HOW TO...START A NEW SOROPTIMIST CLUB

Transcription

1 HOW TO...START A NEW SOROPTIMIST CLUB Page 1 of 16

2 1 Contents 1 Contents Introduction Getting Started Identify a geographical area for a new club and possible new members Prospective Members Approval to Continue Extension Team Organisational Development (Extension) Grant Development Plan Sample Development Plan Make it Happen Initial Meeting Agenda Follow-up Development Process Join the Family Petition Getting the petition approved Organising the Charter Ceremony The Charter Ceremony Supporting the New Club Appendix 1 List of relevant forms/proformas Page 2 of 16

3 2 Introduction This guide is intended for anyone thinking of starting a new Soroptimist club. It takes you through some of the questions and processes that you need to consider if you are to establish a successful new club. It will also assist communication between members in Clubs, Regions, National Associations, Networks, single clubs within a country, and the Federation. If there is interest in your area to set up another club, there is a team ready to assist you every step of the way. It is recognised that the possibility of a new club can come about in many ways. Every Region, National Association, Network and Country will be proactive in regularly reviewing their area for places, which could support a new club. Often the new club will be in a country in which Soroptimism is already established, but sometimes an opportunity may arise in a country where there are no existing clubs. Additionally, sometimes an existing club is large enough to consider splitting it into two clubs. Note: The Director of Organisational Development and the Federation Office have a list of countries allocated to SIGBI for extension. Page 3 of 16

4 2 Getting Started 2.1 Identify a geographical area for a new club and possible new members Is there an existing club or was there a club many years ago? What is the size of the population? What activities is the local population engaged with in the area? Are there local project possibilities and benefits for the area? What other groups of women exist that might be interested in Soroptimism? How will you identify interested women? How will you identify prospective key personnel to form a nucleus of interested potential members? Note: Care should be taken to not affect the survival of any existing club 2.2 Prospective Members It is essential to have a nucleus of enthusiastic women to drive the growth of the new club. Involve all members in the Extension Team and the Sponsor club in creating a list of potential members Potential members may come from a range of sources e.g.: Recommendations from members of existing clubs Business and professional women in local companies and public sector organisations Local professional and trade publications/directories Local Chamber of Commerce List of Members Schools / Colleges / Universities and Hospitals Yellow Pages Local Newspapers (new firms, women executives, community leaders) Women who have been speakers at clubs or assisted with projects Tip: It may be valuable to hold a small, informal meeting with one or two potential members who will form the nucleus of the club This could be followed by one or two more meetings where they are invited to attend and bring another potential member with them These meetings would precede the 'launch' meeting 2.3 Approval to Continue When an area has been identified as having potential, the Club, Region, National Association, or Network Organisational Development Officer must: Inform the Region, National Association or Network President. In Countries without a National Association, or where there is currently no Club, the Federation Office is the first point of contact Obtain agreement from the Region, National Association or Network Council and ensure Page 4 of 16

5 the decision is included in the minutes Start research on the identified area (once approval is obtained) to assess whether a new Soroptimist club can be established and be sustained Note: In the UK, census and local authority data can be obtained to help you with the assessment of an area. In developing countries where census and local authority data is unavailable, member s local knowledge will be accepted If the outcome of your research is positive, contact the Federation Office, who will obtain approval from the Federation Director of Organisational Development to continue with your plans to start a new club The Federation Office will: o Supply a range of useful documents, including latest Soroptimist International News; o Advise on funding opportunities, and o Allocate a liaison person from the Organisational Development committee to support the initiative Note: In Countries with one or more clubs, but without a National Association, Network or Regions, the Federation Director of Organisational Development and the country's Federation Councillor must be informed about the proposed project and their agreement obtained before proceeding any further Ensure the Federation Office, Director of Organisational Development and your Federation Councillor is kept fully informed at all stages of the project In New Countries, the procedure will be led by the Federation Organisational Development Committee who will co-opt experienced members to assist as appropriate. It is important to fulfill any government requirements, which there may be in order for a Soroptimist International club to be opened in that country Note: The Federation Councillor should be part of the extension team whenever practical 2.4 Extension Team The Region, National Association or Network President will: Appoint an Extension Team, which is responsible for the development process The Team should include the Membership Officer of the Region, National Association or Network, the Federation Councillor and, where there is one, the Organisational Development Officer Identify and agree which club will act as the sponsoring club. This club will be proactive throughout the extension process, and in supporting the new club when chartered. Its role is to provide informal support, friendship and mentoring and financial accounting. The sponsoring club will also be represented on the extension team Decide when informational meetings, including the initial meeting, will be held to attract potential members Page 5 of 16

