District 5240 2011-2012 Grants

Larry (Slumpy) SmithRC of China Lake2010-2012 Grants ChairPersonal email-larry.smith217@verizon.netGrants email-2011.2012grantsD5240@gmail.com760-382-5755 (cell)760-375-7697 (home & FAX)

Acronyms

• TRF = The Rotary Foundation• DRFC – District Rotary Foundation Chair• MG = Matching Grant• DSG = District Simplified Grant• DTG = District Travel Grant

– Unique to D5240

• DDF = District Designated Funds• POC = Point of Contact• RC = Rotary Club

– Such as RC of China Lake

2011-2012 Grants Committee• Chair – Larry Smith (China Lake)• Co-Chair – Heather Frankle (Simi Sunrise)

– Future Vision/Pilot & Non-Pilot district issues– Email: hfrankle@earthlink.net

• Member – Bob Lata (Paso Robles)– Email: paso57@pacbell.net

• Member – Loretta Butts (Atascadero)– Email: lorettabutts2001@yahoo.com

• Member – Tim Trujillo (Tehachapi)– Email: tim-trujillo@earthlink.net

Type of TRF grants

Matching Grant• International project • Partner club required• Both a D5240 DDF match and

a TRF (World Fund)• Approved by TRF• Min TRF match - $5K• DDF match club cash $1 to $1• TRF match DDF $1 to $1• TRF match club cash 0.5 to $1• Min $100 Partner club • TRF will not match Non-

Rotarian funds• TRF Max of 5 Open MGs/club

District Simplified Grant• Intl or local • Partner not required• Only DDF match• Approved by the district• DDF match $1 to $1

– Max $3K match for 1 club– Max $4K match if 2 or more clubs

• District can request up to 20% of DDF for DSGs

Matching Grant Types

• Matching Grants– Up to $25,000 of World Funds requested– Minimum TRF match is $5000

• Competitive Matching Grants– Request US$ 25,001 or more from TRF

• Community Needs Assessment• Provide info how project is viable and will be maintained• Evidence of Community involvement and ownership• Trustees review and approve twice/year

– Deadlines are 1 Aug and 1 Jan

• Humanitarian projects• Rotarian participation in projects

– Financial support is NOT considered active involvement

• Development of Rotary networks• Spend consistently with TRF guidelines and

approved application• Vigilant oversight• Sustainability (becoming more important)

Appropriate Use of TRF Funds

Eligibility Guidelines

Reporting• Progress reports required by TRF at least every twelve

months for the life of the grant• Final report due within two months of completion• Primary report responsibility noted in application

– BOTH sponsors are responsible

• TRF will reject new MG applications if either the Int’l or Host Partner have delinquent reports on open grants– D5240 will not process new MG application if club is

delinquent in reports on open MGs or DSGs

Delinquent Reports

• Continues to be an issue• Currently Three D5240 open grants with delinquent

reports– Had MGs that were 15 months delinquent in reporting

• Grants Committee now actively tracking all MG report due dates– 3 months prior to report due date MG Primary Contact and

Club President will receive an email reminder from Grants Committee

• With follow ups if reports not submitted by due dates

Comment in a TRF email on 9 Sept: Please note that failure to submit timely reports will affect your club’s or district’s future participation in TRF grant programs.

TRF Grant ReportsNew process effective 1 July 11

Previous process New processWhat  this means for your

district

The first report reminder letter is sent after the grant is overdue.

A reminder letter will be sent to grant sponsors two months before a grant becomes overdue.

Grant sponsors will receive an early reminder to help reduce the number of overdue grant reports.

Report reminder letters are sent 15, 18, 21, 24, and 30 months after a grant has been paid or the last acceptable report was received.

The 15- and 21-month reminder letters will be eliminated. Report reminder letters will be sent after 18, 24, and 30 months.

Grant sponsors will receive two fewer letters on their overdue grants.

List of grant sponsors that receive a 21-month letter is posted on the RI website.

The RI website posting has been eliminated.

District and club names will no longer be posted on the RI website.

