MEMBERSHIP & PUBLIC IMAGE (PI) PRESENTATION The Rotary Foundation Seminar University of Mary Washington Stafford Campus 121 University Boulevard Fredericksburg, Virginia 22406 PRESENTORS: W. Glenn Yarborough, Jr. —District 7610 Membership Chair Harry Henderson—New Initiatives James V. Holcombe, Jr. —PI Chair Doug Corbett—Social Media/Communications Chair Sept. 17 th, 2016
OVER VIEW OF 2016 -17 ACTION PLAN This year, ALL of the PI activities will be directed toward membership and fundraising. This should help in membership retention and making connections with potential new members. This ‘Action Plan’ contains a ‘To Do List’ that is linked to District and Zone Citation Awards. Program Objective: The overarching objective is to integrate PI plans and implementation efforts with those of Membership. District 7610 must have a wider membership ‘net’ and speak with one voice. Each club should carry out a collaborative public ‘signature event’ that drives public awareness, and which helps to realize Membership targets (see attached PI ‘To do list’).
8: 00 9: 10 9: 25 9: 45 10: 45 11: 00 12: 00 1: 00 -2: 00 -2: 10 -: 300 3: 00 -3: 15 -3: 20 Registration with coffee, tea and light fare Welcome: DG Janet Brown Purpose: DG Janet Brown Opening General Session: District Rotary Foundation Status: DRFC Juanita Cawley District Grant Scholar Recipient – Amina Amisi First Morning Session Strong Public Image Builds Membership - Jim Holcombe, Doug Corbett and Glenn Y. Break Second Morning Session Club Membership Planning - Harry Henderson and Glenn Yarborough Networking Lunch Celebrate TRF at the RI Convention in Atlanta, June 10 -14, 2017 & DGE Ronnie C. Afternoon Session Strong Membership = Effective Clubs= Satisfied Rotarians - Dale Lazar and Glenn Yarborough Break Afternoon General Session “This Close” Polio, Zone 33 End Polio Now Coordinator, PDG Rocky Jacobs Rotary Global Rewards, Paul Sawtell Closing: DG Janet Brown
TABLE OF CONTENTS: I. DG Janet Brown Welcome Letter II. Approved Organizational Chart with Explanation & Listing of Leadership Positions III. Listing of appointees—RY 2016 -2017 IV. Action Plan-PI ‘To Do List’ V. PI District & Zone Citation Awards Criteria & Membership Awards Criteria VI. Social Media---Doug Corbett VII. New Innovations---Harry Henderson VIII. Collection of Samples: a) Club brochure b) PI Plan (Mc. Lean Rotary Club) c) Public recognition for ‘signature projects’ --Film, TV, newspaper, web sites & other Social Media IX. Comments on Steve Cook’s Questionnaire X. Archived Documents---Last Year’s District PI presentation (S. W. O. T. Analysis---the starting point is defining a club’s ‘core-competence’).
DISTRICT GOVERNOR WELCOME LETTER TO THE ROTARIANS OF DISTRICT 7610 Public Image/Communication is essential to the success of our Clubs and areas. In 2016 -17, I have created the positions of Co-Chairs for Public Image (PI) / Communication and appointed Rotarians James V. Holcombe, Jr. and Doug Corbett will be responsible for social media and related technologies and James (Jim) will be responsible for the planning and execution of all other public image and communication activities, both internal and external within District 7610. We must increase community awareness of who we are and Tell Our Rotary Story not only internally, but externally to others as well. This means expanding beyond our traditional ‘stand-alone’ activities and events-forming collaborations with other ‘like-minded’ community service organizations which have their own annual events and media connections. Participation in significantly larger collaborative community events will, clearly, draw much more public media exposure than ever before!
Moreover, in Rotary Year 2016 -17, our Public Image endeavors will be more focused, as well. Our communications and community activities need to be more focused on growing Membership and fund-raising. To this end, we have reorganized our District 7610 organizational structure--merging PI and Membership into one—a more effective operating unit. Therefore, both James and Doug will report to me—through our successful District Membership Chair, Glenn Yarborough. This realignment will be carried out all the way to the Club leadership level. Previously, there were separate Area Advisors for PI and Membership. In each of the twelve District 7610 Areas, there will now be ONE Area Advisor—responsible for implementing both PI and Membership plans, goals, and strategies. These leaders will be supported by the Assistant Governors. We adopted a District theme of, “We Are Family” as we prepared for a successful 2015 -16 RY. Well… “We Are Still Family. ” In order to insure the District has continuity, the District leadership PDG, DGE, DGN, (the “G” string) is keeping the District moving forward.
