grants club qualification seminar 2015-16 district 5450 grants club qualification seminar: 2015-16...

Grants Club Qualification Seminar 2015-16

District 5450District 5450

Grants Grants Club Qualification Club Qualification Seminar: 2015-16Seminar: 2015-16

December 6, 2014December 6, 2014

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WelcomeWelcome

Peter EwingPeter EwingDistrict Governor 2014-District Governor 2014-

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IntroductionIntroduction

Carolyn SchraderCarolyn SchraderGrants ChairGrants Chair

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Training for 2015-16 Training for 2015-16 Club Qualification Club Qualification

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District Policies Grants

District Grants Global Grants

Humanitarian Projects Scholarships

Club Qualification


Training for 2015-16 Training for 2015-16 Club Qualification Club Qualification

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Introduce the latest policies for Rotary Grants:

• RI

• District 5450

Help Clubs become comfortable with grants

Share what we know


The Rotary The Rotary FoundationFoundation

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District Foundation District Foundation CommitteeCommittee

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Rotary DirectRotary DirectWeb: Easiest and preferred method “Frequency”

Handout: Rotary Direct Form

Contribution Form: TRF Contribution Form (123)

Phone: 1-866-976-8279

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https://www.rotary.org/en/document/10951


Rotary District 5450Rotary District 5450Ambassadorial Ambassadorial ScholarshipsScholarships

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Adams PriceScholarship Committee


Scholarship Program Scholarship Program BackgroundBackground

THEN

Oldest program of TRF (1947)

40,000 scholars from 150 nations

75++ scholars from D5450

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NOW

New program of DISTRICT

Global Grant

2013 was inaugural year


What Does Scholarship What Does Scholarship Cover? Cover?

$30,000 to be used to defray costs associated with:

Round-trip transportation

Tuition

Room and board

Educational supplies

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Areas of Focus – Global Areas of Focus – Global GrantsGrants

Candidates must have a past, present AND future in:

1. Promoting Peace2. Fighting Disease3. Providing Clean Water4. Maternal and Child Health5. Supporting Education6. Growing Local Economies

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1. Architecture & related (Temple Buell)


Other Key RequirementsOther Key Requirements Will use to study abroad Graduate level Funds spent during Rotary year Work, school or residence in District

5450 NOT Rotarian, or within 2 generations in

past 3 years Rotary Host in study region Reporting requirements same as other

Global Grants13


Process & TimingProcess & Timing

Spring 2015 Clubs Begin Recruitment

Fall 2015 Pre Qualification Form

Fall 2015 Full Application

Winter 2015 Interviews

Winter 2015 University Acceptance & Global Grant Application

Winter 2015 Global Grant Award

Spring 2016 Pre Departure Training

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What Can You Do?What Can You Do?

CLUB

Identify & sponsor scholar candidates

Publicize

Become the Program Chair for your club

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DISTRICT

Outreach

Social Media

Interviews

Orientation

Grant Administration


District 5450District 5450

Grant PoliciesGrant Policies2015 - 20162015 - 2016

December 6, 2014December 6, 2014Kevin W. O’ Connell - DGEKevin W. O’ Connell - DGE

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District Grants Goals 2015-District Grants Goals 2015-1616

Deliver highly effective and innovative service projects

Engage more Clubs in the District Grants program

Establish equitable criteria to determine eligibility to apply for grants

Have measurable project objectives

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Recurring Challenges for the Recurring Challenges for the DistrictDistrict

Encourage larger, more impactful projects

Matching funds available for grants are directly tied to TRF giving levels year over year

Limits on amount and purpose of grants

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Challenges for the District Challenges for the District (continued)(continued)

Need for flexibility and equity when allocating matching funds

Establishment of best practices and keeping on par with practices used by other Districts in Zone 21b/27

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Change to Meet District Change to Meet District GoalsGoals

To reflect each Club’s commitment to The Rotary Foundation, District has set a new qualification requirement:

Minimum annual Club per capita giving of $50 to the Annual Fund

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Change to Meet District Change to Meet District GoalsGoals

Status based on current year for 2015-2016 qualification

Each Club’s giving will be reported monthly in District Newsletter

Three year exception for new clubs

Special calculation for Clubs with Satellite Groups

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Additional Changes for Additional Changes for District GrantsDistrict Grants

Elimination of first come first serve policy

Other changes discussed in District Grant presentation

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Grant Policies 2015-2016 – In Grant Policies 2015-2016 – In ConclusionConclusion

Aligned with principles of the 4-Way Test (fairness, equity, beneficial)

A shift in emphasis to encourage more Clubs to participate in District Grants

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District GrantsDistrict Grants

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Presented by Diane Messamore


