Working Together to Achieve Larger Projects
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Is your club too small, or does it lack the funds to initiate and participate in district and global projects? Clubs in District 7080 have participated in successful large projects for years using two specific approaches. Learn how clubs work in clusters and communities using minimal club investments and how they sponsored a $459,500 project. Get step-by-step instructions and tips for success that will inspire, excite, and encourage you to begin your own successful joint projects.
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Working Together to Achieve Larger Projects
- 1. 2016 ROTARY INTERNATIONAL CONVENTION Working Together to Achieve Larger Projects with Greater Club and Member Participation
- 2. Introductions – District 7080 Moderator – Will Pugh District 7080 District Governor Presenters – Lesley Barmania Mississauga Meadowvale Case Study One – Claire Conway Oakville Trafalgar Case Study Two
- 3. Agenda Background Case Study A – Rotary Community/Cluster Projects Case Study B – Large Multi Club/District Project Questions Wrap Up
- 7. Our Mississauga Rotary Community (Cluster)
- 8. Host and Sponsor Clubs Local HOST Club/District International SPONSOR Club/District
- 9. Think and dream BIG! Case Study One Working together in your Rotary Community
- 11. 9 clubs invest $2,000 each = $ 18,000 (USD) District (DDF) matches 100% = $ 18,000 (USD) Subtotal $ 36,000 TRF matches 50% of cash = $ 9,000 (of Clubs’ $18,000 USD) TRF matches 100% of DDF = $18,000 (of District’s $18,000 USD) TOTAL $63,000 5% additional Global Grant Admin fee (July 1st, 2015) District Dedicated Funds The Rotary Foundation
- 13. Vision
- 14. 2. Choose a Project & Showcase 3. Complete the Project & Provide Support How we work together 1. First Cluster Meeting
- 15. Our First Cluster Meeting Painted the big picture Asked for commitment Exchanged ideas Created guidelines First Cluster Meeting Choose a Project & Showcase Complete the Project & Provide Support
- 16. Mississauga Cluster’s Guidelines Cluster • Not an existing project • Likelihood of success • Initiated and owned by Host Rotary Club • Communication with Host Club • Low overheads • Adheres to the Rotary Foundation guidelines • Sweat equity possibilities First Cluster Meeting Choose a Project & Showcase Complete the Project & Provide Support
- 17. 2. Choose a Project & Showcase Activity – How can you find a project? First Cluster Meeting Choose a Project & Showcase Complete the Project & Provide Support
- 18. 2. Choose a Project & Showcase Club Members Foundation Area Coordinators/Assistant Governors District Grants Committee/Foundation Chair District International Projects Chair My Rotary (Tools) www.rotary.org/myrotary/en/take- action/develop-projects Rotary Ideas ideas.rotary.org/Project/Find Rotary Showcase map.rotary.org/en/project/pages/projectshowcase.aspx Rotary Action Groups (i.e.www.wasrag.org/) First Cluster Meeting Choose a Project & Showcase Complete the Project & Provide Support A B C D E F G H
- 19. $30,000 USD Minimum Go/No-Go Initiated and Owned by a Qualified Host Club First Cluster Meeting Choose a Project & Showcase Complete the Project & Provide Support
- 20. • Shows excitement and passion • Communicates often and promptly • Provides requested information • Goes above and beyond What makes a great Host Club? First Cluster Meeting Choose a Project & Showcase Complete the Project & Provide Support
- 21. Project Proposal Template • Sponsor & Host Club details • Proposed project cost • Area(s) of Focus • Cooperating Organization? • Project description • Sustainability check • Club approvals First Cluster Meeting Choose a Project & Showcase Complete the Project & Provide Support
- 22. 1 • Introductions 2 • Review Guidelines 3 • Showcase Projects 4 • Vote 5 • Next Steps Showcasing Meeting Agenda First Cluster Meeting Choose a Project & Showcase Complete the Project & Provide Support
