PETS Outlines booklet€¦ · 2017 PETS Training. Use this booklet as your PETS program/diary. Write notes in it, jot down your ques ons / comments and keep it as a reference for

Presidents Elect Training Seminar Young Feb 25-26, 2017

Presentations Outlines This booklet contains an outline summary of each of the presenta ons at the

2017 PETS Training. Use this booklet as your PETS program/diary. Write notes

in it, jot down your ques ons / comments and keep it as a reference for your

year as President of your club.

District Training Team:

2017

George Weston

2017‐18 District Governor

Paul Murray John Egan Gary Roberts Peter Gissing Alan Sharp

Saturday PETS training 10:00 to 5:10

Start time Duration Presentation Title Presenter

10:00 AM 5 Welcome to PETS DG Michael Milston

10:05 AM 15 Welcome Overview Training Team PDG John Egan

10:20 AM 40 DG Goals 2017/18 Board & AG's DGE George Weston

11:00 AM 10 RI President's Theme DGE George Weston

11:10 AM 20 Plan Your Year‐The Process Alan Sharp

11:30 AM 15 Break

11:45 AM 20 Members Profile ClubRunner Paul Murray

12:05 PM 20 Board Members Updates ClubRunner Paul Murray

12:25 PM 20 District Directory ‐ a real power tool ClubRunner Paul Murray

12:45 PM 45 Lunch

1:30 PM 20 Leadership‐Conflict Resolution Peter Gissing

1:50 PM 15 Youth Programs PDG Gary Roberts

2:05 PM 15 Service Projects Peter Gissing

2.20 PM 15 Risk Management and Insurance Sam Catanzariti

2.35 PM 25 Grants/Foundation PDG David Kennedy

3:00 PM 10 Stretch Break

3:10 PM 20 Administration + Child Protection PDG Gary Roberts

3:30 PM 30 Growing Your Club Jo McRae

4:00 PM 10 Financial Responsibility Doug Conkey

4:10 PM 20 Your Role‐Meeting Procedure Peter Gissing

4:30 PM 20 Reports and Presentations Powerpoint Paul Murray

4:50 PM 20 Public Image PDG John Egan

5:10 PM Wrap Up Dinner 7 for 7.30 PM PDG John Egan

Sunday PETS training 9:00 to 12:00

9:00 AM 10 Welcome Overview DGE George & PDG John

9:10 AM 20 Rotary Club Central My Rotary Paul Murray

9:30 AM 70 AG Groups‐YourPlan RCC Goals AG's

10:40 AM 10 Stretch Break

10:50 AM 15 Your Club Website Options Paul Murray

11:05 AM 15 Social Networking Facebook plus PDG John Egan

11:20 AM 20 Make Your Club the Place to BE PDG John Egan

11:40 AM 15 General Meeting DG Michael Milston

11:55 AM 5 Calendar‐Essential Dates DGE George Weston

12:00 PM PETS Concluded Return Home DGE George & PDG John

AppendicesDistrict Strategic Plan 2017‐ 2020 Page 36

Membership Sustainability Grants Page 39

2017‐18 Presidential Citation Page 46

Group Cultural Exchanges Page 50

2017 PETS Survey Page 52

PETS Presentations Schedule

Page 2 of 52

2017 PETS Presenters Summary Outlines Young – Feb 25 & 26, 2017

District Governor Michael Milston will give the official welcome.

Saturday Start 10:00 AM Duration 5 minutes Presentation Title

Welcome to PETS

Phone: 6362 5360 Mobile: 0419 414 959 Michael Milston

Email: [email protected] Club: Orange Daybreak

DG

Page 3 of 52


This is the Team

Our Aims

What we want you to leave with.

Confidence in managing and growing yourclub

Knowledge of Important RotaryProgrammes

Even better people Skills

Awareness of events and deadline

Insurance and the Implications

Familiarity with ClubRunner

Social Media and how to use it effectively..

and enjoy yourself!!


Welcome Overview Training Team/Program

Phone:59083421 Mobile: 0402 488 349 PDG John Egan

Email: [email protected] Club: Wollundry WW Training Team Chair

Page 4 of 52


Introduction of Board and AG’s


DG's Goals 2017/18 Introduce Board & AGs

Phone:02 6953 6344 Mobile: 0417 519 580 George Weston

Email: [email protected] Club: Leeton DGE

District Secretary Marilyn Roberts

District Treasurer Douglas Conkey

Immediate PDG Michael Milston

DGE John Glassford

Administration Gary Roberts

Foundation David Kennedy

Public Image John Egan

Membership Joanne McRae

Service Projects

Greg Murphy

Youth Programs Debbie Schache

AG Group 1 Don Jewell

AG Group 2

AG Group 3 Bob Manning

AG Group 4 Julie Poplin

AG Group 5 Bryan Short

AG Group 6 Miles Hedge

Page 5 of 52


Welcome Purpose of Training

To give you the skills of confidenceFor your year as Club President.Your job this weekend is to develop a plan for your clubs

in 2017/2018 This training is progressive and will be completed at

District Assembly.

Introduction of 2017/2018 Team Today Tonight Tomorrow

YOU ARE MY KEY PEOPLE

Three areas of focus1. YOUTH2. FOUNDATION3. CLUB

“My aim is to help you and your Club to enjoyyour Rotary and the rest will follow.”

