CLUB CARE

1
CLUB CARE

• THE CLUB IMPROVEMENT
• PROGRAM

2
CLUB CARETHE CLUB IMPROVEMENT PROGRAM

• Q Why have such a Program?
• A To lift the satisfaction level of
  members
• which in turn leads to better
  retention

3
CLUB CARETHE CLUB IMPROVEMENT PROGRAM

• Q How does it work?
• A Members anonymously complete a Club
• Care Survey form the answers enable
• the club to identify the areas that may
• need strengthening

4
CLUB CARETHE CLUB IMPROVEMENT PROGRAM

• Q When should members complete the
• Club Care Survey?
• A (a) Just before the start of each
  Lions
• Year
• (b) At least 9 weeks before
  undertaking a planned
• Club Membership Growth
  campaign
• (this enables you to
  strengthen any weak
• areas prior the arrival of
  your new members)

5
CLUB CARETHE CLUB IMPROVEMENT PROGRAM

• Q Where can I obtain the Club Care Survey
• Form?
• A From mid February you will be able to
• download the 2008 survey form
• from the MD Website
• http//www.lionsclubs.org.au

6
CLUB CARETHE CLUB IMPROVEMENT PROGRAM

• Q Is the Club Care Survey form different
• to the 2006 2007 form?
• A Yes it is changes are made as a result of
  answers
• provided in the previous year some new
• questions are asked, while others are
  deleted
• your responses are also helping fine tune
  how
• Clubs, our District and our Multiple
  District can
• better meet the aspirations of Lions in
  the early
• years of this century

7
CLUB CARETHE CLUB IMPROVEMENT PRORAM

• Many Clubs participated in the 2006 2007
• Survey We thought it may be helpful to you,
  to revisit the questions in that survey, and as
  well to provide recommendations for
• consideration should one or more of the areas
  surveyed need attention to further improve the
  satisfaction level of your members

8
CLUB CARETHE CLUB IMPROVEMENTPROGRAM

• BOARD
• MEETINGS

9
BOARD MEETINGS

• Does your club hold its Board Meetings
• As part of a Dinner Meeting
• As part of a social activity
• Separately only as a Board Meeting
• Other

10
RECOMMENDATIONS

• Regardless of current scheduling of
• Board Meetings, review with full
• membership if the current scheduling
• remains the preferred option
• It is recommended this review take
• place on an annual basis

11
BOARD MEETINGS

• How often does your club hold
• a Board Meeting?
• Monthly
• More Often
• Less Often
• Not Sure

12
RECOMMENDATION

• If held other than monthly, consider changing
  to monthly

13
BOARD MEETINGS

• DO BOARD MEETINGS START ON TIME?
• YES
• NO
• NOT SURE

14
RECOMMENDATIONS

• Is the starting time appropriate for members?
• If not change to a time that suits
• the majority
• If the majority favour a different day or
• night make the change

15
BOARD MEETINGS

• Do Board Meetings usually
• finish on time?
• Yes
• No
• Not Sure

16
RECOMMENDATIONS

• If not finishing on time because of a late
• start, see recommendations 2 slides back
• If not doing so, use an agenda with a
• copy given to everyone at the meeting
• Chairman to firmly, but gently, keep to it
• Encourage members to speak only once
• to each agenda item

17
RECOMMENDATIONS CONTINUED

• Encourage those reporting to the meeting, to
  prepare concise reports, preferably in writing,
  in advance of the meeting this includes
  President, Secretary and Treasurer
• Have Board members agree to a finish time and
  endeavour to stick to that time

18
RECOMMENDATIONS CONTINUED

• Prior commencement of the meeting the
  secretary to open correspondence and make a
  written numbered listing showing each sender and
  the subject matter the listing is given to each
  person present
• In consultation with the President determine
  what will be read and what will be referred to
  ensure however each member has, if required,
  access to all correspondence, along with the
  opportunity, where sought, to have the meeting
  discuss any item or items

19
BOARD MEETINGS

• Does every member present at the Board Meeting
  receive a copy of the agenda?
• Yes
• No
• Not Sure

