Pilot clubs: Learning by experiment

Pilot clubs: Learning by experiment

Rotary’s future as a premier humanitarian service organization.

Rotary International 2011 – 2014 Pilot Programs

Implementation Plan• Timeline: 1 July 2011 - 30 June 2014. • December 2010 – • January 2011 District governors and governors-elect are advised about the new pilot and asked to encourage clubs in their

districts to participate. Clubs are sent pilot information. • 1 April 2011 Clubs must submit an application form (signed by the club president and club president-elect). • 31 May 2011 General Secretary advises club and district officers of clubs selected to participate in the pilot. • 2011-12 First year of pilot project • 1 July 2011 Clubs begin implementation of pilot project guidelines • May – June 2012 Year-end club reporting. • Second year of pilot project

• November 2012 First Report to the RI Board on pilot clubs’ status. • May – June 2013 Year-end club reporting. • 2013-14 Third year of pilot project • November 2013 Second Report to the RI Board on pilot clubs’ status. • May – June 2014 Year-end club reporting. • 30 June 2014 Completion of pilot program • November 2014 Final report to the RI Board with relevant data that might impact a COL proposal and final approval of any

legislation proposed for the 2016 Council on Legislation (based on these results).

• Currently, the Board is running the Meeting Frequency pilot (started 1 July 2007 and ending 30 June 2013), which allows participating clubs to meet on any schedule other than a weekly meeting. In November 2010, the Board approved four new pilots to run concurrently from 1 July 2011 to 30 June 2014.

Rotary International 2011 – 2014 Pilot Programs Selection and Terms of Participation Rotary Club Participants Fifteen to twenty clubs Rotary clubs (chartered before 30 June 2009) will be selected The total number of participating clubs is limited to 200. Selection Process

1. Club Presidents and club presidents-elect are provided with pilot project promotional materials and application forms. Club leadership is asked to determine their club’s interest and suitability. Participation will be open to active Rotary clubs chartered before 30 June 2009 only.

2. Clubs must submit an application by 1 April 2011 with signatures from both the current and incoming club president agreeing to their club’s participation in the pilot.

3. The general secretary conducts screening of all proposals received.

4. Rotary clubs and their governors/governors-elect will be notified of Rotary’s decision in relation to their participation in the pilot project by 31 May 2011.

Terms of Participation Each of the clubs selected to participate in this pilot project will agree in writing to the following terms: 1. Two-thirds of the members of the club have voted to participate in the pilot project.

2. The club agrees to participate in the project for the full duration of the pilot period: 1 July 2011 – 30 June 2014.

3. The club must be in good financial standing with Rotary International.

4. The club agrees to comply with reporting requirements as requested by the general secretary.

5. Clubs must register with and maintain records with Member Access on www.Rotary.org.

6. Clubs must verify current club data and conduct various self-analysis tests to establish benchmarks prior to the start of the pilot project. 7. Clubs will pay RI membership dues and other fees as required by RI Bylaws.

8. At the end of the pilot period, the club will function in accordance with RI’s current constitutional documents.

2011-14 pilots 1. Associate Member Pilot 2. Corporate Member

Pilot3. Satellite Club Pilot 4. Innovative and Flexible

Rotary Club Pilot

2011-14 Associate Member Pilot Program

PurposeRotarians require flexibility in their Rotary clubmembership. This pilot is structured to research alternatives and options for Rotary membershipand the resulting impact on membership trends and the club’s overall effectiveness.The Associate Membership Pilot Program will allow an individual to become associated andacquainted with a Rotary club, its members, its programs and projects, and the expectations ofclub membership with the intent of becoming an active member within a designated period oftime.

Demonstrated Results and Measures

Club membership

recruitment and retention

Support to The Rotary

Foundation (program

participation and fundraising)

Successful service projects (community and

international)

Participation in club activities

To evaluate the effectiveness of this pilot program, clubs will be expected to provide thefollowing data:· Number of associate members that have expressed interest and have been accepted intothe club· Number of conversions from associate to active membership· Length of time individuals have remained associate members before converting orterminating their association with the club· Number of conversions that have terminated their membership and why they haveterminated their membership

Program ConsiderationsClubs may consider implementing the following measures when setting up this membershipcategory:1. Approval. 2. Term. 3. Attendance. 4. Classification. .5. RI registration.6. Badges.7. Votes and quorum.8. Holding office. 9. Financial obligations. (a) Initiation fee: (b) RI dues: (c) Annual dues: (d) Meal/beverage costs:

(e) Change of membership status from associate to active: (f) Optional contribution to The Rotary Foundation: 10. Changing status. Note: A current member of the Rotary club may not convert his/her membership status toassociate member.11. Bulletin and communication. 12. Receipt of The Rotarian or Rotary regional magazine. 13. Public liability cover. 14. Participation in youth activities. 15. Termination.

2011-14 Corporate Member Pilot Program

PremiseA corporate membership category will increase the club’s ability to attract and retain a qualified and diverse professional base within the community. It allows for flexibility and recognizes thetremendous mobility that is the norm within the current corporate environment.

