Track 3:

Club Strengthening

Carolinas DistrictClub Coaching Day

Strategic Planning for Clubs

of All Sizes

KC Ramsay

Lt. Governor, Division 12

3

An organization’s road map

To choose the roads you want to

take

The strategic plan ensures you

reach your destination – your

goals!

What is a Strategic Plan?

If you want to go fast, go

alone. If you want to go far,

go together.”~ African proverb

Inspiration-Membership & Engagement

Impact-Meaningful Service

Image-Our Kiwanis Image

Investment-Financial Viability

Four priority areas

Goal: To build, retain and support a

growing Kiwanis membership

network

Increase membership

Open clubs

Develop leaders

Focus on service to invite new members, strengthen clubs and open clubs

Build a strong network of local and

global partners

Inspiration: Goal and strategies

GOAL: To perform meaningful

service, with service to children

as our priority

Empower and support growth in our Service

Leadership Programs

Align relevant service with community

needs

Encourage the development of

a signature project in each

club

Encourage hands-on service

projects

Impact: Goal and strategies

GOAL: To enhance the

Kiwanis image

worldwide

Increase name recognition worldwide

Increase knowledge of our mission, both

internally and externally

Unify all Kiwanis brands

Promote the Kiwanis vision and vivid description as supported by the

Objects of Kiwanis

Promote signature projects

Image: Goal and strategies

GOAL: To ensure

financial viability and responsible stewardship

Exercise proper stewardship of resources

Build a non-dues revenue base

Simplify the organizational dues structure and processes

Develop financial education

Build the Kiwanis Children’s Fund

Investment: Goal and strategies

www.Kiwanis.org/Iplan

What’s next?

12

And finally…why do clubs need a strategic plan for the future?

BecauseKids Need Kiwanis!

13

What is happening within

your club that makes it

strong?

What opportunities does

your community offer that

can help achieve your

clubs vision?

What are the

weaknesses within your

club that are barriers?

What are the external

factors that might hinder

your club’s efforts?

Easy Steps

Gather & Analyze Information

• Determine strategies and tactics

• Determine where you want to go

• Determine what metrics to use

• List action steps and timelines

Develop Your Plan

• Design a plan overview of club goals

• Announce the plan to club members

• Prepare the “hand-off checklist” for club

committees

• Share the plan.

• Get everyone on board

Communicate the Plan

• Create action steps

• Assign responsibilities

• Establish timelines

• Identify resources

• Monitor progress

Implement the Plan

Track outcomes – NOT outputs

• Use tools to record metrics

• Assess progress at board and club meetings

• Review the plan - adjust if needed

• Share results and lessons learned

Measure Results

Techniques for Creative

Fundraising

Greg McDonald

District Formula Chair

• Determine your mission, needs and goals

• Don’t do what everyone else does

• Develop new opportunities

• Don’t feel you have to hide your

fundraising

Planning

• Delegate responsibility

• Don’t leave it up to one person

• Leverage current relationships

• Leverage your resources

Implementation

• Get to know your donors

• Don’t try to involve the whole world

• Try to counter the diffusion of responsibility

• Be conscious of a donor’s sense of fairness

• Don’t just ask for money

• Acknowledge all donations

Donor Management

• Effectively tell your

story

• Ramp up media

relations

• Have an identifiable

“victim”

• Keep it local

Publicity

• Evaluate your

current strategies

• Analyze impact on

finances and

volunteer

resources

Evaluation

Carolinas District Foundation

• Funded by Club and individual gifts

• Annual fund campaign

• Nine member executive committee

• Endowment of approximately $800K

• Grants to Carolinas District Clubs

• Scholarships for Key Club and Circle K

Carolinas District Foundation

Types of Awards and Grants• SLP Charter Assistance

• Key Club/Circle K Matching Scholarships

• Children’s Homes Annual Gifts

• Pam and Russ Wagner Memorial Scholarship

• Anti-bullying Campaign

• Music programs

• Dictionary Project

• Prevent Child Sexual Abuse Program

• Camp scholarships

Carolinas District Foundation

Applying for a CDKF Grant

• All submissions are electronic

• No capital funding

• Key points

− Past giving history and prior requests

− Number of Kiwanians involved

− Club investment in project

− Number of children or individuals impacted

− Initial project assistance only; no ongoing grants

Carolinas District Foundation

Designated Grants

• Some donors require a 501(c)(3)