- 23. “It’s not about your project or club… …it’s about working and learning together.” - Mississauga International Joint Cluster Remember… First Cluster Meeting Choose a Project & Showcase Complete the Project & Provide Support
- 24. 3. Complete the Project & Provide Support July August September December Feb/March June Engage President-Elects early Plan for budget & project First Steering Committee meeting Showcase projects Formalize Global Grant Application •Report back to clubs •Provide support •Attend monthly meetings Submit Global Grant application Monitor and provide updates • Communicate with Host Club • Check Club /Project Qualification • Prepare project proposal • Draft Global Grant First Cluster Meeting Choose a Project & Showcase Complete the Project and Provide Support
- 25. • Project must be initiated and owned by the Host Club/Community • Up-front work reduces time • Sense of urgency/passion • Involve Club Treasurers • Share ownership • Ask for help • All projects can still win! What We Learned
- 26. All projects showcased can still win! 2015 2016 Mississauga Oakville Burlington Dufferin/ Erin/ Caledon + Knysna 7
- 27. Model Preschool and Teacher Training Centre Knysna, S.A. July 8 Aug.20 Oct. 28 Nov.11 Dec. 23 Feb. 19 2015 2016 Contacted Host Clubs Showcased project Final funding commitment received Submitted Global Grant Application GG Approved by TRF Funding released by TRF
- 28. Outcomes of Working Together 2015 2016 Mississauga Local Projects 9 2013 2014 $60125 6,000 9 2014 2015 $60000 110 9 2011 2012 Learned Valuable Lessons 3 2015 2016 $78094 1500+ teachers 7 2015 2016 $54000 25,646 9 2012 2013 $21000 600 5/3
- 29. Club commits to the project and then …….. finds partners and funding. CASE STUDY TWO – An Alternate Approach
- 30. $459,500 Water, Sanitation, and Hygiene Global Grant in Uganda Pupils and staff of Aloi School watch pump testing.
- 31. Host Club 1. Excellent project plan • Early community involvement • Needs assessment • Sustainability plan 2. Consulted with advisory groups 3. Found host country partners 4. Marketed project to perspective international partners
- 32. Sponsor Club 1. Get the support of your Rotary Club members and potential partners • Use Brochures & Power Point Presentations • Use pictures
- 33. Barlonyo school well (2010) Hmm… Aloi Secondary School cooking stove Waste management Example of presentation used to recruit Project Partners
- 34. • Be enthusiastic and passionate when presenting! Sponsor Club
- 35. Sponsor Club 2. Form a project team – preferably multi- club, multi-district.
- 36. 3. Approach District Foundation Chairs early. • Educate to gain support • Determine how DDF funds are awarded. • Check DDF availability & qualification criteria Sponsor Club
- 37. Example 1 email : “ We have reached 50% of our fundraising goal and now have 15 Rotary clubs and 3 Districts participating. We thank WASRAG for their $10,000 donation.” 4. Build a team by communicating often with club members and all project partners. Sponsor Club
- 38. COMPLETED BIOGAS DIGESTOR IN ALOI GIRLS LATRINE IN BARLONYO STILL UNDER CONSTRUCTION. Example 2: Use pictures in project updates: Sponsor Club
- 39. 5. Thank your partners. Example: Sign at project site.
- 40. Partners 28 Rotary Clubs $ 97,200 Personal + other contributions $ 21,100 5 Districts (including 7080) $ 142,800 Subtotal $ 261,100 TRF World Fund match $ 198,400 TOTAL APPROVED USD $ 459,500
- 41. How We Raised the Money 1. Donations from individuals & corporations 2. Emailed using Rotary website template - Club Runner 3. District Governors 4. Used personal contacts
- 42. How We Raised the Money 5. Referrals from WASRAG 6. Other Rotary Water Groups 7. Publicized project at every Rotary event! 8. RI website ideas.rotary.org 9. Club website, print & social media
- 43. How We Managed the Money 1. US $ account 2. Budget contingency to cover exchange rate changes etc. 3. Minimize exchange rate risk.
