Proposed Use of District Resources

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Roxanne Stone
5 years ago
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1 Proposed Budget: Summary Budget Package Presentation and Contents Budget Budget Revenue $ 227,500 $ 242,845 Expense 227, ,845 $ 2 $ 0 Proposed budget increase primarily derived from increase in dues $7,850, Increase in RYLA attendees and costs $3,450 and Increase in PETS expenses $5,799. RYLA and PETS are designed to be break even events. Recommend the Finance committee consider separating "Events" from district budget in a similar fashion to District Conference. Attached Schedules provide detail analysis for the Finance Committee's internal evaluation: 1 - Club Events: Presidents-Elect Training, Club Team Training (aka DTA), Foundation Banquet 2 - RYLA 3 - Rotary Youth Exchange Key Budget Assumptions for The Budget continued the pivot to a budget that operates in the black. The begins rebuilding district reserves. Membership decrease will drive dues increases going forward. Reversing membership trends should be the districts number one goal. New or enhanced District programs will require additional revenue. Dues Increase of $3 to $38. Our District will remain in the lower 50% of District Dues among our peers, which have average District Dues of $43. Enhanced programs for include: Introduce Membership grant program. Group Study Exchange to Taiwan. Continue and partially fund a Youth Peace Program: NewGen Peacebuilders, an intensive Peace & Conflict Resolution Program for selected Rotaract Students, including workshops, virtual meetings, and team action peace project. Proposed Use of District Resources District Admin 29% New Progams 7% Training 24% Foundation Support Conference Support 3% Youth Services 29%

2 Proposed Budget: Revenue District Dues & Fees Members 3,250 3,200 Budget projects a 50 member drop to July This annual drop represents the single biggest risk to our district effectiveness. Dues per Capita Dues increase effect $3*3,200 = $9,600. Membership Loss $35*50 = $1,750 District Dues 113, ,600 Dues increase effect = $7,850. Membership Effect = ($1,750) Club Website Fees Number of Clubs Website Fee / Club $10 per year increase for website update requested by Rick Furr Club Website Fees 4,100 4,920 Registration Revenue PETS Attendees Average of 2016 and 2017 attendees. Registration Fees Increase for inclusion of Club Team Training session. Presidents-Elect Training Seminar 30,250 29,500 District Training Assembly "Club Team Training" Club Team Training (DTA) Attendees Registration Fees District Training: Club Team Training 3,750 4,875 Foundation Banquet Foundation Banquet Attendees Registration Fees Foundation Banquet 10,000 12,750 Grant Management Seminar Grant Management Seminar Fall Seminar Webinar based. Spring Seminar part of CTT separately priced Rotary Youth Exchange (RYE) Long Term RYE Outbound Applicants 3 3 Application Fee funded by Applicant Accepted Applicants may apply for $250 in assistance through the Hal Malone Scholarship Program. Long Term 1,500 1,500 Expect 3 Long Term Outbound Participants in Short Term RTE Applications 4 4 Application Fee Short Term Expect 4 Short Term Outbound Participants in Youth Exchange 2,300 2,300 Expect 3 Long Term and 4 Short Term Outbound Participants in RYLA Student Attendees Registration Fees ,500 43,500 Quantity based on an average of attendees for 2107 & No increase in registration fees. RYE Student Attendees 5 5 Registration Fees Ask clubs sponsoring exchane students to pay the full cost of RYLA attendance. 1,000 1,500 Chaperone Attendees Registration Fees Actual Chaperone Cost (Room + Meals) is $300 per person 6,750 6,750 Total Registration 48,250 51,750 Based on revised program at Hotel Roanoke Conference Center which includes lunch. Plan to make the Foundation Dinner a MILLION DOLLAR dinner for Service Project Sponsorships 6,000 6,000 Club & Rotarian Sponsors- Stop Hunger Now 20,000 Meal Event Speech Contest Registrants Registration Fees Speech Contest 1,550 1,500 Break-even event given 30 contestants and prize money of $250, $500 & $750. RYLA 55,800 59,250 Break-even event Includes $6,000 Club & Rotarian Sponsorship for 20,000 Meal Packaging Event Other Revenue RI Reimbursement on AG Training 2,000 2,000 From DG Allowance Interest Dist Conf Allowance Return 5,000 5,000 Reimbursement of Conference Startup Funds Total Other Revenue 7,550 7,550 Total Revenue $ 227,500 $ 242, % Revenue increase over PY Budget caused by District Dues and Event Revenue Adjustments

