District 9211: President Elect Training Seminar. 8 th 9 th March 2014

Transcription

1 District 9211: President Elect Training Seminar 8 th 9 th March 2014

2 Welcome Join Leaders Exchange Ideas Take Action TITLE 2

3 Schedule Sunday 9 th March 2014 From To Topic Presenter / Facilitator 8:30 9:30 Engaging Members DGE Harish Bhatt 9:30 10:30 Making an Impact in Your Community VCC Sharmila Bhatt 10:30 10:50 Health Break 10:50 11:50 Foundation Grants, Qualification and Stewardship CCE Sadiq Chagani 11:50 12:50 Rotary Club Central and District Administration Systems DSE Jayesh Asher 12:50 2:00 Lunch 2:00 2:45 Leading Rotarians and Telling your Story DGE Harish Bhatt 2:45 3:15 Working with AG s and District Officers ADSE Rosetti Nabbumba 3:15 3:45 Youth Challenges & Opportunities DGN Robert Nsibirwa 3:45 3:55 Q&A 3:55 4:05 Closing Remarks DGE Harish Bhatt TITLE 3

4 Engaging Members

5 What success looks like! Increased contributions Stronger clubs Better projects Enhanced public image Greater impact Greater global reach Increased membership and donor base TITLE 5

6 Membership Table 1: Membership Summary (Oct 2013) Total Tanzania Uganda Clubs % Clubs % Clubs % 0-10 Members 16 14% 10 26% 6 8% Members 48 43% 21 55% 27 36% Members 39 35% 6 16% 32 43% Members 8 7% 1 3% 8 11% Members 1 1% 0 0% 1 1% Total Clubs Total Members 2, ,263 Total Female % % % Total Male 1,987 68% % 1,492 66% Uganda has done well. Tanzania requires very significant effort. TITLE 6

7 Membership - Retention Table 2: Membership Termination Profile by Number of Years in Rotary 1st Jul 2008 to 30th June 2013 Total Member s % Tanzani a Member s % Uganda Member s < 1 Year % % % 1-2 Years % % % 3-5 Years % 80 11% % 6-10 Years 191 9% 24 3% % > 10 Years 101 5% 23 3% 78 5% 2, ,504 % TITLE 7

8 Membership - Retention Table 3: Membership Termina1on Profile by Reason for Termina1on - 1st July 2008 to 30th June 2013 Total Tanzania Uganda Members % Members % Members % Club Terminated 41 2% 41 6% 0 0% Age 0 0% 0 0% 0 0% AFendance % % % Business Obliga:ons 200 9% 52 7% % Deceased 44 2% 13 2% 31 2% Family Obliga:ons 63 3% 19 3% 44 3% Health / Personal 78 4% 33 5% 45 3% Joining a New Club 50 2% 10 1% 40 3% Pilot Par:cipa:on 0 0% 0 0% 0 0% Club Merged 1 0% 1 0% 0 0% On SAR (Dues) % % % Other % 63 9% % Reloca:on % 76 11% % 2, ,504 TITLE 8

9 Clubs and Membership in Tanzania 60% of Clubs have one or more of following issues: Small Club Same leaders since chartering Lost most members within 6 months of charter Unstable membership No regular meetings No projects No fellowship Non payment of dues Poor communications Little knowledge of Rotary 40% of Clubs: Are medium sized clubs Have regular leadership changes Retain and slowly grow membership Meet regularly Have locally funded projects Have grant funded projects (7%) Enjoy fellowship Contribute to the foundation Pay all dues Have leaders beyond the club TITLE 9

10 Membership Retention what are the issues? Recruitment Errors? Outdated Practices? Leadership Issues? Boring Meetings? Poor engagement? Cost? Social Changes? Fellowship? No projects? Lacking Vision / Direction? Work pressures? TITLE 10

11 Elements of an Effective Club Sustain & Increase Membership Implement successful projects that address community needs Effec:ve Club Support the Rotary Founda:on Develop leaders to serve in Rotary beyond the club TITLE 11

