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Rotary Membership Development & Member Retention

A WINNING FORMULA

Find, Invite, Induct, Orient, Fellowship & Retain

ROTARY CLUB MEMBERS

(Developed by PDG Clayson Lyman, District 5400)

1. Four Minimum Requirements for a Rotary Club to Succeed:

a. A well planned, workable new member program to Induct, Orient, provide Fellowship to & Retain new club members.

b. An exciting club project for every member to give “hands-on” experience.

c. Interesting, well-run, "CLASS" weekly meetings, including starting and ending on time.

d. Adequate club financial resources

2. Worksheet - Membership Development Targets for the Rotary Year

a. _______ Projected Members on July 1st of New Rotary Year

b. _______ Projected Loss - i.e., 10%

c. _______ Net after projected loss

d. _______ Need to Induct to meet current Rotary Year Target

e. _______ Projected Membership Target by June 30th of Rotary Year

3. Classification Survey - prepare by May 1st prior to new Rotary Year

Classification Business/Profession Prospective Rotarian Assigned Rotarian

Butcher Joe's Butcher Shop Joe Medina Pete Jones

Baker Foothill Bakery Mike Adams Bill Smith

Candlestick Maker Candlelight Delight Mary Williams Sue Butler

4. PIPELINE - How to build it:

a. The Club Membership Chair and committee members personally invite each club member to give the Committee the names of 3 to 5 prospective members. Since statistics show that only 5% of the Club Membership actually ever sponsors a new member, those other 95% can give the Committee names. The Committee should stay after each member until he/she gives at least 3 referrals and agrees to let the Committee use his/her name in making the prospective member contact.

b. Get the Business License list from the city offices. All who do any kind of business or profession in a community must have a business license. Most of these people are entrepreneurial and many of them will make great Rotarians.

c. Prepare a Classification Survey using the above format.

d. Priorities in placing prospective club members in the pipeline:

i. 1st - live and work in the community

ii. 2nd - live in the community and work outside it

iii. 3rd - work in the community and live outside it

5. Rotary Information Box - give to Prospective Rotarians to prepare them for their first club visit. Box wrapped in Rotary yellow paper with a Rotary blue ribbon, may contain:

a. Rotary Basics -Item #595-EN

b. The Rotarian - Monthly magazine for Rotarians

c. This Is Rotary - booklet -Item #O01-EN

d. Rotary - The Possibility - video 3.26 minutes -Item #688C-EN

e. This Is Rotary - video 5.40 minutes - Item #449C-EN

f. Membership Video Set - 2 DVDs - Item #427 -MU

6. How to Propose a New Member - Item 254-EN

Complete Part A of this form and submit it to the Club Secretary who will present it to the Membership Committee and the Club Board of Directors for approval.

NOTE: Do not invite the Prospective Member to join the club or complete Part B of this form until you receive the proposal form back from the Club Secretary with Board approval.

7. Invite Prospective Rotarian to Rotary Club Meeting

NOTE: If you bring a Prospective Rotarian to a club meeting and you do not have the Board approved proposal form back from the Club Secretary, you should introduce your guest as: "My guest" and the Club Members will understand you do not yet have Board approval to invite him/her to join.

If you bring a guest and you do have Board approval, you introduce your guest as: "A guest of the Club" and the Club Members will understand you do have Board approval and that the Prospective Rotarian is invited to complete Part B of the proposal form.

8. Prospective Rotarian decides to apply for Club Membership by completing Part B of the proposal form, signing and dating it. The prospect should be told that his/her name will now be published to club members for approval or disapproval which process takes 7 days. Any club member can object in writing and the Board will consider the objection. If the Board agrees with the objection, the prospect will not be invited to join. If no written objection is received by the Club Secretary by the end of 7 days, the prospect will be inducted into the Club.

9. Suggested Format for Publishing Prospects Name:

"Joe Medina has been proposed for membership into the _________Rotary Club by (name of Sponsor) with the Classification of (ie: butcher, baker or candlestick maker) who owns and operates (describe profession or business and give location or address of the business/profession). If any member of this club opposes this proposal, he/she must submit the objection in writing to the Club Secretary within 7 days of the publication date of this notice. The Secretary will present the objection to the Board of Directors for consideration. If the Board agrees with the objection, we will not be inviting (name) to join our club. If, however, there are no written objections within this 7 day publication period, (name) will be inducted into the Club.

