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ROTARY INTERNATIONAL

DISTRICT 9125. 2012 DISTRICT CONFERENCE. EFFECTIVE & FUNCTIONAL CLUB A DISCUSSION WITH CLUB LEADERS. ROTARY INTERNATIONAL. PRESENTER: ROT. OLA ALOBA phf + Past District Secretary 1986/87. The RI Board has determined that effective clubs are those that:-

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ROTARY INTERNATIONAL

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  1. DISTRICT 9125 2012 DISTRICT CONFERENCE EFFECTIVE & FUNCTIONAL CLUB A DISCUSSION WITH CLUB LEADERS ROTARY INTERNATIONAL PRESENTER: ROT. OLA ALOBA phf + Past District Secretary 1986/87

  2. The RI Board has determined that effective clubs are those that:- • Sustain or increase their membership base • Implementing successful projects that address the needs of their communities and communities in other countries • Support The Rotary Foundation through both program participation and financial contributions • Develop leaders capable of serving Rotary beyond Cub level. PRESIDENT ELECT TRAINING SEMINAR (PETS). EFFECTIVE CLUB

  3. FUNCTIONING CLUB • Your club is a member of Rotary International. Through this membership it links your club to 35500 Rotary clubs worldwide with access to RI services and resources. You are one of the 35,500 Presidents, and RI Officers holding the wheel of Rotary across the world for the Year 2012-2013. A functioning Club is defined as a Club that:- • Pays its per capita dues to RI • Meets regularly • Ensures its members subscribe to the Rotarian and District Magazine • Implements service projects that address needs in the local community and / or in other countries • Receives the visit of the governor, assistant governor, or RI Officer • Acts in manner consistent with the RI Constitution, Bye laws and Rotary Code of Policies • Pay its RI membership and district dues without outside assistance • Resolves club disputes in an amicable manner • Maintains co-operative relations with the district • Cooperate with RI by not initiation or maintaining litigation against RI, the Rotary Foundation and associates, and the International Office of the RI secretariat

  4. FUNCTIONING CLUB (Cont’d) If a club fails to function, the RI Board may authorize RI General Secretary to terminate such club. This is without prejudice to club’s response to query from DG, before making recommendations to RI Board. Dues and attendance are mandatory items for club sustenance on RI list. Clubs can be terminated due to Non payment of financial obligations, or incorrect attendance list.

  5. RESPONSIBILITIES OF THE ROTARY CLUB • Maintain positive news media relations • Publicize successful service projects and activities that illustrate Rotary’s aims achieved • Encourage Rotarians to inform their families, friends, business associates of Rotary aims and accomplishments • Strive to let community leaders, young people and other interest groups be aware of Rotary mission, scope, programs and activities • Take definite steps to correct wrong impression of Rotary aims and objectives • Encourage news media, public relations and other communications professionals to join Rotary • Seek out avenues to be of service to the community

  6. OBJECTIVES OF DISCUSSION • 1.Club Administration • 2.Membership • 3.Fellowship and Activity Programs

  7. PROPOSALS FOR CONSIDERATION • (1). PUBLICITY. • Proper display of Rotary Wheel indicating Club’s name and meeting times, possibly with 4-way Test plaque by the side of the Wheel in the lobby of Hotels or meeting venues. • Members to be encouraged to visit Rotary Website frequently for more information and education. • R1 Membership Card is important for all Rotarians. This gives identification both to visiting Rotarians to Clubs, and to show proposed members part of the benefits of being a Rotarian. • Club banners are part of Rotary publicity efforts. Members should be encouraged to have their club’s banners in their offices. If every club in the district has a banner that is exchanged with the other clubs, there will be at least, 62 banners to display in every club meeting.

  8. PROPOSALS FOR CONSIDERATION (CONT’D) • Members should be encouraged to display their Club Banners,and if possible ,other Club Banners too, in their offices to advertise Rotary. • Every Club President and Director of Club services should be encouraged to read “Effective Public Relations: A Guide for Rotary Clubs”. • Every Rotarian must be encouraged to wear Rotary pins, with pride, to their place of business activities to advertise Rotary.

