1 / 33

Session 4 QUALIFICATION

Session 4 QUALIFICATION. THE ROTARY FOUNDATION CLUB QUALIFICATION MEMORANDUM OF UNDERSTANDING ( MOU ). LEARNING OBJECTIVES. UNDERSTAND QUALIFICATION REQUIREMENTS MANAGE YOUR CLUB QUALIFICATION. THERE ARE TWO MOU’s TO CONSIDER ……… 1. TRF-CLUB QUALIFICATION MOU

rob
Download Presentation

Session 4 QUALIFICATION

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript


  1. Session 4QUALIFICATION

  2. THEROTARYFOUNDATIONCLUBQUALIFICATIONMEMORANDUMOFUNDERSTANDING(MOU)THEROTARYFOUNDATIONCLUBQUALIFICATIONMEMORANDUMOFUNDERSTANDING(MOU)

  3. LEARNINGOBJECTIVES • UNDERSTAND QUALIFICATION REQUIREMENTS • MANAGE YOUR CLUB QUALIFICATION

  4. THEREARETWOMOU’sTOCONSIDER……… • 1. TRF-CLUBQUALIFICATIONMOU • 2. D-5240ADDENDUMTOTHETRFCLUBMOU

  5. 1.CLUBQUALIFICATION • -Two “experienced” Club members must attend a District Grant Management Seminar • -Qualification is valid for one year

  6. 1. CLUBQUALIFICATION • -A “lead” or “sponsoring” Club must be qualified before they can receive TRF funds (DDF or World Funds) for both District Grants, Global Grants and Packaged Grants • -A non qualified Club may only participate in a grant

  7. 1. CLUBQUALIFICATION • -A Club must be in compliance with grant reporting as of the day of approval by the District…and it must comply with this MOU and all applicable TRF policies • -A Club must cooperate with any financial, grant, or operational audits

  8. 1. CLUBQUALIFICATION • ANY MISUSE OR MISMANAGEMENT OF GRANT FUNDS WILL RESULT IN EITHER THE SUPENSION OR REVOCATION OF THE CLUB QUALIFICATION

  9. 1. CLUBQUALIFICATION • -Incorporated Clubs will need a Club resolution approved by its Board agreeing to both the TRF Club MOU and the District Addendum…both signed by the Club President and Secretary • -Unincorporated Clubs—no Club resolution needed

  10. 1. CLUBQUALIFICATION • -ClubPresidentandPresident-Electmustsign: • 1.TRF ClubMOU • 2. D-5240ClubMOUAddendum • When signed the Club keeps copies of both and sends copies to the District Document Retention site

  11. 2. CLUBOFFICERRESPONSIBILITIES

  12. 2. CLUBOFFICERRESPONSIBILITIES • -Who in your Club will manage, implement, and maintain Club Qualification? (Two “experienced” members recommended) • - Who in your Club will ensure that grant funds are not used for political or religious purposes?

  13. 2. CLUBOFFICERRESPONSIBILITIES • -Who in your Club will ensure that all TRF Grants adhere to stewardship and proper grant management • -Who in your Club will ensure that individuals involved in a grant have no ACTUAL or PERCEIVED Conflict of Interest

  14. 3. FINANCIALMANAGEMENTPLAN

  15. 3. FINANCIALMANAGEMENTPLAN • -The Club must have a written financial management plan to provide consistent administration of grant funds. • -The District Grants Treasure will provide a standard set of accounts which will ask the Club to include complete records of all receipts and disbursements of grant funds

  16. 3. FINANCIALMANAGEMENTPLAN • -Ensure that all grant activities, including the conversion of funds, comply with local law including…. • Conversion of Funds • TRF uses OANDA.COM to convert foreign currency to dollars

  17. 3. FINANCIALMANAGEMENTPLAN • -Local laws may be less stringent than TRF requirements—be sure to adhere to TRF requirements • -Some area laws may be more stringent than TRF laws • -KNOWYOURLOCALLAWSANDTHOSEINTHECOUNTRYOFTHEPROJECT • -Who in your Club will be responsible for the Financial Management Plan

  18. 4. BANKACCOUNTREQUIREMENTS

  19. 4. BANKACCOUNTREQUIREMENTS • -Global Grants will require a separate bank accounts for TRF funds • -District Grants—reimbursable after submission of “Final Report” no need for separate bank accounts • -Use checks/bank cards to track fund distribution

  20. 4. BANKACCOUNTREQUIREMENTS • -Two Rotarian signatories for disbursements • -Accounts must be low or no interest bearing accounts….and with any interest earned documented and reported • -Grant funds shall not be placed in investment accounts • -Bank statements and receipts must be available to TRF and the District

  21. 4. BANKACCOUNTREQUIREMENTS • -A Club must maintain a written plan for transferring custody of the bank accounts in the event of a change in signatories

  22. 5. REPORTONUSEOFGRANTFUNDS

  23. 5. REPORTONUSEOFGRANTFUNDS • -A Club must adhere to all TRF reporting requirements….. • -TRFandD-5240 requires • Project narratives • Rotarian involvement and oversight • Community impact • Financial statements

  24. 6. DOCUMENTRETENTION

  25. 6. DOCUMENTRETENTION • -Documents should be accessible to everyone in the Club and District • -Documents must be retained for a minimum of five years or longer if local laws require • -What is your Clubs current system of document retention

  26. 6. DOCUMENTRETENTION • IndependentofyourClubsretentionpolicies..…yourClubmustalsobecompliantwiththeretentionpoliciesoftheDistrict

  27. 7. REPORTINGMISUSEOFGRANTFUNDS

  28. 7. REPORTINGMISUSEOFGRANTFUNDS • -ThequalificationprocessrequirestheClubandDistricttotrack, investigateandresolvereportsofmisuseofgrantfundsbyyourpartnersbeforeturningtoTRFforintervention • -ReportsofmisuseshouldbedirectedtotheDistrictGrantsSubcommitteeChairandtotheDistrictRotaryFoundationCommitteeChair

  29. 7. REPORTINGMISUSEOFGRANTFUNDS • -Have those with concerns of misuse submit reports in writing with their signatures to ensure credibility • -No new grants will be approved to the Cub, Individual or organization until the situation is resolved

  30. WHATMOUREQUIREMENTSHASYOURCLUBALREADYMADE?

  31. WHATREQUIREMENTSDOESYOURCLUBSTILLNEEDTOIMPLEMENTTHEMOU?

  32. Has a plan of succession been established with your Club line of Presidents and Club members to ensure retention and documentation related to qualification?

  33. LEARNINGOBJECTIVESE -UNDERSTANDINGQUALIFICATIONREQUIREMENTS-MANAGEYOURCLUBQUALIFICATION

More Related