Rotary New Membership
Process
An Integrated Strategy to Create a
Dedicated Rotarian
2009-2010
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Roles and Responsibilities of Membership Committee
There are many volunteer opportunities on this committee.
Chair: Kathleen Terry
Coordinate all activities that are required to ensure effective integration of new
members into the club.
Member Retention: Mike Doell
This person’s primary responsibility is for following up on members who are not
attending meetings, getting involved or failing to pay dues.
Membership Support: Steve De Baets
Responsible for New Member box at induction.
Volunteer Task Responsibilities
There are a variety of tasks that are necessary to support
membership.
 Update materials and notebook
 Prepare for induction of new member (make red badge, certificate, create
box of materials)
 Keep a tracking system of members on excel.
 Schedule and participate at New Member Orientation Breakfast
 Take new member through the process: from start to finish
 Introduce new member to Board and club
 Responsible for Fire side chats: set up, organize, and facilitate the
sessions
 Develop and be responsible for integrating new members into the club:
(includes follow up on red badge)
 Follow up on members whose attendance has fallen
 Develop an Education Program about Rotary for Existing Members.
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An Integrated Strategy to Create a Dedicated
Rotarian
STEP ONE: IDENTIFY PROSPECTIVE MEMBERS
STEP TWO: GUEST ATTENDS FIRST MEETING
STEP THREE: APPROVAL FOR MEMBERSHIP
STEP FOUR: PREINDUCTION
STEP FIVE: INDUCTION
STEP SIX: INTEGRATION AND INVOLVEMENT NTO THE CLUB
NEW MEMBER’S PROCESS
STEP ONE: IDENTIFY PROSPECTIVE MEMBERS
Description of Ideal Rotarian
Below are characteristics of what we are looking for in new members:
 Mature men & women
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High ethical standards in occupation, civic and personal Life
Live or work in Manhattan Beach ( Rotary International rules allow
adjacent communities)
Commitment to community
Business owner or Management Level Position
All legitimate and ethical professions are welcome
Ability to attend weekly Rotary meetings in accordance with Club
Standards (60% min)
Ability and desire to attend and participate in Rotary functions and
activities such as the Dist Conference, Dist Assembly, and Governors
Meeting (This is highly encouraged within 2 yrs of joining)
Past areas of service, community, school, sport, religious
Financial Ability to participate approximately $1800-2000 yr.
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Manhattan Beach Impacted Classifications
Lawyers, CPA, Real Estate, Financial Planners
Sponsor Requirements
Sponsoring a new member is an important responsibility. We would like the
sponsor with the support to the Membership Committee to:
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Make a preliminary evaluation of prospective Rotarian
for inclusion in Club.
 Tell Prospective members about Rotary and Rotary
requirements.
 Submit to the Membership Chair a Letter of
Recommendation about the potential member.
 Contact the Membership Committee prior to asking
the individual to attend a meeting.
 Attend first three weekly meetings with potential
member
 Introduce the member to the Club members at the
meetings.
 Attend the Membership Breakfast meeting with
Membership and the new member.
 Support the new member in completing the Blue
Badge Requirements
Prior to first meeting:
Rotary Club of Manhattan Beach
Membership Guidelines
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The Rotary Club of Manhattan Beach is a By Invitation Only Club.
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Potential new members should either live or work in Manhattan
Beach. Exceptions to this rule could be people that live in adjacent cities
(Hermosa, El Segundo or Redondo Beach) and have a valid reason why
they cannot join a Club in the city that they live (can’t make noon
meetings). In these cases, a current member must know and vouch for
them as excellent prospects and be their sponsor. They also need to be
in a classification that is not already represented by our current
members.
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When a potential new member is brought to the club by a
Rotarian from another club, the Membership Chair and Committee will
meet and get to know the new person. Based upon this meeting they will
recommend next actions regarding sponsoring/recommending the new
person for membership as long as they meet the criteria listed above.
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Members in good standing interested in sponsoring a potential
new member must complete the Club’s Introduction Form and submit it
to the Membership Chair prior to bringing the guest to a first meeting.
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Membership Chair will review a new candidate Introduction Form
and contact the sponsor with any questions. Membership Chair will
advise Sponsor when to invite the potential new member to a first
meeting.
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The potential new members may attend 3 meetings before
choosing whether they want to submit their application for membership.
Once the application is submitted the new person should not attend
anymore meetings until they are approved by the Board and Membership.
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If more meetings are required, the Membership Chair will contact
the Sponsor and President and next steps will be determined.