12 Minimum Standards for Clubs Pays per capita due s to RI, District and Country Pays dues without outside assistance Meets regularly Implements service projects Acts according to RI codes Updates membership details on time Cooperates with district and RI by avoiding litigation Accepts the visit of the Governor or Assistant Governor Resolves club disputes amicably TITLE 12

13 Group Discussion 15 Mins Identify strategies to attract and engage members with the objective of having Effective Clubs TITLE 13 1

14 ENGAGE MEMBERS Why do we lose members? Transfers Can this be avoided? Lost Interest Reasons why? Cannot afford Rotary Rotary fees are they reasonable, are your meetings too expensive? Boring Meetings Who selects the guest speakers? Ask members to talk about themselves. TITLE 14 1

15 ENGAGE MEMBERS Why do we lose members? Lack of meaningful service Members join to give service to the community Is your club active in community service Attendance constraints Meeting Venue and Location Weak Leadership Strong leaders = strong clubs = strong membership Are the club officers performing their duties TITLE 15 1

16 Engage Members Pre-induction training New members must be interviewed by club leaders and informed what is Rotary and what are the membership obligations before induction Attendance minimum 50% Participate in all club activities Pay membership dues Interesting Meetings Start on time, close on time Have a prepared agenda Ask members what guest speakers they want TITLE 16 1

17 Engage Members Good service activities Plan several community service projects What are the basic needs of your community Involve every member in service projects and social activities Every Rotarian must be allocated responsibility in a committee Rotary Knowledge is important. Provide basic Rotary education at every meeting. TITLE 17 1

18 Engage Members Give recognitions and awards Keep members informed about RI, District, Club news Monthly Board meetings, monthly Business meetings, monthly meetings of every Club Committee Enhance Fellowship, involve families, more socials TITLE 18 1

19 Attracting New Members Recruitment Policy There must be a detailed membership recruitment plan: What is your membership goal this year? Minimum 25 members / club is a must Percentage annual growth? Use the classification list to fill vacancies Recruit more women Recruit more young professionals Look for local members for membership sustainability TITLE 19 1

20 Attracting New Members Recruitment Policy Every member should introduce one new member Appoint small task forces of 3 members to bring in one new member Convene corporate functions to publicize your activities Invite and involve community leaders in your service activities Invite Rotary Alumni (Scholars, GSE) Invite Rotaractors to join Rotary after age 30 years TITLE 20 2

21 Attracting New Members We need a Quantity of Quality We need Service minded women and men Professionals, business executives, senior managers, business proprietors, etc Active citizens Women and men who will attend and participate and can afford Rotary (approximately $240 per annum) TITLE 21 2

22 Classification List Every club has a classification list of at least 100 professions and businesses in your community Identify vacant classifications A club is expected to have representation from every major profession and business in your community Add new classifications as new businesses develop Ask a senior member to give a talk on Classification Look up classification information on TITLE 22 2

23 Motivate Dormant Members Termination Try to re-motivate dormant members Ask the proposer to follow up on dormant members Board has wide powers to grant leave of absence for genuine reasons If all fails be brave and terminate membership with Board support Dormant members de-motivate other members so they must be pulled in or pushed out TITLE 23 2

24 Rotary Resources Club Presidents Manual (Chapter 5 Engaging Your members ) RI Web Site: My Rotary section of RI Publications on Membership Development New Member Orientation, etc. Past Presidents, Assistant Governors, District Officers TITLE 24 2

25 Discussion Topics What does it mean to engage members? What does your club do to engage new and current members? What strategies does your club use to attract new members? How do you train new and current members? How do you keep members informed? How do you involve all members in a project, activity or leadership role? What does your club do to recognise members for their efforts? Is your club membership diverse? How can you make your club more diverse? TITLE 25 2

26 Discussion Topics Does your Club offer the following type of training? New member orientation Leadership development programme Mentoring programme Support from a Club Trainer TITLE 26 2

