MEMBERSHIP POLICY. INFORMATION There are various sources of information available to guide and inform members, including:

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1 The Rotary Club of Port Louis P O Box 69 Port Louis Mauritius District No MEMBERSHIP POLICY INTRODUCTION The Strategy, Development and International Committee has responsibility inter alia for: 1 Classification 2 Membership development 3 Membership growth 4 Membership orientation and information At a meeting of the Development and Strategy Committee held on Wednesday 18 July 2006 it was decided to devise a plan for membership training, development and retention. We have adopted a pragmatic approach to render the plan simple and user-friendly. INFORMATION There are various sources of information available to guide and inform members, including: 1 The Club s By-laws 2 The Club History 3 Websites, both RC Port Louis and Rotary International 4 The Rotarian Magazine 5 Newsletters, both the Club s and the District Governor s. There should be Information talks from time to time at weekly meetings on such topics as: 1 RI and District sources of funding 2 Members responsibilities 3 Upcoming projects 4 Open sessions where members ask questions on any aspect of the Club or RI MEMBERS A database can be compiled annually (Annex 2), in which members can indicate the activities in which they prefer to be involved. Given the volume of Club activities, each member should have a specific project assigned to his leadership at the beginning of each Rotary year. This will ensure the involvement of all members in the Club s work and also facilitate planning. It will also result in more enthusiasm and effectiveness in the club. Past Presidents There is a high percentage of Past Presidents (Annex 1) amongst the current membership, who effectively operate as Counsellors to newer members and as a kind of Senate, being consulted by the President on such matters as deciding on a Presidential-nominee and for general advice. There is an additional role where they can play an important role, in mentoring new members. New members To overcome the lack of understanding amongst new members about their roles and responsibilities, and what Rotary really means, the following steps are being introduced: Year President: Michael Bootle Secretary: Rtn Ujjval Desai services@intnet.mu Mobile: (230) desai@intnet.mu Mobile: ( 230)

2 1 Each prospective member will be interviewed by the Membership Committee and his responsibilities and the nature of Rotary explained to him. 2 In most cases, a mentor (a Past President) will be appointed to assist the sponsor in ensuring that the new member is actively involved in the Club. Mentors will be appointed by the President, after discussion with the Strategy Committee and the proposed mentor. 3 The Initial Pack (annex 3) given to newly-inducted members needs to be effectively and judiciously used and not stored just like reference documents with minimal use. 4 A proper Orientation Programme (Annex 4), based on the Mentoring Worksheet (Annex 5), is to be prepared and monitored by the appointed Mentor. The Mentor must also see to it that the new member develops an interest in the activities of the club preferably in all fields by rotation. Prospective members For sustainability a club needs to invest in membership development and growth. This important exercise must be structured and cannot be performed in a haphazard manner. The following steps will be implemented: in a 1 Every year by 30 June, the Secretary will update the classification list showing filled and unfilled classifications. 2 A recruitment plan (Annex 6) for the year is then worked out, with the aid of the vacant classification list. However, it is understood that some classifications are unlikely to be filled in the local context and that good candidates may be identified in classifications already filled. 3 The new President consults with the Chairman of the Strategy Committee to appoint a Membership Recruitment Coordinator for the year, by mid-july. 4 The Coordinator should inform members of developments and make an appeal for the identification of new members at least once a month at the lunch meeting. 5 An individual members can also be nominated by the Coordinator to seek to fill a vacancy specific classification. MEBERS RSPOONSIBILITIES The following important points need to be known to sponsors of new members, so they can communicate them to prospective recruits: 1 Privileges and benefits of Rotary membership - badge - meeting leading figures in a range of professional fields - fellowship. 2 Responsibilities of Rotary membership - upkeep and protection of Rotary image - Four-way test - participation in Rotary activities - making time to attend meetings - financial costs incurred by Rotarians. 3 An opportunity to serve - social responsibility - charity.