• CDKF will allow use of tax ID in certain cases

• Funds must come to CDKF for deposit

• Club then completes a designated grant request

for the amount received

• CDKF issues grant award to club

• At present, no cost to club for administering

Other Funding Sources

❖ Public

• Purpose set by legislation

• Most likely to award large

contracts

• Most likely to pay all project

costs

• Use prescribed formats for

proposals

• Most likely to offer technical

assistance

• Funds available to a wider

array of organizations

Advantages

❖ Private

• Focus on “emerging issues”

• Wide range in size of

available grants

• Willing to support start-ups

• Complex proposals are not

always required

• May provide alternative

forms of assistance

• Often fewer applications due

to specificity

Other Funding Sources

❖ Public

• More bureaucratic

• Complex proposal

requirements and

compliance procedures

• Sometimes difficult to sell

new ideas/high risk

approaches

• Changing political trends…

Disadvantages

❖ Private

• Grant are usually smaller

• Information on policy and

procedures must be

researched

• Limited staff, less

opportunity for personal

contact

• Less likely to cover all project

costs

Where to Begin

• Identify funders

• Search for program interests

• Look for similar awards

• Make personal contact if possible

• Be prepared

• Follow through with commitments

Other Funding Sources

• Follow instructions to the letter

• Meet all dates

• Less can be more – Abstracts

• Submit early

• Have your proposal reviewed

• No shotgun approach – collaborate if feasible

• Be reasonable with budget, complete all sections

Applying For The Grant

• NC Center for NonProfits

www.ncnonprofits.org

• SC Association of Nonprofit Organizations

www.scanpo.org

• The Foundation Center (subscription)

• Fundsnet Services

• State Library Systems

If it costs money to get money, STOP!

Resources

Marketing Your Club

Amy M. Johnson

District Kiwanis Kids AdministratorApril 8, 2017

34

Marketing Options:• Social Media• Word of Mouth• Printed Materials• Broadcasting• Other Ideas

Social Media, What is that?35

Example of Social Media Contacts36

Look familiar?

Amy Mercado Johnson

@amymjohnson

BahBah5

Amy M. Johnson

Amy Mercado Johnson

amjohnson@gmail.com

(amyjohnson)

Tweet? What?37

So, what is social media?

Social media refers to the means of interactions among people in which they create, share, and/or exchange information and ideas in virtual communities and networks.

FB38

• Easy to connect online

• Designed for college students

• Created in 2004

• The world's largest social network

• 1.5 billion users worldwide.

Tweet, Tweet39

• Enables users to send and read short 140-character messages called "tweets".

• Registered users can read and post tweets, but those who are unregistered can only read them.

.

Instagram40

• Photo-video sharing, service

• Users share them either publicly or privately on the app

• Connects through other social networking platforms

Linkedin41

• Business-oriented social networking service.

• Founded in December 2002 and launched on May 5, 2003

• Mainly used for professional networking.

• Kik

• Yik Yak

More!?!?!?

Why use it?43

• Keeping in touch

• Research

• Entertainment

• Learning

• Sharing

• Shopping

44

Why should my Kiwanis Club use social media?

Your Kiwanis Club Using Social

Media

45

Member engagement

• Emails might get lost in the shuffle.

• Post events and alerts members about upcoming activities.

• Maintain connection with those who can’t attend.

Your Kiwanis Club Using Social

Media

46

Sharing Kiwanis

• Publicize your club’s event with folks in your community.

• Ask your members to “check-in” to your meeting location.

