RLI & Rotary Membership manuals & how-tos

Membership successes via Rotary on Tap!  beer & discussion about the prestige & honor of chartering a Rotary club & charter members can sign up tonight!

Attend Rotary social event to find out whether you qualify


The Rotary Leadership Institute is a grassroots, multi-district leadership development program whose mission is to strengthen Rotary clubs through quality leadership education. Established in 1992, RLI has become a worldwide organization with divisions in every Continent of the world. While it is an unofficial program of Rotary International, it has substantial support of a number of past Rotary International Presidents & current, past & incoming RI Directors. The RI Board has adopted a resolution recommending RLI or similar programs to the districts & the Council on Legislation has twice recommended RLI to the Board.  For more information on RLI:  http://www.RotaryLeadershipInstitute.org to purchase print & multi-media resources.

The RLI Recommended Curriculum provides outlines & faculty materials to all its divisions. The curriculum has been continually revised & upgraded over the years. Because of the growth of RLI, it is expected that major revisions will be recommended every three years in order to give divisions a sufficient opportunity to orient their faculty members & to provide translations where necessary. Important changes in Rotary are provided annually to all divisions. All curriculum materials:  http://www.RLIFiles.com

Handle change:  http://www.SuperPerformance.com  

http://www.Rotary.org/RIdocuments/en_pdf/fellowships_directory_en.pdf  & www.rotary.org/RIdocuments/en_pdf/257en.pdf

Rotary Action Groups, including contact information, officers & mission: http://www.Rotary.org/RIdocuments/en_pdf/rag_officer_directory_en.pdfActionGroups@Rotary.org 
Rotarians for Fighting AIDS http://www.rffa.org/     Blindness Prevention http://www.rag4bp.org/     Blood Donation http://www.ourblooddrive.org/   Dental Volunteers http://www.ragdv.com/     Diabetes http://www.ragdv.com/     Food Plant Solutions foodplantsolutions.podbean.com/   Health Fairs http://www.worldhealthfairs.org/     Hunger & Malnutrition http://www.alleviatehunger.org/     Literacy http://www.litrag.net/  Malaria http://www.remarag.org/     Microcredit http://www.rotarianmicrocredit.org/     Multiple Schlerosis http://www.rotary-rfmsa.org/  Polio Survivors & Associates http://www.rotarypoliosurvivors.com     Population Growth & Sustainable Development http://www.rifpd.org/
Water & Sanitation http://www.startwithwater.org

We Care pamphlets are available at Web page: http://zone2526.org/ Click on Resources then click on Membership & scroll down to WE Care. Or just e-ask GaryCitti@CittisFlorist.com regarding questions or help implementing the program, below.

Club Membership Survey

One of the challenges of club membership growth is our old-fashion ways of integrating new members into our clubs.  Many of our clubs have been using the same methods & procedures for too many years.  If our clubs are going to sustain growth, we need to identify the reasons the “New Generation” joins Rotary.  Usually our clubs try to mold new members into what we expect them to be. The “New Generation” is looking to make a difference (not be molded).  They are looking for self-satisfaction & the ability to use their knowledge & skills to enhance your club.     So how are you going to give them the opportunity?  Here are a few thoughts that may help you prepare your club for growth.

Do your members look forward to your next Rotary meeting?  Are most of your guests joining your club?  If you answer to either question is “no,” it’s time to find out why.

Every club gains new members now & then.  But do those members stay?  If not, why not?  If new members generally don’t stay with a club, the club is not meeting their needs.  For sustained membership growth, make your club worth belonging to.  Start by evaluating your club by using the following questions.  After the inventory is completed you have a benchmark – a starting point for club improvement in every factor needed to sustain growth.

First Impressions
1. Are all guests greeted warmly & introduced to officers & members   Yes_____   No_____
2. Do you have a weekly greeter at the front!door      Yes _____   No_____
3. Does your club keep a guest book with addresses & contact information   Yes_____    No_____
4. Is the meeting room arranged in a professional manner      Yes _____   No_____
5. Would professional people want to meet in your room     Yes_____   No_____
6. Do the arrangements meet the speakers needs     Yes_____   No_____
7. Are guests invited to introduce themselves to the group     Yes_____   No_____
8. Are all guests invited to join     Yes_____    No _____
9. Do you explain the benefits of membership to potential Members     Yes_____   No_____

New Member Orientation

1. Does your club hold formal induction, including presentation of a membership pin & manuals     Yes_____   No_____
2. Does your club assign a mentor for each new member     Yes_____   No_____
3. Are educational programs discussed with new members     Yes_____   No_____
4. Are the new members needs assessed for engaging them in club activities     Yes _____     No_____
5. Do you use an objective means of measuring if a new member is satisfied with their membership in your club     Yes_____  No_____
6. Are the new members given an opportunity to get involved in all aspects of the club activities     Yes_____   No_____
7. Has your club updated your Blue Badge requirements in the last two!years     Yes _____   No_____
8. Do you explain the benefits of membership to your new members     Yes_____    No_____

Fellowship,  Variety & Communications:
1. Are guests greeted warmly & made to feel welcome     Yes _____  No_____
2. Are enjoyable & educational meetings planned     Yes _____  No_____
3. Does your club have regularly scheduled social events     Yes_____  No_____
4. Do all members participate in club, district & international events     Yes_____  No_____
5. Are inter-club events encouraged & planned     Yes_____   No_____
6. Is your club newsletter issued on a regular basis     Yes_____    No   _____
7. Is your Web site kept up to date (weekly or more)     Yes_____   No   _____

Program Planning & Meeting Organization:
1. Are the meeting programs, agenda & speakers publicized in advance     Yes_____   No_____
2. Do members know program responsibilities     Yes_____   No _____
3. Are they prepared to carry out all assignments     Yes _____   No_____
4. Do Meetings begin & end on time      Yes_____   No _____
5. Are table topics creative & entertaining     Yes_____   No_____
6. Are evaluations given in a positive & helpful way     Yes_____   No_____
7. Are members asked to fill out a club evaluation form each year      Yes_____   No_____
8. Does your club promote on-going Rotary education      Yes_____   No_____
9. Do you ask your members to sit at different tables each week     Yes_____   No_____
10. Do you know your club’s membership-retention percentage for the last two!years     Yes_____   No_____

Membership Strength
1. Does your club really want to expand & attract new!members     Yes_____ No_____
2. Does your club grow each year in membership     Yes_____   No_____
3. Does your club have good retention (91% or above)     Yes_____   No_____
4. Is your club promoted in the community     Yes_____   No_____
5. Are club meetings varied & exciting     Yes_____   No_____
6. Are new member sponsors recognized     Yes_____   No_____
7. Does your club hold a regular membership-building program     Yes_____   No_____
8. Do you explain & feature the benefits of membership to your exiting members     Yes_____   No_____
9. Does your club have a Membership Retention Program      Yes_____   No_____
10. Does your club have a protocol for following up with members who are not engaged in club activities     Yes_____   No_____
11. Does your club make adjustments to the needs of members to keep them in the club     Yes_____   No_____

Recognizing Accomplishments
1. Does your club have recognition awards     Yes _____   No_____
2. Is a progress chart displayed & maintained for projects     Yes_____   No_____
3. Are member achievements formally recognized with ceremony     Yes_____   No_____
4. Are club leaders recognized     Yes _____     No_____
5. Are club & member achievements publicized      Yes_____   No_____

Congratulations to all clubs that were able to answer “YES” to all of these questions.  Your club is ready to grow,  We encourage those clubs that had “No”answers to look into how their club may change it to a“YES”answer.

15 + Tips for Successful Clubs

It is suggested that the Club Membership Chairman & Committee choose four (4) of the following tips, then organize the Club to complete one each quarter.

1.  Future Leaders of the Rotary World   This strategy will help Clubs find young leaders to become members. Honor three future leaders in two age groups:  (Group 1) 20 to 29 years & (Group 2) 30 to 35 years. These six will become “future leader” members.  Ask them to recommend (after study) the most pressing needs in the community. The Club will then develop projects to address the identified community needs.  EVERY CLUB ROTARIAN & the future leaders will work on the project.  After six months, they will be asked to join Rotary as active members.  There are many advantages to this strategy.  The future leader & Club are fulfilling a needed community service.  Cost to the future leaders is minimal & friendships are likely to develop among these leaders.

2.  Recharter    If your Club has fewer than 20 members, set a goal by the end of the year that you will reach 20 or more.  Assign EVERY CLUB ROTARIAN that they are to bring in one new member.  Then have a recharter night banquet where all the new members are inducted.

3.  Proposal Cards   During a club meeting review the process of how to submit a potential member with a proposal card.  Create a 5-minute presentation on how easy it is to submit a name for membership.  Make the process easy to understand & seamless.  Follow-up by assigning individuals to invite the proposed individual to a Club meeting or service project.

4.  Bring A Friend Day  Create a special day for friends.  Invite an outstanding speaker (Unique & Interesting Subject) & also talk about the advantages of being a Rotarian

5.  Club Forum  Discuss membership development during a club meeting. Talk about classifications that need to be filled.

6.  Re-engage Rotarians  Discuss ways to reengage Rotarians that are not active during board & committee meetings.  Create ways to get them involved.

7.  Mentors  Create a club mentor committee that will help new members become more involved & help educate new members about Rotary.

8.  Creating a Guest Book  Create a weekly guest book that includes all contact information of all guests attending. This book will be used to extend an invitation for membership or special club functions/events

9.  Member Survey  Develop a club survey that enables your members to share their thoughts on club projects, club locations, membership development & club philosophy

10.  Former Members  Encourage the membership committee to develop a list of former members.  Ask a current member to extend an invitation to rejoin your club.

11.  Community Presence  Discuss ways to increase the visibility of your club in your community.  Create a game plan to share Rotary with your community.

12.  Inducting New Members  Review & maybe modify your current procedure.  Is your induction process special?  Do you invite family members to attend?  Does the new member feel special?

13.  Identifying Community Leaders  Create a list of community leaders & city officials.  Invite them to special meetings & ask them to join your club.

14. Five for One  Divide the Club into groups of 5.  Assign each group to bring in one new member within the next three months.  Make the contest special with proper recognition to the group that brings in the most new members.

15.  Friends of the Club President: The Club President asks three (3) Members as a personal favor to propose a new Member within a month.  When the first one does so, approach another the same way so as to always have three (3) Members working on a personal pledge to the Presidents.

+ Your Own Ideas  We recognize that there are many great ideas throughout the world. If you have one that could generate new members, we welcome you to formulate your own strategy for your Club.

Three More Great Ideas

1+ Parents of Rotary Youth Programs  (Interact, RYLA, Youth Exchange, Rotoract Scholars, etc.)  Invite the parents to a meeting on “Why Rotary is Interested in Developing Leaders.”  Discuss projects & how parents can become involved.

2+ Leadership by Example  This strategy emphasizes true leadership. The following leaders will be expected to bring in one new member in the three months of the Rotary year. Club President & Membership Chairman First Month; The Membership Committee Second Month; a Board of Directors Third Month.  Then EVERY CLUB ROTARIAN is asked to commit to bring one (1) potential member to your meeting.

3+ Rotary Refresh  This new & exciting concept has been proven to bring young professionals into your Club. Use your QR reader on the iPhone to discover what is new.

THE CLUB HEALTH CHECK   (Please mark in the appropriate column – the scores are shown in brackets next to the question)

1.1  NET GROWTH In Last Year  > 10% (5); 5%-10% (4); 0%-4.9%(3); Net Loss (0)

1.2  RECRUITMENT – Number of Members Recruited in last year as a percentage of membership number at the commencement of the year.
>20% (5);      11-20% (4);      5-10% (3);      1-5% (2);      Nil Inductions(0)

Predominance of one gender over other –the questions refer to the minority gender in your club.  >40% (5);      25-39% (4);      10-24% (3);       1-10% (2);     All one gender (0)

1.4  AVERAGE AGE OF MEMBERSHIP  Is the average age of your club members: >70 (1);      60-70 (2);       50-59 (3);      40-49 (4); <40 years (5)

1.5  PERCENTAGE OF MEMBERS FEWER THAN 40 YEARS OF AGE   More than 40% (5); 20 to 40% (4); 10 to 19% (3); 1 to 9% (2); nil (0)

1.6  ALUMNI  No of Alumni in your club as a % of total membership: (Include GSE, Scholars, RYLA, RYPEN, Youth Exchange, Rotaract, Other Rotary Programs) Expressed as a % of Total Membership   >20% (5),      10-20% (4);

5-9% (3);      1-4% (2),      0% (0)

1.7  RETENTION OF MEMBERS  Formula: Number of members at end of year / Membership at beginning of year PLUS total number of members inducted during year … as a %. The Example is 23 members at the beginning of the year, you inducted 7 new members = a total of 30 members you had during the year.  You divide the actual number at year end [25] by the total of 30 & multiply by 100 to obtain the percentage outcome.
e.g. 25/30 x 100 = 83.33%   Retention Rate: >95% (5);      90-94% (4);       85-89% (3);      75-84% (2);      60-74% (1);       <60% (0)

1.8  FRIENDS OR FAMILY OF ROTARY OPPORTUNITIES  Our Club has a Friends of Rotary / Associates /Supporters program in place with key focus on long-term relationships: Yes (2);      No (0)


2.1  NUMBERS OF PRESS ARTICLES IN LOCAL PAPERS IN PAST YEAR   >20 (5);      15 to 20 (4);       8 to 14 (3);      3 to 7 (2);      1 or 2 (1); None (0)

