South Asia Office

Resource A Monthly Newsletter from Rotary International South Asia Office

November 2019 Volume XIII, Number 5

Message from Highlights Head-South Asia

Membership figures as of 01 November 2019 Dear District Governor, Country Clubs# Rotarians# Variance from 01 July 2019 ** November, The Rotary Foundation month, is a great Clubs Rotarians Bangladesh 379 11,190 14 823 time to celebrate your accomplishments by sharing success stories and promote giving. It is equally Bhutan 1 27 0 2 important to adhere to the policies of Rotary Foundation India 3,891 153,087 48 7,331 with respect to recognition as well as Global Grant Maldives 1 41 0 3 guidelines. For more details, please refer to page 4 & Nepal 121 4,816 2 185 5. Pakistan 238 3,386 15 391 Sri Lanka 72 2,048 1 132 During the month of October, SAO staff were part of major Total 4,703 174,595 80 8,867 World Polio Day events held in New Delhi. On Polio Day i.e. 24 October when INPPC Chairman Deepak Kapur Worldwide 36,057 1,219,094 167 29,628 flagged off “Mission Indradhanush Message Car” a project ** Variance from 01 July 2019 official starting figures. # These are system generated figures. Official month-end by RC of Regency Next from RISAO premises to membership statistics would be available by around 10th of propagate importance of routine immunization against next month. diseases like Polio, Measles and Rubella. November 2019 RI Exchange Rate for US $1 Local Rate of Another major event was organized by the Ministry of Country Health and Family Welfare, Government of India to Currency Exchange celebrate the silver anniversary (25 years) of the Pulse Bangladesh BDT 85 Polio Program on 31 October 2019. PRIP Raja Saboo, India INR 71 PRIP Kalyan Banerjee, INPPC Chair Deepak Kapur and Nepal NPR 113 other Rotarians attended the event. More information on Pakistan PKR 156 World Polio Day events on page 6 & 7. Sri Lanka LKR 181 Changes from last month are shown in blue. Current & previous RI Exchange Rates can be accessed through Another event was a seminar for Fiscal Agents of www.rotary.org Bangladesh, Nepal, Pakistan, Sri Lanka and Thailand held at Bangkok. Unfortunately, FA of Sri Lanka could not IMPORTANT INFORMATION attend this meeting due to other pressing engagements. 31 Dec 19 – Deadline for appointment of DRFC 2020-23 31 Dec 19 – Low Cost Shelter Pilot ends With warm regards, 31 Dec 19 – Simple School Pilot ends Rajeev Ranjan

Head-South Asia 1

Club & District Support (CDS)

Celebrate World Interact Week

Celebrate World Interact Week this 4-10 November with nearly half a million Interact club members around the world! How will you share the power of Interact and celebrate this special occasion?

Interested in celebrating but not sure where to start? Check out these daily activities you can use to join the party and share your celebrations with #WorldInteractWeek! Details available here.

Share your outstanding project

The Rotaract Outstanding Project Awards recognize exceptional humanitarian projects around the world. Nominate your club or district's project to receive recognition for your hard work and high-impact, sustainable projects. We'll share your story with the world and inspire others to take action.

Here's how to get started: 1. Identify one project. Choose your best club, district, or multidistrict project. 2. Collect photos, social media posts, media coverage, and videos of your members in action. 3. Submit your nomination by 1 February 2020.

LEARN MORE

Enter the 2020 Rotarian photo contest

The Rotarian Photo Contest is now open. Submit up to three photos here. Winning photos will appear in the June 2020 issue of The Rotarian. For over 100 years, photography has been one of the ways members of the Rotary family tell their stories to the world. Enter the 2020 Rotarian photo contest for a chance to be featured in The Rotarian! Submit up to three of your best photos by 15 December.

More details here.

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The State of Rotary Membership No two clubs in the Rotary world are the same, and yet many of them share similar membership challenges.

The newly revised State of Membership Presentation presents a picture of where we are as of 1 July 2019. The 15-slide PowerPoint can be easily customized as per requirement. Rotary’s members are our greatest assets. When our membership is strong, our clubs are more vibrant, Rotary has greater visibility, and our members have more resources to help communities flourish.