Demonstrated Results and Measures

Club membership

recruitment and retention

Support to The Rotary

Foundation (program

participation and fundraising)

Successful service projects (community and

international)

Participation in club activities

To evaluate the effectiveness of this pilot program, clubs will be expected to provide thefollowing data:· Number of associate members that have expressed interest and have been accepted intothe club· Number of conversions from associate to active membership· Length of time individuals have remained associate members before converting orterminating their association with the club· Number of conversions that have terminated their membership and why they haveterminated their membership

Program ConsiderationsClubs may consider implementing the following measures when setting up this membershipcategory:1. Approval.2. Designees.3. Changing designees. 4. Inductions. 5. Attendance. 6. Classification. 7. RI registration. 8. Badges. 9. Votes and quorum. 10. Holding office.

11. Financial obligations. (a) Initiation fee: (b) RI dues: (c) Annual club dues:(d) Meal/beverage costs: (e) Change of membership status from corporate designee to active: (g) Optional contribution to The Rotary Foundation:12. Conversion. A designee of the eligible corporation, while still an employee of the eligiblecorporation, may convert to an individual membership of the club in a process determined bythe club. The club will establish how initiation fees, dues, and costs will be handled. The clubwill also determine whether and how a designee who has been a member, upon leaving theemploy of the corporation, can convert his/her membership to an individual membership.13. Bulletin and communication. 14. Receipt of The Rotarian or Rotary regional magazine. 15. Public liability cover. 16. Participation in youth activities. 17. Termination.

2011-14 Satellite Club Pilot Program

To assist in chartering a

new club

To accommodate rural and remote areas or

communities with small populations

One club to provide several meeting

times & locations

To provide support for weak club

To accommodate different

demographic groups such as young people

PremiseAllowing Rotary clubs to conduct multiple club meetings during the week, each taking place at adifferent location, on a different day, and/or at a different time, will have a positive impact on aclub’s ability to· Appeal to different professional segments within a community and its surrounding area· Attract and retain a qualified and diverse professional base· Improve the overall effectiveness and success of its operations· Provide additional leadership opportunities for club members

Program RequirementsSponsor/host Rotary clubs must have been chartered before 30 June 2009 to be selected to participate. Satellite clubs must be established 1 July 2012, 12 months after the launch of the pilot program, which will allow ample time to evaluate club effectiveness and viability. Pilot clubs may only deviate from the Standard Rotary Club Constitution as follows:· Rotary clubs may conduct multiple club meetings during a week, each taking place at a different location, on a different day, and/or at a different time, with all meetings realizing the requirement of the regular weekly meeting.· The sponsor/host and satellite club(s) will meet in person once per quarter

· Each Rotary club may have no more than three satellite clubs at any one time.· Club members must determine which meeting will be considered the regular meeting (weekly business meeting of a club) and which meetings will be considered the additional meetings.· Membership requirements will remain the same with the satellite as with the sponsor/host club.· Small, weak, and struggling clubs will suspend their charter until such time as they are viable and able to sustain and maintain operations as an independent club.

Demonstrated Results and Measures

Club membership recruitment

and retention

Support to The Rotary Foundation (program

participation and

fundraising)

Successful service projects

(community and

international)

Participation in club

activities

Club outreach

throughout the area

2011-14 Innovative and Flexible Rotary Club Pilot Program

The Innovative and Flexible Rotary Club Pilot Program will focus on letting clubs self-determine their operations to fit better with the needs of their members and community. It will also encourage clubs to conduct numerous tests to· Try out different meeting logistics (time, date, location, online, use of social media, club event or social activity, and so on)· Improve club leadership and oversight· Create relevant and creative membership qualifications and requirements· Update Rotary terminology to current language· Shift the focus from meeting attendance to member engagementClubs would be authorized to make changes to the Standard Rotary Club Constitution and to their Rotary Club Bylaws in any area other than RI membership dues requirements.

PremiseInnovative and flexible Rotary clubs are fun,Dynamic,diverse, resilient, tolerant, interested intrying new things, proactive, member driven, results oriented, resourceful, inspirational, andrelationship rich. They support and strengthen their membership, focus and increase theirhumanitarian service, and enhance their public image and awareness.

Demonstrated Results and MeasuresClubs participating in this pilot would demonstrate results in the following areas:Increase in· Club visioning, brainstorming, gap analysis, and identifying solutions and next action steps· Club members wishing to serve in leadership roles· New initiatives (Rotary programs, social activities, fundraising, etc.)· Creation of signature club projects that can be sustained· Member satisfaction· Total membership number· Membership recruitment· Membership retention for new members and existing members· Membership diversity (gender, age, ethnicity, and classification)· Spouse or family participation in club activities

· Use of social media to engage and involve members· Club visibility and public recognition throughout the local community· Support to The Rotary Foundation (program participation and fundraising)Balance in service projects and social activity profileDecrease in· Average age of club members· Negative perceptions related to meeting fines, singing, and missing meetings for family,personal, or professional reasonsImprovement in club website and club brochurePromotion of Rotary’s core values