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CLUB 1

ROTARY DISTRICT 5000, Hawaii Awards Submissions Form 2014-2015

Rotary Club of:

Club Division: _X_ Large Club ___ Medium Club ___ Small Club Division determined by club membership as of 1 July 2014 SAR, exclusive of honorary members. Award Category: Club Service Check for each item completed:

! Sponsored the charter of a new Rotary club this Rotary year (Date, name __________________________)

! Created or updated a Strategic Plan for the Club (Date __________________)

X Conducted at least 3 Club Assemblies this year (Dates __Oct 14, 2014___, ___Jan 6, 2015____, ____Apr 28, 2015______)

X Have a structured committee or other method for coordinating meeting speakers

X Had at least 4 fellowship activities during the year (Dates: monthly Hump Day Pau Hana gatherings at local watering hole (every 2d Wednesday))

X Had a Club fundraiser event (Name, date: 11th annual Hilo Huli (www,hilohuli.org); May 3, 2015)

X Held a joint Club fundraiser, meeting, fellowship, networking, or other event with another Rotary club (Other club name/event: 3 Hilo Rotary Clubs (Hilo, Hilo Bay, South Hilo) conducted joint meeting on Hawaii Public Radio; January 28, 2015)

! Utilize a Club membership directory (either printed or electronic)

! Performed at least 3 New Member Orientation sessions (Dates ___________, ____________, ____________)

! All new members were assigned/recruited to work in a specific committee

X New member information added to the D5000 Club Runner database within 1 week of each new member induction

! Recruit a Rotary Alumnus as a new member (Name(s) ___________________________)

! Implemented or updated the Ignite program in the club or implemented another club membership development and retention program (Please describe what you did in narrative)

! Recognized a club member with the Avenues of Service Citation (https://www.rotary.org/myrotary/en/document/596)

! Recognized a club member for the Quiet Rotarian Award

! Recognized a club member for the Rotary D5000 Spirit Award

! 25% of club members registered for the District Conference by 15 April 2015 (# registered _____)

! At least 5% of club members registered for RI Convention by 15 April 2015 (# registered _____)

Participated in at least one literacy project related to Club Service (Please describe in narrative)

Please provide a narrative description of your Club Service activities and limit your response to ONE 8 ½”x11” page. (No letterhead, pictures or graphics; use Times New Roman 12pt size). A narrative follows: _____ Yes __X__ No Submission Deadline: 20 April 2015

ROTARY DISTRICT 5000, Himaii

Awards Submissions Form

2014-2015

Rotary Club of: -

Club Division:_X_Large Club Medium Club Small Club

Division determined by club membership as of 1 July 2014 SAR, exclusive of honorary members.

Award Category: Club Service

Check for each item completed:

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x D

x x

x

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x

D x

D x

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Sponsored the charter of a new Rotary club this Rotary year (Date, name

Created or updated a Strategic Plan for the Club (Date _0_...,-4t_l_i ____ _,) Conducted at least 3 Club Assemblies this year (Dates------� ________ __,

Have a structured committee or other method for coordinating meeting speakers Had at least 4 fellowship activities during the year (Dates Au& o(. .,- Da.... Jk-J ) Had a Club fundraiser event (Name, date _lnlernal"ional Food Fest October 18, 2014 _________________ � Held a joint Club fundraiser, meeting, fellowship, networking, or other event with another Rotary

club (Other club name/event _________ __J

Utilize a Club membership directory (either printed or electronic) Perfonned at least 3 New Member Orientation sessions (Dates _A-v __ t __ __, _o_c_r ___ _,

� All new members were assigned/recruited to work in a specific committee New member information added to the D5000 Club Rum1er database within I week of each new member induction Recruit a Rotary Alumnus as a new member (Name(s) ___________ ____, Implemented or updated the Ignite program in the club or implemented another club membership development and retention program (Please describe what you did in narrative) Recognized a club member with the A venues of Service Citation (htlps://www.rotary.org/myrotary/en/document/596) Recognized a club member for the Quiet Rotarian Award Recognized a club member for the Rotary D5000 Spirit Award 25% of club members registered for the District Conference by 15 April 2015 (#registered__) At least 5% of club members registered for RI Convention by 15 April 2015 (#registered__) Participated in at least one literacy project related to Club Service (Please describe in narrative)

Please provide a narrative description of your Club Service activities and limit your response to ONE 8 Y2"x11" page. (No letterhead, pictures or graphics; use Times New Roman l 2pt size).

