District 7810 Foundation Spring 2018 for Rotary Year

District 7810 Foundation Spring 2018 for Rotary Year 2018 -2019

Objectives for Foundation Seminar • Become inspired and able to inspire others. • Understand district foundation goals and support structure. • Know foundation basics and how to access resources. • Be able to enter club foundation goals. • Understand club qualification/MOU requirements. • Understand district grant requirements/process. • Understand basics of global grants. • Share and learn foundation best practices. TITLE | 2

Let’s tell (and yell) the Rotary Foundation story! It’s powerful! https: //www. gatesnotes. com/Health/16 -Million-Reasons-To-Be-Optimistic-About. Polio TITLE | 3

The Rotary Foundation • • Established in 1917 with a gift of $26. 50 “For the purpose of doing good in the world. ” Headquarters in Evanston, Illinois 91% of funds spent directly on charity Charity Navigator – 4 Star Charity Named 2017 Worlds Outstanding Charity Focuses on Six Areas of Need TITLE | 4

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Be the Inspiration TITLE | 6

Please send me your inspiration picture. TITLE | 7

District Goals & Support Structure TITLE | 8

Introducing your District Team – 2017 -2018 • • • District Foundation Chair – Joy Barresi Saucier Polio Co-Chairs – Floyd Rockholt/Terry Thomas Annual Giving Co-Chairs – Gary Thorne/ District Grant Co-Chairs – Paula Hiltz/Cindy Richendollar Global Grant Co-Chairs – Carl Young/ Global Grant Stewardship Chair – ______ TRF Canada Grants Program Chair - ______ Paul Harris Society- Pam Harrison/Bev Lyons End Polio Now Zone 24 East Coorinator - Stella Roy Foundation Advisor/Assistant Regional Rotary Foundation Coordinator – Rick Rogers • Will you help us at the district level? TITLE | 9

District Goals – 2017 -2018 • 100% of Clubs will have Foundation goals entered in Rotary Club Central • 100% of Clubs will complete Grant Memorandum of Understanding for 2018 -2019 • 100% EREY Annual Fund Giving ($25 min. ) • $100 Annual Fund Per Capita Giving • $50, 000 Raised for Polio Plus TITLE | 10

Presidential Citation 2017 -2018 A few relevant items from the citation criteria…. – Help Rotary do more by increasing your club’s total giving to The Rotary Foundation by at least 10 percent over 2016 -17. – Increase the number of members who give $25 US or more to any Rotary Foundation Fund. – Attain a minimum Annual Fund contribution of $100 US per capita. – Sponsor or have club members participate in a polio related fundraising or awareness event. Please connect with your Club President for more information. TITLE | 11

District Foundation Training & Support Plan • Developed in order to provide club foundation chairs and other club and district leaders with consistent, comprehensive training and support specific to the Rotary Foundation. • Intended to be an iterative document that is refined and adapts overtime in order to respond to the changing needs of clubs. • Questions or suggestions regarding the plan can be directed to the District Foundation Chair. • 4 Current Components – – Foundation Introduction Foundation Basics Foundation Fellowship Foundation Advanced with Grant Training and Qualification TITLE | 12

Foundation Advanced – aka District Foundation/Grants Seminar • Tentative Schedule (Must attend one) – January 20 (Sat), 9 a-12 p – Presque Isle – February 23 (Fri), 4 -7 p – Moncton – February 24 (Sat), 9 a-12 p – Saint John – March 31 (Sat), 9 a-12 p – Bathurst – April 21 (Sat), 9 a-12 p – Fredericton (@ PETS) • To Be Invited – Foundation Chairs – Presidents – Assistant District Governors – Others interested TITLE | 13

Foundation Basics TITLE | 14

Basic Resources • Rotary Website – www. rotary. org • My Rotary – https: //my. rotary. org/en • Committee Booklet and Job Descriptions – https: //my. rotary. org/en/learning-reference/learnrole/club-committee • Rotary Newsletters • My Rotary>News & Media>Newsletters • Rotary Club Central – https: //rcc. rotary. org TITLE | 15

