2015

STEWARDSHIP …………….. a way of life

Some insights into

By Sherif WissaRC Giza Metropolitan

2015

Outline

The“what, why, when and how”

of Stewardship

• What is Stewardship?• Why apply Stewardship?• When Should we apply

Stewardship?• How can we apply Stewardship?

2015

Historical BackgroundFrom old English stíweard, "hall, household" + weard “warden, keeper"; corresponding to Dutch: stadhouder, German Statthalter "place holder". The Old English term stíweard is attested from the 11th century.

Modern DefinitionIt is the responsible management and oversight of grant funds, which ensures that funds are used properly and benefit populations in need.

STEWARDSHIP

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As stewards of The Rotary Foundation, the trustees are responsible to the donors to demonstrate that donations were used appropriately.STEWARDSHIP - WHY

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STEWARDSHIP - WHYThe trustees rely on the integrity of the clubs and Rotarians engaged in project implementation to ensure that funds are used effectively for the purpose for which they were given.

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Simply because it’s the right thing to do and it is part of our integral mission and core beliefs.

PlusA donor who understands that funds were used in an appropriate and responsible manner is more likely to give to the Foundation again to support projects.

STEWARDSHIP - WHY

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?

ALWAYS

STEWARDSHIP - WHEN

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• Treating TRF funds as a sacred trust• Competent and thorough supervision of the project• Standard business practice• Reporting irregularity to TRF• Implementing projects as approved

STEWARDSHIP - HOW

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• Qualification• Report tracking• Routine monitoring• Investigating allegations• Stewardship seminars

STEWARDSHIP ACTIVITIES

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• Provides clubs with financial and stewardship controls for managing grant-funded activities

• Clubs need to qualify before applying for global grants

Clubs should:• Attend a Grant Management Seminar• Read, sign, and submit the club MOU to

the district

QUALIFICATION

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• The club MOU is a binding agreement between the club and its district. It outlines Foundation requirements.

• By signing the MOU, the club agrees to comply with the requirements.

CLUB MEMORANDUM OF UNDERSTANDING

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The 4-Way Test

• Is it the truth?• Is it fair to all concerned?• Will it build goodwill and better friendships?• Will it be beneficial to all concerned?

STEWARDSHIP - HOW

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• Code of Conduct (previously Declaration of Rotarians in Businesses and Professions)STEWARDSHIP - HOW

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As a Rotarian, I will:1. Act with integrity and high ethical standards in my

personal and professional life.2. Deal fairly with others and treat them and their

occupations with respect.3. Use my professional skills through Rotary to

mentor young people, help those with special needs, and improve people’s quality of life in my community and in the world.

4. Avoid behavior that reflects adversely on Rotary of other Rotarians.

5. Not seek special business or professional advantages from other Rotarians

ROTARY CODE OF CONDUCT

2015

As a Rotarian, I will:1. Act with integrity and high ethical standards in

my personal and professional life.2. Deal fairly with others and treat them and their

occupations with respect.3. Use my professional skills through Rotary to

mentor young people, help those with special needs, and improve people’s quality of life in my community and in the world.

4. Avoid behavior that reflects adversely on Rotary of other Rotarians.

5. Not seek special business or professional advantages from other Rotarians

ROTARY CODE OF CONDUCT

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• Service Above Self• Beneficiaries should not contribute funds to receive assistance.• Club must keep accurate, detailed records of donations.• Reciprocal relationships should not be formed. • Funds should be used for intended purpose.