2.2  DIVERSITY OF MEDIA – Circle and then total how many in column   Local Paper Mainstream Paper Television Radio- Major Stations     Radio – Community Station Billboards Community Newsletter  Other – Please Note & include in your number score

2.3  CLUB BULLETIN / NEWSLETTER IS PRODUCED  Weekly (3);      Monthly (1);      Irregularly (0)

2.4  BULLETIN CONTENT is diverse, it is professional in layout / presentation & content  Yes (3);      Average (2);      Poor (0)

2.5  BULLETIN CIRCULATION BEYOND THE CLUB includes:   Community Leaders, Library, Potential Members (5);      Other Clubs & District Personnel  & Potential Members (3);      Other Clubs & District Personnel (2);      Members Only (1)

2.6  CLUB WEBSITE  Do you have a Club Website – is it professional in appearance, easy to navigate & updated weekly?   Professional, easy to navigate, updated weekly (5);     Professional, easy, updated fortnightly (4);      professional, easy to navigate, updated monthly  (3);      Not as professional looking as we would like (2);      Updated each year (0)

2.7  ARE YOU SEEN IN YOUR COMMUNITY?  Are you visible in your community – i.e., have a Market-Run & Opportunity or Second-Hand Shop, Have a stand at the Local Festival, Art Show, Sausage Sizzles, Working Bees, etc.     Yes – have activities in our community at least twice a month – have signage always & wear our club T-Shirts & Hats (5);      Yes – monthly, have signage & wear club clothing (4);      Yes – we have our signage at all opportunities, but it is generally around once a quarter (3);      We have the activities, but only have our T-Shirts – don’t have signage which we take with us (2);      We don’t have club T-Shirts or signage – we do the job quietly & don’t worry about the promotion of our work (1)

2.8  CIRCULATION OF RI PUBLICATIONS   Do you put RI Publications in public spaces – e.g. Dentists,’ Doctors,’ Waiting Rooms?     Yes – every month (3)      Sometimes (2);      Rarely (1);      Never (0)

2.9  ROTARY INTERNATIONAL WEBSITE  Do you publicise the RI Website? Yes (3)      No (0)


3.1  CLUB ACTIVITIES (Please mark in correct column)  Avenues of Service Projects  If 2 in each of the Avenues (5);       1 in each avenue (3),       If less than 1 in each avenue (0)

3.2  INVOLVEMENT OF MEMBERS In a 6 month period, What % of your club members are involved in a Club Activity?     100% (5);      90-99% (4);      80-89% (3);      50-79% (2);      <50% (0)


4.1  PRESIDENT  How many times has your club had a President who has served as President previously?  Never (5); Once (2); > Once (0)

4.2  SELECTION OF PRESIDENT ELECT  Does your Club select and nominate a President Elect & Nominee without difficulty?  Yes – no problems (5);      Usually have difficulty, but do have appointments on time (2);       Don’t have a PE in place (0)

4.3  ALLOCATION OF COMMITTEE ROLES  Based on Members specific area of interest &/or skill   (5)                     By rotation after discussion with members (3)        Random allocation (1)

4.4  DISTRICT ACTIVITIES   Our club is represented at District Seminars (PETS, District Assembly, Rotary Foundation Seminar, Rotary Leadership Institute)  Always – 100% (5); 90% eligible attend (4); 50-90% attend (3); <50% attend (2); none  attend (0)

4.5  DISTRICT COMMITTEES  No of members who serve on District Committees – expressed as a % of total  membership of the club:
> 15% (5);      10-14% (4);      5-9% (3);      1-4% (2);      Nil (0)


5.1  STYLE & FORMAT OF MEETINGS: Is it welcoming & inclusive in its style; have structured process for reports from members; well run by Sergeant; no one member is dominant?  Yes, very well structured & welcoming (5);       Clear structure, but welcome can improve (4);     Very Welcoming to all visitors, but no reports from members (3);       Meeting gets a bit out of hand – Sergeant doesn’t control very well, but everything else ok (2);       Has one or two who dominate meetings (1);       No structure, members stick together & leave guests on their own, lots of “insider” jokes,  etc (0)

5.2  LENGTH OF MEETINGS – TIME EFFICIENCY FOR MEMBERS – Do your meetings run for a reasonable length (i.e., 1 hour or 2 ½ hours?)
Generally suggest 2 ½ hours is too long (2);      1 ¼ hours to 2 Hours (3);      45 minutes to 1 ¼ hours (5)

5.3  SPEAKERS PROGRAM is organized:  2 Months Ahead (5);      4 Weeks Ahead (4);      2 Weeks Ahead (3);      1 Week Ahead (2);      Not organized, usually shows `To Be Advised’ (0)

5.4  BALANCE OF PROGRAM highlights a share of Community Speakers, Business Based, Rotary Speakers & Other Area of Interest.   Is this program in place? Yes (3),      No (0)

5.5  HAS THE PROGRAM HAD CONSECUTIVE SPEAKERS ON THE SAME AREA: i.e.,  2 Community Organizations or two less-exciting topics two weeks running.  If “Yes,” mark (0);      if “No,” good balance (3)

5.6  VOCATIONAL VISITS conducted in the past year  Yes – have 2 or more (3); Have 1 per year (2); None in past year (0)

5.7  ROTARY INFORMATION – In the past year, does the club have Rotary Information  Segments (excluding Guest Speakers):     At least once every two weeks (5);      Held once a month (3);      Ad hoc (0)

5.8  MEETING EFFICIENCY – Do your Club Meetings start & finish on time?  Always – Every Week without fail (5);      Regularly – Say 11 out of 12 (4) ;      Mostly – Say 8  out of 12 (3);      About 50% of the time (2);      Rarely (1);      Never (0)

5.9  CLIQUES IN SEATING – Do you regularly have cliques in the Seating Arrangements in the club?  There are always a group who sit together (2);      Sometimes (3);      We have seating  initiatives in place to move members around (4);      No Cliques – members move around regularly (5)


6.1  ACHIEVING YOUR GOALS – In the last year, our Club set & achieved its fund-raising Goals as follows:  100% (5); 90-99% (4); 80-89% (3); 70-79% (2); 50-69% (1); raised less than 50% of the goal set (0)

6.2  DIVERSITY OF FUND-RAISING ACTIVITIES: Do you have a diversity of fund raising activities in your club?  Yes – funds raised from at least three main sources & several minor sources (5);       Funds raised from 1 main & several minor sources (3);       Funds raised from more a variety of varying sources (2)       All from one project (1)


7.1  VENUE  Is your venue easily identifiable – i.e., Both external & internal signage to assist visitors, guests, etc.   Yes – Both external & internal (5);      Partly (3);      None at all (0)

7.2  FOOD  If you have food as a part of your meals – honestly assess the standard of the food. Excellent (5);      Very good – always reliable quality at a great price (4);      Good meals at a reasonable price – generally similar style, but always nice (3);      A bit patchy in quality –but quite edible (2);      Poor meals, little variation & quality barely acceptable (0)

7.3  HOSTS: Does your host genuinely welcome you at their venue – or do they see your Rotary Club as a bother or inconvenience.  Yes – our hosts enjoy us being there (3);      Generally welcome, but occasionally appear to be a bother around peak seasons (2);      Our Hosts see us as a bother (0)


8.1  NUMBER OF SOCIAL ACTIVITIES in the club in the last quarter?  > 10 (5); 7 to 9 (4); 5 or 6 (3); 3 or 4 (2); < 3 (1)
8.2  NEW SOCIAL ACTIVITIES – Suggested by New Members  Have you asked your new members for ideas for social activities      Yes (3)      No (0)       Have you acted on them & involved them in the organization:   Taken up idea & involved new member (5);      Taken up idea, not involved new member in it (3);       Not taken up at all (0)   Total up the two questions & write score in column

Does your club have partners & family attend:  Always (5);      Regularly (4);       Occasionally (3);      Rarely – once or twice a year only(1)

9.2   OUR STRATEGIC PLAN IS UPDATED…  Yes – At least annually (5); Not updated in last year – but did it the year before (3);     Not updated for a few years (0)
9.3   CLUB LEADERSHIP PLAN: Have you adopted the R I Club Leadership Plan?  Yes – we have adopted the CLP fully (5)     We are implementing it next year (3)         We are not planning to adopt it at all (1)       We haven’t & don’t plan to consider it in our club (0)
9.4   CLUB PLANNING DAY is held in our Rotary Club   Yes – Annually prior to the start of the Rotary Year (5);       Not at all (0)
9.5   CLUB ASSEMBLIES are held:   4:  1 per quarter (5);      3:  1 every 4 months (3);      2:  1 every 6 months (2);      1 per year     (1); None (0)

10.1   FREQUENCY OF BOARD MEETINGS over the past year Once every month – total of 12 (5):      11 (4);      10 (3);      9 (2);      6 to 8 (1);      < 6 (0)
10.2   EFFICIENCY & AGENDA OF BOARD MEETINGS  Do you set a clear agenda including timings & then meet them?       Finish on time always (5);      Within 10 minutes of estimate on agenda (4);      Within 10 to 20 minutes (3);       Within 20 to 30 minutes (2);      > 30 Minutes longer (0)
10.3   CLUB RECORDS  Are Board Meeting Records filed & retained, readily available as required for reference:
Yes (5);      Yes – but resolutions not recorded separately (3);      Poor filing & historical  records (0)

11.1   ACCOUNTABILITY – The Club has separate bank accounts for Administration & Fund Raising (or Projects) Funds.
Yes – totally separate (5);      No – but accounts for separately in ledgers & reporting (3);       Combined totally (0)
11.2   BUDGET – The club has set & approved a Budget prior to the commencement of the Rotary Year (i.e., in May / June latest)
Yes (2);      No (0)
11.3   FINANCIAL REPORTS FOR THE BOARD MEETINGS include reporting of actual versus budget with variances – for both Administration & Fund Raising / Project Accounts   Yes (2);        No (0)
11.4   FINANCIAL REPORTS TO CLUB MEMBERS are provided Six Monthly      Yes (2);      No (0)
11.5   USE OF I.T. & ELECTRONIC COMMUNICATION are in place in our Club: Please circle those that are available and write total number circled as score in column:   Direct Deposit for fees Direct Deposit for functions / sponsorships  Credit Card Payments accepted Bulletin sent by Email  Website Updated & source of updates for members SMS Communication  Other (Please write down )

Mark in the column a score of (2) for each one of those listed which you feel you satisfy well in your club:
12.1   Recurring programs – well serviced
12.2   A range of projects are covered, rather than focused on just one or two areas.
12.3   Do you seek input from your community partners on needs (i.e., church, councils, fovernment, education facilities, youth workers, etc.)
12.4   Are you as a club genuinely willing to serve those in the community who are in need – both individuals & organizations?
12.5   Do you partner with other organizations in your service activities?
12.6   Do you combine with other Rotary Clubs in service projects?
12.7   Do you feel that you cover the avenues of service well – that is no one area of bias?




30 or more – You are going very well

23 to 29 – Review your plans & check you are following your plans

0 to 22 – You need to review your current process & consider implementation of Two Up! or Club In A Club & look at assessing why members are not remaining in the club & your age profile.

Marketing & Public Image

31 or more – You are going very well
24 to 30 – Review your plans & check you are following them.
0 to 23 – Review your Bulletin style & content and then diversify the distribution; seek training on writing Press Releases; ask the District Marketing / Public Image Chair or Committee to speak at your club; ask for the topic to be included in District Assembly, etc.

Balance In Club

9 or 10 – You are going very well
6 to 8 – Review your overall service projects & timing to see if too clustered & aim to spread out if possible. Look at your club composition to see if your projects are when members are around.
0 to 5 – Review & assess honestly your service profile to aim for a balanced service in each area– & identify when your members are best able to undertake projects. Avoid heavy clustering at key times of the year.

Leadership & Delegation

22 to 25 – You are going very well
19 to 21 – Review your club leadership development & committee rotation structures to ensure effective training is occurring.
0 to 18 – Strongly consider implementing the Club Leadership Plan if you haven’t already; implement a process where your members are rotated regularly onto committees, commencing with their key area of interest & skill. Encourage actively in your club attendance at District activities & recommend those members who show an interest in District Committees to the Incoming District Governor for inclusion in the future.

Club Speakers & Weekly Program
36 to 39 You are going very well.
28 to 35 Review your approach to your Weekly Meetings & double check each of the aspects.  It is going along, but there may be some areas which need fine tuning.

0 to 27 Review your approach – Agendas to ensure meetings are not too lengthy, ensure they both start & finish on time, speakers are organized around 2 months in advance & members are advised through Bulletin; Chairs, Greeters, Desk Duties are clearly set out & members know in advance of their responsibility. Encourage Visits off site from your meetings & set down parameters & guidelines for your Speaker Program to ensure diversity. Establish seating approaches to avoid cliques.

Fund Raising

8 to 10 You are going very well
6 to 7 Review your approach & check all is in place.
0 to 5 Recommend a review of your current core fund raising activities & do a brainstorm in your club to gain new ideas (Remember – all ideas are great ideas!). Consider grants training, so you can source grants for some of your projects.


12 to 13 You are going well

8 to 11 Review your venue suitability on at least an annual basis.

0 to 7 Invite your club for their input to the suitability of your venue, food, etc. Invite suggestions on alternatives – it is important to have a stable `home’ for your club, but it must be able to meet your needs for service, ambiance, reliability, etc.

