MARYBOROUGH ROTARY 2015-2018 CLUB PLAN (Ver.17- 2016-07-07)(SHADING KEY: Blue = Ongoing/ Green = completed this year/Clear - Incomplete) PAGE 1

What (we want to do) How (to do it – first step(s)) Who (Drives it) When (we do it) How Much (it costs)

The Object of Rotary International

The Object of Rotary is to encourage and foster the ideal of service as a basis of worthy enterprise and, in particular, to encourage and foster:

  • FIRST: The development of acquaintance as an opportunity for service;
  • SECOND: 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;
  • THIRD: The application of the ideal of service in each Rotarian’s personal, business, and community life;
  • FOURTH: The advancement of international understanding, goodwill, and peace through a world fellowship of business and professional persons united in the ideal of service.

The Purpose of a Rotary Club (As Described in the RI Manual of Procedure 2016):

The purpose of a Rotary Club is to pursue the Object of Rotary, carry out successful service projects based on the Five Avenues of Service, contribute to the advancement of Rotary by strengthening membership, support The Rotary Foundation and develop leaders beyond the club level.

Our Club Vision:

Being an appreciated and engaging service organization of community leaders enjoying each other’s company whilst making a positive difference in our own lives, in our local community and the world.

Our Club Mission:
To do good in our local community, for needy international communities, for the environment and to promote peace on our planet, whilst enjoying each other’s company and making a positive difference in our own lives.

Our Vision For Our Local Community:

We would like Maryborough and District to be a place where all citizens have community pride and positive self-image; where people are fully employed, there is no vandalism or teenage suicide and little crime; where people are better educated with more local students in the top 10 percent of the state; where gambling has decreased and people have better incomes; where there are no child protection issues or unwanted pregnancies, and where we are regarded as an innovative community, no longer at the bottom of the socio-economic scale.

Our Unique, Key Competitive Advantages:

  • Maryborough Rotary is the only service club in this area that is part of, backed by, and trained by the world’s biggest and oldest service organization
  • We are the only service club composed primarily of community and business leaders
  • We are the only service club based around member’s vocations and high ethical standards in those vocations
  • We are the only service club that operates in five separate avenues of service: Club, Community, International, Vocational, Youth
  • We are the only service club that has been instrumental in almost ridding the world of Polio
  • We are the only service club that was involved in the formation of the United Nations and has an agenda including World Peace.

Introduction to the Maryborough Rotary 2015-2018 Plan:

Thesegoals are arranged in ten major Focus areas based on the key committees or workgroups in our club. Within each committee section below, plans are related to the current Committee focus areaslisted beside each committee heading.Goals with blue shading are ongoing goals based on the club’s focus areas which will be repeated annually unless the Board decides to remove them. Goals in green shading are goals that have been completed in the current Rotary year. Goals without shading are yet to be addressed.

Board Issues (Citation, Club Structure, My Rotary,Planning, Rituals, Vision & Mission)

  • 01 CLUB STRUCTURE - Develop a system where Board consults club members on major issues and reports back on use of club funds
/
  • Determine an amount when this would be triggered e.g. over $500?
  • Include this process in Club guidelines
/
  • Martin to initiate discussion of this
  • Board to “own” this policy
/
  • August 2016
/ Nil
  • 02 CITATION – Monitor our compliance with the current Presidential Citation (CITATION)
/
  • President checks progress in November and April and reports to the Board
/
  • Martin
/
  • Check progress in November and again in April
/ Nil
  • 03 CLUB STRUCTURE – Monitor the on-going effectiveness of the current club structure once each quarter
/
  • Include as Board topic in September, December, and March.
/
  • September, December and March
/ Nil
  • 04 MY ROTARY – Assist members to enter requested information into My Rotary
/
  • Web administrator can assist
/
  • Geoff
/
  • June, July and August
/ Nil
  • 05 MY ROTARY - Have at least 50 percent of members identify their skills and interests in their My Rotary profiles, and unlock that section to make it visible (CITATION)
/
  • Assist members to enter information
/
  • Martin, Derrick, Tracey, Geoff
/
  • August/ September
/ Nil
  • 06 PLANNING – Set at least 10 goals in Rotary Club Central (CITATION)
/
  • Martin & Derrick
/
  • July 2016
/ Nil
  • 07 PLANNING – Pay club dues on time in July and January (CITATION)
/
  • Peter/ Treasurer
/
  • July & January
/ Nil
  • 08 PLANNING –Maintain an up-to-date display calendar of all club events and programs to be displayed at all club and Board meetings.
/
  • Club Planning Coordinator to produce during July.
/
  • Geoff
/
  • ONGOING
/ Nil
  • 09 PLANNING - Maintain a display of club goals visible at all club and Board meetings
/
  • List the first column in this document in large type and display on a portable notice board
/
  • Geoff
/
  • ONGOING
/
  • Nil

