M-T1-SP-14 · A 90-day try-out

A club plan for Civic Service Partnerships

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: M-T1-SP-14 · Civic Service Partnerships
Theme: Theme 1: Attraction & Visibility · Subtheme SP: Strategic Partnerships
Source material: Existing checked Theme 1 guide
Linked playbook entry: M-T1-SP-14 · Civic Service Partnerships

1. Is this worth trying here?

What we hope will change: Create a reliable support arrangement with civic-service organisations while keeping statutory, emergency and professional command roles unambiguous.

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 Civic Service Partnerships
Step	What we will do	Who could lead it
1	Identify non-operational support gaps with the civic-service authority.	Agency liaison
2	Assess club capacity and exclude roles needing statutory or specialist authority.	Risk lead
3	Formalise activation, supervision, communications and reimbursement.	Partnership officers
4	Run a tabletop or small exercise before live deployment.	Exercise controller
5	Debrief readiness and update the contact and capability register.	Preparedness coordinator

3. Checks before we start

Things our club needs to check
Question	What it means for us	Who will check	Done?
Agency incident command always overrides club arrangements during an authorised response.
Members must not wear, use or communicate an authority they do not hold.
High — confusion about statutory authority or incident command can create immediate safety and liability consequences.

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
Permitted support roles are documented.

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.

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.

Partnership and stakeholder map

Use this worksheet to agree what the club and any partners will each contribute, decide and protect.

Open worksheet

Roles, roster and handover

Use this worksheet to decide who will do each job, who can step in and what needs to be handed over.

Open worksheet

Facilitation and conversation guide

Use this worksheet to hold a respectful conversation, hear different views and tell people what happens next.

Open worksheet