1 Executive Summary and Action Plan Region: Europe Zones 13, 14, and 18B Profile Region Zones Director Project Lead Rotary Coordinators Europe 13, 14, and 18B Eduardo San Martín Carreño Rob : Zones 13 A/C and 18B Jörg : Zone 14 Paolo : Zone 13B Executive Summary Goals/Objectives A. Strengthen Clubs Build Dedicated District and Club Membership Teams Utilize and Understand Rotary Club Central and other Rotary Resources Club Assessment and Strategic Planning Improve Awareness of Rotary Clubs in Communities B. Member Attraction Club Growth Age/Gender/Ethnic Diversity C. Member Engagement Member Satisfaction Retention Key Performance Indicators 100% of districts have a designated District Membership Committee Chair Ensure 30% of clubs set and track at least 10 goals in Rotary Club Central Each district will charter at least one new Rotary club. Improve the gender diversity rate of our members by at least 2 percentage points. Improve the age diversity rate of our members by increasing the number of Rotarians under the age of 40 by at least 2 percentage points. Improve the member retention rate by at least 1 percentage point Increase the number of members registered in My Rotary by encouraging clubs to have 50% of their club members registered.
2 Action Plan Goals & A. Strengthen Clubs A.1 Ensure districts have a designated District Membership Committee Chair Zones 13 A/C, 18B and part of 19 o Each DMC consists of more than one member Responsibility Director, RC Director, RC : DGs, DGEs, Chairs, DMCs Target Attainment Date 1 July 1 July : Targets 100% of districts have a designated District Membership Committee Chair Zones 14 and part of 19 o Invite all German (speaking) districts to send a chair to membership seminars & meetings (in Frankfurt 3x per year) with DGs, DGE s, DMCs Director RC Q July 2017 Zone 13B o Meetings with the DGs at the beginning of the year to ensure that the appointment of a District Membership Committee and related Chair is timely executed, followed by meetings with such Chairs to discuss plan of action A.2 Develop a trained membership committee to support clubs; Provide templates and job descriptions for various Membership positions within district and clubs Zones 13 A/C, 18B and part of 19 o 1 seminar for Club Membership Chairs in Oct/Nov 2016 o 2 meetings with Dutch National Membership Committee (NMC) o 1 meeting with 3 Belgian Brussels o 1 meeting per Skype with Swiss DMC NMC DMCs DG DMCs Q3-16 Prescheduled Promote for D Training C in each Dutch district (not yet the case)
3 Zones 14 and part of 19 o Motivate, encourage and train all German speaking districts membership chairs in three membership seminar meetings in Frankfurt (encourage co-op with Ertler/ Director, ARC, DG July 2017 Promote CMC- Trainings for each district (check multidistrict training) Zone 13B o Assist the DGs by attending the membership seminars. Meet with them to work together for developing a Strategic Membership Plan which should allow a timely control over the issue of membership. o Attends to meetings about membership o Promotes the education of the members o Promotes the organization of seminars A.3 Assist clubs in setting and tracking goals in Rotary Club Central Zones 13 A/C, 18B and part of 19 o 1 pilot club per district as introduction and reference Zones 14 and part of 19 o 3-5 reference clubs per district - issue of DMC, DRFCC, DPIC at PETS/DTV (as only partly membership goals) Zone 13B o Put pressure on DGs to incentivize clubs to the use of RCC and agree to obtain their periodical reports about the progresses on this area. o Ascertain that they benefit from the use of the Rotary Club Central project lead, DGs, Club presidents project lead DMC, DRFCC, DPIC, CP DG, DGE, AGs ongoing December 2016 Minimum 30% of Clubs set and track at least 10 goals in Rotary Club Central The goal of a minimum 30% of clubs to set and track at least 10 goals in Rotary Club Central is unattainable. The resistance of Rotarians to use RCC is too high Minimum 10% of Clubs set and track at least 10 goals in Rotary Club Central (10% is more realistic)