Club initiated and hands on

short-term Rotary projects

that benefit

underserved groups of people

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District District 5450 District 5450 District GrantsGrants


District Grants Goals 2015-District Grants Goals 2015-1616

More Clubs participating

More equitable way to allocate District match

Link between TRF giving and grants

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Changes to Meet District Changes to Meet District GoalsGoals

Elimination of first come first served

Lower maximum DDF per Club

Additional engagement with clubs that have not previously participated

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District Grants District Grants RequirementsRequirements

Hands on participation by sponsoring Clubs Local or international projects that meet

identified community needs Goals that are specific and measurable Focus on new projects, not long term

maintenance

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Grant RequirementsGrant RequirementsInternational District International District

GrantsGrants Project will help in development of a future

Global Grant

D5450 Rotarians actively participate at the project site

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District Grant LimitationsDistrict Grant Limitations

Not eligible for funding:

Microcredit Vocational travel teamsScholarshipsYouth Exchange, RYLA, etc.Building construction

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DDF for District Grants DDF for District Grants 2015-162015-16

Maximum DDF for each Club $2,500 total for all projects

Maximum per project: $2,500 if one Club;

$3,250 for two clubs

$4,000 for three or more Clubs

No additional match from TRF

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Repeat ProjectsRepeat Projects

For projects that were done in 2014-15, and repeated in 2015-16, DDF will be reduced:

• 65% in second year of the project

• 35% in third year

• No DDF in fourth year.

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District Grant Application District Grant Application 2015-162015-16

Elimination of First Come First Serve

Grants Subcommittee members can help in early stages

Submit draft applications for 2015-16 year between May 8 and May 22, 2015

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District advises on necessary changes

Final budget and other Club financial commitments due July 1

Total DDF available per Club is $2,500

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Club may submit two or more applications, ranked by importance (1,2,3)

Eligible applications pooled by rank

Grants awarded by pool

Pro rata award if insufficient matching funds for pool

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District Grant RequirementsDistrict Grant RequirementsClub Qualification 2015-16Club Qualification 2015-16

Lead Club need not be qualified when submitting draft

Lead Club confirms qualification before July 1, including $50 per capita giving

Grant awards announced by mid July

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District Grant ReportingDistrict Grant Reporting

Report required 2 months after completion; no later than May 31, 2016

Must report any implementation delays

No new grant if club is late in reporting.

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District Grant ReportingDistrict Grant Reporting What was accomplished How many Rotarians

participated and what did they do

Spending and funding summary Include any Non-grant funds

and in kind donations Report volunteer hours

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District Grant ReportingDistrict Grant Reporting Complete receipts required Documentation on how

vendors were chosen and equipment identified

Rotary signage and branding Bank statements showing all

grant fund transactions

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A Successful District GrantA Successful District Grant Has active Rotarian involvement Is a collaboration with the

community, including the underserved beneficiaries

Has good documentation Is part of a long-term

relationship with the beneficiary

Grants Club Qualification Seminar 2015-16 41

Best Practices for District Best Practices for District GrantsGrants

Set next year’s club service project budget

Adopt process for deciding grant support

Consider proposals from project champions

Choose the best projects

Submit application to District


Thank youThank you

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Let’s take a breakLet’s take a break

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Oversight Oversight ReportingReporting

Club QualificationClub Qualification

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Tom WolfChair, Stewardship Committee


PurposePurpose• Understand how to manage a Rotary

Foundation grant

• Learn stewardship expectations

• Prepare clubs to implement the memorandum of understanding

• Qualify clubs to receive grant funds

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Successful Grant ProjectsSuccessful Grant Projects

• Meet community needs

• Have frequent partner communication

• Have implementation plan

• Are sustainable

• Practice proper stewardship of funds

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StewardshipStewardshipStewardship is the responsible management and oversight of grant funds, including:

• Standard business practices

• Rotarian supervision

• Financial records review

• Oversight of funds

• Reporting of irregularities

• Timely submission of reports

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Oversight and ReportingOversight and Reporting

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Learning ObjectivesLearning Objectives

• Identify best practices for managing funds and record keeping

• Identify which documents need to be retained

• Understand reporting requirements

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Financial Management PlanFinancial Management Plan

• Bank account for funds

• Distributing funds

• Use checks/bank cards to track funds

• Detailed ledger

• Include local laws

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ResourcesResources

• Document retention worksheet

• Financial management plan worksheet

• Transferring custody of a bank account

• More on Rotary.org

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Document RetentionDocument Retention

• Provide access

• Retain for a minimum of five years

• Make copies

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Conflict of InterestConflict of Interest

• Exists when a Rotarian benefits financially or personally from a grant

• Benefit can be direct (the Rotarian benefits) or indirect (an associate of the Rotarian benefits)

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Grant ReportingGrant Reporting

Reporting on a regular basis is a requirement for all Rotary Grants

A Club will not be eligible to sponsor an addition Grant if reporting is not current on all open Rotary

Grants

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District Grant ReportsDistrict Grant Reports

• Final Report no later than May 31 or within two months after completion of grant, whichever is earlier.

