GOVERNOR-ELECT WORKBOOK 2018 INTERNATIONAL ASSEMBLY SAN DIEGO, CALIFORNIA, USA 14-20 JANUARY 2018 - Rotary International
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EN GOVERNOR-ELECT WORKBOOK 2018 INTERNATIONAL ASSEMBLY SAN DIEGO, CALIFORNIA, USA 14-20 JANUARY 2018
January 2018
Dear 2018-19 district governor:
Welcome to the 2018 International Assembly! As you embark on this week of
training, remember that our work is to prepare you to serve as district governor.
Take advantage of every opportunity offered to you, whether in a breakout
session, at lunch, or at an evening event, to get to know your fellow governors,
explore new ideas, and be inspired by those who have served before you. Ask
questions, and remember that the training leader might not have all the answers
but will help you find them.
This workbook is your most important resource for the training sessions. Please
take it to every session and use it to write notes, ideas, or contact information
for your fellow governors-elect. During sessions and informal networking, you
should write all the new ideas you hear, including innovative ways to motivate
the Rotarians in your district. Take 15 minutes at the end of each day to reflect
on your sessions and to continue developing your action plan for each session.
In your final session, you should be ready to share your plans for the year ahead!
After you have completed this week of training, the workbook will continue to be
a resource for you, filled with the great ideas and strategies that you learned here
and want to apply in your district during your year as governor.
A few additional tips for success this week:
– Download the International Assembly app for program information, maps,
and networking.
– In sessions, only use your mobile phones and other electronic devices
for learning purposes. Engage yourself at the sessions and leave personal
business, including checking email or text messages, for breaks or after
training hours.
– Speak slowly and clearly to help everyone understand you. Remember that
many participants aren’t using their primary language at the sessions.
We wish you success this week and during the exciting year ahead.
Sincerely,
Barry Rassin Kenneth Grabeau
2018-19 President Moderator
Rotary International 2018 International Assembly
4001-EN—(1017)
2018-19 PRESIDENTIAL THEME GIFTS The bag you received contains materials to help you emphasize and promote the RI presidential theme for 2018-19. Please review the following list of items. If you are missing an item, visit the Assembly Office for a replacement after the session. Theme tie Theme scarf Theme pins Theme banner Theme luggage tag Theme district governor pocket patch Gift from President-elect Barry and Partner Esther Note that only those companies, Rotary entities, or individuals licensed or otherwise given permission by RI are authorized to reproduce the Rotary emblem and other Rotary Marks on goods for sale. Official licensees of RI are authorized to produce and sell ties and scarves that incorporate the theme logo only if the designs are not similar to those of the official theme tie or scarf. Any company or Rotary entity that offers theme ties and scarves that are similar to the official theme tie and scarf is acting without RI’s authorization.
NAME DISTRICT SESSIONS Leading With Vision 5 Supporting and Strengthening Membership 14 Engaging Young Leaders 21 Rotary Talk: Leadership Opportunities and Responsibilities 25 Our Foundation’s Global Impact 27 Doing Good in the World 34 Enhancing Our Brand 42 Leadership Conversations 49 Understanding Your RI Funding Responsibilities 50 Leading Change in Your Districts 54 From Assembly to Action 63 (includes Action Plans for 2018-19) Download an interactive PDF of this workbook at: rotary.org/international-assembly
KEEP THE CONNECTIONS
YOU MAKE AT THE 2018 ASSEMBLY
Write the names and district numbers of classmates in each session who you want
to connect with after the event. You can cross-reference them with the International
Assembly Participants Book for contact information.
DGE NAME/DISTRICT NOTESLEADING WITH VISION
TRAINING LEADER:
LEARNING OBJECTIVES
At the end of the session, you will be able to:
1. Use the 2018-19 presidential theme to inspire clubs to adopt Rotary’s vision
2. Apply the principles of good leadership to connect Rotary’s new vision statement
with your vision for your district
3. Plan how to use the 2018-19 Rotary Citation to strengthen clubs
RESOURCES
2018-19 Presidential Theme & Citation brochure
Programs and member services staff in the Rotary Resource Center at the assembly
USB DRIVE CONTENTS
All governors-elect receive a USB drive loaded with a variety of resources. Select
resources are listed below. The drive is not locked, so you can also use it to download and
store additional resources from My Rotary.
2018 and 2019 Rotary Convention How to Engage With Alumni
Registration, Housing, and Visa Lead Your District Manuals (by role)
Information Learning Center Course Catalog
Areas of Focus Brochure Membership Resources
District Alumni Chair Guide Project Lifecycle Toolkit
End Polio Now Resources Rotarian Code of Conduct
A Guide to Global Grants Rotary Youth Protection Guide
5 GOVERNOR-ELECT WORKBOOK LEADING WITH VISION2018-19 PRESIDENTIAL THEME
Together, we see a world where people unite and take
action to create lasting change — across the globe, in our
communities, and in ourselves.
How does the president-elect’s theme address Rotary’s new vision statement?
Track club progress
toward goals
throughout the year
through reports
available from Rotary.
Reporting resources
are available on
the USB drive you
received at the start
of this session.
6 GOVERNOR-ELECT WORKBOOK LEADING WITH VISIONTHE ROTARY CITATION
The new Rotary Club
Central has a Rotary
Citation tab to track
Why does the president ask clubs to achieve the citation each year? citation-specific goals!
WHAT YOU NEED TO KNOW ABOUT
THE 2018-19 ROTARY CITATION
•• Clubs will have the entire Rotary year — from 1 July 2018 to 30 June 2019 — to
achieve Rotary Citation goals.
•• Rotary Citation goals are tied to data that RI can measure or that are reported
in Rotary’s online applications such as Rotary Club Central. Goals that relate to
membership use the official figures for 1 July 2018 and 1 July 2019. The Rotary
Citation Achievement Guide will explain how clubs will report and how RI
collects the data for each goal. Club presidents are responsible for reporting
accurate information to RI by 30 June 2019.
•• Rotarians will have access to review their club’s progress toward each goal.
•• The RI president-elect asks district governors to check with their clubs regularly
and support them in achieving Rotary Citation goals.
•• District governors will be able to use My Rotary to see clubs’ progress toward the
goals.
•• For the first time, the goals of the Rotary Citations for Rotaract and Interact
clubs are fully aligned with the goals of Rotary clubs, yet they are tailored to
young leaders’ experiences.