Social Activities

16 to 18 You are going well
9 to 15 Review your range of activities & that they are relevant to not only the majority of your members, but your newer members.
0 to 8 Take stock of what you do – increase if not many activities & invite members to organize activities & include family members in them.


23 to 25 You are going well
13 to 22 Review your plans & identify those aspects that you currently don’t do – & consider their implementation.
0 to 12 Recommend implementation of a Club Planning Day, the Club Leadership Plan – have a speaker on this to the club & the Board; have regular club assemblies & discuss key issues & seriously review establishing a Strategic Plan for your club over the longer term.

Board Meetings

13 to 15 You are going well
9 to 12 Review – ensure you have clear agendas, reports from Directors; timelines on topics & you have clear direction.
0 to 8 Establish a schedule for your Board Meetings, separate from club Meeting Times / Days if necessary, be clear on the requirements – reports from Directors and the role of the Board. Set a Clear Agenda with times for respective reports.  Provide guidance to Secretary on record keeping of minutes, resolutions, etc. Ask Assistant Governor/ District Governor for guidance.


17 to 19 You are going well
13 to 16 Review your accounts & reporting – ensure it is timely. Review the opportunities for electronic transactions, etc.
0 to 12 Review the suitability of your bank account structure; reporting to the board, budgeting to be sure it is proactive and reported against. One of the key signs is that you will remit your payments to RI late, etc. – ensure you raise your invoices in a timely manner – which will result in payments being made earlier. Review the options for electronic banking & credit card facilities for your club.

Service Activities

13 o 14 You are going well

9 to 12 Review to ensure you are making the most of the opportunities to link with your community partners.

0 to 8 Review your service activities to assess the range & if they are really serving your community – or just simply continuing on “because we always do them.”  Ask yourself who you can link with –other members of your community & other Rotary Clubs. Being proactive will be positive.

Rotary International We Care Program A Guide for Building Strong, Effective & Fun Rotary Clubs for the New Millennium  Original program developed by Past District Governor Stanton Allen; revised & edited by Gary Citti.  The We Care Program PDG Stan Allen of Rotary District 5170 first developed the We Care program. Over the last few years Gary Citti a member of the Santa Clara Rotary club & general chairman of Rotary District 5170 We Care Program has modified this program.

His objective was to enable Rotary clubs to better understand the philosophy & to fully utilize the potential of the program. Special thanks to PDG Carolyn Schuetz & PDG Neal Hoffman for assisting Gary Citti in the completion of this program booklet.     This program is very successful once it is integrated within the club infrastructure. The program is a philosophy of how we should treat fellow Rotarians.  Most Rotary club infrastructures change from year to year due to new administrations. Each new administration looks at problems or concerns based on past years & tries to change for the better, but may come into resistance.  It has been said that we have two mottos in
Rotary. The first is “Service Above Self” & the other is “God Forbid Change.”  The latter is not unique just to Rotary. Most individuals do not like change. As we get older, we seem to find a comfort zone, & we do not want anyone or anything disturbing it.  This feeling seems to be prevalent in Rotary due to the age of some of our members.  Even though some change is healthy it doesn’t always sit well with everyone. We must understand that certain procedures & objectives will change occasionally.  Unfortunately, many times our changes have lead to confusion from lack of communication & understanding. This causes uncertainty & sometimes-even apathy.  In order for a Rotary club to be successful in integrating this philosophy, changes must be made with the support & understanding of your Rotary club. This is accomplished with much discussion, planning & education.  As we initiate these changes we must keep the communication flowing so all of our Rotarians understand why procedures & expectations are changing.  At the same time, we must select certain club procedures & expectations that will rarely change from year to year. Consistency leads to better understanding & willingness to participate.  It helps create an environment that is positive & enjoyable.  One of the keys to a great Rotary club is involvement.

A Rotary club is like running a business     If your employees understand your expectations & direction, they usually will respond in a positive & productive manner. But if they are confused & your company shows a lack of consistent direction, they become unproductive & then become a burden on the company.  Generally, they will communicate their concerns to fellow workers, which in turn create a negative environment.  Productivity goes down & so does morale.  Eventually, this negative attitude is communicated to your customers by the way your employees talk & act.  This generally will result in the loss of the customer.  How many times have we lost new members in Rotary because of this very problem?

We must understand that our members are ambassadors of Rotary.  All members must have a positive attitude towards the growth & goals of our organization.  Through their interaction with the public they create the avenue for growth in membership & development.

We Care pamphlets are available at webpage: http://zone2526.org/ Click on Resources then click on Membership & scroll down to WE Care. Or just e-mail GaryCitti@CittisFlorist.com regarding questions or help implementing this program.

What will happen within your club when you use the We Care Program?
1. New membership growth     2. Strong retention of membership     3. A strong feeling of self accomplishment
4. Positive attitudes     5. Individuals become more receptive to new direction of club goals & procedures     6. Strong positive Ambassadors representing Rotary     7. A more productive Rotary club     8. Better camaraderie     9. Greater understanding of Rotary     10. A better club environment     11. More fun & enjoyment     12. Positive & clear direction     13. Happy Rotarians

What Is Our Greatest Challenge?  One of our greatest challenges in Rotary is to better understand what type of expectations
new members of Rotary have. We need to take time & analyze what attracts new members & what will keep them in Rotary. One of the foremost needs of new members is a strong desire to feel that they are spending their time wisely. If they feel someone is wasting their time they have a tendency to avoid or eliminate whatever they feel is causing it. New members need to be able to see immediate productivity. They challenge us on a daily basis to teach them about Rotary at a quicker pace. We must prove to them that Rotary is an organization that they should be part of. Too many times we do not take the proper amount of time to reach out & help new members become part of Rotary.
New members must be educated quickly so they feel that they are part of the organization. The question is, are our Rotary Clubs attractive, interesting, & do they give all individuals a feeling of accomplishment? We all need to review our club’s attitude, environment, posture & direction. This will help to insure that we meet the need of the new Rotarian of the 21st century. During this process we must never lose focus of our duty & goals of being Rotarians. Most importantly, we must never compromise our beliefs. Instead, we must modify our goals & expectations to be realistic & give our members the ability to reach the goals. Our members must have the opportunity to feel they have accomplished something special & important. Consistent direction & understanding are the keys to a successful club!

“How Do We Understand the Need & Fill It?”

1. We need to demonstrate that our volunteer time is spent wisely.
a. Especially at our weekly meetings. (Remember, our club meetings are 1 ½ hours; this doesn’t include traveling time to & from work)
b. Make sure special projects start on time with minimum cancellations

2. In order to make sure weekly meetings are worth attending, make sure that:
a. The meeting environment is enjoyable & professional.
b. That clique groups do not dominate certain tables on a weekly basis.
c. The food is appetizing & served on time.
d. Weekly meetings have quality speakers.
e. The proper time is allotted to the speaker.
f. Special speakers are advertised to your membership in advance. This is a great opportunity for your club to have a guest day to entice new
g. A calendar is put together during the year that indicates when you will be educating your membership about Rotary.
h. Your meetings are fun and interesting by adding some levity.
i. Your club has greeters at the door to meet new and visiting Rotarians.
j. New Rotarians are introduced for a month (have them give short bios during one meeting). Make them feel welcomed. Not just once but many times.
k. Rotarians are recognized for completing special projects (A certificate of appreciation makes anyone feel great & appreciated).

3. We need to educate ourselves about the new Rotary.

a.  Remember all events need to have personal invitations.  Phone calling is the best way.  Trying to solicit participation during meetings generally results in minimum participation.  Many times individuals that would like to attend are not at the meeting during signups.

b.  Don’t make fun of educational seminars & meetings at club meetings.  We often talk Rotarians out of attending by the way we make the presentation. If we have negative feelings regarding the function, we should not be announcing or chairing the event.

c.  Have someone report weekly on something special happening in Rotary worldwide. The Rotarian magazine has many articles from which to choose. You might even have some fun & ask a Rotarian to explain what he/she read in the magazine about an event. Make sure that you do not embarrass Rotarians by the way you do it. Remember; add levity and fun while trying to educate.

d.  Have club discussions on what your Rotary District is doing & how individuals participate.

e.  Encourage Rotarians to attend training seminars (It’s a “must” that the club president & directors are attending. If they are not, this communicates that the function is not important.)

f.  Encourage Rotarians to attend International conventions. Make it a group event.

g.  Discuss The Rotary Foundation & why each of us has an obligation as Rotarians to insure that it remains strong & well-funded.  Many Rotarians feel that after they become Paul Harris Fellows they have fulfilled their obligation to the Rotary Foundation.  Encourage members to contribute more than the 1970s standard of $100 annual sustainer.   Many of us have the capability to give more to the Foundation, but many times we are talked out of it.  Foundation giving should be a budgeted item.  The amount that each club asks for as a goal should be the same or slightly more each year.  Changing the dollar goal yearly creates confusion & generally will result in lower giving.  If Rotarians understand the need, they are usually very generous.  On-going education is very important.

4. We need to take time on a regular basis to inform our membership about what direction our club is heading & how they can become a part of it.

a.   If you understand what you are doing, you are always more productive.

b.   Rotarians need to buy into projects. Don’t try to dictate to your club membership. It has been proven that if individuals feel that they are part of the decision & is educated regarding the subject, usually they are more willing to participate & productivity is higher.

c.  Always recognize Rotarians for participation & outstanding effort.
d.  Talk about club accomplishments & upcoming projects at weekly meetings.
e.  Mail information to the home so that spouses or significant others are aware of how they can participate or attend.

5.  We need to get new members involved immediately.
a.  Most new Rotarians will make a decision about whether to stay in Rotary within the first few weeks or months of becoming a member. We must keep in mind that years ago the new Rotarian gave much more time for the club to prove its value.

b.  Make sure that they are introduced weekly & ask 3 or 4 Rotarians to be their mentor. The mentors must introduce the new member to other members at weekly meetings. They must also invite the new members to attend club events or projects. We need to have more individuals within the club that make an extra effort to introduce new members & give them a sense of belonging to the club

c.  It is important that new members attend Rotary information meetings to educate themselves about Rotary.  These are generally provided throughout the year by your District Officers. Clubs should also have regular orientation meetings.

d. Make sure that someone from the indoctrination committee or a club director is talking to the new member weekly to see whether they are enjoying Rotary.

6.  We need to have more social events that give our membership the capability to make friends.
a.  Have BBQs at homes of members & invite all Rotarians that have been members for a period of two years or less. Insist that they attend & bring their partner. Make sure that you make a personal phone call & explain the object of the event.

b.  Wine tasting, horse racing, cruises & stage shows are just a few of the events that can be held to create better friendships. The events are important because they will include the spouse or the partner.

c.  Make an International Convention a club social event.
d.  Make club projects fun & self-gratifying by completing the project & then having a lunch or dinner following the project. Celebrate your success!

7.  We need to consistently educate ourselves on new ways of motivation.
a.  Motivation is one of the key factors in all Rotary clubs.
b.  When we speak we must always be positive. (If we are unhappy or have concerns about club procedures or events we must speak to the Club President privately).  Also, Rotarians should be able to question or state concerns at pre-designated club assemblies.

c.  When talking about up coming events & functions, use expressive positive words with a lot of emotion. Make it sound fun & interesting.

8. We must always have a door greeter.
a.  Door greeters make a club atmosphere warm & friendly.
b.  When new members or visiting Rotarians come in greeters can direct club individuals to talk to them & invite them to sit at their table.

9.  We must involve our membership in establishing club goals & direction.
a.  This makes them feel like they are part of the discussion & decision.
b.  It is important that they don’t have a feeling of being dictated to.
c.  Education leads to better understanding.

10.  We must be sensitive & never assume things.
a.  We need to take feelings into account. It’s not always what we say; it’s how we say it.
b.  The way individuals are treated determines whether they will remain members.

c.  When Rotarians fail to attend two meetings, they should be called &  asked how they are doing & told the club missed them. This should be done in a caring manner so as not communicate a feeling of being reprimanded.

d.  The most important message to be communicated: “Is there something our club can do to assist you?”

11.  We must always act & think in a positive manner.
a.  This is one of the foremost problems in Rotary. There are too many negative thoughts.

b.  Too many times we make jest of District events or Club events. We think we are being funny, but what we are really doing is minimizing the importance of the event or function.

c.  Positive attitudes help a club grow & mature. They add a comfortable level to the atmosphere.
d.  We must find solutions to problems & not be the problem.

12.  We must be willing to listen to new ideas
a.  We all have a tendency to not listen. Actually, we often listen, but we don’t hear.
b.  We become too complacent & unwilling to change.
c.  Stagnation is the number one problem in many Rotary clubs today.
d.  Most individuals do not like change. They have a tendency to squash good ideas because they are comfortable with the status quo.

e.  If a new idea is presented, appoint an ad hoc committee to investigate its feasibility. Make sure the committee reports back to the club on a timely basis.  Remember, it’s important to be receptive & not to squash new thought.

13.  We must be better organized.
a.  Clubs that are well organized create a professional atmosphere.
b.  Most individuals today do not want to waste their time or effort. Time is a very precious commodity.

c.  Speakers must take the appropriate time to prepare their presentations.  They must be informative & interesting. Too often their presentations are poor & have a negative effect on the membership.

14.  Leadership must demonstrate that they are willing to do something that they are expecting others to do.
a.  Often we ask Rotarians to participate or do things that we have no intention of ever doing ourselves.
b.  Good leadership always leads by example.

c.  We need to participate in club projects, District Events, & especially all events in which we solicit participation. If club leadership fails to attend, this minimizes the importance of the function. Think about how the individual feels that you solicited to attend when you are not in attendance.

