District 5000, Hawaii AWARDS SUBMISSION FORM 2013-2014clubrunner.blob.core.windows.net/00000060108/en-ca/files... · 2014-04-02 · District 5000, Hawaii . AWARDS SUBMISSION FORM

District 5000, Hawaii AWARDS SUBMISSION FORM 2013-2014 Rotary Club of:

Club Division: __x_ Large Club ___ Medium Club ___ Small Club Division determined by club membership as of 1 July 2013 SAR, exclusive of honorary members. Award Category: Club Service (D) Check for each item completed:

! Sponsored the charter of a new Rotary club this Rotary year

x Created or updated a Strategic Plan for the Club

! Conducted at least 3 Club Assemblies this year (Dates _______________, __________________, ______________________)

! Had formal programs to encourage members to wear their Rotary pin

x Promoted the District Conference and RI Convention

! Publish a Club Bulletin or Have a Club website

! Updated Club website at least once a month

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

x Had a Club fundraiser event

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

! Had at least 4 fellowship activities during the year

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

x Held at least 1 special Club event or activity, which included members’ families.

x At least 90% of Board representation attended the District Assembly

! Recognized a club member with the Avenues of Service Citation (www.rotary,org/RIDocuments/en_pdf/avenues_of_service_citation_en.pdf)

x Recognized a club member for the Quiet Rotarian Award

x Recognized a club member for the Rotary D5000 Spirit Award.

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CLUB #18

District 5000, Hawaii AWARDS SUBMISSION FORM 2013-2014 List your 4 best Projects for this Rotary year, starting with the most important:

1. Rice Project Club members participating: 50 %

2. Pace Setters set up and workshops Club members participating 30 %

3. School Supply drive for Palolo Elementary Club members participating 30 %

4. Christmas Shoe Boxes for Palolo Elementary Club members participating 70 %

Total number of projects accomplished this Rotary year is 2 . Please provide a narrative description of your Club Service projects 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: 1 April 2014


Club Division: __x_ Large Club ___ Medium Club ___ Small Club Division determined by club membership as of 1 July 2013 SAR, exclusive of honorary members. Award Category: Club Service (D) Check for each item completed:



x Conducted at least 3 Club Assemblies this year (Dates ___08/22/13,_01/16/14_, _04/10/14)



x Publish a Club Bulletin or Have a Club website

x Updated Club website at least once a month



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

x Had at least 4 fellowship activities during the year




x Recognized a club member with the Avenues of Service Citation (www.rotary,org/RIDocuments/en_pdf/avenues_of_service_citation_en.pdf)



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ekane

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CLUB #19


1. Fund Raisers Club members participating: 100%

2. Weekly Meetings Club members participating 100%

3. Fellowship Activities Club members participating 80%

4. Club Bulletin Club members participating 20%

Total number of projects accomplished this Rotary year is . Please provide a narrative description of your Club Service projects 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: 1 April 2014

CLUB MEETINGS

We feel that our Club Meetings are vitally important to our membership, so we make every effort to make them informative and fun. The Club Service Chair ensures that the room is properly set up and arranges for the speakers needs. (projector, screen, sound system, etc.) Our Sergeant at Arms introduces our guests, asks for Happy Bucks and offers a quiz which raises funds for Club operations. We have a weekly song and we offer humor to the membership. The meeting is turned over to the President for banner exchanges and announcements and introduces the speaker. Our meetings begin and end on time, since this is important to our membership. Paul Harris Fellows are properly recognized and presented with their certificates and pins. Many of our visiting Rotarians tell us that our meetings are among the best they have attended.

FUNDRAISERS

Fundraising this year was an all time record for our Club as we took on the project of restoring the historic Hanalei Pier Canopy and Adopting Classrooms at our North Shore Schools. The pier campaign raised over $185,000 through solicited donations, T-shirt sales, bumper sticker sales and donation canisters in North Shore businesses The surplus will be used as a perpetual maintenance fund for the Pier. The Adopt a Classrom and iPals for iPads campaign raised $227,000, all through solicited donations. Our major annual fundraiser is the Black & White Ball at the St. Regis Hotel on the first Saturday in December. This is an elegant event attended by over 125 people who dress for the affair. It includes wine tasting, dinner and entertainment for dancing, and a silent auction. We net about $15,000 from the affair. Our Mini Golf Tournament earns us about $4,000 and is a fun outing for the membership. We hold the “Mother of all Garage Sales” in April each year at the Kilauea Mini Storage building in a 6,000 square foot space. Donations of items are received from the public as well as our members and we net over $6,000 from this sale.