•• The 2018-19 Presidential Theme & Citation brochure is an important resource
for governors-elect to share with club leaders during presidents-elect training
seminars and district assembly meetings.
•• By the time governors-elect return home, they should receive, along with
other seminar materials, additional mailed copies of the brochure (enough for
assistant governors; district membership, public image, and Foundation chairs;
and all clubs, including clubs that sponsor more than one Interact or Rotaract
club).
•• Questions about the materials in those mailings can be directed to Club and
District Support staff or cds@rotary.org.
7 GOVERNOR-ELECT WORKBOOK LEADING WITH VISIONHow will you work with the 2017-18 governors to recognize their clubs’ achievements in your
year?
How will you work with the 2019-20 governors to recognize your clubs’ achievements?
LEADING WITH VISION
F O C US
AN D
INC
B S RE
LU A
SE
C
EN
HUM
TH
EN G
AN
FELLOWSHIP
ITAR
SUPPORT AND STR
INTEGRITY
IA
N SERVICE
DIVERSITY
SERVICE
LEADERSHIP
SS
E
REN
ENH A WA
ANC ND
EP UBLIC IMAGE A
We are leaders who act responsibly and take action to
tackle some of the world’s most pressing challenges.
8 GOVERNOR-ELECT WORKBOOK LEADING WITH VISIONROTARY ANNUAL GOALS: 2018-19
GOALS FOR PRIORITY 1 — SUPPORT AND STRENGTHEN CLUBS
1. Retain current members.
2. Increase current club membership.
3. Start new clubs.
4. Increase the number of female members, members under 40, and Rotaractors
joining Rotary.
GOALS FOR PRIORITY 2 — FOCUS AND INCREASE HUMANITARIAN SERVICE
5. Increase cash and district DDF contributions to End Polio Now.
6. Increase local and international district grants and global grants funded with
DDF.
7. Encourage Interact and Rotaract clubs to engage in service projects —
including projects for the environment — with their local Rotary club and
community.
8. Increase contributions to the Annual Fund, and build the Endowment Fund
to $2.025 billion by 2025.
GOALS FOR PRIORITY 3 — ENHANCE PUBLIC IMAGE AND AWARENESS
9. Publicize the role of Rotary and Rotarians in polio eradication.
10. Build awareness of Rotary, and promote the People of Action campaign.
11. Increase awareness of Rotary club projects by using Rotary Showcase and
Rotary Ideas and creating a club history.
9 GOVERNOR-ELECT WORKBOOK LEADING WITH VISIONHow do the 2018-19 Rotary goals relate to the Rotary Citation?
How are our core values represented in the 2018-19 theme and goals?
How does our new vision statement address Rotary’s goals ?
ROTARY’S VISION STATEMENT
Together, we see a world where people unite and take
action to create lasting change — across the globe, in our
communities, and in ourselves.
10 GOVERNOR-ELECT WORKBOOK LEADING WITH VISIONMY VISION FOR ROTARY
What is my vision for my district in the coming year?
Ways I can work with clubs to ensure my vision:
What is my long-term vision for my district?
Ways I can work with future governors to promote my vision:
How does my vision for my district relate to Rotary’s vision statement?
Which leadership skills will I need to implement my vision for my district and for Rotary?
11 GOVERNOR-ELECT WORKBOOK LEADING WITH VISIONINSPIRING CLUBS TO ACTION
Work with your
Rotary coordinator
to support clubs
How does a great leader inspire and motivate others? in achieving the
goals of the citation
throughout the year.
How can you use the 2018-19 presidential theme to inspire and motivate Rotarians in your
district?
How will you promote the 2018-19 theme and citation in your district?
12 GOVERNOR-ELECT WORKBOOK LEADING WITH VISIONBECOMING A STRONGER LEADER
My greatest strengths as a leader:
Leadership skills that I would like to develop or improve:
13 GOVERNOR-ELECT WORKBOOK LEADING WITH VISIONSUPPORTING AND STRENGTHENING
MEMBERSHIP
TRAINING LEADER:
LEARNING OBJECTIVES
At the end of the session, you will be able to:
1. Understand the role of the governor in supporting and strengthening clubs
2. Compare global and regional membership numbers
3. Implement strategies for attracting and engaging members
4. Identify and use available resources to support membership initiatives
RESOURCES
Membership resources on rotary.org/membership
Rotary Club Central
Rotary guides:
Be a Vibrant Club
Connect for Good: Get Involved and Make a Difference
Strengthening Your Membership:
Creating Your Membership Development Plan
Membership Assessment Tools
Rotary Club Health Check
Starting a Rotary Club
Impact Begins With You (prospective member brochure)
Available on Shop
14 GOVERNOR-ELECT WORKBOOK SUPPORTING AND STRENGTHENING MEMBERSHIPTHE ROLE OF THE GOVERNOR
•• Strengthen clubs by encouraging them to achieve membership, Foundation, and public
image goals, including those outlined in the Rotary Citation
•• Organize new clubs
•• Train presidents-elect at PETS on membership issues and strategies for resolving them
•• Help build a strong and active district membership committee led by the district
membership chair and including assistant governors
•• Understand district membership trends (found on Rotary Club Central) and work with
the district membership committee to build a district membership plan based on those
trends
•• Report your district membership committee chair and encourage the chair to attend
regional membership training
•• Work with district membership committee chairs to organize and hold district
membership seminars
•• Consult with the Rotary coordinator and assistants, and promote their value to clubs
•• Use Rotary membership tools and resources to develop strategies
•• Manage membership leads
Other responsibilities:
15 GOVERNOR-ELECT WORKBOOK SUPPORTING AND STRENGTHENING MEMBERSHIPROTARY’S MEMBERSHIP
Consider Rotary’s membership profile below. Using the District Profile document, add
your district’s membership data in the column on the right. Are they similar? Different?
If different, why?
ROTARY INTERNATIONAL MY DISTRICT
Rotary’s 5-year trend 17,863 increase
New member retention 89%
Existing member retention 88%
Age distribution 29 & younger = 2%
30 – 39 = 8%
40 – 49 = 16%
50 – 59 = 25%
60 – 69 = 27%
70 & older = 22%
Gender distribution 79% Male
21% Female
NOTES
16 GOVERNOR-ELECT WORKBOOK SUPPORTING AND STRENGTHENING MEMBERSHIPMEMBERSHIP IN YOUR DISTRICT
Information on
current membership
The 5-year trend in my district is: Up Down is available from
reports on Rotary
Club Central.
