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District Rotary Foundation Seminar
District Assembly
Future Vision PlanChanges in Rotary Foundation Policies
16 Mar 2013
District Rotary Foundation Seminar
Rotary Foundation
Why is it IMPORTANT to Rotary?
District Rotary Foundation Seminar
Rotary InternationalA living organism
Members – the body of Rotary
- the life of Rotary
Administration – Nervous System
Rotary Foundation – Circulatory System
What is the state of health for your club
and your district?
District Rotary Foundation Seminar
Our Rotary Foundation Is Unique
• Provides the platform for Service
• World reach greater than the United Nations
• We can go where politicians and religious groups cannot
District Rotary Foundation Seminar
Rotary International and Rotary Foundation
Rotary International started 1905
Rotary Foundation started 1917
First 100 years - doing exceedingly well
Second 100 years – better, same or worse?
What is the Future for Rotary?
District Rotary Foundation Seminar
The Rotary Foundation’sFuture Vision Plan: Purpose and Benefits
Integrated Rotary effort and philosophy
District Rotary Foundation Seminar
Future Vision Plan
• Strategic shift in Rotary International and Rotary Foundation – an integrated plan
• Addressing current and future needs of Rotarians, potential donors, and the communities and beneficiaries that we serve
District Rotary Foundation Seminar
Reasons leading to Change• In early 2000, Foundation experienced explosion
of Matching Grants • Rotarians realized value of humanitarian
programs • RI staff was drowning in grant paperwork • Cost for processing smaller matching grants was
US$1,500 per approved grant — average cost exceeded the size of many grants
District Rotary Foundation Seminar
Fundamental principles of the Future Vision Plan
• The Foundation funds anually about US$100 million — just tip of the iceberg
• Thousands of local and international projects are implemented without support from Foundation: between US$500 million and US$1 billion
• Foundation’s limited resources should be used to fund projects with greatest impact in communities that produce long-lasting and measurable results
District Rotary Foundation Seminar
In traditional programs, 20% of annual program budget was spent on grant activities that had long-term impact, while 80 % was spent on
shorter-term activities with uncertain impact to our beneficiaries
District Rotary Foundation Seminar
Needs for Change
• Need for more targeted strategy on the areas of charitable focus
• Need to use donor funds for greater impact in communities
District Rotary Foundation Seminar
District Rotary Foundation Seminar
District Rotary Foundation Seminar
Rotary Foundation
Long range plan for second century of service
The new model designed to achieve five priorities:
1. Simplify programs and processes
2. Focus service efforts in 6 areas
3. Support global and local service efforts
4. Transfer more decisions to districts
5. Enhance Rotary’s public image
District Rotary Foundation Seminar
Future Vision Plan
• Pilot program carried out
• over 3 years - 2000-01 to 2012-13
• 100 Rotary Districts
District Rotary Foundation Seminar
Evaluating Future Vision Plan through Pilot program
1. Overall satisfaction of Rotarians - greater participation, level of giving, club and district engagement,
2. Better quality of projects - getting the results intended and the projects are sustainable
3. Shorter business cycle times - speeded up through streamlined processes
4. Improved operational efficiency - indicators monitored by nonprofit evaluators and agencies sending positive messages to our donors, partners, and members
5. Better stewardship - safeguard the Foundation’s assets.
District Rotary Foundation Seminar
Future Vision’s focus
sustainable projects and greater impact
• Sustainability is defined as a project’s capacity to maintain long-term outcomes that continue to serve a community’s ongoing needs after grant funds have been expended
• “Sustainability” means benefits continue to flow after the grant money is spent
District Rotary Foundation Seminar
Future Vision’s focus
importance of sustainable projects
• Offer greater value and return on Rotary’s investment of money and volunteer hours
• Mechanisms in place for training and exchanging information so the community can maintain results and address problems after the Rotary club’s involvement has ended
• Improve public Image
District Rotary Foundation Seminar
Report Card Success of new grant model will be measured over time
• increased Rotarian participation• increased giving to the Foundation• Greater engagement of clubs• more media coverage of Foundation-sponsored projects• providing data on the number of people who benefit from
Foundation grants and the sustainability of projects
District Rotary Foundation Seminar
District Rotary Foundation
District Rotary Foundation Seminar
Fundraising Subcommittee
District Rotary Foundation Seminar
No Change from Before
Foundation Funding
District Rotary Foundation Seminar
Foundation Funding
Contributions
SHARE System
Contributions
Spendable Earnings
Annual Fund
PermanentFund
PolioPlus Fund
District Rotary Foundation Seminar
SHARE System
• Divides Annual Fund contributions between– District Designated Fund (DDF)– World Fund
• Transforms contributions into grants, etc.