6 2.5 Organisational Development (Extension) Grant The Federation has some organisational development funds available from which grants can be made Contact the Federation Office for: - An Application Form, - Details of the procedure to apply for a Grant, and - Examples of a Development Plan and Budget Complete the application form and submit it with your Development Plan and a Budget detailing your proposed expenditure to be covered by a grant from the Federation Note: Funds are administered by the Director of Organisational Development and can only be claimed in retrospect and on provision of receipts, although the application form needs to be submitted for approval in advance of expenditure. Also note that there might be some expenditure involved at the early stages, which might not be refunded if the new club does not progress 2.6 Development Plan Once the target area is determined, the Extension Team will: Write a development plan Develop a timetable that shows the actions needed from the initial work to identify potential members through to chartering the new club, and indicate who will be responsible for each stage and task in the plan Confirm when informational meetings will be held to attract potential members - especially the initial meeting Plan to accommodate the majority of prospective members Decide how to identify interested women and when invitation letters will be mailed Select a suitable meeting venue Contact press and media in the area Develop a realistic budget by estimating the costs for materials, meetings, postage, travel and telephone expenses Establish a website for the planned club. This can be supported via the Federation and its website, and funding sought as part of costs covered in the organisational development grant Note: The website name should include the Proposed Soroptimist Club of... Tip: What worked well? - A structured Development plan with timescales Page 6 of 16

7 2.7 Sample Development Plan OBJECTIVE METHOD OFFICER To appoint an Extension Team To appoint Club Officers. To Develop Training and Development Programme for Club To appoint Treasurer to set up a Bank Account and books of account To recruit a minimum of 12 Active Members To identify and set up 2 PA Projects, local and international To set out detailed information on S.I. To monitor, review and report to Region/NA/Net work and Federation Regional Officers and Federations Councillor to meet quarterly to review progress and make recommendations Appoint Officers in consultation with prospective members. s Club Members identify training and development need Account to be opened in name of Mother (sponsor) Club.3 Signatories. Treasurer to liaise with Mother Club for training and advice Word of Mouth Advertising, Open Membership Evening, Personal Invitation Appoint Club PA Officer to liaise with Regional and Mother Club PA Officers Members to be given information on how to access material on website Quarterly meetings and reports Regional/NA/ Network OD Officer Regional/NA/ Network OD Officer Regional/NA/ Network OD Officer Regional/NA/ Network OD Officer. Regional and Club Treasurers. Regional/NA/ Network OD Officer Regional/NA/ Network OD Officer, Regional PA Officer Regional/NA/ Network OD Officer, and Federation Councillor Regional/NA/ Network OD Officer and Federation Councillor START DATE REVIEW DATE (approx: 8 months later) (as above) (approx: 8 months later) COMMENTS (add additional members who are on the team, including lead members from the potential club) (as above) Once Account opened, Treasurer to set up accounts and report monthly on a verbal basis and in writing quarterly (as above) State how many committed core members to date (as above) Programme Action Officer nominated (as above) (approx: at 8,12, & 16 months, Produce Petition one year from start date and, Charter within eighteen months from start date Page 7 of 16

