Advocates’ Access to Area Club Reports & Goals

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Jim Probsdorfer

Jim Probsdorfer

Greetings on this great Monday morning to all of you who subscribe to and read this blog.  The blog began by Advocates Chair Carol Woodward as an experiment in providing important District Rotary Foundation priorities in an informal, accessible, and timely way, without overloading folks with endless emails and phone calls.  We still do some of the latter, but we have cut down significantly on the frequency and length of those emails and phone calls.  The blog, open to all, provides a great archive of time sensitive tasks , and has a ‘Resources & Documents’ page of useful tools and references.  I hope you will encourage others to join.

Three important updates for you:

  1. This week the District 7600 Area Governors will be using the RI developed Delegation Tool to delegate their level of access to their area clubs to their counterpart Foundation Advocates. Both will be able to see the goals, goals progress, and club reports for the clubs in their areas. By Friday, August 14, if you are a Foundation Advocate and do not have such access, please report to Carol Woodward and she will get on it.
  2. I have updated the 2015 Club Foundation Presentation Program Slides for Foundation Advocates to use in an early club visit to brief their clubs on The Rotary Foundation and on the District 7600 goals. Slide 20 allows the presenter to insert club specific information.  Click above or log on to the blog site https://7600advocates.wordpress.com. Click on the ‘Resources & Documents’ page above the title.  You will see the Foundation Slides listed among the other documents and references available.
  3. You will also see TRF_52_Week_Message. This provides short weekly messages which we encourage Club Rotary Foundation Chairs to present to his or her club, one each week, to keep TRF before club members as an important component of ‘doing good in the world.’  It may be updated soon by The Rotary Foundation.  We will let you know when that update arrives.

Thank you

Finally, a thank you for supporting and advocating for The Rotary Foundation.  Let me know how we can make it easier for you to promote OUR Foundation. —- Probs

“Shake your groove thing” … new Rotary tools

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Apologies in advance … this update will be slightly longer than promised … might want to save it for reading later when you can kick back with glass of wine or a cold one while you savor this newsy, juicy stuff.

2015 Foundation Workshop — huge, fun success

A shout out to the six Foundation Advocates who attended and to Bruce Settle, Advocates Committee Member who made the day brighter.  The Advocates there were Michael Binns (Area 3), Jan Rowley (Area 6), Carl Duffey (Area 5), Stan Wall (Area 7), Dan Jones (Area 8), and  Heather Martin (Area 17).  The Advocates , who wore colorful leis, assisted attendees to find the bathrooms, the coffee, and the breakouts.  Valuable service.  If you visit Facebook page ‘Rotary D7600 Foundation Committee’ you will see the Advocates (with their leis) peppered throughout the pics.  Michael and Jan are pictured above in the header.

Attached are the three documents prepared specifically for the Advocates , Club Foundation Chairs and other attendees.  To the Advocates and Club Foundation Chairs who attended the workshop, please replace the chart of the Area Governors and Advocates with the one attached here.

List of Advocates & their counterpart AGs:     AG and FA Table 2015-2017   AG’s and Foundation Advocates have mutual goals for working with the clubs in their areas. Reach out to your area counterpart and coordinate the important work you have to do.

Advocates Contact List:    2015-2016 Advocates Contact List  This is particularly helpful for Club Foundation Chairs.  You do not have to do your work alone.  Reach out to your Area Foundation Advocate for all things Foundation.

Communication Plan:   ADVOCATE’S & FOUNDATION CHAIR’S COMMUNICATION PLAN  This document is a road map for some of the ongoing information available about the Foundation and the District in general.  How do we learn what we need to know?…. Being familiar with the information provided on a regular basis is a great start.

What are your orders, Captain Kirk?

Short answer to that question is for all of the Foundation Advocates and Club Foundation Chairs to search each other out.

  • Say hello whether on the phone, by email, or over a cup of coffee (or whatever).
  • Be sure that the Club Foundation Chairs have been entered into Rotary Club Central by their Clubs’ other leaders as the Club Foundation Chair for the 2015 -2016 Rotary year.  It doesn’t automatically roll over if that person was the Foundation Chair last year.
  • Also be sure the Foundation Chairs have been updated in dacdb.com.  If that information is not updated no one else in the District will know who the Foundation Chair is for any given club.

