Transcript Slide 1

100 Tips for Improving
Annual Fund &
PolioPlus Giving
PDG Donna Phillips, Annual Fund Chair
DGN Scott Mills, Paul Harris Society Chair
“It’s called,
as I understand it,
. . . a horcrux.”
Harry Potter’s Tips for Rotary
Foundation Annual Fund Giving
Destroy the Horcruxes that are Limiting Your
Club’s Foundation Success
Gain Access to the Chamber of Secrets
Learn to Navigate the New RI Website: Update Your Internet Browser,
Register for My Rotary, Establish a Profile, Post Your Club’s
TRF Goals on Rotary Club Central
Don’t Hide Under an Invisibility Cloak
Appoint a Club Foundation Committee and
Establish and Follow a Donor Stewardship Plan.
Light the Goblet of Fire
Educate Your Club, Your Fellow Rotarians, & Yourself
Win the Hogwarts House Cup
Promote Individual Recognition; Recognize and Thank Donors; and
Assist Your Club in Attaining Banners and Other TRF Recognition.
Establish an Order of the Phoenix
Set and Attain SMARTER Foundation Goals
Share Your Marauders Map
Learn to Read & Use Foundation Reports.
Teach Fellow Rotarians to Access Their Donor History Reports.
Stupify!
Maximize Giving by Using Recognition Programs and Community-Based Fundraising
Learn the Five Steps to Donor
Stewardship and Successful
Major Gifts
Five Steps to Success
• Plan: Get organized by creating a strategy and
a work plan
– Effective fundraising requires discipline and hard
work. Successful fundraising programs will have a
calendar of planned activities, clearly laid out
areas of responsibility and preparation of
necessary resources and materials.
Five Steps to Success
• Prospect: Identify and qualify prospective
donors
– Who among the club’s Rotarians, spouses, friends,
corporate sponsors of events, etc. has a reason to
be interested in a particular project or program of
TRF? Are there philanthropists who would
support the mission? From among those with
potential interest, who has the financial resources
to make substantial gifts? Don’t cherry-pick $100
donations.
Five Steps to Success
• Cultivate: Engage the prospective donors
– Rarely are donors standing in line to make gifts. Clubs
and individual Rotarians must engage the prospective
donor in a way that makes them feel they have a
vested interest in the foundation’s success. The key
question to be asked of any cultivation activity is, “Is
this activity drawing the donor closer to the
organization, increasing his/her awareness of the
need and increasing likelihood of a positive
response?” Cultivation before solicitation might take
months – or even years!
Five Steps to Success
• Solicit: Actually asking the donor for the money
– People give because they believe in TRF’s mission and
because they are asked to give. The person actually doing
the asking (and, later, thanking) is extremely important.
People give to people who they like, trust and respect.
Training and preparing before “the ask” is also critical. For
larger solicitations, a period of months, or even years, may
pass between the request and the response. During this
time, the club foundation committee should be constantly
aware of the donor’s interests and attitudes and provide
answers to all questions and provide ongoing
opportunities for contact without being intrusive or
demanding.
Five Steps to Success
• Steward: Retain a relationship and show appreciation
– Stewardship starts by recognizing the gift and by showing
appreciation and thanks (privately if the donor does not
want the gift to be publicly known). Secondly, the
foundation committee should regularly apprise donors of
the value that their gift is adding to Rotarians’ capacity to
serve. Give donors regular opportunities to be involved in
your club’s activities and service. Appreciation should be
expressed often, and not just when gifts are made. Often
major donors do not have the time or desire to be involved
in the details of the organization, but they still should be
informed of activities and progress.
Educate Your Fellow Rotarians:
Begin with “Why?”
Tell others why you give.
Learn why your fellow Rotarians give: What is their passion?
Explain why others should make TRF their charity of choice.
Why do you give…
• To the Annual Fund?
• To PolioPlus?
• Telling your story shows that you put your money
where your heart is, and you help empower your
fellow Rotarians to realize
– one person can make a difference
– A gift to TRF leverages the giving power of 1.2 million
Rotarians
– Together we change lives, and through our service,
the first life we change is…our own
Why does your fellow Rotarian give?
• What programs “feed his/her soul?”
• What does TRF have that can help advance
that Rotarian’s passion for service?
Why do your fellow Rotarians give…
• The answer is different for each Rotarian
• But, if you never ask what is important to them, you
will never know why they will give to The Rotary
Foundation. How do you find out? Ask!
– Why have you stayed in Rotary?
– What has been your favorite project?
– When did you realize that you are a “Rotarian” and not just
a member of Rotary?