The 1 st Gentlemen and I thank you for allowing us to continue our service to the District. Last year, we made great strides in terms of public media exposure. In addition to our award-winning internal publications, we were well-placed in newspapers, radio, TV and even made two films—one featuring our RI President John Germ. Now, our new combined PI-Membership team —led by Glenn Yarborough, will use this ‘launch pad’ to realize our ambitious Membership goals of 112 new Rotarians and a retention rate of 95%. Each Club should appoint a specific Rotarian on its Membership team to follow-up with non-active members. Rotarians should have an updated club brochure on their person, at all times. Wear your pins!!! You are all Rotarian goodwill Ambassadors. These organizational changes offer obvious synergisms.
We must continually evolve, become more relevant, and look for new and innovative ways to recruit and retain members. Last year, new venues were established. We want this strategy to continue. New venues and new clubs bring about more public notoriety, better brand ubiquity, and the opportunity of dozens of new members—all at one time!!! As in all years, you begin with embracing the RI Theme as set forth by the RI President; “Rotary Serving Humanity” is our call to action. Support of the Foundation, Membership, and promoting the good Rotary does in the Community and around the world will be our ‘battle cry’, as we use our Gifts, Talents and Experience to Serve Humanity!!!
2016 -17 MEMBERSHIP/PUBLIC IMAGE ‘TEAM’ ORGANIZATIONAL CHART DG Janet Brown Dotted line to (DG thru Membership) W. Glenn Yarborough District Membership Chair PI Co-Chairs: PI Chair James V. Holcombe, Jr. & Social Media/Comm. Chair Doug Corbett PI Committee Members Photographer Newsletter Website/Databases Social Media Citizen of the Year Awards/ Recognition * See attached listing Area Membership-PI Advisors * See attached listing Foundation Chair Juanita S Cawley AG’s Dotted. Line Membership Committee Members Alumni Chair Development Extension New Initiatives Retention Global Rewards * See attached listing Supervisory Authority • See attached listing
2016 -17 MEMBERSHIP/PUBLIC IMAGE ‘TEAM’ ORGANIZATIONAL CHART Detailed Explanation of Chart This year, Public Image (PI) and Membership are merged, together, to create obvious synergisms. To this end, this chart reflects MAJOR changes from the past. Above-all, it now has ‘matrix-style’ reporting that is designed to foster more cross-communication between PI and Membership are aligned all the way to the Club Level. Some Clubs may choose to modify their own Bylaws to become more aligned with this approach. PI no longer means publishing a club newsletter, taking a photo, or sending an article to the District or Foundation Newsletters. Of course, this is still important. Having said that, it is a holistic platform to fuel Club expansion in: Social Media, Brand Awareness, Fundraising, Membership Retention and Membership Growth! EXPLANATION OF REPORTING: • The District Membership Chair, the Foundation Chair, and the Asst. Governors (AGs) report directly to DG Janet Brown • The PI Co-Chairs have ‘dotted line’ reporting to the DG through the District Membership Chair. The PI Co-Chairs are, also, members of the Membership Innovation Team • The PI Committee Members report to the PI Co-Chairs. The Area Membership-PI Advisors report jointly to both the District Membership Chair & to the PI Co-Chairs. Why? Similar but specific goals have been be established for PI & Membership. • The AGs will have ‘dotted line’ supervisory authority over Committee Members and Area Membership-PI Advisors to ensure that PI-Membership plans, goals & strategies remain on-track.
District 7610 Public Image ‘To do List’ 2016 -2017 (July 1 st 2016 to Oct. 15 th ) q Appoint a specific Rotarian in your Club to be in charge of Public Image (PI ). He or she should communicate with the district PI-Membership Advisor periodically and when contacted. DG Janet Brown wants both the Club PI Chair and Membership Chair to attend board meetings during her Club visits. If feasible, establish a club PI organizational chart—with the PI Chair at the top. q Visit the District 7610 Website and establish a Club website or enhance your Club’s existing one q Create or update your Club brochure and start or update an electronic club newsletter q Think about a ‘Signature project’ with similar-minded organizations. q Use social networking to publicize your club’s activities and to enhance public image and to recruit prospective members, and/or fundraising. On-going Social media: Contact Doug Corbett about social media and related technology. doug@dougcorbettvoice. com q Submit an article to the district media publications (District newsletter &/or Foundation). Reminder: There are deadlines. Check the District 7610 website q Start thinking about a Club combined PI-Membership plan. q Appoint a specific person within your membership structure to follow-up with members who are lacking in participation/involvement (increased retention). q Serve at the District level in a position that is connected to PI: (e. g. , PI/Communications Co-Chair, PI Committee Member (Photographer, Newsletter, Website/Database, Social Media, Citizen of the Year, Awards/Recognition), or Area Public Image/Membership Advisor q Add one new member in this above-mentioned period and form a list of AT LEAST 5 potential future contacts.