A few comments on Club Report Access and Dacdb.com Access

  • Shortly, within the next week or so … Foundation Advocates will again have access to view the clubs’ foundation goals and giving reports for the clubs in theirrespective
    Joy's XL Skirt

    Joy’s XL Skirt

    areas.  Plan A is to have our RI rep do this for in one fell swoop.  Plan B, if that doesn’t work, will be to do it the RI way by having each AG delegate such access to his or her Foundation Advocate counterpart. Obviously, we are hoping for Plan A and you will be kept informed.  I know how much you all love those reports.  You may remember a monthly EXCEL spreadsheet lovingly prepared by Joy Kline.  That report is also be a great updating resource.

  • All Foundation Advocates should be a level (5) on dacdb.com.  That will allow you to look at member and club databases in dacdb.  It is the same level of access that Area Governors have.  You can tell your level when you log into dacdb.com.  When you are logged on you will see your name in the upper right hand corner followed by a number.  That is your access level.  If that is not a 5 let me know.  Foundation Advocates can find their respective Club Foundation Chairs by clicking on Clubs, typing in the name of the club in the search window provided and then scrolling down the officer list of that club to find the Club Foundation Chair.  If the club hasn’t designated that person, then you know your next step is to contact the President to learn who that person is. You may each of your clubs this way.

Finally — a great thank you to three former foundation advocates

A heartfelt thanks is extended to Wendell Barbour, Jeff Jacobs, and Charles Moncure who served many tours as Foundation Advocates for their areas.  If you have occasion to interact with them, thank them for their efforts.

Brave New World of Rotary Grants

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Grants With Impact

Jim Probsdorfer (“Probs”), District Rotary Foundation Chair, recently related a short PawPawBushhistory of the new world of Rotary grants to District leaders. This history began with “Future Vision” which was the pilot and transition to a systematic revamping of all Rotary grants. The ultimate goal of Future Vision was to increase the impact made on communities by Rotary grant projects.  Greater impact means a higher profile for Rotary which in turn leads to increased membership and increased giving.

One aspect of the revamped Rotary grants is evident in District 7600.  According to Probs in the 2012-2013 year our District Simplified Grants totaled $46,700. In the 2013 -14 year (the transition year) the District Grant Program totaled $116,000.  In 2014-2015 it totaled  $119,800.  This year the total is $122,800 >>> that’s almost $350,000 in local service projects in 2013-14, 2014-15 and now 2015-16.  Quite an increase from the $46,700 three years previously.

Area 7 Foundation Advocate, Stan Wall

Area 7 Foundation Advocate, Stan Wall

The 2015-2016 Grant Spending Plan for District 7600 has been approved and the District leadership is in the process of contacting the 15 project leads (some of the approved grants are multi-club projects) of their successful applications.  Of the fifteen successful projects most are in the areas of Education (literacy and STEM) and Community Development (often partnering with governmental entities) to provide healthy facilities for youngsters and those with disabilities. More will be published about these projects in the future.

Foundation Workshop on August 1 … a Gateway to Grants

Register for the Foundation Workshop.  Yes, there is still time to register!

Workshop Flyer

Workshop Flyer

Grab a buddy or two and carpool.  When you register you will select Giving, Grants, or Grant Writing.  If three from your club attend you will cover all the Foundation bases.

In the Giving Workshop you will learn the many ways Rotarians may engage in supporting and promoting Foundation Giving which has a direct impact on the amount of grant award money available to District in any given year.  Giving Chair, Ken Hodge, is an inspiring leader, but also knows how to connect with the nuts and bolts of giving campaigns.

Grants will hone in on the criteria, areas of focus, and the definitions of accountability and sustainability which are the keystones in modern grant giving.  SuAnne Bryant is a living, breathing encyclopedia of Rotary Grants and what makes sense ‘grant-wise’  in District 7600.

SuAnne also teaches the Grant Writing Workshop.  This is not only about the writing of the application, but is also about the maintaining of records along the way, and the successful close-out and final reporting which opens the door to future grant awards for a club.

So, share a Saturday morning with other Rotarians in historic Williamsburg  to jump start your club’s knowledge of the world of Rotary Grants.

