Minutes of D5580 Foundation Subcommittee Chair Meeting Friday, November 19, :00 P.M. Ramada Plaza and Suites Fargo, ND

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1 Minutes of D5580 Foundation Subcommittee Chair Meeting Friday, November 19, :00 P.M. Ramada Plaza and Suites Fargo, ND Lunch was served in the meeting room, and DRFC Al Watrel introduced Anita Reider, Annual Fund Giving Officer/Zones from The Rotary Foundation in Evanston, IL. Anita showed the group a video from The Rotary Magazine On-Line. DG Roly presented some Foundation Awards for the year. DRFC Al Watrel then called the meeting of the D5580 Foundation Subcommittee Chairs to order. Subcommittee Chairs/Representatives/Guests Present: DRFC Al Watrel Chris Carlson/Group Study Exchange DG Roly Turner Lynn Hunt/Permanent Fund DGE Tom Riley PDG Dave Fihn/PolioPlus DGN Don Cavalier Dennis Doucette/Scholarship Gary Johnson/Alumni ADG Dave Smette Marilyn Hobbs/Annual Giving Admin. Secretary/Diane Collins Herb Schmidt/Grants Anita Reider/The Rotary Foundation-Evanston, IL Byrum Cartwright/FM-AM Fndn. Ch. Subcommittee Chairs Absent: Bob Becker/Paul Harris Society (Note: Bob was recently involved in an automobile accident and sustained injuries making it impossible for him to attend. Diane Collins, Admin. Secretary, will give his report.) Anita presented a Power Point to the group that focused on the programs and types of giving to The Rotary Foundation and answered questions from the Subcommittee Chairs. Annual Programs Fund Chair (Marilyn Hobbs/Central Lakes) Marilyn reported that she had received her training as APF under PDG s Claudette Holly and Jack Ruttger. She has divided all the D5580 Clubs between her committee members (Jan Lallman/Central Lakes, ADG Kevin Thompson/Dickinson, Scott Soderberg/Duluth Harbortown, and Jim McDonald/Thunder Bay (Port Arthur). All clubs are contacted on a quarterly basis to encourage them to meet their Annual Fund giving goals which they submitted for the Rotary year. This quarterly communication shows the club goal and its current percentage of achievement. Total funds pledged by the clubs to the Annual Fund this year are $291,631, and to date, we have received $61,745, so funds are coming in. Clubs are encouraged not to hold their contributions, but to get them sent in as soon as possible. Marilyn has visited various Rotary Clubs to give presentations about The Rotary Foundation, and is convinced that we have a great need to educate more members about the Foundation, as well as its Benefactor program and PH Point Credits and Transfers. She helps the clubs understand how to submit donations using the various forms available on the District Website. She also talked about the Sustaining Member form that is used by her own club. Marilyn also feels that Club Foundation Chairs need to stay in place for 2-3 years in order to fully learn the workings of this position. PolioPlus Fund Chair (PDG Dave Fihn/Detroit Lakes) Dave appealed for help in contacting clubs who aren t doing their fair share in giving to the PolioPlus program, and has made an effort to contact every club that submitted a pledge under $2,000. He does not feel that $2,000 is a fair allocation to the smaller clubs, and that the larger clubs could do more. Dave emphasized the need to educate the current generation about Polio, since many don t know what it is, and he also encouraged the group to read the article in the recent issue of The Rotarian Magazine regarding Post-Polio Syndrome. Dave has visited many clubs to present programs about Polio and will continue to do so when requested. Annually, the US spends $300 Million immunizing our newborns. For the Gates $200 Million Challenge, we have raised $153,909 Million and have $46 Million to go. Another problem is that clubs fail to go out into the community to get support, and the suggestion of the penny containers was one way this could be done. Marilyn Hobbs, APF Chair, offered to assist PDG Fihn by reminding clubs about their pledges to Polio when she and her committee send out their quarterly communications. Lynn Hunt, Permanent Fund Chair, offered the suggestion of establishing a curriculum program for Polio such as we do for the dictionary program in the schools. DRFC Watrel suggested that more Polio Subcommittee members might be needed so as to incorporate people from the entire District. 1

