District 5790 Three-Year Membership PlanCONTENTS:

A. The Club Membership Committee

B. Member Responsibility in Recruitment Efforts

C. Benefits of increasing membership

D. Recruiting across Classifications

E. Identifying Qualified Prospective Members

F. Inviting More Women and Younger Professionals

G. Suggestions for Approaching Prospective Members

H. Starting the Conversation…Three Scenarios

I. Overview of this proposed plan

J. The 5-Minute Membership Survey

K. Membership Growth and Recruiting Thoughts

L. Prospect and New Member Development Tools

M. Use of Charts to Grow & Retain Members

N. The Use of Publicity to Grow Clubs

O. Starting New Clubs

P. Wrapping It Up

Q. Sample Letters for “Fast-Track” implementation 1. How Much Does it Cost to be a Rotarian2. Inviting a potential club member to visit your club3. Inviting a potential member to join your club4. Team Leader Instructions (for Membership Committee)5. Sample Actual Club Initiative Plan 6. Why Join Rotary Brochure (not R.I.)7. The Buddy System (please read and implement)

8. Orientation checklist and 5 page “History of Rotary” for new members

Three-Year (2013-2016) District 5790 Membership Plan

Larry Petrash District Governor 2014-2015 Dave Hurt, Membership Chair

Disclaimer: Those in business may be familiar with a performance study made some time ago. The conclusion of the study was that practically any business, even with a bad business plan, performed better than good businesses with no plan. When you think about it, even on the football sandlot the pickup team rarely wins against the team who has plays and a game plan.

This plan has been developed by your District Membership Chair for clubs in need of a membership plan. Fully realizing no one plan meets all needs and there may be some information that may not have consensus, please do not hold the District Membership Team responsible for errors or content. By no means is this plan the end-all solution to membership growth, but it hopefully will provide some clubs with new ideas on how members can work together, with the goal of improving member retention as well as the goal of developing new members….and having some fun along the way.

The plan is intended as a guide for membership teams of small, medium, and large clubs who could use a long-term specific plan that has strategic goals and how-to tactics to meet those goals. It uses tips and ideas presented by District Membership Chairs before me and I am especially indebted to Don Ferrell and to Hollis Lackey for sharing their friendship and the wisdom of their experience as District Membership Chairs.

A. The Club Membership Committee and Your District Membership TeamThe role of the club membership committees is to develop and implement an action plan for membership growth. Your club’s ability to serve the community, support The Rotary Foundation, and develop leaders capable of serving Rotary at and beyond the club level is directly related to the size and strength of your club’s membership base. It is good to start with a theme…perhaps “Bring a Guest…Make a Friend.”

This simple plan takes much less time to implement than it seems. It is a multiple year plan so you don’t have to start over every year and is offered to those clubs who could use a fresh structured systems approach to growing your club. It is a logical four step approach to; 1) invite prospects to your club, 2) demonstrate the fun and friendship of your club membership, 3) provide potential members an educational packet about Rotary and your club, and 4) send a formal letter of invitation to join your club to those approved.

Your club membership team should as a minimum include your President-Elect, the past club President, the club Membership Chair, and for larger clubs, someone assigned for orientation, classification duties, and reporting. In addition, your District membership team is here to help you. Although subject to additions, it currently is:

Dave Hurt, Chair Arlington 817-821-0326Derrick Kinney Arlington 817-419-6001Kay Huse Weatherford 817-846-5866Lance Winter Weatherford 817-594-9902 (102)Max Morley Denton 936-556-0905Tony Touchon Mansfield 817-592-3125

Don Ferrell (Past Chair) Arlington 817-401-2500

Needless to say, you should feel always free to ask you AG & DG for assistance when needed.

B. Member Responsibility in Recruitment EffortsAll club members have a responsibility to contribute to membership development through continued outreach, which includes:

• Inviting potential members to the club…only 1 hour per month commitment is suggested

• Follow-up with second invitation (phone call) for those making the first visit• Provide interested individuals with club brochure & your club prospective member

package • Refer qualified candidates to other clubs if your meeting time is inconvenient• Provide membership committee chair with contact activity form

C. Benefits of increasing membership:• Greater credibility within the community• Broader perspectives, ideas, talents, and skills• Expanded volunteer resources• Endless opportunity for leadership at the club, district, and zone levels• Enhanced fundraising potential • Less frequent program and club responsibilities

D. Recruiting across ClassificationsThe classification principle limits the number of individuals in a club to either five per classification or 10 percent of the total membership if the club has more than 50 members. This system helps the club, the district, and Rotary International develop a pool of expertise to implement successful service projects locally and internationally and to administer club operations effectively.

E. Identifying Qualified Prospective MembersThe two types of Rotary club membership are active and honorary. For recruitment purposes, seek active members who fulfill the criteria listed below. Careful selection of active members will increase your club’s retention rate and reinforce positive attitudes toward new member induction. Typical qualified potential members are either

• Currently working in professional, proprietary, executive, or managerial positions or retired from such positions; or

• Community leaders who have demonstrated a commitment to service through personal involvement in community affairs; or

• Rotary Foundation alumni, as defined by the RI Board.• Live or work within the club’s area and are service oriented• Fit into a classification that is not overrepresented in your club

F. Inviting More Women and Younger ProfessionalsClubs are learning the value of women. As a result, women now represent about 15% of Rotary. Multiply that percentage by 1,200,000 and you will learn that there are now almost 200,000 women Rotarians. Don’t forget them in your planning process.

According to a 2006 demographic survey conducted by RI, 15 percent of all Rotarians worldwide are women. In many regions, this percentage is far lower than the actual rate of women’s participation in business leadership positions and community service. Female professionals and community leaders represent an important demographic segment that should be targeted for membership.

Women are excellent communicators and offer beneficial leadership qualities to clubs. Part of your membership candidate base strategy should be focused on this large potential membership base. More women are joining Rotary every day. In many clubs women now

outnumber the men…and add a significant degree of organization and professionalism to the club! Welcome women into your club…you will be glad you did!

