Rotary 101How to Organize a Service Project

Rotary is…

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…

33,000 Rotary clubsMore than 200 countries

Clubs are non-politicalClubs are non-religious

Clubs are open to all cultures, races, and creeds.

Rotary is…

The motto - Service Above Self

Rotary’s main objective is service —

◦In the community◦In the workplace◦Throughout the world

How do you offer service?

Prepare and carry out a successful project

◦In the community◦In the workplace◦Throughout the world

Integrity

The trustees rely on the integrity of the clubs

The trustees rely on the integrity of 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.

Countless Opportunities

Build effective networks that strengthen communities

Empower project recipients to be part of the solution◦“…give a man a fish…”

Why join Rotary?

Rotarians take actionRotarians make a difference

Become a true Rotarian. Understand what Rotarians actually do round the world.

http://www.youtube.com/watch?v=w1xjqH43Wq8&feature=related

Start at the Beginning

To organize a project…

Get your committee together

Plan the project

Step One – The idea

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.

Here are some ideas from D-7020

Abaco, Bahamas (24)

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

New Providence, BVI (43)

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 turkeyOngoing project of RC of New Providence –

not just at the festive season

New Providence, BVI (43)

In addition to the previous slide –

@ Ranfurly Children’s Home, provided children with extra school supplies

Donated also $1000Bell Ringing for Salvation ArmyRevamped a computer lab at the

children’s home and donated computers

St. Croix West (32)

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

Montego Bay (29)

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 hampersVisited and took gifts to 3 past presidents

who were ill Held a special Christmas luncheon for

seniors

Once you have your idea -

Plan ahead…

You’ll need to discuss

1. GOALS – What do you hope to achieve with this project?

2. Set specific goals with measurable results

3. SPECIFIC COSTS - with details about initial and possible long-term costs

Plan ahead…

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…

Discuss the following:

3. FUNDRAISING - Plans with specific details

4. ALTERNATIVES - Alternative suggestions to be considered that would achieve the same goals

Step Two – Approach the Board

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

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.

Keep the Board informed…

What members will be involved, who will do what?

A budget for the project

Fund-raising plans

Detailed plans

Set goals

Set specific costs

Set expected income/profit

Accountability

If the budget changes, come back to the Board for approval.

Rotary will fund activities ◦only if they have been reviewed and approved

BEFORE their implementation.

Accountability of Funds

At the club level, funds distribution must be

at the same high standard of accountability as what RI and TRF adhere to.

Follow the guidelines

Remember – It is not your money you’re spending

so your project must be accountable.

Appropriate stewardship and integrity are vital

Accountability

DO plan ahead for funding activities.

DO NOT incur expenses before approval.

Do keep receipts for reimbursement.

Transparency

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

Clear, Accurate Reporting

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?

Cash Donations - Stewardship

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

Provide donor an official receiptProvide an official thank-you letter to each

donor

Keep your source of funds very transparent.

An effective club will actively fund-raise rather than seek individual donations.

Clear, Accurate Reporting

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…

Detailed records

Keep good records during the project.

Prepare a detailed final report.

Show what your project accomplished.

Where students travel with a chaperone -

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

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

All Projects/Activities

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.

Summary …

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

Why reporting is necessary -

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

A successful project

A successful project can become an annual project.

Record-keeping makes it easy to follow through the next year.

The second year…

Still, you will have to approach the board anew with your plans

Present the proposalPresent your updated goalsPresent the budgetPresent your plansGet the club involved

At year’s end, the president

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.

Review…

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.

Onward and upward!!

When you know where you’re going

And when you plan effectively

You can arrive successfully

And make a very positive impact!

Rotary 101How to Organize a Service Project