2 Permanent Fund Chair (Lynn Hunt/Central Lakes) Lynn is looking for a core group of Rotarian legal and financial advisors to serve on the Permanent Fund Committee so that presentations could be made at Rotary Clubs. The Financial Advisors would look at the concepts regarding annuities and donor advised funds, and the Legal Advisors would be able to provide information on the Bequest/Benefactor programs. There are currently forms and information on the Permanent Fund Site Page on the District Website, but the basic need right now is more education about the Permanent Fund. The question was asked as to why outright contributions of cash do not count toward PH recognition, and Anita will be getting back to us with an answer. She also suggested that perhaps a different month of the year (other than November/Foundation Month) could be designated for emphasis on the Permanent Fund, such as January of each calendar year. It was pointed out, however, that if someone wishes to make an outright cash contribution to the Permanent Fund, that would probably be done in December before the end of the calendar year. Paul Harris Society (Bob Becker/Central Lakes) Admin. Secretary, Diane Collins, reported for Bob Becker who was unable to attend the meeting. Bob is discouraged because there have been no new PHS Members during this Rotary Year. It was mentioned that there are several Rotarians throughout the District that have not become PHS Members because they don t want the recognition, and that aspect could certainly be handled according to their wishes. It was also pointed out that since this is a District-managed program, each District can run the program the way it wants. The PHS has not been strongly promoted in this District, but other Districts are promoting it zealously and successfully by setting a goal for new PHS members each year, and by informing the clubs about what the program means and its member goal. It was felt by the Subcommittee members that this program needs much more promotion and we need to look at what has worked well in other Districts. Alumni (Gary Johnson/Bemidji) Gary is currently the only member of this Subcommittee, having previously served with Jill Zachary and Chris Carlson. Gary s report is attached to these Minutes and incorporated herein by reference. He stated that a reunion is planned at the annual Bemidji Dragon Boat Festival and all alumni are invited to attend and get reacquainted. Keeping up the database is a challenging task because the alumni move around and the database at TRF is only about 50% accurate. He is putting data as to club sponsorship of Alumni and will be distributing a list of these alumni to each club requesting them to reconnect with them. Admin. Secretary, Diane, could assist with that communication to the clubs. Gary would also like for clubs who have contact information for their own alumni to send that to him. It may be possible to have alumni in D5580 create a Satellite Club, attached to another Rotary Club, which would add another club to our District that is centered around Rotary. Group Study Exchange (Chris Carlson/Fargo-Moorhead AM) Chris reported that his committee met in September in Brainerd, MN to select Team Brazil, which includes a Rotarian Team Leader and Alternate Team Leader, and 4 Team Members and 1 Alternate Team Member. The Team s first Orientation Session was subsequently held in Bemidji, MN, and this session focused on: What is Rotary? What is The Rotary Foundation? Other topics covered included how D5580 expects them to represent Rotary and themselves, team bonding, team uniform, and how to specifically address conflict to help them with diversity issues. Opportunities were also presented to the team upon their return as D5580 Alumni. Scholarship (Dennis Doucette/Brainerd) Dennis is one of the Scholarship Subcommittee Members and represented Chair, Georgina Voulgaris, at this meeting. He reported that this year, 9 scholarship candidates were interviewed and 3 were selected (last year, only 1 was selected). These scholarship recipients also have to be ambassadors, and will be studying in India, South Africa and Finland. There were applicants from all across the District sponsored by both large and small clubs. TRF is in the process of approving the 3 scholars selected by the committee and upon notification from TRF, that information will be announced. The credentials of all 3 selected scholars were excellent, and the Scholarship Subcommittee has nothing but great expectations from these students. Dennis thanked the District for supporting this program and the opportunity to serve on this important committee. There was discussion regarding the District s promotion of the Peace Scholarship and whether this should be handled as a separate committee with a separate chair, who would be a member of the 2

