District 3830 Governance Report, RY 2007-2008
December 8, 2008, Makati City
By Immediate Past District Governor Renato "Ato" Magadia

Dear Fellow Rotarians of District 3830

This report is being submitted only now to ensure that it is based on final official records so that my accountabilities and achievements are properly presented.  (An earlier summation of my year-end governance was published in the last issue of the Governor’s Monthly Newsletter (GML) and in my message at the District Handover ceremony on June 5th, 2008.

Firstly, let me again congratulate my Sharing Presidents for a job well done in their year of service.  They are the ones that brought fame and glory to the District during our year of service.  Without their dedication, perseverance and really sharing their time and talent we could not have possibly accomplished what we have done to make Rotary year, clearly a year of Sharing consistent with the RI theme Rotary Shares.  This was the battle cry that reverberated and echoed in our hearts, that inspired excellence in pursuing the ideals and object of Rotary. It was a year of sharing and caring but most importantly, a year of daring as we implemented certain changes and innovations.

My spouse Vicky and I have enjoyed our year and wish to thank everyone, who contributed and participated in making Rotary Year 2007-08 a fruitful year of service.

CONTRIBUTION TO THE ROTARY FOUNDATION

At the start of the year, we set our goal of US$100 per capita for District 3830, a lofty target in TRF contribution vs. the previous year.  As of June 30th, the official Foundation report shows total TRF contribution reached $215,071.63 or a per capita of US$95.33 based on a total membership of 2286 as of May 15, 2008. If based on the beginning membership count of 1954 as of July 1, 2007, the foundation benchmark for RY 2007-08, this would translate to a per capita contribution of US$110.07.

These contributions were generated principally from our annual giving which registered a total of US$174,910.55 and restricted TRF contributions amounting to about US$40,000. District 3830 was cited as the only District, which has contributed US$21,000.00 to Polio Plus inclusive of US$10,000.00 coming from the DDF allocated funds. 

SUPPORT FROM THE ROTARY FOUNDATION

District 3830 qualified for DDF Funds to support GSE Programs. We had two (2) outbound GSE teams; the first team was paired with D1720 in Poitiers, France (4 weeks in November – December 2007); and the 2nd team to D7980 in Connecticut, USA (4 weeks in May 2008). Both GSE programs were successfully participated in by young and talented ambassadors of goodwill to the respective countries.  In like manners, we also hosted the French team of 5 for 4 weeks. We are proud of these exchanges and truly believe that the GSE program under the Rotary Foundation is an excellent program for building goodwill and friendship and international understanding.

The Rotary Foundation provides financial support to club service projects through matching grants.  This program allows clubs to undertake bigger community projects by increasing their available resources thru the program.

During the year more than 30 matching grant applications were submitted.  Twenty-six (26) of these were approved for a funding total of US$71,500. Clubs also accessed US$16,874 from the District Simplified Grants, which was funded by the DDF.  The District GSE program qualified for US$11,000 to cover the cost of air tickets for one (1) team. This was taken from the DDF of the District.

As we close the year with a positive DDF balance, we allocated US$10,000 to the Polio Plus Campaign to support the Bill Gates Challenge for Polio Contribution of US$100.
 
Starting with the amount of US$82,600 carried forward from prior Rotary year, our total DDF for the year amounted to US$174,000.  Our carry forward balance to the next Rotary year is US$64,542.

GROWTH IN MEMBERSHIP

Taking the cue for membership growth of a net increase of one per club as part of the criteria to qualify for RI Presidential Citation, we set a target of 5% growth in membership using the base count of 1,954 active members as of July 1st 2007.  Our policy of internal growth instead of club extension, yielded positive results: almost all the clubs in the District achieved net membership gains of over 10%.  Clubs that were below 20 at the start of the Rotary year were encouraged to get up to 20; at the end of our term, only 21 clubs out or 74 registered below 20 membership. With a net gain of 323 new members, District 3830 had a net gain of 17.20%, the highest in all the Districts in Zone 7 & 8 for the Rotary Year 2007-08 in terms of numbers of new members.

ACCOMPLISHMENTS IN SERVICE PROJECTS

Consistent with my call for a SAFE (Simple, Affordable, Fun and Enjoyable) journey, clubs were encouraged to choose activities and projects best suited to their resources. Almost all clubs met their plans and objectives as evidenced by the more than 300 citations and recognition given to the clubs at the end of the term.