Page 6 of 52


RIPE Ian Riseley has given us a great theme and logo

Use these in Public Image The logo is colourful and

the theme is easy to understand and use

Ian’s Video –ROTARY MAKING A DIFFERENCE BE PROUD TO BE A ROTARIAN


RI Presidents Theme



Page 7 of 52


A Process That You May Use Key Points of the presentation *Every club is unique *Presidents are individuals *Management *Leadership * Use of Club Board * An effective Rotary Club *Annual projects THE CLUB PLAN *An instrument to assist *Common elements *Use of the D9700 plan *Club goals to consider resources of the club *How to measure success *Goals need to be time specific CAUTIONS *Time management *Assistance to team members *Human resources NOTES


Plan Your Year-The Process

Phone:6926 2965 Mobile: 0429 095878 Alan Sharp

Email: [email protected] Club: WW Sunrise Training Team

Page 8 of 52

Dis

tric

t P

rio

riti

es

Dis

tric

t T

arg

ets

Clu

b

Tar

get

s A

ctio

n

Tim

e

From D9700 Plan

From D

9700 Plan

W

hat ?

Who ?

When

/

PETS 2017

Page 9 of 52

Dis

tric

t P

rio

riti

es

D

istr

ict

Tar

get

s C

lub

Tar

get

s R

ota

ry C

lub

201

7/18

A

ctio

n

Tim

e

From the District Plan

From the District Plan

What ?

Who ?

When

?

Develop lead

ers

Encourage n

ominations for

Presiden

tial C

itation

Encourage strategic

Planning

Encourage PETS an

d

Directors training

Qualify for a Presiden

tial Citation

Develop a club plan

Club officers to attend training

Presiden

t an

d Board

Presiden

t an

d m

embers

PE an

d Directors

By March 2018

July 2017

Feb & April 2017

Improve Organ

isational

Perform

ance

Circulate District new

sletter

Contribute to District New

sletter

Invite Assistant Governor to m

eeting

PR Director

Presiden

t As required

Support and Sustain Clubs

Clubs im

plemen

t an

action

plan

Net in

crea

se of 80 m

embers

Implemen

t the club plan

Net in

crea

se of 2 m

embers

Support new

mem

bers

Increa

se m

embers kn

owledge of the

Rotary organ

isation

Mem

bers

Mem

bers

Men

toring an

d m

onthly

Friday social gathering

Encourage all to atten

d the

District Conference

March 2018

The Rotary Foundation

Contribute to Annual Giving

and Polio

Plus

400 Cen

turions

Award one PHF

Annual Giving $2000

Polio

Plus $1000 m

inim

um

Increa

se Centurion m

embers

Award a Pau

l Harris Fello

w

Apply for a District Grant

Foundation Director

Mem

bers

Director

March 2018

March 2018

Page 10 of 52


“Have good tools and know how to use them” ClubRunner Rotary Club Central

Review you club data Click on Clubs and Executives or Members by Clubs to review your club data. Find the empty boxes and go into Clubrunner and fill them in.

Presidents and Secretaries have access rights…BUT…..

Your members have the info. They can easily edit it themselves

Encourage your members to edit their own profiles

IT Committee with a

Photographer. It may be only one person. Their job would be to :

Assist with training members to update their own profiles Investigate and/or support Club website (you will receive support from

District) Take Members photos (Member’s photos put a personal touch to Rotary. It

brings the profile to life and is the main reason for the success of Facebook) Take Club or city photos for the District website. Show off your successful

projects with a good photo.


Member Profiles ClubRunner

Phone:6928 5562 Mobile: 0408 285 562 Paul Murray

Email: [email protected] Club: Wollundry WW District Webmaster

Page 11 of 52


Directory deadlines

1. RI Directory…by March 10th

Need: Pres , Sec, Foundation, Membership, into ClubRunner

2. 9700 Directory…by March 31st Need: Board Positions and District Committee webpages and all members contact details correct

Club Officers Data: (Menu: Organization>Define Club Executives> Next year)

Next Year’s Club Officers (required) Next Year’s Presidents photo (required)

Members Data (in priority order)

1. Contact details (phone,email,address) 2. Join Date (will provide dates) 3. DOB (Date of Birth) 4. Photos 5. Partners 6. Classification 7. Designations (PP, PDG, PHF)

The Directory reflects your club. How would you like it to look?

Update your member’s data!

Saturday Start 12:05 PM Duration 20 minutes Presentation Title

Board Members Update Clubrunner

Phone:69285562 Mobile: 0408285562 Paul Murray


Page 12 of 52


District Directory (available in 2 formats) 1. Directory File (DD9700.PDF)

PDF file…NO INTERNET needed Anchor links (very fast) Your Rotary Resource

2. Online DirectorUpdated continuously On the District Website DIRECTORY (on menu) Committees (on menu) Source of PDF file

File Instructions To View Directory

Copy DD9700.pdf from USB to yourcomputer Desktop

Go to Desktop Double click on DD9700

Try this Click on Blue links Click on GoBack box Click on 10 different blue links Click on Presidents Photos (Note Missing Pres photos)

Note Missing phones, emails and partners

Click “All Members by Clubs” for your club

Is the Partner listed? Is the phone listed and correct? Is the e-mail listed and correct?

Click “Club Board Members” for your clubAre the Titles Correct? (“Director” is not a correct title) Is the phone listed and correct? Is the e-mail listed and correct?


District Directory Off line and fast - A Real Power Tool



1

2

Page 13 of 52


Cause o Poor Communication & Understanding. o Inter‐personal Differences.

Beliefs and Values. Plans and Goals. Experience. Identity. Control. Opinions. Relationships. Personalities and sensitivities.

o Change in circumstances. o Competition. o Causes BOTH real and Imagined.

Prevention o Good Communication.

