Leadership
ROTARY CLUB OF ANN ARBOR
2003-2008
STRATEGIC PLAN
Introduction
This is the Rotary Club of Ann Arbor’s second Strategic Plan. It acknowledges and builds on the accomplishments from the first plan (1997-2002) and reflects the input of all Club members. Much of the work was done by a diverse Planning Task Force representing a microcosm of the Club. A survey of the entire membership was conducted, as were interviews and focus groups. The Board reviewed and refined recommendations from managing directors who met with committee chairs. Task Force members attended and facilitated discussions at the committee level, and all the data was collected and consolidated into a cohesive draft plan that was presented to the Board for final revision. Finally, the Board e-mailed the document so that each member could read it before its endorsement at the Club’s annual meeting in December, 2002.
We believe this plan ensures that the spirit, values and rich tradition of the Rotary Club of Ann Arbor will be sustained and enhanced over the next five-year period, from 2003 - 2008, providing a firm foundation for future generations of Rotarians in our community.
Insert: Rotary Club of Ann Arbor Organizational Structure
Rotary Club of Ann Arbor Directors and Officers, 2001-2002, 2003-2003
2003-2008 Strategic Plan Task Force
Mission Statement
The Rotary Club of Ann Arbor exists to encourage, foster, and implement the ideals of Rotary International in our local community and throughout the world in ways that enhance the quality of life and human dignity, create greater understanding among all people, and advance the search for peace. In all of our activities we will abide by the highest ethical standards and always be guided by the Rotary principle of "Service Above Self."
Vision Statement
The Vision of the Rotary Club of Ann Arbor in 2008 is comprised of the following elements:
- The Rotary Club of Ann Arbor (the "Club") will continue, through fellowship and service, to make a positive difference in the community and be recognized as a dynamic and caring group of people who clearly demonstrate the principle of "Service Above Self," not only through attendance at Club meetings but also by devoting their time and talents to Club service projects and committees.
- The Club will support and participate in the program and service opportunities of District 6380 and Rotary International, and be recognized as a leader in the Rotary world.
- Club membership will respect and reflect the cultural diversity and intellectual richness of our community by including leaders and achievers from all walks of life and all segments of the community.
- The Club’s membership will continue to include many faculty members and staff representatives of the University of Michigan, so that the Club can continue to be an effective avenue for open communication and cooperation between the university and community at large.
- Weekly Club meetings will continue to be occasions for fellowship — for welcoming members and hosting visiting Rotarians and guests alike, while presenting a wide variety of informative and stimulating programs.
- Club members’ dues and community service assessments, disbursements from the Club Endowment Fund, and volunteer service projects will help address critical local needs, including student scholarships, student mentoring, and direct financial support to nonprofit organizations with a focus on strengthening youth.
- All members will contribute significantly, within their own means and as guided by their own charitable inclinations, to both the Ann Arbor Rotary Endowment and The Rotary Foundation.
I. CLUB SERVICE AREA GOALS, OBJECTIVES & ACTION PLANS: 2003-2008
Club service areas are presented in alignment with an organizational structure that was instituted in June, 2002.
A. CLUB MEETINGS: Program, Invocations, Greeters, Hosts, Attendance, Music, Members in the News. Goals and proposed actions are:
1. Support the president in meeting the club service criteria necessary to receive the Rotary Presidential Citation. (Officers, managing directors; ongoing)
2. Ensure a warm and caring ambience for club members, guests, and visiting Rotarians to encourage attendance and participation, in compliance with Board policies. (Officers, managing directors; ongoing)
a. Become known as the "friendly club, the place to be Wednesday noon until one-thirty."
