1. MEMBERSHIP BREAK-OUT SESSION
TITLE
Zones 21b & 27
October 2016

2. Sherri Muniz Kelly Atkinson Zones 21b & Parts of 27 Zone 27
RC COORDINATORS
Sherri welcomes the group and shares how proud we are to be working with everyone in the group. She informs the group that while the Austin and Denver training was about being up to speed on the membership basics, today is about each one of the membership chairs sharing their successes in their districts and also their challenges. She reminds the group that the forum will NOT be successful if each one of them does not participate. Sherri then turns to Kelly and says, lets get started!
Sherri Muniz
Zones 21b & Parts of 27
Kelly Atkinson
Zone 27

3. ROTARY MOMENT
Kelly says that he would like to share a Rotary Moment with each member of the group. After the video plays, Kelly stands up and says, “Life has a tendency of lulling us into a cadence which keeps us from seeing the opportunities around us. Our thinking becomes stagnant because that's the way we've always done or it’s the in or the now thing. Today, learning from each other we will look up from our limited perspective and learn from others new and different ways to meet the opportunities to grow and retain members in Rotary. In doing so, our perspective will change.”

4. HISTORIAL GROWTH OR DECLINE IN MEMBERSHIP IN THE PAIRED ZONES
Kelly then says, lets review the most recent membership historical charts. The charts are then handed out by Sherri and Lynn and Kelly gives a quick overview of the Zone & District. Kelly then shares that on the back of the District handout distributed by Sherri and Lynn, are the membership chairs specific individual district with club specific information. Kelly explains the current 10/12/2016 column and how it tracks membership. Kelly fields any questions.

5. MEMBERSHIP PLANS – WHAT IS WORKING? WHAT IS NOT?
Sherri ask each of the members to turn to their workbook to review the membership plans submitted in Denver and Austin. She boldly states the above statement. She then shares a story about failing to plan.
In a field one summer's day a Grasshopper was hopping about, chirping and singing to its heart's content. An Ant passed by, bearing along with great toil an ear of corn he was taking to the nest.
     "Why not come and chat with me," said the Grasshopper, "instead of toiling and moiling in that way?"
     "I am helping to lay up food for the winter," said the Ant, "and recommend you to do the same."
     "Why bother about winter?" said the Grasshopper; "We have got plenty of food at present." But the Ant went on its way and continued its toil.
     When the winter came the Grasshopper had no food and found itself dying of hunger - while it saw the ants distributing every day corn and grain from the stores they had collected in the summer.
Then the Grasshopper knew: It is best to prepare for days of need.
The grasshopper failed to plan but the wise ant planned his work and then worked his plan. The same applies to the important work we are doing in building membership.

6. A GOAL WITHOUT A PLAN IS A DREAM GOALS vs. PLANS
Kelly then uses several of the plans to distinguish between a goal and a plan. He suggest that if any participants want to tweak their plans to create plans rather than goals it is welcomed.

7. TOP GROWING DISTRICTS
Sherri then introduces two District Membership Chairs who presents on what is happening in their districts – Don Peterson & Randy Watkins. Sherri then controls the Q&A section of this presentation.

8. TOP GROWING CLUBS
Kelly then introduces two individuals from top growing clubs in District These individuals explain what their doing to grow their clubs. Kelly then controls the Q&A section of this presentation.

9. GROWING – BEST PRACTICES
Sherri then tells the group that the time is theirs to share what is working in their plans and what is not. Kelly explains that the only rules for engagement during this section of the presentation is that each member of the group should be given an opportunity to speak before anyone else speaks again. Sherri then says, Let’s begin. Sherri and Kelly lead the discussion.
To start the group off, Sherri asks, “What is your biggest challenge in growing membership and what is your solution to overcome this obstacle?”
Other questions if discussion dies off:
What is working in your membership plan?
What isn’t working in the plan?
How will you make adjustments in the plan?
What is the most successful recruitment plan you have operating in your District?
What is the club in your District that allows the greatest flexibility and how is it structured?
How are you ensuring that the membership charts get down to the club level?
How are you training club membership chairs on how to use the charts?

10. ROTARY MOMENT
The video is presented and then a Rotarian will stand and say: As we face the opportunities of growing membership in our clubs and districts, some will see only a brick wall. But with creativity and enthusiasm, as membership chair we can inspire others to see through the obstacles and embrace opportunities.

11. ROTARY MOMENT
The video is shown and a Rotarian stands and says: When we strive to grow and retain membership, some in our District will discourage us attempting to keep us from reaching our goals, but others will assist and help us. Find those people who will help and politely ignore those who will not.

12. TOP RETENTION DISTRICT
Sherri starts the session by welcoming everyone back from lunch and then Kelly introduces the two top retention districts. Each of the districts are given 10 minutes to talk about what each is doing to retain members.

13. TOP RETENTION CLUBS
Kelly introduces the two top retention clubs. Each of the clubs are given 10 minutes to talk about what each club is doing to retain members.

14. OPEN DISCUSSION ON RETENTION
Lynne leads a one hour discussion on best retention practices.
Lynne starts the discussion by asking: “If there was only one thing you could tell a club on retention of membership, what would it be?”
Other questions for discussion:
            What role, if any, does the weekly rotary meeting play in retention? How can you as DMC help ensure clubs have quality meetings?
            Does a good mentoring program aide in retention?
            What are the components of a good mentoring program?
            Is it important to reach out to those membership missing meetings? If so, how frequently? If not, why not? How as DMC can you assist clubs in this area?
            What role does the sergeant in arms play in retention?
            Membership satisfaction survey? Has anyone in the group used them? If so, what was the results?
            What is a Rotary Moment, and does it play any role in retention? How can you as DMC assist clubs in this area?
            Do any of your districts have the Rotary Leadership Institute? Has that impacted retention in your district?

15. Julie Aubry Regional Membership Officer SATELITLE CLUBS
Julie makes her presentation then leads a 30 minute satellite and 2016 COL flexibility Q&A discussion.

16. Glenda Thomas Project Lead
CADRE PROGRAM
Glenda Thomas
Project Lead
Phone:
Glenda then makes a 10 minute pitch for the cadre program. She then leads a 10 minute Q&A. She draws in those Districts which have already had deployment for testimonials. If Glenda is NOT present due to her other roles, Sherri or Lynne leads this section of the seminar?
Don Peterson is lined up to make a testimonial about the value of the cadre in his district.

17. Sherri Muniz Zones 21b & Parts of 27 Kelly Atkinson Zone 27
WRAP-UP & EVALUATIONS
Kelly then asks, how was your day? He shares with the group how essential evaluations are for determining if the information and dialogue was valuable in their roles as membership chairs. He directs the participants to the following link and ask then to complete the evaluation right then via their smart phones.
He thanks everyone for their attention in behalf of Sherri and him, and shows the final Rotary moment.
Sherri Muniz
Zones 21b & Parts of 27
Kelly Atkinson
Zone 27

18. ROTARY MOMENT
A Rotarian says: Success comes from overcoming the trails and the tribulations that will occur as you seek to grow and retain members. Only by persevering and staying positive will you achieve your goal. Set goals, plan your work, work your plan and good things will happen. You might NOT see it immediately, but if you set realistic goals, develop a plan, work the plan someday it will come all together just like the fork came together in this video.