4 Reference Guide which will shortly be available. o Explain Rotary Club Central o Provide demonstrations to the AGs o AG s Dashboard A.4 Support clubs in updating website, social media and public image assets. Zones 13 A/C, 18B and part of 19 o 30% of clubs will have an updated website with tab: Interested to become Rotarian? Updated App: Rotary in the Netherlands with more features Project lead, RPIC, DGs, RAN PI coordinator ongoing 30% of all cubs will have rejuvenated website, social media and public image assets. Zones 14 and part of 19 o Cooperation with RPIC and District Communication Officers RC, DMC Team, DGs April 2017 Zone 13B o A strong push to DGs to properly communicate on a local and national basis the services which are suitable to enhance our image. Meet at least every six months with the District Responsible of the Rotary image to listen to their plans and to share ideas. o Provide help to clubs interested in using social media o Increase public image resources at the club level Resource: Rotary Brand Center A.5 Supports clubs in conducting Club Assessments and developing a written multi-year membership strategy Zones 13 A/C, 18B and part of 19 o Offer an uniform PETS template at each Dutch and Belgian district, amongst the benefits of a LTP per club Visit at least 3 PETS on invitation Zones 14 and part of 19 : DGEs, Office Zurich Q1/ Nov 2016 Feb/Mar % of clubs will have conducted a Club Assessment and developed a written multi-year membership strategy
5 o Training of DGEs at GETS in Madrid Nov 2016 Visit PETS on invitation encourage participation of DMCs and CMCs in PETS and DTV ARC, DGEs, AGs March/April 2017 July 2017 Zone 13B o Assist DGs in evaluating their strategic plans regarding membership to check how such plans are followed and to what extent club presidents have been successful in engaging most of the club members in their execution. o Provide information during the PETS o Make sure the AGs promote this item Resources: Strengthening Your Membership: Creating Your Membership Development Plan, Membership Assessment Tools A.6 Schedule teleconferences, webinars, etc., to discuss strategies, challenges, and how to improve membership development Zones 13 A/C, 18B and part of 19 o Meeting with RID as in Zurich Teleconference costs and communication RID, RCs, DGs, DGEs, RTRF,RPIC, Swiss/Belgium staff And Q Ongoing Zones 14 and part of 19 o Meeting or Teleconference with RID for coordination organize presentation on virtual communication for all clubs following COL 2016 decisions Zone 13B o Every quarter myself and the assistants will meet with the DGs to discuss the membership situation, how the related strategic plan works and to plan and implement appropriate actions. o Organize Membership Seminars ARC, DGs, DLSs, Membership Committee chair During 2017 Organize at least a Seminar in each district and 0rganize 2 District Leadership Seminars in each district
6 o o Disseminate information among all clubs about the proposals presented at the seminars Organize motivating District Leadership Seminars (DLS) for the new members. Goals and B. Member Attraction B.1 Survey club members to determine levels of satisfaction among club members; educate DGNs, DGEs, and Presidents to assess and implement actions that can improve member satisfaction Zones 13 A/C, 18B and part of 19 o Inform DGEs and DGNs during Dutch governor training about the existence of a membership satisfaction survey. Presentations at PETS. Newsletters Zones 14 and part of 19 o Inform and encourage about benefits of surveys at regular German speaking governor council and GETS Zone 13B o A survey has recently been conducted in zone 12 to understand the reasons why members leave Rotary, and on the basis of its results it seems that lack of interest in our activities is the first reason why they decided to