3 Scholarship Subcommittee. Our District has had 2 Peace Scholars, but has had no applicants for the past few years. It was felt that this program needs to be promoted and it is hoped that by doing so, we can seek out qualified applicants. It was also determined that this program should remain with the Scholarship Subcommittee as one of its responsibilities. DRFC Watrel will follow up. Grants (Herb Schmidt/Fargo-Moorhead AM) Herb presented a summary for the Rotary Year, which included the review of 20 applications for matching grants. Of the applications submitted, the Grants Subcommittee awarded 6 WCS Grants, 4 District Simplified Grants and 5 DDF Grants were approved and submitted to The Rotary Foundation. A written report is attached to these Minutes and incorporated herein by reference. Herb reported that our District is at 100% reporting with TRF, and we should shortly be receiving our District Simplified Grant money for the Rotary Year. There are some reports pending and a notification will be sent out to the clubs, but overall, the reporting process by clubs is going quite well. Grants has a new website and he encouraged everyone to have a look at it. The Grants Subcommittee will also be stepping into Webinar Mode for its future meetings, saving the District a considerable amount of money that was previously spend in teleconference charges. The Grants Subcommittee meets 4 times each year, with 1 meeting being a face-to-face, and there are currently 13 members on the committee. Report on SHARE Funds (DG Roly Turner-Thunder Bay Port Arthur) DG Roly brought some numbers to the meeting for review involving our District s SHARE funds. The concern is that our District needs to be mindful of the amount that we have for our SHARE fund each year, as well as the carry-over from the previous year. This year, the SHARE amount is $167,800 with a carryover of $133,000. In Tom Riley s year ( ) we will get $157,000 in SHARE funds but won t know the carry over until later. Our District awarded 3 Ambassadorial Scholarships this year, which will actually come out of Tom s SHARE. The World Fund will be used for Tom s GSE exchange. DG Roly attempted to create a formula which D5580 could use as a guideline, and then review this annually for possible adjustments. Based on DG Roly s information, a possible guideline for spending of SHARE funds in would be: 20% for District Simplified Grants 20% for Polio 5% for Group Study Exchange 35% for Scholarships 20% for Matching Grants Although our District has not considered donating to World Peace Scholarships, we could donate to that program through the Permanent Fund. A motion was made by DGE Riley and seconded by Chris Carlson that we donate 20% of our District DDF to Polio for the year. Motion carried. A motion was made by Herb Schmidt and seconded by DGE Riley that the formula guideline for allocation of SHARE funds be adopted by the District for the ensuing year, and that the guideline be revisited annually to see if adjustments are necessary, based on the amount of SHARE funds to be received. Motion carried. TRF Officer and Guest Speaker, Anita Reider, thanked the meeting participants and expressed her positive thoughts about the care the D5580 Leadership and Foundation Subcommittee Chairs have for The Rotary Foundation and its programs, and she expressed her appreciation for all D5580 is doing for the Foundation. Meeting adjourned. Diane Collins, D5580 Admin. Secretary Attachments: Agenda (with SHARE Report) Alumni Report Grants Report 3