– What Rotary project would you tell someone about to get
them to realize why Rotary is an opportunity for them?
• What other questions would you ask?
Why make TRF your charity of choice?
• Where does my donation go?
–
–
–
–
Who controls the money?
Will it benefit persons in my community?
Will my club have access to the funds?
How will my donation advance the service goals of my club and
the service opportunities of my fellow Rotarians?
• Is it well-spent?
– What portion goes for programs?
– How do independent evaluation organization rate TRF (e.g.,
Charity Navigator, 4-star, 6 years running)
• Is it carefully invested?
• Rotary volunteer service makes the donation do more
• Other reasons?
Why We Give: Educate Year-Round
• Tell the story about TRF year-round
– Foundation Moments—weekly 2 minute
discussions about TRF
– Program speakers (suggest one every quarter)
– Club newsletter & website articles
– Social media
District 7610 Foundation Newsletter
• Use the District 7610 monthly Foundation
Newsletter to educate Rotarians, promote
programs, and publicize clubs’
giving/EREY/RFSM status.
Why We Give: Tell Rotarians Where
the Money Goes
• Educate Rotarians and potential donors
about where the money goes.
– The SHARE concept is a powerful tool, ensuring
100% of each Annual Fund donation dollar goes to
programs and providing clubs an opportunity to
determine where DDF—half of the money—will
be spent.
Annual Fund (Share)
Contribution
YEAR 1
YEAR 2
Earnings pay for
TRF administration
YEAR 3
SHARE
World
Fund
District Designated Fund (DDF) which funds:
• District Grants (up to 50% of DDF)
• Global Grants
• PolioPlus
World Fund provides 1:1, $-for-$ match of
all DDF funds, and .50:1 match for all cash,
• Rotary Peace Centers
committed to Global Grants
Individual and Club Recognition
Club Recognition
• Promote Foundation requirements in the RI
President’s & Governor’s citations and club
banner programs.
– Club citation requirements usually have EREY,
RFSM, per capita requirements due March, April,
and May. Encourages your club members not to
wait until June, or their club may not qualify.
Individual Recognition
• Promote Individual Recognition opportunities and
how they help and obtain recognition for the club:
– Major Donor (e.g., over time, outright, or three-year
pledge of $10,000 to any fund) (how this will help the club
meet its goal and fund programs and expand its service
opportunities)
– Sustaining Member (individual and 100% club)
– EREY (individual and club)
– Paul Harris Fellow (individual and 100% club)
– Paul Harris Society
– Triple Crown (club and individual)
– Arch C. Klumph Society
Individual Recognition
• “Recognize” and thank donors every chance
you get at club and district events, at special
receptions, and with special trophies or
appreciation gifts. [We don’t give to be
recognized, but it’s always nice to recognize
those who do give.]
– Make recognition meaningful and public
– Thank donors personally
– Present recognition items: EREY stickers to Major
Donor crystal
Educate Rotarians to Access Reports
• Educate Rotarians continuously on
recognition points and on how to access their
donor histories
• Learn how to access member’s donor
information and recognition status on the
Club Recognition Summary and EREY
Eligibility reports. [Knowledge breeds
familiarity; familiarity breeds giving.]
Goal-setting and Goal attainment
Achieving SMARTER Foundation
Giving Goals
Goal-setting and Goal attainment
• Set SMARTER Goals that are specific,
measurable, attainable, relevant, timebound, evaluated, and reevaluated
Letter
Most common
Alternative
S
Specific
Significant, stretching, simple, sustainable
M
Measurable
Motivational, manageable, meaningful
A
Attainable
Appropriate, achievable, agreed, assignable, actionable, action-oriented, adjustable,
ambitious, aligned with corporate goals, aspirational, acceptable
R
Relevant
Result-based, results-oriented, resourced, resonant, realistic, reasonable
T
Time-bound
Time-oriented, time framed, timed, time-based, time-specific, timetabled, time
limited, time/cost limited, trackable, tangible, timely, time-sensitive
E
Evaluate
Evaluated, evaluate consistently, ethical, excitable, enjoyable, engaging, ecological,
evidenced
R
Reevaluate
Reviewed, rewarded, reassess, revisit, recordable, rewarding, reaching, recognize
mastery
Goal-setting and Goal attainment
• Setting goals and gaining buy-in gives
Rotarians additional motivation and
commitment to attain the goal
• Tips for monitoring success
– Record keeping: Build a club spreadsheet
– Establish a baseline
– Track progress of each member
– Learn when a member likes to give
Goal-setting and Goal attainment
• Know your club’s and individual Rotarians’
giving history . . . and capacity to give
• Where can that be found?