  9. PROPOSALS FOR CONSIDERATION (CONT’D) • (2).MEMBERSHIP DEVELOPMENT. • R1 recommends 75 clubs with 2700 Rotarians per district for good administration, impact and finances. This is average of 36 Rotarians per club. To have effective 36 members, Clubs must have about 50 – 60 members on Roll. This is a very tall order, but experience has shown that attrition that reduces Club members will definitely put strain on time, and resources of the remaining members. • Balanced membership is advised, where no one business, profession or type of community services predominates (RIC 5.2(b). This will assist in Rotary Community and Club Service activities.

  10. PROPOSALS FOR CONSIDERATION (CONT’D) • There is need to constantly review and update demography of club territory to establish representative membership by classification; that is both recognized professions or business activities which will help club growth and its activities, and also propagate Rotary objectives. The classification should enable clubs to carry out Vocational and Community Services with minimal stress on members. • Clubs should encourage young people and admit them based on their potentials (RCP5.040.2).

  11. Clubs must maintain contact with R1 Foundation Alumni in their catchment areas and bring them to Rotary. Their talents can be tapped, even if they are not yet ready to join Rotary. They are friends of Rotary with potentials to become Rotarians. Alumni roster in club areas should be kept by in each Clubs for follow-up by Membership /Admission Committee. DG may assist to inform clubs of RI Alumni members in their territories. • Point of invitation, introduction, and induction of new members are very crucial to functionality, and retainability. PROPOSALS FOR CONSIDERATION (CONT’D)

  12. Club members can submit their names of prospects to the Club Secretary or Chairman, Admission Committee for invitation. Clubs can be the invitee of such people while sponsors still follow up. Short text messages or ‘Rotary catchy phrase’ and name of Sponsor can be sent to prospective visitors. Prospects can also be invited by postcards indicating Club meeting dates. • Clubs should consider giving visitors small cards to acknowledge their visit 1, 2, or 3, which indicates club, meeting days and time. This can be used for follow up activities. • Follow up card should contain mini information on the card, i.e Community Service activities of the Club, and benefits of being a Rotarian. PROPOSALS FOR CONSIDERATION (CONT’D)

  13. Follow up by forwarding ‘Prospective Member Info Kit (423) which provides information on R1, Rotary Foundation and Responsibilities through Email. • It might be ideal to give away Rotary items like Book dividers, District magazine to visitors as an introduction to Rotary. • The prospective member must be given information on Club’s location and time of meeting. Club’s community service efforts and successes, the International Scope of Rotary Service and fellowship, Rotary emphasis on high standards of character and integrity, Rotary’s broad-based community representation which gives benefits to members’ business contacts, Rotary’s attendance requirements and the Club’s dues structure. PROPOSALS FOR CONSIDERATION (CONT’D)

  14. NEW MEMBERS ADMISSION / INDUCTION. (i). ADMISSION. • Structured classification will help when admitting new members to help the Club activities and community service. There are basic things that every club needs to operate effectively: Hotel meeting places, Photography, Printing, Sign writing, Construction, etc. • Admission committee should use membership requirement standards to assess proposed members. • Existing members must be constantly briefed on the need to do preliminary assessment of possible guest being proposed to the club. This will give the invitee opportunity to determine personal interests and abilities to highlight areas of potential personal involvement. PROPOSALS FOR CONSIDERATION (CONT’D)

  15. (ii). INDUCTION. • There is need for proper induction of new members, because this is the point of entry into Rotary activities. Whatever happens at this stage will direct the footsteps of new Rotarian and will also reduce possible attrition. The 3 words – RESPONSIBILITY, BENEFIT, SERVICE, are of utmost importance at this stage. • Induction ceremony is both Orientation of New members, and Education of Old members. • Induction of new members will be of greater impact if it is grouped i.e minimum of 3 instead of an individual. It is ideal during Club meeting days. This does not exclude individual induction in case of small clubs. PROPOSALS FOR CONSIDERATION (CONT’D)

  16. The program for induction of new members can be as follows: • To be chaired by President and possibly all members of the Board • Showing of Rotary Basics Video and sample of club projects, highlighting outstanding club projects by the Director, Club services. • Explaining duties, rights and responsibilities of a Rotarian by the Club Secretary. • Benefits of being a Rotarian by the Vocational Service Director. • New Rotarian(s) to be accompanied by spouse (where possible). • Short biography of new member. PROPOSALS FOR CONSIDERATION (CONT’D)