  • 10 RITUALS – Monitor the relevance and usefulness of club rituals once each year
/
  • Include as Board topic in February
/
  • Martin
/
  • ONGOING
/
  • Nil

  • 11 VISION & MISSION – Monitor the suitability of the club vision and mission statements once a year
/
  • Include as Board topic in February
/
  • Martin
/
  • February 2017
/
  • Nil

Administration(Annual Reports, Asset Register, Attendance, Bar Management, Bulletin, Child Protection, Directory, Fellowship Duties, Food Handling, Fun Events, History /Archives, Maintenance, Program, Risk Management, Roles/Guidelines/Laws, Sergeant, Set Up - Meetings, Technology, Venue & Meals)

  • 01 BULLETIN - Conduct a forum on how to ensure club members read the bulletin
/
  • Appoint someone to run a forum on this issue
/
  • Martin
/
  • July 2016
/
  • Nil

  • 02 FOOD HANDLING - Arrange a food handling training course open to all members
/
  • Look at Internet providers
  • Take to Board to determine whether the club can subsidize this
/
  • Martin to arrange
/
  • July/ August 2016
/
  • Cost $500

  • 03 ANNUAL REPORT – Produce an annual report during May/June for distribution at Changeover
/
  • Remind chairs/ directors at the start of May so report can be producedat the start of June
/
  • May/June
/
  • Cost $400

  • 04 ASSEST REGISTER – Review and update the club asset register twice annually - in September and March
/
  • Determine location of current Register
  • Include as topic at September and March Admin. meetings
/
  • By September 2016
/
  • Nil

  • 05 ATTENDANCE – Check attendance officer’sfuture availability to take apologies for every meeting
/
  • Check officer’s availability for upcoming meetings at each monthly Admin. meeting
/
  • ONGOING
/
  • Nil

  • 06 BAR MANAGEMENT – Check Bar manager’s availability on a monthly basis
/
  • Check Bar manager’s availability for upcoming meetings at each monthly Admin. Meeting and ensure replacements as required
/
  • ONGOING
/
  • Nil

  • 07 BULLETIN – Deliver an informative, attractive bulletin (via email or hand delivered) to all members each week
/
  • Check Bulletin editor’s availability for upcoming meetings at each monthly Admin. meeting
/
  • ONGOING
/
  • Nil

  • 08 CHILD PROTECTION – Survey all members interacting with young people to check current WWC Card status
/
  • Check live cards online and survey members at July meeting
/
  • July 2016
/
  • Nil

  • 09 FELLOWSHIP – Check Fellowship team’s availability for upcoming meetings at each monthly Admin. meeting
/
  • ONGOING
/
  • Nil

  • 10 FOOD HANDLING – Appoint a food handling coordinator to monitor all food handling activities
/
  • Work with President
/
  • July/ August
/
  • Nil

  • 11 FOOD HANDLING – Conduct a food handling information event in July or August
/
  • Use internet qualification
  • Provide instruction for members on how to login and do the course.
  • Maybe do the course at a local school
/
  • July/ August
/
  • Nil

