CLUB ASSEMBLY

MARCH 14, 2011

State of the Club

&

Course Corrections

What is Rotary?

• volunteers motivated to serve and make positive impacts on communities.

• volunteers can’t be commanded, only encouraged and lead with cooperation.

• It doesn't have to be difficult.

• periodically evaluate goals vs. circumstances and consider changes.

• Lancaster-Northeast has many assets, however there are cracks that need mending.

What is Lancaster-Northeast?

• great group of personalities, with very interesting current or past careers

• great history of service to communities here and abroad

• strong financials - able to easily sustain club projects and charitable activities

• long-term membership trend is negative• recruits may be unsure about fitting-in with

club age spread• more volunteers / division-of-labor needed,

plus back-ups for toughest jobs

State of the Union

• club history & continuing support for RI Foundation are commendable

• club finances are strong

• club organization has challenges

• club membership trend is worrisome

finances (2/24/11)

YTD YTD

budget actual balance

• income 36,110 30,407 (5,703) (1)

• expenses (44,406) (28,907) 15,499 (2)

• net (8,296) 1,500 9,796 (3)

• checkbook balance – $24,760 (2/10/11)

• DAF – $22,679 (1/10/11)

footnotes(1) mostly delayed Haiti project matching funds

(2) some expenses up-coming:

* $10,000 grants to charities (in next FY)

* $2,000 DAF?

* $2,000 RI Foundation?

* $2,000 Rotary Youth Ldrshp. Awrds.

* $2,000 scholarships

(3) on-track for planned end-of-term balance

Special thanks to Junior for his diligent work budgeting and tracking our money each year

organization• officers (5): - Pres. & Pres.-Elect - Sec. – Bill - Treas. – Junior - Past-Pres. – Vince• service lane chairs. (4): - Club – Russ - Community – Ed - Internat’l. – Jack - Vocational - Milt

organization• Club Service Lane

- eleven committees

• Community Service Lane

- nine committees

• Internat’l. Service Lane

- three committees

• Vocational Service Lane

- two committees

Total: twenty-five committees

committees• Club Service: Russ - Programs - Jim F. - Membership – Tom - Nor’easter – Gary - Attendance – Dave - Sergeant-at-Arms - Russ - Adult Christmas Party – Oz - Children’s Christmas Party – Jim L. - Website – Bill - Strategic Planning & RF DAF – Jim S. - Benevolence - Herb - Grape Expectations – Steve (+Janell & Richard)

committees• Community Service: Ed - Community Needs – Ed - Fundraising: * Fundraising Planning – Jim L. * Car Show – Steve * Spring Fundraiser – Jim L. * Salvation Army bell ringing – Bill * Car Wash – Scott * Golf Outing – Scott - Public Relations – Bill - RSVP – Jim L.

Committees• International: Jack E.

- Rotary Foundation – John M.

- Group Study Exchange – John K.

- Haiti Water Project – Vince

committees

• Vocational: Milt, III

- Interact – Dave

- RYLA – Oz

- students-of-the-month recognition - Oz

division of labor

• 33 of 34 (97%) of “leader” positions are held by 21 (42%)

• Nine members hold 21 of 34 (87%)• A relatively small number of members typically

circulate among key positions• Conclusions:

- more members need to step up,

- and/or, more “able and willing” new members

are needed

why new members?• Lanc.-NE has shrunk almost 50% from 15

years ago, and this trend continues.

• membership average age est. to be 70+

• many members have already served as Pres., as well as in other key positions.

• Lanc.-NE has a proud history and strong legacy that can be continued.

• NEW MEMBERS WILL ENABLE THE CLUB TO REBUILD AND MOVE FORWARD.

Membership Committee Chair

Tom Winters presentation:

CURRENT STATUS

• No Growth

• Threat of decline due to attrition

MEMBERSHIP ASSESSMENT• Strengths

– Meeting location/food– Maturity of core membership– Programs and community benefit– Minimum time commitment/organized meetings/timely topics– Community awareness– Professional business network

• Weaknesses– Average age members– Predominant male body of members– Representation of target classifications– Lack of diversity– Cost/financing new members

CURRENT NEW MEMBERSHIP PROCESS

• Each member independent of membership objectives or plan invites neighbor, relative, friend, colleague and promotes/mentors

• Result membership maintenance as best scenario

MEMBERSHIP GROWTH PLAN

• Letter invitation campaign

• Business leader/owner nomination of prospects

• Advertize hold new member reception

• Mentor/follow-up/retain

• Advertisement design/club brochure

LETTER CAMPAIGN

• 3-4 Rotarians

• Identify list of invitees – 10 at a time

• Submit list with addresses to membership chair for mailings/tracking/mail follow-up

• First List by 06/30/2011

• New List quarterly

BUSINESS LEADER PROSPECTS

• 1-2 Rotarians• Identify business owners and leaders with

locations in Lanc./MT or immediate vicinity with management/employees working or living in the same vicinity – 3 per cycle

• Submit names and address to membership chair for mailing/tracking/follow-up

• First cycle by 06/30/2011• One cycle each quarter

NEW MEMBER RECEPTION

• 3-4 Rotarians

• Schedule date/Advertize

• Plan event/presentation/info. Packet/sign-in

• Membership chair tracking/follow-up mailing

• By 09/30/2011

ADVERTISEMENT/BROCHURE

• 1-2 Rotarians

• Design/produce copy

• Produce information item on Northeast Rotary to be distributed/mailed for new member information

• By 04/30/2011

MENTOR/RETAIN

• 4-6 Rotarians

• Reserved table focus on meeting/sitting with and selling rotary to visiting member prospects and new members

GOAL

• Increase membership by 10% annually for five years

• Includes replacement due to attrition

• Assumption – after five years with nucleus of new members membership retention and growth will continue without an aggressive action plan

Board Actions

• Dues payment incentive plan

What’s to be done?• target job classifications – done• identify candidates• recruitment procedures & tools• host guests – “sell” Rotary & Lanc.-NE• retention process• polish club’s image: * venue - great! * be welcoming / friendly * be active /energetic – projects * be inspired & loyal Rotarians

membership committee needs:

• additional active participants (assigned “volunteers”?)

• subcommittees needed to tackle issues and implement action plans

• Tom’s leadership to set objectives and assure progress

plan to sustain club effectiveness:

• reverse membership decline trend

• re-energize lanes & committees

• seek new projects with solid impacts

• plan well for effective fundraising

• improve club visibility & image

What will you do to help?• ask for assignment – officer, lane, or

committee• seek to learn about new aspects of the club –

back-ups for long-serving members needed• help with recruitment and retention• volunteer for major fundraisers (incl. spouses)• participate to lighten the general load & add

new ideas• greater participation offers opportunities for

leadership experience and the rewards of accomplishment

it’s about the Rotary and our future

>> the next move is yours

[we know where you live]