District 5240 2011-2012 Grants

1. District 5240 2011-2012 Grants Larry (Slumpy) Smith RC of China Lake 2010-2012 Grants Chair Personal email- larry.smith217@verizon.net Grants email-2011.2012grantsD5240@gmail.com 760-382-5755 (cell) 760-375-7697 (home & FAX)

2. Acronyms • TRF = The Rotary Foundation • DRFC – District Rotary Foundation Chair • MG = Matching Grant • DSG = District Simplified Grant • DTG = District Travel Grant • Unique to D5240 • DDF = District Designated Funds • POC = Point of Contact • RC = Rotary Club • Such as RC of China Lake

3. 2011-2012 Grants Committee • Chair – Larry Smith (China Lake) • Co-Chair – Heather Frankle (Simi Sunrise) • Future Vision/Pilot & Non-Pilot district issues • Email: hfrankle@earthlink.net • Member – Bob Lata (Paso Robles) • Email: paso57@pacbell.net • Member – Loretta Butts (Atascadero) • Email: lorettabutts2001@yahoo.com • Member – Tim Trujillo (Tehachapi) • Email: tim-trujillo@earthlink.net

4. Type of TRF grants Matching Grant District Simplified Grant Intl or local Partner not required Only DDF match Approved by the district DDF match $1 to $1 Max $3K match for 1 club Max $4K match if 2 or more clubs District can request up to 20% of DDF for DSGs • International project • Partner club required • Both a D5240 DDF match and a TRF (World Fund) • Approved by TRF • Min TRF match - $5K • DDF match club cash $1 to $1 • TRF match DDF $1 to $1 • TRF match club cash 0.5 to $1 • Min $100 Partner club • TRF will not match Non-Rotarian funds • TRF Max of 5 Open MGs/club

5. Matching Grant Types • Matching Grants • Up to $25,000 of World Funds requested • Minimum TRF match is $5000 • Competitive Matching Grants • Request US$ 25,001 or more from TRF • Community Needs Assessment • Provide info how project is viable and will be maintained • Evidence of Community involvement and ownership • Trustees review and approve twice/year • Deadlines are 1 Aug and 1 Jan

6. Appropriate Use of TRF Funds • Humanitarian projects • Rotarian participation in projects • Financial support is NOT considered active involvement • Development of Rotary networks • Spend consistently with TRF guidelines and approved application • Vigilant oversight • Sustainability (becoming more important)

7. Eligibility Guidelines

8. Reporting • Progress reports required by TRF at least every twelve months for the life of the grant • Final report due within two months of completion • Primary report responsibility noted in application • BOTH sponsors are responsible • TRF will reject new MG applications if either the Int’l or Host Partner have delinquent reports on open grants • D5240 will not process new MG application if club is delinquent in reports on open MGs or DSGs

9. Delinquent Reports • Continues to be an issue • Currently Three D5240 open grants with delinquent reports • Had MGs that were 15 months delinquent in reporting • Grants Committee now actively tracking all MG report due dates • 3 months prior to report due date MG Primary Contact and Club President will receive an email reminder from Grants Committee • With follow ups if reports not submitted by due dates Comment in a TRF email on 9 Sept: Please note that failure to submit timely reports will affect your club’s or district’s future participation in TRF grant programs.

10. TRF Grant ReportsNew process effective 1 July 11

11. Future Vision • District 5240 is a Non-Pilot District • Operate under the current (old) system of Matching Grants (MGs) and District Simplified Grants (DSGs) during our year • Cannot do a Matching Grant (MG) with a Pilot District • Can transfer DDF to a Pilot District club for ongoing projects with clubs in a Pilot District • See Heather Frankle • Cannot donate to a Global Grant nor a Pilot District club cannot donate to a MG • Can do a DSG in a Pilot District since there is no match from TRF and a Int’l Partner is not required

12. D5240 DDF Allocation System • MG DDF is allocated to each club based on three prior years APF giving as a percentage of total District APF • Fosters cooperation and communications between clubs • Clubs more aware of APF contribution to district’s total APF • Club owns their allocation until a pre-determined cutoff date • Use for your club’s MG or transfer to another club for their MG • After per-determined cutoff date unused funds return to the District Grants Committee • First come-first served

13. MG DDF Allocation Period from 1 July to Midnight 31 Aug • $160K of DDF allocated for MGs • Can collect as much DDF as needed = no limits during allocation period • But…..Always a $1 DDF match for $1 of club cash…and no more! • Transfer Forms required if transferring DDF allocations from one club to another for a MG • Transfer Forms must be attached to MG application • If no plans to use your allocation, please tell me