• Allows clubs to determine how district contributions are spent
District Rotary Foundation Seminar
Annual Fund Contributions
At the end of Rotary year, Annual Fund contributions split:
• 50% to the World Fund
• 50% credited to district’s DDF
District Rotary Foundation Seminar
Permanent Fund Earnings
The Trustees determine the spendable earnings. The spendable earnings are split:
• 50% to the World Fund
• 50% credited to district’s DDF
District Rotary Foundation Seminar
Two Funds
• District Designated Fund– District directed – Used by Rotarians in the
district– Spent on TRF grants
and programs
• World Fund– Trustee directed– Used by Rotarians
worldwide– Spent on TRF
grants and programs
District Rotary Foundation Seminar
SHARE Cycle
$200,000 Annual Fund
2010-11 2011-12 2012-13 2013-14
Funds raised and invested
Funds usedFunds invested
Funds invested
$100,000 DDF &
$100,000 World Fund
Permanent Fund spendable earnings NOT in 3-year
investment cycle
Permanent Fund spendable earnings NOT in 3-year
investment cycle
District Rotary Foundation Seminar
For Nonpilot Districts in 2012-13
US$100,000District Designated Fund
Up to 20%
$20,000 or less to District Simplified
Grant
Any amount to Matching Grants,
PolioPlus, or Rotary Peace Centers
Remaining Balance
Carry forward & transfers
District Rotary Foundation Seminar
US$100,000District Designated Fund
$50,000 or less to the
district grant
Any amount to global grants, PolioPlus, or Rotary Peace
Centers
Up to 50% Remaining Balance
Carry forward & transfers
For Pilot Districts in 2012-13 and All Districts in 2013-14
District Rotary Foundation Seminar
For Pilot Districts in 2012-13 and All Districts in 2013-14
DDF
District Grants
Global Grants
PolioPlus Donations
Rotary Peace Centers
Donations
50% of contributions 3 years prior
Rollover andTransfers
Transfer toanother district
Unused DDFrolls over to
next year
Up to 50%
District Rotary Foundation Seminar
Grants subcommittee
District Rotary Foundation Seminar
New Foundation Grants
District Rotary Foundation Seminar
District Grants
• Single “block” grant awarded annually for club and district projects
• Local or international activities
• Local decision making with broader guidelines
• Smaller activities and projects
District Rotary Foundation Seminar
• District governor
• District governor-elect
• District Rotary Foundation committee chair
• District Rotary Foundation subcommittee chairs
Who is involved in planning?
District Rotary Foundation Seminar
Examples
• US$750 to support after-school program for at-risk youth
• $9,000 to bring medical professionals from Argentina to U.S. for training
District Rotary Foundation Seminar
Examples
• $4,500 to send a team of professionals on a cultural exchange
• $2,000 to provide short-term scholarships to children to further their studies
District Rotary Foundation Seminar
Scholarships
• Scholarships can be funded by– Global grants– District grants
District Rotary Foundation Seminar
District Grant Scholarships• More flexible
– Secondary, university, graduate studies or certificate programs
– Local or international– Length– Area of study– Cost
• Managed by district
District Rotary Foundation Seminar
Global Grant Scholarships
• Graduate-level
• Study period 1-4 years
• Alignment with the areas of focus
• Sustainable and measurable
• Host and international sponsors
• $30,000 minimum budget
District Rotary Foundation Seminar
Global Grants
• Area of focus
• Community need
• Community participation
• Strengthen knowledge, skills, resources
• Long-term benefit
• Measurable results
• US$30,000 minimum budget
District Rotary Foundation Seminar
Areas of Focus
• Peace and conflict prevention/resolution
• Disease prevention and treatment
• Water and sanitation
• Maternal and child health
• Basic education and literacy
• Economic and community development
District Rotary Foundation Seminar
Example
Vocational training team travels from U.S. to Uganda to provide pediatric heart surgeries and train local health professionals.
District Rotary Foundation Seminar
Villages in Guatemala receive clean water, latrines, and vegetable gardens.
Vocational training team from Japan educates villagers about disease transmission, improved waste disposal, sustainable gardening, and nutrition.