  • 12 FUN EVENTS –Monitor the program at monthly admin. meetings to ensure a “fun” event is held at least every 6 weeks
/
  • Program director to include periodical Social or fun events in program
/
  • Alison
/
  • By end of this year
/
  • Nil – self funding

  • 13 FUN EVENTS - Conduct an annual Christmas party for our own members, not a cause (Self-funding)
/
  • Arrange a date with Board
/
  • Martin
/
  • Occurred in December 2016
/
  • Nil – self funding

  • 14 HISTORY / ARCHIVES – Check status of club history documents and archives twice a year in September and March
/
  • Nil

  • 15 HISTORY / ARCHIVES – Check status of Club Honour Board and arrange for mounting in meeting room
/
  • Cost $200

  • 16 MAINTENANCE [SHED] – Check status of Club shed tidiness twice a year in September and March and arrange for any work to be done
/
  • Complete Garden area around shed
/
  • Cost $2000

  • 17 MAINTENANCE [EQUIPMENT] – Check status of Club trailers twice a year in September and March
/
  • Cost $500

  • 18 PROGRAM - Create and display a club calendar at every meeting – as part of set up
/
  • Club Planning Coordinator to produce this – anyone can update manually
/
  • Geoff
/
  • ONGOING
/
  • Nil

  • 19 PROGRAM – Assist Program coordinator to follow recommended program guidelines
/
  • Put in place alternative arrangements when necessary
/
  • ONGOING
/
  • Nil

  • 20RISK MANAGEMENT – Receive and respond as necessary to quarterly reports on Risk Management processes
/
  • Include as topic at September and March Admin. meetings
/
  • Rod
/
  • ONGOING
/
  • Nil

  • 21ROLES/ GUIDELINES – Ensure Roles & Guidelines documents are kept up to date as new policies are made
/
  • Review previous Board meeting for any policy changes
/
  • Geoff
/
  • ONGOING
/
  • Nil

  • 22ROLES/ GUIDELINES – Check Constitution/ By Laws and Rules for accuracy on an annual basis – in October
/
  • ONGOING
/
  • Nil

  • 23SERGEANT ROLE –Assist Sergeant to keep meetings running effectively
/
  • Provide a Running sheet for every meeting (prepared by Secretary)
  • Sergeant to ensure guest speakers are aware of time restraints
/
  • ONGOING

  • 24SET UP – Check supplies of batteries, prizes, and speaker presents on a monthly basis and re-supply as required
/
  • Set up team checks these and orders from Secretary
/
  • Set Up team and Secretary
/
  • ONGOING
/
  • Cost $300

  • 25SET UP – Check availability of set up team for future meetings at each monthly Admin. meeting
/
  • Permanent set up team to set up – but Fellowship team help put things away
/
  • Set Up Team
/
  • ONGOING
/
  • Nil

  • 26TECHNOLOGY – Assist Technology coordinator(s) to keep technology working well
/
  • Geoff/ Anthony/ Derrick
/
  • ONGOING
/
  • Nil

  • 27 VENUE & MEALS – Assist Venue & meals coordinator to manage venue effectively
/
  • Esther
/
  • ONGOING
/
  • Nil

Rotary Foundation(Giving & Recognition, District Grants, Polio Plus, RF Information)

  • 01 GIVING & RECOGNITION - Ensure that all members of more than 10 years have PHF recognition
/
  • Aim for 2 per year if credits are available
  • Check those eligible/ check credits
/
  • Derrick
/
  • Report/Decide/ order in September/ Present on October 29th
/
  • Use existing credits

  • 02 GIVING & RECOGNITION – Support the Foundation with a club donation of at least US$2000 to the Annual Fund (CITATION)
/
  • ONGOING
/
  • Cost AU$3000 (on top of individual donations)

