Recommended Administrative Structure for Rotary Clubs Club Leadership Plan Recommended Administrative Structure for Rotary Clubs RI has intelligently and closely looked at the way clubs work Their conclusions resulted in the CLP Clubs can: Fine tune or radically change or do something between – but should think about and discuss it. These are well thought out, intelligent suggestions that meet the needs of 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 important thing is that it aims to help clubs to become more effective. District / RIBI / RI will provide support for the clubs. 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 The main thrust has been to find out what makes an effective club and to provide a structure to support this. The 2 areas of greatest change are in the approach to service projects and in training leaders particularly through succession planning. Membership and Foundation see little change. 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 Recommends a flexible Administrative Structure for Rotary Clubs The simplified list of standing Club committees are supported by the district structure. The current service committees may be retained as sub-committees and district support will continue for them all. · The Club Leadership Plan includes a simplified list of standing club committees that are supported by corresponding district committees. · The Club Leadership Plan is an extension of the District Leadership Plan to the club level.

New Standing Committees* Club Council Club Administration Club Public Relations Membership Service Projects The Rotary Foundation The new club committee structure replaces the former structure that had up to 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 This is an area where next years club president will have to assist his SVP with planning and with consultation with the club. *Additional committees can be appointed as needed on an annual basis

New Standing Committees Club Council 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

New Ad Hoc Committees Club Service Projects Committee District Executive Community Service Committee Club Council Com/Voc Service Committee Vocational Service Committee International Service Committee International Service Committee The club service projects committee PLANS the projects that will be undertaken and assigns them to individuals or sub-committees as appropriate to the club’s needs. The current committees will continue to have direct links with district officers. Additional committees may be appointed as needed on an annual basis. Club appoints additional committees as required i.e. special projects or traditional activities. Club appoints sub committees as appropriate i.e. Service projects: Community service International service Youth exchange Interact etc etc. Youth Activities Committee Youth Activities Committee

Features Recommendation of succession planning. Fosters continuity and consensus among leaders as well as training of prospective leaders. Permits longer term planning. · The Club Leadership Plan fosters continuity and consensus among leaders for goal setting (long-term and annual) and project management. JVP, SVP, President, IPP structure should be carefully planned. Service committee chairs should serve 3 years on the committee Year 1 learning, year 2 doing, year 3 mentoring. Again Presidents will have to help with this.

Features Supported by the new Recommended Rotary club Bylaws Provides a list of steps Clubs should take to implement. NOT MANDATORY – Can be implemented at any time. If the club changes its structure then its constitution may need to be changed. A helpful list of steps to implement the CLP is provided. Presidents should consult members and implement what is relevant to their club. · The Club Leadership Plan is supported by the revised Recommended Rotary Club Bylaws that were approved by the RI Board in Nov 04 · The Club Leadership Plan includes a simplified list of standing club committees that are supported by corresponding district committees. · 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. )

Questions?

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 business meetings 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. Three of the most successful ways to achieve continuity is making appointments for multiple years: Have a current, incoming and past chair on all committees. (and) Have the current Club President work closely with: The President –elect The President – nominee The immediate Past President

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 Officers attend Assembly New member induction and training Mentoring Older member refreshers

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

Questions? Presidential citation and Planning guide for effective clubs provide a basis for a long term plan.