3 CONCLUSION Sponsors must then invite prospective members to the weekly meetings so that they can see what Rotary membership involves and be known to the existing members. Rotaract must be considered a captive recruitment ground and special linkage programmes must be worked out to keep Rotaractors interested in Rotary. The lifeblood of the Rotary Club of Port Louis is its unique fellowship. This is based on the quality of our existing members, so we must therefore exercise caution when recruiting new members. We cannot compromise on quality. Our achievements can be further enhanced by structured Rotary information and the enthusiastic participation of members in preferred activities. LIST OF ANNEXTURES 1 List of Past Presidents and their classifications 2 Inventory of members interests 3 Initial Pack - list of documents 4 Orientation Programme 5 Mentoring Worksheet 6 Recruitment Plan

4 Annex 1 Past Presidents Year Classification Claude Obeegadoo Education Bob Russell Electronics Jean Claude Autrey Agriculture Research Dan Bundhoo Human Resources Consultancy Pierre Dinan Economist Jean-Claude Hoareau General Management Noel Chong Ah Yan Management Consultancy Adam Jaufeerally Physician Krishna Ramdhony Banking Kumar Gunness Pharmacist Roger de Coriolis Management Roger Leung Banking Utesh Banydeen Corporate Business Accountancy Mamed Baboo Finance Consultancy David Isaacs Retail Management Philip Ah Chuen Automotive Distribution Nand Sooredoo Civil Engineer Bernard Leong Son Security Consultancy Alan Oxenham Wine

5 Inventory of interests Annex 2 Name of member: I Club Service 1 Club newsletter 2 Weekly meeting arrangements 3 Fellowship (family outings, visiting clubs etc) 4 Fundraising 5 Public relations (press etc) 6 Webmaster 7 Rotary Foundation fundraising 8 Club directory 10 Weekly speakers II Community Service 1 Disabled persons 2 Law and Order (with the Police) 3 Health (HIV) 4 Environmental issues 5 Poverty and hunger :Dinner for the Tramps 6 : Help to ZEP school and Camp Firinga 7 : Christmas tree project 9 Urban issues: RB street children Project for helping street people off the street in central Port Louis Atelier mo Zarts III Vocational Service 1 Literacy 2 Brains Trust 3 Primary School Quiz 4 Peace and Unity 5 Careers guidance 6 Marcel Lagesse Award 7 Literacy IV International Service 1 Support to other countries 2 Rotary Foundation 3 Inter-Rotary exchanges; link with St Denis 4 GSE V Other programmes 1 Rotaract 2 Interact 3 Membership development 6 Membership recruitment

6 Annex 3 Initial pack To be prepared for all new members by the Club Secretary List of documents 1 Club by-laws 2 Club directory 3 Club history 4 Classification list 5 Selection of official Rotary International publications

7 Annex 4 Orientation programme Topics to be covered Particularly emphasising the importance of involvement and also apologising when absent 1 Club structure 2 Club meetings 3 Regular meetings 4 Fireside meetings 5 Committee meetings 6 Board meetings 7 Club assemblies 8 Make-ups 9 Club activities 10 District structure 11 Standing order for Club dues

8 Annex 5 Mentoring worksheet (over a period of 3 months) Action Date Completed 1 Briefing prior to regular Club meeting 2 Briefing prior to Fireside meeting 3 Reading of Club by-laws 4 Reading of Club history 5 Participation at a Club event 6 Role, e.g. Vote of Thanks or at the Door at a regular meeting 7 Give my job talk 8 Participate in a Service project 9 Make-up meeting at another club 10 Identify and invite a guest speaker for a Rotary meeting

9 Annex 6 Recruitment plan Identification of vacant classifications Vacant classification Recruitment coordinator Time frame Budget Analyst Stockbroker Advertising Manager Placement Specialist Landscape Architect Engineer, Mechanical Surveyor Interior Design Clergy Computer Editor School Administrator Teacher Restaurateur Dentist Real Estate Hotel Management Artist Educator

10 June ROTARY CLUB OF PORT LOUIS DEVELOPMENT, STRATEGY AND INTERNATIONAL COMMITTEE MEMBERSHIP TRAINING, DEVELOPMENT & RETENTION ACTION PLAN WHEN WHO WHAT REMARKS Club President Circulate Action Plan July Any time Incoming President Chairman D& S Club Secretary Rotary Information Officer Sponsor Sponsor Club Secretary Membership Cttee Secretary President Mentor Appoint Chairman D & S Read all relevant documents Appoint Rotary Info Officer Prepare list of unfilled classifications Prepare Recruitment Plan Circulate Info Sheet to Members Rotary Information at lunch meetings Use Info Sheet Invite Prospective Member to weekly meetings Submit membership proposal to Secretary Submit proposal to Membership Committee Consider proposal Interview candidate Organise Induction Prepare induction pack Induct new member Identify relevant Mentor Monitor Use of Initial Pack Use mentoring worksheet Use Orientation Programme