Lumpy pudding … visit rotary.7600.org and Features July 2015

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Rainy days and mondays

Mama Cass was too right … Mondays can really get one down.

Probs and Diana published the July issue of the Features this morning, but a pmail glitch has prevented it from being sent to all District 7600 Rotarians on their favorite devices, but the day is young. Here is hoping our Webmasters can assist us. But visit http://www.rotary7600.org and check out the Features. You don’t wait for that email.

Some highlights of the Features

Update on 2014-2015 Foundation Giving complete with links to the figures for each club and the Banner Report which shows clubs receiving special recognition.

New information on the Foundation Workshop on August 1 and the options available. Register on dacdb.com and plan to carpool to Williamsburg with your Club Membership comrades.

Update on 2015 -2016 Grants Spending Plan.  As of now 15 District Grant Projects have been approved and there is some money in the kitty for contingencies or possible late comers.

And there is much, much more.

You know where to find me

Don’t hesitate to reach out to me for any Foundation issue,  Carol Woodward, woodwardcd@aol.com or woodward739@gmail.com.  If I can’t help you there are about 30 other folks I can tap into for assistance.

Foundation Workshop on August 1 … register now

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The District’s Foundation Workshop is on August 1

Register now on dacdb.com for the Foundation Workshop which will be held concurrently with the District Membership Workshop at the Colonial Heritage Country Club in Williamsburg.  It is a super opportunity for members of a club to carpool because both workshops are held at the same location.

who should attend

Definitely Club Rotary Foundation Chairs, District Foundation Advocates, and anyone interested in the work of The Rotary Foundation, applying for and monitoring district grants, or how to write a successful grant application.  In fact it would be well to have three or four folks from a club register for the portion of the Foundation Workshop of interest to that person or role … giving programs, grants, or grant writing.

Foundation Advocates and Club Rotary Foundation Chairs should make this Workshop a priority for themselves and encourage others in their clubs or areas to attend.  Clubs have it great because they can easily carpool with both membership and foundation is in one location.

why attend

Because we are Rotarians who made a promise to learn, share, and support.

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Happy New Year! Rotary Year 2015 – 2016!

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As we dive into the new Rotary year, here are suggestions to help you perform your volunteer roles as Foundation Advocates and Club Foundation Chairs.

What to do now

Foundation Advocates … reach out to your Club Foundation Chairs and your partner Area Governors … discuss how you are going to communicate and work together in assisting your clubs

encourage Club Foundation Chairs

     to register for a ‘My Rotary’ account on http://www.rotary.org

     to logon to http://www.7600advocates.wordpress.com and click on subscribe by email.

      to visit the Advocates page on http://www.rotary7600.org from time to time

Check on your areas and clubs to insure that each club has entered 2015 -2016 Foundation Giving Goals including Polio Plus funds.  14 clubs have not entered any giving goals on Rotary Club Central and an additional 9 have not entered Polio Plus goals. Here is a spreadsheet date July 3, 2015 to check which of your areas and clubs need assistance  2015-16 TRF Club Goals 1.1 (4)

Attend the End Polio Now baseball games in your area by contacting your club ticket master and reserving tickets … July 9 in Richmond and July 20 in Norfolk

Register now for the Foundation workshop on August 1 in Williamsburg by logging on to dacdb.com, selecting Calendar, and scrolling down to the event

And a special request to Club Foundation Chairs …

Coordinate with your President so that a few minutes of each meeting can be devoted in some way to The Rotary Foundation

Try to be nice to the Foundation Advocates … they are a misunderstood, but caring lot

When in the course of human events … Happy 4th of July!

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Have a safe and colorful 4th of July

Today, no exhortations to get those donations in.  No urging to input those Foundation giving goals.  You are great Rotarians and you are doing what you can to help the clubs, the district and The Rotary Foundation to meet our goals.

Today, a big, big thank you for the time, energy, and personal commitment on your part to do good in the world. Thank a veteran and raise a glass to the USA.

Squirrels Fireworkds

Squirrels Fireworks

Time is of the essence …

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Clubs are in the last stretch

Giving 2014-15get-attachment

Many clubs are going full bore to be sure that they get their clubs’ and their members’ donations into The Rotary Foundation in advance of the June 30 deadline so that it counts towards their 2014 -2015 giving goals.  Checks mailed in with a postmark of June 30 will count towards the 2014-15 year as will any contribution made online by midnight by midnight on that date.

