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Beyond Foundation Basics: Turning Hard into Easy

Join the District 7610 Foundation Seminar on September 16, 2017, with PDG Chuck Davidson as the speaker. Learn how to set and achieve your club's foundation goals and maximize your club's impact. Access valuable foundation reports and understand recognition points.

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Beyond Foundation Basics: Turning Hard into Easy

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  1. Beyond Foundation Basics:Turning Hard into EasyDistrict 7610 Foundation SeminarSeptember 16, 2017PDG Chuck DavidsonZone 33 Assistant Regional Rotary Foundation Coordinator

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

  3. Club Foundation Goals-RCC“Goal Center”, “2017-18” Group, “Rotary Foundation Giving” Tab Annual Fund PolioPlus Fund Major Gifts & Endowment Fund

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

  5. 2017-18 Club Banners(No Change from Last Year!)

  6. 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

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

  8. Club Foundation Banner Report

  9. Club Foundation Banner Report District Summary

  10. Mining Foundation Reports (Wealth of Available Data)

  11. Reports • In My Rotary; amazing amount of useful information • Internally consistent and updated daily • Will answer almost all Rotarian or club questions • Access varies: • Any club officer: all club-level Foundation reports, plus general district-level Foundation reports such as MCR and PP • District Foundation chairs: all district- and club-level Foundation reports • Individual Rotarian: his/her own Donor History Report • TRF must know who these club officers and district Foundation chairs are in order for access to occur • Use accompanying handout to identify which report will answer a specific question

  12. Accessing Reports 1 2

  13. Accessing Reports

  14. Using Reports

  15. Club Recognition Summary

  16. Monthly Contribution Report

  17. District Fundraising Analysis

  18. 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

  19. 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)

  20. 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)

  21. Understanding Recognition Points(Tough Subject)

  22. Recognition Points • Purpose: Allow one person to give, but another to be recognized for that gift • Everyone has TWO buckets of recognition points: Points you earned by giving dollars, and available for you to give to someone else Points someone else earned and gave to you • Let’s look at some examples

  23. Recognition Points Example • You give $100 to any TRF Fund except Endowment • Your “Recognition Amount” in CRS column 4 (which determines your Paul Harris Fellow Multiple level) increases by 100 (dollars) • You earn/receive 100 points (green bucket #2); shows in CRS column 7 as “Foundation Recognition Pts Available” • Bucket is green to indicate you can move the points to someone else if you wish

  24. Recognition Points 2

  25. Recognition Points Example • Your friend decides to give 800 of her available points to you to advance you to the next higher Paul Harris Fellow Multiple, and submits a Form 102 to this effect to TRF • Your “Recognition Amount” in CRS column 4 (which determines your Paul Harris Fellow Multiple level) increases by 800 (points in your red bucket #1) • Bucket is red to indicate you can NOT move the points to someone else; points can be gifted only once

  26. Recognition Points 1

  27. Recognition Points Recap • 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

  28. Recognition Points Recap 1 2

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

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

  31. 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”

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

  33. 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

  34. District Designated Fund (DDF)

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

  36. 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

  37. Documenting Donations(Making Sure)

  38. 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

  39. Multiple Donor Contributions(Overcoming the Issues)

  40. 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

  41. 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

  42. Multiple Donor Contributions Option 3 • Access via My Rotary • Manage  Club & District Admin.  Club Admin.  Scroll to “Club Giving”  Look under “Online” • Click “Contribute on behalf of club members” to give online • Click on “Multiple Donor Form” to generate a pre-populated PDF • Only one designation per form

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

  44. 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

  45. Donor History Report Sample, Rotarian (Rotary ID: ######); Evanston (Club ID: 1234)

  46. Questions? ARRFC Chuck Davidson chuck.nita@cox.net

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