A narrative follows: x Yes No

Submission Deadline: 20 April 2015

Rotary Club of:

CLUB 44

CLUB 44

ROTARY DISTRICT 5000, Hawaii

Awards Submissions Form

2014-2015

Rotary Club of:

Club Division: X Large Club ___ Medium Club ___ Small Club

Division determined by club membership as of 1 July 2014 SAR, exclusive of honorary members.

Award Category: Club Service

Check for each item completed:

Sponsored the charter of a new Rotary club this Rotary year (Rotary Club of Lanai, charter date

still pending—may be delayed until July 1st so it falls on our 100th birthday) Created or updated a Strategic Plan for the Club (Date __________________)

Conducted at least 3 Club Assemblies this year (Dates 9/16/2014, 12/02/2014, 04/21/2015)

Have a structured committee or other method for coordinating meeting speakers

Had at least 4 fellowship activities during the year (Dates 09/18/2014, 11/13/2014, 12/02/2014,

02/12/2015) Had a Club fundraiser event (Name, date ___________________________________________)

Held a joint Club fundraiser, meeting, fellowship, networking, or other event with another Rotary

club (Other club name/event ______________________) Utilize a Club membership directory (either printed or electronic) (both)

Performed at least 3 New Member Orientation sessions (Dates 08/28/2014, 10/29/2014,

03/12/2015) All new members were assigned/recruited to work in a specific committee

New member information added to the D5000 Club Runner database within 1 week of each new

member induction Recruit a Rotary Alumnus as a new member (Name(s) ___________________________)

Implemented or updated the Ignite program in the club or implemented another club

membership development and retention program (Please describe what you did in narrative) Recognized a club member with the Avenues of Service Citation

(https://www.rotary.org/myrotary/en/document/596) Recognized a club member for the Quiet Rotarian Award

Recognized a club member for the Rotary D5000 Spirit Award

25% of club members registered for the District Conference by 15 April 2015 (# registered _____)

At least 5% of club members registered for RI Convention by 15 April 2015 (# registered ______)

Please provide a narrative description of your Club Service activities and limit your response to ONE

8 ½”x11” page. (No letterhead, pictures or graphics; use Times New Roman 12pt size).

A narrative follows: __X__ Yes _____ No

Submission Deadline: 20 April 2015

CLUB 43

ROTARY DISTRICT 5000, Hawaii

Awards Submissions Form

2014-2015

CLUB SERVICE NARRATIVE

Our club has 29 Club Service committees organized into 4 groups (Weekly Operations, Weekly Programs,

Membership Recruitment and Membership Retention/Communication)—each overseen by a Board member.

Weekly Operations—includes Attendance/Check-In, Greeters, Inspiration/Pledge of Allegiance, Music (song

leader and accompanist), Rotary Minutes, Parking, Photographer, Scribe, Visitor Introductions, Visitor

Registration and International Visitor Registration. These committees engage about 60 members annually,

with about a dozen active members each week handling specific responsibilities. Members and guests receive

a warm and friendly welcome from 2 or more greeters. Check in hosts are specifically assigned for members,

guests and international visitors (bi-lingual). Each visitor receives a colorful silk flower lei, courtesy of club

member Tom Matthews’ Trade West Company. Club signage in the hotel lobby employs the Rotary colors

and logo in an attractive, highly visible design. Rotary Minutes have been a new feature this year, with a

different member scheduled in advance to share 1-2 minutes about why they joined Rotary, why they’ve

remained a member and what they’ve found to be most inspiring or beneficial about their Rotary experience.

Weekly Programs—includes Fellowship/Socials, Mele Rotarians, Programs/Off-site Meetings, Rotary

Treasure, Public Relations and Sergeant-at-Arms. Our club has a well-organized process for delivering

outstanding and informational programs for members and guests. The Programs Committee handles content

and logistics for 50 weekly lunch meetings per year, most involving non-Rotarian speakers. Additionally,

fellowship/social events are scheduled at least quarterly. On a monthly basis, the Mele Rotarians entertain as

people enter the Monarch Room. This talented group wears aloha shirts, plays, sings and dances to Hawaiian

music, which creates a lively and warm ambiance. The Rotary Treasure program identifies and recognizes

long-time club members for exceptional service to Honolulu Rotary. Honorees are selected by the Rotary

Treasure Committee—a group of past club/club foundation presidents and previous Rotary Treasure

recipients—from member nominations. In the past 15 years, 17 members have received this recognition.

