About the Rotary Coordinator Program

District Support by the RC Team

What can you expect from your Rotary Coordinator Team? The following are "action steps" developed during August 2010 Listening Tours with District Leadership. Please note that this is a working document, and action steps are expected to change, as input and measurement is related. (Updated 12/3/2010, 6/15/2011)

General Action Steps

  1. Develop One Hour Program Modules for District & Club Events, promos. 
    1. Do Gooder!  Dead Beat!  Party Time!  Does your Rotary Club have a personality? (jp)
    2. The Rich Tapestry: Membership Diversity in Rotary Clubs (bw)
    3. Member Retention (tm)
    4. Four Steps to Successful Membership Development (tm)
    5. Membership Resources (ac)
    6. Membership is hard work!  Want to make the job easier?  Learn your "P"s and "I"s (jp)
    7. Red Badge for Dummies (nb)
    8. District Leadership Development Opportunities (ac) 
    9. Effective Tool or Monkey Wrench?: Using Rotary's Club Assessment Tools (bw)
    10. Double Your Pleasure: Dynamic New Club Extension (nb)
  1. Develop Quantifiable Success Benchmarks and Data Next action date by July 1, 2011. 
  2. Develop District Survey(s) Next action date by July 1, 2011. 
  3. Develop District Report format (bw) Next action date by July 1, 2011. 


Membership, Extension & Diversity
  1. Satellite Clubs, Associate Members, Corporate Members, Innovative & Flexible Club Pilots. Develop & publish rules for program when available, and innovative ideas for use by clubs and districts. Note: Rotary establish new pilot programs for Associate Members, Corporate Members, Innovative & Flexible Clubs, and Satellite clubs in 2011. Click here for more information and fact sheets. ACTION STEP COMPLETED. Zone 33 Approved Pilots: Satellite Clubs: RC of Manteo NC (7720), RC of North Myrtle Beach SC (7770); Associate Member Clubs: RC of Winchester's Latest VA (7570), RC of Farmville VA (7600), RC of Dulles Airport VA (7610), RC of Lake Shore MD (7620), RC of St. Andrews Columbia SC (7770); Corporate Member Clubs: RC of Putnam County WV (7550), RC of Warsaw VA (7610), RC of Christiana DE (7630), RC of Arden NC (7670), RC of Charlotte NC (7680), RC of North Spartanburg SC (7750), RC of Hilton Head SC (7770); Innovation- Flexibility: RC of Forest VA (7570), RC of Potomac-Bethesda MD (7620), RC of Furnitureland NC (7690), RC of Morehead City Lookout NC (7730), RC of Greater Anderson SC (7750).           
  2. E-Clubs. Develop & publish rules for program when available, and innovative ideas for use by clubs and districts. Click here for E-Club Resources. Is an E-Club right for your district? Tips for Starting an E-ClubACTION STEP COMPLETED. 
  3. Non-Functioning Clubs. Develop and publish "best practices" for dealing with non-functioning Rotary clubs, positive approaches for bringing such clubs into compliance, and, as a last resort, facilitating termination of such clubs with R.I. Next action date by July 1, 2011. 
  4. Membership Retention. 
    1. Calculate and provide district and club retention data to Governors and membership chairs. Link to Five-Year District Membership Retention DataClub Retention Calculator (Excel Spreadsheet for Download) ACTION STEP COMPLETED. 
    2. Design Automated Retention Process Using DaCdb, and provide data by club to Districts. Next action date by July 1, 2011. 
    3. Develop training module on membership retention calculation method, resources, and importance. Next action date by July 1, 2011. 
    4. Develop a Retention Recognition System with RCs from Zones 33-34 for use at (Zone) Rotary Institute. Next action date by July 1, 2011. 
    5. Retention will be stressed to DGEs at the (Zone) Rotary Institute. Next action date by August 1, 2011.   
  5. Meaningful Membership Analysis. After consultation with key district membership leadership, provide to each District Governor and membership chair a written analysis of the district's clubs membership development status. Include recruitment, retention & new club analysis, small/medium/large club analysis, economic/population analysis, and organizational & planning analysis. Review the analysis with district leadership team, and ask for input. Send final product to RI CDA and Membership Divisions for input and comments. See Club Personality Profile CPP tool (Excel 07 version) or Club Personality Profile CPP tool (Excel 97-03 version), both drafts. See further DaCdb dashboard & data, and RI Membership General Info data. Develop format for team review. Next action date by July 1, 2011.     
  6. Model Awards Program. Survey district leaders, assemble awards programs in use during past several years, and make available. Develop a model awards program or "best practices" for such a program. Publish to upcoming district leadership.Next action date by August 1, 2011.
  7. Publicize RI Award Deadlines. 
    1. Develop series of articles and provide to district newsletters regarding RI Award deadlines, for 60 and 90 days out. Deferred.
    2. Put on link for RI Awards DeadlinesACTION STEP COMPLETED.      
  8. Diversity. Prepare article for district newsletters and disseminate on topic of the benefits of diversity in gender, ethnicity, and sexual orientation for Rotary clubs. Article idea: "Diversity: a Litmus Test for a Real Rotary Club". Program Module to be developed instead. Next action date by August 1, 2011.  
  9. Well-Rounded Clubs. Prepare an article on the topic of the balance between well-rounded Rotary clubs and the fact that Rotary clubs can't be expected to do everything Rotary. Next action date by August 1, 2011. 
  10. Partner Video Series. Develop programs and agendas, including video content, for a series of partner "Rotary education" events, to support new and existing members retention. Deferred, seek outside assistance.    
  11. "Fun" Best Practices. Develop and publish "best practices" and resources for fun at meetings and events. Possible "Fun Page" at Rotary Resources. Next action date by August 1, 2011, seek outside assistance.     
  12. Key Speakers. 
    1. Identify 5 "Key Speakers" on Membership topics who are dynamic and have a story to tell. See Available PresentationsACTION STEP COMPLETED. Now seeking 5 or more additional speakers and programs.  
    2. Promote to district events and at Rotary Resources with specifics on their speeches. Next action date by August 1, 2011.  
  13. 2011-12 District Membership Seminar Key Message & Guide. Develop a key message to drill down to the club level via District Membership Seminars. Develop Seminar Guide. Topics consistent with: Who is Rotary's Customer? Practice What you Preach: Proactive Vocational Service. Modified 6/15/2011 to provide Modules with District Choice of Themes. Next action date by July 1, 2011.  
  14. Free Make-Ups. Develop a plan for free make-ups at other club meetings to encourage collaboration and exchange of ideas. Modified 6/15/2011 to be included in "Best Practices". ACTION STEP COMPLETED.  