Future Vision

• District 5240 is a Non-Pilot District– Operate under the current (old) system of Matching Grants

(MGs) and District Simplified Grants (DSGs) during our year– Cannot do a Matching Grant (MG) with a Pilot District

• Can transfer DDF to a Pilot District club for ongoing projects with clubs in a Pilot District

– See Heather Frankle

– Cannot donate to a Global Grant nor a Pilot District club cannot donate to a MG

– Can do a DSG in a Pilot District since there is no match from TRF and a Int’l Partner is not required

D5240 DDF Allocation System

• MG DDF is allocated to each club based on three prior years APF giving as a percentage of total District APF– Fosters cooperation and communications between clubs– Clubs more aware of APF contribution to district’s total APF

• Club owns their allocation until a pre-determined cutoff date– Use for your club’s MG or transfer to another club for their MG– After per-determined cutoff date unused funds return to the

District Grants Committee• First come-first served

MG DDF Allocation Period from 1 July to Midnight 31 Aug

• $160K of DDF allocated for MGs • Can collect as much DDF as needed = no limits

during allocation period• But…..Always a $1 DDF match for $1 of club

cash…and no more!• Transfer Forms required if transferring DDF

allocations from one club to another for a MG– Transfer Forms must be attached to MG application

• If no plans to use your allocation, please tell me

MG Policy starting 1 Sept(allocation period has ended)

• If MG application submitted on 1 Sept or after = Same as this year

• Base of $3K match to a Max of $6K– Always $1 for $1

• Extra $1K for each additional club up to $2K extra

• Extra $1K for each area of TRF Focus up to $2K extra

• New ‘Waiver’ clause added

District Simplified Grant (DSG) Policy

• DDF for DSGs = $57,543.00 • Raised limits

– $3K for a one club DSG– $4K for 2 or more clubs

• Always a $1 for $1 match• DSG eligibility, Terms and Conditions

essentially identical to MGs • Reimbursable

DSG Limits(new as of 21 June 2011)

1. During the 2011-2012 Rotary year, a club can apply for a maximum of four (4) DSGs and/or a total DSG DDF match of $8000.00. 

2. If a D5240 club is the supporting/secondary club on the DSG but contributes $501or more to the DSG, it will count as one of that club’s 4 DSGs and will be counted against their $8K limit. If a supporting/secondary club contributes $500 or less of club cash to the DSG it will only count towards their $8K DDF total match for the year and not their 4 DSG limit.

3. A lead/primary club on a DSG can only have 3 open DSGs at any time including any 2010-0xx DSGs still open from the 2010-2011 Rotary year. 

4. On 1 Feb 2012, if there is more than $15K of DSG funds remaining, the limits will be lifted and allow any clubs who may have reached the 4 DSG and/or $8K limit to submit additional DSG applications until the funds are exhausted although the 3 DSGs open at one time limit will still apply.

District Travel Grant

• Unique to our District• Funded by the District’s Charitable Foundation• Current rules:

– Max $1,500 individual/ $3,000 club– Once every 3 yrs/individual Rotarian– One DTG/club/year– Reimbursable – Match is $1 for $1 district to club or individual– May be used for any reasonable cost

• IE Shots, rental van or shuttle, meals…

D5240 Rotaract Matching Grant Program (RMG)• DCF has established a Rotaract Grant program• $2000 max match

– One time limit– Can be in multiple increments

• Must be partner with a Rotary club who is participating in the grant

• Same requirements as a TRF MG• Reimburseable

D5240 Grant pitfalls

• Attempting to use grants for “donations” to other organizations

• Attempting to use grant funds to purchase non-humanitarian items

• Changing project after grant approval• No or little Rotarian involvement in grant project by Int’l

Club (D5240 club)• Not reading TRF Terms and Conditions or Eligibility

Guidelines • Completion Checklist not used

D5240 Grants CommitteeIssues & procedures

• Don’t send applications to me in piecemeal fashion• Do not send your MG or DSG as individual 1

page .jpeg files– Reset your scanner preferences to scan to .pdf files

• Use the TRF MG calculator• Use the completion checklist on a MG

– Check the boxes• We will review drafts• Once the MG application has been certified, it’s your

responsibility to send it to TRF Contact Center• Host club district can certify the MG

Questions?

Report Content

• Project accomplishments • Rotarian involvement• Information on the beneficiary• Statement of income and expense• Bank statement• Certifying Signature

• Communicate with partners for life of project

• Establish committees to oversee project– 3 Rotarians each from Host and Int’l clubs

• Plan and implement project jointly• Visit project site• Submit reports to TRF• Ensure proper stewardship of grant funds

Rotarian Involvement

Project Committee

• At least six Rotarians (3 from each club)• Oversees and implements project• Reports to board of sponsoring clubs

Stewardship

• Treating TRF funds as a sacred trust• Competent and thorough supervision of

the project• Implementing projects as approved• Financial review of projects

• Separate accounts should be established for each grant– Two signature accounts

• Payment should be made to a bank account opened specifically for the project– TRF does not allow funds to be split between

multiple accounts

• Project account name should be such that it is easily identifiable with the club and project

