District Assembly 2010 - Membership Presentation

Membership Services

District Assembly 2010

AGENDA • Introductions• District Membership Services Remit• Membership Trends• Goals for 2010-2011• Recruitment• Retention• Extension• Presidential Citation• Protection / Health & Safety / Gavel / Attendance /

Supplies / Sports• Resources• Q & A

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INTRODUCTIONS

• Chairman

• New Club Formation – South

• New Club Formation – North

• Health & Safety

• Protection

• Attendance

• Supplies

• Sports

• Gavel

• Jim Houston

• Sandy Matthews

• Bill Leslie

• Martin Forster

• Alistair Ritchie

• Charlie Burgess

• Alasdair Campbell

• Arthur Duncan

• Frank Bremner

INTRODUCTIONS

• Chairman

• New Club Formation – South

• New Club Formation – North

• Health & Safety

• Protection

• Attendance

• Supplies

• Sports

• Gavel

• Jim Houston

• Sandy Matthews

• Bill Leslie

• Martin Forster

• Alistair Ritchie

• Charlie Burgess

• Alasdair Campbell

• Arthur Duncan

• Frank Bremner

MEMBERSHIP SERVICES • To encourage and support clubs to recruit and retain

members• To encourage clubs to support formation of new clubs• To encourage club project committees to consider

membership dividends for every project• To promote the Club Leadership Plan• To encourage efficient administration of clubs• Promote friendships and social contact in and between

clubs• To organise membership group meetings at Assembly• To co-operate with others for the care of isolated and

weaker clubs• To arrange District fellowship events• To report to District Council and RIBI

MEMBERSHIP SERVICES • To encourage and support clubs to recruit and retain

members• To encourage clubs to support formation of new clubs• To encourage club project committees to consider

membership dividends for every project• To promote the Club Leadership Plan• To encourage efficient administration of clubs• Promote friendships and social contact in and between

clubs• To organise membership group meetings at Assembly• To co-operate with others for the care of isolated and

weaker clubs• To arrange District fellowship events• To report to District Council and RIBI

MEMBERSHIP TRENDS

Last Rotary year, RIBI clubs recruited 3754 new members, however, 4000 existing members did not renew their membership – a small net loss!

MEMBERSHIP TRENDS

After generally increasing for almost 20 years, District 1010 membership is taking a down turn. This current Rotary year it is expected that membership will have dropped by approx. 1.25%

MEMBERSHIP TRENDS • 40% of RI members are over 60• 70% of RIBI members are over 60

– District 1010 on a par with RIBI– Fewer people active in professions and business

• We need to reduce the average age of Rotary to what it was when YOU joined.

• In 1992 District 1010 had 71 clubs with a total of 3072 members

• Today we have 88 clubs in the District with a membership of 3229– Average Club size has declined by 16%

• Every area has some clubs which have declined considerably in membership, as much as a 43% reduction over the last 20years.

MEMBERSHIP TRENDS • 40% of RI members are over 60• 70% of RIBI members are over 60

– District 1010 on a par with RIBI– Fewer people active in professions and business

• We need to reduce the average age of Rotary to what it was when YOU joined.

• In 1992 District 1010 had 71 clubs with a total of 3072 members

• Today we have 88 clubs in the District with a membership of 3229– Average Club size has declined by 16%

• Every area has some clubs which have declined considerably in membership, as much as a 43% reduction over the last 20years.

GOALS FOR 2010-2011 • More Rotarians than last year

– Each club to achieve a net gain of at least one member by 31 March 2011

• Make use of Club Assessment Tools• Adopt a valid recruitment plan• Develop an effective retention plan

– Retention is at least as important as recruitment

– Can you sponsor a new Rotary club?• Formation of a minimum of 2 new clubs

• More Rotarians than last year– Regular Club meetings should provide great

fellowship and stimulating projects – Weekly Newsletter, by post or electronically– Develop and maintain a club website– Encourage a greater number of applications for

the RI Presidential Citation• Recognises the great work going on in every club• Tell the world of Rotary about your levels of service

GOALS FOR 2010-2011(contd.)

GOALS FOR 2010-2011 More Rotarians

– Bring fresh ideas, new interests, more talent and increased energy to your club.

– Increase Rotary’s capacity for SERVICE.

– Ensure the future of Rotary. – Increase the volume of support for the Rotary

Foundation.– Can help identify potential new members

• Identify

• Introduce

• Invite

• Induct

• Inform and Orientate

• Involve

• Educate or Instruct

RECRUITMENT

The Dating Game

RECRUITMENT

The 1010 Rotarian Dating Agency Ltd.

• Showered and groomed• Hair• Lippy• Wardrobe

– Little Black Number– New Shirt

RECRUITMENT The 1010 Rotarian Dating Agency Ltd.Preparation

• Is Club fit for purpose?• Is it attractive?

• Timing• Programme• Speakers• Community Involvement• Social Activities• Service• “F” word

Preparation

Fail to Prepare – Prepare to Fail

• Define our parameters– Blonde?– Brunette?– Hunky or Chunky?