20
RECOMMENDATION

• If not Please arrange an
• agenda for each person in
• attendance

21
BOARD MEETINGS

• How do you prefer to handle correspondence
• in Board Meetings?
• Everything must be read in full
• Everything must be read, but in summary form
• Use a written and numbered summary
• Dont read it, just table it
• Secretary can exclude non Lions advertising
• You really dont mind how they do it

22
RECOMMENDATIONS

• If answers given suggest members would like
  correspondence handled in a manner different to
  that currently used make the change
• If you make a change revisit the issue after 3
  months to see if in reality members are happy
  with the end result

23
BOARD MEETINGS

• The level of formality in Board Meetings
• is About right
• Too formal
• Too informal

24
RECOMMENDATIONS

• If considered to be either too formal
• or too informal, adjust accordingly
• If adjustments are made, after
• 3 months check to see if the right
• adjustment has been made

25
BOARD MEETINGS

• The atmosphere in debate during Board Meetings
  is
• About right
• Could be better
• Must be improved

26
RECOMMENDATIONS

• If of concern, openly discuss with Board
  Members how the atmosphere can be improved
• Generally a firm, yet gentle chairman, using
  an agenda and keeping to it will aid a polite
  atmosphere, as will an understanding that members
  speak once to each matter under discussion once
  that is, unless the mover of a motion or where
  further comment is sought
• All discussion to be through the chairman

27
CLUB MEETINGS

• At non Board Meetings which would you prefer
• Meals for everyone
• No meals for anyone
• As an individual you can choose to dine or
  not
• Only serve a light snack or supper
• Everyone brings something to share
• Tea/coffee only

28
RECOMMENDATIONS

• Should a majority wish for a change,
• make the change
• After 6 months, resurvey members they may be
  fine with the changes made or having tasted
  change, they may wish to revert back or make some
  other modification

29
CLUB MEETINGS

• What would be your level of concern if your
• club had only one meeting per month (other
• than Board Meetings)?
• You only have one meeting now
• You would welcome the change
• You would not be concerned about it
• You would have minor concerns about it
• You would have major concerns about it
• You dont have an opinion about it

30
RECOMMENDATIONS

• Should most members welcome the change, have
  no or only minor concerns and where no member has
  a major concern, we recommend you change to one
  meeting per month, providing you monitor the
  outcome by resurveying members after 3 to 4
  months
• Where a small minority have a major concern,
  providing they do not intend to resign, we again
  recommend the change be implemented
• If a large number have major concerns, do not
  make any change

31
CLUB MEETINGS

• If you have a partner who is not a Lion would
  they be more or less
• likely to join if club meetings were once
  monthly?
• Yes, more likely
• Maybe, not sure
• No, unlikely to
• Does not apply to you

32
RECOMMENDATIONS

• Where a number of partners are likely to
  join, we recommend the change to monthly meetings
  be made, providing youre not going to lose a
  similar or greater number of current Lions

33
CLUB MEETINGS

• Your system of welcoming visitors and
  introducing guests to meetings (other than Board
  Meetings) is
• Handled well
• Could be better
• Must be improved

34
RECOMMENDATIONS

• If answered could be better or must be
• improved
• For a known visitor have a pre
• determined Lion meet, greet and host
• for the meeting, including one on one
• introduction to all Lions, if able purchase
  a
• drink and at conclusion give thanks for
• attending

35
RECOMMENDATIONS CONTINUED

• For an unknown visitor
• Whoever is on the door to quickly arrange for
  another member to do the hosting and
  introductions etc as just previously outlined for
  greeting and hosting a known visitor

36
RECOMMENDATIONS CONTINUED

• Where the visitor is the guest speaker
• In addition to the introductions etc for both
  known and unknown visitors as previously
  outlined, ensure the speaker is formally
  introduced early in the meeting also, before
  the meeting obtain a suitable profile, so at the
  appropriate time, a professional introduction can
  be made (print in bulletin too) give thanks
  following the address and at the conclusion of
  the meeting