Foundation (TRF)

FUND DEVELOPMENT

Regional AKS induction ceremony

A Regional AKS induction ceremony will be held during TRF dinner at the Rotary Institute at Indore on 05 December 2019. The program will be attended by RSLs, Zone leaders and Major Donors. The AKS members to be inducted during the program are:

District Donor Recognition Level 3141 Kishorilal Jhunjhunwala Arch Klumph - Trustees Circle 3201 N. Sundaravadivelu and S. V. Murugambal Arch Klumph - Trustees Circle 3201 Navas Meeran and Shereen Navas Arch Klumph - Trustees Circle

2019-20 Zone-wise TRF Contribution Update (interim October):

2019-20 Total 2018-19 Total AF Annual Polio Other Endowment Contribution Contribution % Zone Per Fund Plus Giving Fund as on 31-Oct- as on 31-Oct- Variance Capita 19 (INTERIM) 18 (FINAL) Zone- $2.82 $37,684 $433 $32,320 $3,000 $73,437 $171,355 -57% 1* Zone-4 $12.17 $475,945 $20,770 $317,593 $43,420 $857,728 $1,809,057 -53% Zone-5 $3.70 $156,622 $47,065 $301,376 $8,819 $513,882 $502,069 2% Zone-6 $6.98 $243,460 $17,127 $289,523 $0 $550,110 $476,937 15% Zone-7 $7.65 $275,766 $27,433 $112,504 $157,960 $573,663 $2,334,320 -75% India $6.85 $998,341 $97,003 $828,911 $210,199 $2,134,454 $4,950,311 -57% South- $7.18 $1,189,477 $112,829 $1,053,315 $213,199 $2,568,820 $5,293,739 -51% Asia *Zone-1 figures include only Pakistan & Bangladesh

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Rotary Foundation Month November is Rotary Foundation month. Here are few things that clubs and districts can do to ensure November events are a success: 1. Educate members about The Rotary Foundation and show them our impact by using an Area of Focus video during meetings. 2. Promote the Every Rotarian, Every Year (EREY) Presentation to encourage giving by each Rotarian. 3. Share stories about Foundation-funded projects and assure donors that their money is spent wisely. 4. Recognize and thank new Major Donors, Bequest Society members, Paul Harris Society and Paul Harris Fellow members. 5. Thank Rotarians who gave to the Foundation for the first time ever. 6. Encourage the Non-Giving clubs to “Give” to our Foundation. 7. Promote Online Giving and encourage Rotarians to contribute online through Credit/Debit card or via Net Banking.

Major Donor Recognition Guidelines

In view of several instances of non-compliance of guidelines for Major Donor and Major Gifts Recognition in the region, the policy is being reiterated here:

1) Because contributions accumulate, donors may be recognized as they reach each successive level.

2) Only outright personal contributions including Annual Fund, Endowment Fund, and other restricted gifts to The Rotary Foundation qualify for Major Donor recognition.

3) Major Donor recognition is reserved for individuals, couples, non-Rotary affiliated Foundations, and corporations. Contributions from donor spouses are typically combined for Major Donor recognition purposes, it they request in writing. A club or district is not eligible for this recognition.

All of us need to ensure that Major Donor contributions, including AKS contributions are the personal gifts of the donors and that District Funds or contributions from any fundraising activities, beneficiaries/cooperating organizations are not being utilized to match their contributions for major donor recognitions.

GRANTS

Grants approved during the month of September 2019 for South Asia Region. Rotary Grants Number of grants Amount (USD) in million Global Grants 20 2.19 Total 20 2.19

Area of Focus No. of Global Grants Basic Education and Literacy 4 Disease Prevention and Treatment 8 Community Economic Development 3 Water Sanitation and Hygiene 5 Total 20

Global grant beneficiaries It has come to the notice of the Foundation that the clubs and districts are accepting contributions from beneficiaries, beneficiary organizations and cooperating organizations in lieu of providing/implementing global grant projects. This is contrary to the Foundation policy.

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We would also like to share following additional information on beneficiary eligibility, activities, level of competence etc., that a club or district should be fully aware of, while applying for a global grant:

* TRF will accept contributions for global grants submitted by Rotary clubs and districts that are contributed by Rotarians, clubs and districts, and non-Rotarians and non-Rotary entities as long as there is no conflict of interest as defined in Rotary Foundation Code of Policies section 10.030., that project funds do not come from a beneficiary or cooperating organization involved in the project, and provided that this funding is used for projects that are designed and implemented by Rotary clubs and districts, subject to Foundation stewardship and reporting requirements.

* Non-member cash contributions — donations to the project account or to The Rotary Foundation from other organizations or parties (not including cooperating organizations or beneficiaries of the project) are eligible to be matched 50 percent by the World Fund for projects that are designed and implemented by Rotary clubs and districts, subject to Foundation stewardship and reporting requirements.

