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Rotary 101

Rotary 101. How to Organize a Service Project. A worldwide organization More than 1.2 million business, professional, and community leaders Rotarians Provide humanitarian service Encourage high ethical standards in all vocations Help build goodwill and peace in the world. Rotary is….

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Rotary 101

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  1. Rotary 101 How to Organize a Service Project

  2. A worldwide organization • More than 1.2 million business, professional, and community leaders • Rotarians • Provide humanitarian service • Encourage high ethical standards in all vocations • Help build goodwill and peace in the world Rotary is…

  3. 33,000 Rotary clubs • More than 200 countries • Clubs are non-political • Clubs are non-religious • Clubs are open to all cultures, races, and creeds. Rotary is…

  4. The motto - Service Above Self • Rotary’s main objective is service — • In the community • In the workplace • Throughout the world Rotary is…

  5. Prepare and carry out a successful project • In the community • In the workplace • Throughout the world How do you offer service?

  6. The trustees rely on the integrity of the clubs • The trustees rely on the integrityof Rotarians • to ensure that funds are used effectively for the purpose for which they were given. • It is up to all Rotarians to demonstrate integrity in every aspect of project implementation. Integrity

  7. Build effective networks that strengthen communities • Empower project recipients to be part of the solution • “…give a man a fish…” Countless Opportunities

  8. Rotarians take action • Rotarians make a difference • Become a true Rotarian. Understand what Rotarians actually do round the world. http://www.youtube.com/watch?v=w1xjqH43Wq8&feature=related Why join Rotary?

  9. Start at the Beginning

  10. Get your committee together • Plan the project To organize a project…

  11. Begin with an idea – an idea that meets the needs of the community. • A real need! • A viable project addresses a real community need – not just something that we perceive as a need. Step One – The idea

  12. Here are some ideas from D-7020

  13. Some District 7020 Clubs • Bell ringing for Christmas funds – • out in force for the first 4 weekends in December • Working Friday, Saturday, and Sunday • Stationed in front of the two largest supermarkets on the island of Abaco with a sign, a bucket and a bell Abaco, Bahamas (24)

  14. Provide ongoing support of 2 families in need with a weekly food supply • Rice, bread, canned goods and other items of sustenance every week • December included a ham and turkey • Ongoing project of RC of New Providence – not just at the festive season New Providence, BVI (43)

  15. In addition to the previous slide – • @ Ranfurly Children’s Home, provided children with extra school supplies • Donated also $1000 • Bell Ringing for Salvation Army • Revamped a computer lab at the children’s home and donated computers New Providence, BVI (43)

  16. Prepared and served a holiday meal to the Elderly • Prepared and served meals for the homeless on Christmas Day • Assisted Interactors collecting Christmas gifts for children at a Children’s Home • Donated a Christmas Tree and decorated it St. Croix West (32)

  17. Shoes distribution – Partnered with a Texas club to source and distribute more than 300 pairs of shoes to the needy over Christmas period • Distributed 200 Christmas hampers • Visited and took gifts to 3 past presidents who were ill • Held a special Christmas luncheon for seniors Montego Bay (29)

  18. Once you have your idea -

  19. You’ll need to discuss • GOALS – What do you hope to achieve with this project? • Set specific goals with measurable results • SPECIFIC COSTS - with details about initial and possible long-term costs Plan ahead…

  20. Plan for the expenditures - and • Plan for the fund-raising to afford the expenditures • This planning ahead is crucial!! • In most projects, planning is 99 per cent! Plan ahead…

  21. Discuss the following: • FUNDRAISING - Plans with specific details • ALTERNATIVES - Alternative suggestions to be considered that would achieve the same goals Plan ahead…

  22. Submit a PROPOSAL • Submit your plans to the Board BEFORE you start your project • Include details. • Include a budget - how you will cover the costs? Step Two – Approach the Board

  23. Only if the Board accepts the project and budget, can you go ahead. • The success of any project hinges on the full support of all members. Step Two – Approach the Board