Developing Leaders, Innovation, Training, and Strategic Planning
  1. District Organization. Assemble and publish all Zone 33 written District Leadership Plans or District Manuals of Procedure. Develop & publish a model plan with various options and comments. Promote within multi-year planning, continuity, teamwork & committee development/functioning. Next action date by August 1, 2011.
  2. Interim District Rotary Coordinator. Develop and publish an interim job description and an interim district leadership organizational chart for organization of district under the RI Strategic Plan. Suggest that it mirror DRFC as applicable. Note: This is under development regionally, as it has not been adopted yet on an international basis. Deferred.
  3. Dear Rot-Abby Column. Develop "best practices" in all subject areas by use of a "Dear Abby" type Q&A column to appear at Rotary Resources site and to be recommended to district newsletters. ACTION STEP COMPLETED.   
  4. Use RLI Graduates in Districts. Provide list of RLI graduates to district leaders for consideration for service at the district level. Next action date by July 1, 2011. 
  5. Use RLI Attendees in Clubs. Develop strategies for involving excited RLI attendees to work in clubs and districts. Next action date by July 1, 2011.  
  6. Promote RLI Video. Develop and promote to districts a video and written promotional item for RLI featuring successful and dynamic graduates who are successfully involved in club & district activities. Next action date by August 1, 2011.
  7. Train the Trainers. Assemble Trainer data, schedule online meetings or seminars to discuss issues, promote "best practices" and cross-pollenization of ideas. Modified: Webinar. Next action date by October 1, 2011. 
  8. District Leadership Seminar. The goal of this seminar is to prepare Rotarians for district leadership. Review the newly updated District Leadership Seminar Leaders Guide (revised March 2010). Promote to clubs with zone modification (as needed), and suggestions for implementing seminar successfully. Next action date by July 1, 2011.    
  9. Online Red Badge (New Member Orientation). Develop online new member orientation program, once per month for 5 months, with the 6th month being a club program, cycle twice per year with each segment being stand-alone, so Rotarians can join at any time. Suggest development with RLI facilitators and clubs with experience with their own Red Badge program. Modifed: run as a pilot, 2 days in a row, 1 hour each, to be recorded and available online. Next action date by September 1, 2011.    
  10. RC Team, District and Club Measures. Develop milestones that are measurable in each subject area. RC Milestones are to be developed first by RC Team, then other milestones developed from those. Develop a common plan. It should include a communication plan that flows in both directions. In progress, reviewed internally on each review date.   
  11. District Training Cycles. Survey district training cycles and make information available on Rotary Resources site. Include "Recommended Rotary Training Cycle". Next action date by October 1, 2011. See Goal 7.   
  12. Assistant Governor Agendas, Training and Best Practices. Develop agendas for series of AG Meetings throughout the year. Feature education on RI Programs, Leadership, Membership, Service, Networking. Develop training modules at the area level for club presidents and other club officers and committees. Determine what AGs need for support and mentoring. Best practices include socials, Avenues of Service, and collaborative events. 6/15/2011 Not necessary due to RI materials available. NO FURTHER ACTION NEEDED.
  13. DaCdb Database Training. Connect districts that need training on the district and club database to DaCdb resource people. Encourage districts to provide (additional) training for club presidents and secretaries at district training events. 6/15/2011 Not necessary due to DaCdb and district action. NO FURTHER ACTION NEEDED.   
  14. "Best Practices" Available. Develop an easily accessible place to go for "best practices" ideas useful to district leaders and one for club presidents, a "toolbox" of sorts. Develop and publicize the Rotary Resources site as that resource. Explore website links and sharing of information up and down. Next action date by August 1, 2011. 
  15. RC or Director's Recognition Program. Develop a program for recognizing districts at the Zone level for measurable implementation of the RI Strategic Plan. 6/15/2011 See Action Step Membership 4-5.  
  16. Recommended Strategic Plan Module. Develop for both Districts & Clubs and include recommended people resources, materials, and timetables. Next action date by August 1, 2011. 
  17. Rotary Community Impact Model. Begin development of a academically-vetted, social sciences model to measure the impact of Rotary clubs in their community and world. Determine how such a model could be engaged by clubs, and used to inspire Rotarians and publicize Rotary. We "add value" by "counting things", and being able to support the value of Rotary and being a Rotarian. 6/15/2011 Look at existing measurement models, data gathered in action steps to be applied. Next action date by October 1, 2011. 
  18. Club Websites nested under District Website. Encourage districts to get clubs involved in this manner at no cost, a "best practice". Modified 6/15/2011 to be included in "Best Practices". ACTION STEP COMPLETED.                