  17. Presentation of Rotary materials. • 4-Way Test • Object of Rotary • Club Bylaws • RI Bylaws • Manual of procedure (on RI website) • Lapel pin, Membership card, Club Directory. • Assignment to club committee and introduction of chairman of committee to such member. • New member’s response. PROPOSALS FOR CONSIDERATION (CONT’D)

  18. In order to retain membership, there must be effective club administration. Every Rotarian is a busy person, who is conscious of time. (A). ATTENDANCE. 1. RI expects every Rotarian to attend up to 50% of their club meetings in each half of the year but make up their attendance in other clubs within 14 days of his/her club regular, i.e 100% attendance is possible whether in yours or other clubs. 2. Every club must meet as scheduled, commence on time and close within agreed timing. Ideal situation is to speed 1hour for all activities. This will encourage members to attend and still have time for other issues. 3. Committee activities must not be brought into general meetings until discussed and approved by Board. This makes meeting time easy manage. CLUB ADMINISTRATION

  19. 4. For a 40 member club average attendance is likely to be about 15 -20 members weekly. This is average of 40%,which is applicable in other clubs with smaller number. 5. There is a formula that might help in keeping up attendance. 1 + 1 or 1 + 1 + 1 Formula. For clubs below 25 – 30 membership on Roll, Formula 1 + 1 is ideal. The 1 + 1 is simply pairing members, i.e each person has an opposite number that looks out for each other in attendance. It is this person who will know from his pair whether both will attend meetings or only one will. The member attending a meeting will bring the apology for the one not attending. If both will not come, it will be confirmed to the Secretary. CLUB ADMINISTRATION (CONT’D)

  20. 1 + 1 + 1 is similar but it involves 3 Rotarians who will look out for each other’s welfare. This is ideal for clubs of above 30 membership. Some clubs might encourage groups that are always constant at meetings, while introducing fines for constant absentees. CLUB ADMINISTRATION (CONT’D)

  21. B.WELCOME HOME PROGRAM • Every Rotarian is to look out for former Rotarians or Rotarians in transit through their cities, and encourage them to visit Clubs. This will boost attendance and also increase quality. • This is where Rotary Wheel + 4 - Way Test Plaque in Meeting Places lobby will help Rotarians in transit. CLUB ADMINISTRATION (CONT’D)

  22. C. BENEFITS I) There is need for Club Directories indicating Rotarians, Classification, Business address, Hobbies, with photographs (if possible). This will give information on Rotarian businesses and contact. This will enhance opportunities to Rotarian Businesses. It might be ideal if the District Directories are produced. ii) Joint Club Social Interaction Forum can be considered with approval of DG. This is ideal with multi-club cities like Abuja, Kaduna, Ibadan, etc. iii) Vocation interaction amongst members to speak on their individual professions and businesses. The President is to encourage each member to speak on their profession. Vocational Service Director can generate roster of members for the talk during Club Meetings. This will give further exposure to Members’ businesses CLUB ADMINISTRATION (CONT’D)

  23. D. RI + DISTRICT + CLUB DUES. The core of Rotary is attendance and dues. Both are twins that keep a club or Rotarian in good standing. Every Rotarian must be educated on the importance of paying dues as at when due; July every year. Attendance is also as important. Therefore Rotarians must be tutored on attendance requirements. CLUB ADMINISTRATION (CONT’D)

  24. FINANCIAL REQUIREMENTS. Every Rotarian must be properly briefed at admission, of Financial Requirements and Commitment to Rotary. Experience shows that prospective members are usually not properly briefed about Financial Commitments before being admitted. This leads to attrition within the first six months. It is important to give the benefits along with financial responsibilities for beneficial service. CLUB ADMINISTRATION (CONT’D)