Goal-setting and Goal attainment
• Hold club goals assembly (preferably before
the term starts) to gain buy-in of club
– Gain the buy-in and support of the incoming
board, first
– Then expand it to key employees and the general
membership
• Mail goals post cards
• Place goals card or flyers on tables
Goal-setting and Goal attainment
• Progress Reports: Keep your fellow Rotarians aware of the club’s and
their individual progress towards achieving the goals
– Personalized “on target” flyers, accompanied by pre-populated donor forms
– Focus reports on:
•
•
•
•
•
•
•
•
Where are we now vs. goal (or, if more, last year)?
What is needed to achieve goal?
What is our “challenge goal” if the first goal is already well within reach?
Number of EREYs to reach 100%
Number of Sustaining Members to reach 100%
Number of PHF needed to reach 100%
Per capita giving amount
Recognition/thanks, if applicable, of what that donor gave to help the club already that
year
– How to generate reports?
• Prepare detailed table from TRF reports
• Generate flyers in Microsoft Mail Merge
• Personal discussions with each Rotarian are most effective
• Don’t rely on emails or flyers. They are only tools.
Goal-setting and Goal attainment
• Emphasize to your club the importance of
understanding the relationship of
membership “Start Numbers” and “End
Numbers” to Foundation giving and
recognition. [Too many clubs don’t
understand this.]
Goal-setting and Goal attainment
• Continue to advocate special fundraisers for
Polio. [This reduces the loss of individual
Annual Fund contributions to Polio—the
“robbing Peter to pay Paul” syndrome.]
Making it Easy to Give
Encouraging Gifts to TRF
Making it Easy to Give
• Make giving easy for your members
–
–
–
–
–
Pre-populated donor forms (now online)
Allow donations with dues
Recurring giving via Rotary Direct
Links to online giving portals
Personal calendar year-end reminders and Rotary
Year-end reminders
• What have they given in the past
• What matches are available
• Amount needed to next recognition level
– Tell them how they can access their Donor History Report
• Remind about club’s per capita giving goal
Making it Easy to Give
• Institute a Recognition Point matching point
campaign at least once during the year.
– District 7610 usually has two per year, which
specify minimum of $500 donation to Annual
Fund, with a 500-point transfer.
Maximize Giving and Points
Global Grants • Paul Harris Society
Major Gifts • Planned Giving
Lead by Example
Maximize Giving and Points with
Global Grants
• Use the “Annual Fund Match” alternative
funding approach in appropriate Global Grant
applications. Give cash to the Annual Fund
instead of grant, in exchange for more DDF.
[This can significantly increase your future
District Designated Funds. Make sure you
execute a Memorandum of Understanding
each time you do this.]
Maximize Giving and Points with
Global Grants
• When giving cash to a Global Grant project,
send the contribution to TRF via a 123EN
Global Contribution Form, designating the
approved grant number.
– Club/donor receives Recognition Points for the
donation
– Points can be used for matches towards PHF to
encourage additional donations
Maximize Giving
through Paul Harris Society
• PHS: TRF-administered recognition for donors of
$1,000 each year a donor is financially able
– District 7610 Rotarians asked to make the donations
annually to Annual Fund-SHARE
• With Rotary Direct, monthly contribution of less
than $85 (daily, less than a Grande Starbucks)
• Individual and Club recognition
• Membership forms
– District website
– Monthly District TRF newsletter
Maximize Giving
through Major Gifts
• Major Gifts are gifts of $10,000 or more
• Major Gifts can be one-time, outright gifts or
three-year pledges and are instantly recognized
as Major Donors
• Don’t forget to suggest gifts via appreciated
securities
• Donors who promise a Major Gift or Bequest of
$10,000 before October 1 of this year will be
invited to the Zone 33 Million Dollar Dinner to
be held on October 19 in Charlotte, NC
Maximize Giving
through Planned Giving
• Donors who make planned gifts through estate
planning (insurance, trusts, will bequests, etc.), where
bequests to Endowment Fund are $10,000 or more
are members of the Bequest Society
• Benefactors: $1,000 or more through estate planning
or lifetime gifts to Endowment Fund
• How does Annual Fund benefit? Donor can designate
SHARE to receive the earnings from the bequest: Half
of SHARE (DDF) to District 7610
• Think of it as your “Last Happy Dollar”
Maximize Giving
Lead by Example
• Don’t expect others to follow you if you do
not lead by example
• Assemble a TRF committee made up of
Rotarians with a history of giving
• Pair potential donors with committee
members who already have given at or near
the level being asked of the prospective
donor
Raising Funds for PoiloPlus and
Annual Fund from the Community
Increasing Giving Capacity
Community-Based Fund Raising
Local fund raising resources & project partners:
• Other foundations
• Community banks
• Corporate donors
• Employer matching programs
• In-Kind sources (hospitals, medical centers, used
equipment sources)
• Globus Relief and similar non-profits
• Donor lists of local non-profits
Community-Based Fund Raising
Some possible fundraiser events are:
•
Purple Pinkie Project: Millions of children in endemic countries know that a
freshly painted purple pinkie means freedom from Polio. When local community
members make a $1.00 contribution to PolioPlus, Rotary volunteers mark their
pinkies with the same gentian violet used around the world on NIDs (National
Immunization Days). The purple pinkie is a personal symbol of helping one child
become free from Polio forever. For more information, visit the following website:
http://www.rotary6940.org/uploads/District_Purple%20Pinkie%20Project%20Han
dbook.pdf
•
Celebrate a Big Day: Rather than exchanging gifts for a special occasion, request
that friends and family make a contribution to PolioPlus.
