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Posting Club Foundation Goals (The Sooner, the Better)

Learn how to set and document Club Foundation Goals, manage donations, handle multiple donor contributions, and understand recognition points in Rotary. Access a wealth of data through Foundation Reports to elevate your Rotary experience and impact.

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Posting Club Foundation Goals (The Sooner, the Better)

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  1. “Foundation: Beyond the Basics”District 7610 Training AssemblyMay 6, 2017PDG Chuck DavidsonZone 33 Assistant Regional Rotary Foundation Coordinator

  2. Posting Club Foundation Goals(The Sooner, the Better)

  3. Club Foundation Goals2017-18 Tab Annual Fund PolioPlus Fund Major Gifts & Endowment Fund

  4. On-Line Goal-Posting Tips • Make sure you’re in the 2017-18 tab • Don’t use symbols—no dollar signs, decimal points, and commas • Check your Annual Fund 5-Year High value, and consider setting your Annual Fund goal at 10% over the highest value • Include a PolioPlus Fund goal;and then include the 3 Major Gifts and Endowment Fund goals even if some are zero

  5. Documenting Donations(Making Sure)

  6. Documenting Donations • In case of a dispute, TRF always asks for documentation to make the case • Always take any substantial or June donation inside the Post Office so that you can obtain: • Dated postal receipt of your mailing from the clerk that shows destination • Always make and keep a copy of your accompanying donation form and check • Keep in mind—95+% of all disputes turn out to be club error

  7. Multiple Donor Contributions(Overcoming the Issues)

  8. Multiple Donor Contributions Option 1 • Use official Form 094 • Writable and savable • Match names and ID #s to those on CRS • Only one designation per form • Be prepared to spend (lots of) time, if filling out for entire club • Print, include check and mail

  9. Multiple Donor Contributions Option 2 • Use DaCdb Report 2.1 in “Reports” • Click “View” icon, not “Word” or “Excel” • Names, ID #s automatically populated! • Fill in default amount; change individual amounts as needed • Ignore “SUST MEMB” column • Only one designation per form • Right click form, print & mail

  10. New Club Banners(Yet Again!)

  11. Club Recognition 100% Foundation Giving Club • 100% Members Give to any TRF Fund • $25 Minimum • $100+ Average 100% EREY Club • 100% Members Give to Annual Fund • $25 Minimum • $100+ Average 100% Paul Harris Society Club • 100% Members Give to any TRF Fund except Endowment • $1,000+ Minimum

  12. Membership Impact • “Start” number (July 1 membership) • Never changes during year • Used to determine club’s per capita giving • “End” number (June 30 membership) • TRF makes name-by-name check • Used to determine 100% Foundation Giving, 100% EREY, and 100% PHS clubs (see Club Foundation Banner Report for member-by-member status) • RECENT CHANGE! New members in a year are not counted in making banner award determinations

  13. Understanding Recognition Points(Tough Subject)

  14. Recognition Points • Purpose: Allow one person to give, but another to be recognized for that gift • One point earned for each dollar given • Points can be transferred only once, but there’s a way around this restriction • “Recognition Amount”: Can be mixture of your dollars and another’s points to you • PHF multiple level based on this mixture • Only dollars count toward Major Donor status

  15. Recognition Points 1 2

  16. Recognition Points • Listed as “Foundation Recog-nition Pts Available” in CRS column 7 • Consists only of points you have earned by cash donations • Useful to you only for giving (transferring) to someone else • So might as well do just that!! 2 1 1 2 • Part of your “Recognition Amount” in CRS column 4 • Consists only of points given to you by someone else • Useful to you in achieving PHF multiples (but not Major Donor) • Cannot be re-gifted to another; points can never be transferred (given) a second time

  17. Checking Your Own Donation Record (Only You Can Do It)

  18. Donor History Report • In My Rotary, then “The Rotary Foundation”, “Foundation Reports”, and “Donor History Report” • Donor Overview • Recognition (MD, BS, PHF, PHS, EREY, SM) • Gifts (APF, Polio, Endowment Fund cash, Other Restricted, pie chart) • Bequest Society, Benefactor Commitments • Transaction Detail • Contributions/Transfers

  19. Mining Foundation Reports (Wealth of Available Data)

  20. Selected Reports REPORT ABBREVIATION KEY • Benf – Paul Harris Fellow and Benefactor Report • CBanr – Club Foundation Banner Report • CFund – Club Fundraising Analysis • CRS – Club Recognition Summary • DBanr – Foundation Banner Recognition Status Report • DDF – Available DDF by District • DFund – District Fundraising Analysis • DnrSum* – Donor Summary Report (*available to DRFC only) • MCR – Monthly Contribution Report • MD/BS – Major Donor, Arch C. Klumph Society, & Bequest Society Report • PHS – Paul Harris Society Report • PP – PolioPlus Report • SHARE – SHARE Contribution Detail