This banner report was released by our District Foundation Chair on June 15 so is a week old, but it may provide information that is helpful.  The data is changing daily. Banner Rpt – 11 June 15 (3)

Club Foundation Goals 2015-16

Club Foundation Chairs and Foundation Advocates should do a check this week on their respective clubs to confirm that the Foundation Giving Goals have been entered into Rotary Club Central at http://www.rotary.org.

In case you missed it 

Each club has designated a club member to be the Polio Plus Ballgame Coordinator to take ticket reservations for the July 9 Richmond Squirrels Game and the July 20 Norfolk Tides game. Consider contacting your club rep now to reserve your tickets.  It is a fun, fun evening.

Rotarians can now register for the August 1 Foundation & Membership Workshop.  Cost is only $25 per person and dress is casual.  Great morning of training and information. Logon to dacdb.com, click on ‘Calendar’, scroll down to the event on August 1, click on “Register Now’ and then all you need is your credit or debit card to register.

FounMemWkshp 15The registration interface on dacdb.com has been tweaked and works like a charm, but if you have  trouble, just contact Maryann Tetreault, the District Executive Secretary at office@rotary7600.org,

15 days … where does 7600 stand?

Foundation Giving

Foundation Advocates and Club Foundation Chairs have been working with their clubs to submit donations to The Rotary Foundation by June 30 count in.  It is not that clubs are unaware of the June 30 cut off, but all clubs have competing priorities … wrapping up district grants and submitting documentation, conferring end of year recognitions, and providing a smooth segue into the 2015 -2016 year.  The Advocates and the Club Foundation Chairs keep the flag waving for The Rotary Foundation so our commitment to TRF remains in the mix.

For your information Jim Probsdorfer has shared the following reports which reflect EREY and Sustaining Member figures through June 14:  Banner Rpt – 11 June 15 (3) and  EREYEligibility 14 June 15  .  Many clubs are interested in their EREY and Sustaining member status so these reports may be helpful to them.  Please share.

Foundation Giving Goals

As of last week only about 50% of the clubs in District 7600 had entered their goals into Rotary Club Central.  District leadership, including the Area Governors, the Foundation Advocates and the Club Foundation Chairs are working with the Presidents-Elect to get their clubs’ goals entered.  Most clubs have set their Foundation Giving and other goals, but just have not taken that last step to enter them.  Many of the Foundation Advocates and their respective Area Governors have coordinated to assist clubs in this important and easy step.

Grants

Clubs have or are submitting their 2014 -2015 District Grant documentation via the Grants module at dacdb.com.  Grant applications for the 2015 -2016 year are under consideration.  In June, July, and August look for a focus on grants in this blog and on our Facebook page ‘Rotary D7600 Foundation Committee’.  Your submissions and photographs would be a great way to profile your clubs’ efforts to ‘do good in the world’.

Let’s hit polio out of the park!

Promote the upcoming End Polio Now Baseball Games which are on July 9 in at the

Debbie and Stan Wall

Gary Chenault, Squirrels Game 2013

2014-07-17 21.09.21Diamond Stadium in Richmond (Flying Squirrels) and July 20 at Harbor Park in Norfolk (Norfolk Tides).  Each club has a Ballgame Coordinator who will collect for and obtain the tickets for each club.  Clubs will sit together and have a great time wearing their Rotary gear. Let’s End Polio Now!

Stan Wall, the incoming Area 7 Foundation Advocates is the Coordinator of the End Polio Now Game in Richmond. They have long been supports of End Polio Now and are seen at right in the lower photo at the 2014 Squirrels game.  Gary Chenault is seen above at the Squirrels game in 2013.  Join in this District 7600 tradition.

So, the current Rotary year is racing out and the new Rotary year is racing in

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Rotary is never at low tide. Club Foundation Chairs, Foundation Advocates, and Area Governors have been working with their clubs’ Presidents and Presidents-Elect to achieve 2014-15 giving goals and to set, then document, 2015-16 giving goals.

This report published last week shows which clubs had entered those goals. It would be very helpful if the Foundation Advocates would follow up with their clubs who need help. You might remind clubs that, while the President-Elect is involved in setting Foundation giving goals those leaders in designated positions such as Secretary, Executive Secretary, Membership Chair, and Club Foundation Chair can actually input the goals into Rotary Club Central.