- 44. Lessons Learned 1. Minimize changes to the GG application. 2. Larger projects have longer approval time. 3. Personal communication is key to gaining and keeping support! 4. We should think big! 5. Many Rotary clubs want to work together.
- 46. Questions?
- 47. Rate this session! Your feedback is valuable so remember to complete the brief session evaluation in the convention mobile app. To download the app, search for “Rotary Events” in your Apple or Android app store. This presentation and others from throughout the convention are available through the convention mobile app and on SlideShare at www.SlideShare.net/Rotary_International.
- 48. 2016 ROTARY INTERNATIONAL CONVENTION
Editor's Notes
- NOTES Some clubs are already used to working together …but there are many who don’t. Background – 10 mins. Case Study A – 25 mins. Case Study B – Alternative Approach – 25 mins. Questions – 20 mins. Wrap Up – 10 mins. NEXT SLIDE.
- Mississauga has a population approx 750,000. We have 9 clubs in Mississauga divided into 2 clusters. Most of them are small clubs. Mississauga Meadowvale now has 24 members.
- A HOST club is a Rotary Club in the country where the project will take place. They “host” the project. An INTERNATIONAL SPONSOR Club is in another country. They sponsor the project financially and apply for District and Foundation funds. The project MUST originate from the Host Club/country through a community needs assessment.
- Will P. to end with this slide? Lesley’s Journey– How we started. Mississauga Cluster clubs had worked together for 20 years on a local Joint Camp Enterprise program. However, the 9 clubs had never worked together on large international projects. In 2012, Meadowvale a small club – 22. Jan 2012 – I went to District Training. Our DG Will Pugh was facilitating a case study. Will’s case study – project in India needed $54,000 USD for specialized equipment for the local hospital. We sat at tables with members from different clubs. Answer was clear. If we pooled our resources, and worked together, (all gave a small amount) we could sponsor the project. Two people said, “You’ll never get Rotarians from different clubs to work together.” I was shocked! “Why” – “because Rotary Clubs don’t work together!” Let’s take a look at the difference we can make when we work together. NEXT SLIDE.
- April 2012 – Streetsville Project. Skills Centre in Arusha, Tanzania. August 2012 – Luckily, our incoming President and I, together with the International Director from Streetsville had the same vision. (I was PE). Invited Club PE’s September 2012 - 1st Meeting – North Cluster – 5 clubs – 3 moved forward. Matching Grant. 600 Bed kits – Sleeping Children Around the World (Canadian Charitable Organization – Dave Dryden). Sri Lanka $21,000USD April 2013 – David presented project at Joint Cluster meeting. 2013-14 – All 9 Clubs. Streetsville Mbayi Project – 20 wells. (Water and Sanitation) $ 2014 -15– All 9 Clubs. RC Dixie – Nepal Project. 110 Kamlari women retrained. (released from forced servitude). Interact Club involved. (Economic Development) $ 2015-16 – Nogales Mexico. Filtered water fountains in 22- 25 schools. (Water and Sanitation). NEXT SLIDE.
- How can we do that? Just need to do the math! BUILD SLIDE – Review. NEXT SLIDE.
- Our nine clubs found a way to work together – to break down silos and walls, and make a difference in the world by working together.. We found a way to link our club members to $63,000 USD. We found a way to make our club members feel ownership of the whole project. NEXT SLIDE.
- We became: One Team – with One Dream and One Rotary Voice – one goal! Let’s take a look at how we did this. NEXT SLIDE.
- We used a simple easy to follow 3- step process. Step 1 – We set up a first meeting. We started small. 5 clubs – our “North” cluster. NEXT SLIDE.
- It was more of a social event with an agenda. We wanted to get to know each other and what was important to each club. We sat around my dining room table. We painted the big picture and talked about “what if we could do a project together?” We talked about the possibilities. What would it look like? We exchanged ideas. Then we asked if working together was a possibility. Each member agreed to go back to their clubs and explain this “new idea” and come back to the next meeting with their club’s approval. Finally, we created guidelines that we felt would provide a good foundation for how we would work together. NEXT SLIDE.
