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District Rotary Foundation Seminar
District 1100Rotary Foundation
Seminar
8 November 2012
District Rotary Foundation Seminar
Introduction
DG David Houghton
District Rotary Foundation Seminar
Transition to Future Vision
Also known as
The New Grants Model
District Rotary Foundation Seminar
SUPPORTING DOCUMENTATION
District Rotary Foundation Seminar
Seminar Objectives
District Rotary Foundation Seminar
Seminar Objectives•Need for Future Vision changes
District Rotary Foundation Seminar
Seminar Objectives•Need for Future Vision changes
•Provide update on Future Vision
District Rotary Foundation Seminar
Seminar Objectives•Need for Future Vision changes
•Provide update on Future Vision
•How to obtain Club Qualification for Future
Vision grants
District Rotary Foundation Seminar
Seminar Objectives•Need for Future Vision changes
•Provide update on Future Vision
•How to obtain Club Qualification for Future
Vision grants
•Documentation required for Club Qualification
District Rotary Foundation Seminar
Need for Future Vision Plan
• Immense growth of projects with imbalance of emphasis
• Need to streamline operations
• Improve efficiency
• Achieve greater impact and recognition
District Rotary Foundation Seminar
Benefit of Future Vision Plan
• Simplier structure, improve efficiency
• Increased use of District Designated Funds for District Grants (up to 50%)
• Monitoring and evaluation (achieve greater impact and recognition)
• Immense growth of projects with inbalance of emphasis
District Rotary Foundation Seminar
What is changingunder Future Vision
• Ambassadorial Scholars
• Group Study Exchange
• Matching Grants
District Rotary Foundation Seminar
What is changingunder Future Vision
Ambassadorial Scholars
District Rotary Foundation Seminar
What is changingunder Future Vision
Group Study Exchange
Renamed
Vocational Training Teams
District Rotary Foundation Seminar
What is changingunder Future Vision
Matching Grants
District Rotary Foundation Seminar
• Simplify programmes and processes
• Focus service efforts to increase impact
• Support global and local efforts
• Increase sense of ownership for districts and clubs
• Enhance Rotary’s public image
Future Vision Plan Goals
District Rotary Foundation Seminar
Areas 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
District Rotary Foundation Seminar
Foundation Mission
To enable Rotarians to advance world understanding, goodwill, and peace through the improvement of health, the support of education, and the alleviation of poverty
District Rotary Foundation Seminar
Support for Foundation
Foundation needs your support through:-
•Every Rotarian Every Yearand•A suggested target of $100 per memberand•A suggested target of $1000 per club for End Polio Now
District Rotary Foundation Seminar
District Grants
Global Grants
Packaged Grants
New Grant Model
District Rotary Foundation Seminar
District Grants
• Single “block” grant awarded annually
• Local or international activities, including Vocational Training Teams and Scholars
• Local decision making with broader guidelines
• Smaller activities and projects
District Rotary Foundation Seminar
District Grants
Timing
March-June 2013
Clubs supply brief details of projects
[Club name, Brief project description, Amount]
July 2013
District Applies for District Grant
District Rotary Foundation Seminar
Global Grants
• Long-term projects
• Sustainable outcomes
• Larger grant awards aligned with areas of focus
• Suitable for projects costing from 30,000USD
District Rotary Foundation Seminar
Packaged Grants
• Allows Clubs and Districts to work with strategic partners to implement predesigned projects
District Rotary Foundation Seminar
Club Qualification
• Qualification provides clubs with controls to meet Foundation requirements and to manage grant-funded activities.
• Clubs need to qualify before applying for global and packaged grants.
District Rotary Foundation Seminar
Club Qualification
• Attend a District Seminar on Future Vision.
• Complete the Memorandum of Understanding (MOU)
District Rotary Foundation Seminar
MEMORANDUM OF UNDERSTANDING
1. Club Qualification
2. Club Officer Responsibilities
3. Financial Management Plan
4. Bank Account Requirements
5. Report on Use of Grant Funds
6. Document Retention
7. Reporting Misuse of Grant Funds
District Rotary Foundation Seminar
MEMORANDUM OF UNDERSTANDING
Club QualificationAgree to implement the financial and stewardship requirements in this memorandum of understanding (MOU) provided by The Rotary Foundation (TRF) and to send at least one club member to the district’s grant management seminar each year.
District Rotary Foundation Seminar
MEMORANDUM OF UNDERSTANDING
Club Qualification
District may also establish additional requirements for club qualification.
District Rotary Foundation Seminar
MEMORANDUM OF UNDERSTANDING
Club Officer Responsibilities
1 Appoint at least one club member to implement, manage and maintain club qualification.
District Rotary Foundation Seminar
MEMORANDUM OF UNDERSTANDING
Club Officer Responsibilities
2 Ensuring that all TRF grants adhere to stewardship measures and proper grant management practices.
District Rotary Foundation Seminar
MEMORANDUM OF UNDERSTANDING
Club Officer Responsibilities
3 Ensuring that all individuals involved in a grant conduct their activities in a way that avoids any actual or perceived conflict of interest
District Rotary Foundation Seminar
MEMORANDUM OF UNDERSTANDING
Financial Management Plan
The club must have a written financial management plan to provide consistent administration of grant funds.
District Rotary Foundation Seminar
MEMORANDUM OF UNDERSTANDING
Financial Management Plan
The financial management plan must include procedures to
A. Maintain a standard set of accounts, which includes a complete record of all receipts and disbursements of grant funds
District Rotary Foundation Seminar
MEMORANDUM OF UNDERSTANDING
Financial Management Plan
The financial management plan must include procedures to
B. Disburse grant funds, as appropriate.
District Rotary Foundation Seminar
MEMORANDUM OF UNDERSTANDING
Financial Management Plan
The financial management plan must include procedures to
C. Maintain segregation of duties for handling funds.
District Rotary Foundation Seminar
MEMORANDUM OF UNDERSTANDING
Financial Management Plan
The financial management plan must include procedures to
D. Establish an inventory system for equipment and other assets purchased with grant funds, and maintain records for items that are purchased, produced, or distributed through grant activities.