  • 03 GIVING & RECOGNITION - Assist every club member to achieve Centurion status each year (CITATION)
/
  • Check with District Fundraising chair for correct process/ Remind members of status/ Present certificates
/
  • Derrick
/
  • Report back in May/ Invite members to top up next year/
/
  • Nil

  • 04 GRANTS –Partner with the Foundation to sponsor at least one Global or District Grant (CITATION)
/
  • Monitor club projects that could do with grants/ ensure we have someone at workshop in November
/
  • Graeme
/
  • Attend workshop in November
/
  • Cost $1000?(1 for 1)

  • 05 GRANTS - Have at least one club member attend a grant management seminar and report it in Rotary Club Central. (CITATION)
/
  • November each year
/
  • Cost $25 - 50

  • 06 POLIO PLUS –Facilitate an annual club donation to the Polio Plus campaign of at least $500 during November
/
  • November each year
/
  • Cost $500

  • 07 RF INFORMATION - Work with the Public Image committee to host an event to inform the public about the Rotary Foundation and its centenary (CITATION)
/
  • Maybe make this a Fundraiser
/
  • November
/
  • Cost included in Public Image

  • 08 RF INFORMATION - Conduct a club seminar in Foundation month to educate members and announce donations
/
  • Reminding members of what Foundation funds are being used for or the philosophy behind PHF recognitions etc./ Present PHF and Centurion certificates
/
  • Derrick and committee
/
  • November each year
/
  • Nil

Fundraising (Bike Ride, Cycle Central, Coordinating, New Ideas, Photo Show, Raffle, Wings and Wheels)

  • 01 WINGS & WHEELS - Expand the Wings and Wheels program to include one or two evening events on the Saturday night
/
  • Appoint a committee to plan a program and present to Board and then to members
/
  • Anthony
/
  • September 2016
/
  • Raise $1000

  • 02 NEW IDEAS - Investigate a Progressive Dinner as a fundraiser
/
  • Appoint someone to come up with a feasibility proposal for a Progressive Dinner Fundraiser
/
  • Rodney to appoint
/
  • 2017
/
  • Raise $500

  • 03 NEW IDEAS - investigate Car Show & Shine event
/
  • Explain proposal to club members
/
  • Anthony has the idea
/
  • 2017
/
  • Raise $2000

  • 04 NEW IDEAS - Conduct a club forum on fund raising possibilities including evaluation of our annual raffle as a fund raiser, or involvement in Ballarat South raffle, and ways of getting everyone involved in fund raising.
/
  • Appoint someone to lead a club forum on Fundraising ideas
/
  • Rodney
/
  • April 2016
/
  • Nil

  • 05 COORDINATING - Facilitatea Film Night at MEC with Raffle & Popcorn as extra money raisers for Polio Plus?
/
  • Link with Foundation C/tee
  • Appoint someone to make a Proposal with plans to Board
/
  • Derrick volunteered
/
  • Late 2016
/
  • Raise $500

  • 06 NEW IDEAS – Investigate a Dragon Boat race to fit in with the Annual Dragon Boat program
/
  • Appoint someone to make a Proposal with plans to be presented to Board via Fundraising Chair
/
  • Anthony has proposal
/
  • 2017
/
  • Nil for investigation

  • 07 NEW IDEAS - Investigate Garden parties as fundraisers
/
  • Appoint someone to make a Proposal with plans to Board
/
  • Rodney to appoint
/
  • 2017
/
  • Nil for investigation

  • 08 NEW IDEAS –Investigate possibility of a Trivia event to raise funds for one of the above causes
/
  • Appoint someone to make a Proposal with plans to Board
/
  • Rodney to appoint
/
  • 2017
/
  • Nil for investigation

  • 09 NEW IDEAS - Investigate running a golf day to raise funds
/
  • Appoint someone to make a Proposal with plans to Board
/
  • Rodney to appoint
/
  • 2017
/
  • Nil for investigation

  • 10 COORDINATING [BAR]–Raise $2000 annually from bar profits to go to club fundraising causes
/
  • Ensure bar profits are channelled into a cause
/
  • Rodney
/
  • 2017
/
  • Raise $2000