8 3 Make it Happen 3.1 Initial Meeting Tip: You need to tell people WHY they should join a new club and HOW they can join The goal of the initial meeting is to generate enthusiasm among prospective members about Soroptimist International, focusing on the ways Soroptimists can improve the lives of women and girls through local club projects, national and international programmes You also need to point out that the new club would be part of an international network of clubs, with membership of almost 90,000 women worldwide with 3,000 clubs in 126 countries who all face the same challenges of balancing career and family along with volunteering Give a clear explanation of the Vision and Mission of Soroptimist International. Promote the benefits. Explain the responsibilities and the cost of membership and generate a desire amongst those present to join Show them the structure of Soroptimist International Note: Invite the Federation Director of Organisational Development to the meeting - if she is unable to attend, a member of her committee may attend. The Extension Team and members of local Soroptimist clubs should also attend this meeting Potential members should be invited to attend by a personally addressed letter with a follow up reminder phone call just before the meeting, if possible. Ask the Organisational Development Officer of the Region, National Association, Network or sponsoring club to chair the meeting. Make it short and focused and no more than an hour and a half in length. A clear agreed agenda must be followed Remember to hand out Soroptimist literature for interested women to take away with them, and include the relevant contact details Tip: Consider showing the recruitment DVD to them. It breaks up the meeting, and shows them the type of volunteering work that we do Identify key people who seem excited about the new club and whose energy and enthusiasm is contagious. These women will help spread the news of the new club Ask those present if they know of others who might be interested in joining the new club and collect these names and addresses/telephone numbers/ addresses so that invitations can be sent to them for the next meeting Note: Do not rely on the prospective members to follow up with new contacts Following the agreed meetings, the extension team must assess whether there is a viable opportunity for extension and update the development plan if necessary And Remember: It is important to have lots of fun along the way! It is what makes everybody want to come to the next meeting. Page 8 of 16

9 3.2 Agenda The Agenda for the initial meeting should include the following: Sign in and Welcome. The Mission and Vision of Soroptimist International Soroptimist International as an International Organisation The structure and status with the United Nations Soroptimist Clubs: a brief summary of how they function, showing examples of the variety of clubs Programme action some examples of how members carry out this work The responsibilities of Soroptimist membership including financial and time commitments The role of the Federation and the Region, National Association or Network Make sure there is plenty of time for questions Agree a date and time for the next meeting to be held within one month, with two further meeting dates agreed by those present Note: You need to be really motivated and determined - it helps if you have three or four people who share your enthusiasm! 3.3 Follow-up After the initial meeting, the extension team will: Assess whether there is a viable opportunity for extension and update the development plan Note: Persistence is key to making extension and recruitment efforts work Continue to contact the prospective members by telephone, or personal note to reinforce the connection Create a file of the names and addresses of prospective members who are unable to make the initial commitment Plan to make follow-up telephone calls and include them on the mailing list of the future club Start a simple prospective club newsletter, if possible, and use it along with invitations and personal contacts to describe prospective activities Tip: A regular Newsletter also enhances your new club's accessibility Page 9 of 16

10 3.4 Development Process Once the decision has been taken to continue with the new club, it is time to move to the next phase of holding regular meetings, and agreeing the development plan with the 'founder members'. This will include: Programme Action Explain and engage them about the programme action goals Identify and encourage involvement with local and international projects in line with current Programme Action objectives Give guidance on the selection of suitable programme action projects both locally and internationally, based on the current programme action objectives Form a Programme Action sub-committee at an appropriate stage, and they can identify a small number of well-run achievable projects Structure of Soroptimist International Explain the structure, management and functioning of Soroptimist International, the Federation, Region, National Association or Network and the Clubs, as determined by our International and Federation Constitutions Encourage potential members to attend meetings of other clubs and of the Region, National Association or Network Tip: Getting prospective members to another club's meetings, and/or a Region, National Association or Network Meeting helps them to understand us more quickly and settle into the organisation Club Management Appoint members to take lead roles in the formation of the club, eg. President, Programme Action Officer, Treasurer, Secretary, Development and Membership Officer etc. and with clarification of their roles and responsibilities Explain the petition and charter process and the financial implications of the event i.e. chartering expenses are not covered by the grant? Care: Members of the 'fledgling' club must not imply that they are members of Soroptimist International until the Club has been chartered and their membership confirmed The club can be referred to as the 'Proposed S I Club of Anytown' Give Guidance on the setting of a budget, the subscription fee and establishing bank accounts. A bank account must be opened once it is clear that the new club is to proceed Three signatories will be required. All cheques must be signed by any two of these three signatories Note: It is important to record attendance and notes/ minutes of all meetings, as these will be needed when the petition is submitted, together with evidence of programme action work Page 10 of 16

