Rotary Helps YYC pilot completes its first year…
Franco Savoia
In a meeting of the Rotary Community Services Directors group early in 2022, an agency CEO noted that it would be more helpful if agencies and groups could apply once for Rotary support. The Calgary Centennial, Downtown, North, Chinook and East Clubs began to convene to develop a solution. They developed proposal that was shared with Technology Helps. It was determined that a “one window” platform could be developed for $2500. Each club agreed to contribute $500 for the initial development of the platform that was named Rotary Helps YYC. You can see this window by clicking here.
A memorandum of understanding was developed between the clubs and a collaborative steering committee was formed to work with Technology Helps in developing the platform. The committee met frequently and after testing the platform with some agencies in January 2023, Rotary Helps YYC was launched in February 2023. As the platform was being finalized and being launched, three other clubs joined the project: Fish Creek, Sarcee and West. As the platform has been developed, it was decided that these 3 clubs and other clubs in the future would join the platform for a contribution of $300.
Clubs in the Collaborative:
Calgary Downtown, Calgary Centennial Calgary Chinook, Calgary East, Calgary Fish Creek, Calgary North, Calgary Sarcee, Calgary West.
Results:
- 58 applications received for $1,478,227; ranging from $500 to $200,000
- Thus far 20 applications were approved for $261,500
- Seven applications had 2-3 clubs combining their contribution
- In our club, depending on the ask, applications are reviewed by either the Major Donations or Small Donations Committee
What worked well:
- Collaboration: The collaboration of the 8 participants worked well: good attendance at all the steering committee meetings; each member assumed the role of project coordinator to manage the applications for that month.
- Shared Data Base: There is now a shared data base for the applications that have been received; applications that have been approved and those that were turned down. This is shared with the Community Service Directors group at its monthly meetings.
- Feedback: Anecdotal feedback from agencies has been positive.
What we learned:
- Rigor and discipline: For Rotary Helps YYC to be effective each clubs need to regularly access the platform and update it with the actions that the club has undertaken on any application.
- Training and using the system takes longer than planned.
- Review and approval processes: Each club has different review and approval processes and data needs. Some clubs request additional information. Thus, response to applications takes at least 3 months.
- What Rotary Supports: Over the year the Rotary Clubs were able to outline what they would not fund and this is now outlined in the application.
- Applications directly to clubs: Some applications are being submitted directly to individual clubs. This reduces the effectiveness of the platform.
- IT and technology: The platform used Google Forms. This has limitations on the capacity of the system. It does take resources to maintain and update a platform. The collaborative had planned for a $100/yr maintenance fee. This is only to maintain the current platform as is. Any changes such as introducing a new application form requires additional investments over and above the maintenance fee.
- Participation: The initial collaborative 5 club collaborative aspired to have all Calgary clubs participating. There are still 4 clubs not participating. The effectiveness of Rotary Helps YYC will be enhanced when all Calgary Rotary Clubs are participating.
Going Forward:
- The 8 clubs have agreed to continue with Rotary Helps YYC and to continue to encourage the remaining Calgary Rotary Clubs to join the collaborative project.
- Rotary Helps YYC needs some enhancements such a revised application form. This will require additional modest investments from each club.
- Over time we will need to continue to refine processes.
- It is hoped that the remaining 4 Calgary Rotary Clubs will join this collaborative.