In evaluating service projects, each clubs projects were reviewed and given weight according to community impact and beneficiaries.  This allowed even small clubs to qualify for recognitions.  Alliances among clubs in service projects proved to be effective in undertaking better and bigger projects.

INITIATIVES IMPLEMENTED

To support our vision for good governance, stronger clubs, effective communication and the Rotary family involvement, we implemented the initiatives:

1. Club Structure:  90% of clubs have adopted the Club Leadership Plan (CLP) which promotes best practice standards in organizational structure and club operations recommended by RI.

2. Effective electronic communication:  So far, 22 clubs have established their websites or similar communication links.  The Governor’s Monthly Letter is not only published in both hard copies and electronic format, and is also downloadable from the District website.

3. Rotary’s Public Image:  We established a high level public relations committee to encourage and help clubs to project the positive image of Rotary.  5 Awards were given to clubs whose projects had exceptional public image impact through broadcast (radio/TV) media.

4. The Rotary Family:  We encouraged the involvement of the family in Rotary affairs and in almost all the functions that I attended, spouses of Rotarians were noticeably present.

5. Continuing Rotary Education:  The Rotary Academy was tasked to actively promote continuing Rotary Education.  This has resulted in better understanding of Rotary ideals and in improving the capacity of clubs to undertake effective service projects.

6. Cooperation and alliances:  The concept of Cooperation, not Competition was promoted among clubs.  Joint projects were undertaken, and resources were shared:  this resulted in bigger and more effective projects.

7. Simplified reporting: made it easier for the District Officers to track monthly club performance and identify areas of improvement.  The system worked so well that there was no need for the clubs to submit year-end reports.

CONTINUING ROTARY EDUCATION

To recognize the important role of the Rotary Academy, it was elevated to executive committee status and tasked to actively promote continuing Rotary education. Better understanding of the Rotary ideals and improving the capacity of clubs to undertake effective service projects ware the main focus of the Academy Leadership programs and other seminars before and during the Rotary year were effective in training new leaders at club and district levels. The Rotary Academy, under the guidance of DG Ato Magadia, crafted the award and recognition system based on a balanced score card concept to ensure fair and equitable criteria in evaluating club achievements and club governance vs. pre-set standards.

LEADERSHIP CONTINUITY

Continuity in leadership at all levels is essential to the existence of Rotary.  This is the reason why RI bylaws provides that the Governor nominee is selected not more than 30 months but not less that 24 months prior to the day of taking office.  The District adopts and is committed to the District Nominating Committee system in the selection of the District Governor who will serve three (3) years ahead. During our year of service, for the first time, we implemented the lottery system in selecting the DNC from qualified club nominees. The system proved to be effective in achieving fair, fast and  transparent selection that is now being used as a model by other districts.  We are proud that District 3830 is leading the way by example towards peaceful and harmonious selection of future Governors.

DISCON 2007-08

As a testimony to our efforts to maximize the participation of Rotarians in the DISCON, more than 1000 delegates attended DISCON 2007-08 held March 14-15, 2008 at the New SMX Convention Center, probably one of the best attended District Conference of District 3830.  The choice of guest speaker was outstanding, and the program for the two (2) days was so well-timed and organized. Entertainment was spectacular with the Sharing Presidents, PDGs and their spouses performing. Our RIPR, RI Director Monty Audenart was a big hit and was well applauded by Filipino Rotarians.

D3830 FINANCIAL ADMINISTRATION

Rotary Districts are usually funded from two sources: allocation given by RI to the District Governor, and Governors Fund collections from clubs. It is normally expected that the Governor will have to raise funds and/or personally underwrite some of the cost of running the District during his year of service.  

During the year we administered four (4) funds under our stewardship using United Coconut Planters Bank, Valero Branch as depository. These funds are:

1. The General Funds

The sources of funds were:

1. RI Advances: Advances from RI amounted to P364, 829.00 representing 70% of the total allocation expenses for the District Governor. Liquidation of this advance was finally approved to the extent of P386,378.45 only as per letter of Dele Riley, Coordinator for Club and District Support.
   
   
2. Club Contributions: Governor’s Fund collected from the clubs at P300.00/Rotarians totaled P606,600.00
   
   
3. Raffle Fundraiser: Share in the raffle tickets totaled P573, 814.00.

Total funds received for District 3830 amounted to  P1,545,243.  Against these receipts were cash disbursements totaling P2, 617,514, resulting in a net deficit of P 1,072,271.