•
Raffles Big and Small: Raffle off a car, a seven-night cruise or four tickets to a local
event such as a basketball game or a concert. Clubs can have a weekly raffle for
local restaurants or area businesses.
Community-Based Fund Raising
Some possible fundraiser events are:
• Skip a Meal: At your Rotary Club meeting, opt to skip the meal and
donate the cost to PolioPlus.
• Host Rotary Night: Arrange with your local ball clubs and host a Rotary
Night at the ball game. Both major and minor league teams have pitched
in to help Rotary “strike out Polio”. Auction off throwing out the first pitch.
Set up a booth in the ball park with information on Rotary and PolioPlus.
• Organize a walk-a-thon, bike-a-thon or skate-a-thon: Find Rotarians,
Rotarian Fellowships, athletic groups or other community members who
want to participate and ask them to solicit pledges for miles or kilometers
walked, pedaled or skated.
Community-Based Fund Raising
Some possible fundraiser events are:
• E-bay/online auction: Ask Rotarians, friends and family to clean their
attics and basements of items (clothing, jewelry, furniture, housewares in
good condition) they wish to give away. Collect the items and list them for
auction on E-bay. Enlist the help of techno-savvy Rotaract and Interact
clubs to take electronic photos of the items and post them on-line.
• Plan a Special Event: dinner, golf tournament, festival, picnic, wine
tasting, Valentine’s Day dance, silent auction, sports competition are just a
few suggestions that could draw participation from Rotarians and other
members of the community.
• Create a special item for sale: CDs, cookbooks, ties, teddy bears, and
mugs are only some of the items that have been sold to raise funds for
PolioPlus.
Community-Based Fund Raising
Some possible fundraiser events are:
• Million Dollar Dinner: Arrange to have a dinner with a Rotary Senior
Leader, local celebrity, or District Governor. Invite guests who are able to
make a significant gift to PolioPlus.
• Fireside Chat: A local Rotarian invites other members from the District to
his or her home for an update on Polio eradication and an opportunity to
discuss making a major gift. This event may be hosted by a Rotary officer
or a Major Donor.
• Organize a Rotary Run for Polio Eradication: Solicit corporate sponsorship
to cover the costs and raise funds by charging a registration fee for
runners. Consider having team or age-category competitions.
Community-Based Fund Raising
Some possible fundraiser events are:
• White elephant gift auction: after the holidays, ask club members
to donate “white elephant” gifts that they do not want or need.
Auction these items off at a club or district meeting to raise money
for Polio!
• Pennies for Polio: a great way to involve non-Rotarians in the
district. Rotarians and their friends and families place coincollection cans or boxes in local businesses, schools, and homes. All
proceeds are combined and donated to Polio.
• Movie Night: Work with local cinemas to organize a movie night
where the proceeds (or part of the proceeds) from admission are
donated to Polio. Publicize the event in the paper, on the radio and
in all Rotary Clubs in the area and encourage family members,
friends and non-Rotarians to attend.
The Art of Divination
Finding, Accessing, Manipulating, and Using TRF Reports.
Finding Reports Online
• Go to: https://www.rotary.org/en and click on “My Rotary” at the
top
• If you have not registered, do so now
• Option one: Go to Rotary Club Central via the “My Club Snapshot”
box on the My Rotary page
• Option two: Point/click “Manage,” and a drop-down list will appear
– Under “Club and District Administration” click “Reports”
– Scroll down the list to the third section “Contributions &
Recognition”
• Donor History Report also available from the member’s profile
page (click on your name at the top left in My Rotary)
• Polio and SHARE reports are NOT on Rotary Club Central, but they
are available through the My Rotary > Manage option
• All reports available from [email protected] or by calling
1-866-9ROTARY
Reports Available Online
Monthly contribution report : Shows contribution progress for each club in a district in three areas:
Annual Fund, other funds, and Endowment Fund.