• Sharing your club’s Facebook status takes about two seconds, but can make a strong impression on folks outside your club.

Your Kiwanis Club Using Social

Media

47

Club Recognition

• Recognition for a job well done.

• Promote members for making a difference in their community.

• Think of Facebook and Twitter as your club’s bullhorn.

Your Kiwanis Club Using Social

Media

48

Sharing photos and videos• A picture is STILL worth a 1,000 words.

• Show the world your club is making a difference!

• Share it!

Your Kiwanis Club Using Social

Media

49

New member engagement

• Share the news of a new member joining your club.

• Makes people feel special…that they are valued and welcomed by their new Kiwanis club.

50

Some examples of social media in action

Using Facebook51

Member engagement

Using Twitter52

Member engagement

53

The dangers of Social Media

The Dangers of Social Media54

What are the dangers of social media?

✓ You are building your club’s brand

✓ Don’t post anything you don’t want in the newspaper

✓ Go easy on the politics

✓ Share – don’t OVER share

✓ If something is too good to be true, it usually is.

55

Other Marketing Options

• After you have an epic service project, people will

be hooked and will not be able to stop talking

about it!

• Craft an elevator speech

• Actions that will make them question

− Wear those Kiwanis pins!!!!

− How often do you wear your Kiwanis gear outside of a

Kiwanis event?

Word of Mouth

• Newsletters

• Bookmarks

• Themed items

• Brochures

• Flyers

• Newspaper

• And more

Printed Materials

• Unfortunately, the newspaper likes to cover

events afterwards. It is up to you to create and

maintain a relationship with the paper in order to

get the newspaper staff to see the benefit of

covering the event before and after.

• Put an SLP event in the paper and see how many

more papers sell because of parents,

grandparents, aunts, uncles, etc. want a copy of

their baby in the paper!

Newspaper

• Radio

− Donate tickets to the local radio station in exchange for

advertisement

− Utilize the local radios community announcement

section

− If you have a non-profit radio station in your area, such

has HIS Radio, they will promote events for you free of

charge.

Broadcasting via Radio

• Television

− What major stations are in your town?

− Do they have morning or midday shows that feature

interesting events or organization in your community?

− Do any of the news anchors specialize in philanthropy or

service?

Broadcasting via Television

• With newspapers and broadcasting (radio & tv), it

is important to build a relationship.

• Understand what their required “lead time” is

• Know what their “cycle” is

Build relationship with media

62

Other MarketingIdeas

• Do you know what KI will provide to your club for

FREE?

• Print bookmarks and leave at the local library

• Print address labels with your club’s meeting

information, put them over your address on the

KI magazines, and leave them in doctor offices,

library, pharmacy waiting areas, and more!

FREE, low cost, and repurposed

marketing materials

• Think local!

• Sponsorships

• Then search for opportunities to get in front of

community members to tell them about what

your club is doing!

Leverage your community

• Annual joint meeting with other Civic

Organizations

• Joint fundraising for mutual cause

• Join forces with a local business

Collaborate

• We already network in our businesses. Why not

use the same outlets to promote Kiwanis?

• Making a link with a local business or individual

could make all the difference for your club!

Network

• A lot of people hate public speaking. However,

there are many organizations looking for

qualified, subject-matter experts who can present

to their groups.

• Take a deep breath and volunteer. You don’t have

to be a pro as long as the information you share

is helpful to the audience. And the upside — the

more you do it the easier it gets. Plus, it positions

you as a credible authority in your field.

Give a speech

• A lot of things in marketing has changed

significantly because of technology.

• Today, a club can accomplish a lot without hiring

a professional firm. Subscribe to Help a Reporter

Out. You can respond to reporters’ queries that

are looking for story ideas and resources. Some

are small media opportunities, but others are

major media outlets that use this service too.

Help a Reporter Out

• Why is Kiwanis the best kept secret?!?!?!

• Ask your friends to attend a meeting.

