Overland Park Rotary Club

1. Overland Park Rotary Club Strategic Plan 2014 - 2017 10/15/13

2. Strategic Planning Journey REST STOP 1 REST STOP 2 REST STOP 3 REST STOP 4 Where are we today? Where are we going? How will we get there? When will we get there? • Identify strategic priorities • Align priorities with RI • Identify new goals • Review accomplishments • Conduct SWOT • Refine mission/vision • Assess current goals • Develop new strategies • Determine new goals COMPLETE

3. Strategic Planning Committee • Kathy Howell • Chad King • Trish Reedy • Don Shook • PlacherSieben • Ben Craig • Rachel Downtain • Jeb Graham • Nathan Harbur • Andy Heath • Jim Hix Marshaun Butler - Facilitator

4. Priority Alignment Rotary International Overland Park Rotary Club Support and Strength to Clubs Membership Engagement Focus and Increase Humanitarian Services Commitment to Service Enhance Public Image and Awareness Community Impact

5. MISSION and VISION Mission The mission of Overland Park Rotary is to make a positive impact in communities locally and across the world through a commitment of service, demonstration of high ethical standards and promotion of good will. Focus Area: Youth Leadership Vision Our aim is to be recognized as the preeminent service organization locally and internationally as we continually strive for human enrichment and service world-wide.

6. Overland Park Rotary ClubStrategic Plan Goals 2014 – 2017 • Enhance meeting format to improve attendance and participation. • Attract, orient and retain a talented and diverse membership pool that is aligned with the mission and mirrors the communities that we serve. • Improve the club member’s knowledge and understanding of Rotary – District, Rotary International, etc. to influence more participation. • Increase synergy and membership engagement to build participation in community service activities. • Heighten the community’s recognition of the Overland Park Rotary Club and the impact that the organization aspires to make in the communities, locally and beyond. • Leverage technology to increase the knowledge and familiarity of the Overland Park Rotary Club.

7. Overland Park Rotary Club Goals by Strategic Priority Strategic Plan 2014 – 2017 • Strategic Priority: Membership Engagement Objective: The Overland Park Rotary Club will cultivate a stable, motivated membership base that actively supports the club’s mission. Goal 1: Enhance meeting format to improve attendance and participation Goal 2: Attract, orient and retain a talented and diverse membership pool that is aligned with the mission and mirrors the communities that we serve. • Strategic Priority: Commitment to Service Objective: The Overland Park Rotary Club will better the communities we serve. Goal 1: Improve the club member’s knowledge and understanding of Rotary – District, Rotary International, etc. to influence more participation. Goal 2: Increase membership synergy and membership engagement to build participation in community service activities. • Strategic Priority: Community Impact Objective: The Overland Park Rotary Club will raise awareness of the club’s mission, accomplishments and community impact. Goal 1: Heighten the community’s recognition of the Overland Park Rotary Club and the impact that the organization aspires to make in the communities, locally and beyond. Goal 2: Leverage technology to increase the knowledge and familiarity of the Overland Park Rotary Club.

8. Strategic Priority: Membership Engagement Objective: The Overland Park Rotary Club will cultivate stable, highly qualified and motivated members that actively support the club’s mission. • Goal 1: Enhance meeting format to improve attendance and participation. • Strategies • Reorganize meeting order. • Incorporate teambuilding (fun activities)/small group discussions in lieu of speaker. • Annually assess members for program participants/presentations (Consider new program ideas for speakers). • Affirm general guidelines for meeting and club structure. • Identify and clarify roles of program participants (e.g. Sergeant of Arms, etc.). • Sergeant of Arms – use time to provide updates on what members are doing; evaluate monthly assignments vs weekly assignments; consider developing a committee to do research on members to provide the content for the SOA update • Appoint SOA to serve as timekeeper (use timekeeper card) • Review and remind members of club expectations on a regular basis. • Evaluate need to implement guidelines related to improper behavior. • Develop list of “top” bad manners (include list of exceptions) • Provide list of good manners (e.g. table tents, newsletter corner) • Consider implementing a Scooter’s table

