Zonta Three Rivers Pittsburgh North Strategic Planning Workshop Results

1. Zonta Three Rivers Pittsburgh NorthStrategic Planning Workshop Results Saturday, September 15, 2012

2. Session Objective • To review where we are today as a club, determine the organizational structure of our club and agree on our goals for the next two years

3. Attendees • Chris Battista • Allison English • Rebecca Greenwood • Gerry Johnson • Jen Knuth • Susan Lewerth • Debbie Meinert • Catherine Montague • Amy Scanlon • Michelle Simon • Ellie Wagner • Linda Yon • Beth Zak

4. Process SWOT Brainstorming SWOT Prioritization Goals Brainstorming Define Club Structure Agree on Action Items

5. SWOT Analysis Nominal Group Technique to prioritize – 5 votes per category per person

6. Towering Strengths • 10 votes: Activities aligned with purpose • 10: We have an existing structure to work with – ZI and club • 7: One Vision/Purpose – to improve the status of women and girls • 6: Quality Members – passionate, participative, diverse talents • 5: Newsletter

7. Concerning Weaknesses • 13 votes: GSB • Sales pressure • Overwhelming, consuming, takes focus away from other activities • Singular focus • Profitability vs. size and effort • Need more focus on profitability • Responsibilities not clear or written • Attendance, member support • Member fatigue • Lifecycle of the event • 8: New member onboarding, orientation, support • 5: Haven’t evolved our structure, practices, meeting as club has changed • 4: Club/Foundation relationship • 4: Attendance

8. Significant Opportunities • 11 votes: Social media • 9: Linkage with local clubs • 7: Newsletter

9. Pressing Threats • 12 votes: Member recruitment • How to engage prospects • Fundraising focus deterrent to prospects • Higher power members • Finding prospects • All members need to recruit • 11: Name recognition • 8: External commitments – job, family

10. Proposed Goals • All • Constantly communicate our purpose of advancing the status of women • Club Board • Lessen demands and stress on members • Create communication platform for committee updates • Determine if new committee needed re: 15 members attend District conference (September 27 – 29, 2013) • Club Board and Foundation Board • Build a fundraising strategy for 2013/2014 and beyond • Club Board and PR • Improve communication internally and externally

11. Proposed Goals cont’d • Membership • Set minimum membership expectations i.e. 80% member attendance • Conduct 2 orientation sessions per year • Implement member recapturing program • Increase and maintain membership to 40 active members • Implement mentoring for new members • Implement onboarding program • PR • Build awareness in community of Zonta – attend 2-3 community events per year • Double circulation of newsletter • Improve/increase communication outside ZTRN – PR, social media, press releases, meeting notices, broaden the message, use GSB to promote/education about Zonta

12. Proposed Goals cont’d • Service and Advocacy • Double number of service and advocacy hours • Implement service/advocacy activities that align with ZI • Hold service project that involves club and engages the community • Programs • Educate members on structure • Ways & Means • Maintain adequate operating fund balance • Focus on most profitable fundraisers

13. Organizational Structure Club Board Foundation Board Membership Committee Public Relations Committee Social Committee Grants/ Scholarships Committee Nominating Committee Fundraising Committee 501(c)3 Advocacy/ UN Committee Programs Committee Service Committee Ways & Means Committee Club members participate in all committees

14. Organization Structure • Committee Membership Target • Membership : Co-chair plus 3 members (5 total) • PR: 5 members • Service: 5 members • Advocacy: 4 members • Programs: 4 members • Grants/Scholarships: 4 members • Social: determine need after decision re: combining with Membership committee (see Action Items) • Ways & Means: tbd

15. Action Items by due date • 9/21 - Beth type the notes and send to group • 9/21 - Catherine update committee member list • 9/30 - Allison and Susan discuss merging social and membership committees – share recommendation at 9/30 board meeting • 9/30 - Jen review ZI guidelines re: Service and Advocacy committees, call Michelle to discuss merging Service and Advocacy committees by 9/21 – share recommendation at 9/30 Board meeting • 9/30 - Catherine/Jen/Beth meet before 9/30 to discuss committee assignments and goals • 10/3 - Club Board review session notes at 10/3 Board meeting. • Date tbd - Catherine contact committee chairs re: committee members and goals • Date tbd - Club Board establish communication plan to share Strategy results with club starting with October Club meeting.

16. Appendix • All Strengths, Weaknesses, Threats, Opportunities

17. All Strengths - 16 total • 10: Activities aligned with purpose • 10: We have an existing structure to work with – ZI and club • 7: One Vision/Purpose – to improve the status of women and girls • 6: Quality Members – passionate, participative, diverse talents • 5: Newsletter • 4: We pull together (e.g. GSB) • 3: Fun, laughter, positive energy • 2: Programs – educational • 2: All women – developing leadership skills, helping each other • 1: We have evolved leadership • 1: Apolitical • 0: Friendships • 0: Member longevity/history • 0: GSB - $$ raised, price, fun, structure • 0: Provides “me” time for members • 0: Age diversity

18. All Weaknesses - 24 total • 13: GSB • 8: New member onboarding, orientation, support • 5: Haven’t evolved our structure, practices, meeting as club has changed • 4: Club/Foundation relationship • 4: Attendance • 3: Cliques • 3: Website including more complete document repository • 3: Confusion about ZI – structure, area, district, local clubs, officers, protocol • 3: Not enough collective activities – service and advocacy • 2: Ongoing member support • 1: Explaining what we do, purpose • 1: Weak linkage with ZI and knowledge • 1: Tribal knowledge • 1: Lack of structure and understanding (club) – reporting, chain of command, committees

19. All Weaknesses cont’d • 0: Managing age diversity • 0: Member churn • 0: Leadership transition • 0: Too many leadership positions vs. number of members interested/qualified • 0: Not enough members • 0: Costs – dues, dinners, fundraisers, nickel and diming • 0: Committee communication – meaningful • 0: Meeting social needs of members • 0: Too many participation options – lack of focus • 0: Foundation responsibilities

20. All Opportunities - 11 total • 11: Social media • 9: Linkage with local clubs • 7: Newsletter • 5: GSB – publicity, $$ to agencies, grow externally • 5: Building contacts/networking • 3: Chamber of Commerce, strategic partnerships • 3: District conference • 2: Making a difference • 2: Pittsburgh community • 0: Long relationships with support agencies • 0: Involvement with agencies

21. All Threats - 15 total • 12: Member recruitment • 11: Name recognition • 8: External commitments – job, family • 4: Lack of other funding focus besides GSB • 4: Service projects too small • 4: Agency/Partner agendas may not be in synch with ours • 3: Dependency on Deb K. • 1: [Competing with] other events • 0: Donor preferences – more selective about where funds go • 0: Selling Zonta • 0: Donor lists

22. All Threats cont’d • 0: GSB • Lack of strategy re: donors and sponsors • Donor fatigue • Lack of sponsors to reach $$ goal • Dependent on agencies and outsiders • 0: Competition with other women’s organizations • 0: How members talk to non-members about Zonta • 0: Lack of sponsors to reach $$ goal