15.  We must all become ambassadors of Rotary.
a.  We must always talk about Rotary in a positive manner. To many times we have a tendency to joke about or criticize Rotary.

b.  If we consistently educate ourselves about current events happening in Rotary, we are able to represent the organization in a friendly & professional manner.

c.  We need to take the time to speak about Rotary to friends. We often pass up great opportunities to invite possible new members to a club meeting.

d.  How many times have we complained to our friends about what happened at Rotary? Without even knowing, it we are turning them off to Rotary.

16.  Getting older Rotarians involved:
a.  Older Rotarians have a tendency to not attend meetings or events when they become senior active attendance exempt.

b.  Even though they are generally willing to do something for the club, they feel that because of their age they cannot relate to new members.  Eventually they often either resign or “fade into the sunset”.

c.  If an individual misses enough meetings, the desire to attend future meetings or events will diminish.
d.  Be creative in having tasks in projects that appeal to seniors & that they feel they can do.

17.  We must insure that our club has good speakers on a weekly basis.
a.  Speakers are often solicited at the last minute. This generally results in a poor program that is boring.
b.  This results in Rotarians feeling that they have wasted time & gives them a negative feeling about Rotary meetings.
c.  It increases the feeling of not wanting to attend future meetings.

d.  How many times have you heard a member of your club say “not that speaker again?”  How many times can an individual listen to a talk about a boring fuel cell or the same old government projects?

e.  Programs must be scrutinized carefully, planned far enough in advance & advertised to the membership ahead of time.
f.  Invite guests for super programs. This helps you sell Rotary to new prospective member.
g.  Have you ever given any thought to a speaker becoming a Rotary member?

Dear Club President and Membership Chair:  The letters were developed to help inform & welcome new members to your Rotary club, based on the belief that new Rotarians benefit from understanding the basic tenants of Rotary, as well as specific information about your club.

There are a total of twelve letters that should be sent each week (or whatever interval you decide) after a new member is inducted into your club.

Letter No. 1 Welcome to Rotary, Attendance     Letter No. 2 Communications     Letter No. 3 Classifications,  FourWay Test, Code of Conduct     Letter No. 4 Rotary Basics     Letter No. 5 Object of Rotary, Avenues of Service, Club Service     Letter No. 6 Vocational Service     Letter No. 7 Community Service     Letter No. 8 International Service     Letter No. 9 Youth Service     Letter No. 10 The Grace of Giving      Letter No. 11 Fellowship     Letter No. 12 Sponsoring a New Member

The letters are created so you may customize them specifically for your club.  Then you can update them each year with the annual theme & any other current information you may wish to add.  Please make these modifications to fit your specific club before sending out the letters by email or mail.  You are welcome to cut, paste & modify each letter as you see fit.  We hope this will supplement & assist with your new member orientation.  Our sole purpose is to make sure our new members feel welcome & a sense of pride in joining our fine Organization. Over the years we have not done a good job in Retention.  These letters may help in getting & keeping these new members in Rotary.

Date No. 1     Welcome to Rotary!


Congratulations on your acceptance to membership in the Rotary Club of Fredericksburg Morning. It is with great pleasure that every member of our Club welcomes you to this Rotary Club & to our International Organization.  This is the first in a series of twelve letters that you will receive weekly to convey important elements concerning Rotary, its purpose & mission. We ask that you give careful attention in your reading of the letters to help you understand more about Rotary & to assist you in engaging in the activities of our Club & Organization.

You have been invited to membership because your Sponsor recognized you as a person of good character & reputation, a leader in your profession. a leader in the community & saw in you the “heart of service.”  Although you have been invited to join Rotary, it will be through your own actions that you become a Rotarian—a term that means much more than just being a member of a Rotary club.

The first thing we ask is that you attend the Club meetings each week. In this way, you will have the best opportunity to meet the other Club members & learn about the activities of our Club.  Each of our members will make an effort to make you feel welcome, will to get to know you & then we ask that you also do your part.  Plan to participate in the weekly meetings as a greeter so that you can become familiar with the other members.  Sit at different tables each week to enhance your exposure to more members.  Volunteer to sell raffle tickets at the door or
to take notes for the weekly newsletter.

There is no probationary period in Rotary.  You are a Rotarian, just like every other Rotarian in our Club or in the world. First names are the custom that denotes we are all equals in Rotary.  Reach out your hand in friendship to all the other members & introduce yourself.  The members will be interested in learning about you, your profession, your family & your hobbies.  Through this interaction, you will also get to know each of our members.  Personal acquaintance & friendship are the cornerstones of Rotary & attendance at each meeting is very important to our Organization. Rotary meetings are held each week, & you are expected to attend at least 50% of the time. Greater attendance is encouraged because the absence of any member deprives the Club of the value of our diversified membership, contributions of all members to ongoing club projects & the personal fellowship of each member.  You will find that you miss a lot when you miss one of our meetings!

Please speak to me, or to any of the other Rotarians in our Club, with any questions. I look forward to seeing you at this week’s meeting.
Yours in Rotary Service,


Date  No. 2     Communications


Now that you are part of this Club, it is important to understand how to locate resources you may need & how to receive communications so that you are informed of the activities of the Club & District.

First things first:  Please speak to our Club Secretary Dona Drew at your earliest opportunity to share your current contact information so that you can be added to the Club roster & receive our weekly Club newsletter that includes information on the program & upcoming events.

Also, our Club is on the Web & Facebook! You will find lots of information, programs, events & fun photos.  (The Rotary Club of Fredericksburg Morning on Facebook.

Our Club is part of District 5749, one of 60 Rotary clubs in the District. Visit the District Web site & Facebook page to see what is happening in other areas, to sign up for District seminars, training opportunities & events.  www.Rotary5840.org & Rotary District 5840 on Facebook.

You can personally update your contact information on the Club Runner District website. !This is important for making sure you receive the monthly district newsletter, invitations to district events as well as other valuable information.

Our Club is a member of Rotary International (RI) and as a Rotarian, you have access to additional information & resources on the RI website, http://www.Rotary.org.  Go to Member Access in the right top corner & set up your own account using your email address.  In the Member Access area, you can see our Club’s goals & progress in many different areas.  Also, please take advantage of e-learning modules in different aspects of Rotary knowledge as well as other Rotary tools.

As you can see, there are many ways to connect via social media & the Internet with our Rotary Club, our Rotary District & Rotary International.  Please see me with any questions or assistance you may need in establishing your access to Club, District or Rotary International Web sites.

Yours in Rotary Service,

Rotary International

Date No. 3     Classifications


The first rule of Rotary is to “have fun!  We strive to make all our meetings & activities very enjoyable.  There is also a business side to Rotary – we want to be sure that your time is well spent.

When you joined our Rotary Club, you were given a classification that describes the principal activity or service of your business or profession (rather than your position).  Our goal is to have a wide variety of professions or classifications, represented in our Rotary Club. A broadly based membership not only provides a great business networking opportunity for our members but also gives us a more diverse set of resources to support the service projects of the Club.  We want our Club to represent a cross-section of this Community.  While direct advertising & business promotion is minimized at the Club meetings, you will find that you create an extensive network of business professionals by your active participation.

Rotary was actually founded on the idea of doing business with other members, especially because of our beliefs in high ethical standards & our adherence to the 4-Way Test:  Of the things we think, say & do,
1. Is it the Truth?
2. Is it Fair to all Concerned?
3. Will it build Good Will & Better Friendships?
4. Will it be Beneficial for all Concerned?

Business networking & professional development is a great reason to join Rotary along with the desire to make a positive difference in our local Community & the world. You will find the best results come from being an active participant in Club meetings & activities.  Through participation, you will become known as a person who gets things done & one that can be depended upon.  Each member’s experience is different, but who doesn’t like to do business with people they believe are trustworthy, dependable, ethical & are friends?

Rotary’s Code of Conduct was provided in your New Member packet. Please take the time to read this Document.

I hope you are enjoying the Rotary experience & meeting the other members.  Please contact me with any questions.

Yours in Rotary Service,

Rotary International

Date No. 4     Basics of Rotary


You are now getting to know more about our Club by attending the weekly meetings and meeting all of our Rotarian members.  But how did Rotary begin & what is the structure of this International Organization?

Paul Harris, a young lawyer, founded the first Rotary club in 1905 in Chicago, Illinois. He wanted to organize a club that would bring together a group of business & professional men, where they might recapture the friendliness & camaraderie of small town life that many of them had known.  The club was called “The Rotary Club” because members met in rotation at their various places of work.  Membership grew rapidly & the second Rotary Club was created in San Francisco, California.  The first International Rotary club was organized in Winnipeg, Manitoba, Canada in 1910.

Rotary clubs now exist in 200+ countries & geographical areas.  Although each club may have its own unique aspects of personality, culture, language, customs & traditions, all 34,000+ clubs operate in an almost identical manner.  The Standard Rotary Club Constitution outlines basic requirements for membership, attendance, weekly meetings, policies & procedures.  When a club is admitted to membership in Rotary International, it is required to adopt the Standard Rotary Club Constitution.  This Document gives the consistency of purpose & operations of Rotary clubs around the world.

Rotary International World Headquarters in Evanston, Illinois is sometimes called “The Secretariat.” The name actually describes the entire operations of the General Secretary & the 700+ member staff.  In addition to World Headquarters, the Secretariat includes seven Rotary International offices around the world. The Secretariat’s sole purpose is to serve the clubs, districts & administrative officers of Rotary International.

Rotary clubs are organized into Districts for administrative purpose—usually around 75 clubs & 2,700 Rotarians per district.  Our club is part of District 5840 with 60+ clubs 2,500+ Rotarians.  Rotary unites people around the world.  When you shake the hand of one Rotarian, you are shaking the hands of 1.2+ million other Rotarians, all working to enrich youth, ensure health, build communities & promote peace.

Yours in Rotary Service,

Rotary International

Date No. 5      Club Service


The Object of Rotary is to encourage & foster the ideal of service as a basis of worthy enterprise & in particular, to encourage & foster:
• The development of acquaintance as an opportunity for service;  • High ethical standards in business & professions, the recognition of the worthiness of all useful occupations & the dignifying of each Rotarians’ occupation as an opportunity to serve society;  • The application of the ideal of service in one’s personal, business & community life;  • The advancement of international understanding, goodwill & peace through a world fellowship of business & professional persons united in the ideal of service.  Five Avenues of Service support the Object of Rotary:  • Club Service  • Vocational Service  • Community Service  • International Service  • New Generations Service

Club Service relates to the first part of the Object of Rotary; the development of acquaintance as an opportunity for service. Club Service has to do with all the things we do in our club to help it function successfully: attendance at club meetings; fellowship & social events where we get to know the members of our club & their spouses & families; the Club newsletter; the Club Web site; & of course, bringing great programs to our weekly meetings.

Becoming an active member of our Club is a vital aspect of becoming a Rotarian.  We are pleased that you are attending our meetings regularly. We now ask you to select at least one committee in which to participate.

Yours in Rotary Service,

Rotary International

Date No. 6     Vocational Service


The Second Avenue of Service is Vocational Service, relating to the second item in the Object of Rotary that we presented in our last letter.  Vocational Service means that we use our professional & business talents & resources to serve others.  You became familiar with the concept of Vocational Service & our emphasis on high ethical standards when we discussed the classification system & its place in Rotary membership.

Vocational Service highlights the fact that Rotary was founded on the concept of networking & doing business with other Rotarians in addition to serving society.  One of the most common ways we support Vocational Service is through our work with young people in mentoring, leadership development, & ethics & character education.  These activities may be recognized either under Vocational Service or under our newest Avenue of Service, Youth / New Generations Service.  Activities that fall under more than one Avenue of Service are common & !in fact it is up to each club to decide where activities fit best.  But it is common practice to undertake projects in all our five Avenues of Service.

While working with young people is a great demonstration of Vocational Service, there are other ways, not necessarily involving youth, such as “Rotary Means Business” networking events or working to assist those in need of help in developing job-related skills or assistance in seeking employment.  We impact economic development in our Community & in other parts of the world through our focus on Vocational Service.
Creating awareness for high ethical standards in all business & professions is yet another way for us to support the Avenue of Vocational Service.  This would be a great time for you to present a brief vocational talk to our Club, highlighting your business to all of our members. Please contact our Vocational Service Chair Leigh Dempsey to arrange the best time for you to make your presentation to the Club.

Yours in Rotary Service,

Rotary International

Date No. 7     Community Service!


Community Service is likely what you were thinking of when you joined Rotary so you could make a difference in the Community.  As our Third Avenue of Service, Community Service refers to those activities that we undertake as Rotarians to improve our communities & serve the needs of those who may need our assistance.

Our Rotary Club undertakes a number of community-service projects each year & considers new projects as needs arise.  Do you have an idea for a new service project that you would like the Club to consider?  Some of our most impactful projects have come from our own members bringing their passion for service to our Club.

Community Service describes projects undertaken in our local community & an opportunity for every Rotarian to exemplify the motto of Rotary, “Service Above Self.”  Our Rotary Club is currently involved in the following Community Service Projects:   • OTTER reading program & Reading Rodeo  • The Skate Park for youth skate-borders & bicyclists   •Kraut Run to support literacy

We encourage you to participate in these projects & would ask that you to invite your spouse, your partner & your family to join us in our Community Service efforts.  Our Club also participates in “Rotarian at Work Day” held the last Saturday of April each year as a way to demonstrate & celebrate the difference Rotarians can make when clubs all around the world participate in a day of hands on service in their local community.

