Effective Rotary Clubs

Rotary Clubs and RI Rotary clubs exist to encourage the ideal of service as a basis of worthy enterprise. Rotary International is the association of Rotary clubs throughout the world. Rotary International is only effective if its member clubs are effective. Effective clubs pursue the Object of Rotary, carrying out activities along each Avenue of Service.

Effective Clubs Effective clubs are identified by their ability to: Sustain and increase their membership base Implement successful service projects in their community and communities in other countries Support the Rotary Foundation both financially and through program participation Develop leaders capable of serving in Rotary beyond the club level

Sustain & Grow Membership Effective Rotary clubs should strive to keep current members and bring in new members. To be effective, Rotary clubs need committed, knowledgeable members who wish to provide service. More members results in: More service potential for a club More supporters of The Rotary Foundation A larger pool of workers and future leaders How would you like to have 2-3 more Rotarians to help share the load? (That would add 100+ to Dist. 6400 headcount.)

Successful Service Projects Effective clubs provide service to their local community and in communities of other countries. “Service Above Self”, Rotary’s motto, embodies the ideal of service that a club must practice in order to be effective. These service efforts make a positive difference in the world.

Support Rotary Foundation Effective clubs support the mission of The Rotary Foundation,world peace and understanding, by participating in Foundation programs. Through financial contributions, Rotary clubs ensure that the programs of the Foundation and its mission will continue.

Leaders Beyond the Club Level Effective clubs plan for the future by continually developing potential leaders for office at all levels of the organization. District leaders help coordinate club efforts that result in service output no club could achieve on their own. Strong leaders at each level of Rotary ensures that clubs accomplish their goals.

Your Role As President -Elect On July 1, 2007, you will become President-Elect Please help the President in all ways possible Study the Presidents Manual and be prepared for your President-Elect training in March 2008 Encourage all club leaders to attend the District Assembly in April, 2007 and 2008 Work with the President and the Board to ensure continuity of club leadership and projects Attend club committee meetings to assist & guide We are asking you to begin implementing the Club Leadership Plan, if your club hasn’t yet done so See p.5 of the Club President’s Manual for more

Recommended Administrative Structure for Rotary Clubs Club Leadership Plan Recommended Administrative Structure for Rotary Clubs At its Nov 2004 meeting, the RI Board of Directors approved the Club Leadership Plan as the recommended administrative structure for Rotary clubs. Rotary clubs have the option of implementing the plan at any time. It is not mandatory As the Club Leadership Plan was developed, there was a focus on the following facts: Rotarians are volunteers and often very busy people Rotary club leadership changes annually; and Effective clubs need operating procedures that support continuity given the first two facts

Purpose The purpose of the Club Leadership Plan is to strengthen Rotary at the club level by providing the administrative framework of an effective club. The Club Leadership Plan is vital to the stability growth, and success of Rotary during our second century of service. The Club Leadership Plan is based on the practices of successful Rotary clubs. Its purpose is to strengthen Rotary at the club level by providing the administrative framework of en effective club.

Features Extension of the District Leadership Plan to the club level Provides list of steps clubs should take to implement the plan Fosters continuity and consensus among leaders Includes simplified list of standing club committees that are supported by the district structure Supported by the new Recommended Rotary Club Bylaws Can be implemented at any time · The Club Leadership Plan is an extension of the District Leadership Plan to the club level. · The Club Leadership Plan provides a list of the steps clubs should take to implement the plan. · The Club Leadership Plan fosters continuity and consensus among leaders for goal setting (long-term and annual) and project management. · The Club Leadership Plan includes a simplified list of standing club committees that are supported by corresponding district committees. · The Club Leadership Plan is supported by the revised Recommended Rotary Club Bylaws that were approved by the RI Board in Nov 04 · Clubs have the option of implementing the Club Leadership Plan at any time. (NOTE: It is not mandatory. All clubs should consider it. The Club Leadership Plan is particularly recommended for new or struggling clubs. )

Implementation Steps Develop a long-range plan that addresses the elements of an effective club. Set annual goals using the Planning Guide for Effective Rotary Clubs in harmony with the long-range plan. Conduct club assemblies that involve members in planning and keep them informed about Rotary. Clubs wishing to implement the The Club Leadership Plan should follow these implementation steps: Develop a long-range plan that addresses the elements of an effective club. Set annual goals using the Planning Guide for Effective Rotary Clubs in harmony with the long-range plan. Conduct club assemblies that involve members in planning and to keep them informed about Rotary.

Implementation Steps Ensure clear communication between the club president, board, committee chairs, club members, district governor, assistant governors, and district committees. Provide for continuity in leadership, including the concept of succession planning to ensure development of future leaders. Ensure clear communication between the club president, board, committee chairs, club members, district governor, assistant governors, and district committees. Provide for continuity in leadership, including the concept of succession planning to ensure development of future leaders.

Implementation Steps Amend bylaws to reflect the club committee structure and roles and responsibilities of club leaders. Provide opportunities to increase fellowship among members of the club. Ensure that every member is active in a club project or function. Adopt the Recommended Rotary Club Bylaws and amend them to fit your club as necessary. Provide opportunities to increase fellowship among members of the club. Ensure that every member is active in a club project or function.