• Ask your friends if they have other friends who

have a heart for children and/or service.

• Live it, Love it, Share it!!!!

Ask your friends!!!!

• It is a lot less effort to keep a member than it

does to get a new one. That’s why establishing

strong relationships with your membership is

crucial. One of the ways you can maintain that is

by improving communication, taking an agenda

to a member when they are out to let them know

you missed them, and conduct member

satisfaction surveys!

• Strong, engaged members will bring in new

members!

Maintain and build new relationships

• Create a “free meal ticket” to give to individuals

you wish to invite to your club meeting.

• Give tickets to one of your fundraising events to

potential members so they can check out your

club’s projects before committing.

• We will invest in things we are committed too!

Make an offer

What does your club do?72

Discussion

• Here is an amazing resource!

• It is included in your binders!

KI PR Toolkit

Contact74

Call, text, or email me any time.

Amy M. Johnson

Carolinas District K-Kids Administrator

Kiwanis of Coats (home club)

910-890-4185

amjohnson@Campbell.edu

75

Thank You!

Best Practices In Club

Management

KC RamsayLt. Governor, Division 12

Does Your Club Have:

• Clear Purpose

• Trained & Committed Club Leadership

• Member Satisfaction

• Documented Community Needs

• Effective Partnerships

• Methods for Analyzing Impact

• Methods for Annual Planning

• Established Ways To Celebrate Success

Management Best Practice

• Kiwanis has developed a number of Achieving

Club Excellence tools to help clubs in a number of

management areas including:

− Surveying your members;

− Analyzing your club’s fundraising; and

− Finding new ideas for strengthening your club.

• These tools will help your club create

opportunities in fundraising, service and

fellowship—based on what your members love

most.

Achieving Club Excellence

Specific

Measurable

Action Oriented

Realistic

Time Bound

SMART goals

Example: Increase

club membership

10% by 9/30/17

• Creating the Purpose

− Objective: To renew or establish members’ commitment

and passion to pursue your club’s purpose in the

community

− Purpose: To guide your thoughts and reflections about

what your club represents, and to use those feelings to

inspire action for change

− Goals: To determine the niche for your club in the

community, how success should be measured, and what

members enjoy about their experience.

Achieving Club Excellence

Achieving Club Excellence

• Measuring Member Satisfaction

− Objective: To gather information to help the club better

serve its members.

− Purpose: To clarify what members expect from Kiwanis

service by surveying and tracking benchmarks linked to

club success.

− Goals: To improve the club experience based on

members’ input. “The single biggest problem in

communication is the illusion that

it has taken place.”

-George Bernard Shaw

Achieving Club Excellence

• Rediscovering Your

Community

− Objective: To find out how the club

can better serve the community.

− Purpose: To clarify what the

community needs and how your

Kiwanis club can help.

− Goals: To gain information that will

help the club assess the potential

for new partnerships, sponsorships

and service projects.

Achieving Club Excellence

• Analyzing your Impact

− Objective: To analyze the level of

success for club’s activities,

particularly service projects and

fundraisers.

− Purpose: To improve the impact

your club makes in the community.

− Goals: To reflect on the costs versus

the benefits of service proejcts and

fundraisers and determine

improvements needed.

Achieving Club Excellence

• Planning for Club Excellence

− Objective: To fulfill your club’s purpose in

the community.

− Purpose: To create a detailed plan with

action steps, responsibilities and timelines.

− Goals: To clarify club objectives based on

member interest and resources and

community needs, as well as to measure

success.

Achieving Club Excellence

• Celebrating Success

− Objective: To foster pride and encourage future

action between community organizations and

members

− Purpose: To make sponsors, partners and

Kiwanians feel valued and appreciated.

− Goals: To determine when and how to recognize

members’ contributions and create a culture of

appreciation.

You can find all of the

Achieving Club Excellence Tools

at the following link:

www.kiwanis.org/theformula/

strengthen-your-club/

achieving-club-excellence

86