present provided that all members have been notified of proposed amendments at least 10 days before such meeting. Club Administration 35 minutes What reporting requirements do clubs have to Rotary International? Semiannual reports (used to provide membership information to RI) Submit dues to RI Changes in membership Changes in officer or meeting information Information for the Official Directory Presidents-elect Training Seminar Leaders Guide 3-3

33 NOTES: What reporting requirements do clubs have to the district? Sample response: Monthly attendance figures Show transparency 3-a: Club Reporting Requirements Which club officer is chiefly responsible for working with the club president to meet these requirements? Sample response: The club secretary Key point: Ensure that your club secretary follows through with reports to the district and to Rotary International. What are some things you can do to help ensure that your club is financially healthy? Work closely with the club treasurer. Ensure club dues are remitted to RI in a timely manner. Develop a budget and test all expenditures against it. Keep admission fees and dues at an acceptable rate. Perform an annual audit. Prepare financial report to members. Review club s policy on fining and determine if it produces the desired results. Presidents-elect Training Seminar Leaders Guide 3-4

34 NOTES: How does the club treasurer help the club function more effectively? Maintains accounts of all club funds Receives and disburses funds Prepares financial reports Assists in the development of the club budget. What resources can you use to find more information about working with club officers? Standard Rotary Club Constitution and Recommended Club Bylaws (can be downloaded from the RI web site: Manual of Procedure [035] Club President s Manual [222] Club Secretary s Manual [229] Club Committee Manual [226] What are some of the events for which club presidents must prepare? Weekly club meetings Club assemblies The official visit of the district governor What are some meetings that the club president should promote? District assembly District conference District Rotary Foundation seminar Rotary International Convention Why are these meetings important? Presidents-elect Training Seminar Leaders Guide 3-5

35 NOTES: Key points: Provide a unique opportunity for Rotarians at the club level to learn about the broader scope of activities that are achieved throughout the district and beyond. Serve as forums to discuss club and district projects and develop project partnerships. Provide an opportunity for fellowship beyond the club level. Show transparency 3-b: Meeting Planning in Your Term as President What are important considerations in planning weekly meetings? Key points: Ensure that an interesting, relevant program is planned. Begin and end the meeting punctually. Have a contingency plan in case the scheduled program is cancelled. What creative strategies does your club use to develop interesting, relevant and informative club programs? How can a club president maximize the impact of club meeting programs? Key points: Ensure that all programs are applicable to Rotary. Determine programs well in advance, ideally before the year begins. Consider rotating the responsibility of arranging programs. Presidents-elect Training Seminar Leaders Guide 3-6

36 NOTES: Relate programs to current club projects and activities, when possible. Use the Rotary Calendar as a guide to arrange special observance programs (for example, a membership program during membership development and extension month in August). Include programs that update members on Rotary information. What is a club assembly? Key points: A club assembly is a meeting of all club officers, directors, and committee chairpersons, held for the purpose of conferring on the program and activities of the club. Club assemblies conducted with the assistant governor or held in conjunction with the official visit provide a unique opportunity to discuss club programs and activities. It is recommended that six club assemblies be held. The first club assembly should be held by the president-elect, immediately after the district assembly to describe club plans for activities. Why are club assemblies important? Enables president to coordinate and direct committee activity. Chance to update officers and committee members on all club activities. Provides opportunity to stimulate thought and activity based on informal group discussions. Presidents-elect Training Seminar Leaders Guide 3-7

37 NOTES: What topics should be discussed at the club assembly? Service projects and club activities Membership growth and retention Attendance at the district conference or other district and RI meetings What additional topics are discussed at the club assembly? Presidents-elect Training Seminar Leaders Guide 3-8

38 NOTES: What is the official visit? Key points: The official visit is the visit of the district governor to each Rotary club in the district for the purpose of: focusing attention on important Rotary issues; providing special attention to weak or struggling clubs; motivating Rotarians to participate in service activities; and personally recognizing the outstanding contributions of Rotarians in the district. How should your club prepare for the official visit? Announce the forthcoming visit at weekly club meetings. Publish announcements in the club bulletin. Review the Planning Guide for Effective Rotary Clubs and be prepared to discuss it during the visit. Urge each committee chairperson to attend. Arrange reports of committee accomplishments and plans. Make a list of questions, problems and concerns that can be addressed during the visit. Arrange for recognition or awards to be presented by the governor or assistant governor (for example, Paul Harris Fellows). Ask attendees to arrange their personal and business schedules so they do not interfere with the official visit. Presidents-elect Training Seminar Leaders Guide 3-9

39 NOTES: Show transparency 3-c: The Official Visit Working with the District 20 minutes What is the purpose of the district? Key point: 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, p.23 Show transparency 3-d: The District a Definition How can the district help clubs become or remain effective? Key points: Provides guidance to clubs on various issues such as, membership or service projects. Introduces clubs who have similar issues or projects. Serves as a resource on a wide variety of topics. Provides an opportunity for Rotarians to serve on district level committees. Shares detailed Rotary information with club committees and members. What is the role of the district governor with respect to your club? Sample response: Presidents-elect Training Seminar Leaders Guide 3-10

