District 5240 2011 2012 Grants Larry Slumpy Smith

District 5240 2011 -2012 Grants Larry (Slumpy) Smith RC of China Lake 2010 -2012 Grants Chair Personal emaillarry. smith 217@verizon. net Grants email 2011. 2012 grants. D 5240@gmail. com 760 -382 -5755 (cell) 760 -375 -7697 (home & FAX)

Acronyms • • • TRF = The Rotary Foundation DRFC – District Rotary Foundation Chair MG = Matching Grant DSG = District Simplified Grant DTG = District Travel Grant – Unique to D 5240 • DDF = District Designated Funds • POC = Point of Contact • RC = Rotary Club – Such as RC of China Lake

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: paso 57@pacbell. net • Member – Loretta Butts (Atascadero) – Email: lorettabutts 2001@yahoo. com • Member – Tim Trujillo (Tehachapi) – Email: tim-trujillo@earthlink. net

Type of TRF grants Matching Grant District Simplified Grant • International project • Partner club required • Both a D 5240 DDF match and a TRF (World Fund) • Approved by TRF • Min TRF match - $5 K • 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 • • • Intl or local Partner not required Only DDF match Approved by the district DDF match $1 to $1 – Max $3 K match for 1 club – Max $4 K match if 2 or more clubs • District can request up to 20% of DDF for DSGs

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

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)

Eligibility Guidelines

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 – D 5240 will not process new MG application if club is delinquent in reports on open MGs or DSGs

Delinquent Reports • Continues to be an issue • Currently Three D 5240 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.

TRF Grant Reports New process effective 1 July 11 Previous process New process What this means for your district The first report reminder letter is sent after the grant is overdue. A reminder letter will be Grant sponsors will receive an sent to grant sponsors early reminder to help reduce the two months before a number of overdue grant reports. grant becomes overdue. Report reminder letters are sent 15, 18, 21, 24, and 30 months after a grant has been paid or the last acceptable report was received. The 15 - and 21 -month reminder letters will be eliminated. Report reminder letters will be sent after 18, 24, and 30 months. Grant sponsors will receive two fewer letters on their overdue grants. List of grant sponsors that receive a 21 -month letter is posted on the RI website. The RI website posting has been eliminated. District and club names will no longer be posted on the RI website.

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

D 5240 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 predetermined 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

MG DDF Allocation Period from 1 July to Midnight 31 Aug • $160 K 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

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

District Simplified Grant (DSG) Policy • DDF for DSGs = $57, 543. 00 • Raised limits – $3 K for a one club DSG – $4 K for 2 or more clubs • Always a $1 for $1 match • DSG eligibility, Terms and Conditions essentially identical to MGs • Reimbursable

DSG Limits (new as of 21 June 2011) 1. 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. 2. If a D 5240 club is the supporting/secondary club on the DSG but contributes $501 or more to the DSG, it will count as one of that club’s 4 DSGs and will be counted against their $8 K limit. If a supporting/secondary club contributes $500 or less of club cash to the DSG it will only count towards their $8 K DDF total match for the year and not their 4 DSG limit. 3. A lead/primary club on a DSG can only have 3 open DSGs at any time including any 2010 -0 xx DSGs still open from the 2010 -2011 Rotary year. 4. On 1 Feb 2012, if there is more than $15 K of DSG funds remaining, the limits will be lifted and allow any clubs who may have reached the 4 DSG and/or $8 K limit to submit additional DSG applications until the funds are exhausted although the 3 DSGs open at one time limit will still apply.

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…

D 5240 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

D 5240 Grant pitfalls • Attempting to use grants for “donations” to other organizations • Attempting to use grant funds to purchase nonhumanitarian items • Changing project after grant approval • No or little Rotarian involvement in grant project by Int’l Club (D 5240 club) • Not reading TRF Terms and Conditions or Eligibility Guidelines • Completion Checklist not used

D 5240 Grants Committee Issues & 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

Questions?

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

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

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

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

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

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 future projects • Recommend use a program like Quick. Books for project execution

Top 10 Matching Grant Pitfalls 1. Budget does not equal Financing 2. Rotarian Participation consisted only of contributing Funds 3. Contributions were sent to TRF before Grant approval 4. Application is submitted in piecemeal fashion 5. Partners are delinquent on reporting 6. Application is missing signatures 7. Communication between Partners is weak 8. Project does not meet real needs of community 9. Partner clubs are not in good standing with RI 10. Partners changed project scope without prior approval from TRF

Back ups

District MG Tracking spreadsheet