Planning Effective District Strategies for Struggling Clubs Rotary Zone 24 West

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Today’s Facilitators Gayle Knepper Penny Offer Larry Jubie District 5010 District 5040 District 5050 Zone 24W Coordinator Team Members

Topics for Discussion  Impact of struggling clubs  Assessing the risk factors  Developing a district strategy  Forming a specialized team & making an action plan  Real life stories  Resources

Poll Question

Identifying the Impact of Struggling Clubs Larry Jubie District 5050 Assistant Rotary Coordinator Rotary Zone 24 West

The Impact of a Struggling Club  Membership  District  Community  Potential partners & funding sources  Future service projects  Rotary’s public image

Identifying the Risk Factors Rotary Zone 24 West

Recognizable Signs of an At-Risk Club  Progressively declining membership  Very few service projects  Lack of social events  Poor meetings  Consistently late dues payment  Failure to file required reports  Significant cancelled meetings

Recognizable Signs More Examples  Low membership involvement  Lack of outside fundraising  No younger members  No involvement district events  Difficulty in finding leaders  Lack criteria of functioning club

Poll Question

The key reason why the clubs in your district are struggling (as many as apply)  Poor leadership, especially for >1 year  Internal strife  Burn out of leaders; same leaders "recycling"  Struggling community or outside environmental issues  Club thinks change is not needed

Defining Struggling Clubs Penny Offer District 5040 Assistant Rotary Coordinator Rotary Zone 24 West

Assessing the Level of Risk  Id entify club functioning quantifiably  Assessment/Review continuity is important in an effective plan  Assess all clubs each year and at-risk clubs semi-annually  Takes time for club to move from healthy to struggling and return to healthy

Assessing the Level of Risk  Rotary tools  Rotary Club Central (Memo of Club Visit)  Vibrant Club Assessment Worksheet  Rotary Club Self Assessment  Rotary criteria to measure club functioning  Effective Rotary Clubs (RI MOP)  Minimum Standards (RI COP)

Effective Rotary Clubs  Sustain or increase membership base  Implement successful service projects that address the needs of local community and in other countries  Support The Rotary Foundation through financial contributions and program participation  Develop leaders capable of serving Rotary beyond the club level

Minimum Standards for Clubs  Meet regularly  Implement service projects that address community needs  Accept the visit of AG, DG or any officer of RI  Pay RI membership and district dues without outside assistance  Ensure members subscribe to a Rotary magazine

Minimum Standards for Clubs  Maintain appropriate liability insurance  Act consistently with RI Constitution, Bylaws and Code of Policy  Provide timely & accurate membership lists  Resolve disputes in amicable manner  Maintain cooperative relations with district  Not initiating litigation with RI

Creating Your Plan Framework Gayle Knepper District 5010 Rotary Coordinator Rotary Zone 24 West

Categorizing Clubs Rotary Club Central 5. Excellent – consistently engaged 4. Good – engaged, could increase effectiveness 3. Satisfactory – is functioning but could improve 2. Need improvement - club needs significant assistance 1. Non-functional – failed to meet functioning club criteria

Other Considerations  Number years at risk  Assistance that has been provided  How has the club responded?  Was a structured follow up plan implemented?  Have targets been set and what is the progress?

Prioritization & Decisions  Where will resources be placed?  What will have the most impact?  Plan by category and customized by club  Component of district strategic plan  Involve DG/DGE/DGN/DGND for continuity

Forming the Team Who is responsible ?

Forming the Team Examples  Team of district leaders  Team of PDGs  Specialized turnaround team  Team from nearby vibrant club  Regional team

Poll Question

What is the district’s responsibility in a club’s turnaround plan?  Makes and implements the plan  Offers support and waits for the club to ask for specific help  Takes a leadership in motivating the club to action  Club decides on own action and asks for help when ready  Motivates club to action & supports plan implementation

Identifying the Action Steps Larry Jubie District 5050 Assistant Rotary Coordinator Rotary Zone 24 West

Possible Action Steps  Customized solutions  Visioning  Assign a mentor for development in area(s) needed  Club leaders attend RLI  Consider merging club or making it a satellite club

When might it be time… for the club to close?  Years of consistent documented work with no change  Poor community reputation  Club is no longer relevant  Club unwilling to change or doesn’t believe there is a problem  Does not meet functioning club criteria

Real Life Stories Penny Offer District 5040 Assistant Rotary Coordinator Rotary Zone 24 West

The Rotary Club of Morinville Story

Rotary Club of Morinville Story

Blueprint for Creating a Vibrant Morinville Club A Six-Step Process Step One: Commitment of Leadership  Membership chair & committee with 3 members Step Two: Begin with the End in Mind  Vibrant Club – enough members to provide service above self  Membership Committee – first item at each board meeting

Blueprint for Creating a Vibrant Morinville Club A Six-Step Process Step Three: Create the Plan  Committee meetings in July/August to develop plan  Condense feedback into a three-year plan Step Four: Ambiance and Friendliness  Review location, room, décor, name badges  Review first Impression, greeting, etc.  Review programs, monthly social activities

Blueprint for Creating a Vibrant Morinville Club A Six-Step Process Step Five: Best Practices for Membership Development  Review plan with club in October  Evening Fireside for classification development  Annual joint meeting with Chamber of Commerce Step Six: Engage all Members

Steps to Creating an Effective Strategy  Assess clubs  Segment clubs by category  Develop strategy for development by segment  Form a team  Launch action steps  Follow up, evaluate, adapt

Comments? Questions?

Resources Gayle Knepper District 5010 Rotary Coordinator Rotary Zone 24 West

Resources  Rotary Coordinator in your Zone  Rotary Club Central  Rotary Club Self Assessment   Vibrant Club Assessment (AG or club)  RI Club Assessment Tools  RI Membership Development Guide (membership assessments)

Zone Webinars & Support Topics include:  Strategies for Struggling Clubs (club directed)  Zone Webinar – July 2013 “Using One Rotary to Increase Your Club’s Effectiveness”  Customized topics for district and club leadership teams

Zone 24W Coordinator Team Gayle Knepper Penny OfferLarry Jubie Overall CoordinatorAsst CoordinatorAsst Coordinator D2225 LiaisonD5010, D5050 LiaisonD5040, D5060, D5360 Liaison Raju PaulElly Contreras-Vermeulen Asst CoordinatorE-Club Specialist D5370, D5550 Liaison

Zone 24/32 Rotary Coordinators Paul BeaulieuAlan Hurst Zone 24EZone 32

Thank you for joining us today