37
CLUB MEETINGS

• Keeping Club Meetings interesting
• Is
• Handled well
• Could be better
• Must be improved

38
RECOMMENDATIONS

• If answered could be better or must be
• improved
• Refer to the many interesting concepts in
• the Pride in Growth Manual in the Club Care
• section (on the MD website early March) and in
• Particular, the sections containing
• The Dinner Meeting Kit
• The Tail Twisters Kit

39
CLUB MEETINGS

• The number of guest speakers is
• About right
• Not enough
• Too many

40
RECOMMENDATIONS

• If necessary, adjust the number of guest
• speakers in accordance to answers
• provided by members
• If you need to increase the number and
• you have difficulty sourcing speakers,
• Contact other clubs in your zone to learn
• of suitable speakers who have addressed
• their meetings

41
RECOMMENDATIONS CONTINUED

• Ask your District to set up a central guest
• speaker list, to which all clubs contribute
• by forwarding to District the names and
• contact details of each guest speaker they
• have
• District officers are a resource base for
• imparting information while doubling as
• guest speakers

42
RECOMMENDATIONS CONTINUED

• If concerned about not having a large enough
• group of members to address
• - Invite neighbouring clubs to join you and/or
• - Invite groups within the community who are
  likely to be interested in the speakers address,
  to join you (you may get new members from doing
  this)
• If no guest speaker chairman, appoint one

43
CLUB MEETINGS

• The Activities of the Tail Twister are
• Handled well
• Could be better
• Must be improved

44
RECOMMEDATIONS

• If answered could be better or must be
• improved see the Tail Twisters Kit in
• the Club Care section of the Pride in
• Growth manual (on the MD website early
• March)
• If the Tail Twister continues to struggle
• appoint an assistant

45
CLUB MEETINGS

• At meetings, keeping members
• informed about club activities and
• decisions is
• Well handled
• Could be better
• Must be improved

46
RECOMMENDATIONS

• If could be better or must be improved
• Arrange for Vice Presidents and or
• committee chairmen to give timely, but
• short informative reports both prior and
• after activities
• When those persons know theyll not be
• in attendance, have them provide the
• information to another Lion to report

47
CLUB MEETINGS

• The venue for the meetings is
• Satisfactory
• Could be better
• Must be improved

48
RECOMMENDATIONS

• If could be better or must be
• improved, investigate other
• options

49
CLUB MEETINGS

• The number of visits to other clubs is
• About right
• Not enough
• Too many

50
RECOMMENDATIONS

• If necessary increase or decrease if
• increasing select dates and
• appoint a visitation chairman to arrange
• visits to other clubs, and visits by other
• clubs to your meetings
• Offer to host a combined meeting with
• other clubs in your Zone

51
CLUB MEETINGS

• What is your clubs policy on Partner
• Meetings
• Club has Partner Meetings
• Partners are always welcome
• Not sure

52
RECOMMENDATION

• If your club does not have
• Partner Meetings it is
• recommended you consult
• with members re having some
• - Review after six months

53
CLUB MEETINGS

• If your club has Partner Meetings, are the
  number held
• About right
• Not enough
• Too many

54
RECOMMENDATION

• If not enough or too many,
• adjust as necessary

55
CLUB MEETINGS

• If your spouse or partner is not a Lion, do
• they usually enjoy club meetings
• Enjoys them
• Doesnt enjoy them
• Doesnt attend
• Does not apply to you

56
RECOMMENDATIONS

• If doesnt enjoy them, ask partners their
• views on how to improve them to make
• them more enjoyable
• Pay particular attention to the formation
• of cliques at Partner Meetings see
• recommendations titled Before the
• Meeting in the Club Care section of the Pride
• in Growth Manual (on MD website early March)

57
COMMUNICATION

• Providing you with information on what
• Lions do and their history
• Handled well
• Could be better
• Must be improved

58
RECOMMENDATIONS

• Ask members where they seek
• improvement subject to answer, one or
• more of the following
• Encourage members to attend District
• organised training courses
• (clubs may wish to assist with cost)

59
RECOMMENDATIONS CONTINUED

• Arrange through District to have
• Lions Orientation sessions at your
• meetings
• Ask District officers to be guest speakers at
  your meetings

60
RECOMMENDATIONS CONTINUED

• Arrange to have a 2 to 3 minute information
  brief on a topic of interest at each of your
  meetings the Multiple District prepared
  Administration Manual contains a substantial
  number of prepared briefs which can be used.