District 7610 Public Image ‘To do List’ 2016 -2017 (Oct. 15 th h to Jan. 1 st) Continued q Host an event to inform the community about Rotary and its Foundation’s centennial. q Gain media coverage for a Rotary Day Event (e. g. , ‘Done in a Day’) q Attend district meetings or ad hoc meetings that relate to PI or to membership. Consider going to another club’s function &/or the Atlanta International convention! Look on the District Website for further information. RLI is another opportunity. q Use your updated brochure and establish or update your potential new member listing to add a second new member—during this period. Have Membership documents saved electronically and centrally. Make a forecast of your Club’s year-end new members inductees. —NOW! If ‘Bring a Friend’ is not predicted to be sufficient, by year-end, develop a ‘wider net’ strategy such as a new time, new venue, etc. Each Club’s goal is to induct four new members in RY 2016 -17 and realize a retention rate of 95%. q Collect samples of your YTD PI activities--highlighting your club’s ‘signature event’ (s). Send to District Publications and upload them on your Club’s website and social media. q Continue to visit the District 7610 Web site. Clubs should communicate to its board and others—a list of District 7610 & Zone 33 PI & Membership Citation Awards criteria. Decide whom within your Club will apply for PI & Membership awards. (Note: At the District level, awards fall within PI---Pat and Dave Borowski of the Bailey’s Crossroad Club).
District 7610 Public Image ‘To do List’ 2016 -2017 (Oct. 15 th to Jan. 1 st) Continued q Continue to use social networking to publicize your club’s activities and to enhance public image and to recruit prospective members, and/or fundraising q Finalize your Club’s PI and Membership organizational charts and written job descriptions. Get both approved by your Club’s Board. Clubs may consider changes to their Bylaws. q Contact an outside organization, such as a school, police station, Boys Scout troupe, PTA—to establish an Interact Club or a Rotaract Club, acquire new members, &/or even a second venue/satellite club. q Take out an advertising placement in a Rotary publication or a non-Rotary media source (e. g. , an advertisement at Chesapeake PETS, a school’s newspaper or yearbook, or the District Conference) q Display the Rotary Brand at events: Unfurl your banner at events—especially parades!!! Some Clubs have permanent Rotary signs. Consider collaborative outdoor signs with other similarthinking organizations (e. g. , Lion’s Club) q You should have your second new member by Jan. 1 st Fill out this check-list by January 15 th. Check boxes contained in slides related to period Oct. 15 to Jan. 1 st as a quick Mid-Year Update and send it by e-mail attachments to: James V. Holcombe, Jr. , the District 7610 PI Co-Chair. He will forward it to all related parties within the District. E-mail: jvholcombe@comcast. net
District 7610 Public Image ‘To do List’ 2016 -2017 (Jan. 2 nd End of February) q Hold at Least one fellowship, networking or collaborative event that is open to the public q Have at least one media person as a member of your club OR as an honorary club member OR as a ‘Friend of Rotary’ OR as your club’s ‘Citizen of the Year’ Post at least one project in Rotary showcase q Let the District PI Chair know if a Rotarian in your club is interviewed or quoted by a Rotary media source, OR a non-Rotary media source q Celebrate!!! By February, 29 th you should have better media exposure & better outside contacts and connections… By the end of this period, your club should, now, have its fourth new member. Your membership retention person should have activated existing membership participation and reached a retention rate of 95%!!! q Apply for both PI and Membership District and Zone citation awards and attend the awards banquet. The Deadline to submit for a District PI Citation Awards is March 1 st , 2017!!! The PI Citation Awards Criteria will serve as your year-end review (by checking boxes). Add any innovative ideas that your Club has achieved throughout the year to: jvholcombe@comcast. net (The awards completion date is 1 Mar. ). Membership Innovation will compile a listing of combined PIMembership ideas. Sharing ideas has an synergistic impact on the district as a whole!! I will be happy to make a presentation as a speaker, at your club. Harry Henderson (Innovations) & Glen Yarborough (Membership Chair), also, travel and can help. I’m retired. Simply e-mail me & I’m there. If possible, have your own club reserve a PI-Membership ‘meeting day’ instead of a speaker. The Club’s PI & Membership Chairs can jointly use this opportunity to communicate to the entire club (and attending visitors) its on-going progress on plans and ‘success stories’. Good Luck in 2016 -17 Yours in Rotary, JAMES V. HOLCOMBE, JR. PI CO-CHAIR E-mail: jvholcombe@comcast. net
In Rotary Year 2016 -17, each Club, within District 7610, is eligible to be awarded both District & Zone Public Image (PI) Citations. The Zone PI citation award criteria is reproduced, here below. It is rather straight forward and therefore requires no explanation. In order for a Club to qualify for the District PI Citation Award, a Club President or his PI Chair must review evidence or details which certify that his-her Club has completed various public image (PI) activities from the ‘check list’, here below. Five activities must be completed—including two REQUIRED activities. From the listings, here below, simply check the boxes of completed activities. Sign & date the form. That’s it… Its simple. If a club wants their citation to include, “With Excellence and with Distinction”, check any seven boxes— including the two required activities. Send the executed ‘paper form’ by ‘snail mail’ or preferably as an e-mail attachment to: Pat & Dave Borowski, 6824 Pacific Lane, Annandale 22003 dfborowski@cox. net with an e-mail notification of the number of checked boxes verified to: jvholcombe@comcast. net The executed form MUST be postmarked or e-mailed by March 1, 2017 --in order for the citations to be presented at the District Awards Dinner. The District and Zone criteria are compatible and, therefore, each Club is encouraged to qualify for BOTH!!! 2016 -17 DISTRICT 7610 PI AWARD CRITERIA: REQUIRED ACTIVITIES (Must check each to qualify) q Appoint a specific Rotarian in your Club to be in charge of PI. He-She should communicate with the Area District PI-Membership Advisor, periodically, and/or when contacted. q Visit the District 7610 Website and Update club brochure.
