2011 RRFC Institute
StewardshipStewardshipHeather Fosburgh
Department Manager, Stewardship
Miri Kanemoto,Supervisor, Stewardship
What is stewardship?
The careful and responsible management of something entrusted in one’s care
Oversight
The Stewardship Department reports to Rotary International Legal Services and supports the
programs of The Rotary Foundation
• Reporting• Qualification• The Rotary Foundation Cadre• Allegations and Auditing• Stewardship Trainings
Stewardship OverviewStewardship Overview
Reporting
Fulfills government requirementsImproves Rotary’s charitable status rankingImproves donor relations
World Reporting
A district level analysis Reflects a snapshot of grant activity by districtOctober and April Grants that are in paid, funded, or reported status
World Reporting CalculationsWorld Reporting Calculations
Number of up to date, open grants x 100 =
Percentage Total number of open grants
Trustees’ expectation is 100% Minimum requirement is 70%
World Reporting TrendsWorld Reporting Trends
World Reporting Compliance Over Time
60%
65%
70%
75%
80%
85%
90%
Report Warning LettersReport Warning Letters
Keep clubs and districts informed of grant projects with overdue reports
Prepare clubs and districts to meet world reporting requirements
Series of LettersSeries of Letters
15 months Grant is overdue
18 months Warning about website posting
21 months Posted on website
24 months Reminder that next step is termination
30 months Termination
How to assist your districtsHow to assist your districts
Remind districts to request File Activity ReportsEncourage districts to create their own system to track the grantsContact the district leadership to follow up on overdue grantsAssist in coordinating communication with partner sponsor
Educate districts on the importance of reporting
Future Vision Qualification
District Qualification• Online qualification process• Implementation of district Memorandum
of Understanding (MOU)
Online Qualification Process
DG, DRFC, and DGE must complete the online process
Districts reauthorize qualification every year
A qualified district keeps its status as long as reauthorization is completed by 31 July
Implementation of District MOUImplementation of District MOU
Establish a succession plan
District bank account with two signatories
Financial management plan
Document retention system
Report annually to member clubs
Create a system to investigate reports of misuse
Qualify member clubs
Future Vision QualificationFuture Vision Qualification
Club Qualification• Attendance at grant management
seminar• Implementation of club MOU
Grant Management Seminar
• District arranges the seminar• DRFC tracks attendance at this seminar for
club qualification • Must be conducted every year
proper grant management is key to good stewardship
Implementation of Club MOUImplementation of Club MOU
Club member must be appointed to manage qualification
Establish a succession plan for transfer of grant records and bank account
Establish a financial management plan
Establish a document retention system
Report on the use of grant funds
Report any misuse of grant funds to the district
How to prepare non-pilot How to prepare non-pilot districtsdistricts
Become familiar with the new program• Resources on the website • Incorporate FV information into trainings
Begin implementation of MOU requirements• Bank accounts • Financial management plan
TRF Cadre of Technical AdvisersTRF Cadre of Technical Advisers
Rotarians who:Provide technical expertise to assist TRF TrusteesEvaluate the implementation of on-going projectsAssist Rotarians in planning and implementing projects
Location vs. AssignmentsLocation vs. Assignments
TRF Cadre of Technical AdvisersTRF Cadre of Technical Advisers
Recruitment Needs:Africa (all technical areas)Spanish speaking auditors from North America Portuguese, Korean, Japanese speaking auditorsPortuguese speaking WSE and HealthFrench speaking Agriculture/Food ProductionFuture Vision Areas of Focus
AllegationsAllegations
Reports of wrongdoing relating to Foundation grants from any source
Process of InvestigationProcess of Investigation
Review evidence and grant files
Contact district or zone leadership
Contact club leadership, suppliers, etc.
Review by TRF Trustees
Common AllegationsCommon Allegations
Diversion of funds
Ineligible contributions
False documentation
Conflict of interest
Random AuditsRandom Audits
Half a percent (0.5%) of paid grants in the Rotary year
Conducted by cadre auditors
A proactive measure to ensure proper stewardship and grant management
Common Audit FindingsCommon Audit Findings
Funds turned over to cooperating organization
Lack of participation
Lack of financial documentation
Insufficient financial management
Lack of signage
Insufficient project planning
Deviations from project budget resulting in ineligible expenses
Questions?
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