Implementation Steps Develop a comprehensive training plan that ensures Club leaders attend district training meetings Orientation is consistently and regularly provided for new members Ongoing educational opportunities are available for current members Develop a comprehensive training plan that ensures Club leaders attend district training meetings Orientation is consistently and regularly provided for new members Ongoing educational opportunities are available for current members

New Standing Committees* Club Board Club Administration Club Public Relations Membership Service Projects The Rotary Foundation The new club committee structure replaces the former recommended committee structure that had 18 club committees. The 5 standing club committees are: Club administration - conducts activities associated with the effective operation of the club Club public relations - develops and implements plans to provide the public with information about Rotary and to promote the club’s service projects and activities 3. Membership - develops and implements a comprehensive plan for the recruitment and retention of members 4. Service projects - develops and implements educational, humanitarian, and vocational projects that address the needs of its community and communities in other countries The Rotary Foundation - develops and implements plans to support The Rotary Foundation through both financial contributions and program participation Additional committees may be appointed as needed on an annual basis. Under the CLP, committee assignments are made to ensure continuity. *Additional committees can be appointed as needed on an annual basis

New Standing Committees* Club Board Club Administration Club Public Relations Membership Service Projects The Rotary Foundation The new club committee structure replaces the former recommended committee structure that had 18 club committees. The 5 standing club committees are: Club administration - conducts activities associated with the effective operation of the club Club public relations - develops and implements plans to provide the public with information about Rotary and to promote the club’s service projects and activities 3. Membership - develops and implements a comprehensive plan for the recruitment and retention of members 4. Service projects - develops and implements educational, humanitarian, and vocational projects that address the needs of its community and communities in other countries The Rotary Foundation - develops and implements plans to support The Rotary Foundation through both financial contributions and program participation Additional committees may be appointed as needed on an annual basis. Under the CLP, committee assignments are made to ensure continuity. Reports Finances Meetings Internal External Recruiting Fellowship Motivation Member Satisfaction 100% Participation Community Vocational International Fundraising Youth EREY PHF, PHS Benefactor Bequest

New Standing Committees Club Board Club Administration Club Public Relations Membership Service Projects The Rotary Foundation The district structure under the District Leadership Plan supports the Club Leadership Plan. Assistant governors support the club administration committee and the board of directors Public relations committee supports the club public relations committee District Membership development committee supports the club membership committee District programs (such as Youth Exchange, Rotaract, etc.) committees support the club service projects committee District Rotary Foundation committee supports the club Foundation committee There are 5 additional recommended district committees: Extension RI Convention promotion District conference Training Finance Assistant Governors Public Relations Committee Membership Development Committee District Programs Committees The Rotary Foundation Committee District support of the Club Leadership Plan

The Five Essential Committees The next slides are brief descriptions of the five essential club committees. There is a manual for each committee in your Club Officers Kit. You will want to add or delete other committees to suit your needs…for example, a Youth Committee or Fundraising Committee

Club Administration Committee This committee is responsible for all the club’s administrative activities. Both the club’s secretary and treasurer should be members of this committee. The club secretary should help fulfill the reporting requirements.

Membership Committee Resource for helping to achieve club membership goals Develops and implements a plan for recruiting and retaining club members

Service Projects Committee Resource for helping you conduct successful service projects Plans and carries out educational, humanitarian, and vocational projects that address the needs of your club’s community and communities in other countries

RI and Rotary Foundation Programs Interact Rotaract Global Networking Groups Rotary Friendship Exchange Rotary Volunteers Rotary Youth Exchange Rotary Youth Leadership Awards (RYLA) World Community Service (WCS) Humanitarian Grants Program Educational Programs PolioPlus and PolioPlus Partners

The Rotary Foundation Committee Resource for helping you achieve Foundation goals Educates Rotarians about The Rotary Foundation Develops and carries out plans to support the Foundation through financial contributions, bequests, and club participation in Foundation programs

Public Relations Committee Develops and executes a plan to provide the public with information about Rotary and promotes the club’s service projects and activities

Mission of The Rotary Foundation To support the efforts of Rotary International in the fulfillment of the Object of Rotary, Rotary’s mission, and the achievement of world understanding and peace through local, national, and international humanitarian, educational, and cultural programs

Feedback from Clubs “Thank you for giving us the opportunity to embrace this new structure. It has given us the freedom to think outside the box and to reenergize the club by shaking it up and cleaning house.” “We were able to shape our bylaws to meet the character of our club and at the same time meet the objectives of RI.” 1st quote: 2003-04 Rotary Club of Vancouver Sunrise, Canada 2nd quote: 2003-04 Rotary Club of Vancouver Arbutus, Canada Additional quotes: “There was some doubt expressed initially that old habits should be scrutinized. Our club was concerned that implementing the Club Leadership Plan would make more work for already busy people. We realized that the responsibility for implementing the plan would be spread over a larger group of members and that new members would be able to become immediately involved in the workings of the club. We can now see the advantages starting to surface.” Member of the Rotary Club of Padstow, Australia “The Club Leadership plan can improve the efficiency of Rotary clubs, particularly those that aren’t organized.” 2003-04 Rotary Club of Milano Nord, Italy