ADDITIONAL ACTIVITIES (Must check three of the activities listed, here below, to qualify or five boxes for the Club PI Citation to include, “With Excellence and with Distinction”, (in addition to completing the two previously mentioned REQUIRED activities): q Establish a Club PI Organizational Chart q Host an event to inform the community about Rotary and its Foundation’s centennial. q Get local media to cover an outstanding club project q Involve local media with at least one club event, project or fundraiser q Get media coverage for a Rotary Day Event (e. g. , ‘Done in a Day’) q Establish a Club website or enhance your Club’s existing one q Start or update an electronic club newsletter q Use social networking to publicize at least one of your club’s ‘signature’ activities q Hold at least one fellowship, networking or collaborative event that is open to the public q Have at least one media person as a member of your club OR as an honorary Club member OR as a ‘Friend of Rotary’ OR as your Club’s ‘Citizen of the Year’ q Post at least one project in Rotary showcase q Submit at least one story to the District OR Foundation newsletter OR to a non-Rotary media source q Confirm that a Rotarian in your club has been interviewed or quoted by a Rotary OR non-Rotary media source q Take out an advertising placement in Chesapeake PETS Program Booklet –contact jvholcombe@comcast. net q. Take out an advertising placement in a local school’s newspaper or yearbook q Display: a sign, banner, oversized check, or poster at a public event (e. g. , a parade, fair, etc. ) q Confirm that your club is featured on the website of another community service organization q Confirm that at least one Club member serves at the District level in a position that is connected to PI: (e. g. , PI Co-Chair, PI Committee Member (Photographer, Newsletter, Website/Database, Social Media, Citizen of the Year, Awards/Recognition, or Area Public Image/Membership Advisor) Print or type name of Club President or Club PI Chair _____________________ Written signature or re-type name again to confirm _____________________
DISTRICT MEMBERSHIP AWARDS Membership development and extension are essential to achieving Rotary’s goals of providing community and international service. While the responsibility for Rotary extension falls to the District Governor and the Extension Chair, every Rotary Club and Club Member shares the responsibility of proposing qualified new members and retaining existing members. To recognize membership growth in existing clubs, retention of current club members, and the establishment of new clubs, the following will be awarded for Rotary Year 2016 -2017. All Awards are based on initial membership as reported on July 1, 2016 at Rotary Club Central. 1) 2) 3) 4) Membership Percentage Increase. Membership Recruitment. Membership Total Number Increase. Membership Retention (the retention rate is the percentage of club members who joined the club on or before July 1 and are still members of the club on May 15 th, 2017. (Any member who passes away during the year will not be counted as leaving for purpose of the award. ) 5) Membership Development Initiative (What has the club initiated to attract new members back into the club this Rotary Year? ) 6) Outstanding Area Membership Advisor. For further information, contact the Membership Award Chair—W. Glenn Yarborough, Jr. WGYARC@aol. com Club: Mc. Lean
Make a difference About Bailey’s Crossroads Rotary Club (BXRC) Belonging to a Rotary Club provides members with an opportunity to give back to their community and to connect with like-minded leaders and friends. People join Rotary for many reasons, including: community involve-ment, personal development, pro-fessional networking, & camaraderie. Perhaps the most important benefit is the satisfaction that you gain from making a real difference in your community and in the world! Brief History: BXRC has been serving the Bailey's Crossroads community, since 1977. The club meets to give members the opportunity to discuss issues, and learn from others--outside of their own professions. RE U CH LE P Rotary joins leaders from all continents, cultures and occupations. M SA We exchange ideas, bringing our expertise and diverse perspectives to help solve some of the world’s toughest problems. Take Action We take action to bring lasting change to our communities around the world. O R The Rotary 2016 -17 Theme is, “Rotary Serving Humanity” Join Leaders Exchange Ideas GLOBAL CONVERSATIONS LOCAL ACTION B Service Above Rotary Leadership Institute (RLI) Personal Development and Training: Rotary’s affiliated training programs with RLI effectively prepares Rotary Leaders to motivate, plan, administer, and execute programs and projects that make clubs stronger and gives Rotarians opportunities to share fellowship while serving in their communities, their professions, and around the world. For more information, Please visit our website at www. bxrrotary. org Self COME AND JOIN US Rotary Club of Bailey’s Crossroads meets at two venues: Every Friday Time: 7: 30 am Goodwin House 3440 S. Jefferson St. , Falls Church. VA 1 st and 3 rd Thurs Time: 3: 30 pm J. E. B. Stuart H. igh Sch * 3301 Peace Valley Lane Falls Church, VA * during school year
