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.

Four Avenues of Service Effective clubs are able to Sustain and Increase Membership Implement Successful Service Projects Support The Rotary Foundation Develop Leaders Beyond the Club Level An effective Rotary club - Sustains and/or increases its membership base - Implements successful projects that address the needs of its community and communities in other countries - Supports The Rotary Foundation through program participation and financial contributions - Develops leaders capable of serving in Rotary beyond the club level Club Leadership Plan Four Avenues of Service

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. )

Club Committee & Subcommittee Structure Based on the Recommended Rotary Club Bylaws and the Rotary Code of Policies

Optional Club Committee & Subcommittee Structure Based on functional grouping

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 keeps 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 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

Small Club < 20 Members Some Examples Small Club < 20 Members Club President IPP PE VP Sec Treas Service Projects Club Admin Membership Project Chairs TRF PR Committee at Large

Avenues of Service and Specific Project Chairs Some Examples Medium Club 20 – 40 Members Club President IPP PE VP Sec Treas Service Projects Club Admin PR TRF M’ship Avenues of Service and Specific Project Chairs Committee at Large

Some Examples Large Club > 40 Members Club Officers, other Club Directors and Chairman Club Administration Chairman Service Projects Chairman Membership Chairman Public Relations Chairman The Rotary Foundation

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.

Parallels in Industry Ford started as a small business Rotary started as a small organisation Both expanded thus needed a ‘business plan’ Ford : Marketing Rotary : PR Ford : Administration Rotary : Club Admin Ford : Staffing (HR) Rotary : Membership Ford : Products Rotary : Service Projects Ford : Operations Rotary : Rotary Foundation Both needed to have a structure that could continue to adapt to current requirements

Resources District governor Assistant 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) – 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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