• Interim Reporting required every two months from May 31 if grant completion is delayed.

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Global Grant ReportsGlobal Grant Reports

• Progress reports

• Within 12 months of first payment

• Every 12 months through the life of the grant

• Final report within 2 months of completion

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QualificationQualification

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Learning ObjectivesLearning Objectives

• Understand qualification requirements

• Manage club qualification

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Qualification RequirementsQualification Requirements• Attend a grant management seminar-President

or Appointee

• Agree to club memorandum of understanding and submit signed MOU to district

• Submit current filed IRS Form 990 to District

• All Grant Reporting Current

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Additional RequirementAdditional Requirementeffective 2015-16effective 2015-16

Club must meet, in previous Rotary year, minimum $50 per capita giving to TRF

•Giving to Annual Fund only

•Special rules for new/ Satellite Clubs

•Club can track through monthly District reports

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Terms of QualificationTerms of Qualification

• Valid for one year

• Club responsibility for grant funds

• Disclose conflicts of interest

• Cooperate with all audits

• Use grant funds properly

• Implement the club MOU

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Maintaining QualificationMaintaining Qualification

• Follow terms of club MOU

• Appoint club member/committee to manage club qualification

• Fully implement stewardship practices to prevent misuse of funds

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Club Qualification ChairClub Qualification Chair

PDG Dave Beall

8081 South Albion Street

Centennial, CO 80122

720.851.1414

Fax 720.851.0816

Cell 303.981.2756

E-mail [email protected]

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Stewardship ChairStewardship Chair

Tom Wolf

303.628.3670

Fax 303.623.2062

E-mail [email protected]

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Thank youThank you

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District 5450 District 5450 Global GrantsGlobal Grants

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Presented by Carolyn Schrader


Sustainable Rotary projects

that benefit

underserved groups of people

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District District 5450 Global Grants5450 Global Grants


Global GrantsGlobal Grants

Partnership of Qualified Clubs Both Clubs must be qualified

Project in one of 6 Areas of Focus

Needs Assessment

Sustainable and measureable

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DDF for Global GrantsDDF for Global Grants

$10,000 maximum DDF for each Club

Maximum per project:

$10,000 if one Club;

$12,500 if two Clubs, and

$15,000 for three or more Clubs

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Global Grant FinancingGlobal Grant Financing

DDF matched 100% from TRF

Cash matched 50% from TRF

Non-Rotarians also matched by TRF

Up to a 3 ½ to 1 match

Minimum project: $35,000


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Minimum BudgetMinimum Budget

Project: Water and Sanitation in Kenya

5450 Clubs Funding $10,000

Host Club Funding $ 0

District Match (DDF) $10,000

Rotary Match $15,000

Total Project $35,000


Areas of FocusAreas of Focus

Peace and Conflict Prevention/Resolution

Disease Prevention and Treatment

Water and Sanitation

Maternal and Child Health

Basic Education and Literacy

Economic and Community Development

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Key Steps for a Global GrantKey Steps for a Global Grant

1. Community Assessment

2. Host Rotary Club

3. Collaboration to develop the project

4. Budget and timeline


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Key Steps for a Global GrantKey Steps for a Global Grant

5. Find funding

6. Send Pre-application to District

7. Apply on line

8. Work with TRF to meet requirements


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Needs AssessmentNeeds Assessment

Host Club should conduct assessment

Choose a project that is doable and eligible for Rotary funds

Evaluate community resources and integrate them in the project

Include the community in the planning


Conflict of InterestConflict of Interest

• Exists when a Rotarian benefits financially or personally from a grant

• Benefit can be direct (the Rotarian benefits) or indirect (an associate of the Rotarian benefits)

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Project PlanningProject Planning

Form a three-person grant committee

Assign responsibilities

Develop an implementation plan

Create a budget

Establish a document retention plan

Disclose potential conflicts of interest


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Setting GoalsSetting Goals Measurable

Sustainable

Qualitative (descriptive)

Quantitative (numeric)

Identify baseline data source


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SustainabilitySustainability

Sustainable projects have continued impact after the funds are spent. They:

Meet community needs

Develop community ownership of the project to create long-term change

Make optimal use of local resources

Increase capacity in assets and knowledge


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Sustainability QuestionsSustainability Questions What do you need?