Verbal AND Non‐Verbal. Be assertive but NOT aggressive. Be a good listener ‐ Listen without interruption. Clarify and ask for feedback to ensure a clear understanding. Thank the person for listening.

o Show Leadership. Be committed to team leadership and involvement. Respect AND value everyone’s abilities and contribution. Intervene in a timely fashion.

Resolution o Be objective NOT emotional. o Attack the Problem NOT the person. o Focus on the Issue NOT your personal views. o Try to understand BOTH sides of the conflict. o Accept and respect that individual opinions may differ. o It is NOT a competition. o Forget the past and stay in the present. o Look for common ground (Focus on agreement NOT disagreement). o NEVER make assumptions or jump to conclusions. o Unless both parties are satisfied conflict will continue. o Build power with NOT over others.

o Seek a final resolution if possible.


Leadership – Conflict Resolution

Phone:6922 3213 Mobile: 0419 358 063 Peter Gissing

Email: [email protected] Club: WW Sunrise Dir Service Projects

Page 14 of 52



Youth Programs

Phone:02 6921 3135 Mobile: 0411 431 534 Gary Roberts

Email: [email protected] Club: WW Murrumbidgee Director Public Image

Youth Programs

Page 15 of 52


Page 16 of 52


Youth Service Programs – Contacts and details D9700 2017/18

Project Age Range Contact/Chair Details Date/Venue Website/Email District 9700 Debbie Schache 026331

Director 8120 [email protected] Youth Service 0417

Projects 681295 2014-15

District 9700 Youth

Protection Officer

Rotary Youth Judith Hall 02 6384 Enquiries to www.rotary9700.org.au

Exchange Y9-Y11 3210 Contact person Australia [email protected]

RYEA 0457 843210

Rotary Youth John Willing 02 6366 CSU Bathurst Leadership 18-28 yrs 5033 [email protected]

Award 0418 RYLA 223 007 Circa April 18 2018

Rotary Youth Darren and 0409 Borambola – Program of Y9 Kathryn 120 108 Wagga Wagga [email protected]

Enrichment Wallace November 24-25 RYPEN 2017

Rotaract 18-30yrs

Contact Director PDG Fred Loneragan

Interact High School

Contact Director PDG Fred Loneragan

Road Safety PDG Peter and 02 6342 www.ryda.org.au

Education Y11 Peggy Chivers 1760 [email protected]

(formerly 0408 RYDA) Southern Area 639 849 [email protected]

Sandra Robinson 02 6953

0931 Usually Bathurst [email protected]

Northern Area and Cowra Brian Burke In March

02 6331 7769 0438 159 323

Page 17 of 52


Youth Service Programs – Contacts and details (continued)

Project Age Range Contact/Chair Details Date/Venue Website/Email

Rotary Murray- In Recess DarlingSchool of

Freshwater 9690 Research (

Model United In Recess usually Nations Teams of held in May Assembly Secondary

Rotary Canberra in May Dream Disabled & PDG Geoff and 02 6362 Contact Geoff for

Disadvantag Bettye Tancred 3487 details [email protected] Primary 0427

Children 455 040

National

Sue Moffatt 02 6365 Two week science

Youth Y11 8195 odyssey in [email protected] Forum

0414 Canberra in

NYSF

961 390 January Science Secondary John Saleh 02 6851

[email protected]

Engineerin Students (Forbes) 2590

Challenge

Various venues [email protected] Bruce Whiley 0427

(Orange North) 655 173

[email protected]

Trevor Webb

(WW Kooringal) 02 6925

5627

[email protected] Frank Lincoln 0427

(Young) 917 334

02 6382

2783

0418

150 370

Science Various Universities www.scienceexperience.com.au

Page 18 of 52


3 THINGS TO REMEMBER 1. Draw on the experience of others – inside and outside of your Club2. Delegate – involve your Directors, members and non‐Rotarians.3. Know how to get help.

SOME USEFUL RESOURCES District Bulletin & News items www.rotary9700.org.au My Rotary www.rotary.org/myrotary Rotary Showcase www.rotary.org/showcase Subscribe to RI Newsletters https://my.rotary.org/en/news-features/newsletters Other Clubs, Bulletins, Facebook, Conferences etc. etc.


Service Projects



Page 19 of 52

A FEW RANDOM THOUGHTS

1. Local Community Service is the backbone of Rotary Service and Fellowship.

2. Give thought to sharing and using ideas from other Clubs.

3. Let District know of some of your recent projects, perhaps when submitting annual service hours so that we can

learn and pass on to others.

4. Promote your projects well to ensure their success and to raise the profile of Rotary in your community – flows

through to membership etc.

5. Does your club have a website? Is it kept updated? Does your Club use social media to communicate with

members and the broader community?

6. Remember Rotarians are volunteers. Keep them involved and satisfied. Recognise their individual skills and

understand their availability. Encourage and support them and thank them for their involvement.

7. Monitor and review ongoing projects. Are they still relevant and effective for your Club and Community?

8. Risk assessments including consideration of Occupational Health & Safety, Food Safety regulations, insurance

arrangements etc. must be understood and in place.

9. Consider local School or University Scholarships and Public Speaking Competitions with local schools.

10. Work with organisations assisting disabled members of your Community.

11. Engage with members and organisations in your local indigenous or multi‐cultural communities.

12. Start a Police Awards programme or support the Rotary NSW Emergency Services Community Awards.

13. Nominate someone from your community for the District Vocational Excellence Awards.

14. Consider a RAWCS project. Teams can contain community members as well as Rotarians. Arrange your own

project or join in with another Club’s project.

