10/12/ The Rotary Foundation Grant: May the Funds be With You Direct Assistance to Vermonters Impacted by Tropical Storm Irene

10/12/ Episode I Agenda Rotary International Rotary International The Rotary Foundation (TRF) Grant & Irene Recovery The Rotary Foundation (TRF) Grant & Irene Recovery CAAs and LTRCs CAAs and LTRCs Goals Goals Who is Eligible and What Are They Eligible For? Who is Eligible and What Are They Eligible For? Application, Assessment, Approval & Assistance Application, Assessment, Approval & Assistance Contacts and Handouts Contacts and Handouts Rotary Involvement Rotary Involvement Q & A Q & A

10/12/ Rotary International & TRF Volunteer Organization Volunteer Organization Business, Professional & Community Leaders Business, Professional & Community Leaders Humanitarian Service – Goodwill & Peace – Service Above Self Humanitarian Service – Goodwill & Peace – Service Above Self TRF funds collaborative humanitarian projects that benefit communities in need TRF funds collaborative humanitarian projects that benefit communities in need

10/12/ TRF / Background for this Grant Matching Grant – Must involve 2 Rotary districts: 1 in project country (host) and 1 in another country Matching Grant – Must involve 2 Rotary districts: 1 in project country (host) and 1 in another country Must be for “ humanitarian project ” Must be for “ humanitarian project ” Applicant must have raised minimum amount of pledged funds to apply for match Applicant must have raised minimum amount of pledged funds to apply for match Districts approached SEVCA after trying to connect with other Irene Recovery groups Districts approached SEVCA after trying to connect with other Irene Recovery groups

10/12/ What is Community Action and what are the LTRCs? CAA Overview – Fact Sheets CAA Overview – Fact Sheets LTRCs ’ Role in Irene Recovery LTRCs ’ Role in Irene Recovery

10/12/ Goals  Assistance to Vermonters with critical needs due to loss, damage, and displacement caused by Irene  Help restore households to functional status in accordance with grant guidelines

10/12/ Who is Eligible for Assistance? Residents impacted by Irene, as verified by: Residents impacted by Irene, as verified by: FEMA Registration Number FEMA Registration Number Referral from VT or other source Referral from VT or other source Other confirmation of being affected by Irene Other confirmation of being affected by Irene Must have unmet needs, or hardships suffered, or household ’ s resources depleted Must have unmet needs, or hardships suffered, or household ’ s resources depleted Unavailable or inadequate resources Unavailable or inadequate resources

10/12/ What Types of Assistance does The Rotary Grant Support? Short-Term Rent Short-Term Rent Fuel & Utility Assistance Fuel & Utility Assistance Furnaces & Fuel Tanks Furnaces & Fuel Tanks Mold Remediation Mold Remediation Well Repair Well Repair Septic System Repair Septic System Repair Appliance Repair & Replacement Waste/Debris Cleanup & Removal Car Repair / Transport. Assistance Service Road & Culverts Food

10/12/ Who/What is Not Eligible TRF grant funds cannot be used for: Assisting Rotarians or immediate family members Assisting Rotarians or immediate family members Non-VT residents or 2nd home owners Non-VT residents or 2nd home owners Repair or construction work in or on a home Repair or construction work in or on a home Businesses, public facilities, or other non- residential buildings Businesses, public facilities, or other non- residential buildings Purchase of land or buildings Purchase of land or buildings Fixing conditions not caused by Irene Fixing conditions not caused by Irene

10/12/ The Flow of Funds The Rotary Foundation will send funds to Vermont Rotary grantee The Rotary Foundation will send funds to Vermont Rotary grantee SEVCA will receive funds from Rotary grantee, and disburse them to CAAs SEVCA will receive funds from Rotary grantee, and disburse them to CAAs Each CAA will use funds to provide assistance in their service area via designated case managers Each CAA will use funds to provide assistance in their service area via designated case managers

10/12/ How to Apply for Assistance: Current Disaster Recovery Clients – Case managers will assess eligibility / applicability of TRF funds to help with specific needs Current Disaster Recovery Clients – Case managers will assess eligibility / applicability of TRF funds to help with specific needs New Applicants – Referrals from Rotarians, LTRCs, other CAA staff, other providers, etc., or may apply directly New Applicants – Referrals from Rotarians, LTRCs, other CAA staff, other providers, etc., or may apply directly Case managers fill out TRF Grant Assistance Application with clients Case managers fill out TRF Grant Assistance Application with clients

10/12/ Are There Income Eligibility Guidelines? No specific income eligibility threshold, but… Assistance based on need – If other available resources appropriate / sufficient to meet need, household not eligible. Assistance based on need – If other available resources appropriate / sufficient to meet need, household not eligible. Household may still be eligible for other assistance sources Household may still be eligible for other assistance sources

10/12/ Can TRF Grant Fund Building Materials and/or Contractors? No building materials, except: No building materials, except: Equipment – e.g., furnaces, fuel tanks, appliances (but can ’ t use for installation) Equipment – e.g., furnaces, fuel tanks, appliances (but can ’ t use for installation) Materials for outside work (e.g., wells, septic systems, culverts, service roads) Materials for outside work (e.g., wells, septic systems, culverts, service roads) No contractors, except: No contractors, except: Outside work (wells, septic systems, etc.) Outside work (wells, septic systems, etc.) Mold remediation Mold remediation Waste / debris cleanup & removal Waste / debris cleanup & removal

10/12/ May Applicants Receive More Than One Type of Assistance? Yes, if eligible, justified by need, and appropriate Yes, if eligible, justified by need, and appropriate Example: If client needs food & utility assistance, application may be written to request both. Example: If client needs food & utility assistance, application may be written to request both.