61
COMMUNICATION

• How your Club does inductions
• Handled well
• Could be better
• Must be improved

62
RECOMMENDATIONS

• Use a sample induction from the
• Club Membership Growth section of
• Pride in Growth available on the MD
• website from early March
• President may wish to delegate the
• Induction to a well spoken Lion

63
COMMUNICATION

• Training courses provided by Lions
• Handled well
• Could be better
• Must be improved

64
RECOMMENDATIONS

• If could be better or must be improved,
• find out specific concerns of your
• members and advise the DG who in
• conjunction with the Development (MERL) team,
  if felt necessary will
• endeavour to implement improvements

65
COMMUNICATION

• Attitude to new ideas or suggestions in
• your club
• Handled well
• Could be better
• Must be improved

66
RECOMMENDATIONS

• If could be better or must be improved,
• advise club members the survey revealed
• the problem exists ask them to keep it
• in mind before rejecting new ideas try
• to build an attitude of how to make an idea
• work, rather than why it will not - Be very
• careful not to upset members, especially
• new members, when ideas come forward

67
COMMUNICATION

• How members of your club relate to each
• Other
• Handled well
• Could be better
• Must be improved

68
RECOMMENDATIONS

• If could be better or must be improved, advise
  the survey has revealed the problem exists
  Eliminate cliques by
• mixing the members at meetings,
• projects and socials
• At each meeting have a member speak
• about their life to date

69
COMMUNICATION

• Recognition given to individual members
• of the club is
• Handled well
• Could be better
• Must be improved

70
RECOMMENDATIONS

• President at Club Meetings to recognise
• those who lead projects and those who
• assist Project Chairmen to thank Lions
• at the project, as well as thanking them at
• the next Club Meeting - Develop an
• awards program from certificates
• through to the various Lions awards

71
COMMUNICATION

• In the last 3 years, has your present club
• completed the Member Skills/Interests
• Survey
• Yes
• No
• Not sure
• You dont know what it
  is

72
RECOMMENDATION

• If all or any members have not
• completed this survey form, have
• them do so the form is in the Club
• Care section of the Pride in Growth manual
  
• on the MD website from early March -
• endeavour to match the skills and interests
  of
• members with the activities undertaken by
  the
• club

73
COMMUNICATION

• Your Club Bulletin or Newsletter is
• Useful
• Could be better
• Dont have one
  

74
RECOMMENDATION

• If could be better, have editor seek ideas
• from members Seek guidance from
• District PRO and District Newsletter
• Editor The District Governor can
• recommend publications from other
• Clubs for ideas to aid improvement, or if
• you currently do not have a publication,
• these same contacts can help you start
• one

75
SOCIAL ACTIVITIES

• The number of social activities is
• About right
• Too many
• Too few

76
RECOMMENDATIONS

• If necessary simply make an adjustment
• If theres a need to increase socials see
• the many suggestions in the Club Care
  section
• of the Pride in Growth manual (on the MD
• website from early March) also seek ideas
  from
• your own members ask other clubs at Zone
• Meetings about their socials If you dont
• have one, appoint a Social Chairman

77
SOCIAL ACTIVITIES

• The social program is
• Handled well
• Could be better
• Must be improved

78
RECOMMENDATIONS

• If could be better or must be improved,
• again seek ideas from members, and
• other clubs as well as consulting the
• Club Care section of the Pride in Growth
• manual (on the MD website from early
• March) this manual has a
• wide variety of ideas at all cost levels

79
SOCIAL ACTIVITIES

• Planning and execution of events is
• Handled well
• Could be better
• Must be improved

80
RECOMMENDATIONS

• If could be better or must be improved, plan a
• calendar of social activities 6 and preferably 12
  