3 Proposed Budget: Expenses Associations/Contributions Zone 33 Rotary Leadership Institute Dues $ 300 $ 300 Z33 /34 Caribbean Partnership Dues Zone Institute Support Association/Contributions Total: $ 850 $ 850 Group % of Total Spend 0.4% 0.4% District Administration District Directories $ 1,000 $ 500 Will print as needed. District Reserve Fund $ - NEW LINE ITEM Rebuild reserve fund. Can be used for service when not needed. As Strategic planning committee for reserve amount recommendation. Rent for Storage Space 1,200 1,200 District Administration Total: $ 2,200 $ 1,700 Group % of Total Spend 1.0% 0.7% Committees/Groups Assistant Governor - Allowance $ 15,000 $ 15, Areas in $1,000 Allowance per AG, one more Area. Administrative Assistant Governor 1,500 1,500 Audit Committee Council of Governors 4,000 4,000 Q1 Meeting in Toronto International Convention with minimal cost. District Awards Finance Committee 150 NEW LINE ITEM Postage, printing, Misc Rotary Friendship Exchange 500 NEW LINE ITEM Brochures, MISC History Committee IT- Website & Operations 3,450 4,950 Increase for website upgrades. District-Teleconference Terminate district conference line. District - Video Conference (Zoom) Pays annual Zoom fee and up to three webinars. Membership-Development/Retention 500 2,500 Increasing for membership grant/scholarship. Membership-Extension Nominating Committee Operations Committee Public Image 2,000 2, Focus on Social Media Boost. Rotary International Awards Increased budget to purchase additional certificates for Avenues of Service and Vocational Awards. Strategic Planning Committee Training Committee Increase for additional signage. Committees/Groups Total: $29,430 $33,871 16% Increase vs PY Budget due to increase for website, Membership and social media. Group % of Total Spend 12.9% 13.9%

4 Proposed Budget: Expenses Training District Training Assembly: "Club Team Training" $ 4,388 $ 4,875 Increase to fully cover lunch and classroom costs. District Team Training Seminar increased from 25 to 30 room nights 12,000 13,109 Presidents-Elect Training Seminar 29,591 29,500 Adjusted attendance level based on average of 2016 & TRF-Grant Management/Foundation - - Zone Institute Training 1,450 1,450 PP and Future Zone Institute - - Special Skills Training 1,800 1,800 Zone Training Seminar 1,750 1,750 Rotary Leadership Institute Subsidy 3,690 3,690 Training Total: $ 54,669 $ 56,174 20% Increase vs PY Budget caused by increased PETS revenue. Similar percentage of total Group % of Total Spend 24.0% 23.1% revenue. The Rotary Foundation (TRF) Administration $ 1,750 $ 1,750 TRF Budget developed from multiple discussions with DRFC and realigning some startegies. DRFC $ 700 NEW LINE ITEM Foundation Banquet 12,000 11,800 Different Structure to Foundation Banquet/Million Dollar Dinner Scholarships Subcommittee Grants Subcommittee PolioPlus Subcommittee Planned Giving Subcommittee Donor Events 1,000 1,000 Foundation Banquet Promo Annual Giving Subcommittee 2,000 2,000 Foundation Advocates 15 * $100 plus $500 for Chair Paul Harris Society Subcommittee New Giving Committee Subject to DLA Approval - Cost mainly prnt Supplies VTT Training and Administration The Rotary Foundation (TRF) Total: $ 19,350 $ 19,200 Group % of Total Spend 8.5% 7.9% Very small change from PY.