NOTE: The confidential publication of the prospective Rotarian's name and proposed classification is sent by mail or Email only to the club members. It is never published in the Club Bulletin or Newsletter. After the new member is inducted, the Bulletin or Newsletter publishes a warm welcome to the new member.

10. Orientation Prior to Induction - the Sponsoring Rotarian and members of the Membership Committee meet with the prospect and his/her Rotary partner for a pre-induction orientation to include: attendance, financial, participation, and objectives and basic information of Rotary so that the prospect and partner both are completely aware of the commitment they are making.

11. "Class" New Member Induction Ceremony is held at a Club Meeting:

a. The sponsor gives a well-prepared 1 minute intro of the new member.

b. A capable and knowledgeable Rotarian formally inducts the new member.

c. Club President pins the Rotary wheel on the lapel and presents the new member and other items selected to be given to new members.

d. New member invited to say a few words

e. Club members are invited to stand and give the new member a warm applause welcome.

Rotary blue or yellow box given to New Member at induction. This New Member Induction Package may contain any or all the following items: (Induction fee should cover the cost of these items.)

Welcome letter from Club President

Membership Video Set - 2 DVDs - Item #427 -MU - $10

The ABCs of Rotary booklet - Item #363-EN - $3.50

My Road to Rotary - Paul Harris autobiography - Item 922-EN $10

Club Roster updated to include new member & Rotary Partner

Club Constitution and Bylaws

New Member Checklist for Red badge to Blue badge

Five Fireside Chats or New Member Orientation Schedule

Rotary Basics - 8 page Rotary education reprint -Item #595-EN - $.75

4-Way Test Booklet - gratis

4-Way Test walnut plaque - see Russell Hampton catalog

Object of Rotary walnut plaque - Russell Hampton catalog

The Rotary Foundation Facts - Item159-EN - gratis

Rotary decals - Russell Hampton Club

Club shirt

12. Blue Badge Dinner - Checklist to move from Red to Blue Badge

a. Attend a Club Board Meeting

b. Give a Craft Talk

c. Attend at least 4 of 5 scheduled Fireside Chats:

i. Club Service

ii. Community Service

iii. Vocational Service

iv. International Service

v. Rotary Foundation

d. Serve as Greeter for 1 month

e. Attend at least 2 District functions

f. Visit at least _____ other Rotary Clubs

g. Sponsor a New Member

13. New Member Mentor assigned prior to induction - this may be the Sponsor or some seasoned Rotarian that knows and understands Rotary and the steps we take to retain members.

a. New member assigned to a committee and given task(s)

b. Mentor and Rotary Partner fellowship New Member & Partner

c. Mentor responsible to see that new member is well oriented about Rotary and invited to attend Club and District events.

14. Five Fireside Chats - held on 5 consecutive months during the first half of the Rotary Year (July - December) and again during the second half of the Rotary Year (January - June). Two reasons for Firesides:

a. Fellowship of New Rotarians and Partners in Rotarian homes.

b. Rotary Orientation on these subjects:

i. Club Service attended by Club Service Committee members & partners

ii. Community Service Committee members & partners

iii. Vocational Service Committee members & partners

iv. International Service Committee members & partners

v. The Rotary Foundation Committee members & partners

c. The first 30 minutes of Firesides is for Fellowship. The next 30 minutes for orientation by the respective Committee, ie: Club Service, etc. The last 30 minutes is more Fellowship time.

d. Light, inexpensive refreshments may be served - make it simple and easily duplicable by the humblest member of your club.

e. The host/hostess should never be the Fireside Chair. It is the Chair's job to see that these Firesides are well organized, well attended and only last 90 minutes. The host/hostess cannot call a close to a Fireside after 90 minutes, but the non-host/hostess Chair can.

f. It is important that the new member and partner be fellowshipped by as many Rotarians and their partners as possible in the first six months of their club membership. If new members and partners feel welcome, comfortable, needed and important among their new Rotary friends, they will not leave Rotary.

15. Only two valid reasons for a Rotary Club Member to leave your Club:

a. Die

b. Move

NOTE: If Members of your Club leave for any other reason - it is an indictment of you and your Club! All supposed reasons like job loss, illness, etc. can be handled by the Club President and Club Members. Solutions can be found for any reason that may be raised for leaving the Club other than the 2 reasons listed above.

