R-136 · A 90-day try-out

A club plan for Senior Member Strategy Forum

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: R-136 · Senior Member Strategy Forum
Theme: Theme 3: Retention & Member Support · Subtheme 10: Member Voice & Influence
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 retention and member support, accessibility, privacy, safety, systems or responsible governance; they are not an endorsement of Senior Member Strategy Forum, a finding that it suits any club or approval of its local design.

Primary references consulted

Engage emerging leaders (Rotary International)
Used for: Rotary encourages clubs to assess club health, ask members what they want, take suggestions seriously, support leadership and provide relevant service and learning experiences.
Enhancing Belonging and Engagement at Rotary (Rotary International)
Used for: Rotary identifies belonging, respect, accessibility and equitable access to opportunities, networks and support as central to participation and thriving.
Governance for good: A guide for Responsible People (Australian Charities and Not-for-profits Commission)
Used for: Good governance requires understood roles, authorised decision processes, checks and balances, appropriate delegations, written decisions and oversight of finances and operations.
Managing conflicts of interest (Australian Charities and Not-for-profits Commission)
Used for: Actual, potential and perceived conflicts should be disclosed, recorded and managed by impartial decision-makers under the organisation's governing documents and applicable law.

Candidate District material

No candidate local guide was used for this version. The current initiative identity and the attributed primary references remain separate.

Theme 3 source-assurance wave

What has been checked

4 current primary pages used by this guide were reopened on 9 August 2026.
4 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

Engage Emerging Leaders
Supports: Member-centred discovery, mentoring, feedback, emerging-leader support and club-health review principles.
Does not establish: A member's preferences, readiness, consent, wellbeing, support needs or suitability for a role.
Enhancing Belonging and Engagement at Rotary
Supports: Belonging, accessibility, respectful participation and equitable access principles for retention and member support.
Does not establish: That a particular support pathway, meeting format, relationship or club culture is inclusive without testing with affected people.
Governance for good: A guide for Responsible People
Supports: Good-governance principles for member-support decisions, roles, delegation, records, accountability and organisational purpose.
Does not establish: That a Rotary club is an ACNC-registered charity, that ACNC duties apply or that a member-support decision complies with the club's governing documents.
Managing conflicts of interest
Supports: Conflict identification, disclosure, recording and impartial management principles for member-support and club decisions.
Does not establish: That a conflict exists, has been adequately managed or is governed by a particular law, constitution or policy in the club's circumstances.

What still needs a person to confirm

Confirm person-led consent, privacy, scope and referral boundaries before the club collects personal information or offers support.
Confirm which incorporated-association, charity, work health and safety, privacy, safeguarding and other duties apply to the club and this local design.
Test accessibility, belonging and participation with affected members rather than inferring suitability from the guide.
Confirm every local fact, starting point, measure, owner, current service contact and stopping condition before the club decides to proceed.
Resolve any candidate District-source provenance and approval decision without treating the candidate as controlled authority.

The source-verification release gate remains closed.

Checks still on hold

The current Theme 3 index establishes the code and title. Placeholder-heavy Theme 3 Drive candidates remain quarantined and were not used as initiative evidence.
The connected Drive refresh returned an internal error on 9 August 2026. No unseen file was inferred or promoted; the 7 August intake, duplicate decisions, quarantines, rights boundaries and public-write permission hold remain in force and no sharing was changed.
Before local delivery, the club must approve the decision, participant choices, access arrangements, privacy and records plan, role boundaries, referral or escalation routes, resource limit and the specific control for this boundary: participation cannot be presented as shared authority when the governing documents reserve the decision elsewhere.
Formal human review has not started. Senior Member Strategy Forum remains an internal initiative-specific draft until all 1,000 initiatives reach the Full-Corpus Review Build and every source, editorial, local-suitability, accessibility and governance gate is resolved.

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: Use Senior Member Strategy Forum to give members a meaningful voice in the choices that shape their club experience.