• Use of club charitable foundations?– Acceptable but not preferred

MG Bank Accounts

Financial Records

• Demonstrates that funds were used effectively and efficiently

• Meets the conditions of the grant award• Meets all legal requirements• Embodies trust and opens the door for

future projects• Recommend use a program like

QuickBooks for project execution

Top 10 Matching Grant Pitfalls

1. Budget does not equal Financing

2. Rotarian Participation consisted only of contributing Funds

3. Contributions were sent to TRF before Grant approval

4. Application is submitted in piecemeal fashion

5. Partners are delinquent on reporting

6. Application is missing signatures

7. Communication between Partners is weak

8. Project does not meet real needs of community

9. Partner clubs are not in good standing with RI

10. Partners changed project scope without prior approval from TRF

Back ups

Project ID/MG# District Number Approval Date Last Payment Date Report Due Date Email Reminder sent Report Received Report Incomplete Report Accepted Project Description Country Club Project POC POC Email POC Telephone Notes07-63735 31-May-07 31-Mar-08 31-Mar-09 TRF 15 Mth Reminder ltr 19-Nov-08 18-Sep-08 20-Nov-08 biosand filters Mexico Nipomo Harry Walls harryfwalls@sbcglobal.net Walls states report sent to TRF08-63908 ??? 17-Aug-07 30-Apr-08 30-Apr-09 See comments 24-May-10 7-May-09 9-Jun-10 psycho-social svcs for landmine victims Colombia Conejo Valley Diego Velasquez diego@caliusa.net 805-492-4620 closure of grant contingent receipt detailed list of 25 beneficiaries & treatment recvd 07-61365 2006-11 16-Apr-07 30-Sep-07 8-Oct-09 Final Submitted 16-Jun-10 16-Jun-10 7-Oct-08 potable water supply Malawi Carpinteria Morning Larry Seigal lesiegel@cox.net 805-684-2911 TRF had q's on final. Seigal has responded, email sent to Club Pres08-66062 2007-37 27-May-08 31-Oct-08 31-Oct-09 Final submitted 1-Jul-10 20-Jul-10 28-Jun-10 motorized beds, etc for Sr citizens Mexico Paso Robles Sunrise Brenda Cressey brenda@tcsn.net 805 238-4264 Final on 30 Jun 10, TRF email 21 Jul-Financial Statmt incomplete08-62838 29-Aug-07 30-Nov-07 23-Feb-10 TRF 15 Mth Reminder ltr 10-Aug-10 23-Feb-09 prostheses to 25 children injuried by landmines Colombia Conejo Valley Diego Velasquez diego@caliusa.net 805-492-4620 closure of grant contingent upon receipt list of beneficiaries and the treatments 09-69797 2008-22 1-Mar-09 31-May-09 31-May-10 Report in work supplies, food for summer camp Romania Newbury Park Dana Moldava danamol@gmail.com 818 884-6192 Report in work08-65516 2007-19 1-May-08 30-Jun-09 30-Jun-10 Report Submitted Screenings for cervical & prostate cancer Romania Newbury Park Dana Moldava danamol@gmail.com 818 884-6192 Report submitted 1 July 1009-67998 19-Feb-09 31-Jan-10 30-Jun-10 TRF ltr sent to Harry Walls water purification system Mexico Nipomo Harry Walls harryfwalls@sbcglobal.net 805 929-6085 VSG, TRF email requesting overdue report by 30 June 2010, emails sent to Club Pres08-66550 2007-40 11-Apr-08 30-Nov-08 26-Aug-10 24-Jun-10 24-Aug-09 17-Aug-09 26-Aug-09 equip & furniture for bloodbank India Simi Sunrise Arun Sharma aks1231@sbcglobal.net (805) 584-185309-69935 2008-32 2-Mar-09 30-Sep-09 30-Sep-10 9-Jul-10 309 effi cient stoves Honduras Westlake Village Sunrise Randy Strong rstrong@marketingstrong.com 805-499-3412 Final Report submitted by host club on 12 Aug 10 09-69931 2008-28 7-May-09 31-Oct-09 31-Oct-10 12-Aug-10 teacher training, adult