  25. TYPICAL ANNUAL FINANCIAL COMMITMENT OF A ROTARIAN. ATTENDANCE AND DUES. DUES. Club + District + R1 = N50,000 Av Meeting Expenses (Sgt. at Arms+ Drinks) N500 av. X 52 weeks = N26,000 Club President Investiture (varies from Club to Club) = N 5,000 Av Dist. Conference (if in Abuja – Average cost excluding travel cost and accommodation) = N 7,500 Every Rotarian every year = N15,600 = N104,100 The minimum financial commitment is =N104,100 pa CLUB ADMINISTRATION (CONT’D)

  26. All Clubs have local and peculiar situation depending on each locality. However ,there is need to work out what works in each locality. NOTES i) All the above are without Project Contribution, voluntary donations, Rotary foundation, RI convention, etc. ii) It is important to give a glimpse of possible expense to new members and encourage them to plan ahead of contribution. iii) RI recommends: a) Meetings not required to include meal to reduce cost (RCP.9.010.2) b) Fining by Sgt. at Arms and excessive contributions might scare visitors from becoming members (RCP.9.010.1) CLUB ADMINISTRATION (CONT’D)

  27. These are recommendations for various Club Boards consideration:-. • Organization and welcome must be adequate to give good impression to visitors. Some club even goes to the extent of typed Agenda given to every member at every meeting. • Reading minutes of immediate past meeting for adoption is observed in some clubs. This, even though ideal, but it’s not mandatory because it will extend the meeting period. This can be reserved for business meetings • General introductions of everyone present will increase the meeting time. Introducing only visiting Rotarians, Rotaractors and guests might just be adequate. RECOMMENDATIONS FOR EFFECTIVE & FUNCTIONAL CLUB

  28. Some clubs have policy of optional drinks, no dinner, etc. • While others have policy of every person paying N1000 with drinks of your choice amongst what is available. No dinner. Other Clubs make lunch or dinner mandatory, even if at high cost. Some meeting places demand for minimum number of meals which must be served, which if members attending are not in large enough number, the club will offset from the club purse. The consequence of all these are to be considered by each club depending on each locality. • Meeting period of 1hour of regular meeting is important, but there is need for pre meeting social interaction of about 30 mins. After all Rotary is about social interaction for effective discharge of service. • Club banners should be adequate for exposure to visitors. RECOMMENDATIONS FOR EFFECTIVE & FUNCTIONAL CLUB (CONT’D)

  29. Meetings with no fixed period may not agree with everyone’s schedule, especially visitors who are potential Rotarians. This might discourage them from joining the club. • Costs of coming to meetings might be too high for average members, and also discourage visitors from joining. Tendency to skip meetings by members will be high. • Too much socializing during club meetings might take off the ideals of Rotary Club, which visitors or new members need to know. • Clubs need to be properly coordinated after the starting bell. President need to be firm and time conscious. Time-consciousness and promptness helps to retain members. New members or visitors could easily get distracted. RECOMMENDATIONS FOR EFFECTIVE & FUNCTIONAL CLUB (CONT’D)

  30. Publicity of Rotary to the general public in meeting places is very important. Rotary Wheel is important to indicate the name of Club, and Meeting days and time. Meeting hall is in the public places. It’s important to disabuse the mind of public that Rotary is secret cult. • Low Membership might create serious challenges in meeting Rotary commitment. Clubs with member-roll call below 30 might not be able to: • Have good attendance at meetings – 50% to 60% is ideal at every meeting to be able to (a) have contributions for Club activities. (b) have effective membership drive. (c) have effective community service. • Have great number of members paying dues on time. RECOMMENDATIONS FOR EFFECTIVE & FUNCTIONAL CLUB (CONT’D)

  31. Membership needs to be upgraded continuously to ensure quality (for retention) and Quantity (for distribution of responsibilities across members). Admission committee must be firm and ensure that adequate persons for Rotary are admitted. Wrong persons or procedures will cause members to leave Rotary within the first six months of admission. RECOMMENDATIONS FOR EFFECTIVE & FUNCTIONAL CLUB (CONT’D)

  32. You must leave a good legacy by improving the standard of the club, and taking it to higher pedestal for your successor to improve on, and not to start rebuilding. Rotary is continuum. Pass the Rotary torch on without quenching the fire. Let Rotary wheel keep rolling on in Service for the benefit of humanity. CONCLUSION

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