- We used the 4-WAY TEST as a foundation. REVIEW SLIDE. Not an existing project (Is it fair to all concerned) Success – choose a project with a strong likelihood of success Initiated and owned by Host Rotary Club – reinforce definition of “HOST”. Excellent communication with the Host Club Low overheads – put as much money as possible to the actual project Adheres to the Rotary Foundation guidelines Sweat equity possibilities – not crucial, but a “nice to have”. HAND OFF to WILL to ask about how members can find projects. NEXT SLIDE.
- WILL: (feel free to change dialogue!) Sometimes, clubs are uncertain of how they can find a good project. ASK – How many of you think you would have a project idea to present as an “INTERNATIONAL SPONSOR Club”…not a “Host Club”. Sometimes, clubs are uncertain of how they can find a good project. ACTIVITY – Discuss in small groups. DEBRIEF – Ask volunteers to suggest one idea. NEXT SLIDE.
- WILL CLICK button that matched a stated idea until all ideas have been uncovered. Flipchart any additional ideas that are not on this list. Once you start involving your club members, many of whom may travel and visit Rotary Clubs overseas…you may find that your members have some wonderful contacts. HAND OFF to Lesley. NEXT SLIDE.
- When exploring projects, make sure they are valid according to TRF requirements . i.e.: the 6 Areas of Focus Sustainability $30,000 USD minimum project value Club Qualification SAY – One of the first tasks, if not already done, is to check the Host Club’s qualification. REVIEW qualification requirements. Qualified annually (MOU) – District & Club Registered and up-to-date with RI dues Outstanding reports? No more than 10 open grants NEXT SLIDE.
- Even before showcasing the project, we want to make sure that we can work with the Host Club, and that they are willing and able to work with us! We look for the following from the Host Club: Excitement and passion. Frequent communication and promptness. Prompt responses to our questions and requests for information – NOTE: Involve your club members and your community. Demonstration of doing more than is expected. i.e. sending a draft Global Grant application to provide more information. Our belief is that if a club is not excited at this point of the project, there will be little passion when it comes to reporting on time! NEXT SLIDE.
- We had to find a way to compare projects fairly, so we developed short project proposal form that we asked clubs to complete if they planned to showcase a project. This enabled us to compare “apples to apples” – to check if the project will meet Global Grant/TRF requirements. It provides us with a confirmation of the # of projects to be showcased and allows us to determine the time allotment for each presentation. It provides us with the information to create small posters which we use for voting. Clubs can choose to showcase their projects using a ppt, or just talking though this template. They can also be distributed to all members prior to the showcasing meeting. NEXT SLIDE.
- Introductions – we invite our 9 clubs to bring members of their club to the event. We also invite other guests from neighbouring Rotary communities who will need to be introduced. Usually, we provide a quick review of: Rotary Foundation guidelines, and Our cluster’s guidelines – as a reminder. Clubs are then asked to present their proposed project. (The most we’ve ever had from our 9 clubs is 5 proposals – usually we have 4.) After all have been showcased, we take a 10-minute break to allow people to discuss the projects prior to voting. We then ask all 9 clubs to vote – each club only gets one vote! (We do this with sticky notes identifying the club’s name.) Generally, the club whose project received the most votes becomes the PRIMARY INTERNATIONAL SPONSOR. All other clubs partner to help with the project. Once the Cluster’s project for that year has been chosen, we review next steps. NEXT SLIDE.
- Remember, “It’s not about your project or club, it’s about working and learning together.” NEXT SLIDE.
- OUR TIMETABLE! Now we move to the third step which is to “Complete the project and provide support”. BUILD SLIDE and review activities. We have learned to start the annual process early to ensure key players are informed and committed. This builds relationships between clubs and allows for fellowship opportunities. As soon as possible after PETS 2 (President Elect Training Seminar), we send out invitations to: Presidents Elect Next Year’s Foundation Chairs Next Year’s International Directors Next Year’s Treasurer (started this year) NEXT SLIDE.