Younger members are another underrepresented group in Rotary. According to the 2006 survey, only 34 percent of members worldwide are under the age of 50. Younger members offer a host of benefits for your club. They bring fresh ideas for weekly programs, fellowship events, and service projects. They also provide a continuing source of energetic, enthusiastic members who can eventually serve as committee members, chairs, and club officers, ensuring your club’s longevity and relevance.

G. Suggestions for Approaching Prospective Members. Try to “connect” with your club prospective member…build on common bonds.• Think about what kind of event would be most effective for introducing the

prospective member to your club and to Rotary. Some people would be more interested in attending a weekly meeting or interesting club programs, whereas others might want to learn about Rotary and service projects, or play in your scholarship golf scramble or other fund raiser.

• Learn your club’s meeting agenda for the focus invitation week, and invite the prospective member to attend a meeting with interesting information of that particular program.

• Don’t be discouraged if someone doesn’t show an immediate interest. It’s good to be persistent, but give prospective members some space to make a decision on their own time.

• Exchange business cards, and make a note to yourself about your conversations with prospective members on the back of their cards and keep a record of your conversations

• Give a copy of What’s Rotary? to everyone you speak to about Rotary. Carry several of the cards in your wallet. For those who show interest in learning more, follow-up with a club brochure or letter about your club.

• One option is to follow up with interested candidates by mailing a personal note, or phone call, with an invitation to a club event…even offer to pick him/her up and drive them to our meeting.

• Include references to www.rotary.org and your club in correspondence.• Be sure and introduce yourself to each visitor who comes to your club…ask a

member who has similar interest, or someone who is real good at “Rotary talk, to sit with them.

H. Starting the Conversation: (Three workshop samples to “Talk Rotary”)” It is important to remember that the initial discussion with a prospective member is not to get him/her to commit to becoming a member. It is simply to tell a story about Rotary that you feel would be interesting. Enrich the Rotary story with your own story, including information that the prospective member would relate to. Then invite the individual to your club to meet other club members and to learn more about Rotary. Below are three “Rotary Talk” ideas that may be applicable when talking with prospective members…become familiar with them, but do NOT read them to the prospective member. An impromptu discussion is always better than a script; however, the wording may be used in a follow-up letter or training workshop.

Sample 1: Rotarians share a universal truth about happiness.

That truth is that true happiness, the deepest of human longings, may be found most easily by helping others. During the last century, Rotary International has developed the reputation as a philanthropic, humanitarian organization. It invests in helping others, and asks nothing in return. We are the worlds’ largest and oldest service organization. We have over one million, two hundred thousand members, comprised of leaders in all walks of

life, and now have a drive to increase our membership to do even more good. Club members are involved in local community projects based on need, and through Rotary Foundation world-wide projects.

Our “flagship” program during the last 20 plus years has been to eradicate polio in the world…with the collaboration and cooperation of the United Nations, the World Health Organization, and recently with support from organizations like the Bill and Melinda Gates Foundation we are very close to our goal. By being a key participant in immunizing approximately 1/3 of the worlds’ population… what once was 1,000 cases of Polio every day is now less than 200 per year… the world now has only 3 endemic countries. Our efforts have helped saved 13,000,000 children from polio.

Enormous goodwill has been, and will continue to be generated with projects from Rotary clubs that address local, community, and world needs. With Rotarians working shoulder to shoulder in over 200 countries, Rotary projects may become a stepping stone to help nations improve their peace-building process. Sample 2: Rotary does a lot to promote world peace. Let me explain how.

To the psychologist, peace may be defined as a state of mind. Peace to a basketball player may be scoring 20 points a game…to the runner it may mean running a mile in six minutes…to the businessman it may mean making a seven figure income…to the down and out it may mean existing until tomorrow. In each situation, the inner stress created to reach the goal may prevent living in a peaceful state of mind.

In my opinion, inner peace is a mental state of satisfaction. Experts say that ultimate peace is living in a state of harmony with ones’ environment. Others say that condition cannot exist until basic needs are met and opportunities exist for a better future.

Peace makers and peace keepers, such as those in the United Nations, are involved with making peace, and keeping the peace. As a general definition, peace is defined as the absence of war, or the absence of conflict…but peace is so much more than that. At the peace building level, where Rotarians serve, there may be a “conflict” that prevents daily living without a struggle. Rotary responds to these conditions with thousands of projects.

Rotarians are known as peace builders. Rotarians help individuals resolve individual conflict to make living less stressful, and thereby more peaceful. The conflict may be having too little water to drink, or having to walk 10 miles to fill a 5 gallon container, or providing filters to make the water safe to drink. It may be providing wheelchairs to those who cannot walk, or temporary living quarters for families in time of disaster. It may be building schools or helping schools do a better job.

Sample 3: The story of Rotary is so dynamic and touches so many lives it almost reads like a fairy tale.

It began over 100 years ago with four businessmen who became friends. They decided to work together to do a project in their local community. The project gave them so much personal satisfaction that they decided to expand their group to other cities and other countries.

The concept of fellowship and giving back is still the foundation for Rotarians and Rotary Clubs. Today there are over one million, two hundred thousand Rotarians in over thirty-four thousand clubs working in over two hundred countries across the globe doing similar

projects. Going to an International convention that has thirty thousand members from all nations is an experience that one will never forget.

With our “Service Above Self” motto, perhaps Rotary is the most recognized humanitarian service organization in the world. For your information, an individual cannot join Rotary just because they would like to be a Rotarian in name only…Rotarians Give Back!. The club approval process is designed to add business and community leaders who want to give back to help others.

Once you have qualified someone as a potential member, how should you initiate a dialog on the benefits of Rotary club membership? One approach is to highlight an aspect of membership that matches individual Interest and is of value to that person. This involves asking questions and listening to learn what is important to the prospective member. Keep it simple in the beginning. Don’t try to tell prospective members everything there is to know about Rotary and by all means do not try to push Rotary before they’ve visited a club meeting or service project. The important first step is to get the person to attend a club meeting or event, and then educate the person on the value of being part of your club and Rotary.

I. Overview of “The Plan”It is very important that most of your members buy into your “doable” membership plan as they are the ones who make it happen. For acceptance, the plan should be believable and instill confidence that, if followed, it will achieve the desired results. Focus on a single visitor day each month for the dynamics of multiple visitors. Don’t forget, the plan has a much better chance of being successful if you make it fun.