Example
District Rotary Foundation Seminar
Peace and conflict prevention/resolution
District Rotary Foundation Seminar
District Rotary Foundation Seminar
Disease preventionand treatment
District Rotary Foundation Seminar
Water and sanitation
District Rotary Foundation Seminar
District Rotary Foundation Seminar
Maternal and child health
District Rotary Foundation Seminar
District Rotary Foundation Seminar
Basic education and literacy
District Rotary Foundation Seminar
District Rotary Foundation Seminar
Economic and community development
District Rotary Foundation Seminar
District Rotary Foundation Seminar
Sustainable Projects
• Fit Community Needs
• Supply and Maintain Materials/Technology
• Local Long term Funding
• Knowledge
• Motivation
• Evaluation
District Rotary Foundation Seminar
Measurable Outcomes
• Put a plan in place before implementation
• Establish baseline data
• Determine quantitative and qualitative measures
District Rotary Foundation Seminar
Application Process
1. Club qualifies
2. Club completes first step of application
3. Club submits second step of application
4. District approves application online
5. Rotary Foundation reviews for approval
District Rotary Foundation Seminar
Member Access
District Rotary Foundation Seminar
Global Grant Reporting
• Progress report 12 months after funds received
• Every 12 months until project is complete
• Final report submitted within 2 months of project completion
District Rotary Foundation Seminar
Packaged Grants
Project fully funded by World Fund and RotaryFoundation Strategic Partner
Project fully funded by World Fund and RotaryFoundation Strategic Partner
District Rotary Foundation SeminarDistrict Rotary Foundation Seminar
Strategic Partners
• Global scope of work
• NGOs, universities, corporations
• Expertise in an area of focus
District Rotary Foundation SeminarDistrict Rotary Foundation Seminar
Packaged Grants
• For clubs and districts
• Predesigned projects
• Funded by World Fund and strategic partner
District Rotary Foundation SeminarDistrict Rotary Foundation Seminar
Oikocredit
• Provides funds to microfinance institutions
• Economic and community development
District Rotary Foundation SeminarDistrict Rotary Foundation Seminar
• Connect Rotary clubs and microfinance institutions
• Training activities – humanitarian projects
• Available in India, Philippines, Uruguay
Developing Local Entrepreneurs
District Rotary Foundation SeminarDistrict Rotary Foundation Seminar
Aga Khan University
• 11 campuses in eight countries
• Curriculum reflects local community needs
• Maternal and child health
District Rotary Foundation SeminarDistrict Rotary Foundation Seminar
Training Health Educators
• Vocational training teams to train nurse educators
• Available in Kenya, Uganda, Tanzania
• Maternal and child health
District Rotary Foundation SeminarDistrict Rotary Foundation Seminar
Nursing Scholarships
• Campuses in Kenya, Uganda, Tanzania
• Maternal and child health
District Rotary Foundation SeminarDistrict Rotary Foundation Seminar
• Operates hospital ship Africa Mercy
• In port in one country for about one year
• Disease prevention and treatment
Mercy Ships
District Rotary Foundation SeminarDistrict Rotary Foundation Seminar
• Support the Africa Mercy
• Upcoming ports: Togo and Guinea
• Vocational training teams
• Disease prevention and treatment
Medical Service and Training
District Rotary Foundation SeminarDistrict Rotary Foundation Seminar
• Postgraduate water education institution
• Global student body
• Campus in the Netherlands
• Water and sanitation
UNESCO-IHE
District Rotary Foundation SeminarDistrict Rotary Foundation Seminar
Training Health Educators
• Vocational training teams to train nurse educators
• Available in Kenya, Uganda, Tanzania
• Maternal and child health
District Rotary Foundation Seminar
Stewardship subcommittee
District Rotary Foundation Seminar
StewardshipStewardship is the responsible management and oversight of grant funds, which ensures that funds are used properly and benefit populations in need.
District Rotary Foundation Seminar
Stewardship Practices
• Have Rotarians supervise project
• Implement projects as approved
• Follow standard business practice
• Submit reports
District Rotary Foundation Seminar
Stewardship Activities
• Report tracking
• Routine monitoring
• Random and targeted audits
• Investigating allegations
• Stewardship seminars
• Qualification
District Rotary Foundation Seminar
Qualification
District Rotary Foundation Seminar
Qualification
• Qualification is the process that clubs establish to ensure compliance with Foundation policies, avoid misuse and mismanagement of grant funds, and ensure that their members have the appropriate training and resources.
• Clubs that fail to comply risk losing the ability to participate in the Foundation grants program.
