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MEMBER

ORIENTATION

BOOKLET

Updated by Geoff St Clair -  16 November, 2016

TABLE OF CONTENTS

INTRODUCTION        3

DONATIONS BY MEMBERS TO OUR CLUB        3

SERVICE WORK AND PROJECTS        3

BOARD MEMBERS        4

PURCHASING BADGES, SHIRTS, BUMPER STICKERS        4

BUSINESS CARDS - ROTARY NOMADS        4

CLUB MUSTERS        4

MEETING ATTENDANCE, MAKEUPS, ETC.        6

SPEAKER TALK TIMES        6

GUEST SPEAKERS - ZOOM        7

ROTARY INFORMATION ONLINE        7

ROTARY NOMADS’ CLUBS        7

APPENDIX A - TECHNICAL ‘STUFF’        9

APPENDIX B - MEETING ATTENDANCE “NITTY GRITTY”        12

Dues Procedures for New/Transferring Members        14


INTRODUCTION

This booklet has been written to provide members with information about the club. It is a living document and will be updated as changes occur.

DONATIONS BY MEMBERS TO OUR CLUB

Due to our low weekly costs compared to standard Rotary clubs (no dinner costs, fines, etc), some members have opted to make small, regular donations to the club by setting up a weekly or fortnightly direct debit.

If you would like to support the club in this way you may wish to donate to one or more of the following.  (The treasurer will be able to give you further advice):-

SERVICE WORK AND PROJECTS

All service work and projects carried out by members should first be approved by the club Board. This will ensure that members are covered by Rotary insurance. A spreadsheet of approved club projects can be found at: https://docs.google.com/spreadsheets/d/1o4XYCenrNF4yi5giXnxjv0I6-nmcDgzFCNEuFa_RomU/pubhtml#

Members who have projects which they or the club could take part in should provide a board member with details.  The board member will then take the proposal to the board.

BOARD MEMBERS

The names of the current Board members can be found at:-

http://nomads.rotaryclub.asn.au/index%20t.htm

All Board members will be given access to a ‘secret’ Facebook Board site where documents may be filed - https://www.facebook.com/groups/801997986528016/ 

PURCHASING BADGES, SHIRTS, BUMPER STICKERS

Badges and a Rotary pin will be provided by the club. For orders of shirts, bumper stickers or replacement badges (if you lose one), go to:

http://nomads.rotaryclub.asn.au/index%20d.htm

BUSINESS CARDS - ROTARY NOMADS

The template for a Rotary Nomads Business Card is available on request through Geoff. These cards are then printed by VistaPrint.

CLUB MUSTERS

We try to organise a club muster approximately every six months. This gives us the opportunity for fellowship, meetings and service work. Due to distance and member priorities, we don’t expect all members to be able to attend every muster.

See below for information on musters.

 

ROTARY NOMADS: MUSTERS 2016-2017

12-14 Aug 2016

Mount Isa, Qld

Mount Isa Mines Rotary Rodeo

24-29 Aug 2016

Chinchilla, Qld

Garden Craft Home & Leisure Expo

27 Sept - 04 Oct

Millmerran, Qld

Australian Camp Oven Festival

08/09 Oct

Gembrook, Vic

Kid’s Fun Run with Thomas

26 May - 05 June

Berri, SA

Rotary Nomads Changeover

 

ROTARY NOMADS: MUSTERS 2017-2018

19 Aug 2017

Alice Springs, NT

Henley on Todd

 

 

 

 

 

 

 

 INTERCLUB VISITS BY NOMADS

Members are encouraged to visit other Rotary clubs to spread the word about the Rotary Nomads and to investigate possible service work opportunities.

It is quite easy to present a talk to visited clubs by using the PR materials available on the Members Only section of our website:

http://nomads.rotaryclub.asn.au/index%20d.htm (Username - nomads;   Password - gatton)

Click the Promotional Materials tab on that page to visit that section of the page. I would recommend using the PowerPoint Presentation and the Promotional Video.

MEETING ATTENDANCE, MAKEUPS, ETC.