STEWARDSHIP - HOW

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• Separate accounts should be established for each grant

• Payment should be made to a bank account opened specifically for the project

• Project account name should be such that it is easily identifiable with the club and project

STEWARDSHIP - HOW

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• Financial review of projects• Timely and complete reporting

STEWARDSHIP - HOW

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• Have Rotarians supervise each project• Implement projects as approved• Follow standard business practices• Report irregularities• Submit reports• Retain documents

STEWARDSHIP - HOW

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WHY REPORT• Share / celebrate successes• Communicates accomplishments to TRF• Demonstrates good use of funds• Provides transparency• Meets government requirements• Offers lessons learned

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Financial Records• Demonstrates that funds were used effectively and efficiently• Meets the conditions of the grant award• Meets all legal requirements• Embodies trust and opens the door for future projects

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OUR ROLE

We should fulfill:• Stewardship responsibilities• Reporting responsibilities • Partnership obligations• Legal obligations to TRF and local

government • Report misuse and suspected

misuse of funds to TRF• Prevent inappropriate use of funds

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CLUB QUALIFICATION MEMORANDUM OF UNDERSTANDING – CLUB MOU

 

1. Club Qualification2. Club Officer Responsibilities3. Financial Management Plan4. Bank Account Requirements5. Report on Use of Grant Funds6. Documents Retention7. Reporting Misuse of Grant Funds 

2015

MOU - Qualification

•Upon successful completion of the qualification requirements, the club will be qualified for one Rotary year.

•To maintain qualified status, the club must comply with this MOU, any additional district requirements, and all applicable TRF policies.

2015

•The club is responsible for the use of funds for club-sponsored grants, regardless of who controls the funds.

•Qualification may be suspended or revoked for misuse or mismanagement of grant funds

•The club must cooperate with any financial, grant, or operational audits.

MOU - Qualification

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MOU - Club Officer Responsibilities

• Club must appoint at least one member to implement, manage, & maintain the Club qualification

• Ensures that all TRF grants adhere to stewardship measures & proper grant management practices

• Ensures that all individuals involved in a grant conduct their activities in a way that avoids any actual or perceived conflict of interest

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MOU - Written Financial Management Plan

Must include procedures to:• Maintain a standard set of accounts, a

complete record of all receipts and disbursements of grant funds.

• Disburse grant funds, as appropriate.• Maintain segregation of duties for handling

funds.• Establish an inventory system for equipment

and other assets purchased with grant funds, and maintain records for items that are purchased, produced, or distributed through grant activities.

• Ensure that all grant activities, including the conversion of funds, comply with local law.

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MOU - Bank Account Requirements

• Must have a dedicated bank account used solely for receiving & disbursing TRF grant funds.

• The club bank account must have a minimum of two Rotarian signatories from the club for disbursements

• Any interest earned must be documented and used for eligible, approved grant activities, or returned to TRF.

• Separate accounts for each club-sponsored grant.

2015

MOU - Bank Account Requirements

• Name of the account should clearly identify its use for grant funds.

• Grant funds may not be deposited in investment accounts such as mutual funds, certificates of deposit, bonds, and stocks.

• Bank statements must be available to support receipt and use of TRF grant funds.

• Club must maintain a written plan for transferring custody of the bank accounts in the event of a change in signatories.

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MOU – Reporting / Document Retention• Project accomplishments • Rotarian involvement• Information on the beneficiary• Statement of income and expenses• Bank statement

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MOU – We WILL REPORT

• fraud• forgery • gross negligence • endangerment of health, welfare, or

safety of beneficiaries • Ineligible contributions • use of funds for personal gain

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• undisclosed conflicts of interest• monopolization of grant funds by

individuals • report falsification • overpricing• acceptance of payments from

beneficiaries• illegal activities • use of grant funds for ineligible

purposes.

MOU – WE WILL REPORT

2015

CLUB QUALIFICATION MEMORANDUM OF UNDERSTANDING – CLUB MOU

 

1. Club Qualification2. Club Officer Responsibilities3. Financial Management Plan4. Bank Account Requirements5. Report on Use of Grant Funds6. Documents Retention7. Reporting Misuse of Grant Funds 

2015

We now know “What is Stewardship”…. we further know “Why we need it” and “When to apply it”…….. and more importantly “How to apply it” …. not just in Rotary but in our lives.

Stewardship is a lifestyle of a Rotarian

Thank you

SESSION REVIEW

2015

TRF SEMINARNov 29, 2014 - Cairo, Egypt

STEWARDSHIP …………….. a way of life

Some insights into

By Sherif WissaRC of Giza Metropolitan