BeachesRotaractPlan2015 16 SAMPLE (PDF)

2015-2016 Strategic Planning Worksheet
Rotaract Club of the Jacksonville Beaches “Beaches Community Rotaract”
1. Develop a mission statement for your club. (What you plan to do in broad terms.)
Mission Statement Priorities:
a.
b.
c.
d.

Professional development (focus of this year)
Community Service (targeted to Ponte Vedra Beach & Jacksonville Beach)
International Service
Social Fellowship

2015-2016 Mission Statement:
Achieve professional development through community service, international service,
and social fellowship in the Jacksonville Beaches.
2. Develop a vision statement for your club. (What you hope will happen long-term because of your mission.)
To become a more professional, structured club that engages a diverse group of members and creates
a stronger, targeted impact on our community, specifically Ponte Vedra Beach & Jacksonville Beach.
3. SWOT Analysis: A SWOT analysis is a listing of strengths, weaknesses, opportunities and threats. The outcomes
should be integrated into the strategy development and action planning to achieve strategic goals.
Where is your club now?

Club strengths
- Amt. of members at meetings
- Speakers
- Sponsor Rotary Club: mentorship
- Location/Venue
- Fun

Club weaknesses
- Low turnout at projects
- Informal: unstructured, no formal agenda
- Mkting/comm: effectiveness, consistency
- Diversity: professionally, ethnically, etc.
- No signature program/project

Opportunities (for club your club)
- Engage with Rotary: mentorship, meetings
- Good platform to grow membership
- Strong ties with comm. service contacts

Challenges (facing your club)
- Membership & leadership turnover
- Recruiting the “right” members
- Promoting club involvement

4. What does the SWOT tell you about your club? How can you incorporate this data in your club plan?
(see Vision Statement)

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5. What does your club’s organization chart look like? Does it include the following positions AND does each
job title/position have written duties and responsibilities?
(See Bylaws: Articles II &V, Constitution: VI and VIII for reference)
A.
B.
C.
D.
E.
F.
G.
H.
I.
J.
K.
L.
M.
N.
O.

Sponsoring Club: Ponte Vedra Beach Rotary
Rotarian Advisor(s): (Names not show for privacy)
Faculty Advisor: n/a
President: Alex Douglas
Immediate Past President: NAME
President-Elect: to be determined by 2016
Vice President: NAME
Secretary: NAME
Treasurer: NAME
Chair-Club Service: NAME
Chair-Community Service: NAME
Chair-International Service: NAME
Chair-Professional Development: NAME
Chair-Finance: NAME
Sargeant-at-Arms: to be determined by September 2015

6. Develop the budget for the year.
(See Bylaws: Article IV and Constitution Articles-VIII, #4 & IX for reference)
A. Project Income (examples: dues, fundraising, donations)
B. Project Expenses (examples: tee shirts, speaker gifts, printing, training, like PETS)
To be determined at 1st board meeting of the Rotary Year after membership dues are collected.
7. Club Activities: What is your club’s plan for meetings, activities, and service projects?
(See Bylaws: Article III, Constitution: Articles II & V, & VIII, also see Rotaract Presidential Citation for reference, Zone
Award)
A. General meeting day/time/place
Our club meets the 1st and 3rd Thursday of each month from 5:30pm – 7:00pm at Nippers Beach
Grille (2309 Beach Blvd, Jacksonville Beach, FL 32250).
B. Board meeting day/time/place
Our board meets on the 1st Tuesday of each month from 7:15am – 8:00am at XXXXXXXXXXXXX

Activities:
 Community service
 International understanding
 Professional Development
 Speakers at meetings

C. Agenda
Rough Draft
5:30-6:15pm:
6:20pm:
6:20pm:
6:22pm:
6:25pm:

Networking
Begin Meeting
Introduction & Ice-Breakers (members introduce guests)
Announcements- calendar / champion event
Member spotlight (bio, interview?) *** Hand out survey & ask to fill it out online

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6:30pm:
6:45-6:50pm:
6:52pm:
7:00pm – close:

Introduce speaker
Q&A
4-way test
open networking/dinner

8. Develop membership goals. Set goals for the year for new members and the retention of current members.
(See Constitution Article IV and Presidential Citation for reference)
Increase membership to 40-50 active members by 2016
Require all new members to become involved in some capacity- committee, etc.
Designate a signature project for each of the following:
- Community service
- International service
- Social fellowship/fundraising
Form more club goals after survey results & open discussion in Rotaract Meeting
Do you have a membership pre-orientation/fire-side chat before a member is inducted as a member?
Yes
Does your club have a commitment form that new members sign? (re: attendance requirements, dues, etc.)
Yes
Do you have an induction ceremony?
Yes
9. Are you Governance Documents in place? Does every member have a copy?
A. Constitution, B. Bylaws, C. Statement of Policy, D. Policies and Procedures (for board members)
NOTE: Bylaw addition: President-Elect voted on by December 31st of any Rotary year.
Yes, but need to make sure every member has a copy of the handbook going forward.
10. Create a yearly calendar by July 1st to include:
A. general meetings, B. board meetings, C. events in your sponsoring Rotary Club, D. your Rotary District’s
Conferences, Assemblies and Training Seminars, PETS, E. Rotary’s designated days/months/themes (New
Generation’s Month, World Rotaract Week, etc.)
Rough Draft
Q1 July (Start of New Rotary Year/Transitioning to 2015-2016)
o

o
o

July 16th Speaker: Roseann Duran, Chief People Officer at Web.com
 First meeting at Nippers
 YP Expo Results
 Hand out survey to begin dialogue of strategic planning session
Service: / Champion:
Social:

Q1 August (Implement our strategic plan for 2015/2016)
o

August 6th Speaker: Cole Pepper, Director of Broadcasting at Jacksonville Armada FC
 Rotaract 101 Presentation
 Survey results & open discussion of state of the club
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o
o
o

August 20th Speaker: GM, Seamark Ranch
Service: Seamark Ranch / Champion: Matt Montoya
Social: Dinner/Happy Hour after Seamark?

Q1 September (Family of Rotary Month)
o
o
o
o

September 3rd Speaker: Rotarian Panel?
September 17th Speaker (out of town): Rotarian Panel?
Service: HEAL (Great Ponte Vedra Paddle) / Champion: Danielle Ballweg
Social:

Q2 October (Breast Cancer Awareness)
o October 1st Speaker:
o October 15th Speaker:
o Service: American Cancer Society / Champion:
o Social:
Q2 November (Thanksgiving)
o November 5th Speaker:
o November 19th Speaker:
o Service:
o Social:
Q2 December (Holidays, Christmas) ELECT PRESIDENT-ELECT by December 31
o December 3rd Speaker:
o December 17th Speaker:
o Service: / Champion:
o Social:
Q3 January (New Year)
o January 7th Speaker:
o January 21st Speaker:
o Service: / Champion:
o Social:
Q3 February
o February 4th Speaker:
o February 18th Speaker:
o Service: / Champion:
o Social:
Q3 March
o
o
o
o

March 3rd Speaker:
March 17th (St. Patrick’s Day) Speaker:
Service: / Champion:
Social:

Q4 April
o
o
o
o

April 7th Speaker:
April 21st Speaker:
Service: / Champion:
Social:

Q4 May (TPC)
o May 5th Speaker:
o May 19th Speaker:
o Service: / Champion:
o Social: New Board Installation and Banquet
Q4 June
o
o

June 2nd Speaker:
June 16th Speaker:
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o
o

Service: / Champion:
GALA

o
o
o

July 7th Speaker:
July 21st Speaker:
Service: / Champion:

Q1 July

Resources:
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www.rotary.org
Rotaract Presidential Citation
www.rotary6970.org
newgenerations@rotary.org “Young Leaders in Action”

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Rotaract Brochure 663en.pdf
Rotaract Club Constitution Bylaws 661en.pdf
Rotaract District Leaders Guide 208en.pdf
Rotaract Handbook 562en.pdf
Rotaract Presentation.ppt
Rotaract Statement of Policy 660en.pdf
rotaract_club_contribution_form_en.pdf

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