Winter will soon turn into Spring. Thoughts will wander and many will daydream about baseball games, cookouts, swimming, and wine-tasting tours, but ..
March through May is a cyclonic time span when it comes to district grants …
— Presidents-Elect will return from the Presidents-Elect Training Seminar with a list of deadlines, dos, and questions.
–one deadline is the May 15 deadline for the submission of 2016-17 district grant applications; another deadline will be May 14, because …
— if that club had a 2015-16 district grant then that grant must have been finalized, meaning all final reporting must have been made to district … or …
— that club’s 2016-17 district grant application will not be considered in the first round of grant award consideration. But don’t wait til May 14 to attempt to close out a prior grant.
To help clarify this and other particulars, the District will sponsor its Grant Management Seminar (GMS) on March 19 at the Colonial Heritage Clubhouse in Williamsburg. Registration is open now on dacdb.com on the district calendar. Cost is only $25.
The GMS satisfies the requirement for Global Grants, but it also provides valuable information applicable to district grants
— an outline of stewardship and reporting requirements
— how to document and closeout current grants
— the in and outs of multi-club grants
— and how to get that Simonize shine on that old car.
If you are a grant involved club or club leader please consider registering for the GMS and encourage a couple of your other members to do so as well. Share the load.
March 19 – Williamsburg.
The 63 Clubs from District 7600 were well represented at the first session of the Grants Management Seminar. Foundation Advocates (and Club Foundation Chairs, if any of you are following) may be the ‘go-to’ people for information as clubs begin their online application process for district or global grants. Other clubs may be in a dither because they now understand they need to be certified as having attended a GMS in order to apply for a global grant. Tell them not to worry. The next session will be on April 18, 2015. This session may be attended in person at the Old Dominion Peninsula Center, 600 Butler Farm Road, Newport News, VA, from 9 a.m. to Noon. Those preferring to attend by webinar may do so on the same date. The cost for either option is the same … $25. Register for the GMS Second Session on the Calendar on dacdb.com.
Most of the training documents distributed at the GMS can be found on the Programs/Grants Page under The Rotary Foundation tab on http://www.7600.org.
Here are two immediate documents which may be useful for you as you interact with your Club Foundation Chairs in the next couple of weeks … 2015-16+District+Grant+Timeline and 2015-16+District+Grant+10+Things+to+Know+1.1 (1).
This week I will begin my second round of personal telephone calls to each of the Foundation Advocates to see how you are doing and learn what resources you feel you need to be an effective Advocate. Don’t be afraid to accept my call. I am fairly non-threatening.
The glow from the District Team Training Seminar (DTTS) is still warming me even though we are awaiting inches and inches of snow tonight. Thank you, Octavia!
In this week’s message I’d like to:
- provide some insights from the discussions and information from DTTS
- describe our Advocates’ communication plan
- ask for some feedback from you as you delve deeper into your Advocate’s role
The Advocates met separately for an hour and then had a joint session to discuss how to analyze club reports and how to work together.
The top challenges raised by the Area Advocates and the AGs were scheduling visits with area clubs, receptivity or not of clubs to visits from the Advocates, and the obtaining of club giving reports by Advocates.
Advocates, in particular, wanted more information on how to use recognition points. The Advocates and the AGs wanted more information shared by district on grant applications submitted by clubs, as well as grants awarded.
Suggestions for working with the clubs included doing more in one-on-one meetings or calls with the Advocates and AG counterparts in the clubs rather than just relying on club visits, sending handwritten thank you notes from time to time, and communicating how important it is for the clubs to get their information into Rotary Club Central.
Jim Probsdorfer presented many documents. Shared here are two of them.
DRFC Awareness Campaign 2015 would probably be better titled ‘The 2015 – 16 Rotary Year At A Glance’. This one-pager, which was also shared with the AGs in the joint meeting, provides a quick look the priorities for each month of the Rotary year. Columns 4, 5, and 6 are of particular interest to Advocates.
2014-15 DTTS Probs Top 5 (1) is a reminder that our work for the current Rotary year is still ongoing. With your help we set Rotary giving records for the district last year and clubs were awarded over $120,000 in district grants in the 2013 –14 year. We can do it again in 2014 – 15.
Advocates Communication Plan:
- Weekly updates on the Advocates’ page on rotary7600.org
- similar post on 7600advocates.wordpress.com ‘Follow’ to get notice of updates
- loading useful/frequently used documents on Resource pages of both sites
- reaching out in a respectful way via email, phone calls and personal visits
- occasional Survey Monkey requests for specific information
- Features, the District Foundation Newsletter, published mid-month
- ‘Rotary D7600 Foundation Committee’ page on Facebook.
A request for feedback:
- would a monthly Advocates’ Conference Call be helpful to you?
- would a frequently asked questions (faq) page on 7600advocates be helpful?
- What can Bruce, Cindy, and I do – right now – to help?
Finally … Thanks to Jaime, Paul, Dennis, Jan, Stan, Jeff, Bruce, Lou, and Cindy for your warm communications this past week or so.
Advocate Roles and Responsibilities, Every Rotarian Every Year Report, Foundation Advocates, Foundation Reports, Monthly Constribution Report, Monthly Contribution Report, Rotary District 7600, The Rotary Foundation
Happy February District 7600 Foundation Advocates and Club Foundation Chairs!
In my virtual travels through District Foundation Land I have encountered many questions from Advocates, incoming Advocates, and from others. Sticking to the Carol’s Rule of 5, I will address s five of those questions here.