Benefits Continuity in projects and decision making Consensus for decision making and goal setting A larger and stronger field of club leaders Succession planning for club leadership Involves all club members in club activities READ SLIDE

Implementation Timeframe Before the start of the Rotary Year (Jan – June) Incoming and current club board agrees to implement the Club Leadership Plan Club assembly held to involve all members Club agrees to adopt the new Recommended Rotary Club Bylaws as of 1 July Club determines its long-range plan Club sets annual goals using the Planning Guide for Effective Rotary Clubs Clubs implementing a leadership plan may follow this suggested timeline: Six months before implementation (January-June) · A club’s current and incoming board members should meet to decide on the club’s implementation of the Club Leadership Plan. ·  After a decision has been made by club leadership, a club assembly should be held to discuss participation with all club members. This will give all members a voice and help them feel involved in the process. ·    The club should agree to adopt the Recommended Rotary Club Bylaws as of 1 July, amending it as necessary to reflect the culture of the club. ·    The combined board members should develop a plan, keeping members as involved as possible. The plan should include transitioning activities to the new committee structure and the long-range plans of the club. ·    The incoming board members should set annual goals for the club, using the Planning Guide for Effective Rotary Clubs, that work toward the club’s long-range plan. After 1 July, clubs should pursue their goals, updating the planning guide as needed. In January, the club should assess its progress towards goals and the status of the Club Leadership Plan.

Resources District Governor Assistant District Governors District committee members Club Leadership Plan (EN-245) Club Leadership Plan policy Recommended Rotary Club Bylaws Planning Guide for Effective Rotary Clubs Leadership Development Training Cycle The following resources are available to support clubs as the implement and operate under the Club Leadership Plan: District governor – acts a consultant as clubs go through implementation steps Assistant governors – acts a consultant as clubs go through implementation steps District committees – supports work of club committees; coordinates district wide efforts * Club Leadership Plan (EN-245) – publication due October 2005; explains how to implement the plan * Club Leadership Plan policy – Official RI policy on the Club Leadership Plan; Web document * Recommended Rotary Club Bylaws – Operating procedures for Rotary clubs that can be amended to reflect a club’s practices and procedures; Web document *Planning Guide for Effective Rotary Clubs – goals setting tool based on the effective club concept. * Rotary Leadership Development Training Cycle – series of training meetings based on the effective Rotary club concept that build upon each other to prepare Rotary leaders for their year of service; also includes continuing education opportunities * Available on www.rotary.org.

Planning Guide For Effective Clubs (Appendix 39 of Club President’s Manual) This will be your responsibility next year as President-Elect, but you can certainly assist the current PE in completing this year’s form It is an inventory of your club’s current state and future state in the five areas of club organization, plus Leadership Development: Membership Service Projects Rotary Foundation Leadership Development Public Relations Club Administration The following resources are available to support clubs as the implement and operate under the Club Leadership Plan: District governor – acts a consultant as clubs go through implementation steps Assistant governors – acts a consultant as clubs go through implementation steps District committees – supports work of club committees; coordinates district wide efforts * Club Leadership Plan (EN-245) – publication due October 2005; explains how to implement the plan * Club Leadership Plan policy – Official RI policy on the Club Leadership Plan; Web document * Recommended Rotary Club Bylaws – Operating procedures for Rotary clubs that can be amended to reflect a club’s practices and procedures; Web document *Planning Guide for Effective Rotary Clubs – goals setting tool based on the effective club concept. * Rotary Leadership Development Training Cycle – series of training meetings based on the effective Rotary club concept that build upon each other to prepare Rotary leaders for their year of service; also includes continuing education opportunities * Available on www.rotary.org.

Planning Guide For Effective Clubs (Appendix 39 of Club President’s Manual) Based on the current - to - future state planning, your club will develop goals for all six areas, plus others that the club deems appropriate. Examples: - 30 Members by April, 2008 - X, y, z service projects for our local community - X, y Service projects for other countries - Annual RI contributions goal of $5,000 - Participate in x, y, z RIF programs - 100% of club officers attend District Assembly - Two Rotarians serve on District committees The following resources are available to support clubs as the implement and operate under the Club Leadership Plan: District governor – acts a consultant as clubs go through implementation steps Assistant governors – acts a consultant as clubs go through implementation steps District committees – supports work of club committees; coordinates district wide efforts * Club Leadership Plan (EN-245) – publication due October 2005; explains how to implement the plan * Club Leadership Plan policy – Official RI policy on the Club Leadership Plan; Web document * Recommended Rotary Club Bylaws – Operating procedures for Rotary clubs that can be amended to reflect a club’s practices and procedures; Web document *Planning Guide for Effective Rotary Clubs – goals setting tool based on the effective club concept. * Rotary Leadership Development Training Cycle – series of training meetings based on the effective Rotary club concept that build upon each other to prepare Rotary leaders for their year of service; also includes continuing education opportunities * Available on www.rotary.org.

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