2. The DISCON Fund

The DISCON Fund was handled separately from the General Funds to have a better accounting of the cost of running the DISCON. DISCON 2008 cost P4,282,484.00. Registrations fees amounted to P1,568,200. Golf Tournament contributed P288,000. Donations and sponsorships totaled P1,438,750. A subsidy of P986,734.89 was underwritten by DG Ato Magadia and Ways and Means Chairman PP Pabling Calma

3. The Disaster Relief Fund

We collected a total of P180,800 from the various clubs representing P100/Rotarian contribution to the District Disaster Fund intended to support relief efforts during calamities. This fund is intact except for the amount of P50,000 advanced by DG Boyet Limon for the Iloilo Typhoon/flood victims.  The money will be turnover to DG Boyet Limon’s Treasury.

4. The CIFPDA Project Fund

This fund was part of an Memorandum of Understanding entered into between RI District 3830 and the Office of Senator Ramon Magsaysay, Jr. for the Congressional Initiative Fund Priority Development Assistance (CIFPDA). This was initiated by PDG Cortes (deceased) during his term in RY 2003-04 to fund the District Poverty Alleviation Projects. Funds are granted to clubs according to set priorities and liquidation reports are required since the funds are subject to government audit.  

During my term, P615,000 was released to clubs who completed their projects and reports during my term. The  balance of P385,000 will be transferred to DG Boyet Limon’s Treasury who will continue the administration of the Funds.

No Money was turn over to the District from PDG Butch Francisco’s term.

DISTRICT AWARDS

We capsulized our awards and citation system in a performance grid that embodied the following objectives:

1. To achieve a higher level of performance based on inter-club cooperation and alliances, not competition;
2. Develop an awareness of the need for balance in each clubs operations;
3. Encourage each club to look within itself and see how it can improve its structure, governance and selection of service activities according to what suits the club and its resources;
4. To make club activities and service projects Simple, Affordable, Fun and Effective (SAFE)
5. An equitable and fair measure of club performance regardless of size.

On May 30, 2008, we held the awards ceremonies at the Anvil Theater of Banco De Oro (formerly Equitable PCIBank Tower) and presented the following awards and citation.

1. Rotary International Presidential Citation for net gain of one member and one activity from each of the 6 categories referred to in the avenues of service: 58 clubs (78% of District clubs) qualified for the presidential citations. Consequently, the District also qualified for the RI Presidential Citation since more than 50% of the clubs increased by one net member during RY2007-2008. In fact, our District is number one in net membership growth in Zone 7 and 8 (Philippines, Australia and New Zealand). Additionally, a number of clubs received RI Presidential citations for peace, membership development and youth service initiatives.
   
   
2. The Zone Literacy award for 21 clubs and the District Literacy Awards for 10 clubs adjudged effective in literacy program.
   
   
3. The Governor’s Distinguished Service Awards presented to 71 clubs in recognition of significant service projects for RY2007-2008.
   
   
4. The Governor’s Special Citation presented to 38 clubs for special achievements in TRF contributions, membership growth, approved matching grants, functional websites and certain unique projects for RY 2007-08.
   
   
5. The Governor’s Awards of Distinction presented to 8 clubs in recognition of extraordinary achievements for RY2007-08.
   
   
6. The North Star Mark of Excellence presented to 14 clubs that achieved the mark of excellence in clubs operations and performance for RY2007-08.

The summary of the district awards is shown in the special issue of the North Star Newsletter.

LOS ANGELES ROTARY INTERNATIONAL CONVENTION

Rotarians who participate in Rotary International Conventions gain increased appreciation of Rotary’s global impact by visiting the House of Friendship and learning about projects undertaken by different clubs around the world including the TRF programs to help humanity.

District 3830 sent one of the largest delegations to the convention and participated in a Filipino cultural dance performed by the Filipino group during the Asian breakfast.

CONCLUSION

In closing, we believe that I, the District officers who volunteered to serve with me, and the Sharing Presidents who made it to the finish line, have done our best in creating changes where it was needed while working hard and enjoying deepening friendships and fellowship among the Rotarians of District 3830.

Our wish for our future leaders and Rotarians is to continue our crusade for good governance, support the process of strengthening the membership base particularly the small and struggling clubs to sustain the winds of change that were initiated during my term.

Thank you all and Mabuhay!