9. Strategic Priority: Membership Engagement Objective: The Overland Park Rotary Club will cultivate stable, highly qualified and motivated members that actively support the club’s mission. • Goal 2: Attract, orient and retain a talented and diverse membership pool that is aligned with the mission and mirrors the communities that we serve. • Strategies • Activate nomination committee and related process for membership recruitment. • Assign a member of the nominating committee to meet with visitors/prospective members immediately following the meeting (provide them with a brochure/answer questions, etc.) • Assess membership composition and identify gaps for targeted recruitment efforts. • Refine orientation process for new members. • Assign “buddies” to red badge members to assist with orientation and acclimation with the club. • Continue to host social gatherings to get to know fellow Rotarians.

10. Strategic Priority: Commitment to Service Objective: The Overland Park Rotary Club will better the communities we serve. • Goal 1: Improve the club member’s knowledge and understanding of Rotary – District, Rotary International, etc. to influence more participation. • Strategies • Provide information corner on Rotary on website, newsletter (did you know section?), updates at meetings. • Invite guests from District to speak and provide updates. • Goal 2: Increase membership synergy and membership engagement to build participation in community service activities. • Strategies • Evaluate current projects and identify priorities for next year. (see next pg) • Expand list of community service opportunities so that members of all age can contribute. • Evaluate potential to include service activity as part of Monday meeting program. • Develop partnerships with other clubs to co-sponsor community service projects, other activities, etc. Evaluate why efforts have not worked in the past. • Build committee with a primary focus on Rotary International.

11. Overland Park Rotary PROJECTS Topic Weighted Avg./Rank • Star Spangled Spectacular 9.67 • Youth Leadership Institute 8.92 • Overland Park Rotary Foundation 8.48 • Polio Plus 8.29 • Youth Exchange 7.40 • Social/networking in the club 7.12 • International efforts such as Mali or Vietnam 7.04 • Greater Kansas City Day 6.45 • Small Bottles 5.11 Potential New Partners: Heart to Heart International; Public School Libraries

12. Strategic Priority: Community Impact Objective: The Overland Park Rotary Club will raise awareness of the club’s mission, accomplishments and community impact. Goal 1: Heighten the community’s recognition of the Overland Park Rotary Club and the impact that the organization aspires to make in the communities, locally and beyond. Strategies • Introduce the community to real stories and positive impacts from community outreach and service projects . • Show how Rotary is integrated positively into the community through connecting with other clubs, community and civic organizations, etc. • Outreach to new businesses in community; invite leadership to attend meetings. • Present an award to a local business for their impact in the community (Quarterly?)

13. Strategic Priority: Community Impact Objective: The Overland Park Rotary Club will raise awareness of the club’s mission, accomplishments and community impact. • Goal 2: Leverage technology to increase the knowledge and familiarity of the Overland Park Rotary Club. • Strategies • Increase utilization of social media. • Push the newsletter to prospective members, visitors, friends that are interested in Rotary. • Provide bio/summary information of speakers in advance (e.g. website, e-Spoke). • Use mass text technology to provide meeting reminders, updates, etc.

14. Overland Park Rotary ClubSTRATEGIC PLANNING Meeting and Fireside Chat recap

15. Where are we today? • We have many accomplishments to be proud of: • Youth Leadership Institute • Star Spangled Spectacular • Increased diversity in the club • Membership composition

16. Where should we be going? • Mission • What do we do? Serve; Address causes that touch us; Fellowship/socialize; Network; Lead • For whom do we do it? Community; Each other Recognize multiple reasons exist • Why do we do what we do? Educate; provide knowledge of community through programs • What image do we want to convey? We are impacting lives of others; find people with similar goals/ideas; together we can do more RI Mission “Is to provide service to others, promote integrity, and advance world understanding, goodwill, and peace through our fellowship of business, professional and community leaders. “ OPR Mission (DRAFT) Promote peace in our surrounding communities and around the globe through a local network of professional and civic leaders unified by a common commitment to timeless service, high ethical standards and goodwill.

