Rotary Club of Kentville Strategic Plan for 2018 - 2021



Rotary Club of Kentville Strategic Plan for 2018 - 20211.IntroductionThis report has been prepared to summarize the results of the Rotary Club of Kentville’s Strategic Plan review process, completed during the winter months of 2017-18, and including:Completion and review of the RI sample Member Satisfaction SurveyTwo Board Strategic Planning Workshops in November and FebruaryTwo Club Assemblies on Strategic Planning in January and February, each Assembly with approximately 25 Members attendingGenerally following the steps of the RI sample Strategic Planning GuideExplore club’s current conditionPrepare vision statementAlign vision statement with club’s current conditionSet priorities to achieve visionList 3 to 5 yearly goals to support prioritiesTrack the club’s new strategic planIn the following pages, the steps and information resulting from the input of Club Members and the Board will be described. The RI Strategic Planning Guide suggests a Strategic Planning Team be created at the outset of the planning process – in the Kentville strategic planning process; the Board has fulfilled this role, with the support of two Club Members as facilitators.The real success of the strategic planning process will be judged by Members in terms of how much and how well the actions identified in this report are implemented by the Board, by Directors, by Committee Chairs and by the individual Members of the Club. We are all challenged to become People of Action. This report suggests an annual review in February of each year, to see how well we are moving forward. 2.Explore the Club’s Current ConditionAll members of the Club were encouraged to complete a Member Satisfaction Survey distributed in November, 2017. The responses, which were received from about 30 Members, provided valuable input, and they were grouped into three categories:Club OrganizationMembershipCommunicationsThe Member Satisfaction Survey results, and comments received, are available as Club Documents on Club Runner, and they were presented and discussed at both Board workshops and the Club Assemblies. It is important to note that Members were generally satisfied with their Club, and the following text describes more about making things better, than it does dissatisfaction with the value of Club Membership and the results achieved by our organization. Following the Member Survey, several Board and Member discussions and suggestions, the following issues and responses are provided:a)Organization:Responsibility:Club Committees need more support in terms of Director involvement, mentoring, role clarification, annual goals and budget preparationIndividual DirectorsClub Committees need to communicate more about what they do, using Business Meetings, the Spokesperson, Club Runner (keeping and posting minutes).Committee ChairsEstablish an annual Strategic Plan Review processBoard of Directorsb) Membership:Responsibility:Membership activities need more Member participation, personal contacts and supportIndividual MembersCombine membership and attendance committees to engage new members in weekly meeting set up, sign in and recruiting of additional new membersBoard of DirectorsShare information about the membership process, activities including resignationsDirector of MembershipNeed Members to volunteer to mentor others, and to meet Club expectations for mentorsIndividual MembersCreate an easy process for Members to present ideas for new events/projects, and encourage innovative thinking/ideasDirector of Membershipc) Communications:Responsibility:The Board and Committees need to communicate more about their activities, and use multiple communication channels to do so.Board of Directors,Committee ChairsUse the Spokesperson as a general Club Communication tool, e.g. for Committee activity bullet mittee ChairsWork with Committee secretaries to take minutes regularly, to share them with other Members on Club Runner, and to respect privacy & confidentiality when neededIndividual DirectorsCombine business meetings and classification talks, with all committees reporting verbally at least four times each year.Board of Directors,Program Chair3.Prepare Club Vision StatementA good vision statement answers the question: Where do you want to be? It may recognize certain things about the organization that would carry on, but the important thing is to emphasize those things that would make things better; things that can be the starting point for new priorities and initiatives (goals) to improve the organization.Using the Board of the Club as a visioning group, and after reviewing the visions of other organizations, including Rotary International (new Vision in 2017) and the District, the following vision was created. After presenting the following vision to several meetings of the Board and Club Members, it appears to fit our needs very well for the Strategic Plan:The Vision for our Club:The Rotary Club of Kentville, rich in tradition and experience, fosters enthusiasm and commitment through participation, service, fellowship and fun.4.Align the Vision Statement with the Club’s Current ConditionThe new Vision statement seeks a membership that is both enthused and committed, and Section 2. of this report identifies a number of initiatives, for the Board, Club Committees and Members to help bring the Club’s Condition into better alignment with that Vision.Through the two Board Strategic Planning events and the two Club Assemblies, the Club has developed a set of strategic priorities, taking into account:The club’s strengths and weaknessesOur community’s opportunities and challengesMember’s opinions as expressed in the survey and in person.5.Set Priorities to Achieve the Club’s VisionFollowing the January Club Assembly, the Board developed a set of Strategic Priorities, which were shared with the Club at several sessions, and in some detail at the February Club Assembly. The following list is proposed for adoption now in this Strategic Plan for 2018-21:Priority One:To support youth locally and internationally to achieve success in their lives.Priority Two:To provide more opportunities for vulnerable persons in the community.Priority Three: To increase the engagement of all Members in Club activities.Priority Four:To modernize the Club structure, membership, project management and fundraising.Priority Five:To engage Members in international service projects, in collaboration with other organizations, other Clubs, the District and Rotary International.These priorities are not intended to capture every activity of the Rotary Club of Kentville, and the Club and its Committees would continue to provide support for initiatives coming from the Community, from other organizations and from Rotary International and the District. They would however shape the general direction for the organization, and provide a benchmark against which new initiatives would be evaluated, adopted and reported. This report suggests and annual review and reporting process to see if the Strategic Priorities are being implemented effectively, through the actions of the Board, its Committees and our Members themselves. 