15. Complete a community needs assessment and consider a project which might attract a District Grant.

Applications close April each year.

16. Consider utilising other sources of grant funding to support projects. Your local council can often help.

17. Consider donations to causes such as Polio Plus, Rotary Foundation, Shelter Box, RFFA, ROMAC ARH etc.

18. Support Rotary Youth programmes including RYPEN, RYLA, RYDA, NYSS, RAIC etc.

19. Do you have any Rotary community activities relating to Peace in your town?

20. Engage with non‐Rotarians who may be interested in community service. They might just join your Club!

21. Use the District website www.rotary9700.org.au to keep updated on activities and to find local resources and

contacts.22. Use internet resources provided by Rotary International www.rotary.org including educational

materials, My Rotary www.rotary.org/myrotary etc.

Page 20 of 52


Risk Management • Rotary has a Duty of Care to it’s Members and in certain circumstances to Members

of the Public and must make reasonable endeavors to ensure due diligence with respect of Public safety.

• It is recommended that all activities involving Youth/Children have a minimum of 2 adults in attendance at any 1 time, including in a motor vehicle.

Risk Management Audits • Rotary at all levels, should appoint a Risk Management Authority within the respective

organisations, with the responsibility to appraise, control and monitor the Risk factors involved in all current and future activities.

• A Sexual Abuse Liability Insurance Questionnaire is to be completed annually in April.

Clubs involving youth in their activities must: • Appoint a Club Protection Officer • Maintain a Register of Volunteer Declarations • Provide copies of all declarations to the District for document retention. • Complete & Return the Annual Club Insurance & Protection Declaration to the District

Insurance Officer • Assign one meeting annually for information & training • Clubs who host or sponsor YEP students must be “Certified” • Complete & send to DIO a “Risk Management Form” when requesting a Certificate of

Currency

Rotary Risk Management Checklist

Insurance Programme • Industrial Special Risk; any physical loss, destruction or damage not otherwise excluded happening at

the situation to the property insured. • Covering all tangible property, both real and personal property. • Limit of Liability $500,000 anyone loss. • Legal Liability • General Public & Products Liability: • Covering Personal Injury and/or Property Damage • Limit of Liability $50,000,000

• Limit of Liability Molestation $2,000,000


Risk Management and Ins

Phone:69622725 Mobile: 0412 691 717 Sam Catanzariti

Email: [email protected] Club: Griffith District Insurance Officer

Page 21 of 52



Grants/Foundation

Phone:6368 2780 Mobile: 0429316266 David Kennedy

Email: [email protected] Club: Blayney Dir Rotary Foundation

Page 22 of 52


CONSTITUTION AND BYLAWS All clubs should have adopted the new Constitution and Bylaws. If your club has not done this please attend to this as soon as possible. The Templates for these documents can be found in the Home Page Download Files on the Home Page of the District Website.

YOUTH PROTECTION POLICY The district has a Youth Protection Policy to ensure the safety and wellbeing of our young and vulnerable people. The Youth Protection Policy and Procedure Manual can also be found on the District Website. Included in this policy is a requirement to have all members involved to have Working with Children Checks and the appointment of a Verification Officer at each Club. OTHER POLICIES The District also has policies for Public Interest Disclosures (Whistblower), Anti-fraud and Corruption and Emergency Critical Incident Policy and Procedure. It is not critical that you know all of these policies but you should be aware of their existence and content. I will be contacting every club in the District to ensure we comply with these regulations and am available to assist you with the proper governance of your club.


Administration & Child Protection

Phone:02 6921 3135 Mobile: 0411 431 534 Gary Roberts

Email: [email protected] Club: WW Murrumbidgee Director Public Image

Page 23 of 52


As the Director of Membership – Club Sustainability, I report to the District Board on:

Membership Club Visioning and Strategic Planning RI Convention Promotion Rotary Down Under Merchandise Friendship Exchange Fellowships

I believe every Rotary Club is unique. We are guided by the same principles, but each club has a different feel – our meetings, our projects, our traditions, and our members make us unique. Rotarians join, and stay involved in Rotary for different reasons. There is no single one-size-fits all approach to ‘membership’. I believe it is up to club leaders to assess their membership needs and develop a plan – one which suits their club and their members. Why does membership matter?

Strong membership means your club is able to make a positive impact in your local community and around the world

Strong Clubs raise the public’s awareness of Rotary and its programs. Some questions to consider:

How many people have joined your club in the last 3-5 years? Why did they join? How many people have left your club in the last 3-5 years? Why did they leave? How does your club present itself in the media, in the local community and to guests/visitors to your club

meetings or activities? What will your club membership look like in 5, 10 or 15 years time? Does your club reflect the range of professions and cultures in your community? If your club folded, what would be the impact in your local community? If your club gained more members, what would be the impact in your local community?

Does your club have a plan? How to Start:

1. Evaluate your club 2. Create a vision for your club 3. Attract new members 4. Engage your members

Need a hand? Get in touch! There are many tools and resources available to guide you in developing your Club’s plan for Membership Sustainability and Growth.


Growing Your Club

Phone: Mobile: 0419690895 Jo McRae

Email: [email protected] Club: Orange Daybreak Dir Membership

Page 24 of 52


Manage Club Funds

Collect and submit fees /dues

Have a budget ready

Be sure that Club Funds, Operational Funds and

Charitable Funds are separated

Be aware of Financial Reporting Requirements

Keep a Good Relationship with your Treasurer.