How does knowing the profile of your clubs’ current members inform how
you can help clubs make themselves more attractive to prospective members?
What can you do to draw prospective members to Rotary?
17 GOVERNOR-ELECT WORKBOOK SUPPORTING AND STRENGTHENING MEMBERSHIPMEMBERSHIP LEADS
From 1 July 2016 through 30 June 2017, Rotary received 18,770 valid membership
leads. In that time, districts followed up on 39% of leads, and 25% were assigned to clubs.
But 61% of prospective members were not contacted at all.
1%
25% CURRENT DISTRICT STATUS
Assigned to club Not followed up on
Contacted Reviewed
Dismissed
10%
3%
61%
What happens when we don’t follow up on leads?
HERE’S HOW IT WORKS
A prospective member, relocating member, or Rotarian who is referring a potential member submits
information on Rotary.org.
Rotary staff members screen the lead to make sure the candidate meets basic membership qualifications, then
assign the lead to a district in the candidate’s preferred club meeting location.
The district governor, district membership committee chair, and assistant governor get an alert about the new
lead, go online to review it, and match the prospect to a club.
The club’s president, secretary, and membership committee chair get an alert to review the lead and take the
next steps.
Club officers contact the prospect to learn more about the candidate’s interests and if the lead would be a
good fit for the club; or club officers ask the district to consider the prospect for another club.
Hopefully, the club gains a new member (or the candidate walks away with a positive image of Rotary or stays
connected in other ways).
18 GOVERNOR-ELECT WORKBOOK SUPPORTING AND STRENGTHENING MEMBERSHIPGOVERNOR’S MEMBERSHIP LEADS
RESPONSIBILITIES
•• Work with the district membership committee chair and district
executive secretary (if applicable) to determine who will manage
and follow up with assigned leads when alerts are sent. Once
determined, that person will need to:
–– Contact prospective members to learn more about them, such as
why they are interested in joining a Rotary club
–– Assign membership leads to the appropriate clubs, or if they
aren’t a good fit, have a conversation with the prospective
member to determine next steps
–– Update the status of the lead online
•• Determine what role your assistant governors will play in managing
online membership leads and to make sure everyone on the district
leadership team is aware.
•• Ensure that your club leaders contact membership leads assigned to
them, providing a positive experience for the prospective member,
and update the status online.
NOTES
19 GOVERNOR-ELECT WORKBOOK SUPPORTING AND STRENGTHENING MEMBERSHIPENGAGING CURRENT MEMBERS
RISK OF LEAVING ROTARY
35%
30%
25%
20%
15%
10%
5%
0%
10 Years
Years in Rotary before leaving
Learn why members
leave by having them
My district’s current existing member retention percentage: _____ take an exit survey,
which can be found
in Rotary’s Member
Assessment Tools
Why do some members leave Rotary?.
guide.
How can club and district leaders deliver an experience that will keep members excited about
Rotary?
20 GOVERNOR-ELECT WORKBOOK SUPPORTING AND STRENGTHENING MEMBERSHIPENGAGING YOUNG LEADERS
TRAINING LEADER:
LEARNING OBJECTIVES
At the end of the session, you will be able to:
1. Identify strategies to engage young leaders
2. Describe how clubs can make Rotary attractive to young professionals
RESOURCES
Rotaract Handbook
Interact Guide for Rotary Club Sponsors and Advisers
Programs for young leaders promotional cards
Programs for young leaders promotional posters
Young Leaders in Action newsletter
21 GOVERNOR-ELECT WORKBOOK ENGAGING YOUNG LEADERSYOUNG LEADERS
As you discuss Rotary programs and initiatives that engage young leaders, note your
district’s involvement in the coming year. If a program or activity is mentioned but not
listed, write it below.
Program or activity
(participant age) My district’s involvement in the coming year
Interact (12-18)
Rotaract (18-30)
Rotary Youth
Leadership Awards
(RYLA) (14-30)
Rotary Youth Exchange
(15-19)
New Generations
Service Exchange
(18‑30)
Other:
Other:
22 GOVERNOR-ELECT WORKBOOK ENGAGING YOUNG LEADERSATTRACTING YOUNG PROFESSIONALS
Keep the
Rotary’s research has shown that younger professionals are motivated
conversation going
with these Discussion
most by the opportunities listed below on the left. Consider each oppor Groups on My Rotary:
tunity and answer the questions at the top of the chart by placing a check • Young Rotarians
• Youth Service
mark in the corresponding box. • Rotaract World
Opportunities that motivate Which do you Which does your Which do your
younger professionals relate to? district offer? clubs offer?
A variety of causes, not a single issue
Being able to involve family
Contributing their professional skills
to benefit a charity or cause
Participating in the leadership of the
organization and events
Diverse atmosphere
Connecting with a cause, group,
or organization on social media,
especially by watching videos
What might be different about a club that attracts younger professionals?
23 GOVERNOR-ELECT WORKBOOK ENGAGING YOUNG LEADERSA MORE INCLUSIVE ROTARY
In this chart, estimate the percentage of clubs in your district that fall into each of these
four categories:
Have some Do not plan to
Already have a interest in Have some open membership
lot of younger engaging young interest in to young leaders
members and leaders in inviting younger or invite younger
engage young programs and professionals to professionals to
leaders activities become members membership
PERCENTAGE
OF CLUBS
Why is it important to be an inclusive organization?
How will you make Rotary more inclusive?
24 GOVERNOR-ELECT WORKBOOK ENGAGING YOUNG LEADERSROTARY TALK: LEADERSHIP
OPPORTUNITIES AND RESPONSIBILITIES
LEARNING OBJECTIVES
At the end of the session, you will be able to:
1. Understand how Rotary staff can provide support throughout the year
2. Identify strategies for enhancing Rotary’s public image
3. Ensure a safe and secure environment for young leaders involved in Rotary programs
and activities
RESOURCES
Rotary Youth Protection Guide
Brand Center on My Rotary
Rotary staff
YOUTH PROTECTION RESOURCES
STATEMENT OF CONDUCT
FOR WORKING WITH YOUTH
The statement of conduct provides the basic principle for Rotarians
to follow when working with young people in any capacity: “Rotary
International strives to create and maintain a safe environment for all
youth who participate in Rotary activities. To the best of their ability,
Rotarians, Rotarians’ spouses and partners, and other volunteers
must safeguard the children and young people they come into contact
with and protect them from physical, sexual, and emotional abuse.”