Set Club Goals – Due May 31 for Rotary Year 2018 -2019 • Rotary Club Central – https: //my. rotary. org/en – Member Center>Online Tools>Rotary Club Central TITLE | 16

Foundation Funding • Annual Fund • Polio Plus Fund • Endowment Fund TITLE | 17

SHARE Funding Model for Annual Fund $100, 000 2017 2018 $50, 000 50% to District Designated Fund $25, 000 50% to District Grants $25, 000 50% to Global Grants 2019 $ $50, 000 50% to World Fund Matches 1: 1 DDF $ and 50% of cash and club donations TITLE | 18

Get Ready for Grants TITLE | 19

Club Qualification • Memorandum of Understanding – Who? – What? – Where? Presidents/Foundation Chair Review, Respond, Sign Scan and email pg 3 to Joy • Must also be attached to district grant request – When? By May 31 st to qualify for the following Rotary year (July-June) – Why? • Required for grants both district and global • Ensures responsibilities are known regarding grant management • Ensures appropriate financial management in place • Addresses misuse of funds TITLE | 20

Club Qualification • Club MOU https: //my. rotary. org/en/document/clubmemorandum-understanding • Guide to Implementing MOU https: //my. rotary. org/. . . /club-memorandumunderstanding-resources-guide-implemen. . • MOU Worksheet https: //my. rotary. org/en/. . . /clubqualification-memorandum-understandingworksheet TITLE | 21

Club Qualification To participate in Rotary grants, your club must agree to implement the financial and stewardship requirements in this memorandum of understanding (MOU) provided by The Rotary Foundation (TRF) and to send at least one club member to the district’s grant management seminar each year. The district may also establish additional requirements for club qualification and/or require its clubs to be qualified in order to participate in Rotary Foundation district grants. By completing these requirements, the club becomes qualified and eligible to participate in the TRF grant program. A. Upon successful completion of the qualification requirements, the club will be qualified for one Rotary year. B. To maintain qualified status, your club must comply with this MOU, any additional district requirements, and all applicable TRF policies. C. Your club is responsible for the use of funds for club-sponsored grants, regardless of who controls the funds. D. Qualification may be suspended or revoked for misuse or mismanagement of grant funds involving, but not limited to: fraud; forgery; membership falsification; gross negligence; endangerment of health, welfare, or safety of beneficiaries; ineligible contributions; use of funds for personal gain; undisclosed conflicts of interest; monopolization of grant funds by individuals; report falsification; overpricing; acceptance of payments from beneficiaries; illegal activities; use of grant funds for ineligible purposes. TITLE | 22 E. Your club must cooperate with any financial, grant, or operational audits.

1. Club Officer Responsibilities Your club officers hold primary responsibility for club qualification and the proper implementation of Rotary grants. Club officer responsibilities include: A. Appointing at least one club member to implement, manage, and maintain club qualification. B. Ensuring that all TRF grants adhere to stewardship measures and proper grant management practices. C. Ensuring that all individuals involved in a grant conduct their activities in a way that avoids any actual or perceived conflict of interest. TITLE | 23

2. Financial Management Plan The club must have a written financial management plan to provide consistent administration of grant funds. The financial management plan must include procedures to: A. Maintain a standard set of accounts, which includes a complete record of all receipts and disbursements of grant funds. 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, and maintain records for items that are purchased, produced, or distributed through grant activities. E. Ensure that all grant activities, including the conversion of funds, comply with local law. TITLE | 24

3. Bank Account Requirements In order to receive grant funds, your club must have a dedicated bank account that is used solely for receiving and disbursing Rotary 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, and the name of the account should clearly identify its use for grant funds. D. Grant funds may not be deposited in investment accounts including, but not limited to, mutual funds, certificates of deposit, bonds, and stocks. E. Bank statements must be available 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. TITLE | 25

4. Report on Use of Grant Funds Your club must adhere to all TRF reporting requirements. Grant reporting is a key aspect of grant management and stewardship, as it informs TRF of the grant’s progress and how funds are spent. TITLE | 26