Growing membership is a never ending process that should include a long-range plan with the following stages: 1) identify candidates, 2) introduction to Rotary and invitation to visit your club, 3) visiting a club meeting and receiving an educational “visitor packet”, 4) a formal letter of invitation to join, 5) invitation acceptance, 6) membership induction, 7) mentor to inform and orient, 8) educate, and 9) involvement. Participation in with club projects and the development of friendships are paramount to member retention.

To improve member retention, this plan is designed to have every member involved and working together with a “buddy” and as a team. It is suggested that to improve friendships, each team meet every three or four months to discuss their progress in getting visitors to the club. Getting visitors in is their only responsibility as the club plan should initiate the remaining steps to membership acceptance.

It has been documented that the use of two charts on easels that are in the view of every Rotarian and every visitor will improve the visitor to member transition ratio. They will also serve as a reminder as to why one joined Rotary (and why they should stay a Rotarian). As a basis for comparison, every three properly screened visitors should produce a new member. This ratio for one club in our District was reduced to 2:1 (two visitors for each new member)……a goal worth shooting for. To keep this ratio low, your guests should receive the best fellowship your club has to offer, and there should be a program that would be of interest to members and guests alike. If your club goal is 5 new members, it will take about 15 interested guests to visit your club. The interaction with the visitor never presents the necessity of asking the stressful “will you join” closing question…that is done with the follow-up invitation to join letter. Without this or a similar plan of action, closure is extremely awkward and it may take 15 or more visitors for each new member…sound familiar? Probably so as membership closure is a major issue with all clubs.

The following is a brief overview of this three-year plan:1) A candidate list is developed from club members and business directories2) Two “team members” visit the candidates…Teams should have at least 4 members.3) Focus invitation day on third week (or other specific week of each month)

4) Documentation and contact information to membership chair during club meeting 5) Consider an annual prize or drawing for each of the winning team members6) The club program on your focus “Visitor Day” needs to be good & announced in

advance7) A “Rotary Moment” to tell the story of a club member needs to be part of your “Visitor

Day” 8) Give candidates a visitor packet with club and Rotary information before leaving the

meeting9) A follow-up invitation-to-join letter from club president within two weeks (timing

important)10)Public Relations chair will get new member induction pictures in the newspaper

The annual prize or lottery drawing may be funded from contributions of club members or it could be from the club. One prize or recognition plaque should be for the most visitors…another for the most new members…and one for the winning team given to the team leader. Whatever the award, it should be meaningful as success will mean a great deal to your club. Perhaps a member donation will make the adventure a bit more competitive?

The suggested number of membership teams in the club is based on the club goal for new members. Each team is expected to bring in a minimum of one new member per year…a very reasonable goal. If the club goal is 5 new members, then there would be five teams. Within each team a member is selected as the team leader who will report visitor information (home addresses are very important to get for the invitation letter) to the club membership chair, and set up periodic team get-togethers. Your District Membership Team is very interested to hear of your success.

J. The 5-Minute New Member SurveyIt is recommended you have a membership club assembly to present your membership plan. During this time, club members need to write down the names of friends, neighbors, colleagues, and/or business acquaintances in the community who might be qualified prospective members, and don’t forget women who are leaders in the church or community or executives in a business. This activity should generate a priority membership list that can serve as a starting point for each team in deciding who should be invited to club meetings. Other candidates may be developed by canvassing businesses in the area or using the Chamber of Commerce listing.

During this survey time, have members write down the name of their preferred prospecting partner, with second and third choice for your team members. The membership chair will select teams and team leaders…but it is important to keep member preferences in mind. Building friendships will improve member retention.

Having only one meeting per month to focus on visitors keeps the plan exciting, and enthusiasm is the catalyst that creates action. A goal of one well selected visitor per team every month is suggested. Your club effectiveness in converting guests to members may change this number. To encourage members to bring guests who are potential members, it is recommended your club pick up lunch costs for each qualified and documented new member candidate…this would not include member guests unless that guest is a qualified candidate for club membership. Keep your club secretary informed.

K. Membership Growth…Why Join Rotary? Why do Rotarians seem to find a special kind of happiness and satisfaction in their lives? What’s in it for us? The Rotarian “return” is a personal satisfaction from being part of an organization that does so many great things. The essence of Rotary’s Ideal of Service is to help others, in all parts of the world, willingly and without any thought of personal return or benefit. Local and world-wide projects are the events that shape our lives and contribute to who we are.Social, political, and economic conditions affect the way people perceive volunteering and what they hope to gain from a volunteer experience. When developing recruitment strategies, consider these questions:

• What are volunteers looking for when they choose an organization?• Is your club offering prospective members opportunities that match their

expectations?• How do the benefits of Rotary club membership compare with other organizations? • What can be done to help prospective members choose Rotary over other

organizations?

Use these benefits as a springboard for discussion among your team members to determine the best way to position your club as the preferred option for service in the community. Also focus on the benefits of Rotary club membership that extend beyond service opportunities, for example:

• Camaraderie, fellowship, and friendship with like-minded people locally & internationally

• Business networking, although networking alone is not a reason to join Rotary• Opportunity to develop leadership skills within an internationally recognized service

organization • Increased awareness & participation in helping others in need throughout the world• Pride in belonging to an effective organization that helps the local community

If you plan your visit to a prospective member at his/her office, you should be prepared to discuss the value of being a Rotarian, and position your club as an appealing course of action. Also realize that Rotary isn’t for everybody. Some people may prefer to focus on short-term volunteer opportunities or want to work for a specific cause. Wish them well, they may later change their mind.

L. Potential Member Visitor Packet There are numerous tools available to show others what Rotary is all about. When visiting a prospective member at their office, along with your business card or your Rotary invitation card, always leave a club brochure or similar publication that provides attractive information about your club or Rotary.

Your guest is the most important person at a club meeting and you should always introduce them to other members in your club, especially those who have similar interest. Before the guest departs, be sure to provide an educational “visitor packet,” (previously referred to as the Blue Folder) that includes Rotary International information, your club policy, and the cost of being a Rotarian.

