Process and Checklist for Requesting Club Funds for a Project or Donation

The following process outlines the steps to ensure transparency, fairness, and alignment with our club’s values when requesting funds for a project or donation. By adhering to these steps, we ensure the club is fully informed, the request is considered thoughtfully, and the resolution aligns with our mission.

For Non-Budgeted Requests

These requests occur outside of the standard budgeting process and require club approval for funding.

  1. Present the Request to the Club via this site

    • Provide a clear and concise summary of the project or donation request at the club request portal
    • Include the purpose, anticipated impact, and total funding needed.
    • Select which of our service areas will be impacted.
    • Address how the project aligns with the club’s values and mission.

  2. Board Review and Discussion

    • The request will arrive at the club board for review.
    • The board will evaluate the feasibility, potential impact, and alignment with club goals.
    • The board’s feedback and recommendations will be shared with the club for further consideration.
    • The board will request the proponent provide the resolution text and schedule a time to discuss the details with the club at large.

  3. Present Resolution Text and Discuss at a Club Business Meeting

    • Draft a formal resolution summarizing the request, including key details such as funding amount, project timeline, objectives, and how the project aligns with the club’s values and initiatives.
    • Present the resolution during a club business meeting, allowing time for questions, discussion, and any needed clarifications.

  4. Club Vote

    • After discussion, the resolution will be put to a vote by the club membership and a record will be kept in the club’s minutes. 
    • A majority vote in favor is required for approval.

For Budget Requests

These requests occur during the regular budgeting process and are considered part of the club’s annual budget process.

    1. Submit the Resolution and Request to the Board for Budget Consideration

      • Provide the details of the project or donation, including its purpose, estimated costs, and anticipated outcomes in the request portal.
      • The board will evaluate the request for inclusion in the proposed annual budget.

    2. Club Vote as Part of the Perennial Budgeting Process

      • The proposed budget, including the project or donation request, will be presented to the broader club for approval.
      • Members will vote on the overall budget, ensuring the project is part of a larger financial plan.

What the Club Would Like to Know (Generally)

To evaluate your request effectively, the club will need:

  • A clear purpose and alignment with the club’s mission and values.
  • An explanation of how the funds will be used and the anticipated impact.
  • A timeline for the project or donation’s execution.
  • Assurance that the request passes the 4-Way Test:
    1. Is it the truth?
    2. Is it fair to all concerned?
    3. Will it build goodwill and better friendships?
    4. Will it be beneficial to all concerned?

What Has Made for a Successful Request in the Past

  • Clarity: Well-documented proposals with clear objectives and budgets.
  • Alignment: Projects that strongly align with the club’s mission and community goals.
  • Engagement: Requests that have been thoughtfully presented with an opportunity for discussion and member input.
  • Impact: Proposals with measurable outcomes and a demonstrated ability to make a difference.
  • Support: Securing board endorsement before presenting to the broader membership.

By following this process and addressing these considerations, we ensure all funding decisions reflect the club’s values and commitment to making a positive impact.

Here are some helpful and important links:

Sample Resolution

Resolutions from Past Approved Initiatives

Request Portal