Membership Recruitment—includes Classification, Governance, Hui Ho‘owali, New Member Activation

Process and Recruitment. These committees coordinate potential member identification, induction details and

“indoctrination.” Our long-running Hui Ho‘owali program conducts quarterly special meetings to provide an

opportunity for new members to get acquainted with club leadership, services opportunities, procedures—and

each other. New Members must attend 3 Hui meetings to fulfill their orientation requirements and choose one

or more committees to participate in before they can “graduate” and turn their yellow badge into a white one.

Membership Retention/Communication—includes New Member Mentoring, Roster, Sunshine,

Website/Calendar/Tradewind and Social Media. Our Club has developed and implemented a program for

matching new members with a mentor (often their sponsor) who will help to “shepherd” them until they are

comfortable with the formalities of Rotary, helping them to assimilate into the club in an effort to aid in

retention. Both the mentors and new members are provided with Rotary guidelines and links to information to

help with this process. Members in need of club support are identified, and arrangements are made for cards,

visits, transportation, etc. as needed. A professional roster is provided to each member, both online and in

printed format. The roster not only provides member contact information, but outlines the club’s history,

leadership, committee and foundation descriptions, and a Genealogy of Rotary in Hawaii. A website and

calendar are updated on a weekly basis to provide updates on upcoming speakers, events and activities. Our

email newsletter, The Tradewind, is distributed weekly. A “Rota-Reminder” handout is also distributed at

meetings, reminding members of upcoming speakers, events and changes in meeting places. Club information

and photos of meetings and service events, are also disseminated via Facebook.

CLUB 43

ROTARY DISTRICT 5000, Hawaii Awards Submissions Form 2014-2015

Rotary Club of:

Club Division:X Large Club ___ Medium Club ___ Small Club Division determined by club membership as of 1 July 2014 SAR, exclusive of honorary members. Award Category: Club Service Check for each item completed:

! Sponsored the charter of a new Rotary club this Rotary year (Date, name __________________________)

X Created or updated a Strategic Plan for the Club (Use dashboard as strategic and operational plan)

X Conducted at least 3 Club Assemblies this year (Dates July 10th, October 9th, January 15th)

X Have a structured committee or other method for coordinating meeting speakers

X Had at least 4 fellowship activities during the year (Dates Halloween, Christmas, Valentine’s Day Membership Mixer)

X Had a Club fundraiser event (Metro Gala, date April 15th)

X Held a joint Club fundraiser, meeting, fellowship, networking, or other event with another Rotary club (Other club name/event Membership Mixer at Pacific Club)

X Utilize a Club membership directory (either printed or electronic)

X Performed at least 3 New Member Orientation sessions (Metro gives individual member orientations to each new member of the club prior to induction)

X All new members were assigned/recruited to work in a specific committee

! New member information added to the D5000 Club Runner database within 1 week of each new member induction

! Recruit a Rotary Alumnus as a new member (Name(s) ___________________________)

! Implemented or updated the Ignite program in the club or implemented another club membership development and retention program (Please describe what you did in narrative)

! Recognized a club member with the Avenues of Service Citation (https://www.rotary.org/myrotary/en/document/596)

! Recognized a club member for the Quiet Rotarian Award

! Recognized a club member for the Rotary D5000 Spirit Award

! 25% of club members registered for the District Conference by 15 April 2015 (# registered _____)

! At least 5% of club members registered for RI Convention by 15 April 2015 (# registered _____)

X Participated in at least one literacy project related to Club Service (Please describe in narrative)

Please provide a narrative description of your Club Service activities and limit your response to ONE 8 ½”x11” page. (No letterhead, pictures or graphics; use Times New Roman 12pt size). A narrative follows: X Yes _____ No Submission Deadline: 20 April 2015

ROTARY DISTRICT 5000, Hawaii Awards Submissions Form 2014-2015

Programs & Activities

! Club Service has a Program Sub-committee that is responsible for inviting, vetting and scheduling speakers. The committee uses a survey program that is emailed to the membership weekly to collect feedback on the quality of the speaker presentations.