• months in advance setting out dates, costs and
• any special requirements for each event Fully
• detail events to members neither over or under
• selling As an event comes closer, remind
• members at meetings and in club publications

81
SOCIAL ACTIVITIES

• Over a year, the total cost of social events is
• About right
• Too high
• Too low

82
RECOMMENDATIONS

• If too high, change the type of socials to
• bring costs down - for ideas, see the Club
  Care
• section of the Pride in Growth manual
  available
• on the MD website from early March Also
• discuss with your members and other clubs
  for
• ideas
• If too low, members are probably looking
• for an increase in quality - again consult
• with members and other clubs as well as
• referring to the Club Care manual

83
SOCIAL ACTIVITIES

• Ensuring social events are enjoyable for
• all
• Handled well
• Could be better
• Must improve

84
RECOMMENDATIONS

• If could be better or must be improved,
• consult with members for their ideas of
• improvement where your members
• have differing needs of the social
• program, try to develop the program so
• therell be some activities to cater for
• each set of needs, rather than a program
• that appeals to some all the time and to
• others, not at all

85
SOCIAL ACTIVITIES

• If your spouse or partner is not a Lion,
• do they usually enjoy social activities
• Enjoys them
• Doesnt enjoy them
• Doesnt attend
• Does not apply to you

86
RECOMMENDATIONS

• If a number of partners do not enjoy the
• social activities conduct a survey of the
• the partners to determine what is needed
• to make the socials more enjoyable for
• them

87
COMMUNITY SERVICE

• The number of community service
• projects in your club is
• About right
• Too many
• Too few

88
RECOMMENDATIONS

• If too many, scale back if not enough,
• increase
• Recommend the implementation of the
• Lions Community Needs Analysis
• survey plus the Member Skills/Interests
• survey - both in the Club Care section of the
• Pride in Growth manual on the MD website
• from early March, to help with either
• increasing or decreasing the number of projects

89
COMMUNITY SERVICE

• The variety of the community service
• projects is
• About right
• Not enough
• Too much

90
RECOMMENDATIONS

• If not enough increase the variety if too
• much decrease the variety
• Be guided by the results of the Lions
• Community Needs Analysis survey and
• the Members Skills/Interests survey -
• both are listed in the Club Care section of the
• Pride in Growth manual on the MD website
• from early March

91
COMMUNITY SERVICE

• Planning and execution of the community
• service program is
• Handled well
• Could be better
• Must be improved

92
RECOMMENDATIONS

• If not well planned and executed, where
• possible plan projects well in advance
• Appoint Chairmen with the necessary skills
• those who can identify all tasks and how
• they need to be handled
• Only proceed if staffing power is okay

93
RECOMMENDATIONS CONTINUED

• Ensure those involved in each project
• know what is expected of them and that
• they have the necessary skills and
• resources to adequately execute each
• project to a successful conclusion

94
RECOMMENDATIONS CONTINUED

• Maintain a written record of
• both the planning and
• execution stages of each
• project this will be of great
• benefit the next time the
• project is implemented

95
COMMUNITY SERVICE

• The amount of community service work
• you do yourself is
• About right
• Somewhat more than you would prefer
• Somewhat less than you would prefer

96
RECOMMENDATIONS

• Increase or decrease in accordance with
• the aspirations of each member please
• ensure members do not feel a pressure
• to do more than theyre comfortable with
• If overall the club does more or fewer
• Projects, again be guided by the Lions
• Community Needs Analysis and the Member
• Skills/Interests surveys, both in the Club
  Care
• section of the Pride in Growth manual on the
  MD
• website from early March

97
COMMUNITY SERVICE

• In the last 3 years, has your present club
• conducted a Community Needs Analysis
• Yes
• No
• Not sure
• You dont know what this is

98
RECOMMENDATION

• If your club has not conducted
• the Lions Community Needs
• Analysis in the last 3 years, it
• is recommended you do so
• The survey details are in the Club
• Care section of the Pride in Growth
• manual on the MD website from early
• March.

