TITLEDistrict Grant Management & Club QualificationMartin Ward
District Rotary Foundation Chairemail: [email protected]
(rev. November 2019)
The Rotary Foundation
District 6330
Myrna InglisDistrict Grants Committee Chairemail: [email protected]
Our Foundation
The Rotary
Foundation
transforms your gifts
into service projects
that change lives
both close to home
and around the
world.
Since it was founded more than 100 years ago, the
Foundation has spent more than $4 billion on life-changing,
sustainable projects.
With your help, we can make lives better in your community
and around the world.
Our Foundation
The mission of The Rotary Foundation of Rotary
International is to enable Rotarians to advance world
understanding, goodwill, and peace through the
improvement of health, the support of education, and the
alleviation of poverty.
The Rotary Foundation Mission
Rotary’s Areas Of Focus
• promoting peace,
• fighting disease,
• providing clean water,
sanitation and hygiene,
• saving mothers and children,
• supporting education, and
• growing local economies.
Learn more at:
www.rotary.org/en/our-causes
Objectives
• Learn more about The Rotary Foundation
• Learn where District Grant Funds Come From
• Learn how your Club can “qualify” to apply for a Rotary Foundation Global Grant or a D6330 District Grant.
• Learn when, where, and how to apply for a Rotary Foundation Global Grant or a D6330 District Grant.
• Learn how your Grant application will be evaluated.
• Learn the reporting and financial requirements.
▪ It’s a not for profit corporation
– separate from Rotary International
▪ It funds all the humanitarian work of Rotary
- beyond the club
▪ It’s entirely funded by donations (not from District dues or RI dues)
What is The Rotary Foundation?
Direct donations to any of these three major funds:
– Endowment Fund• Ensures long-term stability of the Foundation’s grants and programs
• Contributions DO NOT qualify for Paul Harris recognition
– Annual Fund• Primary source of funding for TRF’s local and international grants and programs
• Contributions qualify for Paul Harris recognition
– PolioPlus Fund• Contributions are used for the End Polio Now campaign
• Contributions qualify for Paul Harris recognition
The Rotary Foundation’s Three Major Funds
All Rotarians are asked to give each year to the Annual Fund and/or The Polio Fund. Donors are recognized at the following giving levels:
1. Every Rotarian Every Year – give a donation annually
2. Sustaining Member – give $100 USD annually
3. Paul Harris Fellow – when donations reach $1000 USD
4. Paul Harris Society – pledge $1000 USD annually
Endowment Fund donors are also recognized:Those who donate or pledge $1,000 USD are recognized as Benefactors
Those who pledge $10,000 USD become Bequest Society members
How are Donors Recognized?
Rotary Clubs can motivate members to donate to The Rotary Foundation. The Foundation recognizes clubs with:
• 100% Paul Harris Fellow Club; all dues-paying members are Paul
Harris Fellows
• 100% Paul Harris Society Club; clubs where every dues-paying member contribute min. $1,000 per year to the Annual Fund or PolioPlus
• 100% Foundation Giving Club; clubs with an average giving of min. $100 per member during a Rotary year to TRF funds (Annual Fund, PolioPlus Fund, approved Global Grants, or Endowment Fund.), and have 100% participation by members at a minimum of $25 each
(… continued on next slide)
How are Donor Clubs Recognized?
• Every Rotarian Every Year Club; clubs that give an average of at least $100 per member to the Annual Fund and every dues-paying member donating at least $25 during the Rotary year
• Top Three Per Capita in Annual Fund Giving; the three Clubs in each District that give most per capita giving to the Annual Fund during a Rotary year are recognized with a banner. Only Clubs with an average donation of $50 per capita are eligible.
• For more information, please visit www.rotary.org/en/donate/recognition
How are Donor Clubs Recognized? … (continued)
Annual Fund – SHAREInvested for 3 years;
• then ½ to the World Fund, and
• ½ back to our District for
– District Designated Funds (DDF)
World Fund is used to fund;
• Global Grants,
• Peace Scholarships,
• Up to 5% is set aside for administration
Where Does the Money Go?
Endowment Fund– A percentage is directed annually
to Foundation grants and programs.
Polio Plus– Donations are put to work
directly to Rotary’s Polio Plus campaign.
Where Does the Money Go?