District Rotary Foundation Seminar
Qualification
• Qualification provides clubs with financial and stewardship controls for meeting Foundation requirements and managing grant-funded activities.
• Clubs need to qualify before applying for global and packaged grants.
District Rotary Foundation Seminar
Qualification Requirements
• At least one member of club attends a grant management seminar
• Read, sign, and submit club MOU to the district by President and President-Elect
• Other district requirements
- payment of RI and District dues
District Rotary Foundation Seminar
Authorization and Agreement
The club MOU is a legal document between the club and the district. By signing this agreement, the club president and president-elect are authorizing it for one Rotary year; the club enters Into a legal agreement with The Rotary Foundation to abide by all TRF and RI policies.
How will you ensure that all members of the club understand their responsibility as outlined in this agreement?
District Rotary Foundation Seminar
Club QualificationMemorandum of Understanding
• The club will be qualified for one Rotary year.• The club is responsible for the use of funds for club-
sponsored grants, regardless of who controls the funds
• Qualification may be suspended or revoked for misuse or mismanagement of grant
• The club must cooperate with any financial, grant, or operational audits
District Rotary Foundation Seminar
Club QualificationExamples of Misuse or Mismanagement
• fraud; forgery; membership falsification; • gross negligence; • endangerment of health, welfare, or safety of
beneficiaries;• use of funds for personal gain; • undisclosed conflicts of interest; • monopolization of grant funds by individuals; • report falsification; overpricing; illegal activities; • acceptance of payments from beneficiaries;
District Rotary Foundation Seminar
Financial Management Plan
1. A written financial management plan that include procedures to:
a.Maintain a standard set of accounts
b.Disburse grant funds, as appropriate
c. Maintain segregation of duties for handling funds
d.Establish an inventory system for equipment and other assets purchased with grant funds
e.Ensure that all grant activities comply with local law
District Rotary Foundation Seminar
Bank Account Requirements
The club must have a dedicated bank account that is used solely for receiving and disbursing TRF grant funds.
A. The club bank account must
1. Have a minimum of two Rotarian signatories from the club for disbursements
2. Be a low- or noninterest-bearing account
B. Any interest earned must be documented and used for eligible, approved grant activities, or returned to TRF.
C. A separate account should be opened for each club-sponsored grant
D. Grant funds may not be deposited in investment accounts
E. Bank statements to support receipt and use of TRF grant funds.
F. The club must maintain a written plan for transferring custody of the bank accounts in the event of a change in signatories.
District Rotary Foundation Seminar
Document Retention
The club must establish and maintain appropriate record keeping systems to preserve important documents related to qualification and TRF grants.
Retaining these documents supports transparency in grant management and assists in the preparation for audits or financial assessments.
District Rotary Foundation Seminar
Document Retention
A. Documents that must be maintained include:
1. Bank information and past statements
2. Club qualification documents and signed club MOU
3. Documented plans and procedures, including:
a. Financial management plan
b. Procedure for storing documents and archives
c. Succession plan for bank account signatories
4. Information related to grants: receipts and invoices for all purchases
B. Club records must be accessible and available to Rotarians in the club and at the request of the district.
C. Documents must be maintained for a minimum of five years, or longer if required by local law.
District Rotary Foundation Seminar
Future Vision and Club Qualificationsummary
• Rotarians have more control on use of funds from money donated
• Rotarians have to exercise stewardship• Rotary Foundation’s role is to help Rotarians use
funds more efficiently• Rotarians are to be what they claim to be
- responsible, compassionate, with integrity
District Rotary Foundation Seminar
Training of Rotariansfor District 3310
1. PETS, District Assembly
2. Training of Assistant Governors
3. District Foundation Seminars
4. Foundation page in District website
District Rotary Foundation Seminar
Role for District Foundation Committee
• Transparent – publish all activities
• Accountable – publish all transactions
• Help clubs with funding for projects
• Set guidelines for award of grants
District Rotary Foundation Seminar
Foundation page District 3310 website
1. Future Vision Plan
2. Grant Management Manual
3. Grant award guidelines
4. Club Qualification list
5. Grant Award list
6. District Financial Management Plan
7. Report on Use of Grant Funds
District Rotary Foundation Seminar
Future Vision Plan(New Grant Model)
2 main changes
1.Club Qualification – M.O.U
2.Grant Application – Contact Grant
Award Chair
District Rotary Foundation Seminar
District Assembly
Future Vision Plan
Changes in Rotary Foundation Policies
Thank You
16 Mar 2013
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