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Sponsors are responsible for formally introducing their candidate
to Club Members during the 3 breakfast meetings.
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It is the Sponsor’s responsibility to introduce the potential new
member to as many members as possible during the first three meetings.
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The education and integration of a new member into the Club is
the responsibility of his/her Sponsor with the assistance of a
representative of the Membership Committee. The Sponsor agrees to
mentor and educate their new member in the Club for one year.
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Potential members should not attend any Rotary events until they
have been approved by the Board of Directors and Membership.
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Only 10% of our membership is allowed in each classification.
Where exceptions exist, Membership Chair, Committee and President will
meet and advise.
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Efforts to identify individuals who represent different
classifications is encouraged.
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Approval by the majority of members in a classification is needed
prior to inviting a guest to their first meeting. When members in the same
classification cannot reach a majority vote on a new potential candidate,
the Membership Chair, Committee, and President will explore the
differences and work to resolve the conflict or refuse the candidate.
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Our focus within the Rotary Club of Manhattan Beach is to identify
individuals who reflect the Service Above Self philosophy of Rotary.
Jan and I discussed introducing this form to the club. What do you think?
Rotary Potential Member Introduction Form
Please complete and give this information to the Membership Chair at least one
week prior to bringing a potential new member to a meeting. This will ensure that
the individual is welcomed and that any issues that might be a problem in their
being a member are addressed upfront.
Name:______________________________________
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What City does this individual
Work :________________________
Live :__________________________
Type of Business ___________________
The reason why I am recommending this Individual to be a Rotarian is:
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This is what we have been doing:
Sponsor advises Membership Committee of Special Guest if possible at least
seven days before they attend their first meeting.
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Sponsor provides Membership with Special Guests name, address,
phone number and occupation.
Membership canvases members with same classification for potential
conflicts
Jan and I discussed these guidelines. What do you think?
Manhattan Beach Rotary Club Membership Guidelines
1. The Manhattan Beach Rotary Club is a By Invitation Only Club.
2. Potential members either live in Manhattan Beach or in an adjacent city.
(Hermosa, El Segundo, Redondo Beach) and/or work in Manhattan Beach
(75% of their Business is in the city)
3. If a person is brought to the club by a Rotarian from another club, the
membership chair will ask one of the members of the Manhattan Beach
Rotary Club to meet and get to know the new person. Based upon this
meeting a decision will be made regarding recommending the new person
for membership.
4. Members, who would like to sponsor a member, will complete an
introduction form and submit it to the Membership Chair before bringing a
guest to a meeting.
5. Sponsor will be contacted by the Membership Chair when to invite the
new person to the first meeting.
6. The invited guest attends 3 meetings and then is asked to decide whether
they want to submit an application. Once the application is submitted the
new person will not attend anymore meetings until a decision has been
made.
7. If more meetings are required, the Membership Chair will contact the
Sponsor and the President and next steps will be determined.
8. Sponsors are responsible for how their candidate is introduced to the
membership during meeting introductions.
9. Sponsors will also introduce the new person to as many members as
possible during the first three meetings.
10. Sponsors will mentor their new member for one year.
11. Potential members will not attend any Rotary events until they have been
approved by the Board and Membership.
12. Only 10% of membership is allowed in each classification
13. Efforts to find individuals who represent different classifications will be
encouraged.
14. Approval by the majority of members in a classification is needed prior to
inviting a guest to their first meeting.
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15. Our focus within the Manhattan Beach Rotary is to identify individuals who
reflect the service above self philosophy of Rotary.
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STEP TWO: GUEST ATTENDS FIRST MEETING
1st Meeting
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Sponsor invites potential member to meeting
Picture taken w/sponsor for bulletin
Membership/Sponsor provides person with Rotary
information and explains membership Process
Sponsor introduces member to group
After first meeting, a welcome email is sent.
Materials to be given: MB Rotary Brochure
Introduction of Potential Member at Meeting
New guests will be referred to as “honored” or “special” guests if they are
considering becoming a member, When introducing guest to membership at
large, give name, profession, and share something about how you know the
individual or something of interest about them. This will enable the club members
to get to know the individual.
It is suggested that the sponsor send out an email to the membership,
introducing the new member and why the sponsor thinks this person would be a
good candidate for Rotary
After first meeting:
Email sent with attachment: Why Join Your Local Rotary Club?
2nd Meeting
 Sponsor continues to introduce new member to all members as they
arrive.
 Sponsor/Membership gives more information about Rotary.
Materials to be given:
After the meeting email Information on the application process, club expectations
and financial responsibilities. New member receives PowerPoint presentation by
email that discusses avenues of service.