25 GOVERNOR-ELECT WORKBOOK ROTARY TALK: LEADERSHIP OPPORTUNITIES AND RESPONSIBILITIESThousands of Rotary clubs create opportunities for young people to develop their
leadership skills, make a difference in their communities, and build peace around the
world. Through Interact, RYLA, Rotary Youth Exchange, and other local programs, a new
generation of young people discovers the ideals of Service Above Self.
These incredible opportunities also come with significant responsibilities for Rotarians
and program leaders. Rotary’s youth protection policies help Rotarians manage risks,
mitigate their negative impact, and ensure that the safety of youths is our highest priority
when implementing programs for children and young people. To assist you as a Rotary
district leader, the youth protection policies outline baseline procedures and practices
to manage risks related to youth programming, youth travel outside the local community,
and any overnight stays.
Review the following resources to apply these policies locally to build safe environments
for young people:
•• The Rotary Youth Protection Guide offers club and district officers an overview
of Rotary’s youth protection policies and best practices. This guide (formerly Abuse
and Harassment Prevention Training Manual and Leaders’ Guide) includes sample
policies that your district can apply to all programs and activities serving young people.
Download the Rotary Youth Protection Guide from the Document Center on My Rotary.
•• Protecting Youth Program Participants is a voluntary online course, designed for
club-level leaders of youth programs that provides an overview of Rotary’s key policies
on youth protection. Access the course in the “Youth, Students, and Scholars” section
of the Learning Center on My Rotary. The course is offered in English, Spanish, French,
Portuguese, Italian, German, Japanese, and Korean.
Contact youthprotection@rotary.org with any questions or concerns.
NOTES
26 GOVERNOR-ELECT WORKBOOK ROTARY TALK: LEADERSHIP OPPORTUNITIES AND RESPONSIBILITIESOUR FOUNDATION’S
GLOBAL IMPACT
TRAINING LEADER:
LEARNING OBJECTIVES
At the end of the session, you will be able to:
1. Describe the ways our Foundation helps do good in the world
2. Explain how the areas of focus help increase Rotary’s global impact
3. Describe the impact and value of Rotary Peace Centers
4. Assess your clubs’ involvement in polio eradication efforts
RESOURCES
rotary.org/grants
endpolio.org
End Polio Now zone coordinators
rotary.org/legacy
Rotary.org, Rotary Showcase, and Rotary Ideas
Giving & Grants newsletter
Rotarian Action Groups
Regional leaders
District Foundation committees
27 GOVERNOR-ELECT WORKBOOK OUR FOUNDATION’S GLOBAL IMPACTOUR FOUNDATION
Your regional
Rotary Foundation
coordinator and
FUNDS OF OUR FOUNDATION endowment/major
gift adviser are
important resources
Fund Supports for you in supporting
and promoting our
PolioPlus Fund Foundation.
Annual Fund
Endowment Fund
Naming opportunities also exist for term gifts and for contributions to the Rotary Peace
Centers and areas of focus.
Why is supporting and promoting giving to our Foundation important?
28 GOVERNOR-ELECT WORKBOOK OUR FOUNDATION’S GLOBAL IMPACT2018-19 ROTARY GOALS
Which of the 2018-19 goals relate to the Foundation?
How can you help Rotary reach the 2018-19 goals related to the Foundation?
WE CAN ACHIEVE $2.025 BILLION BY 2025
You can attract new donors by promoting regular contributions to
Annual Fund-SHARE or any of the six areas of focus.
Donations to Annual Fund-SHARE become District Designated
Funds that can be directed by district leaders to those grants your
district is passionate about.
Remember, contributions to an area of focus directly support
important activities in that area but are not part of SHARE and do not
generate DDF.
29 GOVERNOR-ELECT WORKBOOK OUR FOUNDATION’S GLOBAL IMPACTAREAS OF FOCUS
How do the areas of focus increase our global impact?
How does the environment fit into the areas of focus?
How do club and district efforts in the area of disaster relief fit into the areas of focus?
30 GOVERNOR-ELECT WORKBOOK OUR FOUNDATION’S GLOBAL IMPACTROTARY BUILDS PEACE
ROTARY PEACE CENTERS
There are six Rotary Peace Centers located at seven universities around the world. Each
peace center offers a unique curriculum and field-based learning opportunities that
examine peace and conflict theory through various frameworks.
Five of the centers offer master’s-level degrees in a range of disciplines related to peace
and development. The five centers are at:
•• Duke University and the University of North Carolina at Chapel Hill, USA ( joint
program)
•• University of Bradford, England
•• Uppsala University, Sweden
•• International Christian University, Tokyo
•• University of Queensland, Brisbane, Australia
In addition to the five centers where fellows study for a master’s degree, the center at
Chulalongkorn University in Bangkok, Thailand, offers a three-month professional
development certificate program in peace and conflict studies.
SUPPORTING THE PEACE CENTERS
BECOME A PEACEBUILDER DISTRICT
Peacebuilder Districts support the Rotary
Peace Centers by allocating a minimum of
$25,000 annually to be fully expended on
the program.
Districts committed to building peace
continue to donate $25,000 a year to
maintain their Peacebuilder standing.
Each Peacebuilder District will receive a
banner, peace pins, and a certificate.
Only DDF contributions that are immediately expended count toward the Peacebuilder
District status. DDF contributions allocated to the Endowment do not count toward this
status.
31 GOVERNOR-ELECT WORKBOOK OUR FOUNDATION’S GLOBAL IMPACTENDOW A PEACE FELLOW
•• An individual or couple can establish a named fund in the
Endowment to ensure a peace fellowship every year, two years, or
three years, depending on the level of giving
•• An endowed fund of $25,000 or more can provide general support
for the peace centers in the donor’s name.
What can you do in the coming year to support Rotary’s Peace Centers?
How do the Rotary Peace Centers contribute to the vision or legacy of Rotary?