5 Proposed Budget: Expenses Youth Services Youth Services-Committee $1,000 $1,000 Youth Advocates total $500 + $500 Youth Coordinator Youth Services-Chaperone Bgd Ck 1,450 1,450 Youth Services-Interact Youth Services-Rotaract Youth Services-Youth Exchange Committee Youth Services-Youth Exch Orientation & Retreats 2,000 2,000 Fall Orientation (Outbound), Summer Orientation (Inbound), Fun & Service Outings Youth Services-Youth Exchange-ESSEX 3,000 3,000 Youth Services-RYLA Leadership Seminar 54,800 58,250 Offset by Revenue - breakeven financially Youth Services-RYLA Speech Contest Awards 1,000 1,000 Youth Services Total: $64,450 $67,900 Group % of Total Spend 28.3% 28.0% No change from PY District Conference Pre-Planning Allowance $5,000 $5,000 Advisory Committee Cost reduced to cover postage, printing, etc. GSE / VTT Dist. Conf 2,550 3,000 Will have multiple teams reporting leading to higher costs. District Conf 1,500 1,500 Youth Dist. Conf 2,250 2,250 TRF Scholar/Ambas Scholar/Peace Dist. Conf Way Speech Contest Dist. Conf TRF Conf District Conference Total: $13,350 $13,200 Group % of Total Spend 5.9% 5.4%

6 Proposed Budget: Expenses District Officers DG Allowance $12,000 $13,000 Increase of $1000 to more closely offset actual expenses. DGE Allowance 5,000 5,000 DGE Intl Convention Allowance 5,000 6,000 Convention in Hamburg will be more costly in DGN Allowance 3,800 3,800 DGND Allowance 725 1,000 DGNd is now selected earlier. Increase will offset district travel for becoming better informed and atendance at DTTS and PETS. District Secretary-Admin District Treasurer-Finance Admin. 1,200 1,500 Increase to pay actual expenses incurred in Governor's Pin Governors Gift & Misc Operating 1,000 1,000 District Officers Total: $29,975 $32,550 Group % of Total Spend 13.2% 13.4% District Programs Gold Club Achievement Awards Looking at actual from NewGen Peacebuilders 4,500 5,500 Scholarship $250 each, plus $500 event costs. Match clubs $250 for scholars. GSE Training and Travel 5,500 7,000 Five at $1,250 each travel plus $750 training allowance. Save DDF for Grants. Disaster Relief 2,500 4,000 Emergency Purchases Fund Friendship Exchange District Programs Total: $13,225 $17,400 Section contains Program highlights Group % of Total Spend 5.8% 7.2% TOTAL EXPENSES $227,499 $242,845

7 Budget Finance Committee Analysis #1: Club Events Foundation Banquet Based on Actual Results December 2nd, 2017 Registration Revenue $ 10,000 $ 12, $85 (was $50 in 2017) Banquet Expense: Meal Cost 9,000 9, $55, inclusive Comped Meals 1,500 Dignataries & New Major Donors Decorations and Supplies 1,000 1,000 Promotion 2,000 1,250 Print Cost $ 12,000 $ 12,750 Event Net Revenue (Expense) $ (2,000) $ - District Team Training Change in venue results in different cost structure. Lodging $ 4,760 $ 5, Room Nights * $147 inclusive Friday Meeting Package 1,520 1, Attendees * $38 inclusive Friday Team Diner 2,100 2, Attendees * $35 inclusive + $350 room Saturday Meeting Package 2,600 2, Attendees * $52 inclusive Supplies & Misc Charges 1,020 1,020 $ 12,000 $ 13,109 Presidents Elect Training is based on Forecast for April 5-7, 2017 Registration Revenue $ 30,250 $ 29, $295 (was $275 in 2017) Expense Friday Meeting Package $ 9,360 $ 8,208 $63.14 x 130. Price includes lunch Saturday Meeting Package 9,360 8,208 $63.14 x 130. Price includes lunch Comp Lodging 5,846 5,937 $ x 40 rooms Friday (+ Thurs for Training Team) Comp Parking 230 $10 x 23 for Training Team Reception 1,125 1,200 Anticipate higher number of attendees AV & Misc Charges - Saturday Training Rooms 2,000 2,000 Includes Rooms secured for Club Team Training & CART Breakout Promotional Expense: PE Vouchers for CTT 1,000 2,075 To encourage PE's to invite Officers to CTT ($25 offset) Speaker room and meal comps 742 Two rooms, two nights and four meals (CART & WATER) Printing & Supplies Allowance Additional signage and programs. $ 29,591 $ 29,500 Event Net Revenue $ 659 $ 0 Amount is approximate determined by final headcount. Club Team Training Seminar (DTA) is based on Forecast for April 8, 2017 Registration Revenue $ 3,750 $ 4, $65. Resigstration Package Expense (4,388) (4,875) 75 $65. includes lunch Event Net (Expense) $ (638) $ - Note: The expected PETS Event Revenue funds the expected Club Team Training Expense to a combined break even