- The project MUST be Initiated and owned by a HOST Rotary Club. Projects take a lot of time and club resources. The majority of the work will be performed by the Host Club. Just because YOU believe their community needs a well, doesn’t mean that that is what they want! Up-front work reduces time. Most of the work for the Knysna project was completed PRIOR to the showcasing in August. Sense of urgency – The Primary Host Sponsor (Joan) reported that our sense of urgency motivated them to move quickly. They didn’t want to let us down! “I think the main motivation was YOU! There was quite clearly the tacit agreement that if you, on the other side of our planet, could be working tirelessly for our project, we should all be on the same bus and your competence and enthusiasm was transmitted through cyberspace…” Involve Club Treasurers – who are sometimes one of the last to know about the cluster project’s financial needs and timelines. Share ownership – This project is owned by ALL clubs – they are not just cheque-writing clubs. Ask for help – assign tasks, don’t try to do everything yourself. Remember that the Joint Steering Committee members are there to provide support. Showcase Runners-Up still win! NEXT SLIDE.
- Projects that do not receive the most votes can still be very viable projects, especially if most of the work has been done prior to the showcasing. At this year’s showcasing, our club’s project came in 2nd place. Our District International Director encouraged me to “think big”. I approached neighbouring clubs. Model Preschool and Teacher Training Centre, Knysna, South Africa. $78,094 USD.
- Knysna Model Pre-school and Teacher Training Centre was completed in 6 months from showcasing to TRF payment. If most of the work is completed prior to showcasing i.e. draft Global Grant application etc, it is much easier to complete the project in a short period of time. Working together allows us to do more GOOD IN THE WORLD. NEXT SLIDE NOTES: 6 International Sponsor Clubs + Host Club Oakville Trafalgar Oakville West Palgrave Bolton Burlington Lakeshore Meadowvale Knysna
- What has working together achieved? April 2012 – Arusha, Tanzania. Learned and shared valuable lessons. September 2012 - Sri Lanka 600 children 2013-14 –Zambia 6,000 villagers 2014 -15– Nepal 110 young women 2015-16 – Nogales Mexico 500 children + teachers 2015-16 – Knysna, South Africa. 1,500 children + 40 teachers This method is SUSTAINABLE– we go back year after year to work together on another project. Ask yourselves, “How can we best serve our communities and help others serve theirs?” The answer is “By working together”! End of Case Study One. NEXT SLIDE.
- Before we crossed boundaries we crossed our fingers.
- Martin to present Rotary Club of Kampala - Primary Host Club Rotary Club of Oakville Trafalgar - Primary International Sponsor 1.Water supply systems 2.Solar powered bore hole wells 3.Reservoir tanks for 10 stand pipes per village 4.Rain water harvesting tanks 5.Flush toilets 6.Biogas production system 7.Hygiene education campaign 8.Solar power generation for school lights & computers 9.Microfinance loans 10.tree planting
- Martin to present 2. Uganda Rotary Water Plus & WASRAG, important to get advice, approval and endorsement 3. Other Ugandan rotary clubs & districts 4. Explained project benefits. Provide detailed answers to questions to put the International club at ease. Host club has to convince the int club that they are informed, organized & knowledgeable, because the Int club is taking a huge leap of faith - they have to sell this project to their members & potential partners. International partner was found through word of mouth. If your club wishes to take on an international project make your wishes known to DG, action groups, anyone going to the RI convention. , RI website is a good tool – ideas.rotary.org
- Claire Potential partners include different clubs, individuals, and Rotary action groups! An informed Rotarian will buy-in to your idea and be enthusiastic to make a difference! We had a promotion plan. Brochures were taken to every meeting. Standard presentation worked well when were many presenters. Pictures are worth a 1000 words and can convey the history & present state of the area.
- We aren’t just approaching people and saying “we have a great project give us money”. Show potential partners why they need to support you. Showing that we were building on the work of previous charities demonstrated there was hope for the region and we would be building on past success.
- Claire Enthusiasm is infectious – but you need to communicate in a personal way to convey it! Enthusiastic people will work hard to achieve success! We emailed potential partners and offered them a presentation!
