Stewardship. Learning Objectives Meaning of stewardship Guidelines for implementing grant projects Raising and spending TRF funds Accounting practices.

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

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?