Adopted by RCOA Board April 2nd, 2019

                                                     Please click to contact the Service Projects Chair with Questions

VIII.        SERVICE PROJECTS / GRANTS

All club projects require board approval and must have an identified club member as the Project Manager. Any aspect of finances, formal agreements, in connection with the project must receive written approval, by the RCOA Board or the Service Projects chair, prior to funded activities being carried out by the project manager or designated representative(s) of all organizations involved in the Project.

No funds, services, goods in conjunction with the projects are received or provided prior to the formal agreements being in place, approved by the RCOA Board.

Service Projects are distinguished from Fund Raising Projects, in that the former are the uses of (generally) the funds raised via the latter.

Finances:    1. The project manager must provide a detailed budget as part of      

                         the project application.

         2. Those benefiting from the project do not receive funds directly.

         3. Payments are issued to vendors and or contractors providing

             goods and services to the project.

         4. Expenses incurred by club members, vendors or contractors

                         that are not included in the approved budget are not reimbursed.

         5. Any remaining funds:  The project manager submits a request to

              spend the funds in further support of the stated outcomes of the project.

                    6. The project manager submits payment requests to the Service Project    

                          Chair, with supporting documentation, who then forwards to the RCOA      

                          Treasurer for payment.

The following is the process whereby Service Projects are developed and implemented by the club and project managers:

PHASE I

1.        Project Initiator will have a conversation with the Service Projects Chair to gauge initial reaction, i.e., does this project idea “fit”? This means, how well does the idea mesh with the Rotary International Areas of Focus, club strategic plan and goals in the Service Projects area. These are readily available online.

2.        Service Projects Chair and the Project Initiator review with the Service Projects Committee to seek feedback on the proposed project.

PHASE II

1.          The Service Projects Chair assists the Project Initiator in completing a Initial Project        

            Application (Appendix I) for submission to the board for approval or disapproval.

2          Project Chairperson presents the Initial Project Application to the Board of the club to    

            determine the level of acceptance of the project. This is labeled as a “first reading”

3.        If initial Board acceptance is given, the Service Project Chairperson requests that Project

            Initiator develop a Final Project Description (FPD), with complete details, similar to

            above. The FPD may, for example, require formal quotations for materials and labor.

4.        Project Initiator develops FPD and submits it to Service Project Chair

5.        Service Project Chairperson presents FPD to the Board of Directors.

6.        Board votes on the FPD. If a quorum is present, a simple majority of Board voting must

            approve. If the club financial obligation exceeds $3000 MXN, approval by a majority of

            the Board is required.

7.        If approved by the Board, the Service Projects Chairperson assigns a Project Number

            (YYMMDD) and records this information in the Project Log.  At this point the Project

             Initiator is now the Project Manager.

8.        The Service Project Chair reports on the project at a club general meeting.

9.         The Club Public Relations Chairperson is to be included as appropriate to provide

            publicity of the Project.

10.         Advise other Committee Chairpersons of Project involvement as appropriate.

11.      During the course of the the project the Project Manager must submit progress reports to  

           the Service Project Chair on a monthly basis.

13.        A final report on the Project should be written by the PM LPM for the records of the club,

           and delivered to the Service Project Chairperson, the club Secretary and President within

           30 days of completion of the project.

Appendix #1 - ROTARY CLUB OF AJIJIC INITIAL PROJECT APPLICATION

Presented to RCA Board for Review/Approval as an Initial Project:              Date: ____________________ 20_____

Assigned Project Number:  __________________________              

Presented to Rotary Club of Ajijic Board for Final Approval:                   Date: ____________________ 20_____

Presented to the Membership:                                          Date: ____________________ 20_____