27 Presidents Role Club Presidents are responsible for: Appointing and meeting with members of the club membership committee Identifying long range and annual membership goals Supporting innovative strategies to attract and engage members Promoting member education for prospective, new and current members Seeking opportunities to sponsor a new club in their area TITLE 27 2

28 Making an Impact in your Community VCC Sharmila Bhatt

29 Learning Objectives 1 What are Service Projects? 2 How should we plan for and execute projects? 3 Group work on signature projects TITLE 29

30 Object of Rotary The development of acquaintance as an opportunity for service High ethical standards in business and professions; the recognition of the worthiness of all useful occupations; and the dignifying of each Rotarian's occupation as an opportunity to serve society; The application of the ideal of service in each Rotarian's personal, business, and community life; The advancement of international understanding, goodwill, and peace through a world fellowship of business and professional persons united in the ideal of service. TITLE 30

31 Rotary Dar Marathon TITLE 31

32 Fighting Disease TITLE 32

33 Develop Local Economy TITLE 33

34 TRF Future Vision Focus Peace and Conflict Preven:on/Resolu:on Disease Preven:on and Treatment Water and Sanita:on Maternal and Child Health Basic Educa:on and Literacy Economic and Community Development TITLE 34

35 From Projects to Programs 1. Until a few years ago, most clubs have projects individual tasks, low impact, poor sustainability and little Rotarian & Community involvement. 2. Way ahead Programs multiple interventions in a single community water, sanitation, health, literacy, economic development leading to high impact, sustainable outcomes with Rotarian and community involvement. Transforming one community at a time. TITLE 35

36 Key Considerations Define needs Prepare overall plan Gain club and community buy-in Detailed plans & costs Fund Raising Sustainability Community Involvement Involvement of other clubs, Rotaract, Interact.. Execution and oversight Reporting Completion,Launch Handover and PR Accounts Review Rotarian Involvement TITLE 36

37 Idea Exchange How would you design a signature project? Which will attract new members? How did it benefit the community? How would you scale it year on year? How will you fundraise to carry out the project? What PR can you generate? TITLE 37

38 Grants, Qualification and Stewardship CCE Sadiq Chagani

39 Funding Model Annual Programs Fund District Controlled District Designated Fund 50% SHARE 50% Trustees Controlled World Fund Other (Cash, DAF, Permanent Fund) 50% (max) 50% (min) District Grants Global Grants (World Fund match to DDF and cash) TITLE 39

40 District Grants Qualified District Submits Request TRF Mission related Block Grant DDF Qualified District Rotary Clubs Individuals Impact Disburse funds Rotaryaffiliated entities Cooperative Organizations/ NGOs Local and global communities TITLE 40

41 Global Grants Qualified Club or District Submits Proposal TRF Global Grant Qualified Club or District Impact Areas of Focus Award Club or District Developed Grant Award Packaged Grant World Fund match to DDF/cash World Fund Global communities TITLE 41

42 Leading Rotarians & Telling your Story DGE Harish Bhatt

43 Learning Objectives 1 What are the Characteris:cs of Leadership? 2 How Do You Lead Volunteers? 3 4 What Mo:vates People in a Voluntary Organiza:on? How Can You Develop your own Personal Leadership Style? TITLE 43

44 Leadership Essentials Have a mission that matters Mission is a magnet Be a Big Thinker Why not? Be Ethical Fairness & justice Be a Change Master Change is the only constant Be Sensitive Others needs, values & perceptions Be a Risk Taker Willing to fail to succeed Be a Decision Maker Why wait for fate, time and circumstances to choose Use Power Wisely Use to empower others, not rule Be a Team Builder Difficult but most rewarding Be a Communicator Key to forging productive relationships Be Committed Leaders stay after others give up Reference: Sheila Murray Bethel Making a Difference: 12 Quali;es that Make You a TITLE Leader 44