There are two kinds of Rotary Foundation Grants:
Global Grants.
These humanitarian grants represent a partnership between two Rotary clubs in two countries/districts.
Club funds are supplemented by the District and by The Rotary Foundation (The World Fund) to totally fund the budget for these grants.
District Grants.
Based on the District’s previous level of giving to The Rotary Foundation, a block of money is made available for clubs to do good in the world either locally or globally.
Districts can use up to half of the money returned to the District each year for District Grants
Let’s Talk About Foundation Grants
GLOBAL GRANTS• Generally Longer-term Projects
• Administered by The Rotary Foundation
• Application and reporting is on-line at Rotary’s Grant Centre on the Rotary International website at any time during the year
• Must relate to one or more of the 6 areas of focus
• Must be sponsored by one Host Club/District where the project takes place and at least one International Club/District in another country
• The minimum budget for a Global Grant is approximately USD $30,000 and with maximum available District and World Fund matching will require USD $10,000 of Club-raised funds
• Eligible projects include Community Projects, Vocational Training Teams & Graduate level Scholarships
Let’s Talk About Foundation Grants – Global Grants
DISTRICT GRANTS• Short-medium term projects
• Usually relatively small-scale projects
• Must support The Rotary Foundation’s mission
• Can be used for local and international projects
• Can also be used for projects in areas where there is no Rotary club
• Districts are free to develop their own policies, procedures & rules, such as a deadline for applications & matching policy
Let’s Talk About Foundation Grants – District Grants
The Rotary Foundation requires that Clubs that want to participate in the District Grants program must;
• have at least 2 members complete the District’s Qualification Training (successful completion of this course and the related on-line quiz will qualify the club member(s) completing the quiz), and
• sign a Memorandum Of Understanding (MOU), found on the District website. (President & President-Elect)
The Certification is valid for One Rotary Year– clubs must be re-certified for each Rotary Year.
Who Can Participate in the Grants Program?
Qualification for Global Grants
Global Grant qualification is achieved by completing the ‘Club Qualification’ course in the Learning Center on the Rotary International website – follow this link to the Learning Center – then search for the ‘Club Qualification’ course.
• to qualify for Global Grants at least 2 individuals must complete the course, send the certificate of completion to the District Rotary Foundation Committee Chair – Martin Ward at [email protected], and
• sign a Memorandum Of Understanding (MOU), found on the District website. (President & President-Elect)
The Certification is valid for One Rotary Year– clubs must be re-certified for each Rotary Year.
Each year, District 6330 requires each club to “qualify” by:
– Having two, or more, club members complete Grants training – now an online Module and Quiz.
– Club President and President-elect sign and implement the MOU
– Being current with District and RI dues
– Being current with all District and Rotary Foundation grants (reports and closeout)
– Meeting additional requirements set by the current DG and/or DGE
Also Highly Recommended:
– Appoint Club Foundation Chair – identify on Rotary Club Central and District website.
– Establish a goal to support Annual Fund and Polio Eradication on Rotary Club Central
Qualification for District Grants
The MOU is an important document, covering:– Terms of Club Qualification
– Club Leadership Responsibilities
• The Grant Administrator shall be a Club member who has completed the qualification
– Financial Management
• For Global Grants, a separate bank account is required
• funds can only be used for project activities
• two Club members required for signing cheques
• receipts and complete book-keeping a must
(… continued on next slide)
The Memorandum Of Understanding (MOU) – An Crucial Part of the Grant Process
– Document Retention
• Keep documents in a safe –and known –place for at least 5 years
– Report on Use of Global Grant Funds
• Progress reports every 12months;
• Final report a maximum 2 months after project completion
– Report on Use of District Grant Funds
• Final report max. 2 months after project completion
• Final report must be filed with the District no later than May 31
… continued on next slide)
The Memorandum Of Understanding (MOU) – An Crucial Part of the Grant Process (… continued)
– Method for Reporting and Resolving Misuse of Grant Funds
• Club must report any potential misuse or irregularities of funds to District Governor
– Authorization and Agreement
• Signed by President and President Elect
View the MOU for 2020-2021 here
The Memorandum Of Understanding (MOU) – An Crucial Part of the Grant Process (… continued)
Stewardship is the responsible management and oversight of grant funds, including:
– Rotarian supervision, e.g. three member committee
– Financial records review, e.g. book-keeping, storage of documents
– Oversight of funds, e.g. separate project bank account
– Reporting irregularities, e.g. conflict of interest, funds can’t come from beneficiaries or other grants
– Timely submission of reports
– Follow local laws
Stewardship – You Need to Keep Good Records
District or Global Grant - 3 simple questions to decide:
• Is the project in one of the six areas of focus?