We welcome your strong arm & your strong heart for service as you join your fellow Rotarians in serving others in our Community & to improve the quality of their lives.  You become a Rotarian, beyond just being a member of our Rotary Club, by your participation in these service projects.  You help change the world through your efforts, your life will be changed.

Yours in Rotary Service,


Rotary International

Date No. 8     International Service


As a worldwide organization of Rotary clubs, we have the unique opportunity & ability to impact the world through humanitarian service in other countries, to undertake projects designed to assist those in developing countries, to support relief & recovery efforts in the wake of disaster & to participate in programs that advance international understanding, goodwill & peace.  This sounds like quite a tall order, but with our network of 34,000+ Rotary clubs in 200+ countries & geographic regions & 1.2+ million Rotarians in the world … anything is possible!

Simple ways to become involved in International Service & promoting world peace include getting involved with Rotary Youth Exchange. This is where high school-aged students from other parts of the world spend a year attending school in our community & getting involved in our Club’s current projects of supporting local high school-aged students’ spending a year attending school internationally & welcoming international students studying in our community & state.

Rotary has six Areas of Focus to guide our service work & provide the most success & sustainability for those we serve. These six Areas of Focus are

• Peace & conflict prevention/resolution

• Disease prevention & treatment

• Water & sanitation

•  Maternal & child health

• Basic education & literacy

• Economic & community development.

Beyond service to others, Rotary offers each of our members the ability to connect with people from all parts of the world through the International Convention, friendship exchanges & fellowships that provide the chance to make acquaintance with other Rotarians around the world.  When traveling, you have the ability to visit Rotary clubs anywhere in the world.  You will be welcomed simply because you wear the Rotary pin.  The Rotary pin should be worn everyday & when you wear this pin it says:   I am dependable   I am reliable   I am available    And I give more than I take.

Yours in Rotary Service,

Rotary International

Date No. 9     Youth Service


Our newest Avenue of Service came about in 2010 when Youth Service was designated to recognize the positive change implemented by youth & young adults through leadership-development activities, involvement in community & international service projects & exchange programs that enrich & foster world peace & cultural understanding.

Our Club is extremely active in Youth Service. This Avenue includes programs & projects involving young people under the age of 30. Projects include reading to elementary school children & “partnering” with Fredericksburg Independent School District to help prepare students for job interviews & to donate books for school children in our community.  We provide career speakers & mentors to widen students’ career-related plans & sponsor leadership & ethics training through area students’ participation in Rptary Youth Leadership Award program; & awarding scholarships for graduating high school seniors headed to vocational school .

There are many opportunities to join one of these committees & to get involved in Youth / New Generations Service!  Also, consider how your family members or friends may want to know more about the wonderful Youth / New Generations programs offered by Rotary.  Hosting one of our exchange students is a wonderful way to bring the internationality of Rotary into your own home, allowing your own children the chance to learn about another culture without leaving their home or school.  The relationships formed through Rotary Youth Exchange often last a lifetime, with our members maintaining contact with their exchange sons or daughters long after the exchange is completed.

Our five Avenues of Service provide many opportunities to get involved.  We encourage you to find the projects or program that you would like to get directly involved in with our Club.  We ask that you contact one of our Committee Chairs to join a committee this week.  All Committee Chairs are listed on our club Web site. Please see me if you would like to discuss which committee would be the best fit for you.

Yours in Rotary Service,

Rotary International

Date No. 10     The Grace of Giving


Through Rotary, you are part of something larger than yourself.  Our combined efforts leverage the talent, time & resources each of us bring to our Rotary membership to help make a difference in our Community & the world.  In addition to your active participation, the financial support that you give to Rotary is also important.  Beyond dues & cost of the lunch each week, a commitment to financially supporting the Club, our projects & The Rotary Foundation are part of being a Rotarian.

By now, you have seen many cases of Rotarians purchasing tickets to be eligible to draw a card — that might result in the member’s receiving half of an ever-growing amount of money.  Typically, each member of our Club commits to personal donations in the amount of at least $100 per year, plus a nominal amount for other donation opportunities.  Donation opportunities accumulate during the year to fulfill the financial commitment you make to the Club.  Some members choose to be recognized beyond the minimum amount. However, that is strictly up to you.

You may also have seen cases of Rotarians “paying” for the privilege to promote or brag about their business or paying because they have been featured in a newspaper or some other public recognition.  This is a fun way to acknowledge success * give our members the chance to highlight their business.  Additionally, you will be asked to support our fund-raising efforts to fund Rotary projects.  Success of the fund-raising events depends on the full participation of our membership.  Finally, we want to make you aware of The Rotary Foundation, the charitable arm of Rotary International, which enables us to significantly impact the world through our humanitarian work.

The Rotary Foundation, funded primarily by Rotarians, makes grants possible for local community & international global projects.  The mission of The Rotary Foundation is “To Do Good in the World.”  Please consider making a contribution to The Rotary Foundation each & every year.  Your contributions accumulate from year to year.  When your contributions total $1,000, you will become a Paul Harris Fellow, named after the founder of Rotary.  In Rotary, this is one of the highest Rotary recognitions you can receive.

Contributions to The Rotary Foundation make substantial changes in the world through our combined efforts … like our fight to end Polio in the world & supporting our six areas of focus — peace, disease prevention & treatment, water & sanitation, maternal & child health, basic education & literacy & economic & community development.

I am proud to be a Rotarian.  I hope you are too!

Yours in Rotary Service,

Date No. 11     Fellowship


Hopefully you are enjoying these letters, & they are helping you understand the larger world of Rotary & some of the working details of our own Club.  Most Rotary clubs meet weekly & in this way the members get to know each other in a professional & personal sense.  It also enables members to discuss & further the Club’s service goals.  Of course, let’s not forget to mention our outstanding programs & speakers!

Your weekly participation is important to the success of the Club.  Your attendance each week provides the maximum benefit to you & the other members.  However, if you are unable to attend a weekly meeting for some reason, there are ways to “make-up” the meeting for attendance purposes.  These “make-ups” will only add to your Rotary experience.

One way to make-up is to visit another Rotary club within 14 days before or after you miss a regular meeting of our Club.  Our Club newsletter & Web site lists some of the local clubs at which you could make-up or if you are traveling, please check the Rotary International Website.  You may also download the Application “Club Locator” on your phone or computer.  This site lists every club in the world, indicating where they meet & when the meet.  Visiting an international club is quite an experience in seeing the worldwide nature of Rotary.  You are welcomed at Rotary meetings anywhere in the world.  When planning travel abroad, request a club banner from our Club Secretary to present to the Rotary club president where you visit.  You may also be offered a club banner from the international club to bring back to us!

Another way to make-up a missed meeting is to attend a social event of the Club.  We encourage you to include your spouse, partner or family members in our social events to strengthen our friendships & our network through the “Family of Rotary.”  Service projects, board & committee meetings can also be counted as make-ups.  And there are even on-line e-make-up meetings available to you 24 / 7.  With all these options, it is easy to exceed the attendance expectations!  You get the opportunity to meet new Rotarians & take part in their informative & inspirational activities.

Yours in Rotary Service,

Rotary International
Date No. 12     Sponsoring a New Member


The honor of becoming a Rotarian is only surpassed by sponsoring a new member.  Think of your own sponsor, the person who reached out the hand of friendship to invite you to become part of our fine Organization.  Your Sponsor thinks very highly of you & wanted to share the enrichment & enjoyment of Rotary with you.

Our challenge to you is to invite one of your professional associates or friends, someone with your same outstanding character & reputation, to join Rotary. Consider people who you believe have high ethical standards, are leaders in their profession & in the community & who have the heart for service.  Sharing Rotary with others is an important responsibility of each Rotarian.  Share what you have gained from your time in Rotary: friendships with people you might not know any other way; networking opportunities with business & community leaders; & the opportunity to make a significant difference in our Community and the world.  We recommend that you invite the person you think might be interested in Rotary membership to attend a meeting to see how our Club operates, just as you did.  Maybe even invite them to one of our Community service projects so they can see the Club in action.

We strive for our Club’s membership to reflect our local business & professional community. representing a broad range of professions with diversity in age, gender & ethnic backgrounds that truly reflect our Community.

Our club has a simple procedure for sponsoring a new member & our Club Secretary Dona Drew or I can provide you with a proposal card & explain the process to you.  When we Engage Rotary, we change the lives of those we touch & then our lives are changed forever.
Thank you for being a Rotarian.

Yours in Rotary Service,

Rotary International


Being A Rotary Mentor  Objective:  To enhance the integration of new Rotarians into a Rotary Club by providing experience, consulting & personal support.

Qualifications & Considerations:
1.  Ideally, a Mentor is someone that is very passionate about Rotary.
2.  A Mentor should have extensive knowledge of Rotary including his/her club.
3.  Often, sponsors DO NOT make good Mentors.
4.   Being a Mentor is a fun job but must be taken seriously!

1.  A  Mentor should meet with the new Rotarian at the weekly meeting & sit with them.
a.  A Mentor should introduce the new Rotarian to different Rotarians weekly, starting with Board members & committee chairs.
b.  A new Rotarian should have a primary & secondary Mentor.

2.  A Mentor needs to be proactive & continually ask the new Rotarian if they need anything or have questions or concerns on a regular basis.

3.  A Mentor needs to personally invite the new Rotarian to club events/functions including the new Rotarian’s partner or spouse.  (A phone call is always best since emails are not warm & fuzzy.)

a.  A Mentor needs to explain the purpose of the function.
b.  A Mentor needs to sit with the new Rotarian at the function to introduce him or her to others.

c.  A Mentor must always be positive about Rotary functions & remember that personal, negative feelings should not be expressed to new Rotarians.

4.  A Mentor needs to promote Rotary Education& attendance, for example:
a.  District Assembly (Also called “Rotary University”)
b.  District Conference

c. Avenues of Service

d. International Convention
e. District Cabinet Meeting
f.  Reading“The Rotarian”magazine & discussing articles with the new Rotarian.

5. A Mentor should encourage giving to the Rotary Foundation.

6.A  Mentor needs to develop a friendship with the new Rotarian.  For example:
a.  Invite the new Rotarian to the Mentor’s home for dinner or parties.
b.  Learn about the new Rotarian’s family. c.   Show that you care about the person.

7.  A Mentor should attempt to track the new Rotarian’s attendance at Club Meetings, Club Functions & District Events & follow up with the new Rotarian, if they do not respond affirmatively to invitations.

8.  Mentor should take the new Rotarian to visit at least two other clubs.

9.  A Mentor should take the new Rotarian to a club board meeting.

10.  A Mentor needs to get the new Rotarian involved in club projects & committees by helping them to identify & join a committee of interest.

11.  The#Mentor#should#monitor#the#new#Rotarian’s#Red#Badge#Requirements.#

12.  The Mentor should get feedback from the New Rotarian on how they feel about the club.  The Mentor should inform the club leadership of those feelings.

A New Friend  Mentoring Worksheet     It is recommended that the mentor be someone other than the sponsor.
Name: ____________  The members of the Rotary Club of___________ are pleased to help you learn and explore the many facets of Rotary. __________has been assigned as your mentor and will serve as your go-to person when you have any questions about your new Rotary membership.  Completing the items listed below within six months will give you a broader view of the
opportunities for Rotary service. If you haven’t received copies of all of the publications listed (including the videos), ask your mentor about borrowing them from the club library. Review this form with your mentor each month, and deliver it to the club secretary within six months of your induction.  Action/Activity Date Completed
1.  Attend the new member orientation meeting(s) as prescribed by our club. ____________

2.  Read two or more of the following RI publications (preferably all):
A. The ABCs of Rotary ____________
B. A Century of Service: The Story of Rotary International ____________
C. The Rotary Foundation Quick Reference Guide ____________
D. Rotary Basics ____________
E. How to Propose a New Member ____________

3.  Watch two or more of the following RI videos/DVDs (preferably all):
A. Every Rotarian, Every Year ____________
B. PolioPlus: A Gift to the Children of the World ____________
C. Rotary & the United Nations: Connecting the Local to the Global ____________
D. Service Above Self: A Century of Extraordinary Purpose ____________

4.  Attend one or more of the following club functions:
A. Informal or social activity ____________
B. Board meeting ____________
C. Committee meeting ____________
D. Project activity ____________
E. Other (to be determined by club) ____________

5.  Complete one or more of the following tasks:  A. Serve as a greeter at a club meeting. ____________  C. Make up a meeting at another club. ____________  D. Other (to be determined by club) ____________

6.  Experience the internationality of Rotary by participating in at least two of the following activities:   A. Host an Ambassadorial Scholar / Group Study Exchange team for a meal or other activity. ____________   B. Host a Rotarian from another country in your home. ____________   C. Invite a non-Rotarian to apply for a Foundation scholarship. ____________   D. Join a Global Networking Group. ____________   E. Participate as a Rotary volunteer in a World Community Service / PolioPlus project. ____________   F. Other (to be determined by club) ____________

7.  Attend one or more of the following district meetings (listed in order of priority):

A. District Conference scheduled date:___________   B. District assembly scheduled date:___________  C. Foundation seminar scheduled date:___________  D. Other district meeting ____________

8.  Choose a club committee on which you would like to serve. ____________

9.  Accept an assignment to serve on a club committee. ____________
10.  Extend Rotary to others through one or more of these actions:
A. Invite a guest to a Rotary meeting. ____________

B.  Propose a new member. ____________

C.  Refer a candidate for membership in a club other than your own by completing the online referral form at http://www.Rotary.org .