  21. Reports • Amazing amount of useful information • Internally consistent • Updated daily • Will answer almost all Rotarian or club questions • Access varies • Use accompanying handout to identify which report will answer a specific question

  22. Handout Example Giving Amount • District Annual Fund (DFund) (MCR) • District Annual Fund-SHARE (SHARE) • District PolioPlus(DFund) (PP) • District Endowment (DFund) (MCR) • District Total Giving (DFund) (MCR) (PP) • District Previous 4 Years (DFund) • Club Annual Fund (MCR) (CFund) • Club PolioPlus(PP) • Club Endowment (MCR) • Club Total Giving (MCR) (PP) (CFund) • Club Previous 4 Years (CFund) • Club All-Time (CRS) • Member Latest Contribution (CRS)

  23. Handout Example Paul Harris Fellow • District All-Time (DFund) • District YTD (DFund) • Club # (CRS) • 100% PHF Club? (CRS) • Member PHF Level (CRS) (Benf) • Member Amount to Reach Next Level (CRS)

  24. District Designated Fund (DDF)(Provides Local Control of Donated Funds)

  25. District Designated Fund (DDF) • One-half of amount district members donated to Annual Fund-SHARE 3 years ago • Account balance maintained at TRF until expended; district requests, then TRF approves expenditures • DDF expended for District Grant, Global Grants, and transfers to other TRF funds (e.g., polio, peace ctrs) • TRF matches DDF for Global Grants on a dollar-for-dollar basis • Amass as much DDF as possible each year • Spend as much DDF as possible each year; this constitutes local control of your donations • DDF is never “lost”; all unused DDF rolls each year

  26. District Designated Fund (DDF)

  27. Partnering in Grants(Leverage is the Name of the Game)

  28. Grant Partnering(Global Grants) GG1415953—Sewing Machines for Unemployed Women in India Total Grant Budget--$60,750!!

  29. Grant Partnering(District Grant) • Excellent way to leverage a number of small awards into a more substantial total • Lead club is responsible for single application, project budget, combined award stewardship, and all reporting • Subordinate partners relinquish their own District Grant “quota” to join; their partnership constitutes their one allowed application • All partners must be “grant-qualified”

  30. Using the “Annual Fund Exchange”(When Funding Global Grants)

  31. Annual Fund Exchange • Technique for funding Global Grants • Most useful when: • Plenty of DDF available • Club plans to fund grant at $5,000+ level • Club gives most (not all) of their funding to AF instead of grant (club’s total contribution is unchanged) • District compensates by increasing its DDF payment to the grant (the “exchange”), enhancing TRF match • Club signs MOU formalizing a promise that their increased AF contribution will be over and above their current AF goal/planned giving • Results in higher available DDF in future years

  32. Clarifying the 5% Add-On(Seeing Through the Fog)

  33. New Funding Model • Became effective 1 July 2015 • Necessary to maintain strong financial base and transparency • Strategy is to: • Ensure sufficient operating funds • Build an operating reserve (3 x operating expenses) • Distribute surplus to Endowment Fund

  34. New Funding Model • Unchanged: Annual Fund-SHARE gifts invested for 3 years, then split 50-50 between DDF and World Fund • Changed: 5% of total gift (10% of the 50% split to World Fund) is “earmarked” to cover operating fund shortfalls, if necessary • If this is unnecessary, earmarked funds are then used to build operating reserve, if necessary • If this is also unnecessary, earmarked funds are released unconditionally into the World Fund, or into Endowment Fund if World Fund has a surplus

  35. Annual Fund-SHARE $1,000 Earnings pay for TRF administration YEAR 1 YEAR 2 YEAR 3 45% 50% $500 5% $450 5% SHARE $50 District Designated Fund (DDF) World Fund

  36. Annual Fund-SHARE $1,000 Earnings pay for TRF administration YEAR 1 YEAR 2 YEAR 3 50% 50% $500 $500 SHARE District Designated Fund (DDF) World Fund

  37. New Funding Model • Unchanged:No earmarking of gifts to PolioPlus and Endowment Funds • Changed: Club and individual cash contributions to approved Global Grants are increased by 5% over budget to cover grant administration costs • Changed: Large corporate gifts will have a negotiated administrative cost not to exceed 10%

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