  • 11 BIKE RIDE - Raise $3000 from Pyrenees Bike ride event each Rotary year
/
  • Appoint committee to plan and use other members to implement
/
  • Peter Haywood appoints team
/
  • November 2016
/
  • Raise $3000

  • 12 COORDINATING - Ensure that every fund raising activity has a nominated focus for profits
/
  • Spend the first meeting allocating fundraisers to specific projects and inform Board and committees of any need to reduce costs or expectations
/
  • Rodney Brown
/
  • July 2016
/
  • Nil

  • 13 COORDINATING – Monitor on a monthly basis, all club fundraising events ensuring they do not clash during the year
/
  • Rodney
/
  • Nil

  • 14 COORDINATING – Facilitate a Friday Footy Frenzy event during football season with a $600 target and profits to the International project
/
  • Link with International
  • Program run during footy season
/
  • Rob Rowe coordinates
/
  • ONGOING
/
  • Raise $600

  • 15 COORDINATING - Raise $2000 profit from erection of Marquees each year with profits to a selected local community project
/
  • Link with Community
  • President and Community Chair Appoint Marquees coordinator
/
  • Marquees Coordinator
/
  • 2015-16
/
  • Raise $2000 PA?

  • 16 COORDINATING - Raise $2000 profit annually through community barbeque events including the energy breakthrough
/
  • Appoint Barbeque Coordinator to manage bookings
/
  • Rodney to appoint
/
  • 2015-16
/
  • Raise $2000

  • 17 CORDINATING - Ensure every committee submits an estimated budget of costs to the treasurer before the end of July
/
  • To be completed when each committee considers their goals
/
  • Martin, Rodney and Peter H
/
  • July 2016
/
  • Nil

  • 18 NEW IDEAS –Conduct an annual brainstorm meeting to generate potential new ideas for fund raising
/
  • Appoint someone to prepare discussion on this issue either for a club meeting or a separate meeting
/
  • Fundraising Chair to appoint
/
  • 2016
/
  • Nil

  • 19 PHOTO SHOW –Facilitate the runningof an annual Photo Show as a club Fundraiser
/
  • Link with Fundraising
  • Maybe with a “Peace” theme?
/
  • Derrick, Toby
/
  • Late 2016 or 2017?
/
  • Raise $500

  • 20 RAFFLE – Facilitate the raising of $6000 profit from an annual Travel Raffle
/
  • Planning team to arrange
/
  • Anthony
/
  • Early 2016
/
  • Raise $6000?

  • 21 WINGS & WHEELS - Raise $2000 from catering at the Wings and Wheels event
/
  • Teams appointed to handle different fund raising options
/
  • Anthony
/
  • Late 2015
/
  • Raise $2000

  • 22 COORDINATING [INT/L DINNER] – Raise $1500 for International projects through an International Dinner
/
  • Work with International Committee
/
  • Meryl
/
  • June 3 2017
/
  • Raise $1500

  • 23 CYCLE CENTRAL – Raise $500 through participation in Central Cycle event
/
  • Work with Peter Haywood
/
  • Peter Haywood is contact person
/
  • September 30 2016
/
  • Raise $500

  • 24 COORDINATING [WOMENS DAY RAFFLE] – Raise $200 for International projects through raffle held as part of Women’s breakfast
/
  • Work with International Committee
/
  • Meryl
/
  • March 2017
/
  • Raise $200

Membership (Alumni Contact, Friends of Rotary, Mentoring & Development, Recruitment, Welfare & Engagement)

  • 01 ALUMNI CONTACT - Develop a system to invite past members to specified functions
/
  • Have a discussion in the membership committee on possible ways to involve past members
  • Make a list of past members to contact
/
  • Bulletin sent to Past Members and Friends of Rotary
/
  • Early in 2016
/
  • Nil

  • 02 MENTORING & DEVELOPMENT-Re-vamp our package of information for new members
/
  • Appoint someone to look at package, find out what other clubs are doing, get some samples and come up with a proposal
/
  • Garry to oversee
/
  • July 2016
/
  • Cost $250?

