Long Range Club Planning
Club Vision Facilitation is a three to four hour evening or
District 5100 Club Vision Facilitation
Strategic Planning Process
District 5100 is participating in a Multi-District Program to provide clubs a Facilitated Strategic Planning Session. Clubs that choose to participate will commit to an evening or Saturday session with a minimum of 9 to (delete) 12 members in attendance; this minimum is based on the membership of the club (please see further detail on the attendance requirement below). During this session, the club members attending will be guided through a process in which they will identify what they envision their club to look like in five years, the milestones that need to be reached to achieve this vision, and establishing a plan to present this information at a Club Assembly. Our facilitation team will provide additional support and training to assist the club in taking the strategic plan which they developed and through a club assembly building a tactical action plan complete with step by step objectives to attain their vision.
This program was developed by District 5960 PDGs Cathy Smith and Steve Wilcox. It has been completed at over two hundred clubs in numerous districts, and the improvements measured by clubs in the areas of membership, member involvement and project development have been most impressive. The program requires three trained facilitators to complete a session. The technique employed by the facilitators guides the club to define their vision.
PDG Deniel Banks or consult with your session’s Team Leader..
The facilitation session is intended for all interested Rotarians in your club–from your newest members to your most tenured. The breadth and depth of the facilitation exercise is optimized when club leaders (past, present and future) and member opinion leaders participate.
Our D5100 volunteer Vision Facilitation Team typically commits approximately 25 hours of volunteer time to each event and therefore expects the following:
1. Attendance at the event by present board members, the current president, president-elect, president-elect nominee, immediate past-president, and two other past-presidents. Their collective involvement is essential to the success of the program
2. Participants must commit to the entire 4-hour exercise; late arrivals and early departures are not only disruptive, but may affect the outcome of the session.
3. The number of Rotarians committed to a session will be no less than 12 for smaller clubs but no more than 25 (to maintain the time schedule and allow fair and full input from all present). For clubs over 40 members, our team expects attendance to be between 20 and 25. For clubs over 80, we expect 25 members in attendance.
NOTE: Given that the Facilitation Team is volunteering their time and traveling to visit your club, the Team has the latitude to reschedule should the above criteria not be met.
Each club requesting a Vision Facilitation will designate a “Club Coordinator” who will work with our District Vision Facilitation Coordinators, Patty Frahler or Dana Clark providing all the information and direction individual Rotarians will need in preparation for the session.
The session may be held at the District Office (meal cost and materials will be $25.00 per person attending from the club) or the Club may choose a location of their choice. The Club Coordinator is responsible for all materials, facilities including the room setup if the District Office meeting room is not used. We do ask that a meal be served due to the length of the session and this cost is the responsibility of the club. If meeting at another location, the cost to the club is $25 for expenses of Post-It easel paper and other supplies, payable in advance to Rotary District 5100 and mailed to the District Office or given to the Team Leader on the day of the facilitation.
During the Vision Facilitation session, a team of facilitators will lead a process consisting of an overview presentation, a writing exercise, data collection, and consensus voting and summary and action plan development.
There are at least three measures of success for clubs that complete Vision Facilitation:
1. An immediate measure of progress will be the members’ pledge and willingness to move the planning processes from a nice-to-do concept to meaningful growth programs for the club, its members, and its community.
2. The second is that the output from this session is woven into the annual plans of the incoming and succeeding Presidents. It will be reflected in the continuity and consistency of programming and leadership in your Club.
3. Finally, the long-term mark of accomplishment will be at the end of three to five years when your club advances from where it is to where it wants to be.
If you are interested in scheduling a Vision Facilitation for your club, please contact:
Barb Crozier, 360-335-8292
Patty Frahler, 503-245-1530
Dana Clark, 503-761-6397