32 GOVERNOR-ELECT WORKBOOK OUR FOUNDATION’S GLOBAL IMPACTOUR ROLE IN POLIO ERADICATION
Visit endpolio.org
for up-to-date
information about
the state of polio in
Do clubs in your district: the world.
• Consistently promote and raise funds for the PolioPlus Fund? YES NO
• Rank polio as our organization’s No. 1 priority? YES NO
• Plan projects and events to promote awareness among
non-Rotarians of our polio eradication efforts? YES NO
• Know that the Bill & Melinda Gates Foundation’s 2-1 match
continues through 2020? YES NO
Does your district earmark District Designated Funds for
PolioPlus? YES NO
How can you help keep the momentum going in your districts as we near our goal of a polio-free
world?
New ideas for celebrating World Polio Day:
33 GOVERNOR-ELECT WORKBOOK OUR FOUNDATION’S GLOBAL IMPACTDOING GOOD IN THE WORLD
TRAINING LEADER:
LEARNING OBJECTIVES
At the end of the session, you will be able to:
1. Describe how Rotary is both a local and a global organization
2. Describe the importance of community assessment in project success
3. Understand the role of the governor in projects and global grants
RESOURCES
A Guide to Global Grants
Community Assessment Tools publication
Rotary Ideas
District community service, international service, and Rotary Foundation committees
Rotarian Action Groups
Rotary Community Corps
Regional Rotary Foundation coordinators
34 GOVERNOR-ELECT WORKBOOK DOING GOOD IN THE WORLDFROM LOCAL TO GLOBAL
Ways Rotary is a local organization Ways Rotary is a global organization
How I can help members think about Rotary on a global level:
What does it mean for a project to be transformational?
How can I support effective service projects in my district?
35 GOVERNOR-ELECT WORKBOOK DOING GOOD IN THE WORLDTHE POWER OF SERVICE
Think about a recent project that a club in your district did in your community,
and briefly answer the questions below.
Describe the project:
Did the club complete a community assessment?
Were any aspects of the project sustainable? If so, which ones?
Was there a plan for monitoring and evaluating the project after its completion? If so, what was it?
36 GOVERNOR-ELECT WORKBOOK DOING GOOD IN THE WORLDGLOBAL GRANTS
GLOBAL GRANT STATISTICS 2016-17
Grants approved 1,260
Program awards $72.9 million
AREA OF FOCUS NUMBER
Peace and conflict prevention/resolution 81
Disease prevention and treatment 426
Water and sanitation 300
Maternal and child health 89
Basic education and literacy 174
Economic and community development 190
THE GOVERNOR’S ROLE IN GLOBAL GRANTS
•• Holding a grant management seminar
•• Ensuring that applying clubs are qualified
•• Connecting clubs with the district Rotary Foundation chair
•• Promoting global grants
•• Appointing the district Rotary Foundation chair and the district
international service chair (both are 3-year terms)
37 GOVERNOR-ELECT WORKBOOK DOING GOOD IN THE WORLDGLOBAL GRANT CHARACTERISTICS
•• Addresses a need that the benefiting community has identified
•• Has a minimum project budget of $30,000
•• Involves active Rotarian participation
•• Is initiated and led by a host club in partnership with international clubs
•• Aligns with one or more areas of focus
•• Includes the active participation of the benefiting community
•• Strengthens local knowledge, skills, and resources
•• Uses local sources of funding and materials
•• Provides long-term benefit to the community after the Rotary club or district has
concluded its work
•• Has measurable results
Although you might
not complete a global
grant application
Reflecting on the global grant characteristics, think about recent yourself, you should
projects in your district: understand the
application and be
able to offer help.
Review A Guide to
Did any of these projects have the potential to receive global grant funding Global Grants to
with a few changes? become familiar with
the process.
What steps would it take to become eligible?
38 GOVERNOR-ELECT WORKBOOK DOING GOOD IN THE WORLDThe district
international
service chair has
an expanded role!
This chair can help
connect clubs to
regional experts in
project management
and those with
technical expertise in
the areas of focus.
What role do community assessments play in sustainability?
Why is monitoring and evaluation so important for the long-term success of a project?
39 GOVERNOR-ELECT WORKBOOK DOING GOOD IN THE WORLDCOMMUNITY ASSESSMENT
Creating stronger community ties through Rotary Community Corps
By Carolina Barrios, member of the Rotary Club of Cartagena de Indias, Colombia
Edited from the original 2016 post on the Rotary Service Connections blog
“In 2010, severe flooding affected a huge part of the Colombian territory and the
Caribbean region surrounding Cartagena. Streets had turned into rivers, and
canoes became the only possible form of transportation. During this time, the
Rotary Club of Cartagena de Indias connected with the community of Leticia to
assist them through emergency relief efforts.
After these efforts, the club remained active in Leticia to develop a revitalization
plan with community leaders. Our objective was to understand their challenges
and needs, and propose possible solutions while giving the community hope
that we were there to stay and assist. As passionate Rotarians aiming to make
a difference, our actions were oriented to improve the community through
projects like: decorating the church, building a new park, organizing health
brigades, standing up for the public school (it was in danger of being downsized
through teacher cuts, etc.), vocational orientations, city planning and urbanism,
distributing Christmas gifts, and even a global grant project to provide basic
sanitation!
In 2013, the year I joined the Rotary Club of Cartagena de Indias, we organized the
community of Leticia into a Rotary Community Corps (RCC). The group was key
for determining community needs that we were able to translate into a global grant
with the support of several Los Angeles-area Rotary clubs. The grant, successfully
implemented earlier this calendar year, provided basic sanitation to 25 families as
direct beneficiaries, and training to the whole community in water management
and waste disposal through workshops. Since Leticia is a 45-minute boat ride away,
members of our club could not always be physically present and forming this RCC
helped us have eyes and ears in the community every day!”
To read the blog post, go to Rotary Service Connections and search for the writer’s
name.
40 GOVERNOR-ELECT WORKBOOK DOING GOOD IN THE WORLDWhat did the Rotary Club of Cartagena de Indias do to make the greatest impact in the
community affected by flooding?
How did this choice support the long-term success of the revitalization plan?
In this case, what was the benefit of forming a Rotary Community Corps in the community?
How did partnering with the community of Leticia prepare the Rotary Club of Cartagena de Indias
to form a plan for a global grant?