The visitor packet should not contain the same documents provided in the New Member packet. The packet illustrated below has three Rotary publications on the left side of the packet. They are: 1) “Rotary Basics” (R.I. form 595-EN-(611); 2) “Rotary’s Areas of Focus” (R.I. form 965-EN-(411), and 3) “Rotary” (R.I. form 001-EN-(308).

The right side of the packet contains two club pages of information. The first is about your club and what your club does…this may be enhanced with a club brochure if one is available. The second document communicates the cost of being a Rotarian, including details about 1) Rotary dues (I say the dues average is only about $25 per month, less than a dollar a day…plus meals), 2) This amount includes the Every Rotarian Every Year (EREY) volunteer contribution and the Paul Harris award, and 3) the cost of meals. Sample documents are available upon request..

M. Use Charts to Increase Member Retention and Improve the Guest-to-Member Conversion RatioPast District Membership Chair Don Ferrell has been gracious in sharing chart ideas that work. The new member chart is one of Don’s favorites. Other charts are used to 1) remind members of the good we as Rotarians do, 2) reinforce reasons they joined Rotary and 3) why they should continue to stay a Rotarian. They are also used as education tools for visitors. Don recommends alternating two charts on easels that are positioned on either side of the speaker podium. Here are a few of my favorites.

After reviewing the use and non-use of charts over a three year period, it was evident that the use of charts aids in the retention of members, and they also improved the conversion of guests to members from a 2:1 ratio when used, to a 3:1 ratio when not in us. These statistics speak strongly for the use of charts to educate members and to tell guests the good things that Rotary and your club do. Be creative and show off your club with charts….every week.

N. The Use of Publicity to Grow Clubs

We all know the importance of publicizing our club projects, new members, and community activities. Nothing attracts potential members more than reading about Rotary in the newspaper. Here is the good news…the charts shown above are an effective way to both publicize your club and retain membership!

There is no substitute for respecting an individuals time and space…and understanding what their value system represents. Once you connect the value system (what’s important) with how your club can positively impact those values…and with relative little time...you are on the way to gaining a new member.

O. Starting New ClubsDuring a recent interview, I asked an active businesswoman who was familiar with Rotary, but not a member, why she thought there were not more women in Rotary. Her answer surprised me, and made one think “outside the box” as to how our District could be more effective in adding women members.

Her thoughts were that people like to have fellowship with others who have similar interest and TIP: should that interest be connected to projects there is a strong chance the person will remain in the club.

There are also the situations when a club is very successful in adding new members and becomes very large. During the process of growing, there may be a few who may not adjust to the new club size, change of direction, or new club culture. Perhaps these few members may be interested in starting a new club instead of resigning. Before accepting any resignation, always ask if transferring to another club might help, or if there might be an interest in starting a new club…maybe in a different time slot.

Think about it, and If you or any member of your club have thoughts about being part of starting a new club, please direct your comments to the District Extension Chair or to me.

P. Wrapping it all up….Points to Ponder

It may not seem like much when there is a membership loss of 50 or so out of a District of 2900. Looking back, it was not that many years ago when our District had about 3400 members. But you can see how the trend and cumulative loss, even at 50-100 members each year, becomes significant over the years.

If the same approach to membership growth is continued, it is unlikely this trend will be reversed.

Even dedicated Rotarians need relief in their responsibilities. And instead of a single chair having to perform multiple chair duties, it is important to have enough members to share the load, and to engage in more projects.

Bottom line, as they say, the best answer to what ails most clubs and Rotary International, is the development of new members. If your club needs membership growth, please restructure your club to add emphasis to this need. And, if you need help with a plan, please consider this three-year plan and give this approach a try.

Ending on a positive note. Not that many years ago our club was considering disbanding and joining another club. Members who love Rotary had all filled all Rotary Chairs (some several times) and had the “been there done that attitude.” Now the good news…

Just four years ago three energetic, enthusiastic, and committed new members were added. Of course they were immediately given club responsibilities, starting with President Nominee. During these few years, these three members made all District functions, we went to PETS even as President nominees, and we attended Rotary ILT training together.

Our club is now a vital healthy club of 45 members, with over 10% growth in membership over the last four years. I was fortunate to be among those three musketeers, as we were called, who developed and used a plan similar to this one to reverse a negative membership growth trend.

The important message that I hope you hear is that it only takes a few enthusiastic and committed membership oriented members to get your club on the healthy membership growth track.

Now, I am hoping this plan will serve to re-energize you and a few members of your club to have a 10% growth, or more, this year and years to come. For all size clubs…the new members will energize your club and enhance your Rotary experience…take a leadership role now…you will be glad you did!

Speaking for your District AG’s and your Membership Team, I look forward to helping you grow your club, and to hearing some great success stories.

Yours in the Spirit of Rotary,

Dave HurtDistrict 5790 Membership Chair

Q. Supplement: Planning Checklist and Sample Letters

Don Ferrell knows a great deal about growing a club. Here is his checklist. It is easy to overlook a component needed to design a comprehensive club membership plan.

HERE ARE SOME ITEMS YOU DON’T WANT TO OVERLOOK:

GOAL

THEME

YOUR STORY…ie MEMBERSHIP MINUTE

BE MY GUEST CARDS

ROTARY COINS

REWARDS--------PINS “I SHARED ROTARY”

VISITOR PACKET (Previous Blue Folder Information)

TRACKING VISITOR & NEW MEMBER SYSTEM

FORMAL INVITATION LETTER TO JOIN ROTARY

CHART: CONGRATULATIONS NEW ROTARIAN

ROTARY SPONSOR PINS (Request from R.I.)

MENTOR

RED BADGE PROGRAM

NEW MEMBER ORIENTATION

MEMBERSHIP CLUB ASSEMBLY

Clubs need a membership committee…not just a membership chair.

Membership teams enhance the process.

Sample for your club visitor packet

How much does it cost to be a Rotarian

at the (Arlington West) Rotary Club?

You can make a difference!

SAMPLE

ROTARY DUES:

Rotary membership costs average about $25.00 per month. This includes a contribution to the Paul Harris Fellowship Fund.