45 Volunteers & Motivation Motivated and enthusiastic volunteers are essential to successful clubs and districts. Knowing how to inspire club members will help encourage participation in projects and programs. Common motivators for volunteers - service, fellowship, networking, and recognition. Ques1ons 1. Is there a difference between leading and motivating? 2. What motivates you? 3. What are some obstacles to dedicating your time to Rotary? Challenges that arise when leading friends or colleagues. Some of the characteristics of successful leaders and motivators Gaining trust Building solid relationships Providing vision and inspiration Leading by example Negative Influences Time conflicts (professional & family), money, distances.. 3. How is motivating employees different from motivating volunteers? 4. What are some challenges you ve faced when motivating your fellow Rotarians? TITLE 45

46 Leadership Styles Par:cipa:ve Seeks to involve other people Situa:onal Changes leadership style according to situa:onal factors Transac:onal Works through hierarchical structures and systems of reward and punishment Transforma:onal Leads by inspira:on, sharing energy and enthusiasm Servant Serves others rather than being served TITLE 46

47 Telling Your Story Club presidents are responsible for serving as club spokesperson and for providing regular updates to their community on club efforts. Who is your audience? What should be the elements story? How do you present it? TITLE 47

48 Working with AG s and District Officers

49 Rotary Organization RI 34 Zones 537 Districts In 200 Countries & Geographical Areas 34,000 Clubs 1,227,000 Members TITLE 49

50 AG Role Assist the District Governor with the administration of designated clubs District Officers Assistant Governor 1 District Governor Club 1 Club 2 Club 3 Assistant Governor 2 Club 1 Club 2 Club 3 DG, DGE, DGN, District Committees Presidents, Secretary, Treasurer Committee Chairs, Club Trainer TITLE 50

51 Goal Setting After PETS and before start of Rotary Year, AG will assist clubs set annual goals The goals should address elements of an effective club and should support the clubs long range plans q Shared q Measurable q Challenging q Achievable q Time specific TITLE 51

52 New Generation - Opportunities & Challenges DGN Robert Waggwa Nsibirwa

53 Learning Objectives 1 What are the Current Youth Challenges in D Opportunities in D9211 for Youth TITLE 53

54 Introduction Youth [Rotaractors and Interactors] are the future leaders of our community and also of the world. One of the key tools they have are Rotarians, and this bond is necessary to build a strong Rotaract & Interact Clubs. TITLE 54

55 Challenges Attitude towards work, culture of receiving, begging, etc. Attrition it s estimated that ONLY 7% of the Rotaractors transit into Rotary! Only 3% of Interactors join Rotaract. Leadership & Structures for running effective clubs are lacking Knowledge - on rotary matters is lacking. Payment of dues Presidents tends to suffer by carrying the liability of paying club dues. Poor planning for clubs-most of clubs do not have annual plans for their clubs, rely mostly on crisis management. TITLE 55

56 Challenges Running projects without carrying out needs assessment. Poor membership recruiting policy-members admittion to clubs just after one visit to the club). Poor public image / brand-not using social media / other forum to brand their projects / activities, but rather other irrelevant works. Engagement. Your reap what you sow. Rotarians are not engaging the youth Stewardship a big issue in Rotaract Clubs especially in handling of funds TITLE 56

57 Opportunities Can become knowledgeable Rotarians: They are understand Rotary learning curve is short Service: Already mainstreamed in a culture of giving before receiving Vitality in Membership - new, energy, new ideas, new hands Joint service - implementing projects together; By working side by side with Youth, we are able to not only know these individuals by their first names, but also by their occupation, hobbies, and also their challenges. TITLE 57

58 Opportunities Bridging the gap: We understand the more we build relationships with them, the more interested the Youth will be in engaging with Rotarians attend their meetings and vice versa. Building Partnerships: The goal should be constantly involved with Rotary events to change the idea of a Rotaract Club from a simple volunteer organization, to an organization that builds future leaders and partners in the community. TITLE 58

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