17. Where should we be going? • Vision • What do we want to be recognized for? • Expand/impact service value • Improve community awareness • What do we need to work on to reach our ideal club? • Larger impact; with more members = could do more • Set standards and expectations for membership • Membership should represent community/diverse professions, religions, races, political preference, etc. • Emphasize business manners (e.g. cell phone usage, early exits, financial impact) • Engagement: RI, District, Other local clubs OPR Vision (DRAFT) Our aim is to be recognized as a leader locally and internationally for our efforts to progressively erase polio and continually strive for human enrichment and service world-wide.

18. Where should we be going? • SWOT: Strengths (What should we continue?) • Red badge meetings/socials • Support of each other internally • Service opportunities • Fun and informative meetings • High quality speakers • Youth Leadership Institute (YLI) • Star Spangled Spectacular (SSS) • Greater KC Day (local camp, club foundation, increased participation) • Commitment to local Foundation • Integration of new/old members • Diversity of club: age, sex, religion, politics, race • FIRESIDE Chat: What makes you proud? • Quality of members and service they provide to community • Community connections and awareness • Worldwide efforts to build projects/donate • Put personal/professional passions to work • Star Spangled Spectacular • Personal relationships that have been developed • Eradicating polio • Learning new information through programs • Service above self – good people • Opportunity to engage with other community leaders/acceptance of your opinion • Diversity • Stature of club members • Immigration ceremony • Focus on youth leadership • Exchange programs

19. Where should we be going? • SWOT: Weaknesses (What should we stop?) • Red badge meetings – not defined by time that you joined • Diversity • Limited participation in District and International Rotary • Lack of knowledge related to available resources • Improper manners (clique/sitting with certain members; members leaving early, cell phone usage during meeting) • Define meeting roles (e.g. clarify expectations, time limits) • Limited social opportunities • FIRESIDE Chat: What should we change? • Cell phone usage should be frowned upon • Meetings should start promptly at Noon • Time limits should be implemented for SOA, Classification talks, Announcements • Leadership training for committee board leaders/job descriptions • Network and chance to work with other members (shake up seating arrangement) • Engagement with district • Another type of fireside/tableside • Change seating • Wireless microphone so announcements can be heard • Updated menu with more variety (salad bar – less expensive; full meal (full cost) • Replace market report with local business update (quarterly) • Hold open forum during election cycle; explain different elections/facts only

20. Where should we be going? • FIRESIDEChat: Kind of members to recruit? • Review OP Chamber member list for comparison • Separate Fireside chat for Red Badge members and board members • Outreach to new businesses in community • Chief of Police, Fire • Membership book – list members and their recruits • Target potential members in media • Continue to develop diverse membership base • Industry/title should not be focus; emphasis should be on “classy” leaders - high integrity & passion for service • FIRESIDEChat: What should we do more of? • Small group discussions at Monday meetings (3x/yr) • Advertise events open to member and guest (versus only spouse/significant other) • Offer more female or male only events (those without spouse would feel welcomed) • Better follow-up with YLI alumni • Offer different projects to keep older members engaged; keep up service opportunities • More socials, fireside chats, dinners • On-boarding for Red Badge members • New member program • Greater focus on Rotary International • SWOT : Opportunities (What can we begin?) • Build culture of openness (assign new members buddies • Evaluate order of meeting (Invocation, Pledge, Good News, SOA) • Increase opportunities for socials/informal gatherings • Annually assess members for program participants/presentations (training on program chair) • Breakdown small group activities (e.g. poker, bowling) • Recruitment (assess gaps for membership; link to enews letter, utilize committee) • Identify multi-year grant opportunities/programs; consider developing a committee to oversee/guide involvement in Rotary International