literacy Niger Westlake Village Sunrise Randy Strong rstrong@marketingstrong.com 805-499-3412 Project will complete in late Sept, final will then be submitted10-70745 2009-09 31-Aug-09 31-Oct-09 31-Oct-10 12-Aug-10 550 wheelchairs South Africa Santa Barbara Sunrise E Russell Smith erussell@smithandortiz.com 805-964-456909-69627 2008-23 8-May-09 30-Nov-09 30-Nov-10 Ultrasound US Fillmore Sun Risers Kyle Wilson kgwils17@roadrunner.com 805-390-505110-68810 2008-15 29-Jul-09 30-Nov-09 30-Nov-10 wheelchairs Colombia Conejo Valley Diego Velasquez diego@caliusa.net 805-492-462010-70650 2009-10 9-Sep-09 30-Nov-09 30-Nov-10 550 wheelchairs India Santa Barbara Sunrise E Russell Smith erussell@smithandortiz.com 805-964-456910-71400 2009-21 15-Sep-09 30-Nov-09 30-Nov-10 550 wheelchairs Madagascar Santa Barbara Sunrise E Russell Smith erussell@smithandortiz.com 805-964-456910-70908 2009-07 26-Aug-09 31-Dec-09 31-Dec-10 23-Jun-10 deep well and 50 composting latrines Honduras Simi Sunrise Heather Frankle hfrankle@earthlink.net 805-492-5453 TRF will close shortly10-70558 2009-02 28-Jul-09 29-Jan-10 29-Jan-11 clean drinking water, improve sanitation Sri Lanka Simi Sunrise Lora Simonsgaard invest@loraplan.com 818-704-0001 was not listed on latest TRF Activity Report??10-69574 2008-25 29-Jul-09 31-Jan-10 31-Jan-11 books and computers Chile Arroyo Grande Curtis Reinhardt cdreinhardt@charter.net 805-773-417310-70716 2009-12 22-Oct-09 31-Jan-10 31-Jan-11 cardiac interventions El Salvador Conejo Valley Brenda Small jksmall@pacbell.net 818.625-740310-71564 2009-22 26-Oct-09 31-Jan-10 31-Jan-11 cataract surgery Mexico Santa Barbara Sunrise E Russell Smith erussell@smithandortiz.com 805-964-456910-71876 2009-26 20-Oct-09 31-Jan-10 31-Jan-11 5 hemodialysis units for diabetes test/treatmentMexico Thousand Oaks Matthew Lallo mandtlallo@aol.com 805-491-099510-72026 2009-27 11-Nov-09 31-Jan-10 31-Jan-11 550 wheelchairs Pakistan Santa Barbara Sunrise E Russell Smith erussell@smithandortiz.com 805-964-456910-70669 2009-01 10-Sep-09 28-Feb-10 28-Feb-11 Polio Corrective surgery India Paso Robles Bob Lata paso57@pacbell.net 805-674-288410-70741 2009-11 14-Aug-09 28-Feb-10 28-Feb-11 2-Jun-10 1-Jul-10 artificial limbs, polio-calipers India Thousand Oaks Vicki Arndt vaearndt@gmail.com 805-492-310710-70962 2009-15 31-Aug-09 28-Feb-10 28-Feb-11 water facilities, classroom desks & chairs Uganda Paso Robles Bob Lata paso57@pacbell.net 805-674-288410-69740 2008-41 2-Sep-09 31-Mar-10 31-Mar-11 wheelchairs South Africa Simi Sunrise Maggie Kestley mkestley@simimidvalley.com 805-582-027510-70380 2009-03 18-Nov-09 31-Mar-10 31-Mar-11 video magnifier and a Braille printer Colombia Conejo Valley Diego Velasquez diego@caliusa.net 805-492-462010-70783 2009-13 1-Sep-09 31-Mar-10 31-Mar-11 water wells Philippines Westlake Village Edwin Velarde edwinvelarde@sbcglobal.net 818-865-800610-70981 2009-08 8-Sep-09 31-Mar-10 31-Mar-11 2-Jun-10 1-Jul-10 literacy & vocational training for 90 adults India Moorpark Jim Lewis jlewis1118@aol.com 818-399-987010-71168 2009-17 31-Aug-09 31-Mar-10 31-Mar-11 clean water system Kenya Santa Barbara Sunrise Janet Napier janetnapier@cox.net 805-965-726010-71599 2009-16 29-Dec-09 31-Mar-10 31-Mar-11 Medical & dental supplies Thailand Ojai West Linda Taylor lindaojai@aol.com 805-646-989210-71186 2009-20 11-Sep-10 31-Mar-10 31-Mar-11 playground equip Mexico Ventura Larry Emrich lkemrich@hotmail.com09-66532 ??? 