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Grant Management Seminar 1
Session 4Session 4
QUALIFICATIONQUALIFICATION
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 AddendumWhen 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 FundsTRF 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 requiresProject 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