Rotary Club of EstesPark

Membership Plan 2007-2008

Objective:

  • To have an active club membership of at least 151 on June 30, 2008.
  • 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 EstesPark area
  • Target individuals in Generation X, but exclude no one

Gathering Information:

  • Survey the club membership
  • General information, age, years in Rotary, gender
  • Why did you join Rotary?
  • Why did you stay in Rotary
  • What do they like about the club?
  • What do they dislike?
  • Who in their field (or related fields) should be in Rotary?
  • If the Rotary Club of Estes Park were your business with declining demographics, what would you do?
  • Which community leaders, not currently in Rotary, should be?
  • What businesses or classifications in town are not represented in Rotary?
  • Who would be the best representative from those businesses or classifications?
  • Also collect data on business name and address to expand club database
  • Meet with all new members in the club (since January 1, 2006)
  • What did you like/dislike about the process of joining Rotary?
  • What was the biggest roadblock?
  • Did the new member orientation kit do its job? What would you add or drop from the kit?
  • What role did/should your sponsor play?
  • Cross reference data to determine who is in Rotary and who isn’t
  • Club Rosters from both EP Rotary clubs
  • Business License List from town
  • Chamber of Commerce membership roster

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
  • Sept-Nov
  • Jan-Mar

Action Plan:

  • Develop a definitive list of 30-40 prospective members
  • Include name, occupation, source of name, and two-three people in Rotary who know the individual
  • 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
  • Recruit Rotarians to be sponsors.
  • Ask specific Rotarians to ask specific individuals to join Rotary
  • Develop tracking plan for all prospective new members
  • 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
  • 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
  • Sponsor/Mentor job description
  • From invited guest through induction
  • Orientation
  • Year-round mentoring
  • New Member Proposal form/check list
  • Membership Application
  • Tent cards on membership recruiting on tables at weekly meetings
  • 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
  • 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
  • Invite spouses, if appropriate
  • Recognize Sponsor (Sponsor pin presentation)
  • Club assembly dedicated to membership development (January)
  • Demographic overview
  • Review club membership plan
  • Review results of club survey
  • Explain roles of Sponsors and Mentors
  • Groups of three, responsible for recruiting one new member, sponsoring and mentoring
  • Marketing—Getting the Rotary Brand visible in the community
  • Coordinate with other service clubs in EstesPark (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
  • VisitorCenter handout
  • All service clubs working together to provide opportunities for people in EstesPark 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
  • “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. . .”
  • “Rotary Meets Here” sign upstairs outside Country Store (with both clubs meeting times)
  • “Be my guest” business cards for members to hand out
  • UseRI PSAs for Radio, Television, Newspaper
  • UseRI “Rotarians are YOUR Friends” table cards
  • Coordinate all public marketing efforts with the Sunrise club.
  • 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
  • New residents moving into EstesPark
  • Provide information on all service clubs at WelcomeCenter
  • Advertise in Newcomers Club newsletter and at September annual meeting
  • Identify Rotarians moving into town
  • New business licenses
  • Names from newspaper
  • 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
  • Rotary Club of Estes Park brochure “Want to be a Rotarian?”
  • Application
  • Timeline for processing applications
  • “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).
  • 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
  • Member Responsibilities & Expectations
  • Sponsor/Mentor Job Description
  • List of committees, with chairman phone number/email
  • Committee sign up form
  • Calendar for current club year
  • Club constitution
  • Club bylaws
  • Club budget
  • EP Rotary Foundation Brochure
  • Ernie Altick Fellowship Flyer
  • Memorial tribute trust fund flyer
  • Paul Harris Fellowship application
  • Rotary Club of Estes Park organization chart
  • New Member Induction kit (presented at induction—not the orientation kit, see above)
  • Letter of Welcome from Club President
  • Sponsor and Mentor contact information (including websites, club number, etc.)
  • Complete Club Roster (with photos) (including this new member’s data)
  • 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
  • Red Badge
  • Catalog of Rotary emblem merchandise (Russell-Hampton one page flyer)
  • Order form from III for Rotary Club of Estes Park shirt/hat, etc.
  • 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, 2007Page 1