5. Document Retention Your club must establish and maintain appropriate recordkeeping systems to preserve important documents related to qualification and Rotary grants. Retaining these documents supports transparency in grant management and assists in the preparation for audits or financial assessments. A. Documents that must be maintained include, but are not limited to: 1. Bank information, including copies of past statements. 2. Club qualification documents including a copy of the 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 and retention of information and documentation 4. Information related to grants, including 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. TITLE | 27

6. Reporting Misuse of Grant Funds The club must report any potential and real misuse or mismanagement of grant funds to the district. This reporting fosters an environment in the club that does not tolerate the misuse of grant funds. TITLE | 28

Rotary Grants – 3 Types of Grants • District Grants • Global Grants • Packaged Grants TITLE | 29

District Grants - Process and Timeline • Club attends training and signs/submit MOU • Grant application/MOU submitted – Submit between 5/1/18 – 5/31/18 – To Paula Hiltz by email at nason@nbnet. nb. ca • Club notified of grant approval and timeline • Club completes project between 7/1/18 -5/1/19 • Club submits notice of completion with financial documentation by 5/1/19 – to Paula Hiltz • District sends check to Club by 6/29/19 TITLE | 30

District Grants - Requirements • Must use district grant application form available on District Club Runner website • Project must take place in Rotary Year – July 2018 -June 2019 • Project must respond to one Area of Focus • One club member must attend District Foundation/Grants Seminar • Club Presidents (outgoing and incoming) must sign MOU • Club Foundation Goal input into Rotary Club Central by May 31, 2018 TITLE | 31

District Grant Guidelines – Reminders • Funds cannot be spent until notification to do so is received by clubs. • Club must provide notice of project completion with financial documentation, before check will be issued by the District. – Deadline for submission is May 1. TITLE | 32

District Grants 2016 -2017 • 17 Grants • $29, 860 CDN • Basic Education • Literacy – Cooking to Learn – Little Free Libraries • Scholarships • Maternal Child Health – – – Bicycle Helmets Breakfast Domestic Abuse Assistance Backpacks for Kids Buying winter clothes TITLE | 33

District Grants 2017 -2018 • 15 Grants • $20, 034 CDN TITLE | 34

Global Grant Resources • Grants Center via My Rotary • “How to use the Grants Center” https: //my. rotary. org/en/document/how-usegrant-center Guide to Global Grants • https: //my. rotary. org/en/document/guideglobal-grants TITLE | 35

Global Grant Requirements • • • Can be Humanitarian, Scholarship or VTT Minimum of two Clubs (host + international) $30 K US Minimum $15 K Minimum Matching World Fund Three Streams of Funding • Club, District, The Rotary Foundation • Club $ matched (50% by World Fund) • District $ matched (100% by World Fund) TITLE | 36

Global Grant - Sponsor Responsibilities TITLE | 37

Global Grant - Rotary Grant Lifecycle TITLE | 38

Global Grant - Rotary Grants Center TITLE | 39

Global Grant - Key Success Factors • Relationship between host and international clubs • Community Assessment • Community Buy-in • Sustainability TITLE | 40

Project Around the World - Rotary Showcase • Rotarians are improving lives in communities around the world every day through thousands of service projects. Browse projects to explore the good work that Rotary clubs are doing locally and globally. Share your own with the Rotary community and your Facebook friends. • https: //map. rotary. org/en/project/pages/pr oject_showcase. aspx TITLE | 41

Best Practice Sharing TITLE | 42

Annual Fund – Best Practice Sharing • Sustaining Members – PHF Point Challenge (Presque Isle) • New Members – Gift TRF in the name of the new member with letter and booklet to new member (Presque Isle). • All Members – Simple instructions of how to donate left or envelopes on tables at club meetings (Perth-Andover). – Add on option on dues statement (? who). – Build awareness with funeral homes TITLE | 43

Paul Harris – Best Practice Sharing • Society • Recognition – Special Evening/Event/Annual Meeting • Cash Draw Event allowing more community participation (Fort Fairfield). TITLE | 44

Polio Plus – Best Practice Sharing • • Purple Pinkie Project (Several) Pies for Polio (Presque Isle) School/Town Campaign (Perth-Andover) Iron Lung Exhibit (Caribou) TITLE | 45

Endowment – Best Practice Sharing TITLE | 46

Questions and Sharing TITLE | 47