FUNDING OUR SERVICE
Fundraising Ideas
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41 GOVERNOR-ELECT WORKBOOK DOING GOOD IN THE WORLDENHANCING OUR BRAND
TRAINING LEADER:
LEARNING OBJECTIVES
At the end of the session, you will be able to:
1. Understand how the public’s lack of awareness or understanding about our work can
hinder us from doing the most good in the world
2. Inspire districts and clubs to use the new messaging and public image campaign to
tell their Rotary People of Action stories
RESOURCES
People of Action campaign materials and campaign guidelines
Rotary’s Messaging Guide
Brand Center on My Rotary
Tell Rotary’s Story: Voice and Visual Identity Guidelines
Rotary public image coordinator
42 GOVERNOR-ELECT WORKBOOK ENHANCING OUR BRANDBRINGING ROTARY’S STORY AND BRAND TO LIFE
KEY MARKET RESEARCH FINDINGS
In 2011, Rotary embarked on a multiyear initiative to strengthen our image and
expand public understanding of Rotary to motivate, engage, and inspire current
and prospective members, donors, and partners.
In 2015, we followed up with a Public Image Study, which showed the following:
•• Thanks to the work Rotarians are doing around the world to tell the story of
Rotary’s impact in their communities, our awareness levels have grown globally
from 60% in 2012 to 75% in 2015.
–– While we have made impressive gains in awareness levels, that awareness is
mainly tied to our “name” only or recognition of our logo.
•• Our research tells us that the public still doesn’t have a true understanding of
what Rotary stands for, how we’re different, and why we matter or the impact we
make in their community:
–– 60% of people surveyed were unaware that there was a Rotary club in their
community.
–– And sometimes what the public knows is colored by misperceptions and
half-truths.
The 2015 research showed that people believe Rotary is for people
“not like me.”
Perceptions are that members are male, older, exclusive, and at different
educational and professional levels than themselves.
•• Rotary is attractive to “purpose seekers,” people who want to make a difference
in their local communities.
•• Individuals are driven to join, donate, or volunteer for Rotary because they have
an interest in the causes we support and have the ability to make an impact
locally.
•• Once members join, they stay for relationships based on shared passions and
values, creating deep bonds of trust and friendship among members.
43 GOVERNOR-ELECT WORKBOOK ENHANCING OUR BRANDCOMMUNICATING OUR MESSAGE
“Rotarians are very much more favorably disposed toward action than
they are toward words.” — Paul P. Harris, Rotary founder
How can we use stories to promote Rotary to non-Rotary audiences and help them understand
our work?
OVERHEARD: A ROTARY STORY
Read the following story of a Rotarian’s comments while traveling to a Rotary
International Convention and discuss your reactions to the story.
Rotarians are an elite group of leaders from all over the world. I’m a PE this year,
so I get to represent my club at IC18, which is why I’m going to Toronto. In my
local community, we get together every week to have a great lunch at an exclusive
hotel downtown. We do lots of amazing projects. I know you know about our End
Polio Now campaign. But we do lots of great work locally as well. We start out
each year by pulling together a committee. This year our committee members
included an RPIC, a DRFC, and a DGE, and we figured out a way to raise money
throughout the year so we can maximize DDF. This year we raised more money
than we ever have and won the Club of the Year Award. Our members are very
active in the community and are so proud of the work we do … we believe we are
making a big impact!
How might this story come across to a non-Rotarian or prospective member?
What suggestions would you make to improve that story?
44 GOVERNOR-ELECT WORKBOOK ENHANCING OUR BRANDTOGETHER, WE
Helping Little Rock’s littlest students achieve big dreams means intervening early for school success.
Each year, the Rotary Club of Little Rock donates dictionaries and shares its love for reading with students
in nearly 100 elementary school classrooms. Reducing Arkansas’s illiteracy rates and inspiring a
love of learning – that’s what people of action do. Learn more at littlerockrotary.com
TOGETHER, WE
Rotary unites dedicated professionals from the Golden area and around the globe with one common
goal: to do more good. Like organizing a food program for more than 400 students in need so they arrive at
school healthy and ready to learn. Helping to eradicate hunger in Golden, Colorado, that’s what people of action do.
Learn more at rotaryclubofgolden.org
45 GOVERNOR-ELECT WORKBOOK ENHANCING OUR BRANDSometimes we need to tell a story in a concise way. How do the People of Action ads simplify
people of action stories?
TELLING YOUR CLUB’S PEOPLE OF ACTION STORY
What were you trying to accomplish?
Describe the problem or challenge in your community that your club wanted to solve.
Who is the audience?
Who is your non-Rotarian audience? What do they know about us?
What do they think and feel now? What do we want them to think and feel?
46 GOVERNOR-ELECT WORKBOOK ENHANCING OUR BRANDHow we took action:
Describe how you used the expertise of your club members or others in the community to tackle
the challenge.
What obstacles did your club face as you worked on this project?
What action verb best represents the action you do?
What image will best depict your story? Who is in the photo? What does it look like?
Impact and support for the claim:
What were the outcomes of your project? How many people did the project affect? Other
statistics? What changes resulted from the project?
What specific examples do you have of how your club touched the lives of individuals in your
community?
What do we want our audience to do? Learn more? Attend a meeting? Support our cause? Join?
47 GOVERNOR-ELECT WORKBOOK ENHANCING OUR BRANDTOGETHER, WE __________________________________________
Describe the image you would include in your ad:
Write a short text for your ad:
BRINGING THE MESSAGE TO CLUBS
Remind clubs to
regularly check
rotary.org/brandcenter
What steps could you take to help clubs embrace Rotary’s messages, voice, and to access the People
campaign resources? of Action campaign
assets and new public
image resources.
What tips will you give to clubs for getting started with the People of Action campaign?
Encourage clubs to share their People of Action stories with Rotary at pr@rotary.org.
48 GOVERNOR-ELECT WORKBOOK ENHANCING OUR BRANDLEADERSHIP CONVERSATIONS
During this session, you will have the opportunity to participate in two informal,
roundtable conversations with Rotary senior leaders. Check your individual schedule for
your table assignments for conversation 1 and conversation 2. There will be a 5-minute
transition period between the conversations.
Use the space below to take notes during each conversation.
