2021-2022 grant qualification & certification

District 5240 Grant Qualification & Certification Workshop

2021-2022

1) Qualification & Certification 2) District & Global Grants 3) District Grant Policy 4) District Grant Allocations 5) District Grant Application 6) District Grant Approval 7) District Grant Final Report

Seminar Overview

8) Global Grant Policy 9) Global Grant Lifecycle 10) GG Application Flow 11) D5240 Grant Workshops 12) D5240 Contacts 13) Questions & Clarifications

Qualification & Certification

1) Clubs may submit District and Global Grant applications only if the club is qualified and certified for the 2021-22 year.

2)Clubs become qualified when the 2021-22 club president (current President-elect) and one other member in good standing attend a D5240 grant qualification seminar/webinar in 2020-21 or 2021-22.

Qualification & Certification

1) Clubs become certified by submitting the TRF MOU, signed by the current club president, and the current club president-elect (electronic signatures are acceptable). Additionally, incorporated clubs must also submit a club resolution agreeing to the terms of the MOU.

2) These signed MOU documents must be submitted to DRFC Grants Chair for 2021-2022: Dave Gore (Goleta Noon); email: [email protected]

3) Non-certified clubs may participate in Grants, but they will not be able to submit or be the project sponsoring club.

Club MOU and Sample Resolution Certification

Qualification Key Points

Club Officer Responsibilities Appoint an experienced club member to implement, manage, and maintain club qualification.

Ensure the grant funds will not be used for political or religious purposes.

Financial Management The club must have a written financial management plan to provide consistent administration of grant funds. The financial management plan must include procedures to utilize a standard set of accounts provided by the district grants fund treasurer, which includes a complete record of all receipts and disbursements of grant funds.

Qualification Key Points

Document Retention The club must establish and maintain appropriate record keeping systems in accordance with the District document retention policies. Documents must be filed with District 5240 / box.com. Send the name of your contact person and email address to Document Retention Chair Scott Phillips: [email protected]

Report on Use of Grant Funds The Club must adhere to all TRF Reporting Requirements. Keep a list of due dates for the club’s reports, and designate someone to monitor the process. Make sure that reports are written as the project is implemented.

Reporting Misuse of Grant Funds The club must report to the District Grants Subcommittee Chair and District Governor any potential and real misuse or mismanagement of grant funds.

Qualification Key PointsBank Account Requirements

In order to receive Global Grant Funds, the club must have a dedicated bank account that is used solely for receiving and disbursing TRF grant funds. (Note: This applies only to Global Grants and not District Grants.

(a) The club bank account must have a minimum of two Rotarian signatories from the club for disbursements; be a low or non-interest-bearing account; any interest earned must be documented and used for eligible, approved grant activities, or returned to TRF.

(b) A separate account should be opened for each club-sponsored grant, and the name of the account should clearly identify its use for grant funds.

(c) Grant funds may not be deposited in investment accounts including, but not limited to, mutual funds, certificates of deposit, bonds and stocks.

(d) Bank statements must be available to support receipt and use of TRF grant funds.

(e) The club must maintain a written plan for transferring custody of the bank accounts in the event of a change in signatories.

DISTRICT GRANTS and GLOBAL GRANTS

District grants fund small-scale, short-term activities that address needs in your community and communities abroad. Each district chooses which activities it will fund with these grants.

You can use district grants to fund a variety of district and club projects and activities, including:

• Humanitarian projects, including service travel and disaster recovery efforts • Scholarships for any level, length of time, location, or area of study • Youth programs, including Rotary Youth Exchange, Rotary Youth Leadership

Awards (RYLA), Rotaract, and Interact • Vocational training teams, which are groups of professionals who travel abroad

either to teach local professionals about their field or to learn more about it themselves

You have plenty of freedom to customize your service projects

DISTRICT GRANTS

DISTRICT GRANT POLICY

District Grants are governed by the terms and conditions prescribed by the signed ‘Club Qualification Memorandum of Understanding ‘ (MOU) with The Rotary Foundation (TRF), and with District 5240 (D5240) through this policy. The District Rotary Foundation Committee (DRFC) is responsible for interpretation of provisions and/or exceptions within this policy in order to carry out the mission of the Program.

District grant applications may be submitted to the 2021-22 District Grants Committee (DGC) beginning January 15, 2021.

It is important that the committee members in each Club read and understand this policy. Policy provisions are located on the DRFC subpage of the District Website: https://rotarydistrict5240.org/SitePage/grants-sub-committee

DISTRICT GRANT ALLOCATION

District Designated Funds (DDF) for district grants will be allocated to the clubs according to the district allocation process which is based on individual club average contributions to the Annual Programs Fund for the preceding three Rotary Years as a percentage of such contributions of all D5240 clubs. Newly chartered clubs will receive a first year allocation of $500. The allocation schedule will be posted on the district website under 2021-22 District Grants.

This allocation policy applies to grant requests made in Round 1, January 15 - March 31, 2021. After March 31, 2021, DDF allocated to Clubs will be considered unused, and will be used to create a Round 2 allocation beginning on April 1, 2021..

DISTRICT GRANT ALLOCATION

Grant requests in Round 2, April 1-June 30, 2021 are approved on a first come first serve basis. Any Qualified/Certified Club can apply for a Round 2 grant.