11 Review of Progress The Region, National Association or Network Organisational Development Officer will be responsible for reviewing the progress of the 'fledgling' club, offering guidance to ensure that meetings are correctly recorded, financial records maintained, and that there is an understanding of, and compliance with, the International and Federation Constitutions. Reports are also forwarded to the Federation Director of Organisational development Tip: Keep the momentum going and instill a sense of ownership in the prospective members! 4 Join the Family 4.1 Petition When the Region, National Association or Network Organisational Development Officer is confident that the new club is ready to be Chartered, a Petition must be completed and presented to the Federation Office. At least 12 members must have been recruited Tip: 12 members is the minimum number of members required to submit your petition. However, it is always best to exceed this number whenever possible given that some individuals may drop-out before the charter event takes place. It is always good to see in excess of 15 new members whenever possible Obtain the petition forms from the Federation Office Complete the forms and return them to the Federation Office along with minutes to show that the club has been meeting regularly, and Evidence of established, appropriate programme action work Initially, members of the Federation Organisational Development Committee will review the petition to ensure that the criteria for a new club have been met Decide who you would like as the chartering officer If all is in order, the Federation Management Board will confirm that the new club can be chartered 4.2 Getting the petition approved On agreement of the Petition, the Charter Ceremony can be planned. Tip: A period of not less than 3 months should be allowed between presenting the Petition and the Charter Ceremony to allow for the review of the Petition and to conduct a ballot of the Federation Management Board who agree that the new club can be chartered Note: Remember to keep the Federation Office informed of your plans for the Charter Ceremony. This is crucial if the Federation President is to be invited to present the Charter. Capitation Fees are due immediately after the charter ceremony and advice should be sought from the Federation Office as to the fee rate. Page 11 of 16

12 4.3 Organising the Charter Ceremony After approval, it is time to plan the event and celebrate! Date Agree a provisional date for the Charter Ceremony and include it on the petition Consult the Federation President before the date for the ceremony is fixed if the club wishes her to be the chartering officer and include this information on the petition Note: If the Federation President is not visiting that Country or Region during her year of office, she may appoint another Soroptimist (e.g. another Federation Director or a Region, National Association or Network President) to charter the club Venue Choose a suitable venue Functions vary from a short formal meeting, followed by a reception, to a very formal banquet The choice should be that of the new club's members Note: Remember to have a table set up for the signing of the charter when setting up the room/space for the event Costs Soroptimists and their guests should pay for their own tickets for the event When writing up the budget take into account the cost of tickets for official guests of the club, including the Chartering Officer. These costs are met from the club's budget for the event Note: Consult Federation Office about the rules for the payment of travel, accommodation and any expenses of the Federation President or other Chartering Officer Invitations Publicity Send out invitations in good time to local and national VIP's, representatives of other Non-Governmental Organisations (eg. Rotary, Lions), Soroptimist Federation, Region, National Association or Network Officers and members of local Soroptimist Clubs Contact local/national newspapers, radio and television to alert them to the event and the formation of a new club Note: Remember to include the website addresses of Soroptimist International, SIGBI and the website/ contact details of the new club in the press release provided for them Ask the proposed Club PR/Communications Officer to act as liaison with the media Note: The Region, National Association or Network Media Officer could also contact the media in the area Page 12 of 16