14. MG Policy starting 1 Sept(allocation period has ended) • If MG application submitted on 1 Sept or after = Same as this year • Base of $3K match to a Max of $6K • Always $1 for $1 • Extra $1K for each additional club up to $2K extra • Extra $1K for each area of TRF Focus up to $2K extra • New ‘Waiver’ clause added

15. District Simplified Grant (DSG) Policy • DDF for DSGs = $57,543.00 • Raised limits • $3K for a one club DSG • $4K for 2 or more clubs • Always a $1 for $1 match • DSG eligibility, Terms and Conditions essentially identical to MGs • Reimbursable

16. DSG Limits(new as of 21 June 2011) • During the 2011-2012 Rotary year, a club can apply for a maximum of four (4) DSGs and/or a total DSG DDF match of $8000.00.  • If a D5240 club is the supporting/secondary club on the DSG but contributes $501or more to the DSG, it will count as one of that club’s 4 DSGs and will be counted against their $8K limit. If a supporting/secondary club contributes $500 or less of club cash to the DSG it will only count towards their $8K DDF total match for the year and not their 4 DSG limit. • A lead/primary club on a DSG can only have 3 open DSGs at any time including any 2010-0xx DSGs still open from the 2010-2011 Rotary year.  • On 1 Feb 2012, if there is more than $15K of DSG funds remaining, the limits will be lifted and allow any clubs who may have reached the 4 DSG and/or $8K limit to submit additional DSG applications until the funds are exhausted although the 3 DSGs open at one time limit will still apply.

17. District Travel Grant • Unique to our District • Funded by the District’s Charitable Foundation • Current rules: • Max $1,500 individual/ $3,000 club • Once every 3 yrs/individual Rotarian • One DTG/club/year • Reimbursable • Match is $1 for $1 district to club or individual • May be used for any reasonable cost • IE Shots, rental van or shuttle, meals…

18. D5240 Rotaract Matching Grant Program (RMG) • DCF has established a Rotaract Grant program • $2000 max match • One time limit • Can be in multiple increments • Must be partner with a Rotary club who is participating in the grant • Same requirements as a TRF MG • Reimburseable

19. D5240 Grant pitfalls • Attempting to use grants for “donations” to other organizations • Attempting to use grant funds to purchase non-humanitarian items • Changing project after grant approval • No or little Rotarian involvement in grant project by Int’l Club (D5240 club) • Not reading TRF Terms and Conditions or Eligibility Guidelines • Completion Checklist not used

20. D5240 Grants CommitteeIssues & procedures • Don’t send applications to me in piecemeal fashion • Do not send your MG or DSG as individual 1 page .jpeg files • Reset your scanner preferences to scan to .pdf files • Use the TRF MG calculator • Use the completion checklist on a MG • Check the boxes • We will review drafts • Once the MG application has been certified, it’s your responsibility to send it to TRF Contact Center • Host club district can certify the MG

21. Questions?

22. Report Content • Project accomplishments • Rotarian involvement • Information on the beneficiary • Statement of income and expense • Bank statement • Certifying Signature

23. Rotarian Involvement • Communicate with partners for life of project • Establish committees to oversee project • 3 Rotarians each from Host and Int’l clubs • Plan and implement project jointly • Visit project site • Submit reports to TRF • Ensure proper stewardship of grant funds

24. Project Committee • At least six Rotarians (3 from each club) • Oversees and implements project • Reports to board of sponsoring clubs

25. Stewardship • Treating TRF funds as a sacred trust • Competent and thorough supervision of the project • Implementing projects as approved • Financial review of projects

26. MG Bank Accounts • Separate accounts should be established for each grant • Two signature accounts • Payment should be made to a bank account opened specifically for the project • TRF does not allow funds to be split between multiple accounts • Project account name should be such that it is easily identifiable with the club and project • Use of club charitable foundations? • Acceptable but not preferred

27. Financial Records • Demonstrates that funds were used effectively and efficiently • Meets the conditions of the grant award • Meets all legal requirements • Embodies trust and opens the door for future projects • Recommend use a program like QuickBooks for project execution

28. Top 10 Matching Grant Pitfalls • Budget does not equal Financing • Rotarian Participation consisted only of contributing Funds • Contributions were sent to TRF before Grant approval • Application is submitted in piecemeal fashion • Partners are delinquent on reporting • Application is missing signatures • Communication between Partners is weak • Project does not meet real needs of community • Partner clubs are not in good standing with RI • Partners changed project scope without prior approval from TRF

29. Back ups

31. District MG Tracking spreadsheet