- Who has access to Club Foundation Reports? Advocates do not have direct access to Club Foundation Reports through Rotary Club Central on rotary.org. To view any of the three reports from the clubs in an Advocates area, the Advocate must rely on one of three sources …
- District Foundation Committee Chair (Jim Probsdorfer), or the Development/Giving Chair (Ken Hodge). The Annual Giving Chair (Randy Cash) should have access, but apparently that hasn’t been closed on yet.
- The corresponding Area Governor (AG) for the Advocate’s Area. Good idea to develop a relationship with the AG to increase receiving those 3 club reports for each club.
- The Club Foundation Chair from each club in an Advocate’s area. This is another good reason to establish a relationship with an Advocate’s Club Foundation Chairs, another source for receiving those three reports. Some Club Foundation Chairs have reported not having access to club reports. When this occurs it means that the club President or Secretary must input the Club Foundation Chair’s name into the ‘current officers and/or incoming officers’ area of club administration.
- What are the three reports discussed above and how do I interpret them … how does the Club Foundation Chair use and interpret them? The three reports are the Monthly Contribution Report (MCR) , the Club Recognition Summary (CRS) , and the Every Rotarian Every Year (EREY) Report . There is a guide for downloading and using each on the Foundation Resources page under Rotary Foundation on rotary7600.org. For your convenience they are listed here.
- I am a new Advocate or will be an Advocate beginning in July 2015, where do I start? I suggest you check in with the prior Advocate and get the lay of the land from that person. Give a call to the Club Foundation Chairs for the Clubs in your area and offer to buy them a cup of coffee or a glass of wine. In other words … begin the conversation. Reach out to Carol Woodward, Bruce Settle, Cindy Pecht, Jim Probsdorfer, or anyone you feel comfortable chatting with to get a tailored response to your questions. Check out some of the documents on the rotary7600 Rotary Foundation Resources page or similar documents on the Resources page of www.7600Adovcates.wordpress.com. Reading is a great way to start. Two starting documents are the Advocate Roles and Responsibilities and The TRF Guide for Zones 33 & 34.
- Are there Publications we can put into the hands of our Club Foundation Chairs? The answer is yes and are available from shop.rotary.com. However, these are limited in quantity per order, often take an inordinate amount of time to arrive, and are often dated. Another source of printed materials are the actual PDFs of these publications which any Rotarian can download.
- As an Advocate am I required to make club visits? The short answer is no, however, building a relationship with your Club Foundation Chairs is a gateway to success and mutual information sharing. The basic role of the Advocates and the District Rotary Foundation Committee is to assist the clubs in setting and meeting their Foundation Giving goals and applying for and completing grant projects. Building relationships is key to that role. In fact, all of Rotary has been built on relationship building from day one.
This is enough for this message, but don’t hesitate to reach out to me at any time. I want to be your best friend in your role as an Advocate ( and by extension … Club Foundation Chair). This is because I love Rotary and I love The Rotary Foundation.
My name is Carol Woodward and I am the lucky ducky who Jim Probsdorfer appointed as the Chair of the Advocates Resources Committee, serving with Bruce Settle and Cindy Pecht.
The three of us have had many Rotary hats, but brevity matters here … I am a past club president, past area governor, and most recently the operations chair for the District Foundation Committee for the last two years. Bruce is a past club president and past area governor. Cindy is a past club president and past district membership chair. All three of us are committed supporters of the Rotary Foundation.
This may be overly ambitious but my plan as the Advocates Resource Committee Chair is to update this page at least every weekend. With that in mind, I’d recommend that you “subscribe” to this blog that way you should receive an email when I have posted an update. This blog will also have a “Resources and Documents” page so you will have updated documents, presentations, and calendars available to you there.
To receive an email alert when this blog is updated click on follow and input your email address.
If you prefer to not do that, fine. I will be doing similar updates on the Advocates page on http://www.rotary7600.org. You will find the Advocates page by hovering over the Rotary Foundation on the left menu of the the district website.
Our Advocates Resource Committee consists of myself, Carol Woodward (Prince George) as Chair, Bruce Settle (South Hill) , and Cindy Pecht (Lawrenceville).
Our Advocates are Jamie Gambaccini (Hanover), Charles Moncure (Innsbrook), Michael Binns, (Western Henrico), Delmar Dayton (South Richmond), Carl Duffey (James River), Jan Rowley (Prince George County), Jeff Jacobs (Colonial Heights), Dan Jones (Powhatan), Cynthia Gregg (Lawrenceville), Philip Ford (North Suffolk), Bob Harper (Hampton), Lou Tayon (Great Bridge), James O’Brien (Norfolk), Suzanne Luna (Virginia Beach), Paul Strong (Cape Charles), and Wendell Barbour (Oyster Point). We are short one Advocate but hope to have that area Advocate seat filled soon.
This blog is a little skimpy at the moment, but I am building it from scratch.
The five things I ask of you are:
– to register for and attend the District Team Training Seminar on February 7 in Williamsburg at the Colonial Heritage Country Club. Registration is easy and free at dacdb.com on the calendar tab.
– please schedule to register and attend the District Training Seminar on April 25 (more information about that later)
– review some of the documents on the Resources and Documents page, either here or on the district website http://www.rotary7600.org
– subscribe to 7600Advocates.wordpress.com
– reach out to me, Bruce, or Cindy for any information you may need. We can be reached at firstname.lastname@example.org, email@example.com, or firstname.lastname@example.org. You can obtain our phone numbers in dacdb.com also by selecting find a member and entering one of our names.
Shoutout by leaving a comment on this blog if you would be so kind.
Very best, Carol