Pre-PETSSaturday, January 26, 2013

Welcome Presidents-Elect

Our Theme

The Purpose of PETS

To help you:•Sustain & grow membership•Implement successful service projects•Support the Rotary Foundation•Develop leaders (beyond club level)

ROTARY ZONES 25/26FAR WEST NORTH AMERICA

British Columbia (portions)WashingtonIdaho (portions)OregonNevadaCaliforniaArizonaHawaii

FAR WEST P.E.T.S.District 5000 – Hawaii

District 5130 – N. California Coast

District 5150 – North Bay Area

District 5160 – N. California

District 5170 - South/East Bay Area

District 5180 – Delta/Sacramento

District 5190 – E. Calif. / N. Nevada

District 5220 – Central Valley Calif.

District 5230 – Central Coast/ Central Valley

12 Febrauary Grants Training AdMail Express, Inc.31640 Hayman St. Hayward, CA 94544

26 February Technology Training AdMail Express, Inc. Hayward

27 February Grants Training San Jose DoubleTree Hotel

1-3 March FAR WEST PETS San Jose DoubleTree Hotel

1 March Foundation Memo of Understanding Due

San Jose DoubleTree Hotel

1 March Club Youth Certification Form Due San Jose DoubleTree Hotel

21 March District Golf Tournament Silverado (Napa)

22-24 March District Conference Napa (Meritage Resort & Spa)

1 May Foundation Goals Due Member Access

16 May Rotary U San Jose DoubleTree Hotel

May & June Membership & Foundation Seminars In Areas

1 June Membership Goals Due Member Access

23-26 June RI Convention Lisbon

1 July WE’RE OFF & RUNNING! Engage Rotary, Change Lives

More to come!

Key Dates

Break

Member Access

Challenges? Contact: data@rotary.org

Effective Clubs

Review club Presidents manual

Serve on your board

Review your clubs’ strategic plan

Complete the planning guide

Hold meetings with your board

Supervise budget preparation

Ensure continuity

Ensure club leaders are trained

Register for Member Access

Promote and attend Joe’s conference

What should I be doing now?

Guidelines for Successful Leadership

Have a vision! Select your Leadership Team

wisely! Promote teamwork and

collaboration Share both responsibility and

recognition Be a peacemaker – reconcile

differences and encourage unity Be accessible to your team

members Above all, lead by example!

Guidelines for Effective Committees

Define the purpose for the Committee

Consolidate, eliminate, expand or add

Make Committee appointments based on interests and talents

Provide concrete assignments and goals

Keep track of progress and record results

Always provide recognition for accomplishments

YIKES!

Budgeting

The Importance of Budgeting & ReportingFiduciary responsibilitySpending plan to support club activities

ProjectsProgramsFellowshipMembership developmentEtc.

Take it One Step at a Time

When & Where to StartWhen: NOW!Review last 3-5 yr P&L’sCompare current budget vs YTD resultsDetermine prioritiesReview club’s 5 yr strategic plan (focus)

Who Should be Involved?Current & future treasurersCurrent PresidentPresident Elect & NomineeClub ChairsSpecial Advisor(s)And YOU

The Balance SheetA snapshot of club finances

The Balance Sheet of the Rotary Club of Your Town As of January 31, 2013

 Assets:Cash:Checking XXXXXXSavings * XXXXXX Report each account separately.Total Cash XXXXXX Accounts Receivable XXXXXX Usually unpaid dues.Prepaid Expense XXXXXX Paid future expendituresFixed Assets XXXXXX Assets owned by the club with an useful life of three years or more.Total Assets XXXXXX Liabilities:Unpaid Dues RI XXXXXXUnpaid Dues District XXXXXXOther Unpaid Expense XXXXXXLong Term Debt XXXXXXTotal Liabilities XXXXXX Clubs Net Worth XXXXXX Difference between Assets and Liabilities. 