There is a one-time new member initiation fee of $100.00 that may be paid by check or invoiced. Rotary dues are $200.00 per year, billed semi-annually. These costs can be paid in various ways.

OTHER CONTRIBUTIONS:

Although voluntary, we ask for a $100.00 per year contribution to the Rotary Paul Harris Fellowship fund. The Paul Harris Fellowship Fund is the Rotary Foundations way of honoring a member or non-member for having donated $1,000 to its Annual Programs Fund. After ten years at $100/month, you will have reached this plateau and are recognized as a Paul Harris Fellow. This represents an average cost of $8.33 per month that will be added to your bi-monthly invoice, unless you advise the club secretary differently. This is included in the $25.00 per month total costs. Each year the Arlington West Rotary Club has received recognition for 100% member participation in this contribution effort. Paul Percy Harris was a Chicago, Illinois, attorney best known for founding Rotary International in 1905.

MEALS:

The current cost of meals is $ , and is subject to change based upon the club’s actual meal cost. Because our club must pay for so many designated meals each meeting, this charge must be passed on to members, whether or not you attend.

Meals are currently billed every other month.

SAMPLE: Rotary Prospect Invitation to Visit Your Club

Hi ____________! I have an opportunity I want to talk to you about. I know you love (Abilene) and want to see it grow and thrive. I also know you’re busy and you want to feel like your volunteer efforts are truly making a difference. And I think you’re like me—when you volunteer, you want to connect with people who have the same level of commitment as you. And you want to have fun and fellowship that often develops into friendships.

I’m a member of the (Abilene Wednesday Rotary Club)—we are a group of community-minded professionals who enjoy each other’s company. We have a great time together; we laugh and we learn about issues in our community and in the world, and Rotary provides the opportunity for us to take the next step to actually address issues and solve problems. I get a lot of satisfaction and I’ve made great friends through Rotary.

Are you familiar with Rotary and what it does? Did you know that Rotary is responsible for the near eradication of polio in the world? Rotary’s fingerprints are all over communities and the world.. Rotary is the oldest and largest service club in the world, and its impact in the world is unmatched.

The Abilene Wednesday Club is committed to action, to laughing and learning together, and I’m convinced you would be a great fit for Rotary and our club specifically. I want to personally invite you to be my guest at our next meeting. We meet on (Wednesdays at noon at the Abilene Country Club). I can pick you up or meet you at the door.

____________, you are an asset to our community, and I know your experience, skills, and passion would be an asset to our Club. At the same time, I guarantee that you, as a person, will benefit tremendously from being a member. Every week we have a community program with excellent speakers which keeps us informed of events and community activities.

Just so happens I will have an empty chair next to me at next week’s meeting ….I’d love to pick you up or meet you at……………..(pause for response).

On Rotary Letterhead: Sample invitation letter to join your club

Send ASAP to Member “Approved” Visitors who have received the Visitor Package Date ( ) Address City, Texas Zip Code

Hi (first name),

It was a pleasure having you as our Rotary guest recently. Our club meets weekly, socializing with good friends, good food, and interesting programs from local organizations, members, and our community. At this time, our club would like to extend to you an invitation to join Rotary as we feel you have the heart and interest in helping others. We also feel you would enjoy being a member of our club and part of the world’s oldest and largest service organization of community, business, and professional leaders.

Every day, in every part of the world, the 1.2 million men and women of Rotary are helping to improve health, alleviate poverty, eradicate polio, promote literacy, and bring hope to millions of people in need. During the last century, Rotary International has developed the reputation as a philanthropic, peace-building humanitarian organization throughout the globe.

Rotary invests in helping others, and asks nothing in return. Included are projects like water filters for entire villages, wheelchairs for those who cannot walk, crisis emergency response, youth programs, and, ongoing since 1985, global leadership and field immunization for about one-third of the worlds’ population against Polio. With Rotarians working shoulder to shoulder in over 200 countries, our international projects may become a stepping stone to help nations with their peace-building process.

Rotarians share an indescribable inner feeling that money cannot buy…coming from the personal reward of being a service to others, and knowing you are part of an International organization that helps thousands in the world every day. With an individual monthly $8.34 voluntary contribution to our “Every Rotarian Every Year” ($100 EREY) Foundation Fund, you become an important part of a significant collective contribution of Rotarians that use every penny donated to provide funding for humanitarian needs locally and across the globe.

Beyond the actual meal cost, the total cost of being a Rotarian is about $300 per year, less than a dollar a day, making Rotary a “should do” on your list of non-profit contributions . With very little time commitment, it is fun to be a Rotarian and it feels good being part of a humanitarian organization that has world class members and sponsorships like the Bill and Melinda Gates Foundation.

We hope you will join us and if you would like to become a member of our club, please complete the application found in the visitor packet, or simply come to another meeting as our guest. Look forward to hearing from you!

, President

District 5790 Club Membership Team Leader Instructions

Congratulations for being selected Team Leader to impact the future growth of your club. Most of us joined Rotary to be part of something that mattered….to give back….and to enjoy the journey. Human beings can’t help it: we need to belong, and one of the most powerful survival mechanisms is to be part of, and contribute to, a group of like-minded people….Rotarians.

To grow your club and provide a community of business and volunteer leaders, Rotary needs a continual influx of new energy, new ideas, and additional members to share our journey. Now our District is embarking on an organized long-term approach of doing just that. Needless to say, your leadership and team communication is very important to your club’s success!

The District Membership Team has developed a three year membership plan for your consideration. If a copy is needed, this plan is available on the District Newsletter, or by sending an e-mail to davidwhurt@sbcglobal.net.” Please discuss the plan with each of your team members. Remember, the sole role of the club member is to qualify candidates for Rotary membership, and to invite only community and business leaders and other qualified candidates to a club meeting.

The plan consists of five key elements: 1) developing a buddy/team system to call on candidates for membership and to keep an eye out for each other, 2) inviting guests to a target visitation day, 3) providing interested candidates an educational packet while at the club meeting (Membership chair), 4) sending an invitation letter (from our club president) to join (within two weeks of the club visit), 5) members following up with a phone call to answer any questions. Your club membership team and district personnel are available to help should it be needed.