b. Ensure that the host and greeter programs function as intended. (Managing director)
c. Support managing directors to ensure member participation in working committees. (President, managing director)
d. Ensure that individual members receive attention where appropriate, such as members in the news, birthday recognition, condolences, support during illness. (President, secretary; ongoing)
3. Plan weekly meetings to encourage high attendance.
a. Make logistics flow smoothly by attention to attendance committee, music, invocations, greeters, hosts. (Managing director, ongoing)
b. Ensure that programs are of high quality and consistent with the goals of Rotary and Club policies; exclude sales, solicitations and fund-raising for non-Rotary organizations and causes as well as political campaigning, because these activities are not consistent with club policies. (Program Committee, managing director)
B. MEMBERSHIP: member orientation and mentoring, member qualification and classification. Goals and proposed actions, organized by committee, are:
1. The Membership Development Committee (MDC) will:
a. Ensure that clear, effective policies and procedures for recruitment of new members are maintained.
i. The MDC will define its responsibilities and implement subcommittees to identify and recruit prospective members, orient new members, and retain existing members.
ii. The MDC will develop and submit updated criteria and procedures for new-member recruitment and nomination. A revised application form will also be developed.
iii. The MDC will work to recruit new members on the basis of profession, status as recognized or emerging community leaders, demonstrated community contribution and good citizenship, diversity, gender balance, demonstrated past service in Rotary, and willingness to commit to the principles and goals of Rotary.
b. Provide an effective new-member orientation program that will educate and motivate new members to participate in the many programs and activities of the Rotary Club of Ann Arbor.
i. The MDC will review the new-member orientation program to ensure that the program is effective, informative, and motivational and clearly defines expectations and opportunities of membership.
ii. A list of all committees of Rotary, including a description of each committee and the names of all committee chairpersons, will be provided at the orientation.
c. Strengthen member retention and participation to create a stable, committed, and engaged membership to pursue the goals of the Club and Rotary International.
i. The MDC will enhance and define the role of member sponsors to include mentoring of the new member regarding the traditions and activities of the Club.
ii. The MDC will publish, for the benefit of the club, the membership requirements and expectations and criteria for nomination for membership. Those who are interested in or commit to Club membership will be informed and prepared to fulfill their roles as members.
iii. The MDC will be consulted regularly by the Board to collaboratively determine the most desirable and viable size for membership quality and sustainability, with two recruitment classes per year.
iv. With the guidance of the MDC and leadership and assistance from its members, Club members who have resigned will be interviewed, when possible, to gather information that may help to improve recruitment and retention of quality members.
v. The MDC will encourage all other Club committees to engage new members in committee work in order to honor their expressed willingness to serve and use their demonstrated skills.
2. The Member Survey Committee will provide an annual survey distributed to all members to evaluate programs and activities, solicit suggestions for strengthening the Club, identify members’ interests as related to Club committees, and collect other information important to the continued progress of the Club.
a. Club members expert in survey techniques and analysis will play key roles in designing and summarizing this annual questionnaire.
b. Results will be submitted by June 1 each year for use by the Board of Directors and committee chairs in the Club year beginning in July.
3. The Spirit Committee will ensure a warm and caring ambience for members and guests to build awareness, encourage dialogue, show appreciation, and celebrate volunteerism.
a. The committee will find efficient ways to identify and recognize both the accomplishments and special needs of individual members. (President, Committee, ongoing)
b. In cooperation with the Harpoon committee, the Spirit Committee will revive and continue the "Getting to Know You" series by having members of the two committees interview and write articles about individuals in the Club. (Committee Chair, managing director, Harpoon editor)
c. The committee will explore the possibility of coordinating door-to-door transportation for members with limited mobility. (Past Presidents, Committee, Secretary)
4. The Social Committee will provide a variety of affordable and enjoyable opportunities for social interaction among club members, their spouses and guests. Each event will be evaluated on the basis of attendance, member feedback, costs, and the amount of effort required to ensure success.
a. The Spring Fling (May) will continue as a popular activity open to members, spouses and guests.
b. The Committee will plan, promote and manage one or two other social events, such as theater evenings at Performance Network, each year.
c. Whenever possible, social events will be scheduled and planned one year in advance.
5. As another vehicle for fellowship among members and visibility for Rotary International and our Club, the Bowling Committee will continue to have a team in the Ann Arbor Service Club Bowling League, which our Club helped to found over fifty years ago; interested Club members will be invited to join the team as regular and substitute participants.