Club recognition summary : View the number of PHFs, Major Donors, Benefactors, Bequest Society
Members, Rotarian donors, and non-Rotarians donors, as well as individual recognition amounts
(towards PHF), current PHF level and date achieved, available Foundation recognition points, and the
last contribution date and designation.
PolioPlus : Shows polio contributions for each club in a district for the current month as well as for
the Rotary year. Also includes any district designated funds that have been allocated to PolioPlus for
the year.
SHARE : View the annual fund-share contributions for each club in a district, which is the primary
source of district designated funds available to the district three years later.
Every Rotarian, Every Year : Tracks individual recognition achievements during the current and
previous Rotary year for the following giving levels: Every Rotarian Every Year, Rotary Foundation
Sustaining Member, and Paul Harris Society.
Donor history report : The Donor History Report is a historical cumulative report for an individual.
The report shows all contribution and recognition transactions specific to a donor’s account and
provides the status of each type of recognition officially recognized by the Rotary Foundation.
Benefactors : View individuals who have given, or who pledge to give, $1000 or more in
contributions to the Permanent Fund.
Monthly Contribution Report
• Select “Monthly Contribution Report”
• Designate your role (Club Foundation Chair,
district position, member, etc.)
• Select “Monthly Contribution Report”—again
• A “Prompts” window will appear:
– Click on Rotary Year you want, then “>”
– Click “Enter Month”, then select month, then “>”
– Click “Run Query”
– Can Export report as Excel or pdf
Monthly Contribution Report
Club Recognition Summary
• Select “Club Recognition Summary” from My
Rotary > Manage > Club & District
Administration > Reports > Contributions &
Recognition
• Designate your role (Club Foundation Chair,
district position, member, etc.)
• Select “Club Recognition Summary”—again
– Report generates without a “Prompts” window
– Can Export report as Excel or pdf
Club Recognition Summary
PolioPlus Report
• Select “PolioPlus” from My Rotary > Manage
> Club & District Administration > Reports >
Contributions & Recognition
• Designate your role (Club Foundation Chair,
district position, member, etc.)
• Select “Polio Challenge Report”
– Report generates in pdf, only
PolioPlus Report
SHARE Report
• Select “SHARE” from My Rotary > Manage > Club &
District Administration > Reports > Contributions &
Recognition
• Designate your role (Club Foundation Chair, district
position, member, etc.)
• Select “SHARE” Year (e.g., Program Year in which
funds will be spent: 2016-17)
– Program Year is the year that the funds will be distributed,
which is three years from date of contribution year
– Report generates in pdf, only
– Only three or four years are typically available to be
generated
SHARE Report
Areas of Focus (AoF) contributions will not be included on this report because they do not
qualify for SHARE, and no portion of AoF contributions is returned to the District as
District Designated Funds (DDF)
EREY Eligibility
• Select “Every Rotarian, Every Year” from My Rotary >
Manage > Club & District Administration > Reports >
Contributions & Recognition
• Designate your role (Club Foundation Chair, district
position, member, etc.)
• Select “EREY Eligibility”—again
• A “Prompts” window will appear:
–
–
–
–
Click on Rotary Year you want, then “>”
Click “Run Query”
Can
Can Export report as Excel or pdf
EREY Eligibility
Tracks Three Categories of Eligibility:
• EREY*
• Sustaining Member*
• Paul Harris Society
* Recognition determined as of June 30 of the
Rotary Year
What’s the club’s
current
membership?
Why are these areas blank?
Benefactors
and for Bequest Society
recognition
Donor History Report
Donors may elect to have spouse
contributions tracked jointly for
Major Donor recognition
Donor History Report
Recording Your Club’s
Foundation Goals
• From “My Rotary”, click on “Rotary Club Central” in the
“My Club Snapshot”
• Or, if the “My Club Snapshot” box does not appear on
your account, search for “Rotary Club Central”
– Select: Monitor club progress and achievements in Rotary Club
Central.
– Confirm your role (e.g., Club Foundation Chair)
– From Rotary Club Central page, click on “Foundation Giving” tab
– Scroll down to “Goals and Progress,” select year and press “Edit”
button for each category; enter goals and press “Save”
– To learn more, watch the teaching module:
http://vimeo.com/68388475
Remember: You are not alone!