  24. What members will be involved, who will do what? • A budget for the project • Fund-raising plans Keep the Board informed…

  25. Set goals • Set specific costs • Set expected income/profit Detailed plans

  26. If the budget changes, come back to the Board for approval. • Rotary will fund activities • only if they have been reviewed and approvedBEFORE their implementation. Accountability

  27. At the club level, funds distribution must be • at the same high standard of accountability as what RI and TRF adhere to. Accountability of Funds

  28. Remember – It is not your money you’re spending • so your project must be accountable. • Appropriate stewardship and integrity are vital Follow the guidelines

  29. DO plan ahead for funding activities. • DO NOT incur expenses before approval. • Do keep receipts for reimbursement. Accountability

  30. Funds WILL NOT be paid to reimburse members • for expenses incurred that have not been pre-approved Funds WILL reimbursed • only when appropriate receipts are presented Transparency

  31. Before – Prepare a budget • TOTAL EXPECTED COSTS • Fundraising plans • Expected profit/loss • After- Present a full report • ACTUAL Costs • ACTUAL Income and from where • ACTUAL profit/loss • Assess your level of success! • How can you improve? Clear, Accurate Reporting

  32. If you are soliciting cash donations, get Board approval beforehand. • Properly represent Rotary. Only Rotarians in good standing can represent Rotary. • List all donations and donors clearly. • Cheques made out to Rotary Anguilla Cash Donations - Stewardship

  33. Provide donor an official receipt • Provide an official thank-youletter to each donor • Keep your source of funds very transparent. • An effective club will actively fund-raise rather than seek individual donations. Cash Donations - Stewardship

  34. Even if a project has been carried out in a previous year– • Still the organizer must follow all procedures • Prior approval • Raising money • Spending money • Reporting of all monies… Clear, Accurate Reporting

  35. Keep good records during the project. • Prepare a detailed final report. • Show what your project accomplished. Detailed records

  36. Report should show clearly: • The Costs - • Students who attended • Rotarians who may have accompanied • Travel and Accommodation costs for all who participated – clearly delineated • Complete cost report for all expenses paid by Rotary Where students travel with a chaperone -

  37. Report should show clearly: • The Income • Clear breakdown of donations received • Fund-raising results for the event • Total cost to Rotary • Total profit (if any) to Rotary Where students travel with a chaperone

  38. ALL PROJECTS/ACTIVITIES need accounting and transparency. • KATS • World Affairs • Rotary benches • Rotary Foundation fund-raisers • Dictionary distribution • Literacy • Cost of District Conference • Fun Day get-togethers • etc. • Make clear reporting available to all club members. All Projects/Activities

  39. ALL SPENDING must be • Preapproved • Properly accounted for – submit bills. • Followed up with a final report* presented to the Board • *That report should be circulated to all club members if requested Summary …

  40. The clear appearance of integrity • To keep us all current and informed on what the Rotary Club is doing to assist our community • As a measure of our success Why reporting is necessary -

  41. A successful project can become an annual project. • Record-keeping makes it easy to follow through the next year. A successful project

  42. Still, you will have to approach the board anew with your plans • Present the proposal • Present your updated goals • Present the budget • Present your plans • Get the club involved The second year…

  43. Must submit in June a comprehensive report to the club on • The status of its Finances • The extent to which the club has achieved its objectives for the year This can be accomplished with accurate reporting through the year by all Rotarians. At year’s end, the president

  44. Begin with an idea. • Form a committee and plan the project. • BEFORE. Submit the proposal to the Board for approval before you start your project • Include all details - a budget and how you will cover the costs. • AFTER. Prepare a final report - Provide a detailed accounting of all monies earned and spent. • Remember – It is not your money you’re spending, so your project must be accountable. Review…

  45. When you know where you’re going • And when you plan effectively • You can arrive successfully • And make a very positive impact! Onward and upward!!

  46. Rotary 101 How to Organize a Service Project

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