Financial Responsibility

Phone:69253039 Mobile: 0400909992 Douglas Conkey

Email: [email protected] Club: Wollundry WW District Treasurer

Page 25 of 52


Meetings Bloody Meetings. https://www.youtube.com/watch?v=vE7jfQt2ic4

Respect Time. o Prepare beforehand. o Urgent versus Important.

Have a Reason. o Prepare a proper Agenda AND communicate it. o Expect OUTCOMES. o Cancel a Meeting if its PURPOSE no longer exists.

Show Leadership. o Be committed to team leadership and involvement. o Democracy NOT Monarchy. o Respect AND value everyone's abilities and contribution. o BUT control the discussion. o AND Intervene in a timely fashion.

Framework. o Etiquette.

Respect AND value others. Orderly discussion. Look for the best outcome ‐ restrain criticism and never make it personal.

o Procedure is Important. Needs to be accepted AND understood. Degree of formality may vary.

o Reports. Comprehensive. Include Recommendations where appropriate. Consider prior circulation.

o Understand Legalities. Constitution & By‐Laws. Charity Status. Health & Safety. Keep proper Records. Proper minutes. Financial.

Club Membership. o Manage responsibly on their behalf. o Consult where reasonable. o Communicate and involve in outcomes.


Your Role-Meeting Procedure



Page 26 of 52


Below are examples of Bad, Good and Better slides, with a brief explanation for each slide.

1. You have a photo to show…and

your audience want to see it…but

they can’t because you have

squeezed it in with 4 or 5 other

photos. What you see on your

computer is not what the

audience will see. Get up and

walk to the back of the room and

turn and look. That is what your

audience sees.

2. One photo per page. This photo

is good.

3.

4.

Fill the page with your photo. This photo is better because it is big enough for everyone to see. Be kind to your audience. Make photos as big as you can so they can see it.Paragraphs of text on the screen are very bad practice. Worse yet is to ask your audience to read it.

5. Short Bullet points are good.

Limit to 5 per slide

6. An image alone or a graphic alone is

better (slides 3 and 6). Put it up on

the screen. Give your audience a few

seconds to ponder it…and tell your

story. Less is more.

Avoid text animations…they detract from your message!

Do NOT have a slide show running in the background while you speak…INDIVIDUALLY TALK TO YOUR SLIDES…TELL

THE STORY !


Reports and Presentations Powerpoint



1

2

3 6

5

4

Page 27 of 52


Public Image. We aim to promote Rotary and its work both to Rotarians and the wider community. The Public Image Group is here to help.

Social Media is playing an increasing role in communication, and we are embracing it. Have you set up a club Facebook page?

Traditional Media still holds a strong role and we will continue to help the Clubs get their message across with this.

Newspapers love a good story with interesting photos. Nearly everyone listens to Radio at some time. Local ABC and community FM stations are a great place to start.

Local TV news are always in search of a story. Don’t hide your light..let it shine.

To that end, there will be Facebook seminars held across the District.

Similarly we will run “getting the best from your press” meetings as well

We encourage the use of the RI webpage as a source of information. Also as PI is closely related to Membership, we will be promoting the Membership Sustainability Grants.

So be prepared to attend these when they are advertised, and encourage others to come along as well. And remember, Perception is Reality! The smarter we can work, the better image we can project, the more likely others will join us. Without members Rotary ceases.


Public Image Facebook/LinkedIn/Twitter

Phone:59083421 Mobile: 0402 488 349 John Egan


Page 28 of 52


Rotary Club Central is a Goal Setting Tool To help clubs, we created a form matching the goals in Rotary Club Central. The form can be printed and used as a worksheet prior to loading into the Rotary Club Central.

Once you have established your goals you will need to load them to the Rotary International site. This should be done prior to July. Help will be provided to get your goals into Rotary Club Central. Any problems contact:

Your Assistant Governor, or District Secretary Marilyn Roberts District Webmaster Paul Murray

On the next page is an example of the Rotary Club Central goals form which will appear in My Rotary.

This form is downloadable from the district website.

Sunday Start 9:10 AM Duration 20 minutes Presentation Title

Rotary Club Central My Rotary



Page 29 of 52

Club Name

Club Pres.

GoalSource July 2017 June 2018

July 2017 June 2018

July 2017 June 2018

July 2017 June 2018

Service (Projects and Activities)Total

HrsNumber of

volunteers

Cash in

$USD

July 2017 June 2018

Number of

Donors Cash in $USD

July 1, 2017 Complete this form with your board and enter the goals into Rotary Club Central rotary.org

Oct 1, 2017 Review all items with your board and enter your progress into Rotary Club Central rotary.org

Jan 1, 2018 Review all items with your board and enter your progress into Rotary Club Central rotary.org

Apr 1, 2018 Review all items with your board and enter your progress into Rotary Club Central rotary.org

Club (Membership)

We use RI produced advertising/public service materials

We use social media to promote service activities

Number of people in the media we invite to visit a club project or

meeting per month

Number of advertisements we place per year

Number of media stories (broadcast and/or print) covering our club’s

projects per year

Number of times we update our website per month

Public Relations

Number of social activities for members per year

Total Members

Foundation (Giving)

Committee chairs attending district assembly

Club Communication

Our club has a strategic plan

Our online presence accurately reflects current activities

Members participating in club service activities

Members sponsoring new Rotarians

Members in leadership development programs or activities

Members in Rotary Fellowships

Members attending district conference

2017‐18 Rotary Club Goals worksheet/input form

Youths Clubs

Major Gifts, ($10K) Bequests & Benefactors ($10K/1K from estate)

Number of Rotaract clubs

Number of inbound/outbound Youth Exchange students

Number of RYLA, MUNA, RYPEN, RYDA, NYSF etc. participants

Annual Fund

Polio Plus Fund

Rotarian Engagement

Page 30 of 52



AG Groups -Your Plan

Phone:6926 2965 Mobile: 0429 095878 Alan Sharp

Email: [email protected] Club: WW Sunrise Training Team

Page 31 of 52


What to look for?