16. "Warm Fuzzies" keep Rotarians coming and participating. People respond positively to an environment that gives them "Warm Fuzzies". People who experience "Warm Fuzzies" in Rotary will never quit! They will stay the course and attend, support and contribute their TIME - MONEY - TALENTS - RESOURCES. You cannot pay people to do what they will do for FREE when they are getting their "Warm Fuzzies" in an organization.

17. Guidelines for "Warm Fuzzies" Atmosphere:

a. No foul or improper language

b. No dirty or ethnic jokes

c. No maligning of race, culture, ethnicity, religion, politics, sex, shortcomings, financial status, education status, etc.

d. Use lots of positive recognition. In Rotary there is no place for fines or penalties. Recognize good deeds, accomplishments, promotions, birthdays, anniversaries.

e. Create an atmosphere of security, fellowship, brotherhood, and belonging. Leave no one out.

f. Be prompt - always start and end on time.

g. Be Prepared! Have a timed, well prepared agenda and keep the show moving at all meetings and events.

h. Follow up on assignments with reminders, confirmations and affirmations.

i. Express appreciation in person and in writing for participation at all levels.

j. Remember important dates and traditions and feature them weekly. Send birthday and anniversary cards and personal notes.

k. Make your Rotary Club a Status Symbol where people of "class" want to belong.

l. "PEOPLE DON'T CARE HOW MUCH YOU KNOW UNTIL - THEY KNOW HOW MUCH YOU CARE!

Effective Use of the Rotary Club SeRGEANT-AT-ARMS

1. Manual of Procedure 2007, page 266 - Club Bylaws - Article 4 Section 6:

The duties of the sergeant-at-arms shall be such as are prescribed for such office and other duties as may be prescribed by the president or the board.

2. Suggested duties of the Sergeant-at-Arms in Rotary Clubs:

Note: It is very appropriate for the Sergeant-at-Arms to have a Committee

A. Arrange for set-up of meeting room well before meetings begin (and take-down).

• Flags and banners including proper placement of US Flag on speaker’s right.

• Confirm microphone and speaker system is working as well as any other electronic gear that is to be used during the meeting.

• Set up cashier's table to include cash box, make-up cards for visiting Rotarians, name badge box, name tags for visitors and appropriate signup sheets for events.

• Arrange for pianist or other background music both prelude and postlude and for club singing. Make sure each table has sufficient song sheets/books.

• Arrange to have greeters at the entry to welcome Club Members, visiting Rotarians, visitors, and guests - including guest speaker(s). Greeters to introduce visitors to members of the club and help them get seated with members who will introduce them properly.

• Arrange to have Speaker gift(s) at podium for easy presentation

B. Arrange for RECOGNITIONS when called upon by Club President.

Note: In Rotary there is no place for "fines or fining" of members - only RECOGNITIONS.

• Prior to the beginning of the New Rotary Year, the Sergeant-at-Arms Committee contacts personally every member of the Club to determine how much he/she is willing to give, over and above club dues and fees, for RECOGNITIONS. The committee then records and keeps a running tab on each member and the amount he/she has paid for periodic RECOGNITIONS during the year, i.e., quarterly, semi-annually.

• The week before the Sergeant-at-Arms is going to RECOGNIZE a member, a contact is made with the member to confirm he/she is ready to be recognized at the next club meeting to the tune of X dollars. Then the Sergeant-at-Arms determines an appropriate reason to RECOGNIZE the member and the member pays the RECOGNITION amount.

Note: These RECOGNITIONS should be for a positive and uplifting cause or reason and should never be done in a derogatory or defaming way - the idea is to build the member up, not find fault or tear him/her down with some frivolous, embarrassing or inconsequential matter.

C. A good, uplifting and meaningful role the Sergeant-at-Arms can take is to arrange each week for a short 5-7 minute "craft talk" - where the member is invited well in advance to take the allotted time to tell the club about his/her craft or profession, background, schooling, family, hobbies, pastimes and the role Rotary plays in his/her life. This rotates throughout the club members and when all have had a chance to give a "craft talk" the process starts again. Experience has shown that "craft talks" are one of the most anticipated and appreciated items of the club meetings and a chance for each member to share who he/she is.

D. The Sergeant-at-Arms committee can arrange to have cards sent to members and spouses including birthday, anniversary, sympathy, get-well, congratulations, etc signed by the Board Members and/or the Executive Committee.

E. After each club meeting, the Sergeant-at-Arms committee contacts any club members who did not attend, by phone, in person, with a note or letter. The idea is to make sure every club member who does not attend is made to know that he/she was missed and that the club members care about their well-being.

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