40 NOTES: The district governor acts as a resource, provides inspiration, and motivates members to help clubs become more effective. The governor keeps clubs and their officers appraised of district activities and opportunities. Who other than the governor can assist you at the district level? Key points: Assistant governors District committees How can assistant governors support effective clubs? Assist presidents-elect in identifying club goals using the Planning Guide for Effective Rotary Clubs. Periodically review progress made toward goals club presidents established in the Planning Guide for Effective Rotary Clubs and provide guidance as necessary. Visit each club at least once every quarter and hold regularly scheduled meetings with club presidents and secretaries to discuss club business and related issues. Schedule and plan for the governor s visit to a club. Represent the governor at club assemblies related to the official visit. Act as a liaison between the governor and clubs. Assist clubs on service projects. Training Leader s notes: Answer any questions that participants may have. Presidents-elect Training Seminar Leaders Guide 3-11

41 NOTES: Thank participants. Adjourn Presidents-elect Training Seminar Leaders Guide 3-12

42 Session 4 Resources (45 Minutes) Learning Objectives At the end of the session the president-elect will be able to: 1. Identify and be able to use resources available from the club and district to help achieve club goals. 2. Identify and be able to use resources available from Rotary International to help achieve club goals. 3. Identify and be able to use community resources to help achieve club goals. 4. Understand the importance of knowing where to find Rotary support and guidance. Materials For the training leader: 1. Overhead transparencies a. District Resources b. Rotary International Resources 2. Exercise Resource Quest Presidents-elect Training Seminar Leaders Guide Session 4-1

43 NOTES: Rotary Resources 15 minutes Why is it important for you to know about Rotary resources? Key point: Club members will look to you for guidance and answers. Although you may not know all the answers, you will be expected to know where to find them. What resources are available at the club level? Past club leaders Spouses and families of club members Club members Leaders and members of other clubs Key point: Take advantage of the experience base within your own club as well as that of other clubs. Who is available in the district to support club presidents? District governor Assistant governor District committee chairpersons and members Past district officers Presidents-elect Training Seminar Leaders Guide 4-2

44 NOTES: How would you find district leaders who can help you? Contact your assistant governor or district governor. Many districts compile a district directory that includes the names and contact information for all district leaders. Many districts now have their own web-sites featuring the names and contact information of district leaders. Show transparency 4-a: District Resources What informational resources are available from Rotary International? Official Directory RI Catalog Manual of Procedure THE ROTARIAN magazine or regional Rotary magazine Rotary World Rotary Newsbasket RI Web page Who serves as informational resources for Rotary International? The RI Board of Directors and Rotary Foundation Trustees RI and Rotary Foundation Task Forces and Committees RI staff Show transparency 4-b: Rotary International Resources Presidents-elect Training Seminar Leaders Guide 4-3

45 NOTES: Why is the community an important resource for your Rotary club? Key point: Maintaining close contact with the community can help clubs determine real community needs and find potential new members. What are some useful community resources? Other service organizations and non-profit groups Local schools Government offices Community vocational programs Hospitals and other health concerns The Chamber of Commerce or other local business groups How has your club worked with other organizations in your community? The Quest for Rotary Knowledge 30 minutes Training Leader s notes: This exercise should take approximately 30 minutes. Have participants form groups of up to five members. The goals of the exercise are to acquaint presidents-elect with district and Rotary International resources and increase their familiarity with the variety of ways information can be obtained. Presidents-elect Training Seminar Leaders Guide 4-4

46 NOTES: Participants should work together to answer the questions contained in the Resource Quest handout. Remind participants that most questions have more than one answer. After 20 minutes, discuss the answers to each question by asking each group for the answers they determined. Use the answers in the key provided with this sample session as an aid if participants have difficulty with any of the questions. Answer any questions that participants may have. Thank participants. Adjourn Presidents-elect Training Seminar Leaders Guide 4-5

47 Rotary Quest Exercise Instructions: The following exercise will help you determine how to find information during your term as president of your club. Answer the following questions. Each question has more than one possible answer; however, some answers are better than others. Your discussion leader will review the answers with you at the end of the session. District resources 1. A club member asks you about nominating a local student to become an ambassadorial scholar. You are not sure what the application process is. Whom should you call to find the answer? Whom could you contact? How would you find the contact information for this person? 2. You are looking for a speaker for your Membership and Extension month program but you re not sure where to start. Whom could you contact? How would you find the contact information for this person? 3. Your club would like to do a world community service project but does not know how to find an international project partner? Whom could you contact? How would you find the contact information for this person? 4. Your club is preparing a matching grant application. You would like to find out if the district has any funds available to support the project. Whom do you call to find out? Whom could you contact? How would you find the contact information for this person? 5. Your club is planning a fundraiser that will occur in the spring. You want to make sure that the dates of the fundraiser do not conflict with the dates of the district conference, which you and several club members plan to attend. How do you confirm the dates of the conference? How could you learn the conference dates? Rotary International Resources 6. Every week a different member of your club must present a different piece of Rotary information for the Rotary in a minute segment of your club meeting. Where could they find such information? Sources of information: Presidents-elect Training Seminar Leaders Guide 4-6

