District 5470 Stewardship Qualification and Memos of Understanding

District 5470 Stewardship, Qualification and Memos of Understanding Grant Management Seminar 1

Purpose • Understand how to manage a Rotary Foundation grant • Learn stewardship expectations • Prepare clubs to implement the MOU • Qualify clubs to receive grant funds Grant Management Seminar 2

Distribution of D-5470 Contributions to TRF Annual Fund Year money donated to TRF Amount donated 50% returned to to Annual Fund D-5470 (DDF) 50% to World Fund 2010 -11 DG Steve Berg $ 218, 616 2013 -14 DG Wally Miller $ 109, 308 2011 -13 DG Roger Ptolemy $727, 570 2014 -15 DG Clyde Church $ 363, 785 Grant Management Seminar

Club Memorandum of Understanding This document is the official Memorandum of Understanding (MOU) provided by The Rotary Foundation (TRF). It is an agreement between the club and its district, explaining what measures the club will undertake to ensure proper implementation of DISTRICT GRANTS AND GLOBAL GRANTS and management of Rotary Foundation District and Global Grant funds. By authorizing this document, the club agrees that it will comply with all Foundation requirements. 1. 2. 3. 4. 5. 6. 7. Terms of Club Qualification Club Leadership Responsibilities for Qualification Financial Management Plan Bank Account Requirements Document Retention Report on Use of Grant Funds Method for Reporting and Resolving Misuse of Grant Funds Grant Management Seminar 4

CLUB QUALIFICATION Grant Management Seminar 5

Club Qualification Requirements • Attend a grant management seminar • Agree to club memorandum of understanding and submit signed MOU to district • When applying for a Global Grant, notify District Global Grant Chair Peter Jeschofnig prior to applying to TRF to determine if District matching funds are available. Grant Management Seminar 6

Terms 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 Grant Management Seminar 7

Club MOU Club Officer Responsibilities: one club member needs to be responsible for managing grants & all requirements Financial Management Plan: written, standard set of accounts, record of all receipts, disbursements, inventory Grant Management Seminar 8

Grant Management Ensures that projects • Have proper financial control • Adhere to technical standards • Meet the needs of the beneficiaries • Fulfill their objectives • Safeguard funds Grant Management Seminar 9

Successful Grant Projects • • • Meet community needs Include frequent partner communication Have implementation plan Are sustainable Maintain proper stewardship of funds Grant Management Seminar 10

Stewardship is the responsible management and oversight of grant funds, which ensures that funds are used properly and benefit populations in need. Grant Management Seminar

Stewardship is the responsible management and oversight of grant funds, including: • Rotarian supervision • Financial records review • Oversight of funds • Reporting irregularities • Timely submission of reports Grant Management Seminar 12

Stewardship Practices Have Rotarians supervise project Implement projects as approved Follow standard business practice Report irregularities Submit reports Retain documents Grant Management Seminar

Stewardship Activities Report tracking Routine monitoring Random and targeted audits Investigating allegations Stewardship seminars Qualification Grant Management Seminar

Conflict 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) Grant Management Seminar 15

Questions? ? Grant Management Seminar 16