- 2. Project team members consists of anyone willing to help promote your project. We had people that had previously worked in the region. Anyone that showed enthusiasm was included. They could be from a small club with no resources, but a great speaker. We never met in person! Include your Treasurer & President – very important! Make sure you have the support of the President & Treasurer – elect. Break down the work assignments into manageable tasks that can be delegated.
- 3. Our District matched the funds raised by our club (could be personal donations from another district etc). You may have a wonderful project but the District might not have any foundation money to give you. Clubs seeking DDF Foundation Qualification training & to sign MOU.
- 4. Maintain frequent communication with club members and all project partners. Send email updates throughout the fundraising and project implementation increases the feeling of ownership of the project. Let them know how much you have raised and how much you have to go. Tells them you are making progress and not stalled – that chances of success are high. Emails like this example encourage potential donors that are sitting on the fence.
- 4. Use pictures. Recipients will know that their money is being spent wisely and will know why the equipment costs so much! Sending email updates increases the feeling of ownership of the project. Shows you are organized, builds trust. Makes it easier for future partnerships. Have one person assigned to be project manager to do this – ideally not the Chair. Maintain a master contact list stored on dropbox – include the project photos.
- 5. Thank you brochure and recognition on sign at site. Every donor is important whether they gave $250 or $15,000. If you see your club name on there – thank you again. You have changed lifes!
- 28 Rotary Clubs in 3 countries, donations etc all given to our club ,. This was more than our original goal.
- Used large network to approach charities, employer contributions, promoted a donation as a gift idea, personal donations – added donate button on website. Club Foundation issued tax receipts. Approached organizations that have a history of working in the area. 350 club international chairs emailed. Imported international chair, president information from ClubRunner into excel spreadsheet - 4 people working from a shared spreadsheet on Dropbox. Response rate got lower as we moved further away. 15 presentations made. 55 DGs contacted Used informed club members as project ambassadors. Asked club members for names of Rotarians they knew. Youth exchange contacts. We had a PDG with many contacts in the district and at zone.
- Use your Rotary Action Groups! One for each area of focus. Project was listed on WASRAG site. 6. Global run 4 water – North Carolina. 7. Cluster meetings, Presidents meetings, RI conference, District meetings, zone meetings. Also newspaper articles. Slow at first but gained momentum and we raised more than our goal. Added 2 more districts,
- Work in $US or it gets confusing. Pledges were forwarded to our club account so our District would match it. 2. Exchange rate changes, wire and bank fees. We needed our $10k contingency start of project cdn was worth $1, at the end it was $0.78. 3. Encourage project partners to make commitments in $US & spread the risk. If your club is risk adverse we recommend you convert the money into $US earlier. Lesson learned – convert the money & make an arrangement with the donor that they will have US$ returned if the project is not successful.
- Requires resigning by Foundation Chair, all District Governors. Don’t list all the clubs donating unless you have to! Projects with >$100,000 of TRF money. Needs a meeting of the whole Board of Directors (held quarterly) and site visit. But well prepared projects are approved easily. During fundraising & project implementation. If you do this well these clubs will support your project again. It helps to build a network and inspire others to do projects. Many of our partners later approached us for support with their projects – more international projects are bring completed! Don’t be intimidated by large projects. If it is a good project the money will come! Don’t be shy about approaching other Rotary clubs for $. Many clubs want to give to good GG projects and it is impossible for a club to do a GG every year on their own. RCOT started this in Sep 2013 & project is still ongoing. Small clubs can participate in projects they would never be able to otherwise. If involved early even clubs with no International budget can help –they can help with project management, or if they are a good speaker help with project promotion, and fundraising.
- So there you have it! READ slide. NEXT SLIDE. NOTE: Helen Keller, the first deafblind person to earn a bachelor of arts degree, said it well over 50 years ago – “Alone we can do so little; together we can do so much.”
- When acting as a primary sponsor, each district and each club is limited to 10 open grants at a time.