6. The Golf Outing Committee will explore options for and, if approved by the Board, will plan and present an event that will serve a dual purpose: raise funds for a charitable purpose in keeping with the Club’s fund-raising policy, and provide an opportunity for fellowship among Club members and their guests.
C. PUBLICATIONS AND COMMUNICATIONS. Membership Directory, Harpoon, Song Book, Website, Annual Report, Club Brochure, Public Relations and Club History/Archives. Goals and proposed actions are:
1. Update the Club directory and distribute it annually, with enough overprinting for new members who join before the next edition comes out.
2. Develop and establish an editorial mission for the Harpoon and enhance its coverage of members, committee work, and club projects.
3. Update the Club songbook so that high-quality, culturally sensitive, and timely song selections, preferably with piano accompaniment, are available for weekly Club meetings.
4. Continue work on the Club website, which may include the Harpoon, the directory, the annual report, coming attractions, and other information.
5. Produce and distribute a comprehensive annual Club report (covering July through June).
6. Develop, produce, distribute and periodically update a current Club brochure.
7. Improve community awareness of the Club through a variety of public relations efforts.
8. Keep the Club history current.
D. INTERNATIONAL SERVICE: Rotary Ambassadorial Scholar Selection Committee, Scholar Hospitality Committee, Group Study Exchange, The Rotary Foundation Committee, and International Humanitarian Projects Committee. Goals and proposed actions are:
1. Annually meet Rotary International criteria for Presidential Citation Award for International Service. (Board, international service director; ongoing)
2. Support and actively seek out highly qualified candidates from our area to recommend and sponsor outgoing Rotary Ambassadorial Scholars in accord with District 6380 criteria and scholarship limitations. (RISSC, board; ongoing)
a. Seek to improve communication with District Scholar Committee. Publicize criteria and availability as soon as these are known. (District, RISSC; annually)
b. Recruit, screen, and submit candidates according to timelines and procedures of The Rotary Foundation. (RISSC, annually)
3. Actively support Ambassadorial Scholars who are at the U-M, and work in cooperation with the District to provide member Host Counselors for such Scholars.
a. Encourage Club members to be Host Counselors and provide them with information, advice and support to help them serve effectively. (SHC, ongoing)
b. Hold periodic social events for Ambassadorial Scholars. (SHC, ongoing)
c. In order to help the Scholars fulfill their responsibilities to the The Rotary Foundation, publicize their availability and encourage visits and presentations by them at meetings of our Club and others in District 6380 and at other appropriate events. (SHC, ongoing)
4. Cooperate with other clubs in the District to develop a well-coordinated and balanced GSE Team schedule to provide opportunities for gaining a deep understanding of the host culture and its institutions while developing personal and professional relationships.
a. Work with other clubs to ensure that local arrangements are of the highest quality and meet Group Study Exchange goals and objectives, and that costs are shared equitably among the participating clubs.
b. Arrange social events for the team and host families during the scheduled stay, so that all host families and other Club members may interact with the team.
c. Provide orientation for host families to the goals of the GSE program, including their financial obligations and other responsibilities.
5. Work throughout the year to build greater awareness of and participation in international projects and exchange opportunities for our membership.
a. Feature information about international initiatives by our Club and others in the district in podium announcements and Harpoon features. (President, International Projects Committee, Harpoon; ongoing)
b. Devote at least one program annually to our Club’s international service activities and opportunities. (International Projects Committee, Program Committee; ongoing)
c. Encourage visits to foreign and other local clubs, asking members to bring back and exchange flags and information. (International Projects Committee, board; ongoing)
6. Continue the work of the International Humanitarian Project Committee to establish, fund and manage a project each year in cooperation with a club in a developing country.
a. Add "Humanitarian" to the name of the former International Projects Committee.
b. Authorize appropriate annual budget allocations for such projects from the Community Services and International Projects allocations through the Ann Arbor Rotary Endowment. (IHPC, Board.)
c. Implement the project by:
i. Setting committee guidelines for selecting and managing projects.
ii. Regular distribution of committee minutes to Board members.
iii. Periodic board review of committee progress.
iv. Annual presentation at a Club meeting featuring the committee's activities.