leave. So we will meet with the DGs to push them to engage as many members as possible in services, hopefully promoting services with the characteristic of Civil Work rather than just Charities. Responsibility Project lead, DGEs, DGNs DGE and DMC RC, ARC, DMC Team, DGs Target Attainment Date Q4-16 Q1,2 17 Ongoing October 2016 to June 2017 Targets Inform 30% of clubs the benefits of survey Inform 25 % of clubs and get 3-5 pilot clubs per district motivated to implement Inform clubs about the benefits of these surveys. Conduct surveys in at least 25% of the clubs Resource: Enhancing the Club Experience: Member Satisfaction Survey B.2 Encourage and support districts to charter new Rotary clubs Each district will charter at least one new Rotary club
7 Zones 13 A/C, 18B and part of 19 o At GETS in Madrid and NMC meeting/belgian DMC meeting and Newsletters Zones 14 and part of 19 o Address at DMC, PETS and District Training Assembly German speaking governor council Zone 13B o This objective is already very clear to all DGs, and we will simply check the status of this goal when we meet with them. o Comply assiduously with the Foundation s protocols o Adequately train new clubs before they receive their charter DGEs, NMC, Belgian DMCs DG/DGE, GETS DGs, Membership Committee Q4-16 and Ongoing May 2017 Resource: New Rotary Club Quick Start Guide B.3 Improve the gender diversity rate of club members Zones 13 A/C, 18B and part of 19 o At GETS, Dutch governor training, PETS and newsletters o Article in Dutch Rotary Magazine Zones 14 and part of 19 o Address at DMC, PETS and District Training Assembly o German speaking governor council, include 2 young Assistant Rotary Coordinators Zone 13B o Two assistants (one in charge of Diversity and the second in charge of Leadership) will push on this topic, and we will mention in any meeting with the DGs and his representatives that our Country is still far from the percentage level of women obtained in other zones. So increasing the number of women and bringing in line with the others is an easy tool to increase membership! o Promote the membership of women DGs, Club presidents DG, DMC, CP Director, RC, ARC, DGs June 2017 Improve the gender diversity rate of club members by at least 2 percentage points
8 o Reiterate this during the GETS Resources: Diversifying Your Club: A Member Diversity Assessment and Finding New Club Members: A Prospective Member Exercise B.4 Improve the age diversity rate of club members Zones 13 A/C, 18B and part of 19 o At GETS, Dutch governor training, PETS and newsletters o Article in Dutch Rotary Magazine Zones 14 and part of 19 o Address at GETS, PETS, show example by engaging 2 young Assistant RCs (both sexes, < 45, e- club experienced) Zone 13B o One assistant is fully dedicated to the young generation and he is continuously in contact with DGs. o Study ex Rotaractors, ROTEX, etc. o Promote this item during the GETS DGs, Club presidents DG, DMC, CP Director, RC, ARC, DGs June 2017 Improve the age diversity rate of club members by increasing the number of Rotarians under the age of 40 by at least 2 percentage points Resources: Diversifying Your Club: A Member Diversity Assessment and Finding New Club Members: A Prospective Member Exercise B.5 Improve the racial/ethnic diversity rate of our members Zones 13 A/C, 18B and part of 19 o At GETS, Dutch governor training, PETS and newsletters o Article in Dutch Rotary Magazine Zones 14 and part of 19 o Encourage to get more international members at GETS, PETS and DTV DGs, Club presidents DGs, DGE, DMC, CP Nov Q 1-2, 2017 Improve the racial/ethnic diversity rate of our members by at least 2 percentage points. Zone 13B Resources: Diversifying Your Club: A Member Diversity Assessment and Finding New Club Members: A Prospective Member Exercise B.6 Host one large project/event to involve both Rotarians and non-rotarians to appeal to young professionals like a service project, networking event, fundraiser, etc.