If there are DDF funds available for district grants after March 31, 2021, certified clubs may submit an additional district grant application for funding beginning immediately after midnight PDT on April 1, 2021, i.e., immediately after Round 1 ceases.

Up to $1,000 DDF will be allowed per club. On April 1, 2021 @ 5:00pm (Pacific Daylight Time); if the Round 2 demand exceeds the supply of available DDF; then all available funds will be divided equally among the applications received by 5:00pm (Pacific Daylight Time) on April 1, 2021.

DISTRICT GRANT APPLICATION

The process for submission of grant applications is:

Use the 2021-22 fillable PDF form available on the 2021- 22 District Grants subpage of the District 5240 website.

DDF funding for Round 1 grant applications will be based on the individual club allocations for 2021-22. DDF funding for Round 2 grant applications is on a first come first served basis beginning on April 1, 2021.

The club submits the grant application to the District Grant Committee (DGC), in electronic form as a PDF file, by email to [email protected].

DISTRICT GRANT APPROVAL

District grant projects approved for Rotary year 2021-22 must not begin before July 1, 2021 and must be completed and the final report submitted on or before June 30, 2022. No contract, oral or written, for purchase of goods or services included in the grant project may be entered into before July 1, 2021.

Only project expenditures which were pre-approved as part of the grant application will be reimbursed. Requests for reallocation of funds or other modifications to the original grant must be approved in advance by the DGC. Requests for changes should be sent to the DGCC with a description of and justification for the change.

DISTRICT GRANT FINAL REPORT

A FINAL REPORT is required. District grants are reimbursement grants. A check for the approved amount of DDF match to the club will be sent after the final report is received and approved by the District Grants Subcommittee Chair (DGSC) and after block grant funds for the district grant are received from TRF.

In all cases, however, the project must be completed, and the final report submitted and approved by June 30, 2022. If the project is incomplete or the final report has not been submitted and approved within that time frame, the club’s grant application becomes void, and no DDF reimbursement will occur for that grant.

Email District Grant Applications in PDF Format to [email protected]

DISTRICT GRANTS and GLOBAL GRANTS

Global grants support large international activities with sustainable, measurable outcomes in Rotary’s areas of focus. By working together to respond to real community needs, clubs and districts strengthen their global partnerships.

Global grants can fund: • Humanitarian projects • Scholarships for graduate-level academic studies • Vocational training teams, which are groups of professionals who travel abroad

either to teach local professionals about their field or to learn more about it themselves

GLOBAL GRANTS

GLOBAL GRANT POLICY

Global Grants are generally governed by the Terms and Conditions prescribed by The Rotary Foundation (TRF) and "A Guide to Global Grants", publication 1000-EN—(319). However; it is necessary to review the provisions of the District 5240 policy to insure compliance prior to submittal and approval for your Global Grant application.

A Global Grant may be submitted at any time during the Rotary year, but base on the limitations and conditions described in the D5240 policy.

It is important that the committee members in each Club read and understand this policy. Policy provisions are located on the DRFC subpage of the District Website: https://rotarydistrict5240.org/SitePage/grants-sub-committee

GLOBAL GRANT POLICY

Prior to making a decision at the Club level to pursue an application for a global grant, and to help facilitate a smooth review process; it is important to contact the District’s Global Grant Committee Chair and provide basic information, such as the name of the grant, the partners, and the intended amount of District Designated Funds (DDF) that will be requested. The District Global Grant Committee is responsible to insure that DDF is allocated properly to grants that have a reasonable probability for success.

The Global Grant Committee Chair for 2020-2021 and 2021-2022 is Chas Wilson (Simi Sunrise); email: [email protected]

GLOBAL GRANT LIFE CYCLE Pre-application phase

• Needs assessment • Project Planning

– Budget, schedule, sustainability – Engage TRF – Engage Cadre teams

• Additional team members – International Club – Cooperating Partner(s) – optional – Work with TRF to help vet partners

• Complete project planning – Solicit funding commitments

GLOBAL GRANT ON-LINE APPLICATION FLOW

GLOBAL GRANT POST APPLICATION STEPS

GLOBAL GRANT ON-LINE APPLICATION

• May use the optional Global Grant Application Template (Word document) for initial step and team review

• TRF online tool – focus of this presentation – Enter required data including funding – Create MOUs between all parties – Engage District Global Grant Committee while still in

“DRAFT” status for comment and pre-approval – GG Committee requires Cash Contribution Forms

from any supporting D5240 clubs

District Rotary Foundation Committee

Grants Sub-Committee Contacts

David Gore Grants Committee Chair

[email protected] Pat Abruzzese

District Grants Subcommittee Chair [email protected]

Chas Wilson

Global Grants Subcommittee Chair [email protected]


Info on District Grants, Global Grants, & Club Qualification and Certification

Grant Qualification & Certification Workshops

REMEMBER: President-elect and ‘at least’ one other experienced club member are required to participate in a workshop to be able to use Grant Program.

WORKSHOP #1: Thursday November 19 @ 5:30PM WORKSHOP #2: Tuesday December 15 @ 5:30PM

FINAL WORKSHOP: Thursday January 7 @ 5:30PM

GRANTS MANAGEMENT SEMINAR

QUESTIONS or

CLARIFICATIONS