* Follow Rotary’s Privacy Statement for Personal Data outlined in section 26.080. of the Rotary Code of Policies. Don’t include the personal data (name, age or date of birth, or other identifying information) of grant beneficiaries or images of them in grant applications and reports unless the Foundation requests it and you have the written consent of the beneficiary (or their parent or legal guardian). Inappropriately including that personal data can cause delays in the grant process while we ensure compliance with Rotary’s Privacy Policy.

* Continuous or excessive support (defined as any cooperating organization receiving US$2 million or more in World Fund over a three-year period) of any one beneficiary, entity, or community should be avoided;

* Grant funds will be sent to the account listed in the Grant Center and need to stay in that account until they’re used to directly pay project expenses. By that it is meant that a payment should be made directly to a project vendor or a reimbursement made to a cooperating or beneficiary organization. Project funds may not be paid to a vendor, cooperating organization, or beneficiary organization before the actual expenses have been made or services have been delivered. Organizations being reimbursed for project expenses need to give the Rotarian project sponsors copies of the original invoice or receipt before they’ll be paid. The people with signing authority on the bank account need to be members of the sponsoring club or district.

* Provide beneficiary information, including photographs, newspaper clippings, or letters or appreciation from the beneficiaries or beneficiary organization along with the final report

Grant Reporting requirements

It is requested that the clubs that are submitting the reports online should also provide supporting documentation (original hard copies) or vice versa as mentioned in the below chart.

Reporting Documentation Interim Report Final Report Submit report online Yes Yes Upload bills/invoices/receipts Not required Yes Upload Undertaking Not required Yes Upload beneficiary information Not required Yes ALL ORIGINAL HARD COPIES REQUIRED Original Utilization Certificate & Receipts/payment Yes Yes statement Bank Statement in original/certified true copy Yes Yes Refund, if any Not required Yes

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Pilot Project – Low Cost Shelters or Simple Schools concludes

The Foundation began a pilot of constructing low cost shelters or simple schools within global grants on 1 January 2017. That pilot concludes on 31 December 2019. No low-cost shelter or simple school applications may be submitted to TRF after 31 December 2019. The Trustees plan to make a decision in April 2020 on whether to retain these project types within global grants.

CORPORATE SOCIAL RESPONSIBILITY (CSR) CORNER

CSR team scheduled a virtual meeting with District CSR Chairs of Zone-7 on October 3. The main objective of this meeting was to understand the expectations of CSR chairs and discussion on CSR global grant application review process.

As you are aware that, the goal of CSR fund to be raised in India for the RY19-20, is US$ 2 million. We hope that Districts have geared up to solicit CSR funds from corporate for implementing global grants. CSR staff Bhawna Verma, [email protected] and Reeti Bora Mondal, [email protected] would be happy to assist you further in this effort and to provide any relevant information.

WASH-IN-SCHOOLS TARGET CHALLENGE

The WinS India Recognition Committee meeting was held on Wednesday, 16 October 2019. TRF’s Area of Focus Manager Mary Jo Jean-Francois addressed queries of the Committee on the basic education and literacy focus of the Target Challenge program. The Committee also discussed how it can best assist clubs to submit quality recognition applications in support of Star certification for their WASH in Schools projects.

The IRCWASH and UNICEF have launched a WASH in Schools Index which is a repository of latest multimedia and publications on WASH related subjects. Key word search and document type filters can be applied to collate and access these resources from the most influential organizations and policy think tanks. These can be used for designing your WinS projects. Please access the link here - https://www.washinschoolsindex.com/library

POLIO UPDATE

Flag-off Mission Indradhanush Car

The RI South Asia office hosted a significant World Polio Day event for Rotary Club Regency Next in the office premises, where India National PolioPlus Committee Chairman Deepak Kapur flagged off “Mission Indradhanush Message Car” (an immunization awareness and sensitization message car) especially commissioned by the club.

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The car will tour several regions in India that have been identified by the Government of India as low coverage areas for immunization and will propagate importance of immunization against diseases like Polio, Measles and Rubella. The event witnessed participation from senior Rotary leaders in New Delhi, and was facilitated by the RISAO Staff, led by the PolioPlus India Team.

World Polio Day event by 3011 and 3012

SAO staff also attended a colorful World Polio Day event organized by Districts 3011 & 3012 at DLF Cyber HUB at Gurugram.

