www.mybaycity.com November 29, 2011
Rotary Article 6536

Administrative Work Group Presents Survey Results to Rotarians

November 29, 2011
By: Stephen Kent

Beginning December 6 the club will meet at the Doubletree.

Valerie Roof Speaks to Club
Starting over a year ago, the club's Administrative Work Group (ARW)met for almost 15 months, usually weekly. The primary results of those sessions, and the survey the group took, have been presented in two previous meetings. The meeting on November 29 was the third session and reviewed the results of the remaining six survey areas not covered in previous meetings.

The ARW took the survey of the club members, interviewed other clubs in the district, and talked to people within our club. The issues covered included dues, coordinating fund-raising and granting, understanding the relationship of the club and foundations, expectations and satisfaction, improving membership retention, and improving communications.

The development of the survey and the general discussions by the committee showed that all of the areas are related. Dues could not be changed without a change to how community grants are funded. Membership retention and growth is related to dues but also to the meeting place and activities. Age, employment, and meeting times are related to the other items. The survey results reinforced these relationships.

A number of meetings were spent developing a flowchart of how club finances work. How is dues money split up. What is required and what is optional. What choices do members have. The results, which have been distributed to the club several times, are very enlightening.

The most significant ARW recommendations have already been implemented. In particular, the dues and charitable granting procedures have been changed. In addition, the meeting place has been changed and next week the club will move to the Doubletree. That action was ratified by a vote of the members a few weeks ago.

The ARW, supported by survey results, worked with the objective of transparency. Everything about the club's administration and decision making should be open to the entire club. There are no secrets in this club, but sometimes things are done assuming that everyone knows. That's not always true.

To achieve this transparency, more information will be added to the member only section of the club web site: RotaryBayCity.org. Results of the survey and other information is being prepared for the site. Policies and procedures will follow. As those are added they will be announced in the Breezes. Anyone who has recommendations for the web site is encouraged to make them known.


Beginning December 6 the club will meet at the Doubletree.

The lunch fee at the new location will be $11 rather then the present $9. Until then, members will be asked to pay the difference. This will be on the honor system based on previous prepayment of the full meal cost or the partial %6 with dues.

Starting in January the prepaid portion of lunches will no longer be required with dues. Members may prepay the entire amount with their dues or pay the full $11.00 at the door. (See note below)
The Club's board has change the dues structure to NO LONGER REQUIRE pre-paying a portion of the meals. Two options will be offered in the invoices that were recently mailed. Option 1 calls for payment of dues only. Meals are paid at the door. Option 2 allows pre-payment of the full meal cost must as it is now.

The change in prepaid meals will have an effect on the budget where unused meal payments helped fund the club's programs. Under the new budget programs will be paid for from the local foundation and the club will be asked to raise any funds that are distributed.

MEMBER PHOTOS: If you missed the opportunity to have Anne Trahan take a new picture for the Rotary Directory, don't fret. Give her a call or see her at the meeting to work out a sitting. The directory picture is free. Retouched digital photos and portraits for your own use are available for a small charge.

Upcoming Programs

(See the official schedule at RotaryBayCity.org )

December 6, 2011: Good Samaritan Rescue Mission.

December 13, 2011: 10 Minute Rotarian.

December 20, 2011: Annual Holiday Program!

Current and past DISTRICT DISPATCH newsletters are available on the District site shown in the LINKS section below.

Get connected with ROTARY on Facebook.
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RotaryBayCity.org BayCityMorningRotary.com
District 6310 Web Site District Dispatch Archive
Rotary International Make-up On-Line at RotaryEclubOne.org
The Rotary Global History Fellowship rotaryfirst100.org
Rotary Global History.

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