MEMBERSHIP Presentation to Members November 21, 2012 by Bruce Keith on behalf of the Membership Committee

Club Profile 85 members 80 Regular members – 53 men, 27 women – Average age and number of years in Rotary: who can say?! – 80 regular members is down a bit from recent years (and was a high as 90+ in ‘06) 5 Honorary members – Glen Baillie – John Borrowman (replaces Ron Casey) – Vito Giannandrea – Ron Marra – Moira Scullion

Recent Situation Some loss of longer term and involved members e.g. Clair Cote, Don James, John McIsaac, Suzi Froese, Grace Klassen, Sandy Dougall, Bob Warwick, Wendell Lund – But some new incoming members too! Some members have become “un-engaged” – Places the joy of carrying out our charitable work on a smaller number of members!

Recent Situation (cont’d) Membership management and admin has been sporadic – Clubrunner membership list not up to date – Lots of extra nametags – Who is/is not an member? – Annual per member fees being paid by the Club to District ($55) and RI ($70) not always accurate RI’s “New Generations” initiative is encouraging Clubs to attract some younger- age members (and we want that as well!)

This Rotary Year Board decided to form a new Membership Committee Members are: – Bruce Keith (Chair) – Karen Greene – John Thorburn – Bob Boyden – Lyle Bradley – Terry Reeder – Ron Lewis – Trisha Isaac First meeting held in September

5 Priorities Recruit a small number of new members Bolster our volunteer cadre Downsize our average age a bit (with all the extra membership vigor that comes with that!) Find new ways to better engage and retain members All members, with emphasis on new members Make sure we properly thank members who choose to leave the Club (and advise Club members they’ve left!) Articulate a positive, supportive process for dealing with members who show a persistent lack of engagement Clean up membership records (and keep them that way!)

Recruitment Actions All members are being asked today to be on the lookout to sponsor a new member For the balance of this Rotary year Members can bring a prospective member to one breakfast meeting at no cost to the member or guest No membership fees for 1 st year for new members aged 35 or less Evaluate results near end of this Rotary year

Engagement/Retention Actions Establish a “Mentorship Program” for new members (1st 2 years) Ask longer-term members to become mentors Mentors to work with sponsors to help and support new members as they integrate into the Club Dedicate one member meeting per quarter to Avenue of Service “breakout” sessions First one will be on Wednesday Dec. 5 President to write a thank you letter to members who choose to resign (and Pres. will announce their leaving to all members)

Engagement/Retention Actions (cont’d) Establish a new “Senior Member” status for longer term members who are not able to keep up their expected attendance and/or service contributions Member must be at least 65, and member’s age + years of membership in Rotary must equal at least 85 Member to apply in writing to Board requesting Senior Member status (and say why)

Engagement/Retention Actions (cont’d) “Senior Member” Status (cont’d) If OK’d by Board, member will: – Be on an “Excused Absence” (so their meeting attendance won’t be factored into RI’s tracking of our Club’s attendance record) – Be welcome to attend and/or volunteer at Club meetings, events, socials, etc – pay regular annual membership fee – Be able to vote at Club meetings

Records Clean Up Actions Clubrunner has been updated to reflect our current membership Outdated name tags have been removed from the storage cabinet Invoicing of annual dues to all members will become the norm will allow us to stay on top of who’s in, out Membership records etc. will be kept up to date as time goes by

Expectations of Members Weekly meeting attendance*: Minimum is 50% (including make-ups) – and not lower than 30% in each half of the Rotary Year Not supposed to miss more that 4 meetings in a row Service contribution* “Each member has the responsibility to participate in Club fundraising and to volunteer to sit on at least one committee” _____________________ * As per our current Constitution and Bylaws

Expectations (cont’d) Maintain “qualifications for membership”: – Good character – Good business, professional and/or community reputation Abide by the Four-Way Test Have the high ethical standards one should hold as a Rotary Club member __________________ * As per our current Constitution and Bylaws

Expectations (cont’d) Board is currently discussing options for how to handle “expectations not being met” situations in a positive and supportive manner – will include making timely personal contact with the member to understand why Various factors involved e.g. – our Club has active and valued members who leave Canmore for travel, warm weather winters, etc. etc. – Illnesses do happen More on this in the coming months

QUESTIONS?