1. THE ROTARY FOUNDATION CLUB QUALIFICATION MEMORANDUM OF UNDERSTANDING (MOU)

2. CLUB QUALIFICATION

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

4. CLUB QUALIFICATION The Club will follow any additional MOU guidelines determined by the District* The Club will follow any additional MOU guidelines determined by the District* Club President and President-Elect must sign the Club MOU** Club President and President-Elect must sign the Club MOU** *see Club MOU—Section 1-A-D-E-F-I-J *see Club MOU—Section 1-A-D-E-F-I-J **see Club MOU—Section 1-C **see Club MOU—Section 1-C

5. CLUB QUALIFICATION Section—1-A and J Section—1-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 A non qualified Club may participate in a Global or District Grant

6. CLUB QUALIFICATION Section—1-C Section—1-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. Has your Club appointed two “experienced” members to manage, implement and maintain Club Qualification? 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 “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? 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. Separate bank account for funds—Global Grants will require separate bank accounts for each Global Grant Separate bank account for funds—Global Grants will require separate bank accounts for each Global Grant District Grants—reimbursable after submission and approval of final report no need for separate bank accounts District Grants—reimbursable after submission and approval of final report no need for separate bank accounts Use checks/bank cards to track the distribution of funds Use checks/bank cards to track the distribution of funds Detailed ledger of transactions for both Global and District Grants Detailed ledger of transactions for both Global and District Grants

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

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

13. REPORT ON USE OF GRANT FUNDS

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

15. DOCUMENT RETENTION

16. Documents should be accessible to everyone in the Club and the District 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 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 is your Clubs system of document retention? What documents need to be retained ? What documents need to be retained ? See Club MOU-6-A-1 through 4

17. REPORTING MISUSE OF GRANT FUNDS

18. 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 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 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 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 NEED… TO 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% DDF for District Grants will increases from 20% to 50% We will have approximately $260,000 in DDF for Rotary year 2013-2014 We will have approximately $260,000 in DDF for Rotary year 2013-2014 $130,000 maximum in District Grant DDF $130,000 maximum in District Grant DDF Allocation handout—based on the last 3 years of your Clubs APF giving Allocation handout—based on the last 3 years of your Clubs APF giving If you want to take advantage of your allocation as a “Lead Club”……… If you want to take advantage of your allocation as a “Lead Club”……… GET YOUR CLUB QUALIFIED GET YOUR CLUB QUALIFIED

25. TRAINING AND QUALIFICATION SCHEDULE September 8 th —P.E. Retreat September 8 th —P.E. Retreat September 28 th —District Conference September 28 th —District Conference –Forum Q & A MANDITORY QUALIFICATION SESSIONS October 13 th —Regional Seminar in Bakersfield—9am to 1pm October 13 th —Regional Seminar in Bakersfield—9am to 1pm October 27 th —Regional Seminar in Ventura—9am to 1pm October 27 th —Regional Seminar in Ventura—9am to 1pm

26. TRAINING CONTINUED Additional Grant Management Qualification Sessions may be offered after each Regional Midterm on an “As needed” basis Additional Grant Management Qualification Sessions may be offered after each Regional Midterm on an “As needed” basis January 5 th —Region 1/East—Bakersfield January 5 th —Region 1/East—Bakersfield January 12 th —Region 4—North—TBA January 12 th —Region 4—North—TBA February 2 nd —Region 2—South—TBA February 2 nd —Region 2—South—TBA -Midterm Sessions in the morning Grant Sessions will be from 1pm to 5pm

27. TRAINING CONTINUED January 26 th —STEPS—Santa Barbara January 26 th —STEPS—Santa Barbara Q & A Panel January & February—In depth Seminar on Global Grants “to be scheduled on an as needed basis” contact Global Grant Chair Heather Frankle January & February—In depth Seminar on Global Grants “to be scheduled on an as needed basis” contact Global Grant Chair Heather Frankle

28. ANY QUESTIONS