• Scan the dance floor– Choose your target– Time your approach– Choose the right place to

make your move

RECRUITMENT The 1010 Rotarian Dating Agency Ltd.The Set-Up

• Define your parameters• Vocation• Gender• Location• Experience• Activities

• Get yourself out and about• Yellow Pages• Thomson’s Directory• Local High Street

The Set-Up

• Make or Break– Something Intriguing– Amusing– Interesting– Captivating

RECRUITMENT The 1010 Rotarian Dating Agency Ltd.The Chat-Up Line

• Have you heard of Rotary?

• Do you know what Rotary does?

• I heard a fascinating speaker the other week

• Let me tell you about......• Captivating

The Chat-up Line

• “What do you do?”• “What kind of guy are

you?”• What’s your favourite

colour?”

Recruitment The 1010 Rotarian Dating Agency Ltd.Information

• “What does Rotary Do?”• “What is Rotary?”• “It’s all old men in

suits?”• “Is it all young men in

suits?”• “Is it really boring?”

Information

• Make the right impact– A POSITIVE

IMPRESSION

• Make yourself:– Sound an attractive

mate– An interesting and

worthwhile person

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2010 26

RECRUITMENT The 1010 Rotarian Dating Agency Ltd.Impression

• Make the right impact• A POSITIVE

IMPRESSION

• Make Rotary sound an:• Attractive• Interesting• Worthwhile activity

• Have good compelling, examples of local / RIBI / RI projects

Impression

• “Do you want to come back for a coffee?”– Is there washing

hanging on the drier?– Dirty dishes in the sink?– Unwashed smalls in the

bedroom?– Do I have coffee?

• Don’t blow it now!

RECRUITMENT The 1010 Rotarian Dating Agency Ltd.The Crunch

• “Come along to Rotary with me”

• Is your club• Welcoming?• Attractive?

• Does the “F” word prevail?• Exude FUN and

positivity• Does it have a pulse

• Don’t blow it now!

The Crunch

Poor Preparation – Promotes Poor Performance

• If this is not going to be a one-night stand...– Cherish them– Fete them– Make them feel wanted– Make them feel

attractive• Let them know that you

want to invest in a long term relationship.

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2010 28

RECRUITMENT The 1010 Rotarian Dating Agency Ltd.Happy Ever After

• If it’s not going to be a one-night stand, the new member needs to• Feel wanted, feel special• Cherish them• Fete them• Make them feel wanted

and attractive• Let them know that you

want to invest in a long term relationship

• Sound familiar?

Happy Ever After

It’s not rocket science

RECRUITMENT

• Five for One Plan– Divide club members into groups of 5– Each Team

• Is assigned responsibility to identify and recruit at least one potential member for a particular month

• Is asked to identify several prospective members and then to recruit at least one of them for induction during the committee’s assigned month.

• Is encouraged to complete every step of the new member process

– Initial discussion– Invite to a meeting – Induct and encourage to become an active member

RECRUITMENT

The 1010 Rotarian Dating Agency Ltd.

• Where do we look for new members?– Create a database of program alumni (former participants in

Rotaract, Interact, Rotary Youth Exchange, Group Study Exchange, and other RI and Foundation programs) – actively recruit from this group!

– Hold a lunch for community leaders, ask each member (or Five for One team) to invite a specific number of leaders

– Scan local business journals and newspapers for the names of influential businesspeople and community leaders, and invite them to a meeting.

– Invite prospective members to participate in a club activity or project to demonstrate the meaningful work your club does

– Send a welcome letter to the owners of new businesses in your community.

– Place a promotional ad or insert in your local chamber of commerce directory.

RECRUITMENT

• Invite more women and younger professionals– Only 15% of Rotarians worldwide are women– Only 34% of members worldwide are under the age of 50– However, younger professional men and women have hectic

schedules, family obligations, or financial limitations, consider offering incentives:

• Waive or reduce fees for a period of time• Reduce club meal expenses• Invite a small group of younger individuals to join at the same

time• Assign a veteran Rotarian to mentor new, younger Rotarians

and make them feel welcome.• Create club fellowship and networking activities that are

convenient for younger professionals.

RECRUITMENT The 1010 Rotarian Dating Agency Ltd.

• Retaining good members is as critical to long-term growth and success as the induction of new members.– It’s important to look at how many members are leaving

your club each year, and not just your net gain or loss.

RETENTION

• Carry out a meaningful induction ceremony– Invite spouses, partners, and family members to the

ceremony.– Decorate the location of your induction ceremony

appropriately with your club banner and other Rotary items.– Look at conducting the ceremony in a special location other

than the club’s regular meeting place to add to the formality of the occasion.

• Involve New Members in Meaningful Service Projects– Giving new members an active role in your club makes them

realise an immediate connection.– Rotarians want to work on relevant projects. Without such

opportunity, they will quickly lose interest in your club.