30-Apr-09 31-Jan-10 31-Mar-11 1-Jul-10 1-Jul-10 6-Jul-10 commuity develop prog with health, dental, etc. India Santa Ynez Valley Louis Karpf windhamer@msn.com 3H Grant08-65994 2007-23 25-Apr-08 27-Feb-09 15-Apr-11 13-Apr-10 5-Apr-10 15-Apr-10 drinking water for fisherman India Simi Sunrise Arun Sharma aks1231@sbcglobal.net (805) 584-185309-69254 25-Feb-09 30-Apr-09 30-Apr-11 13-Apr-10 21-Apr-10 Cataract operations Korea Thousand Oaks Matthew Lallo mandtlallo@aol.com 805-491-099508-66906 2007-45 14-Apr-08 30-Jun-08 26-May-11 26-May-10 26-May-10 free polio corrective surgeries to 200 children India Atascadero Anil Garg anil.garg@lpl.com 805-520-979009-67125 ??? 21-Nov-08 21-Jun-09 31-May-11 2-Jun-10 14-Jun-10 adult literacy & microcredit India Thousand Oaks Richard S. Williams richardwilliams@roadrunner.com10-72187 2009-32 7-Jan-10 31-May-10 31-May-11 two reverse osmosis water filtration systems India Westlake Village Sunrise Preethi Marla pmarla@sbcglobal.net09-69739 2008-38 27-Feb-09 30-Jun-09 30-Jun-11 19-Jun-10 24-Jun-10 24-Jun-10 28-Jun-10 wheelchairs Guatemala Simi Sunrise Maggie Kestley mkestley@simimidvalley.com 805-582-027510-72061 2009-31 20-Jan-10 31-Jul-10 31-Jul-11 funds for sewing & embroidery machines Congo Montecito Vickie Bentley drvictoria.bentley@gmail.com 805-721-266110-72600 2009-34 5-May-10 31-Jul-10 31-Jul-11 30 computers, software, printers and 100 textbooksMexico Santa Barbara Sunrise Luz Maria Ortiz-Smith luzmariadg0910@smithandortiz.com805-964-456909-68164 2008-05 3-Dec-08 31-Mar-09 10-Aug-11 15-Jun-10 23-Mar-10 3-May-10 10-Aug-10 cataract surgeries Colombia Conejo Valley Diego Velasquez diego@caliusa.net 805-492-4620 TRF email on 23 Jul, still q's and problems with Financial Rpt07-61911 2006-24 6-Feb-07 31-Mar-07 10-Aug-11 30-Jun-10 7-Jul-10 10-Aug-10 prostheses to 25 children injuried by landmines Colombia Conejo Valley Diego Velasquez diego@caliusa.net 805-492-4620 Interim Rpt accepted by TRF 10 Aug 10, calendar of activites req09-69741 2008-03 24-Apr-09 10-Aug-10 10-Aug-11 14-Jun-10 15-Jul-10 wells, water filters Malawi Carpinteria Morning Larry Seigal lesiegel@cox.net 805-684-291107-61908 2006-25 7-Feb-07 31-Mar-07 17-Aug-11 30-Jun-10 11-Aug-10 17-Aug-10 prostheses to 25 children injuried by landmines Colombia Conejo Valley Diego Velasquez diego@caliusa.net 805-492-4620 TRF accepted Final Rpt with 2 contingencies that are now resolved09-69785 2008-34 5-May-09 30-Sep-10 Closed 1-Jul-10 bakery equipment Colombia Conejo Valley Diego Velasquez diego@caliusa.net 805-492-4620 TRF closed on 5 July 10, removed from Activity Report08-63786 3-Dec-07 31-Mar-08 Closed 12-May-10 11-May-09 25-Jun-10 psycho-social svcs for landmine victims Colombia Conejo Valley Diego Velasquez diego@caliusa.net 805-492-4620 TRF closed on 30 Jun 10, MG deleted from latest TRF activity Rpt08-66665 2007-20 11-Apr-08 30-Jun-08 Closed 21-Jan-10 12-Feb-10 Agri demo garden & vocational train for nomads Niger Ojai Katherine Ann Bliss kblissojai@sbcglobal.net 805 640-8331 Closed by TRF on 20 Aug 201010-71118 2009-19 17-Sep-09 28-Feb-10 Closed 19-Jul-10 29 Ju 2010 computer center, computers, printers, scanners India Simi Sunrise Arun Sharma aks1231@sbcglobal.net 805 658 6691 TRF Closed on 29 Juy 10, should be removed fm Activity Rpt08-66115 2007-39 14-Mar-08 31-Jul-08 Closed 19-Feb-10 16-Feb-10 17-Mar-10 550 wheelchairs Nigeria Cambria Andy Loveless ?? 805 927-0880 TRF Closed on 14 Jul 10, was removed from the Activity Rpt

District MG Tracking spreadsheet