CLUB MEMBERSHIP COMMITTEE District Training Assembly Facilitator: Mohan, AG and Incoming District Membership Chair Resource Person: PDG Lim Hock Teck Date:

CLUB MEMBERSHIP COMMITTEE

District Training AssemblyFacilitator: Mohan, AG and Incoming District Membership ChairResource Person: PDG Lim Hock Teck Date: 28 March 2015

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Topics

• Understand the role of the membership committee.• Select appropriate committee members.• Engaging your members• New Member Orientation• RI’s Pilot Projects• Organizing New Clubs

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Role and Responsibilities

What is the role of the membership committee?

Develops and implements a comprehensive action plan for identifying, attracting and engaging members

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Responsibilities

• Develop committee goals to achieve club membership goals.

• Educate and train new and current members.• Conduct classification surveys.• Develop membership action plan.• Conduct club assessments• Work with public relations committee.• Sponsor new clubs, if applicable.

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Selecting Committee Members

What qualifications should be considered when selecting membership committee members?

• Professional experience in marketing, hiring, or sales.

• Strong connections to a cross-section of the community.

• Thorough knowledge of Rotary.• Outgoing and sociable personality.

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How can you help your committee members do their job effectively?

• Be sure committee members understand their responsibilities.

• Encourage communications with other membership committee members in the district.

• Pair new committee members with more experienced ones.

• Become familiar with the resources available and share them with committee members.

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How can you motivate committee members?

• Involve then in the planning process.• Acknowledge their efforts and accomplishments.• Ask for and incorporate their suggestions.• Provide them with challenging tasks.• Explain how their work contributes to club,

district, and Rotary goals.

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How can you work with other club leaders?• Work with the public relations committee to

elevate the image of the club in the community, making it more attractive to potential members and building pride among current members.

• Coordinate with the services projects committee to ensure that projects are relevant to club members and involve non-Rotarians.

• Consult with the administration committee on club programs that educate members about Rotary and address their personal needs and interests.

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Engaging Your Member

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What is “Engagement?”

Engagement can mean many things…



The term engagement can mean a great deal of things, even within the subject of membership and volunteer organizations

and “engaging members” can take many forms.

When Rotary talks about engagement strategies, what we are really talking about is: interaction, fellowship, motivation and

inspiration

Engagement is a tool to build a stronger community of members and a stronger club. Those features are what keep members

coming back to meetings and that is retention.



Engagement is Knowing your Members!

• Getting to know on a deeper level• Connect with each member• Look for comment interest• Shared experiences• Professional connections• Other items that link you to them

Rajamohan Munisamy



Engagement is Reaching Out to MembersVocal vs silent group

• Vocal groups are normally the happiest

• If vocal at least you can be aware of their displeasure

• We spend most attention to the ones who complain the most

• When vocal they are invested in the situation we pay attention to

• Leaving unsatisfied members to sit quietly

• Dissatisfied members are often least vocal

• May back away from the club quietly, stop attending meetings and eventually quit

• Pay attention to this group as they have the most valuable insight on what your club could do better



Engagement is Putting your Members to Work!

Giving a disengaged member of your club their own role, position, or responsibility is a way to show that you value their experience and expertise. It is also a way to getting and keeping them engaged with the club. This is true for new members and for the more experienced leaders, but the approach is often different. Members that feel they are of value to the club are far less likely to leave and are more likely to become a spokesperson for the club and the work it does.


Engaging by Audience

Separate Strategies for Separate Segments

It is important to note that there is no “ONE” thing or “One” way to solve an engagement problem - there are many many ways clubs and leaders go about engaging their members. You can’t engage every segment of your membership the same way. New members might need more help becoming familiar with Rotary while experienced Rotarians and past-leaders may be struggling to find new projects or roles that will challenge them.

That is why it is important to design your engagement strategy to fit your target audience.


Engaging New Rotarians:

Welcoming New Members



Welcoming New Members

- New member orientation with

resources

- New member activities and

socialization - Learn their interests, strengths and goals

(what do you want to do in Rotary?)

- Recognizing new members

- New member mentor program


New Member Orientation:

• Rotary policies and procedures

• Opportunities for service

• Rotary history and achievements


New Member Resources:

• Connect For Good (formerly Rotary Basics)

• My Rotary E-learning center– www.Rotary.org/learning-reference

• RI Directory

• Manual of Procedure

• Rotary Club Constitution

http://www.rotary.org/learning-reference


After Orientation:


Mentor’s Responsibilities:

• Introduce the new member(s) to every club member

• Accompany new member to club meetings

• Ensure new member’s involvement in the club

• Inform the new member about special meetings and social events held throughout the year

• Monitor new member’s attendance

• Make sure the new member understands club policies and procedures


Family Involvement:

Invite family members to attend Rotary meetings

and to participate in club projects


Engaging New Rotarians: Get them Involved and Invested

- Let them learn the joy of service work- Help them find a role inside the club

- Club Officer/committee position- Put their skills to work (service project)



Learn What is Working by asking them…


Make Sure They Feel “Heard”


Example of District Level New Member Orientation Camp:

• Provides a fun learning experience• A great opportunity to meet new members

from other clubs

• A great way to gain a broader view of the organization

• Makes members feel part of the whole

picture

• Enchances Rotary Pride


Three Turkish Districts Joint New Member Orientation Camp 7-8 March 2015






Engaging Experienced Rotarians:

Challenges: • Traditional societies •Aging clubs • Struggling economies • Integrating young members.• Global issue

Full Member Engagement Essential: • To deliver Great Humanitarian Service• Literally matter of life and death.