21. Where should we be going? • FIRESIDE Chat: Obstacles • Need confidence we are adding value to existing membership/potential members • How to entice entrepreneurs to commit to Rotary • Used to focus on presidents/now seek more mid-level careerists • Length of time to become blue badge • Financial requirements may be barrier to younger members • Time commitment is difficult • SWOT: Threats (What should we think about?) • Age/Diverse backgrounds • Time of club meeting • Time requirements of being involved/a member • Cost to participate ($1200/year) • Perception of Rotary members (‘ol white guys’) • Competition amongst other clubs for members/other service related clubs • Culture change in business/pressures of professionals

22. Where should we be going? • FIRESIDE Chat: Communication/Gaps in getting information • Short written reports from each board would improve transparency in decision making, etc. (publish on eSpoke) • Sponsor • Monday meeting • Other Rotarians • Electronic communication not always good • More social media – facebook • GAPS • Information on members on LOA, moved, joined other clubs • More opportunities to meet Red Badge members • List basic information on members (name, classification, bio) • Include prospective members in communication • Advance information regarding speakers • Highlight speakers on website • FIRESIDEChat: Other • Wear Rotary pin Tuesday through Sunday • Speakers – Compass Minerals, Sprint, Cerner, Teva, Whole Foods (encourage members to seek speakers) • Attend District meeting – gain better understanding/establish connections • Read Rotary magazine • Feature mission moment (recent community service) • Provide refresher orientation before one gets blue badge (reinforce expectations, remind of infrastructure, purpose, areas to volunteer) • Consistently encourage members to volunteer • Ask sponsors to meet with new members more frequently to ensure member is engaged/comfortable with getting involved • How can we better notified of important personal events • Need greater focus on caring for club members who are ill • When on travel use International Book of Rotary Clubs to determine times/dates for local meetings

23. Strategic Priorities(common themes) • Membership Engagement • How can we improve communication with members? • How can we improve the orientation process? • How can we get/keep members engaged/involved (recruit, retain and cultivate)? • How should we consider enhancing the meeting structure and programs/presentations? • Commitment to Service • What are new service projects we could implement? • How can we increase club involvement locally, regionally, nationally, internationally? • How can we improve knowledge, understanding of Rotary resources to expand/increase service projects? • Community Impact • How can we improve community awareness of our club’s activities? • Where should we allocate our funds to support signature projects and other community organizations/efforts? • What opportunities exist to collaborate with area clubs on similar service activities?

24. Overland Park Rotary ClubSTRATEGIC PLANNING Survey Results November 13 – meeting comments

25. Weighted Avg. 6.55 SURVEY RESULTS The mission of Overland Park Rotary is to PromotePeace in our surrounding communities and around the globe through a local network of professional and civic leaders unified by a common commitment to timeless service, high ethical standards and goodwill. 1. How much does this mission statement accurately reflect what we do, who we serve, why we do what we do and the image we want to display? • Comments • Activities not align with mission • Provide better understanding through exchange program • Not do much to support mission • Need to include reference to welfare, health and quality • Fifty percent of members here for personal interest and not service • Mission should be to serve community • We have done little and plan to do little toward this statement • Broaden • ;Like it • Comments • “PEACE” is not part of mission • Should focus on children and youth • Emphasize good will/community involvement • Should reflect more focus on local level • Scholarship for a simple essay is ridiculous • Should describe service local and abroad • No changes • We cross many charitable causes; but not peace • Through community service, adherence to ethical standards and professional lives, strive to uphold …