FELLOWSHIP AC TIVITIES

Hanalei Bay held the annual In & Out Party at The Cliffs Resort to celebrate our accomplishments during the past Rotary year. We also had a Super Bowl Party, Bingo Party, Miniature Golf Outing, Beach Cook Out and a party to celebrate the success of our fund raising for the Pier project. We had two mixers at the home of our membership chairman to which we invited potential members. We did not meet during the week of Christmas, so a lunch was held at a local restaurant for all Rotarians who wanted to get together.

CLUB BULLETIN

We publish our bulletin every week and distribute it to the membership via email. Hard copies are brought to the next weekly meeting and placed on the tables for our guests to enjoy. We also email copies to our guests of the issue in which their picture appears. It contains a synopsis of our speakers presentation, photos of the meeting, birthday and anniversary information, a calendar, make up locations, the current list of officers and some humor. Members pay for ads in the bulletin so there is no cost to our Club.

CLUB DIRECTORY

We give every member a Club Directory which consists of a three ring binder with information on the current International, District and Club officers as well as a history of Rotary, Rotary in Hawaii, past presidents, charter members, member birthdays and anniversaries, make up locations and a page for each member with their picture, contact information, spouses name, Paul Harris status, etc.


Club Division: Large Club Medium Club Small Club Division determined by club membership as of 1 July 2013 SAR, exclusive of honorary members. Award Category: Club Service (D) Check for each item completed:

Sponsored the charter of a new Rotary club this Rotary year

Created or updated a Strategic Plan for the Club

Conducted at least 3 Club Assemblies this year (Dates : Aug 9, 2013, Sep 13, 2013, Oct 4, 2013, Nov 8, 2013, Dec 6, 2013, Jan 10, 2014, Feb 7, 2014, Scheduled Apr 4, 2014)

Had formal programs to encourage members to wear their Rotary pin

Promoted the District Conference and RI Convention

Publish a Club Bulletin or Have a Club website

Updated Club website at least once a month

Utilize a Club membership directory (either written or electronic)

Had a Club fundraiser event – Second annual Hilo Brewfest (June 14, 2014)

Have a structured committee or other method for coordinating meeting speakers

Had at least 4 fellowship activities during the year

Held a joint Club fundraiser, meeting, fellowship, or other event with another Rotary club – Lobster Fest w/ Volcano RC

Held at least 1 special Club event or activity, which included members’ families.

At least 90% of Board representation attended the District Assembly

Recognized a club member with the Avenues of Service Citation (www.rotary,org/RIDocuments/en_pdf/avenues_of_service_citation_en.pdf)

Recognized a club member for the Quiet Rotarian Award

Recognized a club member for the Rotary D5000 Spirit Award.

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CLUB #20


1. Kamana Senior Center Luncheon Club members participating: 25 %

2. Sister City Steak Fry Club members participating 63 %

3. Chili and Dessert Contest Club members participating 70 %

4. Australian Rotarians Five Club Social in April, 2014 Club members participating 75 %

Total number of projects accomplished this Rotary year is 4 . Please provide a narrative description of your Club Service projects 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 No Submission Deadline: 1 April 2014

District 5000, Hawaii AWARDS SUBMISSION FORM 2013-2014

Club Service Projects Narrative Chair: Tom Brown

Kamana Senior Citizen Luncheon This annual project has been on-going for over 40 years, and involves the providing meals, gifts, and caroling to residents of Kamana Elderly Housing in Hilo. Many of the seniors do not have family members to share the holidays with. It is an extremely gratifying project for the club just witnessing the appreciation of the seniors. Sister Club Steak Fry Our club has had a sister club relationship with the Rotary Club of Hiroshima South since the 1970’s. We honored our relationship with them by having a steak fry dinner with them so our newer members could meet them and older members could renew friendships. This was just a small part of the activities, as we also provided tours of East Hawaii and a potluck dinner for them. Chili Cook-Off This is traditionally one of our most popular fellowship functions as members compete in two categories - best chili and best dessert. All food costs used for the chili and dessert are donated by members. Five Club Social for Australian Rotarians Our club will take the lead in having a steak fry dinner and program for our visitors from down under. This will be a five-club function, as all Rotary Clubs in East Hawaii will be involved.