SPEAKER TALK TIMES

Type of Presentation

Remind after            ? minutes

Total Length of Presentation (Excluding Questions)

Guest Speaker from Outside Club

12

15

Guest speaker - member

7

10

Travel Report - member

7

10

Behind the Badge - member

7

10

Rotary Education - member

4

6

International Toast - member

2

3

Service Report

3

5

GUEST SPEAKERS - ZOOM

Guest speakers at our meetings should do a trial run of ZOOM in the days prior to the weekly meeting. This is because most computers will do a software installation the first time a user logs into ZOOM and it is best not done on the night in case there are some issues.

Advise guest speakers to:

1)        Click on this link https://zoom.us/j/2013014001  with your web browser.  (If you are using an iPad, Android tablet or smartphone, download the ZOOM app and enter 2013014001 as the meeting number.)

2)        Then just follow the prompts. The first time you do this, some software will install – say “Yes” when prompted.

ROTARY INFORMATION ONLINE

Reliable online information about Rotary can be found from the following Rotary websites:

 ·       Our Rotary District – http://www.rotary9630.org

All members can register to login to the District website by following the instructions at this address. This will give you access to information about clubs and members:

http://www.rotary9630.org/index%20n.htm 

·       Rotary South Pacific & Philippines – http://www.rotary.org.au/en/Pages/ridefault.html

·       Rotary International - https://www.rotary.org 

All members can register to login to the My Rotary section of Rotary International by completing the Account Registration at the address below. My Rotary provides members with more in-depth information about Rotary than can be found in the public section:

https://www.rotary.org/myrotary/en/user/register

ROTARY NOMADS’ CLUBS

Our club has established two clubs for members:-

  1. An online BOOK CLUB: https://www.facebook.com/groups/1149537158396341/?fref=ts
  2. An online CRAFT CLUB: https://www.facebook.com/groups/1537389166514504/?fref=ts 

Both of these clubs are on “closed” Facebook sites which means that anyone can find the group and see who's in it but only members can see posts.

If you wish to join a club/s, click on the link and then click on “Join”.


APPENDIX A - TECHNICAL ‘STUFF’

ROTARY NOMADS

WELCOME PACK – TECHNICAL ISSUES

By member Geoff St Clair (Geoff.stc@gmail.com) 0457 350 258)

 

Being an e-Club, we have a variety of communication methods which are described below. At the end of this document is a summary section advising you of what you need to do to get fully connected.

 

SECRET FACEBOOK SITE   https://www.facebook.com/groups/273570692822937/?fref=ts

This site is designed to be our members’ forum. Only members can post to, or see anything which is posted on this site.

 

# Please advise Geoff of your Facebook name. He will add you as a Facebook ‘friend’ and also add you to the Secret Facebook site.  If you don’t have an account, please set one up – Geoff can help.

 

I recommend making all the members of the Rotary Nomads your Facebook friends so that you can easily keep in touch.  Contact Geoff if not sure how to do so.

N.B. If you are receiving an email every time a comment or file is placed on the secret Facebook site (and it is annoying you), you can turn off email notifications in your Facebook settings. Go to the Lock symbol at the top of your Facebook page, then follow these links – “See More Settings” – “Notifications” – “Email” Edit – Choose “Only notifications about your account, security, privacy”.  Please note that this path may change depending on the device you are using.

HOW TO CONNECT WITH MEMBERS VIA FACEBOOK (Add members as Facebook friends)

The simplest way to connect to all club members is to:

·       Go into the secret Facebook page for the Rotary Nomads  /www.facebook.com/groups/273570692822937/

·       Click on the tab MEMBERS

·       Click on the ADD FRIEND box near the individual member’s name and a request will go off to that member

·       Once that individual member accepts your request you are then “joined” as friends

 

PUBLIC FACEBOOK SITE   https://www.facebook.com/groups/317277638461462/

The Rotary Nomads also have a public Facebook site. Members do not need to use this group – it is used for mainly PR purposes. If you are often receiving Facebook posts twice, it is because I often place photos and posts on both the secret and public sites, where appropriate for PR purposes.

 

WEBSITE   http://nomads.rotaryclub.asn.au

The most important part of the site is the Members Only page which can be accessed by the main menu.  Username and password details for the Members Only section is listed below:-

Username:  nomads (not case sensitive)

Password: gatton (not case sensitive)

In the “Members” Only section you will find members’ members’ travel details, an Upcoming Events spreadsheet, etc.

