Transition

The month of December was one of continued education for taking over the roles of administrator and controller. Through meetings with key personnel in leadership, John White and Dave Keosaian, most responsibilities for the role of Executive Director have been touched upon. The shift in tasks is mostly complete and there is no concern that all will be handled in-keeping with the standards expected by leadership.

Membership Meeting Data

December’s three meetings averaged 100 members. This reflects an engagement of 54%. Our contract with Weber’s has shifted slightly for 2019. We have an increased minimum meal count of 80 (increase of 10) and will be charged by silverware rolls. Previously, we were charged based on our reporting from the financial count and the addition of comped lunches. Discrepancies arose in December causing Weber’s to change billing mode. A reminder to members that guests must be paid for unless they are a bona- fide prospective member is perhaps due via Harpoon. We have instituted a policy of free meals for prospective members. Of course, we will continue to provide free lunches for our special guests. It would be helpful if members bringing guests qualifying for free lunch would get a “Free Meal” ticket from Dave Williams, greeter, or Executive Director, and present to Ken the cashier so we can better gauge our lunch numbers.

Rotary Training and Engagement

Saturday, 1/5/19, members of RCAA attended a Membership Seminar in Lansing. The attendees met subsequently with Dan Romanchik, Membership Chair, to summarize the data and make proposals for introduction to the Membership Committee for: improving contact with leads and immediate engagement of new members. February will include attendance at the Large Club Conference and PETS Orientation.

Club Management

Transition to ClubRunner is still taking place by John White. He is working to secure the best set-up with custom data fields to serve RCAA membership and leadership most efficiently. Once this is established, we will begin to form training for members through live tutorials and on-line links to webinars and tutorials. ClubRunner is highly intuitive and accessible via an app so there are high hopes of global adoption by members. We will also be attempting to bring membership up to speed on registration with MyRotary. MyRotary administrative access is now in place for Executive Director allowing for direct access to membership management with Rotary International.

Administrative objectives for first quarter of 2019

• Improved communication with Program Committee to ensure speakers are given packets regarding membership and contact information is added to a Constant Contact email list for email marketing. This marketing will be done sparingly and under the purview of the Public Image Committee. Invitations to social gatherings and volunteer opportunities will be examples of how this marketing tool will be used.
• Increased presence on FB, LinkedIn and general media. All prospective members and guests will be invited by the Excutive Director to join on LinkedIn. This has been sanctioned by the Membership Committee and any press releases and postings to FB will be cleared with PI Chair.
• After a presentation by Lauren Heinonen to membership on utilizing FB, it is encouraged that the President give weekly reminders to membership to share posts from RCAA on their FB and LinkedIn pages.
• Securing cloud-based storage of RCAA documents. This will be password protected. Lauren Heinonen is working to find the best and most efficient method for RCAA Leadership.
• Work with committees to develop increased communication pertaining to specific issues in which Executive Director interface in required.
• Establish check lists for processes ensuring efficient operation of club management now and into the future.