The success of our clubs’ growth is dependent on keeping current members and adding new ones…an obvious and well known strategy. However, the “buddy system” is an important new retention tactic and your role in keeping the buddy teams informed and energized is very important.

The better job you and your team do in connecting with and qualifying an applicant, the fewer visitors that will be needed for a new member. If everything is done well, it is quite possible to have a new member for every two guests. If an average of more than three visitors are needed for each member, we may need to review the process and refresh the personal moment and Rotary story-telling skills to better match the interests of the applicant with projects within the club and equally important, Rotary international humanitarian projects that indirectly include every Rotarian.

It really should not take that much time…and most everyone wants to give back when given the opportunity…. only an hour per month is suggested and that includes team meetings.

The typical team goal is ONLY one guest per team per month….that includes all members of your team! This should provide adequate guests to meet our club membership goal. And be sure to have your team members call you when they have a confirmed visitor so you can pass the word to your club membership chair, secretary, and other team members. And please don’t forget to provide your president with the correct spelling of the guest name, as well as the personal home address and phone number in the event a letter of invitation is sent.

Sample: Specific Rotary Club Initiative PlanMany clubs need a jump-start initiating their club membership plan. While it is critical to have a “want-to” attitude, it is just as important to set up an on-going process that will get visitors to your club and convert them to members…..while keeping existing members on board. Here is how the Rotary Club of Arlington structures their club growth program.

Membership Tips from the Trenches Clete McAlister, Membership Director, Rotary Club of Arlington 

How do we attain goals? The most important principle of attaining a goal is to have our attention on it constantly. In Rotary, where everything done is voluntary, it is critical to have the club president constantly advocate for a goal.    The president’s support for increasing membership was evident in virtually every meeting and in multiple ways. As a Board of Directors, we initiated a 3-pronged strategy. First, we worked to attract new members. Second, we focused on retaining our existing members. Third, we initiated a mentor program.  To attract new members, we implemented 6 key initiatives:1.   “Membership Minute” talks given by various established members.2.    Ping pong ball drawings for gift card prizes. The balls with sponsor names written on them were drawn from a fish bowl.3.    Frequent reminders and encouragement from the podium about attaining our goal.4.    A specific incentive was offered for members who sponsored three or more new members.

5.    Our “Development Team” met monthly to review creative and proactive steps to achieve our membership growth plan.6.    Each board member specifically challenged to bring in at least one additional member per year.  We also focused on the most difficult part of membership which is retaining existing members. Our club president took action and did the following: 1.   Examine the monthly report of individual attendance.  2.   Send a “we missed you” message to individuals missing three or more consecutive meetings. 3.   Established a “Rotary Cares” Coordinator who sends greeting cards to the members on various life concerns such as illnesses, awards, births, family deaths, etc4.   Sends a personal birthday card and wedding anniversary card to every Rotarian; providing a personal touch is critical in letting members know they’re important.  We utilized mentoring to get new members involved. Getting new members engaged is so important, so we took these steps:1. New members are assigned an experienced Rotarian who helps mentor them and identify new opportunities to get members engaged in our club. We believe long term retention of members will be greatly enhanced by the mentorship program. 2.    A former club president took on the tasks of writing a job description for mentors and of assigning mentors to new members. 3.    We liked the result so well we even went back to members inducted in the previous year that had not completed the requirements for their Blue Badge and assigned a mentor to them. An annual club assembly to review the history of Rotary and our club activities also serves as a reminder to all members of our club why they should be proud of their decision to become…and remain…a Rotarian. 

Why Join Rotary?

1. Friendship. In an increasingly complex world, Rotary provides one of the most basic human needs: the need for friends, fellowship, and “giving back.” These are three of the reasons why Rotary began in 1905.

2. Business Development. The second original reason for Rotary’s beginning. Everyone needs to network. Rotary consists of a cross section of every business community. Its members come from all walks of life. Rotarians help one another, and collectively help others.

3. Personal Growth and Development. Membership in Rotary continues one’s growth and education in human relations and personal development.

4. Leadership Development. Rotary is an organization of leaders and successful people. Serving in Rotary positions is like a college education in Leadership: learning how to motivate, influence and lead leaders.

5. Citizenship in the Community. Membership in a Rotary club makes one a better community citizen. The average Rotary club consists of the most active citizens of any community.

6. Continuing Education . Each week at Rotary there is a program designed to keep one informed as to what is going on in the community, nation and world. Different speakers, different topics.

7. Fun. Rotary is fun. A lot of fun. Each meeting is fun. The club projects are fun. Social activities are fun. And the service is fun.

8. Public Speaking Skills. Many an individual who joined Rotary was afraid to speak in public. Rotary develops confidence and skill in public communication. And opportunity.

9. Citizenship in the World. Every Rotarian wears a pin that says: “Rotary International.” And every Rotarian is welcome – even encouraged to attend – at 29,000 clubs in 195 nations and geographical regions. There are few places on the globe which do not have a Rotary club. Instant friends in both one’s own community and in the world community.

10. Assistance when Traveling. Because there are Rotary clubs everywhere, many a Rotarian who has needed a doctor, lawyer, hotel, dentist, advice, etc., while traveling has found same quickly through Rotary.

11. Entertainment. Every Rotary club and district has parties and activities which provide diversion in one’s business life. Rotary has conference, conventions, assemblies and institutes which provide entertainment in addition to Rotary information, education and service.

12. Family Programs. Rotary provides one of the world’s largest youth exchange programs; high school and college clubs for future Rotarians; spouse clubs and programs, and a host of activities designed to assist family members in growth and the development of family values.

13. The Development of Ethics. Rotarians practice a 4-Way Test which governs one’s ethical standards. Rotarians are expected to be ethical in business and personal relationships.

14. Cultural Awareness. Around the world, practically every religion, country, culture, race, creed, political persuasion, language, color and ethnic identity is found in Rotary. It is a cross section of the world’s most prominent citizens from every background. Rotarians become aware of other cultures and learn to love and work with people everywhere. They become better citizens of their countries in the process.

15. Prestige. Rotary members are prominent people: leaders of business, the professions, art, government, sports, military, religion and all disciplines. Rotary is the oldest and most prestigious service club in the world. Its ranks include executives, managers, professionals: leaders who make decisions and give back.