 

On the Members Only page is the Members’ Travel Calendar. The idea here is to enter your travel details so that members have a better chance of catching up with one another in their travels.  The direct link to the travel calendar is: http://teamup.com/ksa2c2ad147a8e6c92/ if you don’t want to go through the website. There is also a link on the Facebook site.

 

 

ZOOM

To attend our weekly meetings, you should do a trial run of ZOOM prior to your first meeting. This is because most computers will do a software installation the first time a user logs into ZOOM and it is best not done on the night in case there are some issues.

Follow these instructions:

1)        Click on this link https://zoom.us/j/2013014001 with your web browser.  (If you are using an iPad, Android tablet or smartphone, download the ZOOM app and enter 2013014001 as the meeting number.)

2)        Then just follow the prompts. The first time you do this, some software will install – say “Yes” when prompted.

 

MEMBER ORIENTATION BOOKLET

The club has introduced an online Member Orientation Booklet which is updated regularly. The booklet contains specific information about how our unique club operates.  The booklet can be found online at:-

http://tinyurl.com/krjh6qr

 

EMAIL

The email addresses of all members are available from the secret Facebook site or the Members Only page of the website.

 

We are an e-Club and we are a new club – at certain times of the year, there is going to be a lot of email which is how we communicate. Having said that, most email programs can be taught to automatically sort your email into inbox folders e.g. you can tell your email program to automatically place all incoming Rotary Nomad emails into a separate folder so these emails are not mixed with your general emails.

To do this, investigate email filtering in the options or settings section of your email program. Contact me if you need help.

 

TWITTER ACCOUNT

Rotary Nomads has a Twitter Account for those interested. It does not get used very often, Search for @RotaryNomads and you will find our account. Simply click to follow our posts.

 

TRAVELLING THROUGHOUT AUSTRALIA?

My recommendation is to buy a Telstra broadband card or connect through your Telstra phone hotspot. Telstra have the most reliable coverage of all service providers.

 

ORDERING POLO SHIRTS, BADGES, BUMPER STICKERS

You will be provided with a name badge and Rotary pin after you join – you don’t need to do anything or pay anything – included in dues.  If you would like to order polo shirts (all members have them) or bumper stickers, please refer to the Members Only page of the website.

DON’T ORDER A POLO SHIRT AT MOMENT – WE ARE REVIEWING OUR CLUB ‘UNIFORM’.

 

PHOTO GALLERY

On the secret Facebook site, you can access photos by clicking on the Photos link beneath the cover caravan photo.

This is a photographic record of the club’s activities.  If you attend any Rotary Club meetings, do any service work or attend Rotary social functions to do with the Rotary Nomads, post the photo with comments to the Facebook site.

 

FOR YOU TO DO

#        Please advise Geoff of your Facebook name (if you haven’t already done so). He will add you as a Facebook ‘friend’ and also add you to the Secret Facebook site.  If you don’t have an account, please set one up – Geoff can help. Give me a ring.

#        Add members as Facebook Friends

#        Please setup ZOOM.  Ring Geoff if you need help.

#        Have a look through:-

o   Secret Facebook site

o   Club website

o   Member orientation Booklet - https://docs.google.com/document/d/1Q_YJAzDfvibpaWDGGK-EdiwOer4xMAdC4o4kYxIh8Js/pub  

 

SERVICE/FUNDRAISING CALENDAR

The link below will take you to a list of our service/fundraising activities which have been planned:

https://docs.google.com/spreadsheets/d/1o4XYCenrNF4yi5giXnxjv0I6-nmcDgzFCNEuFa_RomU/pubhtml 


APPENDIX B - MEETING ATTENDANCE “NITTY GRITTY”

MEETING ATTENDANCE REQUIREMENTS

Due to the nature of our club it is to be understood that members may be unable to attend meetings for a period of time. Even if members are on extended periods of leave/holidays they will still be counted as a member and will be counted in the attendance records. It is expected that an apology will be sent to the Attendance Officer with expected dates of leave.

If the sum of a Rotarian’s age and his/her years as a Rotarian (in one or more clubs) is 85 or more, the member may apply in writing to the club board for exemption from attendance requirements. If the board approves, that member is exempt from any attendance requirements. Exemption is not automatic and must not be assumed. Once approved, no further application is necessary.

