Planning for Our Future

Club Strategic Plan

Bar Harbor/MDI Rotary Club

Bar Harbor, Maine

Annette Higgins, Club President

Adopted May 2006

Background:

In August of 2005, a Strategic Planning Committee was commissioned to develop a long range plan for the Bar Harbor/MDI Rotary Club. The committee was composed of active members of the club.

The committee developed an outline for the plan development and conducted a series of club assemblies and small focus group meetings during the fall and winter of 2005. In January 2006 draft statements were presented to the club at an assembly for preliminary comment. The focus groups were again convened for further comment and insight. In February the committee developed strategies for attaining plan goals. The draft plan was presented to the club for approval in March 2006 and formally adopted in April 2006.

Strategic Planning Committee:

Michael Gurtler, Chairperson

Dan Berry

Sharon Broom

Annette Higgins, President

Joe Losquadro

Benni McMullen, President Elect

Dean Read

Mike Siklosi

Contents:

Background		2
Mission Statement		4
Values Statement		4
Plan Goals		5
Strategies:
	Goal - Will be composed of a diverse membership	6
	Goal - Will be composed of motivated members with a high level of awareness of the values, goals, and programs of Rotary.	7
	Goal - Will be actively engaged in community and international service through projects, programs and the Rotary Foundation	8
	Goal - Will be recognized and highly regarded by the community	9
	Goal - Will provide opportunities for networking, fellowship and enjoyment for its members and their families	10
	Goal - Will be led by strong, active and trained leaders who provide direction consistent with the goals of the organization	11
Appendices		12 - 16

Club Statements:

Mission Statement:

The mission of the Bar Harbor (MDI) Rotary Club is to bring together a diverse group of business and professional leaders to provide humanitarian service, encourage high ethical standards in all vocations, and build goodwill and peace in the community and the world.

Values Statement:

The Bar Harbor (MDI) Rotary club promotes high ethical standards and adheres to the values of Rotary’s Four-Way Test, which asks these questions:

"Of the things we think, say or do:

1. Is it the TRUTH?

2. Is it FAIR to all concerned?

3. Will it build GOODWILL and BETTER FRIENDSHIPS?

4. Will it be BENEFICIAL to all concerned?"

Plan Goals:

Vision Statement:

By the year 2010, the Bar Harbor (MDI) Rotary club:

Will be composed of a diverse membership
Will be composed of motivated members with a high level of awareness of the values, goals, and programs of Rotary.
Will be actively engaged in community and international service through projects, programs and the Rotary Foundation
Will be recognized and highly regarded by the community
Will provide opportunities for networking, fellowship and enjoyment for its members and their families
Will be led by strong, active and trained leaders who provide direction consistent with the goals of the organization

Strategies:

Goal - Will be composed of a diverse membership

Year One:

Analyze membership by classification, age, gender and geography

Based on analysis, identify priorities for membership recruitment

Inform Club of recruitment priorities and encourage one-on-one recruitment

Monitor makeup of club by gender; if either gender comprises more than 65 percent, focus recruitment on other gender

Hold occasional meetings at different sites to encourage new memberships of diverse classifications and geography

Make sure lapsed members and prospective members know about morning meetings, which may be more convenient for those in some jobs and locations

Years Two and Three:

Review and update membership analysis by classification, age, gender and geography

Identify priorities for recruitment and inform Club

Evaluate steps taken in Year One and adjust strategies as needed

Years Four and Five:

Review and update membership analysis by classification, age, gender and geography

Identify priorities for recruitment and inform Club

Evaluate steps taken in Years One, Two and Three, and adjust strategies as needed

Strategies:

Goal - Will be composed of motivated members with a high level of awareness of the values, goals, and programs of Rotary.

