E-097 · A 90-day try-out

A club plan for Age-Friendly Meeting Review

Use this as a starting point. Cross out what does not fit, add what is missing and make it your club's own.

Where this idea came from

Playbook entry: E-097 · Age-Friendly Meeting Review
Theme: Theme 2: Engagement & Belonging · Subtheme 6: Intergenerational & Life Stage Support
Source material: Current playbook index title and category plus an internally authored detailed-guide draft

Initiative-specific development wave

How this draft was developed

These sources support general principles for continued Rotary member value, accessible meetings and privacy-minimal feedback; they are not an endorsement of the named Age-Friendly Meeting Review initiative or this locally designed delivery model.

Primary references consulted

Engaging Younger Professionals: Deliver Continued Value (Rotary International)
Used for: Clubs can continue listening and adapt the member experience as needs and expectations change.
Hosting accessible and inclusive in-person meetings and events (Australian Human Rights Commission)
Used for: Accessible meetings require advance planning, accurate information and suitable participation options.
Chapter 3: APP 3 Collection of Solicited Personal Information (Office of the Australian Information Commissioner)
Used for: Personal information collection should be limited to what is reasonably necessary for the stated purpose.

Candidate District material consulted

These records remain draft evidence and still need a human source decision.

Club Playbook - Theme 2
Candidate record 62 Age-Friendly Meeting Options provides the related concept of reviewing timing, venue, lighting, sound, seating and printed materials. It is not a literal current-title match and does not supply journey mapping, no-diagnosis feedback, digital access, decision ownership, accurate-information or trial-review controls.

Theme 2 source-assurance wave

What has been checked

3 current primary pages used by this guide were reopened on 9 August 2026.
3 attributed source claim(s) were mapped to their bounded use in this initiative.
Candidate District material remains separate and does not establish this result.

See each source's scope and limit

Deliver Continued Value
Supports: The 49 attributed Theme 2 claims attached to this source, limited to the implementation elements and supporting documents named in each initiative-level claim mapping.
Does not establish: That the initiative is endorsed by Rotary International or District 9510, that it is permitted by the club's governing documents, that members want it, that it suits the local club, or that it will achieve the intended outcome.
Hosting accessible and inclusive in-person meetings and events
Supports: The 71 attributed Theme 2 claims attached to this source, limited to the implementation elements and supporting documents named in each initiative-level claim mapping.
Does not establish: Accessibility or inclusion conformance, the needs or preferences of any person or community, cultural authority to act, the suitability of a format or venue, or local approval.
Chapter 3: APP 3 Collection of solicited personal information
Supports: Data-minimisation, collection-purpose, proportionality and consent safeguards where the Privacy Act and APP 3 apply.
Does not establish: Whether a particular Rotary club is an APP entity or whether a proposed renewal survey, diagnostic or member record is lawful in its actual circumstances.

What still needs a person to confirm

Confirm the member, prospective-member, past-member and community needs, preferences and consent that the local design assumes.
Confirm which privacy, safeguarding, incorporated-association, charity, work health and safety, food, liquor, copyright, licensing, screening and other duties apply to the club and the activity.
Test accessibility, cultural safety, belonging, language and alternative participation routes with affected people and recognise First Nations cultural authority rather than inferring suitability from the guide.
Confirm every local fact, starting point, cost, role, current service contact, measure, stopping condition and platform capability before the club decides to proceed.
Confirm the authority and current scope of each primary source, resolve login-gated or moved-page references and keep any candidate District material attributed and unapproved until its source decision is made.

The source-verification release gate remains closed.

Checks still on hold

The club must approve the review scope, feedback handling, venue engagement, priority method, decision owners and public update before collection.
Members must not be asked to disclose age, diagnosis or private circumstances to request an accessible condition.
Safety and urgent access barriers require prompt action and may not wait for the full review cycle.
Identifiable feedback must remain restricted and be deleted when the agreed response is complete.

Still an internal draft: source interpretation, local suitability, accessibility, governance and editorial approval remain open checks.

1. Is this worth trying here?

What we hope will change: Meetings are easier to hear, reach, follow and participate in across life stages.

What is happening in our club or community now?What is the smallest useful version we could try? What will we leave out?

