Rotary Club of Juneau

Community Giving

Policy and Procedure Guidelines

I. Background

Every year, the new president and incoming board of directors (herein the board) of the Rotary Club of Juneau are faced with the same dilemma: how to sort through and prioritize the myriad of requests for donations that are received. Without a policy, it is very difficult to properly evaluate these requests. A policy is critical to the decision-making process because requests to Rotary involve money and sometimes members’ services. Since the membership works very hard at various fund-raising activities, we have to assure them that these requests have been considered without malice and bias. A Rotary community giving policy gives the membership a level of trust that the board is following the Rotary Constitution, the by-laws of the club, Rotary’s philosophy, and the precepts of the Four Avenues of Service.

II. Purpose

The purpose of this document is to provide guidance to the board when making decisions regarding requests for donations.

III. Scope

This policy applies to any request for money or in-kind services received by the club and brought to the attention of the board.

IV. Policy

It is the policy of the board to use a formal process for the evaluation of any request for our resources. The decision-making process will take into account the Rotary Constitution, our club’s By-Laws, Rotary philosophy, the Four Avenues of Service and the goals and mission of our club as set forth every year by the incoming president and board.

The board shall consider requests by all persons regardless of age, sex, creed, race, national origin, or handicap condition.

Budget constraints may preclude giving money in any given year and from honoring all or part of a commitment of money.

A single board member cannot commit to provide ongoing support to any charitable organization, public entity, or individual of either time or money.
Funding for individual travel is not allowed. As described under the procedures below, the board may make an exemption on a case-by-case basis.

Donations to any project that might give the appearance of personal gain to a member of this club shall receive intense scrutiny by the board.

A formal policy shall be established as to the disposition of Rotary-funded tangible assets, should any entity dissolve its charter or use other means to disband its organization. Most of the projects we’ve completed in the past and have turned over to one entity or another do not need ongoing support. Sometimes these projects have had a partner, i.e. the Auke Bay Picnic Shelter. When drafting this policy and then the subsequent agreement, care should be given to clarify what is being proposed, who is responsible for both the monetary and in-kind services towards the completion of the project, and who is responsible for future maintenance.

A list should be developed of those organizations that have received funds in the immediate past. This list will be used to ascertain whether there is a possibility that a like contribution will be made during any succeeding Rotary year.

A certain portion of the budget in any given year should be dedicated to the maintenance of projects we have completed in the past. (The Mendenhall Wetlands viewing platform and signage are partially our responsibility). This item will need clarification under procedures to establish a dollar amount. Since our club is also loosely known as the “Totem Club,” we might have a request from time to time to help restore or move one of the totems we’ve sponsored in the past. (The totem in the JuneauDouglasHigh School is a result of this club’s past commitment to fund these kinds of activities).

An official donation form has been developed so all requests that come to the board receive fair treatment. No request for money or in-kind services will be considered by the board without a properly completed donation form. All properly completed requests shall be brought to the board for consideration as clarified in the procedures below.

V. Procedures

All requests for donations of any-kind services must be on a board-approved form.

All requests should first be reviewed by the Past President’s Committee (PPC).

To expedite this process, the members of the PPC may consider these requests by email.

The chair of the PPC will then forward only those requests approved for consideration to the president.

Only those requests that meet the criteria under the policy section of these guidelines will be forwarded by the president to the board for consideration.

The board may approve a lesser amount than stated in the request. Consideration should be given if a funding match is needed by the recipient to leverage other available funding.

Urgent or emergency requests may preclude the normal process. The policies in place are guidelines. The board may act outside the parameters of these policies if it is in the best interest of the club.

The president or his/her representative shall inform all requesters as to the disposition of their requests. This will include informing those who have not properly completed their application for funding.

A quarterly report summarizing all requests and subsequent actions will be prepared and submitted to the board.

The application form will be made available on the club’s website for easy download.

VI.Four Avenues of Service Reference

"Community Service" pertains to those activities that Rotarians undertake to improve the quality of life in their community. It frequently involves assistance to youth, the aged, handicapped, and others who look to Rotary as a source of hope for a better life.

(Auke Bay Picnic Shelter, Big Brothers Big Sisters remodel, Heavy Equipment Day, Food Bank Drive, St. Vincent DePaul’s Christmas Basket, Glory Hole Brunches, Glory Hole – “Community Bowls [in its 3rd year of sponsorship],” Big Brothers Big Sisters for Bowling-lane sponsorship @ $500 [in its 5th year], Yaakoosge Daakahidi Alternative High School grant @ $500 in 2005-06)

"Club Service" involves all of the activities necessary for Rotarians to perform to make their club function successfully.

(Rose Sale, Wine Auction, Firesides, Tri-club cruise ship luncheons, Rowdy Rotary picnics and softball tourneys, other fund-raisers)

"Vocational Service" is a description of the opportunity each Rotarian has to represent the dignity and utility of one's vocation to the other members of the club.

(International exchanges, Vocational Service award recognition of individuals, businesses and non-profit organizations that have exemplified service above self)

"International Service" describes the many programs and activities which Rotarians undertake to advance international understanding, goodwill, and peace. International Service projects are designed to meet humanitarian needs of people in many lands.

(Wheel Chair project, Personal Energy Transportation System [PETS], Polio Plus, and giving to the Foundation)