99
WHAT DO LIONS REALLY WANT

• Singing or playing a recording of the
• National Anthem should happen
• Every meeting
• Every second meeting
• Only special meetings
• Prefer not to do it at all
• You have no opinion

100
RECOMMENDATIONS

• Should a majority desire a change, make it
• Review with club membership
• after six months

101
WHAT DO LIONS REALLY WANT

• Toast to the monarch should happen
• Every meeting
• Every second meeting
• Only special meetings
• Prefer not to do it at all
• You have no opinion

102
RECOMMENDATIONS

• Should a majority desire
• a change, make it
• Conduct a review after six
• months

103
WHAT DO LIONS REALLY WANT

• Reading the Ethics should happen
• Every meeting
• Every second meeting
• Only special meetings with Inductions
• Prefer not to do it al all
• You have no opinion

104
RECOMMENDATIONS

• It is recommended the Ethics should be
• presented at meetings where Inductions
• take place at other meetings implement
• the majority view of members
• If a change is made, review that change
• After six months

105
WHAT DO LIONS REALLY WANT

• Reading the Lions Purposes/Objects should
• happen
• At every meeting
• At every second meeting
• Only special meetings with Inductions
• Prefer not to do it at all
• You have no opinion

106
RECOMMENDATIONS

• It is recommended the Lion Purposes/Objects
• be presented at each meeting when an
• Induction takes place at other meetings
• implement the majority view
• Should you make a change, review that
• Change after six months

107
WHAT DO LIONS REALLY WANT

• Having an invocation based on Christian
• beliefs should happen
• Every meeting
• Every second meeting
• Only special meetings
• Invite non-Christians to say their own
• Use a period of silence for an invocation
• Prefer not to do it at all
• You have no opinion

108
RECOMMENDATIONS

• Should the majority desire a change, make it
• Review the change in six months

109
WHAT DO LIONS REALLY WANT

• How many new members do you think
• your club should aim for
• None
• 5
• 10
• 15
• 20
• Plus 20
• You have no idea

110
RECOMMENDATIONS

• Set out to achieve the majority view of the
• membership, but in doing so it is important
• to keep in mind that each Club has an
• obligation as part of its Charter to grow the
• organisation
• Consult the Club Membership Growth section of
• the Pride in Growth manual for many excellent
• ideas on finding new members for your Club
• Also discuss with your District Membership
• Chairman for ideas and possible assistance

111
WHAT DO LIONS REALLY WANT

• What age group or groups of new
• members do you think would be best
• for your club
• Under 35 years
• 35 49 years
• 50 64 years
• 65 or over
• Any age will do

112
RECOMMENDATIONS

• Read in the Club Membership Growth
• section of the Pride in Growth manual, for the
• various ways to gain new members as well
• consult with your District Membership Chairman
• then put together an action plan to bring about
• your objective

113
WHAT DO LIONS REALLYWANT

• Clubs should reduce half yearly dues
• For pensioners
• Where both partners are Lions
• Special need cases
• You disagree
• You have no opinion

114
RECOMMENDATIONS

• Clubs may determine a change in half
  yearly
• dues for the club portion only - Clubs are
  entitled
• through the Lions constitutional process
  to seek a
• District dues variation at a District
  Convention, an
• MD dues variation at an MD Convention, and
  an
• International dues variation at an
  International
• Convention (having first had a MD
  Convention or
• Council agree to ask the International
  Board to in
• turn agree to put the variation to the
  International
• Convention) Agreement at any level
  becomes more
• likely as a result of membership growth

115
WHAT DO LIONS REALLY WANT

• Thinking about your Clubs key positions
• on the Board are there enough new
• faces on your Board each year
• Yes, it is OK
• No, we need more new faces
• You have no opinion

116
RECOMMENDATIONS

• If a need for more new faces, and you have
• sufficient members agreeable to taking office,
• you can achieve this at your next election of
• Club officers this can be aided by long
• serving officers being prepared to step down
• Where you have a lack of members you
• can implement one or more Membership
• Campaigns (See the Club Membership Growth
• section of the Pride in Growth for ideas to
• increase membership)