26. MISSION: DRAFT 1: The mission of Overland Park Rotary is to PromotePeace in our surrounding communities and around the globe through a local network of professional and civic leaders unified by a common commitment to timeless service, high ethical standards and goodwill. DRAFT 2: The mission of Overland Park Rotary is to promote improved quality of life and well being with an emphasis on youth and children in our local communities and across the world. This is accomplished through a local network of professional and civic leaders unified by a common commitment to service, ethical standards and goodwill. DRAFT 3: The mission of Overland Park Rotary is to serve our local communities and neighbors abroad, through a unified commitment to service, high ethical standards and goodwill. OPR Vision (DRAFT) Our aim is to be recognized as a leader locally and internationally for our efforts to progressively erase polio and continually strive for human enrichment and service world-wide. Revised Mission and Vision on Next Page Preferred Mission Statement; revised on next page

27. REVISED OPR Mission: The mission of Overland Park Rotary is to serve our local communities and neighbors abroad, through a unified commitment to service, high ethical standards and goodwill. Comments from meeting: Too broad; service to other; distinguish; betterment vs serve; distinguish from RI Mission; closely mirror RI mission (local and world communities); fellowship REVISED: The mission of Overland Park Rotary is to make a positive impact in communities locally and across the world through a commitment of service, demonstration of high ethical standards and promotion of good will. Focus Areas: Youth Leadership; Others ? REVISED OPR Vision Our aim is to be recognized as a leader locally and internationally for our efforts to progressively erase polio and continually strive for human enrichment and service world-wide. Comments from meeting: Preeminent service organization; leading; promotion of ethical standards; distinguished REVISED: Our aim is to be recognized as the preeminent service organization locally and internationally as we continually strive for human enrichment and service world-wide.

28. SURVEY RESULTS 2. How would you rate our club's... (The more stars you give, the better you think we are.) Topic Weighted Avg. (based on 10) • Commitment to Service 8.31 • Community Impact 7.84 • Membership Engagement 6.39 3. How can we improve membership engagement (Give most stars to the idea that is best) • Topic Weighted Avg. (based on 7) • Provide weekly updates at meetings 5.27 • Host additional social gatherings 4.15 • Incorporate team building activities 4.57 • Distribute written reports from board meetings 4.08 • Comments • Keep fun • Host reception for new members • Keep trying the social events • Assign new member to committee • More opportunities to engage in lieu of program • Host service opportunity in lieu of meeting • Report brief update from board meetings • Have table forum at least twice annually • Comments • Host meetings at other times for optional make-up sessions • Chair persons doing what they want instead of committee • Encourage seniors to mentor new members • Involve relatives of members • Hold mini service opportunities • Have more small group discussions/liked mixing table seats

29. SURVEY RESULTS 4. How can we enhance membership orientation Topic Weighted Avg. (based on 7) • Assign buddies to new members 5.24 • Hold refresher course before receiving blue badge 4.42 • Have separate fireside chat for red badge members 3.50 • Request sponsors meeting more frequently with new members 4.88 • Provide leadership training for increased commitment on board and committees 4.66 • Comments • Better organized process for new member orientation • Good system; need to ensure good members are committed to positions of responsibility • More information on who is on what committees • Share and document expectations • Hold several sessions to gage new member satisfaction, understanding of Rotary, involvement, etc. (3, 6,9 month) • Comments • Meet often, but act seldom • Commit to more smaller projects • Follow-up with guests to provide more information, answer questions, ask how we can improve, etc. • Emphasize attendance, participation and leadership • Formalize sponsor responsibilities – assign mentor as buddy • Provide brief committee updates at meetings

30. SURVEY RESULTS Preferred Means of Communication 5. What is your preferred method of communication? Topic Weighted Avg. • Email 1.14 • Meeting updates/face to face 2.90 • Phone call 3.20 • Text messaging 3.39 • Snail Mail 4.37 6. What topics are you most interested in learning about during weekly program? Topic Weighted Avg. (based on 10) • Sports 6.16 • Politics/Government 8.45 • Entertainment 5.02 • Finance/Financial Planning/Banking 5.96 • Health care 6.35 • Community Service/Not for Profits 7.04 • Leadership/Professional Development 7.85 • Comments • Local/city happenings • Service opportunities • Business news • History • Geography • Book reviews • International and world news • Economic issues • Mind, body and health • Technology/science • Honor local youth talent • City/Council leaders • Top leaders from leading companies in area