You could also send out to the individual the application form. The following
brochures can also be given at the meeting: Getting Started in Rotary 333EN, The ABC’s of Rotary 363-EN, The Rotary Foundation 219-EN
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3rd Meeting
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New Member continues to meet members.
Ask new member if they are interested in joining if this was not done at 2nd
meeting.
Request current resume/application from applicant
Materials to be given: Email sent with application for membership
STEP THREE: APPROVAL FOR MEMBERSHIP
Week 3-6
Submit application to Board of Directors for consideration. Canvass Board by
email if Board is not meeting after third week of attendance. If further face to
face deliberation is required, wait for next board meeting.
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Application approved, contact applicant.
Send application & resume to General Membership for consideration. (10
days)
If application declined, contact applicant
STEP FOUR: PREINDUCTION
New Member Breakfast Each potential member meets with the President,
Membership Chair and their Sponsor for breakfast. This is held at the Kettle.
(Cost around $55.00)The purpose of this meeting is to share with the new
member expectations on being a Rotary member, discuss possible avenues of
service and answer their questions about Rotary membership before inducting
them into the club. This is when we officially invite them to be a member.
Cost of New Member Kit $55.88
Hat w/Manhattan Beach logo (RC-1); $8.95 each
Shirts w/Manhattan Beach logo (C-93909) (C-93909A); $34.08 each
Frame for certificate 5.00
4 way test sheet
1.50
Pin: 3.00
Sponsor Pin: 3.35
Donated: Box Dave Harkenrider
Decoration on lid (printed by Don Ennis
Box put together with contents (shirt, hat, seal) Steve Debaets
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Certificate with logo created by Membership person
Printed by Dennis Ridge
Materials to be given at Breakfast. Prepare folder to include:
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Member New Employee Manual
Blue Badge Requirements
Invoice for dues
Agenda of meeting
New Member Breakfast Orientation
New Member Breakfast Agenda
Our Club:
100 Members; 5 Honorary Members
Part of Rotary District, consisting of 46 clubs
Our District is 1 of 500 throughout the world
Requirements of Members:
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Attend a min of 60% of the weekly meetings (or make-up at another club
or Rotary service meeting)
Pay your dues on time.
Distribute Meals on Wheels once a year
Help with fund raisers such as Magic in Giving and others as they occur,
Practice high ethical standards in your business or profession
Volunteer for projects, like Rotary Cares, Corozon and distributing Holiday
Baskets
Contribute at least $100 per year to both P. Harris Foundation and MBR
Foundation.
Ways to Get Involved
Five Avenues of Service
Club Service focuses on strengthening fellowship and ensuring the effective
functioning of the club.
Vocational Service encourages Rotarians to serve others through their
vocations and to practice high ethical standards.
Community Service covers the projects and activities the club undertakes to
improve life in its community.
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International Service encompasses actions taken to expand Rotary's
humanitarian reach around the globe and to promote world understanding
and peace.
Youth Service because of our interest and commitment to youth within our
community,
Fellowship:
President’s reception, Holiday Party, Demotion, Dine Around, Poker, Excursions,
Various Sports Activities
Club Finances:
Club checking account – Club activities
Foundation checking account – supports charitable activities
Endowment – Permanent Fund for future needs
Our Major Fund Raisers: Magic in Giving
Financial Obligations: Between $1500-2000 a year
Club Dues
Meeting Room Charge
Social Events Charge
Manhattan Beach Rotary Club Foundation
Rotary International Foundation
New member kit
Additional Contributions - MBRC Foundation
Additional Contributions - Rotary International
TOTAL DUE - Payable to Manhattan Beach Rotary Club
$250
275
250
100
100
50
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$1025
Weekly Breakfast - $10 (to eat) plus $2 (raffle); $5.00 if you don’t eat.
MIG Tickets - Raffle - $200 ($100/ticket); the event is $100 each $400.
Misc expenses: Happy $, district events etc
Blue Badge Requirements
Each new member will be asked to do the following within the first 6-12 months.
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Flag Salute
Invocation/ Thought for the week
Introduction of Visitors
Make-up at another Club
Attend a Board Meeting
Craft Talk for Membership
Attend a Fireside Chat
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Join a Committee
Log into Club runner
Be a Greeter at the morning meeting
Attend district breakfast within first six months of membership
Visit and Interact meeting or talk to Jay Harkenrider about the group.
It is suggested that new members also attend a District Conference, the District
Assembly and other Rotary events.