CONVERSATION 1 HOST: __________________________________________
Notes
CONVERSATION 2 HOST: __________________________________________
Notes
49 GOVERNOR-ELECT WORKBOOK LEADERSHIP CONVERSATIONSUNDERSTANDING YOUR
RI FUNDING RESPONSIBILITIES
CLUB AND DISTRICT SUPPORT STAFF MEMBER:
LEARNING OBJECTIVES
At the end of this session, you will:
1. Understand the reasons for the district financial statement reporting policy and what
you need to do
2. Understand opportunities and responsibilities related to your Rotary funding
3. Address several common questions and issues that governors encounter during their
terms
RESOURCES
General Rotary funding
Club and District Support staff Rotary International Bylaws,
Manual of Procedure Article 16.060.1., District Fund
Rotary Code of Policies Rotary Code of Policies, Article 69.030.,
My Rotary Rotary Funding for Governors
District financial statement template
YOUR ROTARY FUNDING
1. What is your Rotary funding?
Your Rotary funding is intended to partially offset expenses you incur while preparing
for and carrying out your duties as governor. Each year, Rotary aims to distribute the
available resources to all district governors as fairly as possible. However, expectations
and local customs vary widely among districts, and it is possible that your funding
will not cover all of your expenses. You are also strongly encouraged to explore other
financial resources, such as your district, your Rotary club, or local sponsors, to cover
your expenses.
50 GOVERNOR-ELECT WORKBOOK UNDERSTANDING YOUR RI FUNDING RESPONSIBILITIES2. Payment timeline:
Traditional Funding Model Timeline
Date Action
Once the RI Board approves 2018-19 Rotary funding for governors
worldwide, you are notified how much funding the RI Board has
approved for you.
RI issues 70% of your Rotary funding.
Your expense report is due to RI. Once it is approved, final payment
— up to 30% of the funding that was originally approved — is issued.
Test Funding Model Timeline
Date Action
Once the RI Board approves 2018-19 Rotary funding for governors
worldwide, you are notified how much funding the RI Board has
approved for you.
RI issues 100% of your Rotary funding to your district.
Your expense report is due to your district finance chair.
Your district governor funding report, completed by your district
finance chair, is due to RI.
3. How do you report your expenses?
Traditional funding districts:
–– CDS staff will provide the expense report form you will need to use.
–– Include receipts for all expenses as directed by CDS.
Test funding districts:
–– Your district finance chair will provide or work with you to develop the expense
report form you will need to use.
–– Include receipts for all expenses as directed by your district finance chair.
4. What next?
You will receive an electronic Funding Agreement, via email from your CDS staff
member or team, that you will be required to sign before your district governor funding
can be issued.
51 GOVERNOR-ELECT WORKBOOK UNDERSTANDING YOUR RI FUNDING RESPONSIBILITIESDISTRICT FINANCIAL REPORTING REQUIREMENTS
The intent of this portion of the session is to inform you of the policy and procedure for
satisfying the requirements regarding district financial statements. It is not intended to
instruct districts on best practices for tracking or reporting district finances. If you have
questions about the policies and procedures being used to track and report finances in
your district, please work with your district finance committee.
1. What are the requirements for reporting your district finances after your
year?
Each year, after the district governors have finished their terms, they are required
to prepare an annual statement and report of district finances, which must be
independently reviewed and provided to each club in the district within three months
of completion of the governor’s year in office. It may be reviewed either by a qualified
accountant or by a district audit committee as determined by the district conference.
The annual statement and report should be presented for discussion and adoption at
the next district meeting to which all clubs are entitled to send a representative and for
which 30 days’ notice has been given that the annual statement and report of district
finances will be discussed. If no such district meeting is held, the annual statement and
report of district finances shall be presented for discussion and adoption at the next
district conference.
2. Reporting timeline
Date Action
The annual statement and report of district finances must be
distributed to clubs.
The annual statement and report of district finances must be
discussed and a vote for approval must take place at a district
meeting in which all clubs have been given 30 days’ notice and the
opportunity to send a representative.
The annual statement and report of district finances must be
submitted to RI, in accordance with RI Board policy.
52 GOVERNOR-ELECT WORKBOOK UNDERSTANDING YOUR RI FUNDING RESPONSIBILITIES3. What should my statement include?
Article 16.060.4. of the RI Bylaws calls for the statement to include:
–– All sources of the district’s funds (RI, The Rotary Foundation, district, and club);
–– All funds received by or on behalf of the district from fundraising activities;
–– Grants received from The Rotary Foundation or funds of The Rotary Foundation
designated by the district for use;
–– All financial transactions of district committees;
–– All financial transactions of the governor by or on behalf of the district;
–– All expenditures of the district’s funds; and
–– All funds received by the governor from RI.
This has been a long-standing requirement for districts, and many already have a
standard report that satisfies the above requirements. Your district is welcome to
continue to use the form you have been using. For districts looking to adjust their
reports, an annual statement template has been created by Rotary International. Please
contact your Club and District Support team for a copy of the template.
Why is this important?
The financial reporting policy protects both the governor and the clubs in the district by
increasing the transparency of district expenditures and accountability for all district
funds. This policy also enables district governors-elect to have a clear understanding of
how funds were allocated in the years before they take office, and encourages consistent
record keeping in the district.
The Rotary Code of Policies section 69.030. and RI Bylaws 16.060. outline the
consequences for noncompliance with the reporting policy:
If you fail to present a financial statement for discussion and adoption at a district
meeting, or fail to submit a financial statement to the general secretary within
three months of completion of the governor’s year in office with proof that the report
has been independently reviewed and provided to each club for discussion at a
district meeting, you shall become ineligible to receive:
a. any additional expense reimbursements from RI
b. any RI volunteer appointment or assignment
c. any Rotary Foundation appointment or assignment
d. any RI or Rotary Foundation award
e. any district appointment
If you have questions about this policy or timeline, please reach out to your Club and
District Support team.
53 GOVERNOR-ELECT WORKBOOK UNDERSTANDING YOUR RI FUNDING RESPONSIBILITIESLEADING CHANGE IN YOUR
DISTRICTS
TRAINING LEADER:
LEARNING OBJECTIVES
At the end of the session, you will be able to:
1. Understand your role as a change leader at Rotary
2. Identify a framework for successful change planning and ways to recognize
resistance to change
3. Implement organizational changes successfully at the club level
RESOURCES
Regional leaders (Rotary coordinators, regional Rotary Foundation coordinators,
Rotary public image coordinators, endowment/major gifts advisers)
Assistant governors
54 GOVERNOR-ELECT WORKBOOK LEADING CHANGE IN YOUR DISTRICTSASSESSING CLUB READINESS
Number
Type of club of clubs
Clubs that seek and embrace new ways of doing things
Clubs that will adopt new ideas and actions if motivated
Clubs that do not adopt change easily
How does your clubs’ attitude toward change affect your district’s health and progress toward
goals?