What do you want to do with your website?

Options range from Facebook to a hand written site in Dreamweaver.

“Buy What your friends have” Support is very important

Generally Rotary clubs need:

A Website Members Database Linked Emails Bulletin Publisher Events planner Archives


Your Club Website Options



Page 32 of 52


Should You Use Facebook? Whether you're a longtime Facebook user or someone who's never had a social networking account ever their life, you may find yourself at some point asking why you should start or continue interacting on account or continue using Facebook. Facebook for Newbies Facebook can be thought of as your little piece of personal real estate on the internet where you get to customize your profile and make status updates to communicate with your friends.

You even get current and personalized news of friends' updates as well as updates from brands, blogs, and public figures delivered to you via the news feed.

Use Facebook If You Want to Stay in the Know If you have friends or family members that are very active on Facebook, or if you like to follow breaking news stories online, then connecting with those people and public pages is a great way to stay right on top of what's happening as it happens. Facebook is constantly perfecting its news feed so that only the most relevant posts are shown to users based on what they like best and which people or pages they interact with the most. Use Facebook If You Love Visual Content In addition to keeping up with friends and family, Facebook is a great place to upload all of those family photos. You can also browse through your feed to see interesting photos and videos shared by friends and pages you've liked.

Use Facebook If You Run a Business or Organization Facebook pages and ads can be invaluable marketing tools. You can use a public page casually to just stay connected with your current customers or you can invest real money into Facebook's advertising platform to generate new leads. Don't Use Facebook If Any of the Above Aren't Important to You Despite being the largest social network in the world with over 1.7 billion users, not everyone thinks Facebook is the best thing since sliced bread. In fact, if you searched "why Facebook?" and came across this article, you're probably questioning its greatness. Sometimes, staying in the know by browsing the Facebook news feed all the time can stress people out. Or they'd rather stay connected to friends in other ways — such as by texting, Snapchat, Instagram, or even just by calling them on the phone. Facebook isn't the only social network or website online where you can find great visual content. Likewise, lots of business owners do just fine marketing their businesses elsewhere on the web rather than focusing on Facebook. And gaming? Not everyone is a gamer! Focus on what you value and determine whether or not Facebook delivers something to you that lines up with those values. Also consider whether you're getting value from other places too, and which sources you like better.

Facebook isn't for everyone, but it's certainly not a useless tool. When used for the right reasons, it can be an amazing platform used to connect with others, discover new things and educate yourself about various topics.


Social Networking Facebook/LinkedIn/Twitter

Phone:59083421 Mobile: 0402 488 349 John Egan


Page 33 of 52


Making your Club the Place to Be. Rotary is about many things. But social interaction is probably the glue that make people want to come back and stay as Rotarians.

In our session we discussed four of the six questions which asked you to look closely at the way your club operates, and give some solutions where they might apply.

What is it about your club that makes you want to come back?

How do you involve all the members?

What is put in place to help members who might be in need? “Need” might be from not fitting in to financial strain of membership, or something else.

What do you do as a club to make new members feel really welcome?

Take a look through a window outside your club. Do you see things that make you want to join if you are a prospective member?

What are you going to change or introduce to your club? Clubs only grow if they are happy and fulfilling.

The last question is of course the most important, and the way you approach it might be the makings of your club.

Notes:

Sunday Start 11:20:00 AM Duration 20 minutes Presentation Title

Make Your Club the Place to BE

Phone:59083421 Mobile: 0402 488 349 John Egan Email: [email protected] Club: Wollundry WW Training Team Chair

Page 34 of 52


Future of District Options being considered Discussion


General Meeting

Phone:02 6362 5360 Mobile: 0419 414 959 Michael Milston

Email: [email protected] Club: Orange Daybreak

DG

Page 35 of 52


2017 IMPORTANT DATES 2017 - 18

January District Grants Open

Feb 24 Directors/Assistant Governor’s Training Feb 25 -26 PETS Young Shire Town Hall

March 10 Deadline to update ClubRunner with 2017-18 President & Secretary for printing in RI World Directory Board Meeting 1pm Secretary – updates due of Club Data on ClubRunner for Directory

March 17-19 DISTRICT CONFERENCE Orange March 18 Book venue of your Changeover March Select and Advise DG of your Club Changeover date.

March 30 Deadline to update ClubRunner with new board details and members April Work on the Rotary Club Central Goals with your board for your year

District Grant applications close April Ensure all your Club Exec and Directors able to attend District Assembly

RYLA – Wagga Wagga April 30 District Assembly at West Wyalong High School

May Plan your Club Changeover and send invitations Plan your Club donations to The Rotary Foundation – Annual Program Funds and Polio Plus Close off for 2015-16 The Rotary Foundation donations

May 30 Finalize the Rotary Club Central Goals and your year, and Start to plan your Club’s Official Visit by the DG

June 20 - 30 Update Membership details in ClubRunner By June 30 Club’s to submit Rotary Club Central plan for 2017-18 to Assistant June 24 District Changeover – Leeton George Weston June 25 Board Meeting


Calendar-Essential Dates



Page 36 of 52


YOUR ROTARY PRESIDENTS YEAR 2017 -182017July to

SeptemDistrict Governor Official Visit to clubs Prior to visit, arrange to meet the DG with Club Secretary & then Board

August Participate with your AG in Group President’s meeting Oct 15 Presidents Forum and District AGM - Young

November Hold your Club’s AGM for 2017-18

December Review Club progress for Presidential Citation

2018Update the ClubRunner with your elected officers for 2017-18 so RI and District can use for the Next Directory and send updated Membership list to RI (due end December)

January District Grants Open February Ensure your President-Elect is ready to attend PETS

February Plan for District Conference in Leeton May 4-6 February Peace Ceremony – Wagga Wagga

Feb 23 Rotary’s Birthday – celebrate & support Polio Plus March 2 District Executive Training- Board Meeting

March 3-4 President’s Elect Training (PETS) Young

March Select and Advise DG of your Club Changeover date.