Profit & Loss Statement

Profit & Loss StatementWhat to ReportIncome: All items of income broken down by source (e.g. dues; meals; fundraisers; happy $’s;

social; etc)Expenses: All items of expense broken down by source Expense items broken down by category (e.g. club; avenues of service; fundraisers;

social; etc) Do not comingle TRF & local foundation

funds Report each event separately

Membership Billing

Member Billing OptionsPay as you Go

Q1 includes: Dues (club; district; RI)Q2 includes: Rose Parade FloatMeals are paid at the doorEvents are prepaid or billed

Member Billing OptionsAll Inclusive

Q1: Dues; advance quarterly mealsQ2: Advance quarterly meals less make-

upsEvents can be prepaid or billed

Budgeting Items to ConsiderPresidents PETS $ 450.00

Speech Contest $ 175.00

President support for RI Convention $x,xxx.00 (varies upon locale)

Member support for Rotary U $ 42.00 pp

Member support for Avenues of Service $ 42.00 pp

Rose Parade Float $ 3.00 pp (recommended)

District Dues $ 51.00 pp

RI Dues $ 71.00 pp

RYLA Scholarship $ 495.00 per camper

Remember to File Form 990

Due 15 November of each yearFiled by each club treasurer or CPA or EAHuge penalties if not filed

Awards and Recognitions

Lunch

Membership

The Rotary Foundation

The Rotary Foundation &

You

District 5170 ResultsAnnual Giving Report

District TotalsYTD thru January 25th/Annual Giving

Goal 2011-2012 2012-2013

Goal $593,580 $623,956

YTD $547,493 $562,651

% TD 92% 90%

Total for

Year $658,879 ?????

Club Information

25 Clubs Have Met Their Goal !!!EVERY Club has made donations!!!21 Clubs Over 60% EREY13 Clubs Under 50% EREY..53.9% District EREY Total

Every Rotarian Every YearAnnual Giving Top Fives

Club Contributions

Members

Cupertino $50,632 182Los Altos $38,412 171San Jose $31,850 501Livermore $30,900 131Oakland 21,646 303

$Dollars

Every Rotarian Every YearAnnual Giving Top Fives

Club Per Cent Members

Los Altos Sunset 411% 14Freedom 260% 39Los Altos 176% 171Tri-Valley 171% 9Mountain View 168% 33

% To Goal

Every Rotarian Every YearAnnual Giving Top Fives

Club Per Capita

Members

Los Altos Sunset

$499 14

Sunnyvale Sunrise

$350 17

Sunnyvale $342 58Tri-Valley $341 9Freedom $333 39

$ Per Capita Giving

Every Rotarian Every YearAnnual Giving Top Fives

Club Per Cent Members

Tri-Valley 100% 9Sunnyvale 100% 58Mountain View 97% 33San Jose North 95% 40San Lorenzo Valley

94% 16

% Every Rotarian Every Year

Polio Plus CampaignThe Rotary Foundation and You!

• When: February 2014 to June 2014• Goal: Clubs Set Goals (now)• Who: Rotarians and Non-Rotarians (OPM)• How: Fund Raisers, Loose Change,

Matching Points, Your Ideas!

Paul Harris Society

Grants

Club Foundation Committee

Rotarians with Passion

Committee DutiesEducate

Motivate

ManageAllocate

Review

Your Foundation Goals

The District Web SiteThe Rotary Foundation:• Mission Statement• Club Annual Giving Campaign• PolioPlus• Paul Harris Society• Future Vision Program• Scholar Grants• TRF NewsToday

Foundation Resources

Public Image

Chris di Salvo

Break

Youth Protection Program

Why Youth Protection?

Club CertificationWhat’s needed to complete club certification form?Club President signatureClub New Generations Chair signature

As Club President – Lead by Example

It’s not hard—take it one step at a time.Training: YP Awareness; YP CertificationNext: YP Volunteer Affidavit and InterviewFinally: LiveScan

Club Youth Protection Officer’s Duties

•Get Certified•Ensure Club remains certified (3 Rotarians)•Understand training matrix•Monitor members requirements progress•Assist in screening Club Rotarians

Highlights

2013 District Conference…………March 21-24Rotary U……………………..……..May 16, 2013Partners in Service……………..…October 2013Avenues of Service………………..October 2013Richard D. King Speech Contest…April 2, 20142014 District Conference…….........April 11-13