16. The Opportunity to Serve. Rotarians provide community service – at both the local and international communities. This is the best reason perhaps for becoming a Rotarian: the chance to do something for somebody else and sense the self-fulfillment which occurs.

District 5790…The Buddy System (aka No Rotarian Left Behind)

Rotary was founded on the basis of friendship and fellowship. Later, good works for the community were undertaken to help meet the needs of other people. Books have been written about the immeasurable good Rotarians do locally and around the world, generally under the structure and guiding principles of the R.I. Foundation and one of 33,000 plus clubs and as of July 1, 2013…1,185,000 members…..the largest world-wide humanitarian service organization in the world.

So what’s the problem…the problem is the current RI membership is at the lowest figure in almost a decade. Ten years represents a statistical trend that cannot be taken lightly…just imagine the statistical impact in another 30 years if this trend is not reversed….fewer projects…and reduced contribution to the Foundation that from an organizational structure that helps clubs with projects.

To address this problem, Ron Burton said the silver bullet to boost membership is “Engagement” with the analysis that people feel good when helping others and the importance of taking on great club projects that meet a need in your community…but engagement also includes developing new members.

In the May, 2014 article (p.67) of The Rotarian, one of three world strategies that could improve retention is the “ Buddy System.” Why was the Buddy System strategy selected from the many membership plans submitted to RI…and why should every club develop and implement a Buddy System…these are fair questions to ask.

Perhaps the answer lies in the reason Rotary was founded…to develop friendships and promote fellowship. Growing clubs are dynamic, fun loving clubs that not only have significant projects, but also share a special relationship among its members. This system may be easier to implement in small clubs but it may be more important in large clubs where not everyone can participate in a club project.

The Buddy System, which has no organizational cost, structures pairs of friends or members with similar hobbies or outside interests. In the May 2014 Rotarian (p 67), it is defined as follows. “Groups of four members stay in touch and support one another. Members are surveyed and paired with one close buddy, and the membership chair assigns a minimum of four or more buddies to make a team. One person is the team leader and with the club social chair, coordinates occasional get-togethers and activities.”

This system develops the engagement of members outside club projects and creates an opportunity for all members to enhance their own personal experience of Rotary fellowship and Rotary friendship.

Outside the initial team structuring, it is important for the club to have a Social Chair who organizes a quarterly activity that members would enjoy sharing. The more we do together as a group, the greater the inter-personal dynamics…some would just call it having fun...a great way to retain existing members, and possibly a great way to attract new members.

Dave Hurt, Chair District 5790 Membership Team

Arlington West Rotary Club “New Member CHECKLIST”

NAME:

Welcome to the Arlington West Rotary Club. As a new member with no prior service in a Rotary Club, you will be assigned certain tasks designed to orient you on Rotary. The goal is for you to complete these items within six months or less. When you have completed the checklist, present it to the Club’s Membership chairman. When this checklist and the Orientation quiz is complete, you may remove your “New Member” sticker from your Rotary Badge.

REMOVE YOUR “NEW MEMBER” NAME TAG STICKER WHEN ALL COMPLETED! Date

Completed

1. View the Arlington West Rotary Club Membership Orientation CD

2. Read the Pamphlet “Rotary Basics” and the booklet “ABC’s of Rotary”

3. Display the Object of Rotary and the 4-Way Test at your place of business.

4. Attend one or more of the following club functions. (Circle function Selected)

A. Board MeetingB. A meeting of one of the clubs standing committeesC. A Club Fellowship activity

5. Complete one or more of the following tasks: (Circle the completed task)

A. Serve as a greeter at a club meeting and greet the members as they arrive. B. Give a Vocational/Classification talk at a club meeting. C. Participate in a Club service activity.

6. Make up a meeting at another club

7. Extend the opportunity for Rotary to non-members by:

A. Inviting a guest to our Rotary Club Meeting.B. Propose a new member ( The club Secretary has the proposal cards)

A Visitor who has attended a Club meeting may be offered membership, unless you have been advised that a member has expressed objections to a Board Member after the prospective Member’s Club visit.

8. It is not required but recommended that you attend one of the following District Functions: District Assembly, District Conference, Foundation Seminar, or Membership Seminar.

Our Founder, Paul Harris

In 1905....37 year old attorney Paul Harris changed the world.

“This is a changing world; we must be prepared to change with it.”1

From the years 1891-1896, Paul Harris was raised by his New England Grandparents with values of tolerance toward all. He gained his law degree in 1891 and had a wide variety of jobs before settling down in Chicago to practice law.

1896-1905 In 1896, he did go to Chicago to practice law. One evening, in 1900, Paul went with a professional friend to his suburban home. After dinner, as they strolled through the neighborhood, Paul’s friend introduced him to tradesmen in their stores. This reminded Paul of his Grandparents home in New England. "Why not have a fellowship composed of businessmen from different occupations, without restrictions of politics or religion?" he thought.

1905-1908 On February 23, 1905, Paul Harris had dinner with his closest friend, Chicago coal dealer Sylvester Schiele. Afterwards they walked over the river to Room 711 of the Unity Building where they met their host, Gustavus Loehr, a mining engineer; and another friend, Hiram Shorey, a merchant tailor. Harris proposed that they form a club. No name was chosen for the group. The second meeting was March 9th.

Paul was very interested in starting Rotary in other cities. The second Rotary club was founded by Homer Wood in San Francisco in 1908hem. Rotary Harry Ruggles was a printer, and created the "name badge" version of the Rotary "wheel" and also started singing in Rotary.

Paul Harris had a vision of "Around the World Rotary" which was opposed by many of his fellow Rotarians. It was not until he won the loyalty of the man who was to be Rotary secretary from 1910-1942 that Rotary became organized and international. That man was Chesley Perry, whom Paul called the "Builder of Rotary.”

1910-1911  By August 1910 there were sixteen clubs and the National Association of Rotary Clubs was organized and held its first convention that year, in Chicago. At the 1911 Portland Convention, "Service, Not Self" was introduced by Frank Collins of Minneapolis. It later became "Service Above Self." The slogan "He profits most who serves best," was also read there.