Three street theatre performances were organized on polio immunization, Swachh Bharat Abhiyan (Govt Of India’s Cleanliness campaign) and Saving the Girl Child by young participants. The event was also attended by Rotaractors and Interactors from the city.

Around 140 events were registered from India, and 34 from Pakistan on World Polio Day. RI South Asia Office distributed Polio awareness material such as caps, flags, banners, brochures, badges, etc. requested by several Rotary clubs across India.

Pulse Polio Silver Jubilee Celebrations in India

October month culminated with a grand event organized by the Ministry of Health and Family Welfare, Government of India, for completing 25 years of Pulse Polio Program on 31 October 2019 at Ambedkar International Centre, New Delhi. PRIP Rajendra Saboo was felicitated at the event for Rotary’s contribution in making India Polio free. The program was attended by many dignitaries from various Government of India departments, representative of WHO and UNICEF, PRIP Kalyan Banerjee, INPPC Chairman Deepak Kapur, SAO staff Sanjay Parmar, Jatinder Singh, Jyoti Rai and Sandeep Kashyap.

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Financial Services (FS)

TERMINATED CLUBS Clubs that have been terminated for non-payment of January 2019 dues are required to fulfill following compliances for re-instatement within 150 days of date of termination: • Pay all outstanding financial obligations at the time of termination. • Pay all membership dues that continue to accrue thereafter. • Pay a $30 per member reinstatement fee plus GST @18% • Reinstatement application + Active membership list.

After 150 days from the termination date, clubs are permanently terminated and cannot be reinstated.

RI EXCHANGE RATE Effective 01 July 2019, Rotary exchange rates are based on the prevailing market rate as of the first of each month. As a result, it will no longer be possible to send the Rotary exchange rates in advance. While Rotary understands that it is a departure from its previous practice but believes that this is best way to provide a true exchange rate to its constituents across the globe. Thank you for your understanding. If you have any questions, please contact us. Rotary Exchange rate can be accessed through https://my.rotary.org/en/exchange-rates.

JULY 2019 INVOICE

Electronic copies of invoices for July- Dec 2019 have been sent to all clubs and reminder letters mailed on 19 August 2019. For more information, please visit the Membership Dues page through My Rotary

PAYMENT INSTRUCTIONS

All the cheques/demand drafts should be dispatched to RI South Asia Office at the following address: Rotary International South Asia Office Pullman/Novotel Commercial Tower, First Floor, Asset No. 2, Hospitality District, Aerocity (Near IGI Airport) New Delhi 110037

Payment of RI Dues by clubs in India: • Clubs must make online payment of their dues by using ‘Bank/ Electronic Transfer’ details mentioned in their respective invoice which are club specific and for club dues only. Kindly remember that information/details given in the previous invoice do not stand good now and would lead to non-payment and inconvenience. OR Send Cheque/demand draft in favor of ‘Rotary International South Asia Office’ payable at New Delhi to South Asia Office along with copy of invoice. • Prior to making payment in INR, check current RI exchange rate from https://my.rotary.org/en/exchange- rates. For the month of November 2019, 1 US$ is equal to INR 71. • Please note that to update subscription information regarding ‘The Rotarian’ or regional magazine, the club officers must send email to [email protected] 8

Payment of Non-Club Dues in India (for Charter Fee of new Rotary Club/Rotaract Club & Registration Fee for RI Convention):

• Online payment of non-club dues can be made by using NEFT details given below. Bank Name: Ratnakar Bank Ltd. Beneficiary name: Rotary International South Asia Office Account Number: VARISAC000099999 IFSC Code: RATN0000100 Branch: Baba Kharag Singh Marg, Delhi-110001 Once payment is made, please share the transactions details with SAO for information and records.

• Cheque/demand draft should be drawn in favor of ‘Rotary International South Asia Office’, payable at New Delhi and sent to RI South Asia Office along with copy of application.

Payment towards TRF Donations/Contributions: a) Online Giving by Donors in India Rupee-enabled online giving is available to donors in India both through the Rotary Foundation (India) [RF(I)] website www.rotaryfoundationindia.org and Rotary International website www.rotary.org. Donors can choose credit card / debit card / net-banking as mode of payment. b) Donation/Contribution through Cheque/Demand Draft • Draw a cheque/demand draft in favor of ‘Rotary Foundation (India)’ payable at New Delhi and dispatch to RI South Asia Office. • The donor’s name (i.e. drawer of cheque/remitter of bank draft) should be clearly mentioned along with donor’s address and his/her Permanent Account Number (PAN) in the contribution form/letter. • A single receipt per cheque will be issued in favor of the drawer of the cheque. • A single receipt for each demand draft/pay order will be issued in favor of the remitter/purchaser, if mentioned in face of the demand draft/pay order, otherwise it will be as requested in the cover letter. All contributions in Indian Rupees, including online contributions, will be eligible for benefits under Section 80G of Income Tax Act.