April Plan Club donations to The Rotary Foundation – Annual Program Funds Club Presidential Citation submission due by DG 15 April

April 15 District Grant applications close April 28 DGN Selection and Board Meeting Young April 29 District Assembly Grenfell April 30 District Board Meeting

Discuss with your AG the Memo of Club Visit and submit it, signed to the Assistant Governors by 1May, for submission to the DG by 15th May Plan your Club donations to The Rotary Foundation – Annual Program Funds and Polio Plus

May 4-6 District Conference –Leeton May 15 Close off for 2017-18 The Rotary Foundation donations

June 28 Club’s to submit Plan for 2018-19 to Assistant Governor (AG) ByJune 30 Ensure your Club’s membership updated on your ClubRunner

June 30 District Changeover Coolamon June 30 District Board meeting

July 1 Board meeting

Page 37 of 52

DIS

TRIC

T 97

00 S

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LAN

201

7 TO

202

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Page 38 of 52

DIS

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Page 39 of 52

DIS

TRIC

T 97

00 S

TRA

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IC P

LAN

201

7 TO

202

0

Stra

tegi

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ties

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f lo

cal

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aria

ns to

in

crea

se

awar

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s of

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ppoi

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Page 40 of 52

MEMBERSHIP SUSTAINABILITY GRANTS

Why is there a Membership Sustainability Grant Program?

Rotarians are the basis of all the service provided in local, regional, national and international

service projects. A critical mass of Rotarians is needed at a local club level to ensure these

services and supports continue to benefit humanity.

Where is the Funding coming from?

Over many years of prudent management the District Board has accumulated surpluses due to

better than expected results in providing the best level of support for Rotarians. Under a quirk of

the District Constitution the Governor must present a balanced budget, hence small surpluses

over the years have accumulated. Some funds have been prudently ear‐marked to act as a

reserve in case of insurance claims where an excess is to be paid, and there are funds to ensure

adequate cash flow during the year.

In essence these accumulated funds are those of past and present Rotarian’s fees. The Board

over recent years has discussed how such surplus funds might be utilised. One option was to

return the funds to Rotarians by reducing the annual fee; however this would benefit only

current Rotarians even though the accumulation may have been contributed to by many

previous Rotarians. A second option was to use the funds on projects and forward funds to The

Rotary Foundation; however this would be valuable for the year in which it was spent only. A

third option was to invest the funds in activities which would lead to improved Club

sustainability across the District, by supporting Clubs to improve their Rotarians intake and

retention; this action would increase the pool of Rotarians and thereby reduce the per capita

fees for Rotarians, it would also provide additional human resources to help to serve humanity.

What needs to happen?

To enable these funds to be made available for the Grant purpose identified above, a majority of

the District members (each Club President or delegate) would need to approve the proposal.

This is necessary as the expenditure of the funds without approval would mean the Board was

deliberately incurring a deficit during the year (even though there are funds to the value of over

$100,000 available). The Proposal will be put to the AGM in October 2016.

How will the Grant Process Work?

The Membership Sustainability Grants Program will

allow for grants up to $2,500 per project

be open to the District Board, District Committees and Clubs to apply

be limited to one grant per club each year

be contestable, that is, Clubs will need to submit an application and explain

why the project is needed,

how the project will work,

over what timeframe it will extend,

what outcomes are expected,

what partners might be involved,

what resources the Club is to put in (cash and/or in‐kind)

Page 41 of 52

MEMBERSHIP SUSTAINABILITY GRANTS

the applications will be assessed against other applications

have an opening and closing date, and there may be different rounds of funding in a year,

and Clubs may make submissions outside of funding rounds

allow for projects to cross over Rotary years

use a Reserve Grants Committee to consider and assess all applications and recommend

to the District Governor projects for funding, the District Governor will be authorised to

approve such funding; the District Governor will report to the Board on the Program

notify successful applicants and forward agreed funds

require successful applicants to report (on the prescribed Form) the outcomes of their

project against their application expectations within 14 days of completion of the project

give the right to the District to require the funds to be returned if the agreed reporting

timetable is not adhered to

notify unsuccessful applicants and advise of the reason their application was unsuccessful

be reviewed on an annual basis and be continued according to sufficiency of funds and

the extent to which the program provides value for money for the District members

ask successful Clubs/Committees to provide an update on their Club Sustainability 6

months after the project ends.

What should Projects Aim to do?

These Grants are to target membership growth through retention of Rotarians

and/or recruitment of new Rotarians.

The projects must address one or both of these two aims and show how this will be achieved.

Clubs are free to apply whatever (lawful) means they believe will be successful.

Applications are to be on the forms provided.

How do I lodge the Application?

