PLANNING GUIDE FOR EFFECTIVE ROTARY CLUBS

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1 PLANNING GUIDE FOR EFFECTIVE ROTARY CLUBS The Planning Guide for Effective Rotary Clubs is a tool to help clubs establish goals for the coming year. The form can be used to track general club trends in membership and club administration. The Planning Guide for Effective Rotary Clubs is based on the concept of an effective club. An effective club is able to Sustain and increase its membership base Implement successful projects that address the needs of its community and communities in other countries Support The Rotary Foundation through both program participation and financial contributions Develop leaders capable of serving Rotary beyond the club level The strategies listed in each section are common ways clubs might choose to pursue goals. Clubs are encouraged develop alternative strategies to achieve their goals when appropriate. Presidents-elect are encouraged to complete this form in cooperation with their club and submit a copy of it to their governor-elect or assistant governor by 1 July. ROTARY CLUB OF Rotary Club of Addis Ababa Please type or print legibly Name of president: Mulunesh Tennagashaw 2017/18 Rotary year of office Mailing address: c/o Rotary Country Office, Commercial Graduates Association Telephone +251 (0) Fax DEMOGRAPHIC INFORMATION (as of 30 June) Current number of members: 30 Number of members as of 30 June last year: 26 Number of male members: 26 Average age of members: Number of Rotarians who have been members for: Number of members five years ago: 13 Number of female members: 4 Less than 1 year: years: years: years: years: 5 More than 25 years:4 Number of members who have proposed a new member in the previous two years:5 Does club membership reflect the diversity of the community? Yes No

2 Our classification survey was updated on (date) and contains classifications, of which are unfilled. Planning Guide for Effective Rotary Clubs 1

3 Our club has sponsored a new club within the last 24 months. Yes No If yes, has your club implemented a plan to provide follow-up orientation for members of the sponsored club? Yes No MEMBERSHIP DEVELOPMENT (Recruitment, Retention, and Organizing New Clubs) Our club has established the following membership goal for the upcoming Rotary year: Our club will strive to have 34 members by 30 June (year) We have identified the following sources of potential members within the community: Friends/Colleagues of Rotarians, the Business Community. How does the club plan to achieve its membership goals? (check all that apply) Develop a retention plan that focuses on maintaining high levels of enthusiasm through participation in interesting programs, projects, continuing education, and fellowship activities Appoint a committee of club members who have been trained in effective recruitment techniques Develop a recruitment plan that focuses on a true representation of the business and professional leadership in t Community Develop a recruitment plan that focuses on a true representation of the diversity of the community Develop a recruitment plan that clearly explains the expectations of membership to potential Rotarians Implement an orientation program for new members to support their successful assimilation into the club Create a brochure that provides general information about Rotary as well as specific information about the club for prospective members Assign an experienced Rotarian mentor for every new club member Recognize those Rotarians who sponsor new members Conduct a public awareness program targeted at the business and professional community to increase awareness about what Rotary is and what it does Encourage members to join a Rotary Fellowship to experience the internationality and friendship of RI Participate in the RI Membership Development award programs Seek opportunities to organize a new club Other (please describe): Organize Informal Saturday/Sunday etc get-together What makes this a good club to attract new members? The oldest Club in the country; ongoing projects and networking possibilities; overseas nnections; Strong links to Rotract Clubs; scope for female members (female PE) What aspects of this club could pose a barrier to attracting new members? Cost and timing of Fellowship meetings, poor attendance at meetings, insufficient young/middle aged members Action steps: Rotary evening events and occasional visits; attract and recruit friends, Business men/women, Professionals and colleagues, regular speaking events of interest (1 member presentation per mont one external speaker per month). Build community projects and involve as many members as possib in implementation. Encourage Club Members to host a special fellowship event during the Rotary yea Reactivate the Retreat plan.

4 Planning Guide for Effective Rotary Clubs 2

5 SERVICE PROJECTS Our club has established the following service goals for the upcoming Rotary year For our local community: Maintaining and expanding support to school support programs in areas of sanitation, health, nutrition, water supply and improved educational facilities. Participate in NPPC and other polio events. For communities in other countries (international service): No Plan yet How does the club plan to achieve its service goals? (check all that apply) Appoint a committee of club members who have been trained in how to plan and conduct a successful service project Review the club s current and ongoing service projects to determine whether they are relevant, needed, and o interest to club members Identify the social issues in the community that the club wants to address through its service goals Assess the club s fundraising activities to determine if they meet the club s project funding needs Involve each club member in the club s service projects Conduct or obtain a needs assessment of the community or communities in other countries Recognize club members who participate in and provide leadership to the club s service projects Identify a partner club with which to carry out an international service project Participate in: Interact Rotaract Rotary Community Corps Rotary Friendship Exchange Rotary Volunteers Rotary Youth Leadership Awards World Community Service Youth Exchange Use the resources of The Rotary Foundation to support a project identified by the club Other (please describe): Assist Rotractors in accessing youth training in leadership Explore and develop opportunities for accessing Rotary Scholarships Action steps: 1. Maintain Service Project Committee and hold regular meetings 2. Pro-actively follow-up, monitor and report on existing project implementation 3. Plan and initiate new projects 4. Identify International collaborators to assist in accessing funds and GG grants 5. Conduct local fund raising events and use contacts to raise funds for specific projects 6. Encourage 3 Rotarians to be involved in each project 7. Encourage all Rotarians to participate in at least 1 project 8. Designate one Rotract member for each project 9. Organize Quarterly Project Site Visit 10. Develop social media sites and Web site of the Club 11. Develop Brochures for Service Projects and Club activities 12. Develop in-house Training Programs (Capacity Building) Planning Guide for Effective Rotary Clubs 3