31. SURVEY RESULTS 7. We should develop guidelines to address improper manners during meetings: Topic Percent of Total • Strongly Agree 18.4% • Agree 26.5% • Somewhat Agree 16.3% • Neutral 24.5% • Somewhat Disagree 4.1% • Disagree 8.2% • Strongly Disagree 2.0% 61.2% • Comments • Use of master list is not appropriate – correspondence sent via master list should be approved • Provide examples of “good manners” as opposed to emphasizing “bad manners” • Pick three areas to implement and focus on • Maybe rules exist and we just need to implement them • Hold accountable on personal level – sit in front to hear; sit near door if you need to leave early; exit before speaker; ask those that are disruptive to be quiet/turn off phone • Comments • Send reminders in written communication/email/newsletter; should not address from podium • Implement scooter table • Not observe a serious problem • It is president’s job to address issues • Use mentor approach and implement fines • Not observe improper behavior any more than other meetings • Proper introductions with name last – so that it can be remembered

32. SURVEY RESULTS 8. Please rank the best ways to improve program structure: Topic Weighted Avg./Rank • Implement time limits on presentations 1.88 • Feature Mission moments 2.55 • Incorporate small group discussions 3.43 • Replace market report with local business update occasionally 3.72 • Incorporate guidelines for improper manners 4.02 9. How much of a barrier to membership are the following? More stars, bigger barrier Topic Weighted Avg. (based on 10) • Financial requirements 6.41 • Time required to be a member 5.78 • Competition for membership amongst other clubs 4.23 • Competition for membership amongst other service clubs 4.63 • Perception of membership composition 5.77 • Time of weekly meetings 3.42 • Public knowledge about Rotary 6.92

33. SURVEY RESULTS 9. What is the best way to collaborate with other clubs. Preferred way at top (lowest). Topic Weighted Avg./Rank • Joint sponsorship of community activity 2.12 • Hold joint social activity 2.27 • Host join meeting with other club 2.76 • Partner to apply for district or national grant 2.86 10. How can we best improve community awareness of club activities? More stars = better idea Topic Weighted Avg. • Increased use of social media 5.69 • Hold joint social/networking activities with other clubs 4.21 • Distribute newsletter to prospective members 4.54 • Target new members with a link to media 4.98 • Increase outreach to new businesses in area 5.68

34. SURVEY RESULTS 11. Which initiatives are the most important for us to continue to support? Topic Weighted Avg./Rank • Star Spangled Spectacular 9.67 • Youth Leadership Institute 8.92 • Overland Park Rotary Foundation 8.48 • Polio Plus 8.29 • Youth Exchange 7.40 • Social/networking in the club 7.12 • International efforts such as Mali or Vietnam 7.04 • Greater Kansas City Day 6.45 • Small Bottles 5.11 12. Would you be interested changing the venue for Monday meetings? Topic Weighted Avg. • Yes, only to improve quality of food and service. 22.4% • Yes, only to maintain or reduce cost 28.6% • Yes, we should support club members’ businesses 8.2% • No, stay at Marriot 40.8% 59.2%

35. SURVEY RESULTS 12. What else do you want the board/strategic planning committee to know? • Should have more vegetarian food options • Need to assess overall satisfaction with club • Not like food, but should stay at Marriot • Poor food • Concern regarding support of Youth Exchange Program • Need to understand more about Rotary – District, Rotary International, Foundation, etc. • Don’t let zeal for new members result in networking club • We used to be business organization • Seek higher caliber members • Would like to know the goals of the board

36. As a result of this strategic planning process, we want to…? • Clarify everything • Connect and get more engaged with District, Rotary International • Determine where we want to grow/focus • Evaluate club focus against priorities of Rotary International: • Support and strengthen clubs • Focus and Increase Humanitarian Service • Enhance Public Image and Awareness