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Rotary Club of Estes Park Membership Plan 2007-2008 Objective: To have an active club membership of at least 151 on June 30, 2008. o This is plus 1 from June 30, 1007 Normal attrition for all reasons is 10-15 members per year Target recruiting 15-20 new members to show positive membership growth Create an atmosphere that fosters and encourages guests and new members Successfully transition newly inducted members from weekly Rotary Meeting attendees to Rotarians within the first year of membership New Member Profile: Professional, business or community leader (current or retired) Discretionary time available Community service oriented Capable of meeting financial obligations of Rotary Year-round resident of Estes Park area Target individuals in Generation X, but exclude no one Gathering Information: Survey the club membership o General information, age, years in Rotary, gender o Why did you join Rotary? o Why did you stay in Rotary o What do they like about the club? o What do they dislike? o Who in their field (or related fields) should be in Rotary? o If the Rotary Club of Estes Park were your business with declining demographics, what would you do? o Which community leaders, not currently in Rotary, should be? o What businesses or classifications in town are not represented in Rotary? o Who would be the best representative from those businesses or classifications? o Also collect data on business name and address to expand club database Meet with all new members in the club (since January 1, 2006) o What did you like/dislike about the process of joining Rotary? o What was the biggest roadblock? o Did the new member orientation kit do its job? What would you add or drop from the kit? o What role did/should your sponsor play? Cross reference data to determine who is in Rotary and who isn’t o Club Rosters from both EP Rotary clubs o Business License List from town o Chamber of Commerce membership roster September 5, 2007 Page 1 Rotary Club of Estes Park Membership Plan 2007-2008 Membership Committee: Build an active Membership Committee of 10-12 Rotarians Develop committee job description Meet monthly (September through May) Invite all new members to be on the Membership Committee Use the expertise of all Past Presidents as ex-officio members of the committee for their knowledge of the club and community Primary recruiting months o Sept-Nov o Jan-Mar Action Plan: Develop a definitive list of 30-40 prospective members o Include name, occupation, source of name, and two-three people in Rotary who know the individual o Divide the list into three groups Only work on recruiting the top 1/3 of prospects Move prospects up the list as individuals join or decline o Recruit Rotarians to be sponsors. Ask specific Rotarians to ask specific individuals to join Rotary o Develop tracking plan for all prospective new members o Track all guests of Rotarians (excluding out of town visitors, spouses, and children) at weekly meetings as potential new members Review, revise, or develop as needed, all membership materials and procedures o Rotary member job description (What is expected of Every Rotarian) Attendance Committee Involvement Commitment to sharing Rotary Financial obligations Participation in club activities/fund raising events Social participation o Sponsor/Mentor job description From invited guest through induction Orientation Year-round mentoring o New Member Proposal form/check list o Membership Application o Tent cards on membership recruiting on tables at weekly meetings o Membership minute at each weekly meeting, repeated in The Spoke Encourage Rotarians to bring guests Work cooperatively with the Sunrise club on development of membership materials, orientation of new members, and getting potential Rotarians into the club that best works for them September 5, 2007 Page 2 Rotary Club of Estes Park Membership Plan 2007-2008 Develop business card with club information for members to hand out to friends and prospective members Develop recommendations for board action from member survey on retention of membership Reduce time period between application for membership and induction Develop meaningful induction ceremony o Invite spouses, if appropriate o Recognize Sponsor (Sponsor pin presentation) Club assembly dedicated to membership development (January) o Demographic overview o Review club membership plan o Review results of club survey o Explain roles of Sponsors and Mentors o Groups of three, responsible for recruiting one new member, sponsoring and mentoring Marketing—Getting the Rotary Brand visible in the community o Coordinate with other service clubs in Estes Park (Sunrise Rotary, Kiwanis, Quota, Lions, Optimists) Organize an Estes Park Service Club networking group “Get involved in your community—Give something back” campaign Newspaper ads Visitor Center handout All service clubs working together to provide opportunities for people in Estes Park to choose which service organization matches their style and schedule Service Club meeting signs at entrances to town Service Club table at Estes Park Heritage Festival o “got Rotary” campaign Ongoing “got milk” type campaign showing wide variety of Rotary service projects both locally and internationally Provide opportunity “for more information, call. . .” o “Rotary Meets Here” sign upstairs outside Country Store (with both clubs meeting times) o “Be my guest” business cards for members to hand out o Use RI PSAs for Radio, Television, Newspaper o Use RI “Rotarians are YOUR Friends” table cards o Coordinate all public marketing efforts with the Sunrise club. o Use Rotary Office (Hobert’s) as contact number scripted response for Marsha to use when people call for more information Small information packet for Marsha to mail out Follow up name/address/phone number on all inquiries o New residents moving into Estes Park Provide information on all service clubs at Welcome Center September 5, 2007 Page 3 Rotary Club of Estes Park Membership Plan 2007-2008 Advertise in Newcomers Club newsletter and at September annual meeting Identify Rotarians moving into town New business licenses Names from newspaper o Marketing campaigns goals: Raise awareness in community of all service clubs Provide opportunity to find out more information Membership Materials New Member Application kit (Readily available for all members to use to invite potential members o Rotary Club of Estes Park brochure “Want to be a Rotarian?” o Application o Timeline for processing applications o “This is Rotary” New Member Orientation kit (reviewed and given out at the orientation)—this is a separate kit from the kit given at induction (below). o Blue RI folder for New Member information kit, including Basics ABC’s of Rotary RI Theme brochure Welcome to Rotary Foundation Facts Foundation Reference Every Rotarian, Every Year Two Needs, Two Ways o Member Responsibilities & Expectations o Sponsor/Mentor Job Description o List of committees, with chairman phone number/email o Committee sign up form o Calendar for current club year o Club constitution o Club bylaws o Club budget o EP Rotary Foundation Brochure o Ernie Altick Fellowship Flyer o Memorial tribute trust fund flyer o Paul Harris Fellowship application o Rotary Club of Estes Park organization chart September 5, 2007 Page 4 Rotary Club of Estes Park Membership Plan 2007-2008 New Member Induction kit (presented at induction—not the orientation kit, see above) o Letter of Welcome from Club President o Sponsor and Mentor contact information (including websites, club number, etc.) o Complete Club Roster (with photos) (including this new member’s data) o New Member Kit (from Russell Hampton, includes:) Four Way Test frameable certificate Object of Rotary frameable certificate Four Way Test pocket certificate Rotary Lapel pin (1/2”) Reflective Decal Certificate of Membership (large) New Member ribbon o Red Badge o Catalog of Rotary emblem merchandise (Russell-Hampton one page flyer) o Order form from III for Rotary Club of Estes Park shirt/hat, etc. o Blue Badge criteria Club Budget considerations (see spreadsheet) Sponsor Pins Application Kits Orientation Kits Induction Kits Decals (for current members) Brochures from RI Meal costs for prospective members after first visit Marketing Signs for highways and in front of Otherside Restaurant (or on corner of Moraine Ave and Mary’s Lake Road) September 5, 2007 Page 5
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