Making A Difference Worldwide The Object of Rotary is to encourage and foster the ideal of service as a basis of worthy enterprise and, in particular, to encourage and foster: üThe development of acquaintance as an opportunity for service; üHigh ethical standards in business and professions; the recognition of the worthiness of all useful occupations; and the dignifying of each Rotarian’s occupation as an opportunity to serve society; üThe application of the ideal of service in each Rotarian’s personal, business, and community life; üThe advancement of international understanding, goodwill, and peace through a world fellowship of business and professional persons united in the ideal of service. Of the things we think, say or do-1. Is it the TRUTH? 2. Is it FAIR to all concerned? 3. Will it build GOODWILL and better FRIENDSHIPS? 4. Will it be BENEFICIAL to all concerned? JEB Stuart High School Glasgow Middle School Bailey’s Elementary School Key Center Our Dailey Bread Mason District CAC GMU Dept of Rehab Science ACCA Jill’s House HACAN Asian American Leadership Easter Seals of Falls Church FCPD Explorer Post 1742 FFX County Services for Older Adults Stuart Pyramid Fair Goodwin House Bailey’s Beatification Alliance Stop Hunger Now workplace, and throughout the World, in all vocations!!! Our members have embraced the Rotary's motto, "Service Above Self". The Bailey’s Crossroads Rotary Club (BXRC) has been active in the community since it's conception. Rotary’s Avenues of Service guide our activities through: RE U CH B O R üClub Service üVocational Service üCommunity Service üInternational Service üNew Generations LE P M SA Rotarians embrace a value system that is reflected in the 4 -WAY TEST: We Support the Following: Service is the main objective of Rotary…in the Community, in the What is the Object of Rotary ROTARY– It’s all about service above self. Rotary, along with our partners, has reduced polio cases by 99. 9 percent worldwide since our first project to vaccinate children in the Philippines in 1979. Supporting Youth We work with young people to help them become the next generation of leaders, visionaries, and peacemakers. We have youth clubs at J. E. B. Stuart High School and Glasgow Middle School, with over 250 participants who participate in community service activities and competitions. Moreover, each year, several students are selected for scholarships based on participation in community service & academic achievement.
SAMPLE PI PLAN---Mc. Lean Rotary Club S AN PL PI n LE Lea P c AM M
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A DI E M C T ADS LI N O UB ME SR P E CE OS PL LA CR AM P Y’s S LE AI B
Steve Cook’s Questionnaire 2016 -2017 STEVE COOK SENT OUT A QUESTIONNAIRE. HERE BELOW IS A RESPONSE BY PI Co-CHAIR HOLCOMBE: Background on District 7610 Membership Expansion: In my opinion, the approach should continue to be ‘top down’ and focused on a ‘wider net’. Jim Holcombe, who is the current PI District 7610 Co-Chair, will continue to focus on Membership and for PI--traditional advertising and media opportunities and strategies. Doug Corbett will continue to provide leadership in the area of social media and related technologies (and also serve as the PI/Membership advisor for Area 12). For the past two years, Harry Henderson has been working with Glenn Yarborough and Chris Hoecke, developing innovative strategies to improve Membership expansion. This culminated in the creation of Harry Henderson’s idea to establish a second venue of the Bailey’s Club, at J. E. B. Stuart High School. The Arlington Club, also, established a second venue, last year, at a brewery, in Ballston. Moreover, Harry has, likewise, promoted this membership expansion strategy directly to various clubs on his own and at district events with: PDG Steve Cook, Glenn Yarborough, Doug Corbett & myself. PDG Steve Cook, also, led the last afternoon membership session, in Fredericksburg. Furthermore, Lt. Gov. P. J. Maddox put on a Youth session that touched upon membership, at George Mason University Law School.
