The Villages - September 2016 - 27

4 5 6 4. Orient Tips for Club Success All the details may seem ironed out, but the Recreation staff want to make sure there's no question left unanswered and you're completely equipped to successfully launch and grow your club. Henry and Dawna Dean, who is recreation services representative of lifestyles, set up an orientation session with the applicant. It's an opportunity for a Q-&-A period. It's because of reinforcements like this that most clubs last well beyond their first year, Henry said. After orientation, it's all up to you. "As long as they adhere to the parameters outlined within the Resident Lifestyle Guidelines, the club is good to go, we are here for support as needed," Henry said. "They can manage their clubs as they see works best for their members." As rewarding and fulfilling as it can be, it's not always easy running a club. Whether you're trying to grow membership, schedule plans or manage a group grown to an unexpected size, these tips can help. Pam Henry has served as recreation manager of resident lifestyles for about a decade and has watched the club list grow from about 200 to 2,500plus. She has observed the do's and don'ts by working closely with club organizers. If you're a club leader or interested in starting a club, you'll want to learn from these tips. 5. Set Up Now, it's time to sign a facility-use contract. Then, you'll meet with recreation staff at the facility where your club will meet to determine your room layout and needs. You decide how you'd like the room set up, including number and placement of tables and chairs, which will be done for you by recreation staff before your meeting time. Will you need tables, chairs, podiums or audio/ visual equipment like microphones or screens? Village recreation centers offer warming kitchens with coffee carafes and water coolers, for instance, while regional centers offer banquet rooms, a theater room, a card room and a craft room. "Our customer service - the bar's set really high," Henry said. "We do the best within our means to do what we can for them." 6. Thrive Take advantage of the free opportunities to promote your club. All clubs have the option to write up a short club description or preview of upcoming events that can run for free toward the back of the Recreation News. If your club meets monthly, you can publish something the week before your club meeting. This helps keep participation up and encourages new members to join in the fun. You must meet a minimum of four times a year to hold your status and enjoy its perks. Every year, you need to renew your facility-use contract. If your club grows, you can request to change to a larger facility two times a year. The Recreation Department holds resident lifestyle meetings twice a year - in September and March - with updates and answers to your questions. * Communicate often with your participants. Create your own website and send out frequent emails with updates, including location changes or meeting cancellations. That way, you prevent frustration or confusion and keep members coming back happy. * Don't do it by yourself. You don't have to create a board, but you'll benefit from forming a committee or small group to help you. Always have a second-in-command you're grooming as your replacement to make your club sustainable when you're ready to pass the reigns. * Ask questions. The Recreation Department can connect new club leaders or longtime club leaders who are trying new ideas with others who have been through similar scenarios. Club leaders are encouraged to attend the September Resident Lifestyle Volunteer Leaders' Meeting. The staff will update you on what's happening in your District and with the clubs. Choose a session between Sept. 19-23 at various times and recreation centers, listed on the Recreation page at districtgov.org. For information, contact 674-1800. * Be patient. The Recreation Department does everything it can to make residents' clubs successful, but they won't always get answers right away. Remember that there are 2,500-plus other clubs vying for assistance. MAGAZINE 27 http://www.districtgov.org

Table of Contents for the Digital Edition of The Villages - September 2016