8 Budget Finance Committee Analysis #2: RYLA Youth Event Registration Revenue Student Registrants $ 40,500 $ 43, assumes continued 145 students at $300 Youth Exchange Registrants 1,000 1,500 Aska clubs to pay for full cost of RYLA 5x300 Chaperones 6,750 6, Assumes 30 Chaperones at $225 ea. $ 48,250 $ 51,750 Total Registered Participants equals 175 based on PY event. Speech Contest Registrants $ 1,550 $ 1, $50 Sponsorship Revenue: Stop Hunger Now $ 6,000 $ 6,000 Includes Clubs and Rotarian Sponsors - May implement fundraiser for RAH during Foundation Dinner. Total Revenue $ 55,800 $ 59,250 Event Expense Meeting Package Continuous Breaks $ 4,186 $ 5,250 Continuous Breaks for 175 Friday & Saturday Meeting Support: AV etc 2,575 2,575 Lodging - Chaperones 5,560 6, at 200 per two nights. Previos year 185. Lodging - Students 12,972 13, at 95 per two nights. Previous year Meals at Skelton Center, less allocation to COGS 16,167 17,000 Meals TBD increase for number of total attendees. Meal at VA Tech 1,500 1,650 Speakers & Entertainment 2,418 2,418 SHN Service Project & Related Expense 6,325 6,325 20,000 SHN Meals, Bus Transport, School Rental, Snacks Second Service Project - Friday Afternoon 1,000 1,000 Details TBD Speech Contest Awards 1,000 1,000 Admin & Supplies 2,097 2,257 Background Checks, Printing, T-Shirts $ 55,800 $ 59,250 Event Net Revenue (Expense) $ - $ Forecast is based on acutal headcount, contracted expenses at Tech and acutal out of pocket expenses 2017 Budget are estimates and are subject to the RYLA Committee Program Development - the primary 2018 Budget are estimates subject to RYLA program development Program is designed to beak even each year.

9 Budget Finance Committee Analysis #1: Rotary Youth Exchange Long Term Number of Participants In-Bound 5 5 Out-Bound Application Fees Received From Student Family $ 250 $ 250 Out-Bound Only From Malone Scholarship $ 250 $ 250 Out-Bound Only Total Per Applicant $ 500 $ 500 Short Term Number of Participants In-Bound 4 4 Out-Bound Application Fees Received From Student Family $ 200 $ 200 Out-Bound Only Program Revenue LT RYE Outbound Applicants $ 1,500 $ 1,500 ST RTE Outbound Applicants $ 800 $ 800 Total Program Revenue $ 2,300 $ 2,300 Program Expenses Fee to Essex Total Long Term Students 8 8 Fee for each LT Student (In and Out bound) ,000 2,000 Total Short Term Students 8 8 Fee for each ST Student (In and Out Bound) ,000 1,000 Total Fees to Essex $ 3,000 $ 3,000 Youth Services-Youth Exchange Committee Annual Committee Training Youth Services-Youth Exchange- Orientation & Retreats 2,000 2,000 Fall Orientation (Outbound), Summer Orientation (Inbound), Ski Outing, Service Outings Total Program Expense $ 5,600 $ 5,600 Net Program (Expense) $ (3,300) $ (3,300) Total Exchange Students in Program (In/Out ST/LT) 16 16

Data to create chart New Progams 17,400 Training 56,174 Youth Services 67,900 Conference Support 8,200 Foundation Support 19,200 District Admin

10 Data to create chart New Progams 17,400 Training 56,174 Youth Services 67,900 Conference Support 8,200 Foundation Support 19,200 District Admin 68,971 Proposed Use of District Resources District Admin 29% New Progams 7% Training 24% Foundation Support Conference Support 3% Youth Services 29%

Rotary District 6690 Balance Sheet

Rotary District 6690 Balance Sheet Balance Sheet As of June 30, 2017 ASSETS Current Assets Checking/Savings FBB MoneyMarket $ 160,158.22 First Bexley Bank Checking 12,489.77 Simplified Grants (Simplified Grants Funds) 62,820.77 Total Checking/Savings