Rotary Club of Hilo — Communications Policy

Proposed Policy | Member Communications and Website Information

Purpose

The Rotary Club of Hilo is committed to keeping members informed, connected, and engaged while making effective use of our communication resources and meeting time.

This policy establishes a simple, consistent approach to sharing club information through our website, calendar, Club Announcements, and Lava Flow newsletter.

Our guiding principle is:

Publish information once, keep it current, and make it easy for members to find.

1. Communications Structure

Each of our primary communication channels serves a distinct purpose to avoid unnecessary duplication and administrative work.

2. Avoiding Duplicate Communications

Information should be entered and maintained in its appropriate location rather than duplicated across multiple website features.

The Club Calendar is the primary source for scheduled activities and events. Club Announcements should not repeat information already available in the calendar.

An exception may be made when an event requires special attention, such as an urgent need for volunteers, an important change, or a time-sensitive request.

In those situations, a brief Club Announcement may be posted with a link to the existing calendar entry rather than repeating all event details.

This ensures members have one reliable source for dates, times, locations, and registration information.

3. Club Announcements

The Club Announcements page provides a central location for timely information that does not naturally belong in the Club Calendar.

Announcements should be brief, relevant to club members, and include any action members are being asked to take.

Each announcement should include:

• A clear, descriptive title.
• A short explanation of the information being shared.
• A contact person or relevant link, when appropriate.
• An expiration date.

Announcement Expiration

To keep information current, announcements should be removed from the active page when they are no longer relevant.

• Event-related announcements expire after the event.
• Requests for assistance expire after the applicable deadline.
• General announcements typically expire after 30 days.
• Ongoing announcements are reviewed periodically and renewed when appropriate.

Announcements may be submitted to the designated communications coordinator or posted by authorized ClubRunner users according to procedures approved by club leadership.

4. Lava Flow Newsletter

The Lava Flow newsletter serves as a central resource for keeping members informed about club meetings and activities, accomplishments, and opportunities for involvement.

Rather than duplicating detailed event and program information, Lava Flow should provide highlights, brief summaries, photographs, and links to the appropriate website pages.

This approach makes Lava Flow a valuable communication and engagement resource while reducing the need to maintain the same information in multiple places.

5. Program Pages and Community Impact

Each significant or ongoing Rotary service program may have its own webpage explaining:

• The program's purpose and activities.
• Its location, schedule, and contact information.
• Community partners and beneficiaries.
• Opportunities for members to participate.
• The program's community impact.

Program pages should include photographs, accomplishments, and dated activity updates when available.

These pages provide an ongoing record of Hilo Rotary's service and allow members, prospective members, and the community to see the impact of our work throughout the year.

6. Announcements During Club Meetings

Club meetings should prioritize fellowship, guest speakers, meaningful club business, and member engagement.

To make effective use of meeting time, members are encouraged to share routine announcements through the appropriate website communication channels.

The Club President or presiding officer may briefly highlight particularly important or urgent announcements during meetings.

Happy Dollars should remain an opportunity for members to share personal celebrations, appreciation, and meaningful experiences rather than serving as an additional announcement period.

This approach ensures that information remains accessible without unnecessarily reducing time available for other meeting activities.

7. Communications Responsibilities

The club's Marketing and Communications team will help maintain the communications structure and coordinate website content.

Responsibilities may include:

• Helping members determine the appropriate communication channel.
• Posting or reviewing Club Announcements as authorized.
• Keeping announcement information current and removing expired notices.
• Maintaining links among the calendar, newsletter, announcements, and program pages.
• Encouraging consistent, accurate, and accessible communications.

Club leadership will determine any necessary posting restrictions, approval requirements, or additional guidelines.

8. Implementation and Review

The Club Announcements process may be introduced through an initial 30-day trial.

During this period, the club can evaluate whether:

• Members can easily find the information they need.
• Routine verbal announcements during meetings are reduced.
• Communications remain current and relevant.
• The process is easy for members and administrators to use.
• Duplication of information and administrative work is minimized.

Feedback from members and club leadership can be used to refine the process.

Our Communications Goal

The purpose of this policy is not to limit communication, but to make communication more effective.

By giving each communication channel a clear purpose, we can keep members better informed, reduce unnecessary work, make our meetings more productive, and strengthen participation in club activities.

Most importantly, we can devote more of our time and energy to what brings us together:

Fellowship, community engagement, and Service Above Self.

Rotary Club of Hilo — Proposed for review and approval by club leadership.