STEWARDSHIP COMMITTEE STATUSSTEWARDSHIP COMMITTEE STATUS

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WHY DID WE FORM A STEWARDSHIP COMMITTEE?

• Audit comments• Club needs improved controls• Club lacked a Financial Management

Plan• A Plan is required for Global/District

Grants (built into the Memo of Understanding - MOU)

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WHO IS ON THE COMMITTEE?

• Marilyn Carson• Philip Yusenda• Janet Molloy• Cok Raka• Glenn Nelson• Karen Chwe (pending)

Good mix of club history, Rotary requirements, local business experience, auditing, etc.

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WHAT ARE THE COMMITTEE’S PLANNED PRODUCTS?

• High-level statements on how the club will manage funds i.e. Stewardship and Financial Planning

• Step-by-step procedures (how to do it) – Outline a process – Walk-through past grant(s) – Use past data to create a new

comprehensive process that is “real”, including guidance on setting up the bank account, maintaining the receipts, etc.

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HOW OFTEN DOES COMMITTEE MEET AND RESULTS SO FAR?

• Meets weekly and four meetings so far• High-level summary statements are complete• We are working on the detail process• Committee set expanded goals: – Increase visibility of club members to projects– Increase focus of club meetings on project details– Increase member involvement and fulfillment– Make controls and process simple but formal– Ensure members understand process– Create standing Stewardship Committee

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HIGH-LEVEL SUMMARY

• Complete – copies to be distributed

• 22 stewardship questions

• Answers in blue were developed for each question

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EXAMPLE QUESTION

1. How will your club ensure that it complies with the MOU requirements?

– The recently formed Stewardship Committee will conduct an ongoing review and oversight of the club qualification MOU. The review will include the Stewardship and Financial Management Plan that is part of the club MOU.

– At least one club member will attend the District’s annual Grant Management Seminar.

– For all approved Global Grants, the Global Grant committees will present a monthly PowerPoint project status to the club membership. This will occur as a regular monthly agenda item. The summarized meeting results will be emailed to members via the club bulletin.

– Interim and Final reports on each Global Grant will be sent to Rotary International, the international partners, and the District Rotary Foundation Chair. The club will promptly address any feedback received.

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EXAMPLE QUESTION

2. How will you communicate the responsibilities for managing global and packaged grants to all members of the club?

– A flow chart (under construction) of the Global Grant process will be maintained on the club’s web site

– Relevant grant guidelines, definitions, etc. will be included or linked to the club’s website.

– At least annually, a club meeting will be devoted to discussing and reviewing grant guidelines and the responsibilities of all club members in the process. Efforts will be made to time this meeting for soon after the District Grant Seminar to ensure the maximum transfer of best practices and training information.

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CAN YOU HELP US?

• Please review this first product and provide feedback to any committee member

• Prefer feedback in writing to ensure we capture all your ideas