What is necessary to meet that need?

• What can you do?

• How can we help you?

How can we make it last?

• New skills?

• Ways to generate income to support the project

• Other resources?


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Creating a BudgetCreating a Budget

Realistic

Competitive bidding

Can include 10% for project management

Can have 10% contingency

Up to $500 for project signage


District 5450 Review ProcessDistrict 5450 Review Process

Pre-Application to District for review firstAssistance in the planning/concept stageWork jointly with District Grant Advisor to meet TRF requirementsPre-Application form and Grant Advisor contacts on the District 5450 website

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Applying for Global GrantsApplying for Global Grants

Online application

Rolling deadline

Project Rotarians must be identified

Clubs must be qualified for authorization

Minimum budget of US $35,000


Global Grant ApplicationGlobal Grant Application

Identify community needs

• Reference community assessment

Describe activities and outcomes

Connect project to an area of focus

Show how Rotarians will be involved

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Global Grant ApplicationGlobal Grant Application

Detailed plan and budget

Do not show DDF until District approves amount of DDF

How activity is sustainable

How outcomes will be measured

Evaluation reporting to be provided

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Finances and RecordkeepingFinances and Recordkeeping

Separate Club Bank account for each grant

Receipts for all expenditures

Detailed ledger

Five year retention; can be electronic

Accessible to Club members

District will provide on-line storage

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Global Grant ReportsGlobal Grant Reports• On line reporting

Progress reports

First due within 12 months of payment

Prudent to accelerate first report

Document progress to date

Show spending for receipted expenses

All reports require 4 authorizations


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Global Grant Reports:Global Grant Reports: Frequency Frequency

Progress reports

Within 12 months of first payment

Every 12 months thereafter

Final report within 2 months of completion

Reports require receipts over $75


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Global GrantsGlobal Grants Material included in handout and

on District website Portal.clubrunner.ca/50085

More information on Rotary website www.rotary.org In My Rotary Under The Rotary Foundation, or Learning and Reference


Thank youThank you

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Foundation Funding ModelFoundation Funding Model

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Presented by Carolyn Schrader


Model: Investment income for first 3 years after contributions received is used to fund expenses

Since 2009, operating expenses paid from World Fund

Time to develop a new model

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Current Foundation Funding Current Foundation Funding For Operating Expenses For Operating Expenses


Effective July 1, 2015

Administrative Charges on cash contributions:

• 5% on contributions to Annual Fund

• 5% on pass-throughs for Global Grants

• 10% or less on certain corporate gifts Not PolioPlus or Endowments

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New Foundation Funding New Foundation Funding For Operating Expenses For Operating Expenses


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Current Foundation Funding Current Foundation Funding Cash from RotarianCash from Rotarian

Your contributions to TRF:

50% to Annual Fund

50% held in separate account for 3 years

• After 3 years: available to District as DDF


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Foundation Funding ModelFoundation Funding ModelCash from RotarianCash from Rotarian


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Foundation Funding ModelFoundation Funding ModelClub Payment to Global GrantClub Payment to Global Grant

$100Club commitment to Grant $100

Administrative Charge $ 5

Total Club Payment $105

Contributions direct to Grant Project Account do not incur Admin Charge, butNo Paul Harris creditLikely wire and currency fees


Impact of Pass-ThroughImpact of Pass-Through

Cash contributions require additional 5% payment

Both Club and Rotarian contributions

Paul Harris points awarded on full contribution

Full contribution deductible to donor

Likely 6 weeks+ delay on receipt of funds

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Impact of Sending FundsImpact of Sending Funds to Project Account to Project Account

No additional 5% payment

Wire transfer and currency fees

No Paul Harris points awarded

Full contribution deductible to donor

Funds sent (after Grant approval) immediately available for project

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District Assembly June 2014

Annual Fund Contributions from D5450

50% returned to D5450 in 3 years (DDF)

45% to the TRF World Fund

District Grants use DDF (up to 50%)

Global Grants use:

Remaining DDF, and

TRF Funds from Rotarians worldwide

Sources of the Rotary MatchSources of the Rotary Match

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Thank youThank you

Next:

Return on Rotary


What to do?What to do?

Decide what works best for your Club


Return on RotaryReturn on Rotary

Showing the impact of

Service Above Self

Peter Ewing


All humanitarian or youth service activities

Collecting information for 2013-2014 2014-2015

Accessible data base for Rotarians

Info on:• Cash and in-kind donations

• Volunteer hours


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Thank you for joining us Thank you for joining us todaytoday

Service Above Self

grants club qualification seminar 2015-16 district 5450 grants club qualification seminar: 2015-16...

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