9 Zones 13 A/C, 18B and part of 19 o Young Professionals non-rotarian meeting took place 27/2/16 in collaboration with RC Paul Gelders Zones 14 and part of 19 o consider 1 or two Bar camps (north/south) for making Rotary more attractive for interested people Zone 13B o Since all districts of zone 12 are currently involved in one important event which will have an effective impact on the Rotary s image, we will talk to DGs and make they organize events capable to involve both Rotarians and their friends. o Organize events for non-rotarians interested in Rotary DGEs, YP non Rotarians Q1-16 Q June No sense to repeat this meeting within one year Evaluate results and make recommendation to German speaking governor council Organize at least two events and invite nonmembers to attend them Resource: Event Planning Guide on Rotary Brand Center B.7 Zone 13B o Organize each semester club meetings about membership, classifications, etc. 30% of the clubs dedicate each semester one of their meetings to these subjects Goals and C. Member Engagement C.1 Increase new member sponsors Responsibility Target Attainment Date Targets Zones 13 A/C, 18B and part of 19 o Explain opportunities of new membership types at PETS, newsletters and Dutch Rotary magazine DGs, DGEs, editors of Rotary Magazine : June 2016 and Q1-17 Zones 14 and part of 19
10 o Explain changes of COL 2016 and its relevance to new membership opportunities explain in Rotary Magazine Zone 13B o Stress that every club should have a membership plan and at least two sponsors o Inform during PETS of the new membership types o Create a handbook for member sponsors at the club level RC, ARC, DG April 2017 Improve the member retention rate by at least 1 percentage point. New members attend District Leadership Seminars. Resource: Proposing New Members C.2 Improve the member retention rate in each district Zones 13 A/C, 18B and part of 19 o Inform about Centennial Foundation and its opportunities o Assist in taskforce per district to struggling clubs to become a vibrant club Zones 14 and part of 19 o Encourage DMC to focus on vibrant clubs Zone 13B o The Strategic Membership Plan mentioned earlier under point A2 should be focused on retaining existing members in addition to increasing their number and we will review periodically with the respective DGs its execution o Assign to each member a role in the club o Involve the family in the events organized by the club o Educate and motivate new members RTRF, DGs, project lead, NMC, 3 Belgian DMCs DMCs in seminar DG, Club presidents Ongoing Improve the member retention rate by at least 1 percentage point New members attend District Leadership Seminars. Resource: Improving Your Member Retention: A Retention Assessment and Analysis C.3 Publish membership and retention numbers in zone newsletter and Zone Membership/Public Image Newsletter. Report and recognize membership achievements at Zone Institute
11 Zones 13 A/C, 18B and part of 19 o Newsletters, o Discuss with NMC, 3 Belgian DMCs Zones 14 and part of 19 o Membership data bimonthly to DG, DGE s, DMCs, Europe office Zone 13B o We will encourage DGs to inform periodically their clubs about the membership trends and results vs. targets o Use the Revista Rotaria (Regional magazine) C.4 Identify clubs with retention rates below The Membership Plan benchmark Zones 13 A/C, 18B and part of 19 o Individual and telephone calls to DGs RTRF, DGs, project lead, NMC, 3 Belgian DMCs DG, DGE, DMC DG, Membership Committee DGs, AGs, DMCs Ongoing Bimonthly Every month (Published in the regional magazine) Ongoing Zones 14 and part of 19 o Discuss individually with each district DMC as project manager Zone 13B o Monitoring of retention rates through meetings with DGs o Past governors will support these clubs o DG will visit these clubs several times DGs eventually AGs AG, DG Resource: District Progress to Goal Report C.5 Increase My Rotary registration and usage Zones 13 A/C, 18B and part of 19 o At PETS, newsletters training Dutch governors, GETS, One taskforce per district Zones 14 and part of 19 o Encourage and communicate benefits towards DGE before and at GETS, DGs, DGEs DG, DGEs, DMC Q4-17 ongoing Increase the number of members registered in My Rotary by encouraging clubs to have 50% of their club members registered NOTE FROM GOLL:
12 Zone 13B o Use My Rotary during club meetings o Explain the importance of My Rotary during GETS and PETS Director, RC, ARC, DG May 2017 (Goal is rather unrealistic according to today s international figures) Resource: How to Create a My Rotary Account
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