The Only True Measure Of An Effective Club Is Its Ability To Attract & Retain Members!
How can Rotary clubs & districts measure their effectiveness & be fairly compared with other clubs, districts, zones & regions when there are so many variables related to size, culture, & economy?

Analyzing effective clubs, we find that they know their Brand identity. Because effective clubs know their Brand identity, they are selective about who they admit into membership. Because effective clubs know their Brand identity, they know the Brand’s promises they have to deliver & find it easier to retain members because they fulfill those promises. But an effective measure to use for comparison has been fleeting – until now.

A recent Zone 34 Retention Central posting discussed the Retention+Growth Rate (RGR) Index. The significance of this simple measure is that it incorporates a club’s growth rate, new members inducted & retention rate. As Director John Smarge said in his 2011 International Assembly speech, “On 30 June 2003, we had approximately 1.2 members in 31,551 clubs. As of 30 June 2010, we had approximately 1.2 million members in 34,103 clubs. Since 2003, we have added 2,552 Rotary clubs yet only increased our overall membership by 226 members. Shocking?

Even more disturbing is that in this seven-year period, we inducted into our Rotary clubs more than 1.1 million members.”  One of the major reasons the 1.1 million new inductee number brings gasps from Rotary audiences is that Rotary leaders at all levels have not paid attention to retention rates or the number of new members inducted, only net growth numbers based on interim cutoff dates instead of semi-annual reports. The long-standing tradition of presenting clubs with Presidential Citations & Governor Awards based on interim net growth rates was & still is, standard practice. Based on the number of citations & awards issued in Director Smarge’s referenced seven years, if this measure had been even close to realistic, Rotary’s worldwide membership should be approaching 1.5 million today. But we all know what happens & why i.e. the interim cutoff date has the unintended consequence of encouraging district & club leaders not to remove resigning members until after the cutoff date in order to qualify for citations &/or awards. This practice eliminates the retention/new member effect & prevents it from entering our collective consciousness.

The next three examples of the net growth rate approach demonstrate where the real issues lie.  Example 1:  A club of 70 brings in 20 new members but loses 17, resulting in a net growth of three. The net growth is good, BUT they lost 17 members throughout the year, giving them an annual retention rate of 75.7%. That could signal a problematic club, but no flags are raised.  Example 2:  In the same district, a small club of twenty brings in five members & loses four. They have a net gain of one, but their retention rate is 80%, which should signal caution. Again, no flags are raised, yet both clubs would most likely receive recognition for jobs well done.  Example 3:  A similar small club of twenty brings in one new member & loses one. They get no recognition even though they had a retention rate of 95%, which is better than the RI goal of 93.4%.

A danger lurks.  If clubs are encouraged to rely strictly on retention rates as their measure, they may become so successful that they retain themselves into oblivion.  After all, members are to successful clubs’ bottom lines as profits are to successful businesses’ bottom lines.  Clubs, to survive, should continue to advance the Object of Rotary by developing acquaintances with new local business, professional & community leaders as they replenish normal attrition & increase in size. That is where the RGR Index comes into the picture. In the above examples, the club of 70 would have a growth rate of 4.3% resulting in an RGR Index of 80 (75.7 + 4.3 – drop the % sign). In the smaller clubs, both beginning the year with 20 members, their RGR Indexes would be 85 & 95 respectfully.  So which club or clubs should be recognized for a job well done?  To attain a 95 RGR Index, the club of 70 would have had to grow by 14, meaning they would have had to induct 31 new members & retained them all.  Which clubs should concentrate on retaining members & which should work on attracting new members?

Since Rotary is known as a ground up organization, what is stopping Zone 33 & 34 district & club leaders from initiating the RGR Index method of measuring club membership development effectiveness?  It is an accurate measure of any club’s ability to retain & attract members regardless of size or location.  With today’s data processing systems, there is no reason clubs or districts cannot track RGR indexes, or that district & Zone leaders could not devise methods of recognizing clubs & districts by RGR Indexes, all based on semi-annual reports, not interim cutoff dates.  As we continue Building Communities Bridging Continents, we must Reach Within to Embrace Humanity & pioneer new methods of helping clubs develop & refine their Brand identity while gauging their effectiveness.  The RGR Index measure would help districts and clubs identify problem areas which should lead to more effective seminars, assemblies & conferences.  And that would be delivering Rotary’s Brand promises.

Rotary clubs do not make communities, Rotary clubs make communities better.

3 Tips on Engagement
We make Engagement (or retention) a mystery and hard to achieve.  The truth is it is simple.  “Every new member needs three (3) things:”
1. A friend in Rotary to whom he can constantly turn, who will walk beside her, who will answer her questions, who will understand her problems.
2. An assignment.  Activity is the genius of Rotary.  It is the process by which we grow like the muscle of my arm. If I use them, they grow stronger.  If I put them in a sling, they become weaker.  Every member deserves a responsibility. The Club President may feel that the new member is not qualified for responsibility.  Take a chance on him.  Think of the risk Rotary & your Club took when they elected you.  An assignment should be given the day they join.  Any later & you will lose them.  Of course, the new members will not know everything.  They likely will make some mistakes.  So what?  We all make mistakes.  The important thing is the growth that will come of activity. They will have the fellowship of the other members. They will become one of a vast body of Rotarians throughout the world, men & women of integrity & faith who love Rotary & seek to move forward this work.

3. Every new member must be “educated on the concepts of Rotary.”  They need to understand what it is when we say Service above Self.  Hold regular firesides for new Members.  Two new tips have been advanced this year at your Club Meetings.

4. Benefits of Rotary: Review the “Why Join Rotary” page found in the President’ folder using one idea from it each week.

5. Make Engagement a Key Focus: Every Club should have a Member Engagement/Retention Chair & Committee that is a part of the Club’s overall Membership Committee.  These individuals are to be singularly focused making sure that the Club is focused on keeping its members. A critical piece of retaining members is to listen to the needs of that member & to ensure the Club is satisfying those needs.  Annually, the Members Engagement/Retention Committee should provide a structured means of connecting with every member to ensure that they are engaged, as suggested by these retention tips.

PERFECT ENGAGEMENT  How to Engage Members & Build Stronger Clubs  Modified from the Rotary Club of Newark, Ohio, USA

Many clubs are creating innovative ways to keep members engaged without the mandatory attendance at weekly meetings. There are many ways members participate & support Rotary. With this simple program, Rotarians can receive “points” or “credits” for engagement.
For example, a Rotarian receives a point for attending a committee meeting and five points for chairing a committee. Points may also be applied based on the contribution level to The Rotary Foundation. Club officers and the club members work together to build consensus on establishing the appropriate points for each activity.

This tracking program can be evaluated on a quarterly basis to assess the activity level. Too often clubs wait to engage members only when the dues are owed. By having a constant tracking of activity, the club can gauge if a member is likely to renew. This program can assist the clubs officers to determine if the club is providing the type of projects and variety of activities the encourage members to participate.  Members never want to feel that they are being judged; they’ve joined to provide service at their local community & to engage in friendship & fellowship.

Develop a list of activities (see sample)     Assign points for each activity     Determine a tracking timeline (quarterly, monthly, etc.)     Establish a minimum level of points needed per quarter, month, etc.     Create a system for reporting and tracking points (see attached sample)   Communicate the Plan

Sample Activities for Points:   Activity Point Value   Attending weekly club meetings   1 per meeting   Attendance at committee meetings 1 per meeting   Participating in volunteer service projects 2 per hour of service   Club events 1 per hour of activity   Hosting monthly social events 5 per event   Using member’s professional skill to assist club 1 per meeting   Volunteering at a club function 1 per hour   Creating a new committee to support a special-interest area   Contributing to The Rotary Foundation 5 points per US $100/year    Researching a new club project 2    Organizing an outing for members outside of weekly meetings.    Sponsoring a new member 5    Host an exchange student 25

Chair a committee 5    Serve on the Board of Directors 12   Serve on a district committee 5   Attend district conference 2 per day

Attend an International Convention 5 per day

Once your club has agreed on activities & points, be sure to communicate the program to the members.     The communication needs to be positive & motivating to the members. This program can only be successful if the majority of the members are in support.

PERFECT ENGAGEMENT    Sample Perfect Engagement Template  Activity Attend  Club  Meeting  Attend Committee Meeting   Participate in Volunteer Service   Projects    Chair Committee   Create a Service Project   Attend District Assembly   Host an Exchange Student   Serve on District Committee    Points  Total    Point Value    1 per week   1 per meeting   1 per hour of service

Business Planning For Rotary Clubs   Vision Goal Task Project  Leader’s Guide
Table of Contents     Definitions, p. 3     Flowchart, p. 4     Overview, p. 5;     Introduction, p. 5;     Time For Action, p. 6;     Pre-Session, p. 7     General Session, p. 8     Session Set-Up, p. 8;     Welcome & Announcements, Introductions, p. 8;     Vision Review, p. 9;     From Goals to Projects, p. 9;     Designing a Membership Project, p. 10;     Project Design Process, p. 12;     Planning Activity by Area of Responsibility, p. 14;     Vision to Action Plan Design Worksheet, p. 15;     Follow-Through Discussion, p. 18;     Club Positions, p. 20;     Strategic Initiatives, p. 23;     Notes, p. 25

VISION = Result of Club Visioning exercise or some other planning process
GOAL = One of the objectives identified and agreed upon by the club in the planning process
PROJECT = A specific measurable activity that moves the club toward achieving the GOAL
TASK = One specific action required for the success of the PROJECT

LEADER’s GUIDE    Curriculum for Business Planning for Rotary Clubs

OVERVIEW  The Vision to Action Plan Seminar is a next step for a Club that has completed a process such as Club Visioning.  To complete this seminar the club must have identified Strategic Initiatives that the club members have embraced for their Rotary Club.  The club directors & officers will refer to these Strategic Initiatives to guide them in the creation of tactical Action Items that will be detailed within the Project Design Worksheet.  Through the course of this seminar each officer, director & committee chair that participates will complete a Project Plan Worksheet for each of their major tactical planning areas providing them with a clear plan of action for this coming year.  In addition to the individual tactical plans created for each club leader as it relates to his or her position,  the group works collectively on Membership which is considered to be a Shared Strategic Initiative & requires the involvement of all club leaders. These shared initiatives are planned for a three-year period & as part of the ongoing process the club would revisit & adjust these plans once each year.

The first step in participation is to identify Club Leadership who will participate in the seminar; in larger clubs this may include committee chairs. Some clubs may choose to engage committee chairs or other leaders responsible directly for an event or program that would benefit from the creation of tactical action plan defining the next steps.

Upon completion of the Project Design Worksheets the plan information will be entered into a website that provides confidential access to the club leadership, which will allow for progress against the tactical plans to be reported & then measured against the original timelines established.

INTRODUCTION  Action without vision is often wasted. Vision without action is just a dream. Rotary International President Luis Vicente Giay, 1996-97   Rotary leaders recognize the crucial role of effective planning for Rotary Club success. Many clubs & Districts have participated in a Vision Facilitation program that helped them define their missions, strengths, challenges, and especially, priorities. Such programs promote & include the necessity of follow-up action plans.     However, the vision work is often ignored or viewed as out of date.Without effective follow-up, a vision process may enthuse & enliven participants in the short term, yet generate few or none of the envisioned actions or results.     The goal of this Business Planning for Rotary Clubs program is to assist clubs to move from vision to action.

Time for Action   Clubs can benefit from basic strategic planning concepts in a straightforward Business Planning for Rotary Clubs procedure, led by a small team of non-Club-member District leaders in a program of approximately three hours. Such a program could:

􀁸 Be thorough yet uncluttered & easy to follow
􀁸 Take the club’s vision & create Tactical Action Plans

The planning seminar will include three basic segments:
􀁸 General skills in creating & writing action plans

􀁸 An exercise to develop a shared vision initiative for club membership

􀁸 Individual director/officer action plans in areas of responsibility In this Leader’s Guide, several ‘background’ comments are included in blue.

Club has completed a Visioning process & has identified related goals & priorities.

1. District Planning Chair & assigned Business Planning Team Leader meet with Club President, President-elect, President-Nominee & other club leaders identified by the President & President-elect.  Because of the tremendous impact that this program can have on club success, be enthusiastic & positive about this process. Congratulate them for starting it & let them know that you are their partner & supporter!  This session may be conducted electronically if desired & should last approximately one hour.

a. Club leaders confirm voluntary participation & commitment to involve members in process and follow up. 80% of the Board of Directors & committee chairs to be in attendance at session.
b. Club leaders and Planning team member(s) review and reaffirm any previously developed Vision statements & Mission Statements

c. Team Leader explains the purpose and structure of the general session

2. Club appoints member as Planning Coordinator
3. Session details established — date, venue, # involved, etc.
4. Depending on the strength or applicability of previous Vision or Planning work, club leaders may conduct a new goals survey for Club members

Session Set-Up:

􀁸 The team will be the assigned Business Planning Team Leader as Presenter, the District Business Planning Chair (or other assigned Business Planning Team Member) & the Club Coordinator.

􀁸 Club provides tent cards with names & roles of each participant on each side, to be placed on tables.

􀁸 Round tables may be best because of small-group activity during the session.

􀁸 If a meal is planned, Participants arrive 30 – 15 minutes before start of session, get food, get ready. Avoid heavy or sleep-inducing foods, avoid alcohol ‘til afterward!

􀁸 Maximum 3 hours for the planning session.