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CLUB #21


Club Division: þ Large Club ___ Medium Club ___ Small Club Division determined by club membership as of 1 July 2013 SAR, exclusive of honorary members. Award Category: Club Service (D) Check for each item completed:

¤ Sponsored the charter of a new Rotary club this Rotary year (In planning stage for sponsorship of new No Shore Oahu Club)

þ Created or updated a Strategic Plan for the Club

þ Conducted at least 3 Club Assemblies this year (Dates 10 October, 14 Dec, 2 Mar )


þ Promoted the District Conference and RI Convention

þ Publish a Club Bulletin or Have a Club website

þ Updated Club website at least once a month

þ Utilize a Club membership directory (either written or electronic)

þ Had a Club fundraiser event

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

þ Had at least 4 fellowship activities during the year

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

þ Held at least 1 special Club event or activity, which included members’ families.

þ At least 90% of Board representation attended the District Assembly

! Recognized a club member with the Avenues of Service Citation (www.rotary,org/RIDocuments/en_pdf/avenues_of_service_citation_en.pdf)

þ Recognized a club member for the Quiet Rotarian Award

þ Recognized a club member for the Rotary D5000 Spirit Award.

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CLUB #26


1. Great meetings, inspiration tradition, Fun, recognition, and excellent speaker program Club members participating: 85 %

2. “High touch” member Communication processes with weekly newsletter, banners ,website Club members participating 100%

3. 22 non-meeting social activities/parties/ Network events Club members participating 75%

4. Weekend five-hour strategic planning session attended by 36 club leaders and members. Club members participating 19 %

Total number of projects accomplished this Rotary year is . Please provide a narrative description of your Club Service projects and limit your response to ONE 8 ½”x11” page. (No letterhead, pictures or graphics; use Times New Roman 12pt size). A narrative follows: _þ Yes _____ No Submission Deadline: 1 April 2014

District 5000, Hawaii AWARDS SUBMISSION FORM 2013-2014 Great Weekly Programs: Continued area of focus. Club was able to attract, through member connections and club for dictation top rank program speakers. Great lineup of speakers included top educators (eg UH Interim President and HPU President), State and community leaders (eg HI First Lady and Honolulu Mayor), Business and Nonprofit CEOs/leaders (eg Queen’s Medical System, Arcadia, Hawaii Opera Theater), media influencers (eg, Think Tech, HPR, Civil Beat), and Senior Federal Gov’t officials (US Army Pacific Cdr, Fmr Ambassador to Laos, and Federal Prosecutor). Weekly attendance remains strong averaging well over 50%. With 60+ members with 100% attendance. Website: go to website with great graphics, information, and links. Significant increase in member use of ClubRunner Engaging go-to meetings: President and club members join in making meetings fun and productive strong emphasis on recognition and thanks to our members. Meetings adhere to tradition with inspiration, patriotic ritual, and an honoring of our guests. Time is dedicated for fellowship during the one-hour meeting that reliably starts and finishes on time. A custom limerick to cap the meeting honoring our program speaker composed by the President each week. Fundraising: Deliberately conducted one annual campaign on track to exceed last years $120k achievement. Per member donation to club endowment fund, annual program fund, and TRF exceeds an average of $500 per member with $100+ going to the Rotary Foundation. Change to this format has yield more generosity from Club members who appreciate the one time ask that can be a part of their total planned giving philanthropy. Super Socializing: many socials conducted including Christmas party, Shen Yun Chinese cultural show, Doris Duke’s Shangri-La, the Waioli Tea Room, prospective member social’s, Pancake breakfast at member home, golf outings, and ethnic dinners at local restaurants. Sister Club Activities: member exchange visits from Kyoto and Tokyo Shimbashi sister clubs capitalizing on member visits to Japan, Korea and Taiwan sister clubs in May 2013 Aloha table: we have two special tables that are designated on me for visitors. Potential new Rotarians sign a guestbook and receive a green lei to designate them as a potential Rotarian to our membership. We also have a guest sign-in table for International guests and those from D5000 and the US. These guests receive silk plumeria lei designating them as a Rotarian guest Families join Rotary: At all of our local project and most socials we had family participation we have found this A great way to recruit new members. Our members considered ours a family friendly club Weekly Newsletter: The graphics of our new Weekly newsletter match our website for consistent branding message newsletter keeps our members informed with a message from the president Notes on the weekly meeting, photos, birthdays, club anniversaries, vocational advertisements, and the following weeks volunteers and more.