4 ROTARY DISTRICT 5580 FOUNDATION SUBCOMMITTEE CHAIR MEETING Friday November 19, 2010 Ramada Plaza Suites Fargo, ND 1:00 P.M. 4:00 P.M. 12:00 Noon Lunch in the Meeting Room 1:00 P.M. Welcome and Introductions/Roll Call DRFC Al Watrel Admin. Secretary, Diane Collins 1:10 P.M. Guest Speaker Anita Reider, TRF Annual Giving Officer, Zone :50 P.M. Break 2:00 P.M. Annual Fund S-Chair Marilyn Hobbs 2:10 P.M. PolioPlus S-Chair PDG Dave Fihn 2:20 P.M. Permanent Fund S-Chair Lynn Hunt 2:30 P.M. Paul Harris Society S-Chair Diane Collins (reporting for Bob Becker) 2:40 P.M. Alumni S-Chair Gary Johnson 2:50 P.M. Group Study Exchange S-Chair Chris Carlson 3:00 P.M. Scholarship S-Chair Georgina Voulgaris Ambassadorial Scholarships World Peace Fellowships 3:10 P.M. Break 3:20 P.M. Grants S-Chair Herb Schmidt 3:30 P.M. Future Vision Liaison Keith Brokke 3:40 P.M. Discuss D5580 DDF Commitment to DRFC Al Watrel Polio (20%) 3:50 P.M. Wrap-Up DRFC Al Watrel Anita Reider, TRF Diane Collins, Admin. Secretary 4:00 P.M. Adjourn 1. Please turn in your Expense Reimbursement Form for your Round Trip Mileage to Admin. Secretary, Diane Collins, before you leave. Lodging will be paid by D Enjoy social time in the lounge before dinner. A private room at Basie s Restaurant has been Reserved for the group at 6:00 P.M. for those wishing to join for dinner. Dinner expense is on your own, and your spouse is welcome. 3. Grants Subcommittee Meeting begins on Saturday, November 20, 2010, at 9:00 A.M. A continental breakfast will be available in the meeting room at 8:30 A.M. Lunch will be served in the meeting room at Noon, and the meeting will conclude at 3:00 P.M.

5 Information from Steve Lyons/TRF re available DDF Funds and SHARE Reports: From: To: Date: Fri, 12 Nov :43: Subject: D-5580 DDF Information Dear DRFC Chair Dr. Watrel: Thank you for your telephone message. Your district's DDF starting balance was $167, Therefore, the 20 percent donation amount to PolioPlus would be $33, For , the starting balance is $157,125.71, and 20 percent would be $31, SHARE reports are attached to support these figures. Also attached please find donation forms for your convenience. I hope this information is helpful for your upcoming meeting. If I may be of further assistance, you are more than welcome to contact me. Sincerely, Steve Steve Lyons SHARE System Sr. Coordinator The Rotary Foundation of Rotary International 1560 Sherman Ave. Evanston, IL USA voice: fax: steve.lyons@rotary.org

6 District: 5580 SHARE System Report Program Year: 2011( ) As of Date: 11-Nov-2010 Share Account Transactions (US$) Transaction Amount Balance 50% of APF Share Contributions from % of APF Share Contributions from % of APF Share Permanent Fund Earnings from Carry Forward from Project Funding Low Cost Scholar 167, , , , , , , , , DDF Balance for District 5580: $263, Please note that only approved grants are entered into the SHARE system. DDF commitments for grants not yet approved have not been deducted from the remaining balance shown on this report. Friday, November/12/20101:31:33 PM Page 1 of 1 rish0001.rpt

7 SHARE Transaction Detail by District Program Year:2011 ( ) As of Date: 11/11/2010 District: 5580 Starting + Carry Forward + Transferred - Identified - Roll Forward = Balance: 167, Amount: 133, Amount: 0.00 Amount: 37, Amount: 0.00 Remaining Balance: 263, Educational Programs(EP) Academic Year Scholars(AY) Recipient AY (Kuross,Even Christian) Identified Amount 25, Total for Academic Year Scholars: 25, Cultural Scholars - 6 month(c6) GSE Teams(GS) Recipient C (Stigen,Sethrena Noreen) GS Recipient Identified Amount Total for Cultural Scholars - 6 month: (556.00) (556.00) Identified Amount Total for GSE Teams: 13, Total for Educational Programs : 37, Total Identified Amount for District 5580: 37, Total Transferred Amount for District 5580: , Friday, November/12/2010 1:31:52 PM Page 1 of 1 rish0005.rpt

8 District: 5580 SHARE System Report Program Year: 2012( ) As of Date: 11-Nov-2010 Share Account Transactions (US$) Transaction Amount Balance 50% of APF Share Contributions from % of APF Share Contributions from Project Funding 156, , , , , DDF Balance for District 5580: $79, Please note that only approved grants are entered into the SHARE system. DDF commitments for grants not yet approved have not been deducted from the remaining balance shown on this report. Friday, November/12/20101:31:39 PM Page 1 of 1 rish0001.rpt

