Grant Management Seminar 1 Session 4 QUALIFICATION

Grant Management Seminar THE ROTARY FOUNDATION CLUB QUALIFICATION MEMORANDUM OF UNDERSTANDING ( MOU )

Grant Management Seminar LEARNING OBJECTIVES UNDERSTAND QUALIFICATION REQUIREMENTS MANAGE YOUR CLUB QUALIFICATION

Grant Management Seminar THERE ARE TWO MOU’s TO CONSIDER ……… 1. TRF-CLUB QUALIFICATION MOU 2. D-5240 ADDENDUM TO THE TRF CLUB MOU

Grant Management Seminar 1.CLUB QUALIFICATION -Two “experienced” Club members must attend a District Grant Management Seminar -Qualification is valid for one year

Grant Management Seminar 1. CLUB QUALIFICATION -A “lead” or “sponsoring” Club must be qualified before they can receive TRF funds (DDF or World Funds) for both District Grants, Global Grants and Packaged Grants -A non qualified Club may only participate in a grant

Grant Management Seminar 1. CLUB QUALIFICATION -A Club must be in compliance with grant reporting as of the day of approval by the District…and it must comply with this MOU and all applicable TRF policies -A Club must cooperate with any financial, grant, or operational audits

Grant Management Seminar 1. CLUB QUALIFICATION ANY MISUSE OR MISMANAGEMENT OF GRANT FUNDS WILL RESULT IN EITHER THE SUPENSION OR REVOCATION OF THE CLUB QUALIFICATION

Grant Management Seminar 1. CLUB QUALIFICATION -Incorporated Clubs will need a Club resolution approved by its Board agreeing to both the TRF Club MOU and the District Addendum…both signed by the Club President and Secretary -Unincorporated Clubs—no Club resolution needed

Grant Management Seminar 1. CLUB QUALIFICATION - Club President and President- Elect must sign : 1.TRF Club MOU 2. D-5240 Club MOU Addendum When signed the Club keeps copies of both and sends copies to the District Document Retention site

Grant Management Seminar 2. CLUB OFFICER RESPONSIBILITIES

Grant Management Seminar 2. CLUB OFFICER RESPONSIBILITIES -Who in your Club will manage, implement, and maintain Club Qualification? (Two “experienced” members recommended) - Who in your Club will ensure that grant funds are not used for political or religious purposes?

Grant Management Seminar 2. CLUB OFFICER RESPONSIBILITIES -Who in your Club will ensure that all TRF Grants adhere to stewardship and proper grant management -Who in your Club will ensure that individuals involved in a grant have no ACTUAL or PERCEIVED Conflict of Interest

Grant Management Seminar 3. FINANCIAL MANAGEMENT PLAN

Grant Management Seminar 3. FINANCIAL MANAGEMENT PLAN -The Club must have a written financial management plan to provide consistent administration of grant funds. -The District Grants Treasure will provide a standard set of accounts which will ask the Club to include complete records of all receipts and disbursements of grant funds

Grant Management Seminar 3. FINANCIAL MANAGEMENT PLAN -Ensure that all grant activities, including the conversion of funds, comply with local law including…. Conversion of Funds TRF uses OANDA.COM to convert foreign currency to dollars

Grant Management Seminar 3. FINANCIAL MANAGEMENT PLAN -Local laws may be less stringent than TRF requirements—be sure to adhere to TRF requirements -Some area laws may be more stringent than TRF laws -KNOW YOUR LOCAL LAWS AND THOSE IN THE COUNTRY OF THE PROJECT -Who in your Club will be responsible for the Financial Management Plan

Grant Management Seminar 4. BANK ACCOUNT REQUIREMENTS

Grant Management Seminar 4. BANK ACCOUNT REQUIREMENTS -Global Grants will require a separate bank accounts for TRF funds -District Grants—reimbursable after submission of “Final Report” no need for separate bank accounts -Use checks/bank cards to track fund distribution

Grant Management Seminar 4. BANK ACCOUNT REQUIREMENTS -Two Rotarian signatories for disbursements -Accounts must be low or no interest bearing accounts….and with any interest earned documented and reported -Grant funds shall not be placed in investment accounts -Bank statements and receipts must be available to TRF and the District

Grant Management Seminar 4. BANK ACCOUNT REQUIREMENTS -A Club must maintain a written plan for transferring custody of the bank accounts in the event of a change in signatories

Grant Management Seminar 5. REPORT ON USE OF GRANT FUNDS

Grant Management Seminar 5. REPORT ON USE OF GRANT FUNDS -A Club must adhere to all TRF reporting requirements….. -TRF and D-5240 requires Project narratives Rotarian involvement and oversight Community impact Financial statements

Grant Management Seminar 6. DOCUMENT RETENTION

Grant Management Seminar 6. DOCUMENT RETENTION -Documents should be accessible to everyone in the Club and District -Documents must be retained for a minimum of five years or longer if local laws require -What is your Clubs current system of document retention

Grant Management Seminar 6. DOCUMENT RETENTION Independent of your Clubs retention policies..… your Club must also be compliant with the retention policies of the District

Grant Management Seminar 7. REPORTING MISUSE OF GRANT FUNDS

Grant Management Seminar 7. 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

Grant Management Seminar 7. REPORTING MISUSE OF GRANT FUNDS -Have those with concerns of misuse submit reports in writing with their signatures to ensure credibility -No new grants will be approved to the Cub, Individual or organization until the situation is resolved

Grant Management Seminar WHAT MOU REQUIREMENTS HAS YOUR CLUB ALREADY MADE?

Grant Management Seminar WHAT REQUIREMENTS DOES YOUR CLUB STILL NEED TO IMPLEMENT THE MOU?

Grant Management Seminar Has a plan of succession been established with your Club line of Presidents and Club members to ensure retention and documentation related to qualification?

Grant Management Seminar LEARNING OBJECTIVESE - UNDERSTANDING QUALIFICATION REQUIREMENTS -MANAGE YOUR CLUB QUALIFICATION