District 5000, Hawaii

AWARDS SUBMISSION FORM

2013-2014

Rotary Club of:

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

Division determined by club membership as of 1 July 2013 SAR, exclusive of honorary members.

Award Category: Club Service (D)

Check for each item completed:

Sponsored the charter of a new Rotary club this Rotary year


x Conducted at least 3 Club Assemblies this year (Dates ___7/11/13__, __10/12/13_______,

1/16/14, and 3/31/14 _)

x Had formal programs to encourage members to wear their Rotary pin


x Publish a Club Bulletin or Have a Club website

x Updated Club website at least once a month



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

x Had at least 4 fellowship activities during the year




x Recognized a club member with the Avenues of Service Citation

(www.rotary,org/RIDocuments/en_pdf/avenues_of_service_citation_en.pdf)



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CLUB #22



2013-2014

List your 4 best Projects for this Rotary year, starting with the most important:

1. Bringing out the Aloha in our Club Club members participating: 85 %

2.

Shared experienced in Rotary: Encouraged shared activities

with other clubs at meetings here and off site Club members participating 70 %

3 Back to Basics – supporting vocational service goals Club members participating 80 %

4.

Fellowship and Social Opportunities - Introduced a wider

variety of social fellowship opportunities

Club members participating 85 %

Total number of projects accomplished this Rotary year is 22 .

Please provide a narrative description of your Club Service projects 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: 1 April 2014



2013-2014

Club Administration

During our strategic planning session last year and updated this year, the Club Administration role brought the

admin, social, public relations, Sgt. At arms and greeters together to create a strong committee. They were

tasked with creating organized, informative, and fun meetings which also had good food, and helped our

members and guests see the benefits of belonging to our Rotary Club.

Aloha Club Branding: Because of our location and time of meeting, we almost always have guests at the

meeting. This year we have instituted table ambassadors program to make them feel more welcome. Starting

with the lei greeting at the door, visitors and newcomers are introduced around the room until they are

comfortable and will enjoy the meeting. The practice has proven to be successful and fun for the visitors and as

an added benefit, the members. It has also helped bring in a few new members.

Shared Experiences in Rotary: One of the RI and District directives this year was to be more involved with

other Rotary Clubs as well as partners outside of Rotary. Our Club Admin committee supported these goals by

including any and all announcements regarding fundraisers or community service events of other clubs that

were asking for volunteers or items that would be of interest to our members. Additionally, we were successful

in putting together teams, including the Rotaractors, to participate in the Children and Youth Day Joint

Community Service Day Project, University of Hawaii John A. Burns School of Medicine H.O.M.E. Project

and multi club tour of the facility, Multi Club tour of the East West Center, Rotary and Tea and the Multi Club

Chinese New Year Party.

The Back to Basics initiative of Rotary led us to increase the visibility and support vocational goals of our

members by supporting the new networking group as well as increasing the offsite meetings and vocational

tours. This year we had 4 formal networking nights planned as well as three offsite vocational tours that

included dinners. The meetings have all been a success with fun presentations and very well attended. The

networking nights included a partnership with a business.

Communications & Technology: Weekly newsletters, weekly website updates, weekly membership updates,

facebook, twitter, linked in, and activity reports at each meeting have kept the club informed of the activities of

the year. Updates in our technology at the meetings have created a more pleasant presentation environment

and helped attract a wide variety of speakers to inform and entertain our members and guests.

Fellowship choices were expanded to include 4th

of July outing, Friday night fireworks, Elksellent Music

nights, Halloween Party, Holiday Party, St. Paddy’s Day and Cinco de Mayo day celebrations.

Menu Choices: Rather than the typical buffet, we have selections chosen on a weekly basis that address the

culinary needs of our members – whether they are hungry – whether they eat light – or even vegetarian. The

improvement in the menu has been well received by members and guests alike.

Our Club introduced a fun game at every meeting with 90% participation.

Other things that made a difference: Updated our club apparel, published calendars timely on the website,

centering meetings and speakers around Rotary themes, managed the fundraiser administrative needs, created

signage for meeting and community service project sites.