Exempt members are NOT COUNTED in attendance figures for a particular meeting if they are absent.  However if they are PRESENT at a meeting then their attendance is recorded and included in the count for that meeting.

WHAT IS CONSIDERED A CLUB MEETING?

Members will be credited with attendance at our club’s on-line weekly meeting by:

a) Attending on-line for at least 60% of the average meeting length (eg. 36 minutes of a 60 minute meeting)

OR

b) Making-up for a missed meeting by attending another club’s regular meeting within 2 weeks before or after the missed meeting.

OR

c) Spending at least 1 hour rostered on duty at our /another club’s project, other event or activity. This event must be confirmed by our club’s Board (particularly important for insurance purposes). Each duty is to be completed within 2 weeks before or after the missed meeting and may only be allocated to ONE missed meeting in that 4-week period.

OR

d) If members wish to do a ‘Make –Up’ for a missed meeting, they may do so by going to the ‘Make-Up’ page of the Rotary Nomads Website and following the instructions. NB – Rotary Nomads’ members do not have to pay the suggested $10 make-up donation. This is for Rotarians from other clubs.

OR

e) Attending a District Conference (Board approval not required)

 

ATTENDANCE OBLIGATIONS

District 9630 has absolutely no say as to the adequacy or otherwise of an individual Rotarian’s attendance or engagement record (only our club Board can determine this.)

Rotarians should attempt to attend –

  1. The minimum recommendation is 50% attendance at actual Rotary club meetings in each half year.  This is made up of a minimum of 30% of his or her own regular club meetings (including ‘substitute’ meetings) in each half year - ie. 7-8 meetings in each half-year;

PLUS

  1. A further 20% (4 or 5) or more as make-ups by visits to other clubs, but not including engagement hours.

The remaining 50% could be made up from additional club meetings, valid make-ups, District conferences or engagement hours.  This could also include attendance at Board meetings or sub-committee meetings, project planning meetings etc. as agreed by the Board as a valid substitute for a missed meeting.

 

RECORDING ATTENDANCE  & SERVICE HOURS

The Attendance Officer, Mary Henderson (maryhendo@iinet.net.au ), will record the hours of service and attendance information, and this is then used to inform District 9630.

The Attendance Officer needs to be informed (email, Facebook, phone) of each individual’s

I.                Apologies

II.               Make ups

III.              Club Visits  (Clubs other than the Rotary Nomads)

IV.              Service Hours  (You, family members, friends - rounded to the ¼ hour.)


Dues Procedures for New/Transferring Members

  1. All new Rotary Nomads’ members (new to Rotary or transferring) who have not already paid annual dues will pay pro-rata yearly dues.
  2. When we receive a transferring member who has paid half or all yearly dues to their previous club, the Nomads Club Secretary should phone Barbara Mifsud at RI Paramatta to establish that members have paid previous Club then send an email (see sample below) to Data Services Parramatta requesting that the RI dues for these members be waived for the period paid for.
  3. Club Secretary should phone Rotary Down Under to inform them of transferring Member so as to have fees due waived.
  4. Transferring Rotarians who have paid half yearly dues with their previous club will be invoiced for their badge/bumper stickers plus half the usual yearly dues.
  5. Transferring Rotarians who have paid full yearly dues with their previous club will be invoiced for their badge/bumper stickers.

Sample Email mentioned in ‘2.’ Above

From: bark@bigpond.net.au 

Sent: Thursday, 3 November 2018 16:14

To:  data@rotary.org

Cc:  sallyfurto@rotary.org

Subject: Transferred Rotarians

 

Hello

The Rotary e-club of Australia Nomads have recently inducted 2 new members who transferred from their previous Rotary Clubs and who had paid 6 months dues to 31 December 2016.

 

Member Details:

Joe Bloggs - RI No 85019 – previous club – Big Apple

Happy Harry – RI No 68045 – previous Club – Brisvegas

 

We request that any pro rata RI dues owing for these members by the Rotary e-Club of Australia Nomads up to 31.12 2016 be waived.

 

Yours in Rotary Service

H. Secretary

Secretary