Question #1: Do we want them to bring a copy of their Membership Plan? The most important first step, in my opinion, is for the core district working group to: • Agree to a common District 7610 PI/Membership plan, • Speak with one voice to clubs, and • Communicate and present this common plan to: (a) the current and Past District Governors (PDG), (b) club boards, (c) and PI/ Membership advisors, etc. • The twelve combined Area PI-Membership Advisors are particularly key contact persons. It should be noted that only a handful of the PI/Membership Advisors attended the last PI/Membership sessions, in Fredericksburg. All were invited to attend. Lack of attendance is not acceptable!!! THE MAIN POINT OF AGREEMENT THAT NEEDS TO BE RESOLVED IS WILL ‘BRING A FRIEND’ BE SUFFICIENT TO REALIZE OUR YEAR-END GOALS? IF NOT, WE NEED WHAT WAS CALLED ‘GAP ANALYSIS’ IN MANAGEMENT TERMINOLOGY. IF THERE IS A PERCEIVED ‘GAP’ BETWEEN A CLUB’S NUMBERICAL GOAL AND ITS OWN ON-GOING STRATEGIES… THE EXISTING STRAGEGIES NEED MODIFICATION—NOW!!! CLEARLY, WAITING UNTIL LATER IS A FAILING STRATEGY!!! THE FOCUS SHOULD BE ON A WIDER NET …
QUESTION # 2 What is our plan to tell your individual and club story for the year? The focus should be on recruiting members who are ALREADY familiar with Rotary, in general, and your individual club, in particular. This is an extremely cost-effective and productive way of gaining new members. If you are doing what you should be doing…members will come to you (i. e. , pull demand). QUESTION #3: Do you have a signature Project? Clearly, Clubs need a signature (s) event or project that leads to public media exposure. This leads directly to increased PI and Membership!
Question #4: Do you have a signature Fund Raiser? Does the Community know about it? The Bailey’s Club has the Mustang… Viva Vienna is well publicized. Mc. Lean has its ‘chocolate’ event. The Mc. Lean event resulted in approximately 22 media placements!!! The Mustang ads & Mailer generates much of the yearly funding!!! Question # 5: How do we attract Members? As previously stated, the most productive way is to approach individuals who already have a connection with Rotary or whom are already involved in your projects or causes that you fund. Your projects or events must have ‘outsiders’ in attendance. One way to do this is by partnering events with other community service organizations with like-minded values. Some Rotarians are Masons, Lions, or members of military organizations. Some venues are owned by similar-minded organizations (American Legion, High School, Church, etc. ). Rotarians talking to Rotarians is important for retention, but it is not conducive to acquiring new members.
Question #6: Do we want to have multiple breakouts? This has already been decided. The Agenda is included in this presentation. Question # 7: Focused on Changes to membership? PI-Membership District sessions should include highlighting opportunities agreed to by the Council on Legislation, in terms of increased flexibility. (This document is reproduced, here below). Question # 8: Focused on size and needs? Since we say one size does not fit all? As previously stated… Need a ‘top down’ district framework, encouraging individual club plans and strategies. (By the way, the clubs have an incentive to create individual plans. There awards related to achieving PI/Membership goals). . The Criteria for PI District and Zone Citation Awards are appended, herewith.
Question # 9: Integrating Public Image and Membership at the Club and Area Level. The late George Tyson came up with a brilliant way to accomplish this synergistic strategy. He eliminated the Lieutenant Governors (flattening reporting levels) and have the District PI Advisor (Jim Holcombe) and the Membership Chair (Glenn Yarborough) report directly to the DG. (Subsequently, it was decided that PI report to the DG thru the Membership Chair). In addition, at the twelve area levels, there is a Rotarian who is responsible for both PI and Membership. Therefore, there would be one plan, and one voice from top to bottom that could be adjusted and implemented, at the club level. Harry Henderson would obviously work closely with both Glenn & PI (and others). Harry Henderson has an incredibly innovative mind. The PDGs, obviously, continue to have influence in District 7610 and it is, therefore, crucial that they promote and voice one plan, as well. It is, also, imperative that the related chairs also voice and promote the same message and plan.
Question # 10: What is our value Proposition? This varies from club to club. Use a management tool such as a SWOT chart…. Question # 11: How do we attract Members? As previously stated, the most productive way is to approach individuals who already have a connection with Rotary or whom are already involved in your projects or causes that you fund. Your projects and events must have ‘outsiders’ in attendance. One way to do this is by partnering events with other community service organizations with like-minded values. Rotarians talking to Rotarians is important for retention, but it is not conducive to acquiring new members. Make local Community Leaders Honorary Rotarians for a year. Make one local Community Leader---Citizen of the Year. This creates public awareness and new members ‘down the road’!!!