7. Implement and maintain the "Sister Club" relationship with the Pune (India) Central Rotary Club, by formalizing communications between the clubs and encouraging and facilitating reciprocal home-stays and visits by members of the two clubs.
8. Encourage Club members to make annual contributions to The Rotary Foundation of Rotary International so that the Club’s per-member contribution will match or exceed the average in District 6380.
a. Establish a Rotary Foundation Committee (see Administrative Goals and Objectives). (Board)
b. Conduct an annual campaign for contributions to The Rotary Foundation in a manner and at a time of year that does not conflict with fund-raising for the Ann Arbor Rotary Endowment. (RFC, Board)
c. Select a liaison to the Endowment Development Committee to ensure good communication and coordination of efforts between the two committees. (RFC, EDC)
9. Encourage Club members to become contributing Paul Harris Fellows by donating $1,000 to the Rotary Foundation or making "Sustaining Member" commitments to The Rotary Foundation; regarding the latter, follow up with current Sustaining Members so that they complete their commitments on time. (RFC, Board)
10. Annually bestow two or three Ann Arbor Rotary Distinguished Service Awards (Honorary Paul Harris Fellows) to recognize Club members or other individuals in the Ann Arbor community for achievements and service to the Club and to the community. Budget necessary funding for the issuance of Paul Harris Fellowships accompanying such awards. (Board)
E. COMMUNITY SERVICE: Community Allocations Committee, High School Scholarships Committee, Community Service Project Committee, STRIVE, Community Spotlight Committee. Goals and proposed actions are:
1. Annually meet Rotary International criteria for Presidential Citation Award for our Club's community service. (Board, community service director; ongoing)
2. Community Allocations Committee: Provide financial support to community nonprofit organizations that meet important local needs and whose programs and services are consistent with our Club's goals and values.
- a. Focus of this committee is on "helping kids succeed." (Community Allocations Committee, CS Director; ongoing thereafter)
- b. Refine a standardized application form. (CAC assignment is ongoing)
- c. Since this is a very popular and important committee, establish a membership process and term limits so that participation can rotate among interested Club members in a way that provides continuity as well as regular infusion of new ideas and perspectives.
- d. Continue and strengthen the CAC’s existing methods for selecting priority causes and recipients by establishing an institutionalized, formal process of decision-making and establishing and refining a record of organizations and programs funded. (CAC, board; assignment is ongoing)
e. Profile recipients in Community Spotlight and Harpoon articles so that the membership will be involved with and informed about the nonprofit organizations and programs we support. (Program Committee, Harpoon editor, CAC; ongoing)
3. Community Service Projects Committee: Continue to identify at least one community service project each year so that interested members can give of their talents and volunteer time. (Board, Community Service Project Committee; annually)
4. High School Scholarships Committee: Select qualified students from public and private high schools in Ann Arbor to receive Club academic scholarships, with an emphasis on financial need.
5. STRIVE: Increase support from within our Club for the STRIVE program; deepen the existing Stone School relationship in order to continue growing a program that nurtures STRIVE participants and motivates them to maintain healthy school attitudes and high performance standards.
a. Expand scholarship partnerships to honor as many students as financial means allow.
b. Honor and recognize STRIVE participants at club meetings annually.
c. Increase media coverage of STRIVE.
d. Develop methods of documentation, especially to track past STRIVE graduates for future mentoring, alumni networking, and speaking engagements.
e. Explore and develop relationship with the U-M Ginsberg mentorship partnership.
f. Investigate expansion to other Ann Arbor High schools.
F. YOUTH AND VOCATIONAL PROJECTS: Junior Rotarians Committee, Rotary Youth Leadership Awards (RYLA) Committee, Angell School Rotary Readers Committee, Interact and Rotaract Committees, Rotary Youth Exchange Committee. Goals and action plans are:
1. Continue to support and maintain programs that recognize and encourage academic excellence, good citizenship and career development in youth.
