Stewardship

Learning Objectives Meaning of stewardship Guidelines for implementing grant projects Raising and spending TRF funds Accounting practices Reporting requirements Role of district leadership

Stewardship Treating TRF funds as a sacred trust Competent and thorough supervision of the project Standard business practice Reporting irregularity to TRF Implementing projects as approved

Stewardship Financial review of projects Timely and complete reporting 4-Way Test Declaration of Rotarians in Businesses and Professions

Stewardship The trustees rely on the integrity of the clubs and Rotarians engaged in project implementation to ensure that funds are used effectively for the purpose for which they were given.

Project Implementation

Keys to Success Project meets real needs of receiving community Rotarian, club, district, and community support (host and international) Proper fiscal oversight Strong partnerships Project plan with goals and anticipated outcomes

Effective Communication Know project partners Anticipate cultural misunderstandings Discuss problems openly and freely Communicate in a timely manner Practice patience and good humor

Effective Partnership Clearly defined responsibilities Detailed plan of action Clear and open lines of communication Knowledgeable and motivated partners Mutual respect

Project Committee Oversees and implements project Reports to board of sponsoring clubs Comprised of at least three members

Committee Members Committed Experts Accessible Respected Responsive Multi-lingual

Fundraising

Appropriate Fundraising Expectations: Service Above Self Beneficiaries should not contribute funds to receive assistance. Club must keep accurate, detailed records of donations. Reciprocal relationships should not be formed.

Appropriate Fundraising Expectations (continued): Funds should be used for intended purpose. Paul Harris Fellow recognition should be obtained only by: –contributing US$1,000 to TRF –receiving the voluntary recognition of another entity’s US$1,000 contribution

Spending TRF Funds

Appropriate Use of TRF Funds Humanitarian projects Rotarian participation in projects Development of Rotary networks Spend consistently with TRF guidelines and approved application Vigilant oversight

Eligibility Guidelines Grant funds must not be used for: Construction/renovation Purchase of land or buildings Salaries Cooperating organization expenses Post-secondary education International travel (except Volunteer Service and 3-H Grants)

Eligibility Guidelines Grant funds must not be used for: Establishment of foundation or trust Personal benefit Duplication of TRF or Rotary program Reimbursement of existing project Excessive support of beneficiary Inauguration parties or meetings

Accounting

Financial Records Demonstrates that funds were used effectively and efficiently Meets the conditions of the grant award Meets all legal requirements Embodies trust and opens the door for future projects

Accounts Separate accounts should be established for each grant Payment should be made to a bank account opened specifically for the project Project account name should be such that it is easily identifiable with the club and project

Payments Checks No payments in cash Payment made by check helps facilitate necessary documentation.

Reporting

Celebrates successes Communicates accomplishments to TRF Demonstrates good use of funds Provides transparency Meets government requirements Offers lessons learned

When TRF Reports Are Due Progress reports are due at least every twelve months for the life of the project Final report is due within two months of the project’s completion

Report Content Project accomplishments Rotarian involvement Information on the beneficiary Statement of income and expenses Bank statement

District Leadership

Role of District Leadership Facilitate and encourage Rotarians to fulfill: –Stewardship responsibilities –Reporting responsibilities –Partnership obligations –Legal obligations to TRF and local Government

Role of District Leadership Report misuse and suspected misuse of funds to TRF Prevent inappropriate use of funds through: –Training –Positive leadership

Stewardship As stewards of The Rotary Foundation, the trustees are responsible to the donors to demonstrate that donations were used appropriately.

Stewardship A donor who understands that funds were used in an appropriate and responsible manner is more likely to give to the Foundation again to support projects.

Questions?