RETENTION

• Inform and Orientate Your New Members– Develop a formal orientation program to ensure that new

members are not lost due to lack of knowledge.

• Use New Member Information Kits– The New Member Information Kit contains publications

to help educate new members during their orientation. Order a supply of these kits from RIBI to distribute to new members, or create your own new member kit.

• Communicating Electronically– Use your club’s Web site, newsletter, and e-mail to

regularly inform new, current, and prospective members of what is happening in your club.

RETENTION

• Educate and Nurture Existing Members– Research has shown that continuing education

helps increase a club’s overall retention rate.– Throughout Rotary Year consider meetings set

aside to discuss:• Participation in multi-district meetings• Information regarding Rotary projects, projects and

activities• Goals and initiatives of the Club and District• Proposing new members

RETENTION

• Don’t Forget to Focus on Member Satisfaction– Create a programme that makes every existing

members feel they are valuable members of an effective team.

– Carry out regular surveys to check the effectiveness of:

• Programme• Club Meetings• Costs• Etc.

RETENTION

• Your club may not be the best fit for every prospective Rotarian in your community. Varying work and travel schedules, family commitments, and areas of interest create the need for options for individuals interested in becoming Rotarians.

EXTENSION

PRESIDENTIAL CITATION

• CLUB SERVICE– Net gain of at least one member (5)– Have a valid membership recruitment plan (5)– Have an effective membership retention plan (5)– Have an established three-year plan (10)– Sponsor a new Rotary Club (5)– Good fellowship and stimulating programme (5)– Weekly newsletter (5)– Club Web site(5)– Provide financial assistance to enable president-

elect to attend PETS or international convention (5)

Workshop

PROTECTION

CHILDREN

VULNERABLE ADULTS

PROTECTION

• CHILDREN: CONTEXT–11 million children–3 to 4 million children are

vulnerable–300,000 to 400,oo are in need–26,000 on child protection register–50 to 100 die from abuse or neglect

PROTECTION

• ACTION FOR ELDER ABUSE• Elder abuse exists, and it may have a

profound effect on the quality of life for older people.

• Both the rights and autonomy of older people, and their need to be protected from abuse, are recognised.

• The responses of all statutory, voluntary and commercial agencies should be collaborative and appropriate.

PROTECTION

ROTARIANS AND HELPERS

Everyone has the right to have fun, feel secure and protected when participating in a Rotary event.

PROTECTION

• PROTECTION–Policy

–Training

–Planning

–Professional approach

–Dealing with allegations

PROTECTION

• POLICY–A4 statement

–Explanations

–RIBI

–District

–Club

PROTECTION

• TRAINING–District protection officers

–Club protection officers

–Rotarians

–Volunteers

PROTECTION

• PLANNINGPlan out the problems

PROTECTION

• PROFESSIONAL APPROACH–Define roles–Select people carefully– (Criminal record checks)–Give training and support– Induct–Check–Review

PROTECTION

• CHECKS: KEY FEATURES–Clear need for the check

–Secure process

–Confidentiality is assured

–Proper use of the information gained

–Careful and timely disposal

–Need to know

PROTECTION

• DEALING WITH ALLEGATIONS–Club protection officer (CPO)

–Nominated person for every activity

–Known lines of reporting

–All know what to do

PROTECTION

• DEALING WITH ALLEGATIONS–Support from other CPOs and District

–Essential to know and liaise with local systems: Police, Social Services

–Essential to record and to share

PROTECTION

• YOUTH EXCHANGEIT IS ESSENTIAL

– for a District to be registered with RI, through RIBI to take part in any kind of International youth exchange

– for all procedures to be in place:• Accommodations checks• Family member checks• Counsellor for every student

PROTECTION

CONSULT THE POLICY

DOCUMENT

PROTECTION

ROTARIANS AND HELPERS

VULNERABLE VULNERABLE ADULTSADULTS

CHILDREN

PROTECTION

Everyone has the right to have fun, feel secure and protected when participating in a Rotary

event.

PROTECTION

By protecting others we protect ourselves.

HEALTH & SAFETY

District 1010 Health & Safety

Martin Forster

District H&S Officer 2010-11

HEALTH & SAFETY

• Responsibilities– Keep Clubs informed of their H&S

responsibilities– Be the District H&S Link with Clubs– Provide H&S advice to Clubs– Keep District informed of H&S issues,

performance

HEALTH & SAFETY

• Duties & Tasks– Provide H&S training at District events, on

request – Respond to Club H&S queries and needs at

District & Area (Zone) events– Provide Club H&S training and updates at Area

(Zone) events (majoring on Risk Assessment)– Promote Clubs’ use of RIBI and other Rotary

H&S info– Keep both District and Clubs abreast of relevant

legislation changes

HEALTH & SAFETY

• Planned Activities– Assess Club needs (today!)– Respond by e.g. offering Area H&S training

updates

RESOURCES

District Assembly 2010 - Membership Presentation

Education

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