District Grants Projects – Notes for D9780

Rotary Year 2016-17

These notes are designed to assist clubs in District 9780 apply for funds to enable them to run a District Grant project, funded under The Rotary Foundation (TRF) guidelines.

Information about District Project Grants is available from the District Grants Subcommittee Chair (DGSC) PP Martin Hill, email or

Telephone 0408 524 574,

or from the TRF and D9780 web sites.

Club Qualification

For a club to qualify for receiving funding under the Rotary Foundation District Grants clubs must send at least one representative to the TRF training seminar each year, which will generally be held in October or November each year.

Clubs must also sign two Memoranda of Understanding (MOU), one the standard TRF MOU (MOU for Clubs) and the other a specific District MOU for D9780 (referred to as Addendum to Club MOU).

Note these Memoranda are now attached as a single document but each require dual signatures.

Clubs must qualify each and every year.

The register of qualified clubs is maintained by The District Rotary Foundation Chair (DRFC) PDG Geoff James, email

Requirements

The requirements are spelt out in detail in the MOU and the application form and include the following.

  • The club must be qualified.
  • The club, if required, agrees to maintain a separate bank account (Note: not a separate line item) for the management of all funds under the TRF grants program.

Restrictions

Applications must adhere to the Terms and Conditions for Rotary Foundation Grants available from the Rotary web site or the D9780 web site.

Clubs are reminded of some (but not all) of the restrictions. Grants cannot fund:

  1. Continuous or excessive support of any one beneficiary, entity, or community.
  2. Purchase of land or buildings.
  3. New construction of or additions to any structure in which individuals live, work, or engage in any gainful activity.
  4. Fundraising activities.
  5. Project signage in excess of $500.
  6. Activities and expenses already in progress or completed.
  7. Activities primarily implemented by an organization other than Rotary.

Please note especially clauses 6 and 7.

However we have recently been advised that District Grants can now fund Low Cost Shelters and also Youth activities including Youth Exchange, RYPEN and RYLA.

Rotarians and Clubs are encouraged to download the latest Grants Terms and Conditions from the Rotary.org web site.

If there are any doubts or uncertainties about whether a project is acceptable or not then the DGSC can request clarification from TRF.

Applying for funding a District Grant Project

Applications must be on the District Grant Project Application form.

Requested funding for Projects by a club must always total to less than or equal to $3000in any one year. The minimum grant for a project will be $300.

Clubs must spend equal or more from their own funds than the amount sought.

Applications must be provided to the DGSC by mid- April in 2017. This is so the district can collate applications, discuss which projects should or should not be funded, and submit theDistrict Spending Planto TRF no later than mid- May.

Advice as to the success or otherwise of a particular application will be made as soon as possible but it is anticipated that this will be early July.

Projects must be completed no later 30 April the following year. Any variations to the funded project must first be discussed with the Grants Chairman who will in turn liaise with TRF seeking approval to vary the project.

Reporting

Clubs must report on each project by 30 April in the year following the application.

Funding will only be authorised when an acceptable report, including copies of all relevant invoices and receipts, is provided to both the DGSC and the District Stewardship Committee Chairman (PDG

Rod Stewart, email ).Funds will be provided from a specially established D9780 account probably by direct transfer to a nominated club bank account.

Documentation

The rotary web site offers many useful documents including;

grant_management_manual_en.pdf

grants terms and conditions_en.pdf

These documents are also available from the D9780 web site together with this document and;

MOU for Clubs.pdf

Addendum to Club MOU.pdf

District Grant Project Application Form.doc

The documents are also available from the DGSC.

Useful Rotary Documents

Areas of Focus Statement of Purpose and Goals
Monitoring and Evaluation Supplement
Grant Terms and Conditions
Grant Management Manual
Cooperating Organization MOU
Itinerary
RI Exchange Rates

District Grants Projects Application Form Notes – November 2016Page 1 of 2