9 SHARE Transaction Detail by District Program Year:2012 ( ) As of Date: 11/11/2010 District: 5580 Starting + Carry Forward + Transferred - Identified - Roll Forward = Balance: 157, Amount: 0.00 Amount: 0.00 Amount: 78, Amount: 0.00 Remaining Balance: 79, Educational Programs(EP) Academic Year Scholars(AY) Recipient AY (Magnusson,Angela Rose) AY (Buset,Elizabeth Sara) AY (Prosapio,Luci Katherine) Identified Amount 26, , , Total for Academic Year Scholars: 78, Total for Educational Programs : 78, Total Identified Amount for District 5580: 78, Total Transferred Amount for District 5580: 0.00 Friday, November/12/2010 1:31:45 PM Page 1 of 1 rish0005.rpt

10 District 5580 Foundation Alumni Subcommittee Report Submitted November 19, 2010 by Gary Johnson, Alumni Subcommittee Chair, Bemidji Rotary Club 2010 FOUNDATION ALUMNI REUNION: Lake Bemidji Dragon Boat Festival Foundation alumni from around the District gathered for the Annual Foundation Alumni Reunion at the Lake Bemidji Dragon Boat Festival, August 6-7, 2010, in Bemidji, MN. The Foundation Alumni Rowing Team (FART), led by none other than DG Roly Turner, had a great time competing, socializing, and getting reacquainted. Next year s reunion will be held at the 6th annual Lake Bemidji Dragon Boat Festival, August 5-6, The hope is to continue to grow alumni attendance at this and other alumni opportunities. Sounds like then-dg Tom Riley and wife Ann will there to lead the charge! ALUMNI DATABASE Work is continuing to clean up the database of District 5580 Foundation alumni. The database is supplied to us by Rotary International. The database tracks both individuals sponsored by District clubs, as well as alumni sponsored outside our District, but now residing in The challenge is to keep this data current. Alumni should be encouraged to notify Rotary International via the web whenever there is a change to their contact information including address, telephone, and address. The Update your information tab in the Alumni section of Rotary s website can be found at: CLUB<-ALUMNI CONNECTION A committee project already underway is to institute a club to alumni initiative to connect/reconnect clubs to foundation alumni. The program involves sending to each club a customized list of alumni, both sponsored and residing, with the request that each club reach out to each individual on their list. Clubs will be encouraged to invite alumni in their area to a club meeting, banquet, or holiday function, with the goal of each club completing this yet in 2010, or early in Clubs will be asked to report back to the Alumni Subcommittee as to their success. Clubs also can help with the database cleanup effort by detailing any contact information that is no longer valid. ALUMNI ASSIST WITH TRF PROGRAMS An exciting area of growth for alumni activity has been in the inclusion of alumni, both Rotarian and non-rotarian, in ongoing Foundation programs. Specifically with GSE, a growing number of alumni are volunteering to assist with the recruitment, training, and general support of Group Study Exchange. Other programs such as the Ambassadorial Scholarship Program could benefit by alumni involvement much as GSE has. GOALS FOR ROTARY YEAR Continue to grow attendance at alumni events Institute a club to alumni initiative to reconnect clubs to alumni Clean up alumni database Create and promote a district alumni web presence and resource Expand the Alumni Subcommittee

11 Grants Sub-committee Report Chair: Herb Schmidt Applications reviewed and amounts funded and/or committed Matching Grants Year WCS DSG DDF Polio Plus Total # (6) $59342 (4) $21735 (5) $47479 $30, (1) $8000 (1) $4000 (2) $ Reporting DSG 100% current. Next round ( ) of DSG funding applied for have 4 WCS and 3 DDF projects that have interim or final reports pending. Have received 7 final reports (DSG & WCS) and 1 interim report. Website Up and running but still have corrections and updates to do. Webinar training Membership Thirteen members. Nine from clubs. Four district officers Four will roll off in Will look for members to represent the district as uniformly as possible.