Any Questions???
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At the end of this meeting, the President formally asks the new member if they
would like to join Rotary.
STEP FIVE: INDUCTION
Preparation for Induction
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Schedule induction date
Invite family members to induction.
Invite business/ professional associates
Create red badge. Use 28-26 font size
One member inducted at each meeting. We want this to be special.
Prepare welcome box to include: Hat, shirt, pin, membership certificate,
red badge, blue badge requirements, four way test chart and whatever
else you think is important.
During the Induction
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A dignified ceremony
Spell out the meaning of Rotary and its obligations
Present with pin and membership box.
Make it a memorable event
Have every member stand up and shake the new person’s hand.
Give the sponsor their sponsor pin.
STEP SIX: INTEGRATION AND INVOLVEMENT INTO THE CLUB
Once inducted the following people are notified by the membership chair:
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Sign person for Meals on Wheels
Decide on member’s classification
Secretary sends password to club runner
Program Chair to schedule Craft Talk
Sergeant of Arms to schedule greeter, thought for day, introduction of
guests, and flag salute.
New member is paired with a club member who will be their mentor.
Ask new member to select a committee early
Fireside Chats are scheduled when 4 new members are inducted.
Complete Blue Badge Requirements
Each new member will be asked to do the following within the first 6-12 months.
Once they complete these activities they will turn in their completed sheet into
the Membership Chair and their Blue Badge will be prepared.
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Blue Badge Requirements
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Flag Salute
Invocation/ Thought for the week
Introduction of Visitors
Make-up at another Club
Attend a Board Meeting
Craft Talk for Membership
Attend a Fireside Chat
Join a Committee
Log into Roadrunner
Be a Greeter at the morning meeting
Attend district breakfast within first six months of membership
Talk to Dave about Interact
Contact Director and discuss avenue of service.
Contact two or three other new members from among his/her peer
group and find out what they have been in the club.
It is strongly encouraged that the new member also attends District Conferences,
the District Assembly and other major Rotary events soon after they become a
member.
DEVELOP WAYS TO INVOLVE MEMBERS
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Host Youth Exchange student, Foundation scholar, GSE team member
Invite to be on a committee
Attend
— District conference
— Foundation seminar
— District assembly
— P.R.L.S. (potential Rotary Leadership Seminar)
— Other Rotary Clubs
Documents are found at: mbrotarymember@gmail.com
Password. Rotarymb
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Manhattan Beach Rotary Club
Membership Retention Requirements
It is the goal of this Club to maintain quality participating members. For those
members who have conflicts with Monday morning meetings, there are other
ways for them to participate and still be a member in good standing.
Minimum Requirements
1. Membership dues are paid in full.
2. Maintains a minimum attendance of 25% of Rotary weekly meetings,
which includes qualified “make-ups” in the following areas:
a. Attends any other Rotary Club worldwide.
b. Attends any District event: District breakfasts, taskforce meetings,
convention, assembly, Paul Harris Dinner or participate in any
District project.
c. Attends Rotary International Convention or other R.I. sponsored
event or project.
d. Participates in Manhattan Beach Rotary projects and/or
committees.
It is the responsibility of each member to notify the Club Secretary of their
involvement or attendance in any of these options.
Manhattan Beach projects may change year-to-year depending on the desire of
the Board of Directors, but examples are:
1. Deliver Meals on Wheels
2. Participate in Rotary booth or committee for Hometown Fair.
3. Work at swim meets at Manhattan Beach Middle School.
4. Participate in Rotary Reads to Kids.
5. Work at or deliver Holiday Baskets.
6. Work at Rotary Cares projects.
7. Work at Corazon project.
8. Work at Magic In Giving Fund Raiser.
9. Participate in Demotion Skit.
10. Works on any other committee or sub-committee designated by the Board.
Please note that attendance at social events, including Dine Around, do not
count toward attendance requirements.
It will be the responsibility of the Club Secretary to notify the Board of Directors
on a quarterly basis any member that does not meet these requirements. After
the Board reviews the specific member’s overall membership participation and it
is determined that the member falls below the requirements set forth, the
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member will be put on notice that their membership is in jeopardy and that they
have 90 days to come into compliance.
If the member fails to comply within 90 days, the Board of Directors can make the
decision to drop the individual from membership in the Club. The affected
member can, however, appeal this decision to the Board and they will be heard
on a case-by-case basis.
The Club can allow for “inactive status” for a temporary period of time, of no more
than one year, if the Board determines that the member has a legitimate
hardship. This will also be determined on a case-by-case basis.