10/12/ Rotary Involvement May include: Volunteering at / documenting work at project sites Volunteering at / documenting work at project sites Publicizing grant, program, specific projects to local media & district Publicizing grant, program, specific projects to local media & district Sharing resources, coordinating volunteers Sharing resources, coordinating volunteers International & host partners sharing info International & host partners sharing info

10/12/ Rotary Volunteer Opportunities / Contacts Assist with ‘ hands-on ’ volunteer projects. Assist with ‘ hands-on ’ volunteer projects. Consult with local club & vol. coordinators to choose efforts appropriate to abilities Consult with local club & vol. coordinators to choose efforts appropriate to abilities See contact list See contact list

10/12/ Handouts Contact list Contact list CAA and Rotary fact sheets CAA and Rotary fact sheets Sample brochure Sample brochure Sample flyer Sample flyer Application form Application form PowerPoint presentation handout PowerPoint presentation handout Rotary photo & story guidelines Rotary photo & story guidelines

10/12/ QUESTIONS AND ANSWERS

10/12/ Episode II Agenda Grant Allocation / Disbursement Grant Allocation / Disbursement Financial Reporting Procedures Financial Reporting Procedures Application Process and Forms Application Process and Forms Client Assistance: Decision-making & Fund Leveraging Client Assistance: Decision-making & Fund Leveraging Cost Estimates Cost Estimates Data Collection Data Collection Selecting Spotlight Projects Selecting Spotlight Projects Rotary Involvement, Volunteer Coordination Rotary Involvement, Volunteer Coordination Photographs, Success Stories, PR/Media Photographs, Success Stories, PR/Media Q & A Q & A

10/12/ Grant Allocation / Disbursement Percentages based on final FEMA registrations by CAA service area Percentages based on final FEMA registrations by CAA service area Initial quarterly advance of funds at start of program Initial quarterly advance of funds at start of program Then quarterly reimbursement; sooner if funds will be expended more quickly Then quarterly reimbursement; sooner if funds will be expended more quickly

10/12/ Financial Reporting Procedures Quarterly reports and reimbursements Quarterly reports and reimbursements Invoicing & other fiscal procedures Invoicing & other fiscal procedures Electronic submission of reports & receipts Electronic submission of reports & receipts

10/12/ Application Process / Forms and Client Assistance Application process /form Application process /form Income/resource assessment Income/resource assessment Decision-making process / resource leveraging Decision-making process / resource leveraging Project cost estimates Project cost estimates Maximum cost per household – $5,000 Maximum cost per household – $5,000 Projected start date as determining factor Projected start date as determining factor

10/12/ How is Priority for Assistance Determined? Screening / assessment conducted to identify: Screening / assessment conducted to identify: Whether needed assistance is allowed by grant Whether needed assistance is allowed by grant Urgency of need Urgency of need Scale & cost of needed assistance Scale & cost of needed assistance What other resources are already targeted to project What other resources are already targeted to project Disabilities and/or special needs Disabilities and/or special needs Sustainability of assistance Sustainability of assistance Potential long-term impact of the assistance Potential long-term impact of the assistance

10/12/ Estimated avg. costs per category Short-Term Rent: $400 Furnaces & Fuel Tanks: $3,000 Mold Remediation: $1,200 Well Repairs: $3,000 Septic System Repairs: $3,000 Fuel & Utility Assistance: $500 Appliance Repair & Replacement: $325 Waste/Debris Cleanup & Removal: $200 Car Repairs/Transportation Assistance: $400 Service Roads & Culverts: $1,500 Food: $100

10/12/ Is there Flexibility for Needs Not Listed? Possibly for limited exceptions, but only via specific prior approval, obtained as follows: Possibly for limited exceptions, but only via specific prior approval, obtained as follows: Contact Mary Ann Wolf at SEVCA to make request: x128 Contact Mary Ann Wolf at SEVCA to make request: If feasible, request forwarded to Rotary Appropriations Committee for approval If feasible, request forwarded to Rotary Appropriations Committee for approval

10/12/ Are Reimbursements Allowed? Yes, providing work done and invoice dated on or after May 8, 2012, when grant was awarded. Yes, providing work done and invoice dated on or after May 8, 2012, when grant was awarded.

10/12/ Data Collection Data categories and reporting Data categories and reporting Spreadsheets Spreadsheets Sample handouts Sample handouts

10/12/ Promoting the Projects Signed client releases Signed client releases Monthly stories for Rotary newsletter Monthly stories for Rotary newsletter Coordinate coverage w/local media contacts for feature stories Coordinate coverage w/local media contacts for feature stories Spotlight stories – feature collaborative efforts & Rotary volunteers Spotlight stories – feature collaborative efforts & Rotary volunteers Photos: Clients, before/after, volunteers/crews at work Photos: Clients, before/after, volunteers/crews at work

10/12/ Where and when do we send photos & stories? Please send photos and stories to Mary Ann Wolf soon after the project is completed. Please send photos and stories to Mary Ann Wolf soon after the project is completed. Any questions, call x128

10/12/ QUESTIONS AND ANSWERS

10/12/ SEVCA Contacts Mary Ann Wolf, Case Mgmt Supervisor – Mary Ann Wolf, Case Mgmt Supervisor – X128, Pat Burke, Family Services Director – X127, Pat Burke, Family Services Director – X127, Lisa Clarke, Development Director – X140, Lisa Clarke, Development Director – X140, Sara Powers, Finance Director – X106, Sara Powers, Finance Director – X106,