RI Programs, New Generations and "Enhance the Rotary Experience" Programs
  1. Youth Exchange Teams. Develop team of YE Students who are willing to travel to conferences or events. 6/15/2011 contact OEYE & ESSEX. Next action date by August 1, 2011.    
  2. Youth Exchange in Schools. The school counselor is the key person in whether YE will be promoted to the students. Develop "Best Practices" and/or a training module for clubs to develop the counselor relationship. Consult with ESSEX and Ohio-Erie multi-district organizations for assistance. 6/15/2011 contact OEYE & ESSEX, review for module or include in New Generations Conference program. Next action date by August 1, 2011.     
  3. Youth Exchange District Promotion. Develop "best practices" for promotion of YE program at district functions. Consult with ESSEX and Ohio-Erie multi-district organizations for assistance. Next action date by August 1, 2011.    
  4. Rotary Community Corps. Assemble & publish innovative ideas for use by clubs and districts. Link to districts in North America using RCC and promote concept with district leaders where it may be useful. Defer.   
  5. Tracking Program Data. 
    1. Survey existing RI Programs by district. 6/15/2011 survey to IPDG. Next action date by August 1, 2011.      
    2. Make information available at Rotary Resources. Next action date by August 1, 2011.    
    3. Prepare list of targeted needs by district, resources available, and provide to district leadership. Next action date by August 1, 2011.      
  6. Tracking Alumni. Develop "best practices" and resources for tracking all types of RI & Foundation alumni. Defered.
  7. Traveling RYLArians. Promote RYLArian attendance as a group at district events through contacts with Governors, with them to organize through RYLA Chairs, and District Conference Chairs. Modified 6/15/2011 to be included in "Best Practices". ACTION STEP COMPLETED.                  
  8. Interact District Events. Survey districts on Interact activities, make results available at Rotary Resources, and communicate to districts. Promote Interact "Best Practices" and collaboration. Modified 6/15/2011 to be included in "Best Practices". ACTION STEP COMPLETED.                
  9. Key Speakers. Identify 5 "Key Speakers" on the topic of RI Programs who are dynamic and have a story to tell. Promote to district events and at Rotary Resources. Next action date by August 1, 2011.  
  10. Multi-District RI Programs Meetings. RC Team to attend events such as ESSEX, Ohio-Erie YE, Burlington NC YE Training, RYLA Trainers Meeting, and publicize new trends & opportunities. Promote attendance by relevant district representatives. 6/15/2011 assignments made. Next action date by August 1, 2011.    
  11. New Generations Conference. 6/15/2011. Develop Goals and Draft Program for stand-alone event. Next action date by August 1, 2011.            