! Club Service also has a Fellowship Sub-committee that plans, schedules and executes fellowship related club functions:

o Halloween Meeting – included “All Saints Quiz” and a costume contest with prizes

o Christmas Meeting – included member opportunities to share Christmas stories from their own

lives along with caroling.

o Club hikes – scheduled on weekends and included hikes such as the Makapuu Lighthouse trail.

o Valentines Dinner – Full course dinner at “JJs Bistro”. Attended by 18 couples.

o Get to Know New Members Panel – committee set up a quiz/game that allowed club members to learn facts about new members in the club.

o Birthday Recognitions – a designated club member runs a monthly birthday program that

allows members to respond to a monthly birthday question in front of the club. The program helps members get to know each other and also allows each birthday participant to donate to either the Rotary Foundation or the Foundation.

ROTARY DISTRICT 5000, Hawaii Awards Submissions Form 2014-2015 Rotary Club of:

Club Division: _X__ Large Club ___ Medium Club ___ Small Club Division determined by club membership as of 1 July 2014 SAR, exclusive of honorary members.

Award Category: Club Service

Check for each item completed:

!Sponsored the charter of a new Rotary club this Rotary year (Date, name __________________________)

x Created or updated a Strategic Plan for the Club (Date _7/9/14_________________)

x Conducted at least 3 Club Assemblies this year (Dates ___8/1/14____________, ____9/10/14______________, _____12/3/14 plus four more_________________)

x Have a structured committee or other method for coordinating meeting speakers

x Had at least 4 fellowship activities during the year (Dates _10/30/14_____, _1/31/15______, __3/12/15_____, __3/28/15_____)

x Had a Club fundraiser event (Name, date: _Hilo Brewfest to be held 6/13/15__________________________________________)

x Held a joint Club fundraiser, meeting, fellowship, networking, or other event with another Rotary club (Other club name/event _Volcano/Lobsterfest_____________________)

x Utilize a Club membership directory (either printed or electronic)

x Performed at least 3 New Member Orientation sessions (Dates ___8/25/14________, ___11/30/14_________, ____2/10/15________)

! All new members were assigned/recruited to work in a specific committee

x New member information added to the D5000 Club Runner database within 1 week of each new member induction

! Recruit a Rotary Alumnus as a new member (Name(s) ___________________________)

x Implemented or updated the Ignite program in the club or implemented another club membership development and retention program (Please describe what you did in narrative)

x Recognized a club member with the Avenues of Service Citation (https://www.rotary.org/myrotary/en/document/596)

x Recognized a club member for the Quiet Rotarian Award

x Recognized a club member for the Rotary D5000 Spirit Award

! 25% of club members registered for the District Conference by 15 April 2015 (# registered _____)

! At least 5% of club members registered for RI Convention by 15 April 2015 (# registered _____)

x Participated in at least one literacy project related to Club Service (Please describe in narrative)

Please provide a narrative description of your Club Service activities and limit your response to ONE 8 ½”x11” page. (No letterhead, pictures or graphics; use Times New Roman 12pt size).