2. Foster and maintain positive relationships with local school administrators and counselors to identify students for Rotary awards and opportunities.
3. Encourage Club members to offer and provide additional career shadowing opportunities and mentoring to the students.
4. Maintain communication with high school student participants in Rotary youth projects for their possible future assistance in promoting Rotary and youth projects of our Club.
5. Junior Rotarians Committee will continue to recognize seniors from Ann Arbor high schools.
a. Continue to have students selected by school counselor and administrators for outstanding leadership, academic excellence, community service and good citizenship.
b. Improve community awareness of Rotary and our Club’s successful youth programs by sending local media press releases about the Junior Rotarians honored.
c. Each Semester, invite three students from the larger high schools (Pioneer and Huron), and one each from the smaller schools (Community, Greenhills, and Gabriel Richard) to attend and be introduced at two luncheon meetings and to address the Club at the second meeting.
d. Ensure that school administrators allow the senior to attend such meetings during the school day and recognize the awards at school functions and in school publications.
e. Committee members will provide transportation to and from meetings.
f. The Vocational Service Committee will make arrangements for each student to sit with a Club member who has professional expertise in the student’s area of interest.
g. Provide each student so honored with information about Rotary and a suitable keepsake to commemorate his/her selection and experience as a Junior Rotarian.
6. RYLA Committee will continue to partner with other local Rotary clubs to annually support and send one student from each of the five Ann Arbor High Schools to the Rotary Youth Leadership Awards weekend retreat.
a. Work with area high school counselors to identify one student from each school to take part in the RYLA conference.
b. RYLA Committee members will arrange and provide transportation of the students to and from the conference.
c. As weekly program schedules permit, invite RYLA participants to Club meetings to discuss their leadership training experience.
7. Angell School Rotary Readers Committee will continue to support the successful reading program that pairs volunteer Club members with elementary school students at Angell School identified by school administrators and teachers for one-on-one weekly reading with a designated mentor.
a. Meet regularly with school personnel to monitor the program and receive feedback on the student participants’ test scores and other measures of program success.
b. Continue working with the Ann Arbor Public Schools Partners in Excellence Program to utilize the expertise of Club members to offer and provide help to students in other core academic subjects, such as math, literature, cultural issues, and library activities.
8. Interact Committee will develop and support an Interact program with a local high school, perhaps partnering with other area clubs, to expand Rotary opportunities for students.
9. Rotaract Committee will initiate a Rotaract program with U-M students. utilizing the interest, talents and experience of former Junior Rotarians and RYLA "graduates."
10. Rotary Youth Exchange Committee will continue to cooperate with other clubs in the District on programs for high school students.
a. Continue to work with local high school counselors and administrators to identify and nominate local students for international Youth Exchange opportunities.
b. Identify Club members willing to serve as host families for visiting international high school students and/or at special events in the community.
c. Invite Rotary Youth Exchange participants to attend Rotary meetings and discuss their experiences with Club members.
II. ADMINISTRATIVE GOALS AND OBJECTIVES
In addition to the goals, objectives, and action steps identified
by each service area, there are several goals that transcend all
aspects of club operations. The Board of Directors of the Rotary
Club of Ann Arbor will be responsible for achieving the following
goals and implementing the strategies and action plans as described.
A. OVERARCHING ADMINISTRATIVE GOALS
1. Create and maintain a systematic record of committee minutes, rosters, responsibilities, goals, and accomplishments that is routinely passed from one chair to the next and is incorporated into an ongoing historical record of club milestones.
2. Provide an efficient and effective communication system as well as a variety of ongoing opportunities for member interaction, caring, and sharing.
3. Promote diversity among our membership and be sensitive to both required and implicit obligations of membership in terms of time, dues, contributions, and lunch expense so that costs don’t undermine our commitment to broad based representation.
4. Strike a balance between building our Club’s own permanent endowment and promoting contributions to The Rotary Foundation, always being mindful of the reasonable financial expectations of the membership.