  • 03 MENTORING & DEVELOPMENT- Develop an updated mentors check list to better follow up new members and assist integration
/
  • Consider fireside chats on usual meeting night, special meetings to assist mentors?
/
  • Geoff & Alison
/
  • July 2016
/
  • Nil

  • 04 RECRUITMENT - Investigate the possibility of a Satellite club for young adults
/
  • Do this as part of the Innovative clubs’ process
  • Appoint someone to look at how other clubs have gone about the process and come up with a proposal that can go to members
  • Have a forum with members on the issue before any decision is made to proceed
/
  • Garry and Matt
/
  • Late 2016
/
  • Nil

  • 05 RECRUITMENT - Investigate ways we can better interact with young adults
/
  • Appoint some club member to set up some ways we can find out how young adults think about current interactions
  • Invite a group of four young adults to one of our ordinary meetings and interview them afterwards on what they honestly thought of how we come across
/
  • Garry
/
  • Late 2016
/
  • Nil

  • 06 ALUMNI CONTACT - Update a database of all alumni at each monthly Membership meeting
/
  • Appoint someone to develop the database
/
  • John Williamson
/
  • November 2016
/
  • Nil

  • 07 FRIENDS OF ROTARY – Check on a monthly basis some possibilities for involvement by Friends of Rotary in Club activities
/
  • Appoint someone to look at past proposals made in the club and come up with an updated set of guidelines to be approved by Membership committee and then sent to the Board and from there to club members
/
  • Harold
/
  • November/ December 2016
/
  • Cost $100?

  • 08 MENTORING & DEVELOPMENT- Conduct a 3-minute weekly member development spot (The Ink Spot)covering a comprehensive range of essential Rotary information
/
  • Geoff to develop with assistance from past District Governors and others
/
  • Geoff
/
  • July 2016
/
  • Nil

  • 09 MENTORING & DEVELOPMENT- Sponsor two members to complete RLI each year – pay half fees
/
  • Appoint someone to go RLI promoter to advertise when sessions are occurring each year
  • Position description completed and added to club structure
  • Reported in membership report
/
  • Geoff
/
  • Late 2015
/
  • Cost $200
  • (Club can claim $100 from District)

  • 10 MENTORING & DEVELOPMENT – Monitor, on a monthly basis, the operation of the new-member mentoring program
/
  • Geoff
/
  • ONGOING
/
  • Nil

  • 11 RECRUITMENT –Achieve a net gain in membership of at least 2 through a Membership night and follow up (CITATION)
/
  • Appoint a member of the committee to run an annual membership night in August - members to invite potential members
/
  • Garry
/
  • August 2016
/
  • Nil

  • 12 RECRUITMENT – Improve member retention rate by 1% or maintain 100% retention. (CITATION)
/
  • Garry
/
  • ONGOING
/
  • Nil

  • 13 RECRUITMENT – Check, on a monthly basis, the availability of make-up cards and membership kits
/
  • Garry
/
  • ONGOING
/
  • Nil

  • 14 RECRUITMENT – Manage promptly the process of integrating new members into the club – including provision of badges and registration with RI.
/
  • Garry
/
  • ONGOING
/
  • Nil

  • 15 WEFARE & ENGAGEMENT – Monitor, on a monthly basis the ongoing level of engagement of all members and develop strategies to assist engagement when required
/
  • Outline what Engagement is
  • Encourage club to have a diversity of activities to accommodate members’ interests
  • Have presentations of what other members are doing
/
  • John Caulfield
/
  • ONGOING
/
  • Nil

  • 16 WELFARE & ENGAGEMENT - Provide weekly reports on member welfare
/
  • See Role description
/
  • John Caulfield
/
  • ONGOING
/
  • Nil

Public Image(Local Promotion, Social Media, Website,)