Quantifying the challenge:

RI Member Age Demographics: Rotary Central 22/3/15 - sample size 457,692

70 year+:23.3%

60 year+:49.9%

50 year+:74.4%

Members aged 60+ are our primary “customer base”



• Engaged “Seasoned” Rotarians – Greatest asset - Disengaged - Significant Liability.

• Re-engage or lose an irreplaceable knowledge bank/data base.

• Need their “buy in” to encourage young members.• Combine new and old.



When I was President that would never

have happened….

Things aren’t what they used

to be…..

I wish someone would ask me how I

can help?

I could really be part of the solution!

RE-ENGAGE RE-INVEST

RETAIN RE-ENERGISE



• Whose Responsibility to re-engage?Club President/Membership Chair/District Governor/Assistant Governor/District Membership Chair/Friend within the club

……everyone – it’s a culture!



Solution:

• Engage members …. one by one.

• Key target - older disengaged members.

• Asked each member to do one thing for the club



Strategies to re-engage:

• Ask them to mentor

• Let them pick their projects and enjoy them.

• Value their knowledge and experience

• Involve with the next generations Rotaract/Interact

• Ask them what they want

• Talk to them & listen

RI Membership Pilot Projects

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On 1 July 2011 four new pilot programs, associate membership, Corporate membership, innovative and flexible clubs, and satellite clubs, were started to investigate feasibility, success, and interest by Rotary members. The initial 3 year duration expired on 30 June 2014 and it is now renewed for further 3 years till 30 June 2017.

Pilot programmes provide:• Opportunity for club innovations• To regenerate• To become more attractive to potential new members• Different way to start a new club?• Gives more flexibility in determining membership

requirements• Try different meeting logistics• Corporate companies to work with Rotary clubs

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Associate Membership “Trial Membership”Allows an individual to become associated and acquainted with a Rotary Club, its members, its programs and projects, with the expectation of club membership with the intent of becoming an active member within a designated period of time.

• Associate member is not an official member of the club. No District or RI Dues

• No need to register with RI.• Not entitled to hold any club officer position• Clubs determine any club dues, attendance

requirements and the term, i.e. the amount of time to be associate member

• Can convert from associate to official member but current members are not allowed to convert to associate member.

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Corporate membershipAllows a corporation or company in the club’s area to become a corporate partner of the Rotary club, through an established membership process. Companies sponsor employees as active Rotarians.

• Appoint up to four persons to be its designees, as active members to attend meetings, serve on projects, vote on club matters. One must be a senior executive of company.

• Will be formally inducted into the club.• Attendance to be established by the club• Each designee, as an individual can hold office in

any Rotary Club. • Financial obligation to be established by the club• Can convert from corporate membership to an

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Innovative and Flexible Rotary ClubAllows clubs to adjust their operations to better suit the needs of their members and community. To be fun, dynamic, diverse, resilient, tolerant, interested in trying new things, proactive, member driven, results orientated, resourceful, inspirational, and relationship rich. • Try out different meeting logistics (time, date, location, online, use of

social media, club event or social activity, and so on)• Create relevant and creative membership qualifications

and requirements• Shift the focus from meeting attendance to member

engagement• Clubs would be authorised to make changes to the

Standard Rotary Club Constitution and to their Rotary Club By-laws in any area other than RI membership dues requirement.

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Satellite Club

Allows Clubs to conduct multiple club meetings during the week, each taking place at a different location, on a different day, and/or at different time. Satellite Club is not an official independent RC.• Assist in chartering a new club• Accommodate rural and remote or communities with small populations• Accommodate large metropolitan areas in allowing one club to provide

several meeting times and locations• Provide an opportunity for a small, weak or struggling club to become

connected to a larger, active club for ongoing mentoring, support and assistance

• Accommodate different demographic groups such as young people where the established Rotary Club does not suit them or is not attractive to them

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Clubs in our District participating in the pilot programsPilot Rotary Club CountryAssociate Member Labuan Malaysia

Corporate Member Kuching Central Malaysia

Innovative & Flexible RC Bukit Timah Singapore

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Organizing New Clubs

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Organizing a New Rotary Club• Inform District Governor of forming a new club.• DG will appoint a special representative.• Sponsor club to submit sponsor club form.• Submit to RI New Club Survey along with sponsor club

form.• Recruit potential charter members• Verify classification worksheet

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Organizing a New Rotary Club• Determine locality, club name, meeting location and

meeting time.• Club fees and dues, weekly meetings, election of club

officers established and conducted.• DG to declare provisional club status.• Standard Rotary club constitution, Club bylaws,

committee structure adopted by the charter members.

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Organizing a New Rotary Club• New club application submitted by charter club to DG

for approval.• New club application submitted to RI by DG.• New Rotary club admitted to RI membership by RI

Board.• DG receives notification of approval from RI.• Identify charter presentation date.• Charter presented to new club.

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Thank you!

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Documents

CLUB MEMBERSHIP COMMITTEE District Training Assembly Facilitator: Mohan, AG and Incoming District Membership Chair Resource Person: PDG Lim Hock Teck Date: