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Rotary in the South West Peninsula

Welcomes The District 1175 Team

to DOTS 2

2015

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Objectives

• To review the RIBI Leadership and RIBI Regional Assemblies and transfer any Learning to the PEPS 2 and Assembly Programmes

• To review and focus on the programmes for PEPS 2 and District 1175 Assembly

• To discuss the key areas of Budget and Communication for the new District

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DOTS 2Process for the session

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Incoming District Governor Brian Stoyel

Introduction&

Perspectives on RIBI Leadership &RIBI Regional Assembly

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David Willcocks

District Training Team

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PEPS 2 ObjectivesTo Support Presidents Elect by:

Communicating information on Supported Programmes in each Avenue of Service

Communicating information on District-wide support including Membership, Communication, Safeguarding and Planning for the Future

Highlighting the importance of Club Leadership

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DISTRICT 1175 - TOTAL 88 CLUBS …. CO-ORDINATING ASSISTANT GOVERNOR REGIONS

C/AG 1 - 18 clubsCathie Shipwright

Region E

C/AG 2 - 16 clubsDavid LaudRegion D

C/AG 5 - 19 clubsGraham Bulford

Region A

C/AG 3 - 17 clubsGordon Peacock

Region C

C/AG 4 - 20 clubsDavid Pritchard

Region B

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Rotary International District 1175 Structure

DG Brian Stoyel

DGN George Eamer

DGE Stephen

Lay

District Secretary

Dee Kilpatrick

District Treasurer

Susan Wills

IPDG (2)

Peter Bennett Ralph Curr

Community Tony Williams

Vocational Peter

Harrison

International John James

Youth Carol Lay

MPRC Stephen

Lay

Foundation Euan Eddie

Membership Recruitment &

Retention Diane Shepherd

Extension

George Kempton

District Service Geoff Hawes Note 4

C/AG Region E Cathie

Shipwright

C/AG Region C Gordon Peacock

C/AG Region A Graham Bulford

C/AG Region B

David Pritchard

C/AG Region D

David Laud

Notes 1. Meeting Sequence - (a) DGN with Service Chairs before District Exec, (b) District Exec (c) C/AG meeting with AG’s in area to report on Dist Exec and

give agreed briefing. 2. District Exec will be made up of DG, DGE, DGN, District Secretary, District Treasurer, Co-ordinating AG’s (5) and the IPDG (2 in first year of formation

thence 1) 3. Agenda for District Exec will include Continuity as standing item 4. District Service will include Compliance, Protection, Equality and Diversity, Health and Safety 5. DG and District Treasurer will liase with the Conference Committee 6. Each C/AG will co-ordinate a geographically based team of AG’s 7. District Training and Development will include District and Club Visioning 8. Community Service will include Environmental Projects and Activities.

District Training and Development David Willcocks Christine Peacock

Visioning

George Eamer

Background- Room Layout and Seating

AG’s- Facilitate Discussion in table groups

Avenue of Service Chairs- Visit each table to give short session (15 minutes in total) on their Aims and to get club reaction through discussion

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District Officers- Join discussions and highlight issues to the

Service Chairs- Let the sessions belong to the PE’s- Short sharp presentations- Follow-up on issues raised after PEPS 2

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Vocational Service - One of 5 Avenues of Service in Rotary

Club Service International Service Needs Driven Community Service Youth Service

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Vocational Service Not Needs Driven - A RESOURCE

Attributes that Rotarians possess and bring into Rotary

Are they identified and used effectively?

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Budget Discussion

Brian Stoyel&

Susan Wills

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Christine Peacock

District Training Team

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Objectives of this session

To –•Remind ourselves of the critical importance and the objectives of the District Assembly

•Understand how the AG can support and add value to the District Assembly

•Understand how the Service Chairs can support and add value to the District Assembly

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Group work

In your table groups please discuss:

•The importance and key objectives of a District Assembly•How the AG/CAG can support and add value to the District Assembly?•What role the Service Chair plays at District Assembly?•At the very minimum which members of the clubs should be encouraged to attend District Assembly?

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A Possible Scenarioplease discuss

• A club has the reputation for not attending District Assembly. They do not want anything to do with District, the AG and the ideas of the Service chairs and so once again they do not appear to be attending. What do you do?

• Feedback from groups.

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The Purpose of District Assembly

• To prepare incoming leaders for their year in office and build their leadership skills

• To give the District Governor Elect, the Assistant Governors and District Chairs the opportunities to motivate club leadership teams and build their working relationships.

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Topics to be introduced at Assembly

• Introduction of the District team

• RI theme for 2015/2016

• Long range and annual goals

• Raise awareness of compliance requirements

• Reminder of importance of Youth Competitions

• Reminder of how clubs can serve communities

• Service chairs provide information and lead group

work discussion23

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MPRC Chair

Stephen Lay

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• bulk emails• news

AIDA•Attention•Interest•Desire•Action

Daily we see how not to structure emails!• Too long• Too verbose• Core message is lost

• Too short• Don’t know who it has gone to• Boring• generally uninteresting

• I’m bored and give up• and miss interesting stuff at the bottom

• I know who its from so I wont read it• Not pertinent to me

In communication from District they wanted:

•to know what was going to their Chairs•a brief resume at the top so they don’t have to read all the detail•they were concerned about filtering.

• Cc to the AGs, DGN, DG, Your Committee• This way the AGs and DGN are aware of the messages you are trying

to get across and can help reinforce your message

• From the District database (via webpage / MDE)• All the information is accessible, but only if it has been

entered by the Club• Getting it in a useable form is not so easy!

• Manually• Asking the Clubs for details

• AGs and Chairs – please, PLEASE encourage the Clubs to enter all roles in database.

Using a list of emails for bulk emailing

Make it clear at the top of the body of the text who it is going to and who it is copied to.

Eg. To all Community Chairs. Copied to Presidents and AGs etc

•This is supporting the Chair: the Chair should be given time to report to the Club. •It is also supporting and prompting the President to ensure the Chair does report to the Club

• Give a bulleted , very brief summary of what is below – so the Presidents and others who don’t have time at least get the gist.

• Followed by more detail below. But keep it brief.

1. Bcc the recipients, include the Presidents1. Secretaries if Club Officer is not known

2. Cc: AGs, DGN, DG and appropriate District Team3. At top of message state who it has gone to 4. Very brief bullet summary so Presidents, AGs, DGN

and DG are aware.1. Put the interesting stuff at the top

5. Detail below for those that need it, or have interest.

Why do we need to know?

• Get SUPPORT of the public• Strengthen the Rotary BRAND• MEMBERSHIP• Motivate & Inspire Rotarians to do more

• Clubs• Club Newsletters• Club Websites• Club Website Diaries • Club Social Media• AG’s matrix• Goggle News Alerts• Service Chairs (7)• AGs (12)• DG, DGE, DGN• Other?

• TV Programme• District Newsletter• District Website• District Social Media• Rotary Club Central (Showcase)• Joined Up Rotary:• DGN: between Service committees & Exec• AGs: feeding back to Clubs for sharing

• District PR Officer (for District press releases)• RIBI “Rotary” & RI “Rotarian” magazines

AIDA•Attention•Interest•Desire•Action

• Use the email protocol• Encourage your Clubs and

Service Chairs to ensure all Club roles are entered in the database

• Generate one new news item per month.

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