1. “Foundation: Beyond the Basics” District 7610 Training Assembly May 6, PDG Chuck Davidson Zone 33 Assistant Regional Rotary Foundation Coordinator

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

3. Club Foundation Goals 2017-18 Tab
Annual Fund
Annual Fund Goal ($$)
PolioPlus Fund
PolioPlus Goal ($$)
Major Gifts & Endowment Fund
# New Major Gifts ($10K+)
# New Bequest Soc Mbrs
# New Benefactors

4. On-Line Goal-Posting Tips
Make sure you’re in the 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. 100% Paul Harris Society Club
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. 2 1
Recognition Points 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
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!!

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. REPORT ABBREVIATION KEY
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)
GG —Sewing Machines for Unemployed Women in India
Method
Organization
$$ Amount
$$ World Fund Match
DDF
3201
8,000
7610
13,750
Club Cash
Falls Church
1,000
500
Cochin Harbour
10,000
5,000
Dunn Loring-Merrifield
200
100
Vienna
North Stafford 50
TOTAL
$33,250
$27,500
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 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 Earnings pay for TRF administration 45% 50% SHARE
$1,000
Earnings pay for
TRF
administration
YEAR 1
YEAR 2
YEAR 3
50%
45%
$500 5%
$450 5%
SHARE
$50
District Designated Fund (DDF)
World Fund

36. Annual Fund-SHARE Earnings pay for TRF administration 50% 50% 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%