2015-16 TRF Club Goals 1.1 (3)  See the status of the clubs in your areas.

A look ahead for your calendars:

Squirrels Fireworkds

Squirrels Fireworks

July 9 & 20 … End Polio Now:  The End Polio Now baseball games will kick start the Rotary year.  July 9 is the date of the Flying Squirrels game at the Diamond in Richmond and July 20 is the date of the Norfolk Tides game at Harbor Park.  Each club has appointed  a club member to take reservations and payments for tickets.

August 1 … Foundation/Membership Workshop:  This engaging, interactive double workshop will be held at the Colonial Heritage Golf Club.  More information will follow soon.

Personal:  Congratulations to Bob and I who are celebrating our 46th wedding anniversary today (June 8th).  As Indiana Jones said in Raiders of the Lost Ark … ‘It’s not the years … it’s the miles.”

Setting Rotary Foundation Goals … and the “Entourage”

Goals … important in Soccer … Important in Foundation Giving

What are clubs facing in June?

  • transition to new leadership team
  • wrapping up of district grant projects and submitting final reports
  • final push in Rotary Foundation Giving for 2014 -2015
  • setting and inputting 2015-2016 Foundation goals in Rotary Club Central

Foundation Advocates can help their clubs by coordinating with their respective Area Governors, their Club Foundation Chairs, and through both of those to the Presidents-Elect to set challenging, but realistic Foundation giving goals.

Looking at a given club’s history (available in the Fundraising Analysis in the Club’s reports) is a stating point.  The President-Elect and Club Foundation Chair should communicate about an optimistic, but achievable goal in every area of giving.  Once determined these goals need to be put into the Rotary Club Central on http://www.rotary.org. Early in the new Rotary year these goals need to be communicated to the club members and their buy-in solicited.

For any of your clubs which may not have set their Foundation Goals, this worksheet is a good starting point for the President-Elect and the Club Foundation Chair to set those goals. 2015-16 Foundation Giving Goals Form It also includes instructions on inputting these goals.

Shout out to Carol Woodward, 804-691-8486 or woodwardcd@aol.com for more information.  If you need me, ‘just whistle.’

Finally, those of you who receive this weekly message by email don’t get to see the masthead photograph.  I am changing it (I do this every couple of months) today so when you have a chance go to http://www.7600advocates.wordpress.com and take a look, The photo is below for those too busy to visit.  Can you find Probs?

Send me photos from your club district grants projects or award presentations and I will be happy to share on the blog and on the http://www.rotary7600.org website.

Entourage

Memorial Day … a day to remember absent heroes and heroes among us

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Remember and Recognize

My retired U.S. Army husband and I have spent part of this Memorial Day weekend engaging in some industrial napping, grilling, yard work, watching The Military Channel, and catching a few unseen episodes of Blue Bloods.  Yes, rather prosaic, I know.

I have not forgotten that we have important Rotary Foundation duties … meeting club giving goals, setting and inputting club giving goals for the next Rotary year, and gearing up for our annual Polio Plus Baseball games.  We will return to those duties on Tuesday.

Today I remember a father and father-in-law and their wives now gone from us who served their country for the duration, however long it might have been during World War II. I cherish the presence of my veteran husband who served in stormy times. These are my personal connections to military service and the risks it can bring.

Often among the unrecognized are the First Responders – law enforcement officers, EMTs, and firefighters who at a moment’s notice can be in harm’s way.  Many have perished in the course of their duties and others face challenging and dangerous situations on a daily basis.

There are still American service members performing their duties on posts and bases around the world. First responders are still going out on emergency calls even on a day treated by most as the first great picnic day of the summer.

So, today, I reflect on those absent and those among us to whom we owe so much.

The faculty and students of JEJ Moore Middle School  in Prince George have chosen to honor a fallen former student who died in battle in 2012.

The faculty and students of JEJ Moore Middle School in Prince George have chosen to honor a fallen former student who died in battle in 2012.

43 days and counting … will your clubs meet their giving goals?