Question # 12: How do we develop Members? Mentor Program Red Badge Fireside chat Use RLI These are all traditional approaches. Putting a new member into a position of responsibility is another way. However, this is a double-edged sword. If they don’t have time to succeed or if they don’t know enough about Rotary or the Club’s inter-workings or existing relationships—failure is a disastrous end--both for the individual and the Club. Question #13: How do we Retain members? How do we get more Members involved? How do we keep senior Members involved? Come up with interesting meetings & speakers who address the member’s interest (e. g. , New York Time Best Sellers for educators or military leaders for those with a military connection). Establish events and allocate Club funds that activate and motivate the members. Obviously, youths have different interests than our senior members. Try to come up with events that are synergistic to all demographics. For example, education offers benefits to both senior members and to youth (interact). That is the ‘plus’ of the Bailey’s Stuart venue--within a school, itself!!!. Everyone likes to be thought about…. Send an e-mail message or a personal message to those members who have not attended meetings in a while… Someone should be on the Membership committee of each club whose primary job is retention and another tracking the status of new members (phone calls Red Badge etc. ).
TRADITIONS ARE GREAT!!!! HOWEVER, DON’T LET PREVIOUS TRADITIONS GET IN THE WAY OF REALIZING GOALS!!! Council on Legislation may well be remembered as one of the most progressive in Rotary history. This Council granted clubs more freedom in determining their meeting schedule and membership… measures that are adopted take effect 1 July. The tone for this year was set early, when the RI Board put forth two proposals that increase flexibility. The first measure allows clubs to decide to vary their meeting times, whether to meet on-line or in person, and when to cancel a meeting, as long as they meet at least twice a month. The second allows clubs flexibility in choosing their membership rules and requirements. Both passed. Representatives, also, approved removing six membership criteria from the RI Constitution and replacing them with a simple requirement that a member be a person of good character who has a good reputation in their business or community and is willing to serve the community. “We are at a moment in time when we must think beyond the status quo, ” said RI Vice President Greg E. Podd. “We must think about our future. ”
Podd said the dues increase will allow RI to improve My Rotary, develop resources so clubs can offer a better membership experience, simplify club and district reporting, improve website access for Rotaractors, and update systems to keep Rotary in compliance with changing global regulations. Also, because of this Council’s decisions: • A Council on Resolutions will meet annually online to consider resolutions — recommendations to the RI Board. Council members will be selected for three-year terms. They’ll participate in the Council on Resolutions for three years and the Council on Legislation in their final year only. The Council on Resolutions will free the Council on Legislation to concentrate on enactments — changes to Rotary’s governing documents. Proponents predict that the Council on Legislation can then be shortened by a day, saving $300, 000. • Rotaractors will be allowed to become members of Rotary clubs while they are still in Rotaract. It is hoped that giving them more options will boost the numbers of qualified young leaders in Rotary. • The distinction between e-clubs and traditional clubs will be eliminated. The Council recognized that clubs have been meeting in a number of ways, and given this flexibility, the distinction was no longer meaningful. Clubs that have “e-club” in their names can keep it, however. • The reference to admission fees will be removed from the by laws. Proponents argued that the mention of admission fees does not advance a modern image of Rotary. • A standing committee on membership was established, in recognition that membership is a top priority of the organization, and polio eradication was also reaffirmed to be a goal of the highest order.
ESSENTIAL CHANGES FOR CLUBS AND DISTRICTS 2016 Council on Legislation Attendance Ability to change rules. Clubs may relax or tighten requirements and termination policies for nonattendance. However, clubs are still expected to forward attendance reports to the governor. Any Club that wishes to continue adhering to the traditional attendance requirements may do so. Rule of 85. Rotarians can be excused from attendance if the combined total of their years of membership in one or more clubs plus their age equals 85, with years of membership totaling at least 20. Club Board Treasurer. A club treasurer is now a permanent member of the club Board meeting minutes. Written minutes should be prepared for all Club board meetings and be made available to members within 60 days of that meeting. Club Finances Admission fees. New members can be admitted without paying admission fees. However, clubs may also choose to retain these fees, and they have the flexibility to add admission or other fees to their By laws. Club Dues increased. To address both financial challenges and the need to improve service to clubs, RI semiannual dues were increased by $4 for each of the next three years—to US$ 30. 00 per half year in 2017 -2018, US$ 32. 00 per half year in 2018 -2019, and US$ 34. 00 per half year in 2019 -2020.
ESSENTIAL CHANGES FOR CLUBS AND DISTRICTS 2016 Council on Legislation (Continued) Club Meetings Ability to change meeting schedules. Clubs can now vary their meeting days and times, and cancel meetings, as long as they meet at least twice a month. However, any club that wishes to adhere to the traditional requirements regarding meetings and cancelations may do so. Canceling a meeting. Clubs cancel a meeting if it falls during a week that includes a holiday. In-person and online meeting participation. Clubs can have in-person meetings, online meetings, allow online participation for an in-person meeting, or switch between any of these formats. Council on Legislation Proposed legislation. Only two types of proposals will be considered: enactments, which seek changes to RI’s constitutional documents, and position statements from the RI Board.