Consider how many clubs in your district do not adopt change easily. Why do you think they
struggle?
Consider the clubs that embrace the new. What makes them open to change?
How can clubs that are open to change help resistant clubs adopt change?
How can you use assistant governors to help?
55 GOVERNOR-ELECT WORKBOOK LEADING CHANGE IN YOUR DISTRICTSPLANNING FOR CHANGE
Managing change in your district can be complicated. There are five key components in change
planning that promote acceptance of change.
VISION SKILLS REWARDS RESOURCES ACTION PLAN
Describe What skills Promote What are What actions
what the will be needed the benefits of the available tools will we take to
implemented to implement embracing the and resources implement the
change will look and sustain the change. to support the change?
like. change? Offer rewards change?
How will we
What will be Do key people or incentives, or How will they be communicate it?
different? have those skills? host activities made available?
to encourage What will we
Will people do new How would they Who will provide do to make
things to make it attain them? adoption. resources to implementation
work? Answer the support people and adoption as
question “What’s in who are adopting easy as possible?
it for me?” change?
• Collaborate on a • Assess skill needs • Contests • FAQs • Make a formal
vision statement and identify gaps • Recognition • How-to guides plan
• Engage other • Provide training, • Team-building • Personal contact • Create a road
Rotarian leaders best practices, map
and members in lessons learned, • Rotary award • Regional leaders
attainment • Agree on what
group meetings and job aids • Other district success looks like
• Communicate in • Present governors
• Gather and share
different ways workshops and • RI success stories
to reach many details at Rotary
audiences meetings • The Rotary
Foundation
NOTES
VISION SKILLS REWARDS RESOURCES ACTION PLAN
56 GOVERNOR-ELECT WORKBOOK LEADING CHANGE IN YOUR DISTRICTSDescribe a time when you had to implement or communicate a change on Rotary’s behalf.
What happened? How well was the change adopted? How was the communication
received?
IDENTIFYING GAPS IN THE CHANGE PLAN
When each part of the change plan is present, the result is more successful change. When
a part is missing, there is a predictable negative consequence. Consider what would be the
result for each of these missing parts:
A clear vision isn’t communicated for the change plan.
Individuals do not have the right skills to adopt the change.
There are no rewards provided for those who adopt the change.
Resources (people, information, or materials) are not provided or are hard
to reach.
Each step of the change isn’t supported with a clear action plan
57 GOVERNOR-ELECT WORKBOOK LEADING CHANGE IN YOUR DISTRICTSIn the change examples you gave before this exercise, were any of the five key parts —
vision, skills, rewards, resources, or an action plan — missing?
If a key part was missing, what might you have done differently?
CASE STUDIES
Review these case studies and choose one that you think might be challenging for the
clubs in your district to adopt in the coming year.
1. 2016 Council on Legislation votes for flexibility in meeting frequency,
format, and attendance
The 2016 Council representatives agreed that individual clubs should be able to:
–– Determine the best day and time for their meetings
–– Change or cancel a meeting, if the need arises
–– Count service projects or social events as meetings
–– Choose whether to gather in person, meet online, alternate between online and in-
person meetings, or even use both formats at the same time (for example, a member
could participate in an in-person meeting online through video chat)
–– Amend their bylaws to either relax or tighten attendance requirements and policies
of terminating members for poor attendance
How will you support clubs in choosing and implementing these changes?
58 GOVERNOR-ELECT WORKBOOK LEADING CHANGE IN YOUR DISTRICTS2. Rotary Club Central — 2016-17 upgrade and tool adoption
In July 2017, the new Rotary Club Central was rolled out to help clubs with long-
term planning. This upgraded tool provides clubs and districts with more intuitive
navigation and a better user experience. Pages load faster, making entering goals easier.
Rotary Club Central offers clubs many planning benefits:
–– Clubs and districts now have a way to begin measuring local and global impact,
specifically membership initiatives, service activities, and Rotary Foundation giving.
–– Past and current goals are available in one place through easy-to-read charts and
graphs.
–– Clubs and districts can use Rotary Club Central to set goals, view trends, track
progress, complete the Rotary Citation, and plan for the future.
–– A new, modern interface gives Rotary Club Central a fresh look and feel.
–– Rotary Club Central provides an individual user experience, allowing club leaders
to plan and evaluate what is important to their club, like membership activities or
Rotary Citation goals.
–– It provides transparency between Rotarians and their clubs. As the central hub
for club information, Rotary Club Central offers a great way to build trust between
members and club leaders as everyone works toward achieving the same goals.
–– Club leaders change annually, so with Rotary Club Central, there is a historical record
of goals and achievements. It creates continuity, which smooths the transition of
leadership.
–– For the first time, Rotary Foundation giving goals can be entered in local currency.
What should you do to get clubs to plan with Rotary Club Central?
3. The new Rotary strategic plan
Rotary’s strategic plan provides the framework for our future, ensuring that we
continue to be known as a respected, dynamic organization that advances communities
worldwide. The strategic plan evolves with the aspirations of Rotarians. It is shaped
by regular input from members, Rotaractors, Foundation partners, alumni, Rotarian
Action Groups, and other affiliates, through surveys, focus groups, committees, and
meetings, so it can continue to help us achieve our goals.
As our organization evolves, a new strategic plan is necessary. In 2017, Rotary adopted a
new vision statement:
Together, we see a world where people unite and take action to create lasting
change — across the globe, in our communities, and in ourselves.
Now, with the vision statement as our base, the Strategic Planning Committee is
working to develop a strategic plan and new road map for our organization, which will
take effect in the 2019-20 Rotary year.
How will you work with Rotarians and future leaders in your district in the coming
year to help them prepare for and embrace Rotary’s new strategic plan?
59 GOVERNOR-ELECT WORKBOOK LEADING CHANGE IN YOUR DISTRICTSYou can also read
