CSTE-Zoom 2020

Club Spring Team-Building Experience

Modified 2020-06-02
Download Result Document for CSTE-2020:   DOWNLOAD HERE 
135 participants Registered for CSTE-South 16 May 2020 representing 18 of 25 USA Clubs
207 participants Registered for CSTE-North 23 May 2020 representing 30 of 33 Canadian Clubs
Amended Model for 2020 (VIRTUAL MEETING):
  • Zoom "VIRTUAL" Meeting
  • All participants MUST Register into the "Home Room" by using 1 of the 2 links above.  Part of the process is to meet as a club, so PLEASE choose the correct day for your club (USA or Canada).  You will also at that time be selecting which 2 breakouts you will attend (links are below).
  • Saturday 16 May: 25 Clubs from USA
  • Saturday 23 May: 33 Clubs from Canada
  • Agenda...
    • ~9:30-9:55 am:  ALL meet at the "Home" room (single large Zoom meeting)
    • 9:55-10:00: Log out & go to first Breakout (Link provided for you)
    • 10:00-10:55: Breakout Session (1)
    • 10:55-11:00: Log out & go to second breakout
    • 11:00-11:55:  Breakout Session (2)
    • 11:55-12:15: Beverage & Bathroom break, then log in to "Home" room
    • 12:15-12:30: Everybody directed to Club Breakouts
    • 12:30-1:30:  Club Strategic Planning Session: Plans for 2020-2021!
Specific Targeted Breakouts for 2020 (4 total, 2 on each day):
Leadership - (117 registrants) For Presidents-Elect, Presidents, VP & others considering this track
Secretary - (35 registrants) Best practices for all Club Secretaries (and those that help with data base management!)
Treasurer - (22 registrants) Best practices for treasurers
Membership - (77 registrants) Retaining members as well as attracting new members
Public Image & Marketing - (110 registrants) How do we get the word out & stay connected with each other and the community
TRF & International Service - (48 registrants) Anything to do with the Rotary Foundation or International Service
Community Service - (65 registrants) Ideas for ways to serve in our Communities in our New Reality
Fundraising - (64 registrants) Novel fundraising ideas… ESPECIALLY in times of social isolation!
Youth Service - (36 registrants) Also many new considerations because of COVID-19
Member Experience - (68 registrants) Focus on Club Vibrancy (program options, different socials, etc)
Rotary 101 - (41 registrants) Discussion about the basics - Q&A
Details of Each Breakout Session:
  • Each ~55 minute breakout session is intended to achieve the following goals:
    • Discuss key issues important for the session topic as related to running more effective Rotary clubs.
    • "Talking Points" are provided to start conversations, but they are a guide only (up to you what is important to discuss!)
    • Develop "classmate" relations with others with similar interests or responsibilities from clubs in the same general area of the District.
    • Potentially develop a list of key "best practices" for the session topic.
    • To refine and grow the key "talking point" list for future discussions.
  • There is a Zoom-Meeting Host (Facilitator) assigned to be the "Table Leader".  The table leader role will be to:
    • Make sure the conversation stays reasonably on topic.
    • Make sure that all opinions are respected.
    • Make sure that all at the table participate as appropriate.
  • Each breakout should appoint a "Secretary" (preferably in advance), not to keep a detailed account of the session but to record two things:
    • (a) A list of "best practices" and actionable recommendations that can be shared with all clubs.  One option is for these be put in the Chat box, and "Save Chat" be selected.
    • (b) Any changes (additions or deletions) to the "Table Talk" points for future meetings.
    • The meeting Facilitator & Secretary should work together after the meeting to finalize the above
  • Create contact information spreadsheet (Name, Club, E-mail, preferred phone) with all participants who are willing for future idea-sharing and mutual support.
  • Consider forming a WhatsApp group (really useful for quick sharing of questions, comments, successes, etc)
The Motivation for our New CSTE Model
Fall assembly has been done late October for many years, "conference" style with some breakouts.  This event reaches 80-120 people (3.7% membership), depending on the year, and many are the same every year (often already district leaders or PDGs).
RI Code of Policies (16.020)
16.020. District Training Assembly. 
A district training assembly, which may be a multidistrict training assembly, shall be held annually, preferably in March, April or May, to develop Rotary club leaders who have the necessary skills, knowledge, and motivation to: sustain and/or grow their membership base; implement successful projects that address the needs of their communities and communities in other countries; and support The Rotary Foundation through both program participation and financial contributions. The governor-elect shall be responsible for the district training assembly.  The district training assembly shall be planned and conducted under the direction and supervision of the governors-elect.  In special circumstances, the board may authorize the holding of a district training assembly at a date other than provided herein.  Those specifically invited shall include the incoming presidents and the members of clubs assigned by the incoming president to serve in key leadership roles in the upcoming year.
Create a 1-day training event with the following targets:
  • Easy for everybody to get to
  • No hotel required
  • Inexpensive venue and catering
  • Occurs in spring AFTER PETS and formation of next year's board
  • Attracts SIGNIFICANT participation from ALL club leadership, target 10+ per club
  • Specific breakout training for categories including but not limited to:
    • Club leadership (Presidents, PEs, VPs)
    • Execs: Secretary, Treasurer
    • PI, Foundation, Membership
    • New Rotarians
  • Action oriented:  Day results in specific and achievable action items
  • Potential Social:  For those who wish, perhaps a social following the training.