􀁸 Using the Visioning results for the club (received prior to the meeting), the Team Leader creates a flip chart page for each Avenue of Service or area of responsibility, showing the top Goals for each category. These pages are posted around the room prior to the session – for visual emphasis during the session and for discussion in the Action Planning segment.  Welcome & Announcements, Introductions 15 minutes
Team personally greets & introduces self to each participant.

Leaders’ Note:
􀁸 Open with brief explanation of process & agreements for session – one conversation, everyone
participates, etc.

􀁸 Explain that your roles are as training leaders . . . with their permission you will be helping to move the conversation along, & you will gently provide guidance to stay on topic and on time!  You will also be providing in the Vision to Action process. And, state that you may also offer comments based on your experiences in consulting with other clubs –though they are the best judges of what their club will do.

􀁸 Now might be a good time to comment that this process is all about the future.We are not here to find fault with the past, criticize past choices, etc. – let’s agree that past issues are useful for lessons learned, but do not have to determine the future.  State the purpose & intended results of this workshop:  e.g., “To end this session with a planning process & several of your agreed-upon Goals – based on your Vision for your club – developed into working project plans that you can begin immediately. . . . & to be able to use that project design for other projects. ” (You may make reference to what the board stated that it wants from this session.)

Vision Review 30 Minutes
􀁸 Review Mission Statement & Vision results and Survey results if one was taken
􀁸 Add any thoughts from the assembled group

o Suggestions for Leaders’ questions:
􀂃 Does this vision excite & motivate you? Make you proud? [Look for smiles.]
􀂃 Is it stated in a way that is easy to share with other members & new members?
􀂃 Can you envision the accomplishments that are possible with this vision becoming (& remaining) a reality?

Review previously identified Club Goals from Vision Session, Member Survey or Board determination.  Club Goals are accomplishments that, once in place, further the Vision & take the club where it wants to go.  Review key Goals in areas of responsibility for those present from the flip charts on the walls of the room. Be sure to include Membership.

􀁸 Is there excitement & energy behind this? Are we eager to get going?
􀁸 What measurable results will we have? What impact? Can we envision them?
􀁸 Is it big enough to challenge us & arouse sustainable enthusiasm?

Leader: you are encouraging them to pick goals that they are really excited about. Look for smiles, chatter, engagement.

From Goals to Projects 45 minutes, including the Membership exercise Club Goals usually involve several projects. This is the art of ‘chunking down’ – dividing the aspects of our priorities into defined projects. Most clubs have visions of being “excellent” or “providing life-changing service” . . . Goals flesh out what that looks like. What we DO to be “excellent” – what actual services change lives?

A project has a beginning, middle & an end. It is finite (unlike a Goal, which typically generates many projects that will overlap).

Achieving some Goals will involve instituting best Practices rather than, or in addition to, developing specific

Projects. Practices are on-going activities that become part of the “culture” of the club.  Describe this membership example:

􀁸 Vision: Vital, thriving, growing/retaining membership that serves the community with dedication & creates an empowering atmosphere of friendship & mutual support.

􀁸 Goals: Grow by an average of 3% per year; Raise retention rate to 75% year-by-year; Achieve stable membership of between (#) and (#); Raise attendance to 80% average; Assure that each member has a role in the club; Have thriving committee structure.

􀁸 Project possibilities: Admit 3 new members within 5 months; Have 15% more members within one year; Raise weekly meeting attendance by ___%; Revitalize club meetings; Create & Implement Member Mentorship program.

􀁸 Practices: Membership Committee members ensure that new members are greeted at the door & welcomed at each meeting.

Designing a Membership Project
Use the Club’s Membership Goal for this exercise.  Note: This information is to be presented/discussed in the total group. Small groups are formed later in “Activity” segment

1. How we get there: From Goals to Projects   Review the Club’s Membership Goals
􀁸 List 3 desired accomplishments (Goals) on a flip chart page
􀁸 Ideas from the Member Survey might also be included
􀁸 Discuss SMART goals (Specific, measurable, achievable, relevant & time-specific — or other preferred Goal criteria.) & . . . be open to the possibility of miracles.

2. Choosing how to carry out Goals
􀁸 Discuss the different ways that Goals may be carried out, e.g.: — Run through a few examples so that participants can clearly see the difference.

A. Some Goals need to become Projects; these would call for the Project Design that is presented below. Examples:
􀂃 “Bring Membership to 50”
􀂃 “Raise $50,000 for scholarships.”
􀂃 “Complete Clean Water project in Nicaragua”

B. Some Goals need not be full-blown projects, but instead call for specific practices to be put into place; these would need a short list of actions to take along with dates & persons accountable.
􀂃 “Have a friendly, welcoming environment in our club.”
􀂃 “Make club programs more interesting & allow no boring speakers.”
􀂃 “Hold more family-friendly social events.”
Consider: How will you measure these accomplishments?

C. Many Goals are quite large & may call for several separate projects to achieve them.
􀂃 “Be the Go-To Service Club in our community.”
􀂃 “Raise our profile among leaders & active community members.”
􀂃 “Raise $500,000 for Polio Eradication.”
􀁸 Reminder: All Goals & projects are rooted in club’s Vision / Mission.

o Rotary Example:

VISION: “Have a Vibrant, Irresistible, High-Powered Rotary Club”

GOAL: “Increase our membership by raising our profile among leaders & active community members”

PROJECT: “Participate in community events & organizations with potential members” (Calendar activities & member assignments)

PRACTICES: “Have procedures in place for orienting and inducting new members.”  Note how we can choose positive, inviting, pull-forward language that inspires our members. It is not inspiring or powerful to use words such as: “Stop the bleeding of members” or “Reverse our bad retention rate” or even “Grow the club.” Language affects perception & perception affects action.  Much of the leadership that you demonstrate & that these club leaders bring back, will be conveyed through empowering language!

3. Developing potential Membership Projects
For each of the Membership Goals listed on the charts, discuss possible Projects and Practices that would enable the club to achieve the desired results.  On one flip chart page, list the possible Projects that the club might undertake to accomplish their Membership Goals. On another flip chart page, list the Practices that would be helpful in accomplishing those Priorities.  Guide the group in selecting two Projects to develop in detail. (If the Membership Chair is present, this person might be the one to select.)  For each of the Projects identified, create a flip chart page and conduct a discussion to determine the following:

Intended results     Key people and their roles     Actions to take     Time-line for those actions     Budget implications     (Have the District Planning Chair or another “neutral” individual scribe for this discussion.)

Project Design Process 20 Minutes  Note: This is a skills training presented by the Team Leader. Discussion and questions can be included in the presentation.  The essential elements of project design, plus conclusion/celebration:

1. Name of Project

2. Intended Results    This can be thought of as “Begin with the end in mind.”  Here, we state the intended, measurable / observable outcomes of the project.  Language is important!  Use strong, measurable terms. Avoid the use of weak terms such as “better” or “improved”, “less this” or “more that”. . . asking instead: what’s our target? Where do we want to be? Example: “Our club has grown by XX%”  Phrase the result in positive terms. Not “Stop the loss of members” but “Have 60 committed, involved, high-participating members.”

3. Key people and Their Roles: Membership Chairperson, Orientation chair, etc.  Who will be accountable for the progress of this project? Who is involved?  What roles will they take?  This will be absolutely key to the club’s success! This is not just about filling in names and ‘dragging’ people into roles!  This is an important leadership conversation.Many projects stall because it is unclear who is doing what, because enthusiasm falters, and a sense of urgency fades away. Use this conversation to let club members talk about motivation and how to sustain it – taking leadership regardless of what role one has.  It would be great to have a talk about delegation vs. enrollment and motivation,  in the context of accountability. Simply ‘handing off’ an assignment can lead to lethargy and failure. A good time to emphasize this could be at the end; see further notes on last page.

4. Tasks to complete & Time-Lines
What are some things that need to be put in place? Some of these items may become offshoot projects themselves. Examples:
􀁸 If membership growth is your intended result, you will likely need a high-functioning, enthusiastic Membership Team, a certain number of guests invited, or a successful enrollment campaign.
􀁸 If you are providing a well overseas, you may need plans to purchase equipment, a partner on site, or raise $10,000.
􀁸 If you are installing a vegetable garden at a school, you may need to secure a proper site, plan, seeds, tools, soil, etc., — and a plan for maintenance.  What issues & questions need to be resolved so that this project can be achieved? These could be practical, such as: “How will we raise the money?” or “Can we get permission to put in this program?”  Or more relationship-oriented: “Do we have indication that at least 50% of our members will participate?” “Do we understand why members have not been inviting guests lately?” “Shall we do this on our own or with another NFP?”

a. What kind of program would best suit our club?
b. Which demographic or industry areas are under-represented in our club?
c. What changes would inspire members to invite guests more often?
d. What are the major controllable reasons that members leave; & what can we do to change them?
e. Will we need a larger meeting space when we grow?  Keep the participants focused on the future. Don’t let the conversation slide into blaming, grousing about past practices, or trying to figure out what went wrong!  If this happens, you can move the conversation forward by a comment about what’s been learned that will be of use as we go forward. Basically, no complaining about the past!

5.  Budget for this project (if applicable)

6. Declaration of success and completion, celebration, discussion of lessons learned, with appreciation and acknowledgments.  The conclusion is just as important as the beginning – enjoying & sharing successes is motivating for future projects! Each leader of the project takes responsibility to see that gains are celebrated – not only at the end, but also along the way.

Planning Activity by Area of Responsibility   50 Minutes
The purpose of this activity will be to have each small group develop a specific Action Plan for its area of responsibility for the Rotary Year.

With the full group, move through the posted chart pages for each area of responsibility, confirming the Goals listed and/or making substitutions or revisions.  Break into small groups for each area of responsibility. Instruct each group to develop an Action Plan for the Rotary Year, implementing the Goals listed & using the Project Design Worksheet.  Suggest that they follow the same procedures used by the group in the Membership exercise. (If time permits, a group might also use the same process to plan a specific Project that is suggested by another of their Goals.)

Note:  Have multiple copies of the Project Design page available for use by individuals or small groups as they develop action plans.  If possible, have an electronic version of the Project Design page available for those who wish to work on a pad or tablet computer.  Mention that the project data may be entered into a computerized program, in order to help monitor the progress.

VISION = Result of Club Visioning exercise or some other planning process
GOAL = One of the objectives identified & agreed upon by the club in the planning process
PROJECT = A specific measurable activity that moves the club toward achieving the GOAL

TASK = One specific action required for the success of the PROJECT
Rotarian serving as PROJECT MANAGER: ______   Club Position: _________   Club Name: _____________________

Complete the sections below, one for each Task.

PROJECT NAME: ____     TASK #1 NAME: _________     DESCRIPTION OF TASK: ___________START DATE: __________
COMPLETION DATE: ______     LEAD MEMBER: _________     OTHER MEMBERS: ___________________________ _
NON-MEMBERS: ______________
ITEM: ______________________ AMOUNT : _____________
ITEM: ______________________ AMOUNT: _____________
ITEM: ______________________ AMOUNT: ______________

PROJECT NAME: ______________     TASK #2 NAME: ________________

DESCRIPTION OF TASK: ______________________START DATE: ________     COMPLETION DATE: ____________________
LEAD MEMBER: __________________   OTHER MEMBERS: __________ ______________________________
NON-MEMBERS: ____________     BUDGET ITEMS:
ITEM: ______________________ AMOUNT : ________________________________
ITEM: ______________________ AMOUNT: _________________________________
ITEM: ______________________ AMOUNT: _________________________________

PROJECT NAME: __________     TASK #3 NAME: __________     DESCRIPTION OF TASK: ___________

START DATE: _____________     COMPLETION DATE: __________     LEAD MEMBER: __________________
OTHER MEMBERS: _____________     NON-MEMBERS: _______________________
ITEM: ______________________ AMOUNT : ____________
ITEM: ______________________ AMOUNT: ____________
ITEM: ______________________ AMOUNT: ________________

PROJECT NAME: ___________     TASK #4 NAME: _________________

DESCRIPTION OF TASK: __________________     START DATE: _____     COMPLETION DATE: _____________
LEAD MEMBER: _______    OTHER MEMBERS: ___________________     NON-MEMBERS: _______________
ITEM: _____________ AMOUNT : _________  ITEM: ______________ AMOUNT: _________

Follow-Through Discussion 20 Minutes  Here’s where leadership really counts!

1. Appoint “Champions” for your Club Business Plan
a. Experience has shown that Rotary Clubs succeed best with their plans when people are appointed to encourage, monitor & mentor follow-up.  One District has used the approach of an Internal Champion – a seasoned member, for example, & an External Champion – a facilitator of the plan, perhaps, or an Assistant Governor. Together these Champions would check with the club leaders, acting as mentors, coaches, cheerleaders, or friendly reminders.

2. Place a Project Progress Report on each Club Board of Directors Meeting Agenda & post updates in your Club Bulletin or on its Website.

3. Schedule a review of club Goals every six months to account for new accomplishments, unexpected challenges & opportunities & other changes in conditions.

4. Schedule a meeting (4 to 6 months out?) with the District Business Planning Chair & the Club’s Board of Directors to review the status of the actions, projects & milestones.  What will make your plans work so that your vision continues to be reached?  Elements that can make a plan succeed beyond expectations: (Referring back to the “what needs to be in place? item in the exercise. ) How will the club enroll members and build buy-in?  Discuss the importance of accountability & example. Encourage clubs to embrace leadership
development as a value.
􀁸 Motivating volunteers; driving buy-in
􀁸 Accountability among volunteers
􀁸 “Delegating” vs. enrollment & empowerment
􀁸 Communication & agreements about how to communicate, especially about accountability
􀁸 Appreciation & acknowledgment
􀁸 How will you sustain enthusiasm through rough or slow patches?