Submission Deadline: 1 April 2014


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Rotary Club of:

Club Division: X Large Club ___ Medium Club ___ Small Club Division determined by club membership as of 1 July 2013 SAR, exclusive of honorary members. Award Category: Club Service (D) Check for each item completed:


X Created or updated a Strategic Plan for the Club

X Conducted at least 3 Club Assemblies this year (Dates 8/1/13, 11/14/13, 3/20/14

X Had formal programs to encourage members to wear their Rotary pin

X Promoted the District Conference and RI Convention

X Publish a Club Bulletin or Have a Club website

X Updated Club website at least once a month

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

X Had a Club fundraiser event

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

X Had at least 4 fellowship activities during the year

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

X Held at least 1 special Club event or activity, which included members’ families.

! At least 90% of Board representation attended the District Assembly

X Recognized a club member with the Avenues of Service Citation (www.rotary,org/RIDocuments/en_pdf/avenues_of_service_citation_en.pdf)

X Recognized a club member for the Quiet Rotarian Award

X Recognized a club member for the Rotary D5000 Spirit Award.

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CLUB #23


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List your 4 best Projects for this Rotary year, starting with the most important:

1. Monthly Birthday Celebrations Club members participating: 90 %

2. Dutch Lunch Groups Club members participating 65 %

3. Valentine’s Dinner Club members participating 30 %

4. Halloween Fellowship Meeting Club members participating 60 %

Total number of projects accomplished this Rotary year is 12 . Please provide a narrative description of your Club Service projects and limit your response to ONE 8 ½”x11” page. (No letterhead, pictures or graphics; use Times New Roman 12pt size). Total number of projects accomplished this Rotary Year is 12 A narrative follows: Yes _____ No Submission Deadline: 1 April 2014 Programs & Activities:

• Our Program Committee meets consistently gathers input from club members to ensure that we recruit the best possible speakers. We evaluate our weekly speakers by sending out every Rotarian a feedback form to track opinions and take the pulse of our membership on likes and dislikes. Some highlights this year were Senator Brian Schatz, FBI Agent Eric Dean, and Representative Colleen Hanabusa.

• Speakers: We found that having some of our own speakers as weekly speakers was very successful this year. For example: PDG Hal Darcey (Rotary Foudation), PP Gloria Chang (Diamond in the Rough) and Jason Kama (Social Media).

• Our Fellowship Committee coordinates a program on a regular basis that vary from pure social programs to Rotary-focused events such as: a. New Member “Game Show” b. Paul Harris Quiz c. Halloween contest d. Christmas program with caroling e. Valentine’s program with sharing sweetheart stories f. “Night Outs” are very popular and have included meeting at a restaurant or celebrating a special

holiday like Valentine’s Day g. Holiday at the President’s Hale


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• Monthly Birthday Recognitions: Once a month we recognize our Rotarians with a theme and after they share they donate to the foundation or a special project. Not only is this fun and fellowship but it is a fundraiser as well.

• Inspirations: Rotarians sign up to provide a weekly inspiration before we say the Pledge of Allegiance. These inspirations come in many different forms…jokes, slogans, stories, and hula.

• “Toast, Boast, or Roast” have been our version of “Happy Dollars” this year. These minutes of sharing at meetings have proven to be fun and have allowed us to get to know one another better while collecting a few dollars.

• Club Hikes are organized quarterly and promote fitness & fellowship • Our popular bookmarks that are passed out every week by our Club Service Chair have been

enhanced to also offer a “Save the date” on the back of them to assist Rotarians with planning all their Rotary activities.

• The multi award winning weekly newsletter continues to be a “must read” for our club members. We rely on it for updates and re-caps of the meetings for those that may have missed the meeting. Our newsletter is available also on our website.

• 2 New Innovations are as follows: a. Speaker Panels: The “Homelessness Panel” proved to be a success when we gathered key leaders

in the homelessness area to address concerns that our Rotarians have with our homeless community. Experts ranged from government officials to a formerly homeless woman. For May Mental Health Month a panel of experts is also planned whereby 4 presenters will change our traditional format of one speaker.

b. “Save the date” feature has been added to our regular bookmarks for the purpose of emphasizing special events such as D5000 events and activities. Other reminders for Rotarians include our fundraisers and service projects. This has helped our busy Rotarians plan and show up improve our attendance.

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CLUB #24