District Rotary Foundation Seminar
MEMORANDUM OF UNDERSTANDING
Financial Management Plan
The financial management plan must include procedures to
E. Ensure that all grant activities, including the conversion of funds, comply with local law.
District Rotary Foundation Seminar
MEMORANDUM OF UNDERSTANDINGBank Account Requirements
In order to receive grant funds, the club
must have a dedicated bank account that
is used solely for receiving and disbursing
TRF grant funds
District Rotary Foundation Seminar
MEMORANDUM OF UNDERSTANDINGBank Account Requirements
A. The club bank account must
1. Have a minimum of two Rotarian signatories from the club for disbursements
2. Be a low- or noninterest-bearing account
District Rotary Foundation Seminar
MEMORANDUM OF UNDERSTANDINGBank Account Requirements
B. Any interest earned must be documented and used for eligible, approved grant activities, or returned to TRF.
District Rotary Foundation Seminar
MEMORANDUM OF UNDERSTANDINGBank Account Requirements
C. A separate account should be opened for each club-sponsored grant, and the name of the account should clearly identify its use for grant funds.
District Rotary Foundation Seminar
MEMORANDUM OF UNDERSTANDINGBank Account Requirements
D. Grant funds may not be deposited in investment accounts including, but not limited to, mutual funds, certificates of deposit, bonds and stocks.
District Rotary Foundation Seminar
MEMORANDUM OF UNDERSTANDINGBank Account Requirements
E. Bank statements must be available to support receipt and use of TRF grant funds.
District Rotary Foundation Seminar
MEMORANDUM OF UNDERSTANDINGBank Account Requirements
F. The club must maintain a written plan for transferring custody of the bank accounts in the event of a change in signatories.
District Rotary Foundation Seminar
MEMORANDUM OF UNDERSTANDING
Report on Use of Grant Funds
The club must adhere to all TRF reporting
requirements.
Grant reporting is a key aspect of grant
management and stewardship, as it informs
TRF of the grant’s progress and how funds
are spent.
District Rotary Foundation Seminar
MEMORANDUM OF UNDERSTANDING
Document Retention
The club must establish and maintain appropriate
record keeping systems to preserve important
documents related to qualification and TRF grants.
Retaining these documents supports transparency
in grant management and assists in the
preparation for audits or financial assessments.
District Rotary Foundation Seminar
MEMORANDUM OF UNDERSTANDING
Document Retention
Documents that must be maintained include:
1. Bank information, including copies of past
statements
2. Club qualification documents including a copy of
the signed club MOU
District Rotary Foundation Seminar
MEMORANDUM OF UNDERSTANDING
Document Retention
Documents that must be maintained include:
3. Documented plans and procedures, including:
a. Financial management plan
b. Procedure for storing documents and archives
c. Succession plan for bank account signatories
and retention of information and documentation
District Rotary Foundation Seminar
MEMORANDUM OF UNDERSTANDING
Document Retention
Documents that must be maintained include:
4. Information related to grants, including receipts and invoices for all purchases.
5. Any other relevant document.
District Rotary Foundation Seminar
MEMORANDUM OF UNDERSTANDING
Document Retention
B. Club records must be accessible and available to Rotarians in the club and at the request of the district.
District Rotary Foundation Seminar
MEMORANDUM OF UNDERSTANDING
Document Retention
C. Documents must be maintained for a minimum of five years, or longer if required by local law.
District Rotary Foundation Seminar
MEMORANDUM OF UNDERSTANDING
Reporting Misuse of Grant Funds
The club must report any potential and real
misuse or mismanagement of grant funds to
the district.
This reporting fosters an environment in the
club that does not tolerate the misuse of
grant funds.
District Rotary Foundation Seminar
MEMORANDUM OF UNDERSTANDINGAuthorization and Agreement
This memorandum of understanding is an
agreement between the club and the district and
acknowledges that the club will undertake
measures to ensure the proper implementation of
grant activities and proper management of
Foundation grant funds. By authorizing this
document, the club agrees to comply with all of the
conditions and requirements of the MOU.
District Rotary Foundation Seminar
MEMORANDUM OF UNDERSTANDINGAuthorization and Agreement
On behalf of the Rotary Club of _____, the undersigned agree to comply with all of the conditions and requirements of the MOU for Rotary year ________ and will notify RI District 1100 of any changes or revisions to club policies and procedures related to these requirements.
Signed…………………… …………………….. Club President Club President-Elect
District Rotary Foundation Seminar
SUBMISSION OF SIGNED MOU
Club MOUs, with both signatures should be sent to The District Foundation Chairman:-
E-mail - [email protected]
Or post
69 New Street, Ledbury, HR8 2EB
Retain a copy for your records!
District Rotary Foundation Seminar
SUMMARYTrain, Qualify & Prepare 2012-13
• Appoint a club Rotary Foundation committee chair
• Attend a District Training Seminar
• Complete training to qualify your club
• Sign MOU and send to District Foundation Chairman
District Rotary Foundation Seminar
• Foundation needs your support through:-• Every Rotarian Every Yearand suggested targets of • $100 per memberand• $1000 per club for End Polio Now
Remember
District Rotary Foundation Seminar
• www.rotary.org/futurevision• learn.rotary.org• Rotary Grant News (sign up)• Rotary Future Vision News (sign up)
Resources
District Rotary Foundation Seminar
Member Access
District Rotary Foundation Seminar
Questions?