6 THE ROTARY FOUNDATION Our club has established the following Rotary Foundation goals for the upcoming Rotary year: Our club will strive to achieve an annual giving goal of US$ Our club will participate in Rotary Foundation programs by: Participate in GG community support projects Providing guidance to members on the role and value of RF programmes Encouraging members to become or to supplement their Paul Harris Fellowhsip How does the club plan to achieve its Rotary Foundation goals? (check all that apply) Appoint a committee of club members who understand the programs of The Rotary Foundation and who are committed to promoting financial support of the Foundation Help club members understand the relationship between Foundation giving and Foundation programs Schedule presentations that inform club members about the international service opportunities available through the programs of The Rotary Foundation Send a representative to the district Rotary Foundation seminar Use the resources of The Rotary Foundation to support the club s international projects Recognize club members financial contributions to The Rotary Foundation and their participation in Foundation programs Encourage each club member to make a gift to the Annual Programs Fund Participate in: Group Study Exchange Matching Grants District Simplified Grants Individual Grants PolioPlus/PolioPlus Partners Host/Sponsor an Ambassadorial Scholar(s) Sponsor a Rotary World Peace Scholar Sponsor a University Teacher Invite Foundation program participants and alumni to participate in club programs and activities Other (please describe): Action steps: Ensure the Club s annual qualificiation at district and RI level by meeting all the necessary quirements. Identify project areas that fall within the focus areas of the future vision project. Develop specific project plans and solicit partnership clubs worldwide. Apply either for global or district grants depending on the extent of the specific project. Encourage members to participate in RF giving programs by contributing a minimum of 50 Birr on monthly basis Planning Guide for Effective Rotary Clubs 4

7 FUTURE ROTARY LEADERS Our club has established the following goal for developing future Rotary leaders for the upcoming Rotary year: Our club will identify 5 members as potential future leaders and notify the district by 30 June How does the club plan to build future Rotary leaders? (check all that apply) Encourage committee chairs to attend the district assembly (year) Encourage interested past presidents to attend the district leadership seminar held in conjunction with the district conference Use the expertise of the club s assistant governor Arrange for district committees to make presentations to club members Have club leaders work with the district governor and assistant governor to maximize the effectiveness of the governor s official visit Encourage new members to assume positions of leadership through participation in club committees Have club members visit other clubs to exchange ideas and share the knowledge they gain with the rest of the club Other (please describe):. Action steps: Organize and conduct orientation to Committee Larders on their respective responsibilities at lea twice a year. Arrange briefings/updates to members on their respective roles and what is expected from each club member at least every 3 months. Provide a Forum for Past District Governors and RCAA Past Presidents to share their expereinces GENERAL ADMINISTRATION What plans have you made to carry our the admin?istrative tasks required for the effective operation of the club D RCAA (check all that apply) Board meetings have been scheduled on a regular basis. 4 club assemblies have been scheduled. Club elections will be held on 13 December. (date) Our club will send at least 10 delegates to the district conference. A club bulletin editor has been appointed to provide information that is beneficial to club members. The club Web site will be updated times per year. A committee of motivated club members has been appointed to develop interesting and relevant weekly club programs. A committee of motivated club members has been appointed to plan a variety of fellowship events. Monthly attendance figures will be reported to the district leadership by the 15th day of the

8 lowing onth. ( n u m b e r ) P l a n n i n g G u i d e f o r E f f e c t i v e R o t a r y C l u b s 5

9 Our club will use the Rotary Business Portal to maintain RI club records. Membership changes will be reported to RI within 30 days. Reports to RI, including the semiannual report, will be returned within 2 weeks of receipt. Other (please describe): Action steps: Our club would like assistance from the assistant governor or governor with the following:i Improving understanding of procedures to access District Grants Strategies/experiences to be shared in areas of retaining existing members and attracting new ones What issues would you like to discuss with your governor or assistant governor during a visit to you club? Support for training available to the club from the District Mulunesh Tennagashaw Club President Date 2017/18 Rotary Year Assistant Governor Date 862-EN (203)

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