Stewardship

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Stewardship
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Learning Objectives

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

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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

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Stewardship

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

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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.

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Project Implementation
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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

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Effective Communication

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

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Effective Partnership

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

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Project Committee

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

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Committee Members

• Committed
• Experts
• Accessible
• Respected
• Responsive
• Multi-lingual

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Fundraising
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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.

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Appropriate Fundraising

• Expectations (continued)
• Funds should be used for intended purpose.
• Paul Harris Fellow recognition should be obtained
  only by
• contributing US1,000 to TRF
• receiving the voluntary recognition of another
  entitys US1,000 contribution

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Spending TRF Funds
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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

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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)

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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

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Accounting
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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

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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

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Payments

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

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Reporting
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Reporting

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

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Reporting Deadlines

• Progress reports are due at least every twelve
  months for the life of the project
• Final report is due within two months of the
  projects completion

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Report Content

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

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District Leadership
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Role of District Leadership

• Facilitate and encourage Rotarians to fulfill
• Stewardship responsibilities
• Reporting responsibilities
• Partnership obligations
• Legal obligations to TRF and local Government

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Role of District Leadership

• Report misuse and suspected misuse of funds to
  TRF
• Prevent inappropriate use of funds through
• Training
• Positive leadership

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Stewardship

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

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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.

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Questions?