THE ROTARY FOUNDATION CLUB QUALIFICATION MEMORANDUM OF UNDERSTANDING (MOU)

1
THE ROTARY FOUNDATIONCLUB QUALIFICATIONMEMORANDU
M OF UNDERSTANDING(MOU)
2
CLUB QUALIFICATION
3
CLUB QUALIFICATION

• Clubs may not write a Grant or be the
  Sponsoring Rotary Club unless they are
  qualified
• Two experienced Club members must attend the
  District Grant Management Seminar
• Qualification is valid for one year
• Implement by the Club MOU

4
CLUB QUALIFICATION

• The Club will follow any additional MOU
  guidelines determined by the District
• Club President and President-Elect must sign the
  Club MOU
• see Club MOUSection 1-A-D-E-F-I-J
• see Club MOUSection 1-C

5
CLUB QUALIFICATION

• Section1-A and J
• A lead or sponsoring Club must be
  qualified before they can receive TRF funds (DDF
  or World Fund) for District and Global Grants
• A non qualified Club may participate in a
  Global or District Grant

6
CLUB QUALIFICATION

• Section1-C
• Incorporated Clubs need a Club resolution
  approved by its Board agreeing to the Club MOU
  and signed by the Club President and Secretary
• Unincorporated Clubs-no Club resolution needed

7
CLUB OFFICER RESPONSIBILITIES
8
CLUB OFFICER RESPONSIBILITIES

• Has your Club appointed two experienced members
  to manage, implement and maintain Club
  Qualification?
• Has a Future Visions Transition person been
  appointed in your Club?
• Has a plan of succession been established with
  the line of Presidents and those experienced Club
  members to ensure retention and documentation
  related to qualification?

9
FINANCIAL MANAGEMENT PLAN
10
FINANCIAL MANAGEMENT PLAN

• Separate bank account for fundsGlobal Grants
  will require separate bank accounts for each
  Global Grant
• District Grantsreimbursable after submission and
  approval of final report no need for separate
  bank accounts
• Use checks/bank cards to track the distribution
  of funds
• Detailed ledger of transactions for both Global
  and District Grants

11
FINANCIAL MANAGEMENT PLAN

• Local laws may be less stringent than TRF
  requirementsbe sure to adhere to TRF
  requirements
• Some area laws may be more stringent than TRF
  requirements
• KNOW YOUR LOCAL LAWS AND THOSE IN THE COUNTRY OF
  THE PROJECT
• Who in your Club will be responsible for the
  Financial Management Plan?

12
BANK ACCOUNT REQUIREMENTS

• Two Rotarian signatories for disbursements
• Accounts must be low or non interest accounts
  with any interest earned documented
• Grant funds shall not be placed in investment
  accounts
• Club must have a written plan for transferring
  custody of the accounts
• Bank statements must be available to TRF

13
REPORT ON USE OF GRANT FUNDS
14
REPORT ON USE OF GRANT FUNDS

• Reporting verifies a Grant was managed properly
• Reporting allows for communication between
  partners
• TRF and D-5240 requires
• -Project narrative
• -Rotarian involvement and oversight
• -Community impact
• -Financial statements

15
DOCUMENT RETENTION
16
DOCUMENT RETENTION

• Documents should be accessible to everyone in the
  Club and the District
• Documents must be retained for a minimum of five
  years or longer if local laws require
• What is your Clubs system of document retention?
• What documents need to be retained ?
• See Club MOU-6-A-1 through 4

17
REPORTING MISUSE OF GRANT FUNDS
18
REPORTING MISUSE OF GRANT FUNDS

• The qualification process requires the Club and
  District to track, investigate and resolve
  reports of misuse of grant funds by your partners
  before turning to TRF for intervention
• Reports of misuse should be directed to the
  District Grants Subcommittee Chair and to the
  District Rotary Foundation Committee Chair

19
REPORTING MISUSE OF GRANT FUNDS

• Designate a person with whom Rotarians can
  discuss any concerns of misuse
• Have those with concerns submit reports of misuse
  in writing with their signature to ensure
  credibility
• No new grants will be approved to the Club,
  individuals, or organization until the situation
  is resolved

20
WHAT MOU REQUIREMENTS HAS YOUR CLUB ALREADY MADE
?
21
WHAT REQUIREMENTS DOES YOUR CLUB STILL NEEDTO
IMPLEMENT THE MOU ?
22
WHO IN YOUR CLUB WILL YOU ASK TO IMPLEMENT THE
CLUB QUALIFICATION MOU ?
23
DDF ALLOCATIONS
24
ALLOCATION FOR DISTRICT GRANTS

• DDF for District Grants will increases from 20
  to 50
• We will have approximately 260,000 in DDF for
  Rotary year 2013-2014
• 130,000 maximum in District Grant DDF
• Allocation handoutbased on the last 3 years of
  your Clubs APF giving
• If you want to take advantage of your allocation
  as a Lead Club
• GET YOUR CLUB QUALIFIED

25
TRAINING AND QUALIFICATION SCHEDULE

• September 8thP.E. Retreat
• September 28thDistrict Conference
• Forum Q A
• MANDITORY QUALIFICATION SESSIONS
• October 13thRegional Seminar in Bakersfield9am
  to 1pm
• October 27thRegional Seminar in Ventura9am to
  1pm

26
TRAINING CONTINUED

• Additional Grant Management Qualification
  Sessions may be offered after each Regional
  Midterm on an As needed basis
• January 5thRegion 1/EastBakersfield
• January 12thRegion 4NorthTBA
• February 2ndRegion 2SouthTBA
• -Midterm Sessions in the morning Grant Sessions
  will be from 1pm to 5pm

27
TRAINING CONTINUED

• January 26thSTEPSSanta Barbara
• Q A Panel
• January FebruaryIn depth Seminar on Global
  Grants to be scheduled on an as needed basis
  contact Global Grant Chair Heather Frankle

28
ANY QUESTIONS