Send your application, and Report, by email to:

Joanne McRae D9700 District Membership/Club Sustainability Director [email protected]

For additional information you can call Russ on 0487 630 700 or email

Page 42 of 52

MEMBERSHIP SUSTAINABILITY GRANT ‐ APPLICATION FORM

These Grants are to target membership growth through retention of members or recruitment of new members. Theprojects must address one or both of these two aims and show how this will be achieved. Clubs are free to applywhatever means they believe will be successful.

Applications will only be considered on the form below.

Applicants will be advised of the outcome of their application as soon as the District Governor is advised by theDistrict Committee. Successful applicants will receive the grant as soon as practical. Unsuccessful applicants will beadvised why their application has been unsuccessful.

Maximum Grant available is $2,500, only one Grant will be available per club each year.

DISTRICT COMMITTEE or CLUB NAME:

Contact details for applicant: Name:

Email: Phone:

Name Of Project:

Why the project is needed:

How will the Project work?

What are your expected outcomes?

How will this achieve an increase in membership?

With whom you be partnering (if any)?

What will you be spending funds on? Approximate Amount

$

$

$

$

$

Total Expenses in Project $

What amount will your Club be contributing? $

AMOUNT OF GRANT REQUESTED $ Club Approval: This application is submitted with the approval of the Board of the Rotary Club of ....................................................

..................................................................... ............................... Signed, President or Secretary Date

Page 43 of 52

MEMBERSHIP SUSTAINABILITY GRANT ‐ REPORT FORM

This report is to be submitted to the District Membership/Club Sustainability Director within 14 days of completion of the project or the funding is to be returned.

DISTRICT COMMITTEE or CLUB NAME:

Contact details for applicant: Name:

Email: Phone:

Name Of Project:

Was the need for the project met?

What lessons were learnt from the project?

What were your expected outcomes, and were they met?

Did the project achieve an increase in Rotarians?

Do you expect a future increase in new Rotarians/ retention of Rotarians as a result of this project?

Why?

If so when?

What partnerships (if any) did you forge?

Has the project been completed? If not, what is the plan?

Of the amount received from district fund, how much was spent?:

What amount did the Club contribute to the project – dollar$:

In hours/in kind: Club Approval: This Report is submitted with the approval of the Board of the Rotary Club of ...........................................................

..................................................................... ............................... Signed, President or Secretary Date

* Please remember to lodge a second report in 6 months detailing Club Sustainability

Page 44 of 52

MEMBERSHIP SUSTAINABILITY GRANT ‐ BACKGROUND

The District Board resolved on 26 July 2016:

To consider how funds in the Reserve account could be utilised for Club membership initiatives. The

conduct of the Grants Program would include:

a Title: Reserves Grants Program

b Format: be set up modelled on the existing District Grants Program;

c Purpose: Projects or programs must target retention of members or attraction of new

members or improving the Public Image of Rotary;

d The Program will be administered by a committee;

e Applications will be open to the District Board, District Committees and Clubs;

f Applicants will complete an application being guided by the set criteria;

g Grants be limited to a maximum of $2,500;

h Grants will be paid on approval by the District Governor on recommendation from the

Reserve Grants Committee;

i Applicants must report on completion of the project or the funds will be repaid.

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Saturday PETS training 10:00 to 5:10

Time Min Presentation Title Presenter Score

10:00 AM 5 Welcome to PETS DG Michael Milston

10:05 AM 15 Welcome Overview PDG John Egan

10:20 AM 40 DG Goals 2017/18 DGE George Weston

11:00 AM 10 RI President's Theme DGE George Weston

11:10 AM 20 Plan Your Year‐The Process Alan Sharp

11:30 AM 15 Break

11:45 AM 20 Members Profile Paul Murray

12:05 PM 20 Board Members Updates Paul Murray

12:25 PM 20 District Directory ‐ a real power tool Paul Murray

12:45 PM 45 Lunch

1:30 PM 20 Leadership‐Conflict Resolution Peter Gissing

1:50 PM 15 Youth Programs PDG Gary Roberts

2:05 PM 15 Service Projects Peter Gissing

2.20 PM 15 Risk Management and Insurance Sam Catanzariti

2.35 PM 25 Grants/Foundation PDG David Kennedy

3:00 PM 10 Stretch Break

3:10 PM 20 Administration + Child Protection PDG Gary Roberts

3:30 PM 30 Growing Your Club Jo McRae

4:00 PM 10 Financial Responsibility Doug Conkey

4:10 PM 20 Your Role‐Meeting Procedure Peter Gissing

4:30 PM 20 Reports and Presentations Paul Murray

4:50 PM 20 Public Image PDG John Egan

5:10 PM Wrap Up Dinner 7 for 7.30 PM PDG John Egan

7:00PM Evening Dinner

Sunday PETS training 9:00 to 12:00

9:00 AM 10 Welcome Overview DGE George & PDG John

9:10 AM 20 Rotary Club Central Paul Murray

9:30 AM 70 AG Groups‐YourPlan AG's

10:40 AM 10 Stretch Break

10:50 AM 15 Your Club Website Options Paul Murray

11:05 AM 15 Social Networking PDG John Egan

11:20 AM 20 Make Your Club the Place to BE PDG John Egan

11:40 AM 15 General Meeting DG Michael Milston

11:55 AM 5 Calendar‐Essential Dates DGE George Weston

12:00 PM PETS Concluded DGE George & PDG John

Additional Comments

2017 PETS Training SurveyPlease score all sessions including breaks and meals 1 to 5 (5=highest)

Page 52 of 52

Documents

PETS Outlines booklet€¦ · 2017 PETS Training. Use this booklet as your PETS program/diary. Write notes in it, jot down your ques ons / comments and keep it as a reference for