Council representatives. Representatives will serve for three years, starting on 1 July of the year following their selection. For example, the 2019 Council representative would take office on 1 July 2017 and serve until 30 June 2020. Council on Resolutions. A Council on Resolutions consisting of Council representatives will meet online annually to consider recommendations. Resolutions may be proposed by a club, district conference, the [RI***] general council or conference. Those resolutions adopted by a majority vote of council representatives must be submitted to the general secretary by 30 June of the year prior to the Council of Legislation. District Changes Moving clubs into adjacent districts. The Board can merge a district with fewer than 1, 100 members, or divide districts with more than [100] clubs by moving clubs into adjacent districts. Two years for districting changes to take effect. Any decision by the Board to eliminate or change district boundaries won’t become effective until at least 24 hours after it is made. District Leadership: Vice governors. Having a vice governor is no longer mandatory. This role replaces the governor in case of that person’s inability to perform their duties. If the district uses a nominating committee, the committee selects a past governor proposed by the governor-elect. If the nominating committee doesn’t receive a nomination, or if a nominating committee was not used, the governor-elect may choose a past president as vice governor. The vice governor serves in the year following his or her selection. Procedures for failing to adopt the annual statement and report of district finances. The statement and report of finances must be discussed and adopted within three months of the conclusion of the district conference or at the next district meeting to which all clubs are entitled to send a representative and for which 30 days notice has been given. If no district meeting is held, the governor must conduct a ballot by mail within 60 days of the end of that three-month period.
Mishandling of district finances. Anyone who fails to follow Rotary’s financial requirements, including improperly administering the district fund, is prohibited from holding any Rotary or district office until the irregularities are resolved. E-Clubs and Rotary Clubs. The distinction between traditional clubs and e-clubs was eliminated. While references to e-clubs have been removed from Rotary’s constitutional documents, e-clubs may continue to name and promote themselves as Rotary clubs that meet exclusively or primarily on-line. Elections Concurring with a governor election challenge. The number of clubs that must concur with a club’s challenge to the nominated candidate has been increased to 10 other clubs, or 20% of the total number of clubs in the district, whichever number is higher. Only clubs that are at least one year old as of 1 July of that year are counted in the total and may concur with a challenge. Special Elections nominating procedure streamlined. If a district restarts the governor selection process due to special circumstances, the governor does not need to repeat the request for suggestions from clubs if there were none made during the first nominating process.
Magazines Joint magazine subscriptions. Two Rotarians residing at the same address may choose to subscribe jointly to the Rotarian or the regional magazine prescribed for their club. Membership Rules and qualifications. Clubs may determine their own rules or requirements for transferring members, dual membership, and honorary members. The only mandatory qualification for membership are that Rotarians must be adults who have demonstrated good character, integrity, and leadership, have a good reputation in their business, profession and community; and are willing to serve in their community and around the world. New membership types. Clubs may offer associate, corporate, family or other membership types. Clubs offering these additional types would report these members to Rotary as ‘active’ for purposes of inclusion on the club invoice. Other financial obligations (club dues, meal costs, etc. ), attendance requirements, and service expectations for these members are determined by the club. However, only active members may be considered for office and count in determining a club’s voting strength. Dual membership in Rotary and Rotaract clubs. Rotaractors can simultaneously hold separate membership in a Rotaract club and a Rotary club.
Transferring member statement. Potential members who owe money to another club are ineligible for membership. Clubs must seek confirmation that a former Rotarian does not have any outstanding debt to their previous club. When a club requests a statement from the club of a member who wishes to transfer, or was previously a member, as to whether that person owes money, the request must be responded to within 30 days. If no response is provided, it is assumed that the member doesn’t owe anything. These changes are in the RI Bylaws but are no longer repeated in the Standard Rotary Constitution. New Clubs Charter member minimum. New clubs need at least 20 members to be chartered. Suspension of membership. Clubs may now suspend a member for a maximum of 90 days. At the end of that time, they must either terminate or reinstate the member. A suspended member has the right to appeal the suspension or request mediation or arbitration. Suspension or termination of clubs because of litigation. Clubs can be suspended or terminated if one of their members takes legal action against RI or the Rotary Foundation--including action against directors, trustees, officers, and employees—before exhausting all Rotary remedies. The Council also clarified the conditions under which the RI Board may take action against districts with repeated election complaints.
District 7610 begins RY 2016 -2017 with five less members…. Consider ‘Gap Analysis’ …if Bring a Friend is NOT sufficient to realize each Club’s Year-End Target of Four New Members!!!
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