Years One & Two:

Develop a definition of an active/involved member
Establish attendance criteria and practices
Clarify the requirements for committee membership and participation in fundraisers
Encourage immediate engagement in the club by having all new members become active in committee work
Institute the practice of reminding members of expectations for attendance, participation, committee membership, etc. on annual dues invoices
Develop a formalized program of member education/information
Develop and implement a mentoring program
Encourage presentations by members through: weekly programs, classification speeches ad the “Rotary Minute”
Hold an annual new member breakfast

Years Three through Five:

Continue the review of member attendance on an annual basis
Refine the training program from experience gained in the first year
Continue member presentations
Review and update Mentor program
Review meeting scheduling and opportunities and make recommendations
Encourage Paul Harris fellowships among members
Hold an annual new member breakfast

Strategies:

Goal - Will be actively engaged in community and international service through projects, programs and the Rotary Foundation

Year One:

Conduct annual donation campaign for Foundation
Have interesting programs and frequent reminders of Foundation
Survey skills and/or interests of current membership
Survey service opportunities in local, greater and international communities
Review history of past service projects/develop descriptions of what are each projects needs and results/give sense of history and meaning
Establish International Project Committee
Develop long range goals for international projects
Lead, participate or support an annual international experience such as: Youth exchange, Group Study exchange, Twinning, or District projects
Support and sustain the MDI Interact club by ensuring a Rotary club member acts as liaison, makes regular reports and encourages club participation.

Years Two & Three:

Develop community/hands on service project that is MDI Rotary’s (Signature service)

Incorporate long range goals for international projects in strategic plan
Annually participate in an international project
Lead, participate or support an annual international experience such as: Youth exchange, Group Study exchange, Twining, or District projects
Support and sustain the MDI Interact club by ensuring a Rotary club member acts as liaison, makes regular reports and encourages club participation.
Investigate the establishment of a Roteract club at COA; if the investigation proves positive, start a Roteract club at COA

Years Four & Five:

Review and update service project plan
Support signature project on an annual basis
Lead an international project on at least a biennial basis
Participate in an international project on an annual basis
Support and sustain the MDI Interact club by ensuring a Rotary club member acts as liaison, makes regular reports and encourages club participation

Strategies:

Goal - Will be recognized and highly regarded by the community

Years One & Two:

1. Establish an active PR/Marketing Committee

2. Develop and implement a five-year PR/Marketing plan

3. Adopt plan and incorporate in strategic plan

4. Brainstorm and develop ideas for additional, high-profile, signature program or event to be implemented in Year Two

5. Lead, participate in or support community projects such as Business of Reading, Golden Apple Award, Community Paul Harris Award

Years Three through Five:

1. Evaluate effectiveness of PR/Marketing plan; refine as needed

2. Implement new high-profile, signature program or event, and ensure that public associates it with Rotary

3. Lead, participate in or support community projects such as Business of Reading, Golden Apple Award, Community Paul Harris Award

4. Develop an annual program to involve youth in Rotary

Strategies:

Goal - Will provide opportunities for networking, fellowship and enjoyment for its members and their families

Year One:

1. Assign a fellowship coordinator or Fellowship Sub-Committee under the Membership Committee

2. Encourage committee activity to encourage more interaction

3. Encourage people to sit with different club members rather than at the same tables with the same people every week

4. Hold a Family picnic on 7/3 after festival set-up

5. Develop methods to build fun into our work

6. Encourage regular recognition of make-ups and banner exchange

7. Promote the Christmas party earlier and make it open to the public

Year Two:

1. Organize Rotary outings and/or trips

2. Schedule more social events that include families and recognize those who do come

3. Create member profiles for website and annual published “book”

4. Do more with Interact to keep them involved and provide them with recognition

5. Develop annual events calendar and present with annual club goals

6. Hold a Family picnic on 7/3 after festival set-up

Years Three through Five:

1. Continue to develop and refine our opportunities for networking and fellowship

2. Develop annual events calendar and present with annual club goals

3. Hold a Family picnic on 7/3 after festival set-up

4. Encourage participation in Rotary conventions by interested members

Strategies:

Goal - Will be led by strong, active and trained leaders who provide direction consistent with the goals of the organization

Year One:

1. Implement Club Leadership Plan

2. Implement new committee structure

3. Complete club leadership survey that identifies future leaders within the club

4. Establish president’s “pass down” notebook

5. Provide the structure of leadership opportunities

6. Present annual budget and operating goals at May club assembly

7. Present quarterly updates on annual progress to club

8. Review, update and/or develop position descriptions

9. Review strategic plan progress and make recommendations

Years Two and Three:

1. Encourage attendance at PETS and other leadership development opportunities

2. Encourage attendance at Rotary conferences

3. Identify members for leadership positions and recruit for 3 year terms

4. Include leadership development segment to mentoring program

5. Review strategic plan progress and make recommendations

Years Four and Five:

1. Encourage attendance at PETS and other leadership development opportunities

2. Encourage attendance at Rotary conferences

3. Review strategic plan progress and make recommendations

4. Revisit strategic plan and prepare new plan

Appendix A:

Strategic Plan Outline:

Vision (what we want to be)

The vision for our Rotary club in 3-4 year's time is:

Mission Statement (what we are)

The central purpose and role of the MDI Rotary Club is defined as:

Corporate Values (the way we do)

The corporate values governing the club’s development will include the following:

Strengths, Weaknesses, Threats & Opportunities

This strategic plan addresses the following key strengths, weaknesses, threats and opportunities:

Strengths: internal Weaknesses: internal

Threats: external Opportunities: external

Business Objectives (what we do)

Longer term business objectives of the MDI Rotary Club are summarized as:

Major Goals (where we’re going)

The following key targets will be achieved by the MDI Rotary Club over the next 3-4 years:

Key Strategies (how we are)

The following critical strategies will be pursued by the MDI Rotary Club:

Strategic Action Programs (ways to get there)

The following strategic action programs will be implemented:

Evaluation and Benchmarks (how do we stay on track and change)

The club will evaluate progress and the plan in this way:

Tools

The committee will utilize the following tools/resources to collect information and develop the plan:

Rotary International District 7790

Other Clubs Focus Groups

Community input Member input

Brainstorming

Appendix B:

SWOT Discussion Workshop

What is SWOT?

The SWOT analysis is an extremely useful and common tool used for planning and decision-making for all sorts of situations in business and organizations. SWOT is an acronym for Strengths, Weaknesses, Opportunities, and Threats. Strengths and Weaknesses are commonly used to describe internal characteristics of an organization. Opportunities and Threats are used to describe external factors effecting the organization. A brief description of each term is listed below:

Strengths - characteristics that allow the organization to take advantage of opportunities or reduce the impact of barriers.

Weaknesses - characteristics that could stand in the way of the organization taking advantage of opportunities or reducing the impact of barriers.

Opportunities - factors outside the organization that allow it to take action toward its goals.

Threats - factors outside the organization that stand in the way of its efforts to reach its goals.

SWOT Example:

If we use the scenario of Rotary serving island-wide youth, the following might be an example of a brief preliminary analysis:

Strengths: members with experience, connection and interest with youth, existing program in the schools and through RI

Weaknesses: less active members, limited funds, lack of direction and identification of specific needs

Opportunities: close ties to the YMCA, YWCA and school districts

Threats: perception of Rotary being Bar Harbor only, lack of understanding of Rotary and competition for funds and volunteer time.

Why SWOT?

As we moved ahead in our strategic planning process it is important for us to identify and account for the various characteristics of our organizations and challenges that face it. This will enable us to better develop a plan that will successfully help us to obtain our goals and realize our common vision.

Exercises:

Exercise #1 – Vision Statement: the club will discuss the draft Vision Statement that has been prepared by the planning committee from focus group input. Constructive direction for fine tuning the statement will offer the opportunity for further “Buy-in” and direction for the future by club members.

Exercise #2 – Continuums: respond to each of the facilitator’s questions by standing along an imaginary line between to stated points. The closed you stand toward one of the points, the more you feel you identify with that point. If you have no particular allegiance to either point, take the middle ground. Be prepared to explain your position. All members always have the right to pass.

Exercise #3 – SWOT Groups: discuss the four SWOT terms with your group (table) and list three (3) factors for each term. It is important to hear and listen to everyone’s ideas without judgment. A consensus on each item is preferable. One group member should be prepared to report to the larger group at the end of the exercise.

Draft Vision Statement:

In the year 2010, the Bar Harbor (MDI) Rotary club:

Will be comprised of a diverse membership
Will be comprised of motivated members that possess a high level of awareness for the philosophies, ideals and programs of Rotary.
Will be actively engaged in community and international service through projects, programs and the Rotary Foundation
Will be recognized and highly regarded by the community
Will provide activities that offer opportunities for networking, fellowship and enjoyment to its members and their families
Will be led by strong, active and trained leaders that provide direction consistent with the goals of the organization

Appendix C:

Focus Groups: