Want an Effective Club?
1. If you are an officer or board member but are new to Rotary, don’t be hesitant to ask
members who have been in the club longer for advice or guidance. Take some time to
browse the District (rotaryd5000) and Rotary International (rotary.org.) web sites. Become
familiar with Rotary terminology.
2. Does your club have a budget? If not, why not? Ask for a copy from your club President or
Treasurer. Ask questions.
3. Ask for a copy of the monthly Treasurer’s report for the Board meetings; see what’s being
spent and how. Ask questions.
4. Attend Board meetings. Every member is entitled to attend their club Board meetings. Find
out what, how and why decisions are made.
5. For the long time members, take the time to talk to the newer members; take them to
lunch, invite them over to your home for dinner. Just get to know them. Rotary doesn’t
have to be the subject. On the other hand, mentoring a new member and guiding them and
teaching them about the various aspects of Rotary will help to keep them interested in
Rotary and in being a member.
6. Have Club assemblies at least two or three times a year. This is the opportunity for club
members to voice concerns, or problems and ask questions about club operations, policies
or procedures. The assemblies can be held at a regular meeting or at another time, perhaps
with dinner so it’s both a social and business event. One suggested time of year for a club
assembly is during the month of May. At this assembly, the incoming President can present
his/her proposed budget and calendar of events and projects for the members to review.
And recommended changes can then be made before he/she takes office in July. Your club
will have a budget and calendar set as soon as the new Rotary year starts. Committee
chairs know how much money they have for events and projects and members can mark
their calendars for the various events early on. Changes can always be made as the year
goes by, but at least your members will know what’s in store for the year.
Want Effective Meetings?
1. Always use an agenda. It keeps you on track.
2. Start on time.
3. Have talkative members? Tap on the water glass with silverware toget attention and bring
the meeting back to order. If you have really frequent offenders, the President or a Board
member might talk to them personally about giving speakers their due.
4. For long-winded members, have your Sgt-at-Arms, Treasurer or any member ask them if
they have a Happy dollar for each minute they continue to talk. It may not work the first
time, but after a couple times, they should get the picture. And if your President is long
winded, even he or she can be gently chided.
5. Usually, members are asked to turn off their cell phones. Not only will this prevent
disruption, but members will not have the temptation to text or check emails during the
meeting.
Want Effective Meetings? (continued)
6. Encourage members to sit with different people at each meeting. If necessary, devise a
method to have members sit at different tables each meeting.
7. If meeting attendance is low, try having meetings at different times and venues. If you are a
lunch club, occasionally have a meeting in the evening and at a different location.
8. Have social functions as often as your club wants them. They can be in place of a regular
meeting.
9. Have a “theme” meeting occasionally to provide some fun in your meeting. Holiday themes
are easy to do.
Club Bulletin - Many clubs are fortunate to have a members (or members) who are willing to put
out a bulletin each week or each month. If your club does not have a bulletin but wants to have
information disseminated somehow, do a weekly handout.
Web Site
1. If you have one, keep it current!
2. If you don’t have one but would like a means to disseminate info, photos, etc., consider
creating a club Facebook page. Or if the decision is to start a web site, consider Club Runner; its
functions are numerous, and appropriate information that needs to go to the District or RI, is
automatically done.
3. Henry DeButts is the District web support. He is extremely helpful. Contact him at
henry@hawaii.rr.com , phone 808-341-6888.
Speakers
1. If you had a great speaker, let the other clubs on your island know. Pass on this info to Oran
Spotts, the District Speakers Bureau chair (ospotts@hawaii.rr.com), so he can add it to his list.
2. If you need a speaker, contact Oran. Or just talk to members of other clubs on your island
about speakers they have had. Make up at other clubs and see what speakers they have.
3. Have all your club members participate in getting speakers. Don’t limit this responsibility to
only a few. Your Program chair may be easier to find if they know that everyone will help to
find speakers.
4. Allow at least 30 minutes (to include time for questions) for your speaker’s presentation and let
them know that’s how much time they will have. Ask if they can stay for a few minutes after
the meeting to answer questions if there is not enough time for that.
5. Invite your speakers to join Rotary – BUT, don’t be pushy about it. Invite your speakers to a
social function – they may be more receptive to joining after attending a social function.