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MEMBERSHIP Strategy & Systems. Rotary District 5370. Membership Committee. Terms of Reference for Membership Committee – see Club Committee Manual Make up of committee Relationship to other committees

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membership strategy systems

MEMBERSHIP Strategy & Systems

Rotary District 5370

membership committee
Membership Committee
  • Terms of Reference for Membership Committee – see Club Committee Manual
    • Make up of committee
    • Relationship to other committees
    • Responsibilities of committee members; research, procedure manual, membership involvement, updates & reporting to board, training of mentors, orientation of new members, prospective member interviews, development workshops…
set goals
Set Goals
  • Systemize the Membership Committee
    • Succession plan – who will be chair next year?
    • Design & implement systems
      • Basic – this year
      • Additional – set time line for accomplishment
    • Create a club membership manual of procedures
  • Net membership improvement
    • This year
    • Over three years
membership committee1
Membership Committee

1. Develop a Recruitment Plan

2. Create a Systemic Orientation Program

3. Have a System to Include New Members

outline of recruitment plan
Outline of Recruitment Plan
  • 1. Research Community & Club Demographics
  • 2. Use Information to Determine Classification Voids & Prospective Members
  • 3. Create Membership Workshops & Events
  • 4. Work with Communications & PR to Create Promotional Materials
  • Your Community: Demographics


  • Your Club Demographics & Interests
    • Membership Satisfaction Survey - attached
    • Clubrunner or Club Membership Information
  • Generational Differences – see Generations
    • Pre-war Generations – pre 1947
    • Baby Boom – 1947 – 1966*
    • Bust Generation – 1967 – 1979
    • Boom Echo – 1980 – 1999*

* Largest generations in Canadian history

recruitment plan
Recruitment Plan

“ Begin with the end in mind”

…Stephen Covey

  • Determine short and longer term goals
    • One year
    • Three years
  • Use research data to identify classification gaps and potential members. Prepare a classification list & identify prospective members.
  • Include entire club membership in recruitment plan - Incorporate membership planning & recruitment into regular meeting program schedule.
recruitment systems tools
Recruitment Systems & Tools
  • Give your club members the information to recruit prospective members:
    • Use the “Why Join Rotary?” information on printed materials, web sites and newsletters.
    • Have a minimum of two club assemblies annually to review plans & accomplishments.
    • Use at least one meeting annually to “workshop” membership recruitment.
    • Ensure that club members and the board know “How to Propose a New Member”
information tools
Information Tools
  • Education & Inspiration of Members:
    • Why Join Your Local Rotary Club?
    • Becoming a Rotary Club Member – RI web site
    • This is Rotary
    • Rotary Basics
    • Example of Bi-annual Assembly Presentation
    • How to Propose a New Member
    • RI Web Site – Membership
interview prospective members
Interview Prospective Members
  • Ensure that prospective members understand benefits, commitments and responsibilities:
    • Prospective Member Orientation Checklist for interview.
    • Financial Information for Prospective Members
orientation of new members
Orientation of New Members

Steps to Orient New Members:

  • Induction – make this a major club event. Invite family members.
  • Assign a trained mentor to every new member.
  • Have a checklist for the mentor and new member to complete within a pre-determined time period.
  • Institute a method of delivering training; firesides, breakfast meetings with directors, S.T.A.R.
tools for orientation
Tools for Orientation
  • Induction ceremony
  • Induction folder: ABCs of Rotary, 4 Way Test, RI Presidential brochure, a certificate with the induction ceremony in print, badge, pin and invoice.
  • Mentoring Checklist
  • S.T.A.R. Program (optional)
  • DVD materials from RI for firesides
  • Make the new member feel special.
    • Have some way of identifying a new member. For example, put his or her name on a different table each week for 6-8 weeks. Have members rotate sharing the table with the new member.
    • Make the new member a part of your club:
      • Include him or her on the rotating duty roster.
      • Assign the member to a committee that has more than two members.
      • Schedule a classification talk in the first six months.
tools for inclusion
Tools for Inclusion
  • Take an inventory of committees and committee members, including skills and interests. Keep a database.
  • Create a committee “tree”. Make sure that everyone in the club has a commitment.
  • Ensure that new members are personally invited to social events.
  • Invite new members to identify skills and interests.