13 Insignia It is not essential for a new club to have a presidential chain of office at the time of chartering. The Federation Office or the Region, National Association or Network may be able to provide one which has been returned by a club which has closed. Member's Badges The Federation will provide members with name badges as part of the Charter Ceremony. Tip: Please ensure that names are clearly written on the Petition Form - as this is the document that will be used when the Federation Office orders the name badges. 4.4 The Charter Ceremony Invite all members of the new club to attend the Charter Ceremony Ask members to greet your VIP's Introduce your VIP's to the Federation, Region, National Association, Network and club members attending the event Tip: It might be helpful if photos of the Federation and other guests are provided ahead of the event, so that their hostess can recognise them. The ceremony should include: A welcome by the President of the new club including a mention of all VIP's Reading of the Vision and Mission of Soroptimist International The presentation of the Charter by the Chartering Officer, on behalf of the Federation, to the President of the new club The Chartering Officer may make a short speech and will then use the following words: In the name of the Federation of Great Britain and Ireland, I welcome you to the fellowship of Soroptimist International. I charge you to: Maintain high ethical standards Work for human rights and the status of women Encourage friendship between Soroptimists of all countries Give service to the community, and Promote international understanding and friendship Madam President, I give you the Charter of Soroptimist International of... Enjoy your membership of our great organisation The Charter is then signed by the founder Club President and the Federation Chartering Officer. The founder members of the Club are then inducted and receive their badges and a 'New Member's Pack' using the following words: It is with pleasure that I welcome you as members of Soroptimist International of... joining women worldwide who are bound together in service and friendship. I now offer you the right hand of friendship signifying your entry into this club and linking you with Soroptimists everywhere. We hope that you will find a sense of achievement in your membership of an international service organisation that strives constantly to improve the lives of women and girls. Page 13 of 16

14 Each new member shakes hands with the Chartering Officer, who says: As Soropimists, your duties are to maintain high ethical standards, work for human rights and the status of women, encourage friendship between Soroptimists of all countries, give service to the community and promote international understanding and friendship. Sister Soroptimists, I commend to you our new members and ask you to support them in whatever way you can. A roll call is then taken with the assembled club members standing in turn to introduce themselves by name. Each new member should sign the Charter sheet to show that she is a founder member. The Club President may then make an inaugural speech. Greetings received from those unable to attend the event should be read out. Soroptimists attending the event may wish to present greetings/gifts from their Clubs, Region, National Association or Network. A brief vote of thanks is made on behalf of the new club by one of its members to include: VIP's, Chartering Officer, Extension and Membership Officer involved with the formation of the club, sponsoring ('Mother') Club, Region, National Asociation or Network, other Soroptimists attending and the function/catering staff. Tip: It is usual to start by naming first the most important Soroptimist present (i.e. the order of precedence is International, Federation, Region or National Association or Network, Club) Page 14 of 16

15 5 Supporting the New Club The first 'Three years' There is a continuing responsibility by the Extension Team and the sponsoring Club to nurture the newly Chartered Club and support its future development. A member of the Federation Organisational Development Committee will act as liaison for the club for the first three years of its life. For example: Designate a member of the sponsoring (mother) club to contact the new club regularly Provide guidance for the new club with club management The need to make the yearly membership return and pay dues promptly To meet regularly and provide an appropriate balanced programme Mentor the new club through programme action, helping new members to choose suitable new projects and ensure they complete regular programme action reports online. Introduce the new club and its members at region, national association and network meetings, offering transportation, if feasible. Foster a strong sense of 'belonging' to our organisation. Draw their attention to conferences and study days. Remind the members of the new club that they can attend meetings of other clubs anywhere in the world. Tip: Nurture but do not dominate the new club. The new club can do things differently! Page 15 of 16

16 6 Appendix 1 List of relevant forms/proformas Before Charter 1. At an early development stage submit an Organisational Development Grant Form (read the Organisational Development Grant Procedure, and submit a Development Plan and Budget with the form). 2. Petition Form (submit Notes/Minutes of Meetings and Details of actual and proposed Programme Work with the Petition). Charter Ceremony 3. Proforma Invitation to the SIGBI President to Charter the new club. 4. Example advertisement for the local Press. 5. Proforma letter to identified potential members of the new club. 6. Example Press Release. Page 16 of 16