A narrative follows: __X___ Yes _____ No

CLUB 16

ROTARY DISTRICT 5000, Hawaii Awards Submissions Form 2014-2015 CLUB SERVICE Our Club Service Committees include Speakers, Lava Flow Newsletter, Greeters, Fellowship, Attendance and Inspiration. All committees work with the President to ensure that our meetings, communications and social events are fun, informative and well coordinated. Great Weekly Meetings: Our club has had a myriad of interesting speakers throughout the year and club attendance has been excellent, averaging around 60% for the year. Bringing guests to meetings and socials and providing them with a warm welcome is an area of priority this year and our achievement of Ignite Double Premiere status reflects this emphasis. Another area of priority is inclusion of Rotary family members in meetings and socials and the President provides special recognition to members who do include their families. The President makes use of computer projected graphics at every meeting to communicate, recognize and promote club and individual activities. Communications and Technology: Our members are kept well informed via our weekly “Lava Flow” newsletter which is published after every meeting and social and distributed electronically to all members. The newsletter includes lighthearted narrative and lots of photos. Every club meeting has an assigned Reporter and a Photographer to produce the newsletter. We have a club website which our Webmaster updates weekly and we have a Facebook page that is updated with photos on a regular basis. We have our own professional quality PA system and projector system that contribute to the quality of our meetings. Fellowship/Social Events: Our social events include a very popular Chili and Dessert Cook-off where members prepare dishes which are judged by the members and prizes awarded. Our Chicken Hekka social is a long tradition in our club. We will host a Steak Fry on 5/26/15 for all of the East Hawaii clubs honoring the visiting RFE team from Taiwan. Other social events include a picnic meal with all of the East Hawaii clubs at each of the two Rotary Park work days. Fundraisers: Our club joined the Volcano Club in conducting the Rotary Lobsterfest fundraiser. This is the second year of this partnership and over $3,000 was raised for our club. Our major fundraiser is the Hilo Brewfest which will be held on 6/13/15. This is a huge very successful event which last year had over 1000 attendees and raised over $33,000 for local charities. Similar results are expected from this year’s Brewfest. The Brewfest planning and execution involves well over half of the members of the club. Literacy Project Related to Club Service: One of the beneficiaries of the Brewfest profits was Friends of the Children’s Justice Center which received a $10,000 grant from our club to purchase items in support of children victims involved in the Criminal Justice System. A portion of those funds are used to purchase books and other educational supplies for those children.

ROTARY DISTRICT 5000, Hawaii Awards Submissions Form 2014-2015 CLUB SERVICE ACCOMPLISHMENTS Club Service was the bedrock of our clubs success this Rotary year. Members were asked to get involved at all levels of Rotary by attending club meetings, projects, social events, and Rotary sponsored events. This contributed to building up their personal knowledge of Rotary and satisfaction of being a part of our club family. Key aspects of our focus were: Membership Activities: - Conducted a year long membership drive that resulted in 12 new members so far this year - goal was 15 - We pushed a ground breaking new membership category of "Young Professional" (YP) for membership candidates under the age of 30 - Club pays a portion annual dues - 3 YP's joined - Two new members took lead positions in our library book donations and Rotary Days Event - New member sponsor pins are given to all sponsoring Rotarians - Our Club Trainer Liz Kane conducted a new members orientation attended by 7 new members - Club president held one-on-one training sessions with 3 new members taking lead project roles Enhanced the Club Recognition Program: - President reinstituted the "Rotarian of the Month Program" by creating the "Good Egg Award" - News letter acknowledges members birthdays - one meeting a month birthdays are celebrated - Pictures of club members at meetings and activities are posted in our weekly newsletter. - Identified candidates for the Quiet Rotarian and D5000 Spirit Awards - Every club member and members of our UH Rotaract Club received a "Light Up Rotary" pin Club Meetings and Special Events: - Installed an official "Club Greeter" at every meeting who greeted and introduced guests - Hosted the Langley Ukulele Ensemble group from Canada July 21, 2015 - Increased weekly meeting attendance from an average of 25 per meeting to 35 per meeting - Our outstanding guest speakers program was a success due to members recommending speakers - Four social events were held - one included recipients of our VET House project - All guest speakers were encouraged to join our club and invited to join us at later meetings - Conducted a special joint Honolulu Sunset/UH Rotaract meeting at their University meeting place Club Oversight Activities: - Secretary built a new club member contact listing with e-mails and phone numbers - Our webmaster Beth Hoban ensured all updates to our web site were in submitted in a timely manner - Sponsored our new President Elect to PETS - Held monthly board meetings - Published weekly an depth newsletter that carried our Sunset Rotary message to all Sunset Rotarian members and those Rotarians and non-Rotarians that visited our web site. Club Service Literacy Project: - Participated in the Rotary International Dictionary Project that resulted in our club distributing 240 dictionaries to all third grades students in three Honolulu Elementary Schools. Ten of our members visited the classrooms and personally distributed the dictionaries to the children and then broke off into small groups to go over the uses of the dictionaries with the children. Our one-on-one approach was well received by the teachers and students. Foundation Giving -Building for Future Success: - A year long campaign by our Foundation Chair Rich Zegar to encourage our members to give to the Rotary Foundation resulted in per capita giving of over $900 per member. This single accomplishment sets the bedrock for continued success of our club as we will reap the benefits in three years when a good portion of these funds return to us. It ensures opportunities for funding local and international projects in the out years.