It is hoped that timely ‘friendly reminders’ are encouraged, not seen as micromanagement.  Also, that working as a team will at times mean that others don’t do things exactly as you would.  This is a good place to refer to the 4th part of The Four-Way Test (good will and better friendships) – the principle that relationships are paramount and more important than doing things “the way I think is right” . . . You don’t want to let this conversation swirl down to minute ‘rules’ . . . but you do want to let the club express how it wants to operate.  Congratulate the club on their accomplishments in planning & for undertaking this process with enthusiasm & dedication!  Ask for “aha” insights or inspirations that may have ensued.  Final comments may be offered by the President or other influential club leader, who can be encouraged to re-state the articulated dreams, visions & plans for the future. A heartfelt statement of optimism & appreciation from that club leader makes a great ending.

The following is an advanced survey to gather information about your club. The Name-Phone-email information will then be used to create an organizational chart.

Please identify your Club Board, Club Directors, and Committee Positions     Club Name:   District:  Officers:   Immediate Past President  Club President  Club President Elect   Club President Nominee   Vice President   Secretary   Treasurer   Additional Officers:  Club Directors  Vocation Service  Community Service   Youth Service     Club Service   International Service   Fundraising    Public Relations     Membership    Additional Directors

Committee Positions (those required to provide action plans):   Committee Chairs to Participate    Membership (note this could be a Director or Committee position)    Fundraising Chair   Additional Committee Positions

We are also gathering the Strategic Initiatives (Goals) that have been developed in your club. These initiatives will be placed on poster boards and used throughout the seminar.  Where applicable please list the top 3 Strategic Initiatives (Goals) that have been developed in the
following categories:

A.)  What does club stand for?     B.)  What is your club size?     C.)  List clubs top 3 attributes:     D.)  Name the 3 Goals for the 5 Avenues of Service:   Club Service:   Vocational Service:   Community Service:   Youth Service:   International Service:


1. Friendship: In an increasingly complex world, Rotary provides one of the most basic human needs: The need for friendship & fellowship. It is one of two reasons why Rotary began in 1905.

2. Business Development: The second original reason for Rotary’s beginning is business development. Everyone needs to network. Rotary consists of a cross section of every business community.  Its members come from all walks of life.  Rotarians help each other & collectively help others.

3. Personal Growth & Development: Membership in Rotary continues one’s growth & education in human relations & personal development.

4. Leadership Development: Rotary is an organization of leaders & successful people.  Serving in Rotary positions is like college education. Leadership: Learning how to motivate,  influence & lead leaders.

5. Citizenship in the Community: Membership in a Rotary Club makes one a better community citizen. The average Rotary Club consists of the most active citizens of any community.

6. Continuing Education: Each week at Rotary there is a program designed to keep one informed about what is going on in the community, nation & world. Each meeting provides an opportunity to listen to different speakers & a variety of timely topics.

7. Fun: Rotary is fun, a lot of fun. Each meeting is fun. The Club projects are fun. Social activities are fun. The service is fun.

8. Public Speaking Skills: Many individuals who joined Rotary were afraid to speak in public.  Rotary develops confidence & skill in public communication & the opportunity to practice & perfect these skills.

9. Citizenship in the World: Every Rotarian wears a pin that says “Rotary International.” There are few places on the globe that do not have a Rotary Club. Every Rotarian is welcome – even encouraged – to attend any of the 29,000 Clubs in 194 nations & geographical regions.
This means instant friends in both one’s own community & in the world community.

10. Assistance when Traveling: Because there are Rotary Clubs everywhere, many a Rotarian in need of a doctor, lawyer, hotel, dentist, advice, etc., while traveling has found assistance through Rotary.

11. Entertainment: Every Rotary Club and District has parties & activities that provide diversion in one’s business life. Rotary holds Conferences, Conventions, Assemblies & Institutes that provide entertainment in addition to Rotary information, education & service.

12. The Development of Social Skills: Every week & at various events and functions, Rotary develops one’s personality, social skills & people skills. Rotary is for people who like people.

13. Family Programs: Rotary provides one of the world’s largest youth exchange programs; high school & college clubs for future Rotarians; opportunities for spouse involvement; & a host of activities designed to help family members in growth & the development of family values.

14. Vocational Skills: Every Rotarian is expected to take part in the growth & development of his or her own profession or vocation; to serve on Committees & to teach youth about one’s job or vocation. Rotary helps to make one a better doctor, lawyer, teacher, etc.

15. The Development of Ethics: Rotarians practice a 4-Way Test that governs one’s ethical standards. Rotarians are expected to be ethical in business & personal relationships.

16. Cultural Awareness: Around the world, practically every religion, country, culture, race, creed, political persuasion, language, color & ethnic identity is found in Rotary. It is a cross section of the world’s most prominent citizens from every background. Rotarians become aware of their cultures & learn to love and work with people everywhere. They become better citizens of their countries in the process.

17. Prestige: Rotary members are prominent people: Leaders of business, the professions, art, government, sports, military, religion & all disciplines. Rotary is the oldest & most prestigious service club in the world. Its ranks include executives, managers, professionals – people who make decisions & influence policy.

18. Nice People: Rotarians above all are nice people – the nicest people on the face of the earth.  They are important people who follow the policy of it is nice to be important but it is important to be nice.

19. The Absence of an “Official Creed”: Rotary has no secret handshake, no secret policy, no official creed, no secret meeting or rituals. It is an open society of men & women who simply believe in helping others.
20. The Opportunity to Serve: Rotary is a service club. Its business is mankind. Its product is service. Rotarians provide community service to both local & international communities.  This is perhaps the best reason for becoming a Rotarian: The chance to do something for somebody else & to sense the self-fulfillment that comes in the process & return of that satisfaction to one’s own life. It is richly rewarding.
Richard D. King, Rotary International President 2001-02

What’s in it for Me?
Friendships, lifelong, quality, like minded, diverse, belonging     Social skills     Awareness both locally and internationally     Public speaking     Confidence     Sense of empowerment, skills needed to move things forward     Humanitarianism     Work with All kinds of people, people different than you     Network     Mentorship & guidance     Attitude     Inspiration     Support     International friends     Pride     Role models, have them and be one     Connect with Community     Time management and organization     Responsibility     Travel      Teamwork     Persistence and persuasion     Job opportunities     Study abroad      Learn about business     Reduce stress      Opportunity to meet leaders and celebrities     Keeps you young

This list of the benefits of belonging to Rotaract and Rotary was created by attendees of the 2013 Rotaract Big West Conference on October 12, 2013. Session was facilitated by Rotary Past District Governor Laura Day. Send comments to Laura Day.  Laura@Rotary5160.org


At the 2013 Council on Legislation provision was made for the formation of satellite clubs & these Guidelines are prepared for the purpose of assisting clubs in the District to understand the provisions & implement action to form satellite clubs if so desired.

What is a satellite club?  A satellite club is defined as “a potential club whose members shall also be members of the sponsor club.”  It is likely that the satellite club would not initially have the required number of members to charter a club and the purpose of conducting the satellite club is to give the potential club time to obtain the required number of members for chartering.  Thus, there needs to be a sponsor club which forms the satellite club in the same locality as the sponsor club, or in the surrounding area.  The name of the satellite club shall be the “Rotary Satellite Club of (insert name which does not have to mirror exactly the name of the sponsoring club but needs to be an adjoining location, e.g., Eynesbury for Melton Valley RC)”.

The members of the satellite club shall also be members of the sponsor club until such time as the satellite club shall be admitted into membership of RI as a Rotary Club.  Satellite clubs shall hold regular weekly meetings just like any Rotary club at a time & day decided by its members.

Governance of a Satellite Club  The sponsor club shall provide such general oversight & support to a satellite club as is deemed appropriate by the sponsor club’s board.  There shall be a satellite club board comprising a chairman, immediate past chairman, chairman-elect, secretary & treasurer as well four to six other members of the club.  The board shall be elected annually by the satellite club members.  The satellite board shall be responsible for the day-to-day organization & management of the satellite club & its activities in accordance with Rotary rules, requirements, policies, aims & objectives under the guidance of the sponsor club.  It shall have no authority within, or over, the sponsor club.  A satellite club shall annually submit to the president & board of the sponsor club a report on its membership, its activities & programs, accompanied by a financial statement & audited accounts for inclusion in the sponsor club’s reports for its annual general meeting & such other reports as may, from time to time, be required by the sponsor club.   The satellite club shall be subject to the sponsor club’s rules & bylaws.  Authorized by the District Board at its meeting on 15 August 2013.

ENGAGEMENT     Educating New Members      New Member Information Programs     A new member information program should help new members expand on the knowledge gained     from the prospective member program and broaden their understanding of their membership in a Rotary club. Your club’s program should cover the following topics in three separate information sessions:

▪ Rotary policies & procedures
▪ Opportunities for service
▪ Rotary history & achievements

Session Format and Logistics
New member information sessions are usually held as one-on-one meetings, since simultaneous new member inductions can’t always be planned.  If your club has new members join in pairs or small groups, hold these as group sessions.   Always assign each new member his or her own mentor .  The session leader(s) may alternate from session to session.  For instance, in one program, the mentor meets with the new member for the first session, a club leader conducts the next one, & a club member handles the third.  If you’re leading a session, invite the new member to meet in your place of business, over lunch or dinner, or before or after a regularly scheduled club meeting.

Session Outlines
Make sure that each session clearly addresses a new topic. Customize the following session outlines to fit your club’s needs & distribute
publications for the programs or topics your club is involved with. Many publications are also available as free downloads from
http://www.Rotary.org. Refer new members to the RI Web site, your club Web site or your district Web site whenever relevant.

Session One – Rotary Policies & Procedures
1. How to propose a new member   2. Meeting make-ups   3. Club structure   4. Elements of an effective club & how clubs fulfill the purpose of each element.

5. Club meetings   ▪ Regular meetings   ▪ Committee meetings   ▪ Board meetings   ▪ Fellowship events

6. Attendance expectations
7. Finances (participation, contributions)

8. District structure  ▪ District governors   ▪ Assistant governors   ▪ District committees

Session One Resources
Provide copies of materials when possible; otherwise, loan copies of relevant materials from the club library. Review materials with new members.

Financial Obligations & Attendance   ! Requirements handout   Club Information for New Members handout   E-learning center at http://www.Rotary.org   Standard Rotary Club Constitution   Recommended Rotary Club Bylaws   Manual of Procedure (035-EN)   RI Catalog (019-EN)   Find more information at http://www.Rotary.org.

Session Two – Opportunities for Service  Club, district & international)
1.Current club & district projects

2. RI programs     Interact     Rotaract  Rotary Youth Leadership Awards     Youth Exchange     Rotary Community Corps     Rotary Fellowships    Rotary Friendship Exchange     Rotarian Action Groups

3. The Rotary Foundation Program     Polio Plus     Rotary Grants     Vocational Training Teams

Session Two Resources
Present relevant items to new members & review the materials with them. Loan videos from the club library as needed.     Club profile & district profile     Learning center at http://www.Rotary.org     Interact Brochure (600-EN)     Rotaract Promotional Card (663-EN)     Youth Exchange Brochures (760, 756, 755)     Rotary Community Corps (779-EN)     Rotary Peace Fellows (084-EN)     Peace is Possible (850-EN)                     The Rotary Foundation Quick Reference Guide (219-EN)     Rotary Foundation Facts (159-EN)     Ways to Give (173-EN)     Every Rotarian, Every Year (957-EN)     Paul Harris Society Brochure (099-EN)     Find more information at http://www.Rotary.org.

Session Three – Rotary History & Achievements
1. Origin, growth & achievements of Rotary International:     History of RI & The Rotary Foundation     RI Board of Directors     The Rotary Foundation Trustees     Object of Rotary     Mission of Rotary International

2. Tradition of high ethical standards  The Four-Way Test
3. History & achievements of local club
4. Spouse/partner & family involvement

Session Three Resources    Present relevant items to new members & review the materials with them. Loan new members videos from the club library when necessary.     The ABCs of Rotary (363-EN)     Connect for Good (Rotary Basics 595-EN)     This is Rotary (001-EN)     Rotary International & the Rotary Foundation Annual Reports (187A-EN)     RI Theme Brochure & Presidential Citation   Brochure (900-EN & 900A-EN)     Doing Good in the World DVD (978-MU)       End Polio Now DVD (999-DVD)     New Member Information Kit (426-ENB)   Find more information at http://www.Rotary.org

Action Steps
1. Set a schedule for the information sessions as soon as the board accepts the new member.  Determine who will conduct the sessions & who will serve as the new member’s mentor.

2. Determine which materials you’ll use in your sessions. Consider which materials you’ll purchase & which you’ll download. Keep a supply of the New Member Information Kit & other RI materials in stock.

3. Review available e-learning PowerPoint presentations for new members at www.Rotary.org. How will you use these modules? Determine whether you want new members to review specific e-learning modules before, after, or during the sessions.

4. Establish the session location, level of formality & duration. Will the sessions involve more than one new member? Will any videos be shown during the sessions, or will you loan the new members videos from your club library?

5. Discuss open committee spots available for the new member.

6. Decide how you’ll use the worksheets at the back of this publication.

7. Develop a system for obtaining feedback from new members on a wide range of issues, including the process & results of the orientation program itself. Report this feedback to the club president, assistant governor & district governor as appropriate.

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