Global Service, World Community Service, Humanitarian Service, Community Service, Vocational Service & Networking and Polio Eradication
  1. "Rotarians Against Drugs" (RAD) Speech Contest. Put link on Rotary Resources site and promote awareness of multi-district activity across the Zone. ACTION STEP COMPLETED. 
  2. District Project Day or Week. Promote the concept of a regional or district day or week of service with a survey to DGEs, development of consensus, and publication of "Best Practices" or Guidelines for a more organized collaborative event. Like "Rotarians at Work" Day ACTION STEP COMPLETED.
  3. Regional Project Database. Use ProjectLINK at www.rotary.org. Solicit from last 3 district leaders, interview club representatives & assemble at least 5 model service projects per district and send to ProjectLINK. Link ProjectLINK to Service page at Rotary Resources. Prepare sample district newsletter article targeted at clubs indicating what it is, how to use it, and how to contribute model projects to it. Next action date by August 1, 2011.   
  4. Highlight Service Projects at Rotary Resources. Prepare articles on at least 5 service projects per month on Rotary Resources, encourage district use of articles. Next action date by July 1, 2011.        
  5. National Immunization Day (NID) Trips. Organize, support and promote zonewide NID opportunities so that the maximum number of Rotarians can be involved in the eradication of polio campaign. Feb 2011 India NIDFeb 2011 India NID Article. 6/15/2011 modified to include link when available to consolidated NID site. Next action date by August 1, 2011.    
  6. Six Areas of Focus. Develop list of links to fellowships/organizations/multi-district activities under the 6 Areas of Focus at Rotary Resources. 6/15/2011 modified to alphabetical on the Service Page. Ongoing. 
  7. Zone Plan for Club Vocational Service Recognitions. Develop and publicize a coordinated series of vocationally based recognitions by clubs, districts and zone, perhaps in a contest mode with prizes. ex: "Teacher of the Year", "Tradesperson of the Year", "Non-Profit Manager of the Year". 6/15/2011 modified to defer, obtain data from districts, perhaps send to best practice page. Next action date by August 1, 2011.    
  8. "Think Big" Day or Initiative. Bring clubs together in a geographic area to promote big thinking on community needs, projects & funding. Modified 6/15/2011 to be included in "Best Practices". ACTION STEP COMPLETED.              

Enhance Public Image and Awareness 
  1. PR "Best Practices" by Club Size. Develop easy-to-implement and cost-effective PR practices based on club size. Publicize on Rotary Resources and with district newsletter ready article. Modified 6/15/2011 to be included in RPIC Regional Public Image Coordinator area of responsibility. ACTION STEP COMPLETED.  
  2. PR "Best Practices" for Club & District Collaboration. Develop easy-to-implement and cost-effective practices for PR collaboration at the club, area, district, & multi-district. Develop best PR practices for urban versus rural clubs. Publicize on Rotary Resources and with district newsletter ready article. Include in AG training module & agenda. Modified 6/15/2011 to be included in RPIC Regional Public Image Coordinator area of responsibility. ACTION STEP COMPLETED.  
  3. Rotary Telethons. Publicize and feature RID 7530 Telethon as a PR & Membership "best practice" at Rotary Resources. Modified 6/15/2011 to be included in "Best Practices". ACTION STEP COMPLETED.               
  4. District Rotary Foundation Newsletter. More active districts have a dedicated newsletter. Work with RRFC Team to develop a promotional plan to encourage stand-alone TRF Newsletters. 6/15/2011 Ongoing. Next action date by August 1, 2011.     
  5. Rotary Resources Newsletter. Assess viability of dedicated Zone 33 Newsletter, divided into topic areas per the RI Strategic Plan. Encourage use of material in district newsletters. 6/15/2011 RC will keep website, RRFC will keep Newsletter. Encourage cross-over. RC Team writing articles for RRFC Newsletter, assigned months. Next action date by July 1, 2011.     
  6. District Website Links. Survey and Promote links to Rotary Resources and the Zone 33-34 Membership Blog on all District websites, and membership pages. Next action date by July 1, 2011. 
  7. Multi-District PR Projects. Promote and publicize existing and potential future PR collaborations. Ongoing, Review action date by October 1, 2011. 
  8. PR Grant Assistance. Publicize RPIC availability to assist district leadership with PR Grants & Strategies. Modified 6/15/2011 to be included in RPIC Regional Public Image Coordinator area of responsibility. ACTION STEP COMPLETED.  
  9. PR Grant "Best Practices". Develop and post to Rotary Resources. Modified 6/15/2011 to be included in "Best Practices". ACTION STEP COMPLETED.               
  10. Sample News Releases. Develop a series of sample "fill in the blank" news releases for clubs based on the monthly Rotary emphasis. Modified 6/15/2011 to be included in RPIC Regional Public Image Coordinator area of responsibility. ACTION STEP COMPLETED.  
  11. Contest for Highest % Proclamations of Rotary's Birthday. Organize and promote friendly contest to promote Rotary awareness by having clubs get local governments to issue Birthday proclamations and run them in local media. Modified 6/15/2011 to be included in RPIC Regional Public Image Coordinator area of responsibility. ACTION STEP COMPLETED.