6. List 3 to 5 yearly goals to support prioritiesThe following tables for each of the Strategic Priorities outline specific goals, responsibilities and timelines to work collectively towards accomplishing the priorities over the next three Rotary Years. Where a specific committee is not identified yet, this has been left blank, for revision by the Director in consultation with the Board. This should be done as part of the Special Board Meeting in May, as outlined in Section 7. of this report.When these actions were reviewed with the Board, it became apparent that a few Directors would be responsible to lead the specific Goals, while other Directors had less involvement or none at all. For each of the goals, it is suggested a “2nd Director” be provided as a “co-chair” or back up person to carry the load of implementation, monitoring and reporting.Priority One:To support youth locally and internationally to achieve success in their lives. GoalWhoYear OneYear TwoYear ThreeCommentEstablish an active NKEC Interact ClubDirector of Youth Services,Committee:_________ XMembership, Regular Meetings, RCOK Volunteer AdvisorComplete a project to support youth literacyDirector of Youth Services,Committee:_________ XPartner with Valley Community Learning Association, OthersComplete a project to support mental healthDirector of Youth Services, Committee:_________ XPartner with CMHA, OthersCreate new youth opportunities: Adventures in Citizenship & Understanding Director of Youth Services,Committee:_________ X X XPartner with AV First Nations, Recruit from NKEC and CKHSRecruit and Support International Exchange StudentsDirector of Youth Services,Committee:_________ X X XBoth Inbound and Outbound, link with NKEC Interact Club, other Valley Rotary ClubsPriority Two:To provide more opportunities for vulnerable persons in the community.GoalWhoYear OneYear TwoYear ThreeCommentsComplete a significant community project to improve opportunities for vulnerable personsDirector of Vocational & Community Services, Committees: Community Services, Persons with Disabilities X X XUse information from Community Health Board, Other ClubsPriority Three:To increase the engagement of all Members in Club activities.GoalWhoYear OneYear TwoYear ThreeCommentsStrengthen the Membership Committee and its ProcessesBoard of Directors, Director of MembershipCommittee: Membership XCombine the Committees, improve recruitment, mentoring and retention processesImprove the diversity of Club membership significantlyDirector of Membership, Committee: Membership X XDevelop more New Member Activities, ProjectsDirector of MembershipCommittee: Membership X X XEngage the Social Committee alsoIntroduce alternative membership optionsDirector of Membership, Committee: Membership X Xe. g. new categories: family associate, youth, institutionalPriority Four:To modernize the Club organization, project management and fundraising.GoalWhoYear OneYear TwoYear ThreeCommentsReorganize the Board to reflect the Strategic PlanBoard of Directors XChange Directors, Committees asap, ratify at December AGMImprove communication to all Members about Club activities Director of Club Administration, Committees: ALL X X XWith the Communications Committee - consider texts, apps, use of the SpokespersonStrengthen record keeping for the Board and all CommitteesClub Secretary, Individual DirectorsCommittees: ALL X X XComplete the Corporate Records Review Project, Directors attend Committees, ensure information sharing with Club Priority Five:To engage Members in international service projects, in collaboration with other organizations, other Clubs, the District and Rotary International.GoalWhoYear OneYear TwoYear ThreeCommentsComplete a significant international projectDirector of International Service, Committee: International Services X X XShort term partner with local groups, long term develop Global Grant projectsDevelop an annual “hands on” international projectDirector of International Service,Committee: International Service X X XInvolve more Club Members, partner with Interactors, local groups (e.g. Kikima Grannies) on local fund-raiser7.Track the club’s new strategic planIn 2018, the incoming Board of Directors would be responsible in assigning the Year One (2018-19 Goals) to various committees or individuals, and assisting them in launching their responses, and monitoring the progress. After discussing this report and timeline with the Board, it was proposed that a special Board Meeting be held in May of this year, to take the “to do” list, and the “Who” columns, and assign committees to specific goals.This special Board meeting would also provide an opportunity to review the overall Club organization, identify any needed changes, and review committee membership lists. The latter activity may identify the requirements for additional committee members, Committee Chairs and Secretaries, to be followed up by the individual Directors in the weeks to follow.It will be important to get those committees with 2018-19 Goals identified in this Plan started up early in the new Rotary Year, if they are to have the time to complete their work. Annual reviews each February are proposed in the Implementation Timeline, to provide the Club with a regular discussion of where the organization is going, and how well it is moving forward to complete the Priorities and Goals identified.Strategic Plan Implementation TimelineMarch, 2018Completion of the 2018-21 Strategic PlanApril – June, 2018Board Review of Year One Goals, Assignments to CommitteesJuly, 2018New Board and Committees begin implementationFebruary, 2019Club Assembly & Reporting on implementationIdentify/Confirm Goals for Year Two (2019-20)April – June, 2019Board Review of Year Two Goals, Assignments to CommitteesJuly, 2019New Board and Committees begin implementation processFebruary, 2020Club Assembly & Reporting on implementationIdentify/Confirm Goals for Year Three (2020-21)April – June, 2020Board Review of Year Three Goals, Assignments to CommitteesJuly, 2020New Board and Committees begin implementation February, 2021Club Assembly & Reporting on implementationReview Goals, set Strategic Priorities for the Next Plan (2021-24)Identify Goals for the next three years ................
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