THE GOODS & SERVICE TAX (GST)

Clubs that have already got themselves registered or are in the process of getting registered, are requested to send following details through their registered email ID to [email protected]

Details required: • Club Name and Club Number • Special Status (if applicable) along with supporting document issued by competent authorities (for e.g.: SEZ exemptions) • Copy of registration certificate, duly attested by account signatories

There is a critical provision in GST that mandates the “state” code of your GST registration and the “state” of your mailing address available with the SAO to be identical. In case they are different, we request you to update mailing address of the club in RI records to comply with the above requirement.

Under the go green initiative, FS Team is sending receipts for all RI dues & contributions electronically.

Therefore, we request the club officers/Rotarians/donors to kindly update their email ids at MyRotary or mail the request to [email protected] and give us the opportunity to serve you better.

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Communications & Public Relations

USING ROTARY MARKS

Rotary’s masterbrand signature (official logo) identifies Rotary and our commitment to improve communities worldwide. Rotary International owns trademarks and service marks (referred to as Rotary Marks and listed in the Voice and Visual Identity Guidelines and the Rotary Code of Policies) for the benefit of Rotarians worldwide.

When you reproduce the Rotary Marks, follow our Voice and Visual Identity Guidelines and the Rotary Code of Policies. Clubs can download logos for Rotary, Rotaract, and other Rotary programs in the Brand Center.

NAMING GUIDELINES

In naming an activity, project, program, website, or publication, the Rotary club or other Rotary Entity must use its name and not just “Rotary” alone. A club can add its name to the name of the project, for instance. Proper naming examples include: • Rotary Club of Evanston Cleanup Project • Mountain City Rotary Club Centennial Park • anycityrotaryclub.org (website name)

The Rotary club signature, which consists of the Masterbrand signature plus the club name, should be used on all club communications and materials associated with a club activity, project, and program. For specific guidelines on naming club projects, see the Rotary Code of Policies or contact your Club and District Support representative.

Publications

Manual of Procedure (MOP) helps club and district leaders understand Rotary and the policies most relevant to them. Also, reflects the changes adopted by the Council on Legislation (COL).

The new version of Manual of Procedure (MOP – 2019), SKU # 035EN, reflecting changes adopted by 2019 COL is now available for purchase at the cost of USD 10.00

NEWS ABOUT ROTARY SHOP Rotary Shop will officially cease operation by April 2020. With Rotary Shop closing, publications can be purchased by following methods:

• Rotarians / Rotary Clubs in India can place order with us and remit amount equivalent to publication price any any of the following methods: - By at par check or demand draft drawn in favor of Rotary International South Asia office, payable at New Delhi, India, OR, - Make payment by NEFT transfer and mail us your order along with UTR details for transaction reconciliation, or,

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- Rotarians visiting South Asia office can purchase publications by paying in cash (in Indian Rupee).

• Rotarians / Rotary Clubs in Pakistan, Bangladesh, Sri Lanka & Nepal must deposit amount equivalent to the publication price with their fiscal agent and forward scanned copy of money receipt to us along with publication order.

Write to [email protected] to know bank details for making NEFT payment or for any publication related queries.

SAO Activities

FISCAL AGENT SEMINAR

The second SAO/ Fiscal Agent Seminar was held in Bangkok, Thailand from 21-25 October 2019. It was attended by Fiscal Agents from Nepal, Bangladesh, Pakistan and Thailand. SAO staff Rajeev Ranjan, Bindita Ghose and Neha Sharma facilitated the seminar and made presentations on various financial activities and conducted stimulated exercises on budget and planning.

The Seminar’s objectives included updation and in-depth discussions on the policies and procedures of financial activities; areas of concerns based on local country scenarios and development of an action plan to address them.

HOLIDAYS

RI South Asia Office will remain closed on 12 November for Guru Nanak’s birthday.

Personal data in this newsletter should be used for authorized Rotary purposes only. By accessing this data, you agree to abide by Rotary’s Data Use Policy.

For suggestions/comments about this newsletter, please write to [email protected] 11