5. Maintain good relationships with area educational institutions through frequent communications with faculty, counselors and administrators at area high schools, colleges, and universities.
6. Ensure that annual plans for the club are consistent with our overall strategic plan and are implemented as intended, that progress is measured along the way, and that (as necessary and advisable) there are periodic evaluations and revisions of the strategic plan.
7. Maintain efficacy and high standards of club operations by providing continued training and support, especially for the president, president-elect, secretary, and treasurer.
a. Provide appropriate Rotary International information and logistical materials, such as Clubmate, a software management program. (President, secretary, board; ongoing)
b. Provide the president, secretary, and treasurer with appropriate officer training opportunities, such as the district PETS seminar and the district assembly. (President, ongoing)
c. Arrange for orderly transfer of authority from current officers to their successors. (Board, ongoing)
B. ANN ARBOR ROTARY ENDOWMENT
1. Continue an active Endowment Development Committee (EDC) charged with the responsibility of growing the fund by promoting annual contributions by all members, encouraging bequests and memorial gifts, and soliciting major gifts and pledges from members. Specific goals during 2003-2008 are:
a. 100 percent club member participation in a voluntary contribution to the fund each year.
b. Promote endowed scholarships at the $25,000 level, achieving at least one per year.
c. Promote bequest commitments to the fund, achieving a minimum of $100,000 in new bequests per year.
2. Increase the amount being transferred annually to the Community Allocation Fund by maintaining a minimum distribution of 4.25 percent of the assets of the Endowment.
3. Continue to recognize major donors in the club’s annual report.
4. Require the Ann Arbor Rotary Endowment trustees to make an annual report to the club.
B. THE ROTARY FOUNDATION
1. Establish a Rotary Foundation Committee, composed of the immediate past president, president, president-elect, and one board member, that will:
a. Encourage members to become "Sustaining Members of the Rotary Foundation" by pledging to make annual contributions of $100 or more.
b. Encourage members to become, and receive recognition as, Paul Harris Fellows by making a total contribution to the Rotary Foundation of $1,000.
c. Encourage members who are Paul Harris Fellows to continue to contribute to the foundation and be recognized as they reach higher levels of giving.
d. Support and assure funding for Honorary Paul Harris Fellowships, as stated in Section I.D.9. of this plan.
2. Continue to educate club members about the programs of Rotary International and The Rotary Foundation and the many opportunities for personal involvement.
C. GOVERNANCE and LEADERSHIP CONTINUITY
1. Nomination and election of Club officers and directors will be handled in accordance with the Club Bylaws to ensure an orderly, thoughtful, and responsible process for selecting directors and officers.
a. A Nominating Committee will be convened on or before October 15 each year to select a slate of officers for the following Rotary year and three new directors to serve two-year terms beginning the following July 1.
b. As provided in the Club Bylaws, the Nominating Committee shall consist of the immediate past president (who will serve as chair), the current president, and at least three other members of the Club (one of whom shall be another past president) selected by the immediate past president; it is recommended that the group of other members be expanded to at least four and one of them be the president-elect.
c. The goal of the Nominating Committee is to ensure that the management of the Club is of the highest caliber and integrity.
d. Club officers, consisting of the president, president-elect, secretary, treasurer, and three directors will be elected at the club assembly in December.
2. Excellence of the Club’s business operations will be maintained by providing training and support for new officers and staff.
3. Current officers will mentor their successors to maintain smooth transitions in leadership.
4. The Board as a whole is responsible for establishing and implementing policies that govern all internal and external Club operations: committee functions, programs and services, planning and evaluation, financial management, resource development, internal and external communications.
D. Establish an ongoing "District Committee" with the following responsibilities
1. Serve as a liaison to the District 6380 leadership
2. Encourage attendance at District Conference and other District meetings and functions.
3. Encourage members’ participation on District committees and in District projects.
4. Identify and recruit Club members, including past presidents, to assume leadership roles at the district level.
5. Coordinate Club presentations and exhibits at District events.