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 Senior Member Strategy Forum
Step	What we will do	Who could lead it	Our date	How we will know it is done
1	Write the decision brief for Senior Member Strategy Forum: define which strategic question is open to member influence and how the authorised decision-maker will respond, the starting evidence, people affected, local authority, resource limit, success signals and stop conditions.	Board sponsor and member-experience lead	Week one	An approved decision and boundary brief
2	Invite people across tenure and participation patterns, make involvement voluntary, offer accessible and non-digital routes, state what is open or fixed and protect private circumstances. Apply this specifically to Senior Member Strategy Forum and record which relevant experiences or users are still missing.	Board sponsor and member-experience lead with the access and privacy contacts	Weeks one and two	A participant, access and information-handling plan
3	Build and test a facilitated conversation with a published influence boundary and balanced participation for Senior Member Strategy Forum; complete the Senior Member Strategy Forum Facilitation and Influence Run Sheet, rehearse the boundary wording and confirm who may decide, refer, pause, recover or close the work.	Initiative host and evidence custodian	Before the trial	A tested facilitation and influence run sheet and delivery pack
4	Use a bounded, permission-led trial; keep interpretation with participants, record exceptions as well as successes and transfer any private, urgent or specialist matter to its responsible pathway. Capture only the evidence needed to judge whether Senior Member Strategy Forum advances member voice with visible influence.	Initiative host and evidence custodian	Weeks three to eight	A controlled activity and evidence record
5	Compare the evidence with the starting point, validate meaning with affected participants or users, record gaps and unintended effects and prepare a de-identified themes record and response register showing how participant input affected the decision without overstating what the trial proves.	Initiative host and evidence custodian with an independent reviewer	Within seven days of the trial	A de-identified themes record and response register showing how participant input affected the decision
6	Make and record the authorised continue, adapt, refer, scale or stop decision for Senior Member Strategy Forum; explain the reason, complete every action, close unnecessary records and schedule the 90-day follow-up.	Authorised decision owner and follow-up lead	By day 90	A published participant response, closed action register and next-step decision

3. Checks before we start

Things our club needs to check
Question	What it means for us	Who will check	Done?
Check the idea with the people affected and confirm its purpose, owner and practical limits before putting it into use.
Use only the personal information needed. Agree who will handle routine care and who should be contacted if a serious concern arises.
Confirm venue, accessibility, safety, incident, cancellation and follow-up arrangements for the actual audience and setting.
The club proceeds with Senior Member Strategy Forum without respecting this boundary: participation cannot be presented as shared authority when the governing documents reserve the decision elsewhere. — Put the boundary in the brief and participant information, give the delivery lead stop authority and move any excluded matter to its responsible process.
The same regular members define the need and the answer. — Recruit across tenure, attendance and contribution patterns and record who was missed.
A supportive activity becomes pressure, surveillance or informal case management. — Use voluntary contact choices, written role boundaries, referral routes and an immediate pause when the boundary is crossed.
The club gathers stories or personal circumstances that are not needed for its decision. — Minimise collection, separate private matters, restrict access and close or delete records under the approved plan.
The current Theme 3 index establishes the code and title. Placeholder-heavy Theme 3 Drive candidates remain quarantined and were not used as initiative evidence.
The connected Drive refresh returned an internal error on 9 August 2026. No unseen file was inferred or promoted; the 7 August intake, duplicate decisions, quarantines, rights boundaries and public-write permission hold remain in force and no sharing was changed.
Before local delivery, the club must approve the decision, participant choices, access arrangements, privacy and records plan, role boundaries, referral or escalation routes, resource limit and the specific control for this boundary: participation cannot be presented as shared authority when the governing documents reserve the decision elsewhere.

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 Senior Member Strategy Forum. Look for diverse member input being considered before decisions and a clear explanation of how that input influenced the outcome.
Senior Member Strategy Forum produces a de-identified themes record and response register showing how participant input affected the decision by the promised decision date, with evidence limitations, participation gaps and unintended effects stated.
People affected can explain the purpose, their choices, the boundary and how to raise an access, privacy, safety or governance concern.
The trial shows whether member voice with visible influence improved from the recorded starting point without shifting hidden workload, risk or exclusion elsewhere.
Every accepted action has an owner, due date and completion evidence, and the club records a reasoned continue, adapt, refer, scale or stop decision.

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.

Senior Member Strategy Forum Decision and Member-Experience Brief

Define the change, decision, participant choices and limits before work begins.

Open supporting document

Senior Member Strategy Forum Participation and Access Plan

Reach relevant members without making one format or attendance pattern the default.

Open supporting document

Senior Member Strategy Forum Host Conversation and Boundary Script

Support consistent, humane contact without pressure or role drift.

Open supporting document

Senior Member Strategy Forum Trial Run Sheet

Coordinate a safe first version with clear responsibilities.

Open supporting document

Senior Member Strategy Forum Minimal Evidence Log

Retain only the evidence needed for the decision and follow-up.

Open supporting document

Senior Member Strategy Forum Response and Follow-Up Register

Make the club's response visible and close every accepted action.

Open supporting document

Senior Member Strategy Forum Member Voice & Influence Delivery Check

Test whether Senior Member Strategy Forum genuinely advances member voice with visible influence within the subtheme boundary.

Open supporting document

Senior Member Strategy Forum Facilitation and Influence Run Sheet

Make the question, participation method, influence and response visible.

Open supporting document

Senior Member Strategy Forum Evidence, Decision and Close-Out Record

Bring the evidence, limitations, participant response and final decision for Senior Member Strategy Forum into one accountable record.

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.

Event brief

Use this worksheet to plan who the session is for, when it will happen, how people can take part and what happens afterwards.

Open worksheet

Registration and follow-up log

Use this worksheet to map each step and keep only the information the club genuinely needs.

Open worksheet

Feedback form

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

Open worksheet