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On June 30 the barn door closes. Foundation giving for the 2014 -2015 year will be over.  The amount given this year will govern the amount of money available for grant awards for District 7600 clubs in 2017 -2018. During that three years the 2014-15 club giving will be earning its keep, so to speak.

Foundation Advocates and Club Foundation Chairs (CFCs) are urged to communicate with their clubs NOW to remind club leaders and members of the importance of achieving club giving goals to The Rotary Foundation and to assist clubs in their efforts to meet those goals.  Club Foundation Chairs are the front-line leaders in their clubs on behalf of The Rotary Foundation.  Foundation Advocates are the CFCs support team.

During the last two weeks the Foundation Advocates have been following up with the Club Foundation Chairs in their areas to get assessments on club giving status.  This is important to our District Foundation Committee leaders so they can accurately forecast final giving and to have one last chance to help clubs with strategies to meet club goals.

Many of the Advocates have already provided their updates, but we still need a few more follow ups.  Everyone knows that this is the time of year when clubs and club leaders are doing double duty — wrapping up the 2014-15 year and implementing plans for the 2015-16 year.

If you are a Foundation Advocate, pick up the phone and check in with  your Club Foundation Chairs.  Club Foundation Chairs … don’t wait for a call … reach out to the Foundation Advocates for your areas.

Bill Henn-CFC Petersburg Breakfast

Bill Henn-CFC Petersburg Breakfast

Club Foundation Chairs don’t just serve as club leaders.  Bill Henn, white tee shirt above, got his hands dirty on May 16 working on the largest district grant awarded in 2014-2015.  The grant for $25,000 was awarded to 6 clubs to make improvements to the Appomattox River Regional Park.  The clubs were Petersburg Breakfast, Petersburg, Hopewell, Colonial Heights (lead club), Chester, and Prince George.

Thank you for all you do!

Grant (District Grant that is) it be so — May 15

Reminder of May 15 District Grant Deadline

Foundation Advocates may find themselves receiving last minute questions about District Grant applications which are due on Friday.  The grant application process is online at dacdb.com under the ‘Grants’ tab.  There is an online signature process as well so no stamps are needed or applicable to this process.  SuAnne Hardee Bryant is the go – to person for 2015-2016 grants questions. Her email is shbryant@davislawgrouppc.com.

Speaking of grants … the due date of final reports for 2014-2015 grants ith all documents is coming soon. Wayne Boggs, wboggs@richmondalarm.com, is the Rotarian who can assist with this process.

Foundation Advocates have communicated that they would like more information about grants considered/and/or awarded to share with their clubs.  Monthly in the Features there are one or two articles about grants and Rotarians may also access the grants tab on dacdb.com to get a synopsis of grant applications for any given year and whether or not the grants were approved.

How_Many_Innsbrook_Rotarians

Innsbrook Rotarians Working on District Grant

On other matters … Cindy, Bruce, or I will be calling you this week to follow up on your reports regarding clubs reaching their 2014-2015 Foundation  goals and submitting their 2015 -2016 Foundation goal.  Please take our calls or return them if you are unable to answer initially.  Telephony is still with us.

It’s May, it’s May, the Merry Month of May!

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May is such a wonderful time of the year.  May 1 is my birthday so the month has always been special to me.

For Rotary Clubs it is also a hectic month … meeting goals from 2014 -2015, setting goals for 2015 – 2016, submitting district grant applications, getting ready for the governance transition on July 1.  It is such a dynamic month for Rotary Clubs world-wide.

Many thanks to the Foundation Advocates who are following up with their clubs on all of the above and offering their assistance to Club Foundation Chairs, Presidents, Presidents-Elect, and to their counter-parts, the Area Governors.  Those who care about The Rotary Foundation are a creative, supportive community.

Thanks so much to Brad Reynolds and Jim Halasz  for reaching out with questions on behalf of their clubs.  Thanks to Dennis Wool, Louis Tayon, Paul Strong, and Cynthia Gregg for their followup on their Foundation Advocate duties.

Louis Tayon

Louis Tayon Area 13 Foundation Advocate

My personal goal this month … to use some of my recognition points to ‘recognize’ some of my fellow club members for committed service to Rotary by boosting them to Paul Harris Fellow level.  Would you like to know more?  You know how to reach me.

To all of you incoming leaders and those now serving … thank you for all you do.