48 7. A club member informs you that they will miss a meeting due to a business trip. You suggest to them that they make up the meeting at the Rotary club in the town they will visit. The club member agrees to this suggestion, but does not know when or where the club meets. Where should you advise the club member to look for this information? Source of information: 8. Your club is developing a new member orientation program. You want to develop a club library of materials that will support this purpose. How would you find out what materials are available? Source of information: 9. Your Rotary club has grown to the extent that several members have discussed starting a new club within the same community. Where would you look to find the policies that govern this process? Source of information: Extra credit: what is the name of the relevant policy? On what page of the Manual of Procedure can it be found? Presidents-elect Training Seminar Leaders Guide 4-7

49 Rotary Quest Answer Key Instructions: The following exercise will help you determine how to find information during your term. Answer the following questions. Each question has more than one possible answer; however, some answers are better than others. Your discussion leader will review the answers with you at the end of the session. District resources 1. A club member asks you about nominating a local student to become an ambassadorial scholar. You aren't sure what the application process is. Whom should you call to find the answer? Whom could you contact? district scholarship subcommittee chairperson Or: assistant governor, district Rotary Foundation committee chairperson, or district governor How would you find the contact information for this person? District directory, district web page or, via the assistant governor 2. You are looking for a speaker for your Membership and Extension month program but you re not sure where to start. Whom could you contact? district Membership Development committee chairperson Or: assistant governor or district governor How would you find the contact information for this person? District directory, district web page or, via the assistant governor 3. Your club would like to do a world community service project but does not know how to find an international project partner? Whom could you contact? district World Community Service committee chairperson Or: district Rotary Foundation committee chairperson, assistant governor, or district governor. How would you find the contact information for this person? District directory, district web page or, via the assistant governor 10. Your club is preparing a matching grant application. You would like to find out if the district has any funds available to support the project. Whom do you call to find out? Whom could you contact? district Rotary Foundation committee chairperson Or: district Rotary Foundation grants sub-committee chairperson, assistant governor, district governor How would you find the contact information for this person? District directory, district web page or, via the assistant governor Presidents-elect Training Seminar Leaders Guide 4-8

50 4. Your club is planning a fundraiser that will occur in the spring. You want to make sure that the dates of the fundraiser don t conflict with the dates of the district conference, which you and several club members plan to attend. How do you confirm the dates of the conference? How could you learn the conference dates? Consult the Governor s Monthly Letter or the district web page. Or, call your assistant governor or district governor. Rotary International Resources 5. Every week a different member of your club must present a different piece of Rotary information for the Rotary in a minute segment of your club meeting. Where could they find such information? Sources of information: THE ROTARIAN or regional Rotary magazine, Rotary World, Rotary Newsbasket, Rotary web page 6. A club member informs you that they will miss a meeting due to a business trip. You suggest to them that they make up the meeting at the Rotary club in the town they will visit. The club member agrees to this suggestion, but does not know when or where the club meets. Where should you advise the club member to look for this information? Source of information: Official Directory or Where Clubs Meet section of the Rotary web page. 7. Your club is developing a new member orientation program. You want to develop a club library of materials that will support this purpose. How would you find out what materials are available? Source of information: RI Catalog, RI web page, district Membership committee 8. Your Rotary club has grown to the extent that several members have discussed starting a new club within the same community. Where would you look to find the policies that govern this process? Source of information: Manual of Procedure Extra credit: what is the name of the relevant policy? Additional Clubs On what page can it be found? Pages 39 and 40 (1998 edition, English) Presidents-elect Training Seminar Leaders Guide 4-9

51 Session 5 Developing Your Membership Program: Recruitment, Orientation, and Retention (90 minutes) Learning Objectives At the end of the session the president-elect will be able to: 1. Fully understand the policies and procedures that serve as a framework for Rotary membership. 2. Understand the components of an effective membership program. 3. Develop recruitment strategies. 4. Understand the three key elements in an effective orientation program. 5. Identify the 5 key stages of new member education. 6. Discuss ways to encourage membership retention. 7. Identify the resources available to support membership recruitment, orientation and retention activities. Materials For the training leader: 1. Overhead transparencies a. Membership Loss b. Key Elements of Effective Orientation c. The 5 Stages of New Member Education d. The Keys to Retention Presidents-elect Training Seminar Leaders Guide 5-1