CLUB ASSEMBLY MARCH 14, 2011 State of the Club & Course Corrections

1. CLUB ASSEMBLY MARCH 14, 2011State of the Club&Course Corrections

2. What is Rotary? • volunteers motivated to serve and make positive impacts on communities. • volunteers can’t be commanded, only encouraged and lead with cooperation. • It doesn't have to be difficult. • periodically evaluate goals vs. circumstances and consider changes. • Lancaster-Northeast has many assets, however there are cracks that need mending.

3. What is Lancaster-Northeast? • great group of personalities, with very interesting current or past careers • great history of service to communities here and abroad • strong financials - able to easily sustain club projects and charitable activities • long-term membership trend is negative • recruits may be unsure about fitting-in with club age spread • more volunteers / division-of-labor needed, plus back-ups for toughest jobs

4. State of the Union • club history & continuing support for RI Foundation are commendable • club finances are strong • club organization has challenges • club membership trend is worrisome

5. finances(2/24/11) YTDYTD budgetactualbalance • income 36,110 30,407 (5,703) (1) • expenses (44,406) (28,907) 15,499 (2) • net (8,296) 1,500 9,796 (3) • checkbook balance – $24,760 (2/10/11) • DAF – $22,679 (1/10/11)

6. footnotes • mostly delayed Haiti project matching funds • some expenses up-coming: * $10,000 grants to charities (in next FY) * $2,000 DAF? * $2,000 RI Foundation? * $2,000 Rotary Youth Ldrshp. Awrds. * $2,000 scholarships (3) on-track for planned end-of-term balance Special thanks to Junior for his diligent work budgeting and tracking our money each year

7. organization • officers (5): - Pres. & Pres.-Elect - Sec. – Bill - Treas. – Junior - Past-Pres. – Vince • service lane chairs. (4): - Club – Russ - Community – Ed - Internat’l. – Jack - Vocational - Milt

8. organization • Club Service Lane - eleven committees • Community Service Lane - nine committees • Internat’l. Service Lane - three committees • Vocational Service Lane - two committees Total: twenty-five committees

9. committees • Club Service: Russ - Programs - Jim F. - Membership – Tom - Nor’easter – Gary - Attendance – Dave - Sergeant-at-Arms - Russ - Adult Christmas Party – Oz - Children’s Christmas Party – Jim L. - Website – Bill - Strategic Planning & RF DAF – Jim S. - Benevolence - Herb - Grape Expectations – Steve (+Janell & Richard)

10. committees • Community Service: Ed - Community Needs – Ed - Fundraising: * Fundraising Planning – Jim L. * Car Show – Steve * Spring Fundraiser – Jim L. * Salvation Army bell ringing – Bill * Car Wash – Scott * Golf Outing – Scott - Public Relations – Bill - RSVP – Jim L.

11. Committees • International: Jack E. - Rotary Foundation – John M. - Group Study Exchange – John K. - Haiti Water Project – Vince

12. committees • Vocational: Milt, III - Interact – Dave - RYLA – Oz - students-of-the-month recognition - Oz

13. division of labor • 33 of 34 (97%) of “leader” positions are held by 21 (42%) • Nine members hold 21 of 34 (87%) • A relatively small number of members typically circulate among key positions • Conclusions: - more members need to step up, - and/or, more “able and willing” new members are needed

14. why new members? • Lanc.-NE has shrunk almost 50% from 15 years ago, and this trend continues. • membership average age est. to be 70+ • many members have already served as Pres., as well as in other key positions. • Lanc.-NE has a proud history and strong legacy that can be continued. • NEW MEMBERS WILL ENABLE THE CLUB TO REBUILD AND MOVE FORWARD.

15. Membership Committee Chair Tom Winters presentation:

16. CURRENT STATUS • No Growth • Threat of decline due to attrition

17. MEMBERSHIP ASSESSMENT • Strengths • Meeting location/food • Maturity of core membership • Programs and community benefit • Minimum time commitment/organized meetings/timely topics • Community awareness • Professional business network • Weaknesses • Average age members • Predominant male body of members • Representation of target classifications • Lack of diversity • Cost/financing new members

18. CURRENT NEW MEMBERSHIP PROCESS • Each member independent of membership objectives or plan invites neighbor, relative, friend, colleague and promotes/mentors • Result membership maintenance as best scenario

19. MEMBERSHIP GROWTH PLAN • Letter invitation campaign • Business leader/owner nomination of prospects • Advertize hold new member reception • Mentor/follow-up/retain • Advertisement design/club brochure

20. LETTER CAMPAIGN • 3-4 Rotarians • Identify list of invitees – 10 at a time • Submit list with addresses to membership chair for mailings/tracking/mail follow-up • First List by 06/30/2011 • New List quarterly

21. BUSINESS LEADER PROSPECTS • 1-2 Rotarians • Identify business owners and leaders with locations in Lanc./MT or immediate vicinity with management/employees working or living in the same vicinity – 3 per cycle • Submit names and address to membership chair for mailing/tracking/follow-up • First cycle by 06/30/2011 • One cycle each quarter

22. NEW MEMBER RECEPTION • 3-4 Rotarians • Schedule date/Advertize • Plan event/presentation/info. Packet/sign-in • Membership chair tracking/follow-up mailing • By 09/30/2011

23. ADVERTISEMENT/BROCHURE • 1-2 Rotarians • Design/produce copy • Produce information item on Northeast Rotary to be distributed/mailed for new member information • By 04/30/2011

24. MENTOR/RETAIN • 4-6 Rotarians • Reserved table focus on meeting/sitting with and selling rotary to visiting member prospects and new members

25. GOAL • Increase membership by 10% annually for five years • Includes replacement due to attrition • Assumption – after five years with nucleus of new members membership retention and growth will continue without an aggressive action plan

26. Board Actions • Dues payment incentive plan

27. What’s to be done? • target job classifications – done • identify candidates • recruitment procedures & tools • host guests – “sell” Rotary & Lanc.-NE • retention process • polish club’s image: * venue - great! * be welcoming / friendly * be active /energetic – projects * be inspired & loyal Rotarians

28. membership committee needs: • additional active participants (assigned “volunteers”?) • subcommittees needed to tackle issues and implement action plans • Tom’s leadership to set objectives and assure progress

29. plan to sustain club effectiveness: • reverse membership decline trend • re-energize lanes & committees • seek new projects with solid impacts • plan well for effective fundraising • improve club visibility & image

30. What will you do to help? • ask for assignment – officer, lane, or committee • seek to learn about new aspects of the club – back-ups for long-serving members needed • help with recruitment and retention • volunteer for major fundraisers (incl. spouses) • participate to lighten the general load & add new ideas • greater participation offers opportunities for leadership experience and the rewards of accomplishment

31. it’s about the Rotaryand our future>> the next move is yours[we know where you live]