Board contactPerson leading the workPerson checking what happened

2. Our 90-day try-out

What our club will do for Age-Friendly Meeting Review
Step	What we will do	Who could lead it	Our date	How we will know it is done
1	Map the current meeting journey and identify which venue, timing, information and participation decisions the club can change or must negotiate.	Meeting lead and club board sponsor	Six weeks before the review	A complete meeting-journey map
2	Invite member input through accessible and private routes, asking about helpful conditions and barriers rather than age, diagnosis or personal explanation.	Access contact	Four weeks before the review	Member-controlled feedback
3	Complete a practical walk-through at the real meeting time, checking arrival, venue, sensory conditions, materials, technology, breaks and emergency information.	Review team and venue contact	Two weeks before the decision	Observed barriers and possible changes
4	Prioritise immediate fixes, short trials and longer negotiations, name owners and avoid postponing low-cost behavioural changes while waiting for major work.	Club board sponsor	At the review meeting	A funded and sequenced improvement plan
5	Tell members what is changing, provide accurate access information and trial the revised meeting with a private route for further adjustments.	Meeting lead and communications lead	Within one month	Transparent changes and an informed meeting invitation
6	Check member experience and observed participation, close individual notes and decide which changes continue, expand or need another approach.	Access contact and club board sponsor	After three meetings	A reviewed meeting standard and data closeout

3. Checks before we start

Things our club needs to check
Question	What it means for us	Who will check	Done?
Check the selected approach against the club's actual needs, capacity and responsibilities before putting it into use.
Protect member choice and privacy, make participation accessible, and do not infer belonging or satisfaction from attendance alone.
The review stereotypes older members or overlooks barriers affecting other life stages. — Review conditions rather than age groups and invite all members to identify what helps participation.
Members disclose private health information because the club asks why an adjustment is needed. — Ask for the condition or change required, provide a private contact and do not record diagnoses.
A checklist produces recommendations but no authority or resources to act. — Confirm decision owners and budget routes first and separate immediate fixes from longer negotiations.
Published access information is incomplete or inaccurate. — Verify the real journey at meeting time and update invitations whenever the venue, format or conditions change.
The club must approve the review scope, feedback handling, venue engagement, priority method, decision owners and public update before collection.
Members must not be asked to disclose age, diagnosis or private circumstances to request an accessible condition.
Safety and urgent access barriers require prompt action and may not wait for the full review cycle.
Identifiable feedback must remain restricted and be deleted when the agreed response is complete.

4. What changed?

What we will keep an eye on
What matters	Where we are now	What we hope to see	How we will check	Who
After 90 days, review Age-Friendly Meeting Review. Look for members choosing workable forms of participation and staying connected without pressure to disclose private circumstances.
Priority barriers assigned an owner, decision and review date.
Meeting invitations providing accurate timing, transport, venue, access and participation information.
Members able to request conditions privately without diagnosis or proof.
Trialled changes retained, revised or replaced using experience and participation evidence.

After 30 days

Is it reaching the right people? Is anything unsafe, unfair or harder than expected?

After 60 days

Make one useful change based on what people have told you.

After 90 days

Compare with where you started. Decide whether to change it, continue it or stop.

Made for this initiative

Tailored supporting documents

These working documents use the decisions, safeguards and evidence needs of this initiative. Complete them with the people affected and keep the agreed version with the club's project record.

Age-Friendly Meeting Journey Review

Check the complete meeting experience without making age-based assumptions.

Open supporting document

Member Meeting Conditions Feedback

Let members identify helpful conditions and barriers without disclosing why.

Open supporting document

Meeting Improvement Action Register

Turn review findings into visible decisions and tested changes.

Open supporting document

Before your club says yes

Does the idea fit?

Talk with the people it is meant to serve and check that the need is real.

We have checked this

Who can say yes?

Name the person or group that can approve the work, spending and any safety arrangements.

We have checked this

Are people protected?

Check privacy, consent and safety. Collect only the information you genuinely need.

We have checked this

Can everyone take part?

Check the language, format, place, technology and cost for barriers.

We have checked this

Are the facts and permissions right?

Check names, claims, images, quotations, partner references and Rotary branding.

We have checked this

How will we learn?

Note where things stand now, check in at 30, 60 and 90 days, and decide what to do next.

We have checked this

Worksheets for your club

Open them online, print them or change them to suit the way your club works.

Safety and approval check

Use this worksheet to notice problems early, make the idea safer and know who needs to say yes or help.

Open worksheet

Action plan

Use this worksheet to turn the idea into a short list of actions, dates, costs and responsibilities.

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Feedback form

Use this worksheet to hear what people experienced and decide what to change next.

Open worksheet