In 1917, Arch C. Klumph, Rotary’s sixth president, proposed to the R.I. Convention in  Atlanta, Georgia,  USA, the creation of an "endowment fund for Rotary . . .for the purpose of doing good in the world in charitable, educational, and other avenues of service. A few months later, the endowment received its first contribution of $26.50 from the Rotary Club of Kansas City, Missouri.

1912-23 When clubs were formed in Canada and Great Britain in 1912, the name was changed to the International Association of Rotary Clubs. Paul Harris served two terms, was named President Emeritus, and served until his death January 27, 1947. 

1989-2005 Rotary came close to removing polio from the face of the earth and, in 2005, returned again to Chicago to celebrate the first 100 years.

Rotary: Orientation and Retention Introduction: Orientation and Retention sound like two separate issues, but they are linked together in keeping Rotary a viable and active Worldwide Organization.

How can Rotary hope to grow as envisioned by RI President Gary (Wang) if we don’t Orient New Rotarians on how Rotary works and retain those and current members ? As Past RI President Frank Devlyn, 2000-2001, said “have you considered that if persons coming into Rotary stayed in Rotary, we would solve all of our membership problems.”

Learning The Object of Rotary will provide the roadmap for a successful Rotary career, and is the “key” to successfully orienting new members. As each club independently operates its ‘own way, within the framework of Rotary, this overview is designed to broadly outline the Object of Rotary and to support the learning process within each club.

The birthday of Rotary, February 23rd, is celebrated throughout the length and breadth of the movement.

The Object of Rotary is to encourage and foster the ideal of service as a basis of worthy enterprise and, in particular to encourage and foster:

1. The development of acquaintance as an opportunity for service.

2. High ethical standards in business and professions, the recognition of the worthiness of all useful occupations, and the dignifying of each Rotarians occupation as an opportunity to serve society.

3. The application of the ideal of service in each Rotarians personal, business and community life.4. The advancement of international understanding, goodwill and peace through a world fellowship of

business and professional persons united in the ideal of service.

Let’s look at each of these 4 Objectives

1. The development of acquaintance as an opportunity for service.Paul Harris, the Founder of Rotary, and his 3 friends didn’t get together to talk only business. They met as friends to establish a relationship for to discuss service opportunities to the community in Chicago.

The first service project was in Chicago. It consisted of initiating and promulgating the establishment of public comfort stations in Chicago.

The greater significance however, was he fact that it was the precursor of thousands of similar services rendered by Rotarians throughout the world.

Paul Harris Chicago Home…Recently Refurbished

Gustavus Lorhr, Silvester Schiele, Hiram Shorey & Paul Harris….”Friends Forever”

2. High ethical standards in business and professions, the recognition of the worthiness of all useful occupations, and the dignifying of each Rotarians occupation as an opportunity to serve society.

When a person inducted into Rotary, they are assigned a Classification based on their work being performed. Ethical standards for every job are critical. There is a Standard that Rotarians live by each day…. not only in our business lives but also in our private lives. This “Standard” is known as The Four Way Test and it is repeated during every club meeting.

The Four Way Test

1. Is it the Truth…………………………………………..2. Is it FAIR to all concerned…………………………….3. Will it build Goodwill and better Friendships………...

4 Will it be Beneficial to all concerned………….

This standard sets the bar high for Rotarians and it validates the worthiness of each and every job of Rotarians. With high ethical standards, the services Rotarians perform in our communities are recognized quickly.

3. The application of the ideal of service in each Rotarians personal, business and community life.

“If Rotary says we’ll do it, it will get done.”

Sharing fellowship while doing community service projects builds the bond of friendship. The ideal of service to the community in our personal, business and Community life is the heart of Rotary.

“Giving back” is what makes Rotary one of the most significant organizations in the world. Rotary Clubs do an enormous amount of good locally and around the world. Rotary projects have been prioritized within six areas that receive additional focus.

4. The advancement of international understanding, goodwill and peace through a world fellowship of business and professionals united in the ideal of service.

Worldwide service through fellowship in all clubs is the key to advancing international understanding, goodwill and peace. Rotary demonstrates Fellowship not only at club meetings but through Fellowship Groups worldwide.

The Council on Legislation is an important part of Rotary’s governance process. The Council comprises more than 500 representatives from every part of the Rotary world. Voting members include one elected representative of the clubs of each Rotary district. While the Board of Directors sets policies for Rotary International, the Council is where Rotary

clubs have their say in the governance of the association.

Every three years, each district sends a representative to the Council, which reviews proposed legislation. The introduction of women into Rotary and the flagship program Of Rotary, Polio Plus occurred with approval from the Council on Legislation.

A Rotarian doesn’t necessarily have to get into a Worldwide Group to join in the activity, do it at your club level. I had a Rotarian friend from the San Antonio Downtown Club who was a member of a group who bowled every Thursday morning. The number of fellowships is numerous. By becoming active in a Fellowship Group, one can develop friendships from all over the world. Fellowship is the key to enhance retention.

Rotary’s program of promoting better understanding between different racial groups and between devotees to different religious faiths, so simply and yet so auspiciously begun in the year 1905. It has been the way of Rotary that has met with greater success thus far than the negotiations of diplomats….focus thought upon matters in which members are in agreement, rather than upon matters in which they are in disagreement.

Members may make selection of their activities according to their special tastes and aptitudes. An all-round Rotarian is interested in Club Service, Vocational Service, Community Service, and International Service. Get to know the activities within your club and volunteer to help out. There are few Rotarians who do all of the recognized activities initially, but grow into greater responsibilities as their Rotary experiences develop.

Rotary funds local and international projects through its Foundation. Although a voluntary contribution, the Foundation suggests that every Rotarian donate $100 to the EREY program. It is also suggested that you share the concept of Rotary with friends, family, business and church leaders. Remember, each Rotary Club must approve every application for membership so the best approach is simply to invite your friend to a club meal/meeting to meet your club members and so they may have an opportunity to get to know your friend.

Note: With gratitude and acknowledgement, much of the material content of this article was provided in the Rotary Global History Fellowship (RGHF). Go to www.rghf.org and also to www.rotary.org to expand your knowledge about Rotary.