– If no, consider applying for a District Grant
• Is the project between Clubs/Districts in separate countries?
– If no, consider applying for a District Grant
• Is the total budget for the project >USD $30,000?
– If no, consider applying for a District Grant
• If yes to all the above, consider applying for a Global Grant
Ready to Apply for A Grant – District or Global Grant?
• If YES to all the above,
– consider applying for a Global Grant
• Follow this link for details, then go to the Grant Center and login to apply for a Global Grant
• If NO to any of the above,
– consider applying for a District Grant
• Go to the District 6330 website – rotary6330.org,
• login, then go to the ‘Member Area’,
• click on Grants - ‘Submit a Grant Request’
• for help, for help with the District Grant process, follow this link.
Ready to Apply for A Grant – District or Global Grant? … (continued)
1. The Club must be “qualified”
2. Project must adhere to the Terms and Conditions for Rotary Foundation Grants (this document available here)
3. Projects should demonstrate active Rotary involvement and must be led by a member of a Rotary or Rotaract Club.
4. Club-raised funds must account for a minimum of 2/3 funds required for the project
How to Apply for a District Grant
1. The quality of the project, its positive impact on the community whether local or international, and the number of people benefiting from the project must be effectively described.
2. Project must be meaningful to the community that it is intended to benefit and will hopefully be sustainable.
3. Application must include a balanced budget in enough detail that the District Grant Committee Chair can understand it.
4. The limit to apply for the same project is two consecutive years.
5. The project must be demonstrated to include active Rotarian involvement.
How Will The Application be Evaluated?
1. The applications are evaluated by the District Grant Committee chaired by Myrna Inglis. This committee has a membership of four including the chair, the District Rotary Foundation Committee Chair, the District Governor, and the District Governor-Elect.
2. District grants are sent to The Rotary Foundation (TRF) as one consolidated grant application with details for each club grant request
3. Preliminary grant submissions must be received before May 31 in the Rotary year preceding the project date to be included in this consolidated application.
Who Makes Decisions Regarding Grant Applications?
1. Club Qualification - signed MOU & 2 trained members. Must be completed before moving to # 2
2. Submit a District Grant Proposal on District Website, before May 31, 2020
3. July - August - Proposal Acceptance phase, complete full application in District website Grant module
4. Receive approval from the District Grants Committee
5. START work of the Grant Project. Projects started prior to approval cannot be funded by District Grants
6. Work completed; FINAL Report submitted with all related documentation by May 31, 2021
7. District Grant funds released to the Club – as soon as possible after approval of the final report
Timelines for a District Grant
1. Initial Grant proposals (indicating the intent of the project, including preliminary budget and grant request amount) must be completed on the Grants module of the District website no later than the deadline of May 31, 2020.
2. These proposals will be reviewed by the committee to ensure compliance with District Grant funding rules – further details may be requested during this process.
3. The Grants Committee will request the more detailed application once the District has received allocated funding for the year’s District Grants – usually occurring in July or early August.
(… continued on next slide)
What are the Deadlines?
4. Individual applications will be evaluated when full details are submitted, and applicants will be notified on approval.
5. Projects must not be started prior to approval of the grant.
6. Grant funds are disbursed to the club after the final report is filed.
7. All projects must be completed, and an acceptable final report received by the District Grant Committee Chair on or before May 31 in the project year.
For projects started in the 2020-2021 year, reports must be received before May 31, 2021.
What are the Deadlines?
District Rotary Foundation Chair
– Martin Ward, Grand Bend – [email protected]
District Grants Chair
– Myrna Inglis, Walkerton – [email protected]
Annual Fund
– Robert Reynolds, Fenton (Michigan) – [email protected]
– Jim Thomas, London South (Ontario) – [email protected]
Endowment Fund
– Dennis Dinsmore, Genesee Valley – [email protected]
Polio Plus Fund
– Katherine Hahn, Stratford – [email protected]
District Resources
