DISTRICT GRANT APPLICATION DISTRICT 5440

Transcription

1 DISTRICT GRANT APPLICATION DISTRICT 5440 (TRF MISSION RELATED) GRANT GUIDELINES (effective 1/19/2012): The District goal is to have 100% participation in The Rotary Foundation and we encourage each club to have that same goal. Rotary International District 5440, Inc. offers three (2) different types of Grants: 1. District Grants (up to $5,000 requested), and 2. Global Grants (minimum total project cost must be $30,000 and the D5440 DDF requested match is limited to $10,000.) For a grant application to be approved and to receive D5440 District Designated Funds (DDF) the application must meet the general criteria and the application specific criteria outlined below: General criteria: (Effective July 1, 2011) 1. A Club Rotary Foundation Chair must be selected and the District must be informed of that selection prior to the start of each Rotary Year. 2. A Club must be qualified which requires the Club President-Elect and Rotary Foundation Chair to attend Grants Management training and for the Club President and President-elect to sign the Memorandum of Understanding (D5440 and TRF Future Vision guidelines). 3. All grant applications are to be electronically submitted to the appropriate District Grants Chair on the on-line form provided by either the District Grants Committee (District Grants) or Rotary International (Global Grants). The District Grants Chair will then distribute the application to the committee. 4. Direct D5440 or Club Rotarian participation is required on all grant projects (no pass through projects). 5. All applying clubs must be contributing funds toward the project and that contribution indicated in section No exploratory or travel costs will be covered with District Grant funds or matched by D5440 DDF. 7. Each grant request must be submitted on a separate application. In addition to the general criteria listed above, additional criteria for District Grants (up to 5,000) are as follows: 1. All District Grants will be pre-funded. 2. District Grants can be used for local or international projects. 3. District Grants will be matched with D5440 DDF dollar-for-dollar on club contributions. 4. Submission of a preliminary proposal of the project by June 1 preceding the start of the next Rotary year will give the application priority. However, early submission of a proposal does not necessarily guarantee the funds will be available A Final Report must be submitted within 30 days of the completion of the project, with an Interim Report due on the 12 month anniversary of the grant, on forms available on the District Website. Reports must be accompanied with receipts and other documentation to verify proper expenditures. Copies of applications, receipts, correspondence and all reports must be maintained by the club pursuant to the Club Memorandum of Understanding. Page 1

2 1. This is the name of the club applying for the grant. GRANT APPLICATION INSTRUCTIONS 2. Do not provide the extensive background of the need. Describe what you are going to do, where you are going to do it and the objectives of the project. Be sure to indicate the anticipated start and stop date of the project. It is important to complete the project and Final Report within the Rotary year it is granted. 3. Show the community need and how the project meets this need. The project should be long-lasting and sustainable. 4. All grants require hands on involvement whether local or international. Describe the activities of both your club members and of Rotarians in any other club who may be involved. BE SPECIFIC. 5. Public relations efforts are required. 6. This person is required to submit all required reports, to monitor progress and insure completion of the project. All requirements for record keeping and money management must be met. 7 & 8. These sections pertain only to international projects. The hands on and Final Report by the Primary Contact requirements remain in effect. 9. Only applicable if using a Cooperating Organization. 10. Be as accurate as possible. Retain copies of any bids or preliminary invoices secured at this time. 11. Accurately show how the project will be funded. Totals in #10 and #11 must be the same. 12. Only one grant request may be submitted on an application. Signatures on Page 5 must be from three different people. All three people should be involved, aware and willing to accept responsibility for supervision, record keeping and preparation of the Final Report if needed. A Final Report must be submitted within 30 days of the completion of the project, with an Interim Report due on the 12 month anniversary of the grant, on available on the District Website. Reports must be accompanied with receipts and other documentation to verify proper expenditures. The use of District Grant funds must: 1. Promote active and personal participation of Rotarians in the implementation of the project; 2. Assist in the development of stronger Rotary networks as clubs from different communities and/or nations work together to implement projects that have been initiated by a Rotary Club in a project location; 3. Not involve the establishment of a permanent foundation, trust, or permanent interest-bearing account; 4. Not directly benefit a Rotarian, an employee of a club, district or other Rotary entity including Rotary International, or a spouse, lineal descendent (child or grandchild by blood or legally adopted child), or spouse of a lineal descendent, or an ancestor (parent or grandparent by blood) of any living Rotarian or Rotary employee; 5. Not duplicate any existing TRF or other Rotary sponsored program in the community; 6. Exclude any liability to the Rotary District, the Rotary Foundation or to Rotary International except for the amount of the grant; 7. Not to be used to reimburse clubs/districts for projects already undertaken and in progress, or for existing projects, activities primarily sponsored by a non-rotary organization, or for projects that are already completed. Page 2

3 DISTRICT 5440 District GRANT APPLICATION Our Mission:... to enable Rotarians to advance world understanding, goodwill, and peace through the improvement of health, the support of education, and the alleviation of poverty. (Endorsed by the Council on Legislation, April 2007) Please print or type all information 1. ROTARY CLUB of 2. Briefly describe the project, its location, and its objectives. Start Date (Cannot commence before grant is approved!) Estimated Completion Date 3. Describe how the project will benefit the community and/or improve the lives of the less fortunate. 4. Describe the nonfinancial participation by sponsoring Club Rotarians in the project (i.e., How Rotarians will be involved). Are other Rotarians going to be involved in the project? How? 5. How will the general public know this is a Rotary-sponsored project? Please provide details of the publicity plan. 6. Project Contact Who in the club is the primary contact who will monitor progress, provide additional information if needed and submit the final report? Primary Contact Name Rotary Title/Position Address City State Zip Phone Page 3

4 7. International Projects only How will the club assure that the project is completed as proposed, funds spent appropriately, recognition of Rotary visible, and reports completed in a timely manner? Invoices, bank records and other documentation is required to verify expenditures. 8. Provide project manager name and contact information if different from 6 above. Contact Name Rotary Title/Position Address City/State/Zip or Country Phone 9. Cooperating Organization If the project involves a cooperating organization, please provide the name of the organization below and attach a letter of participation from that organization that specifically states its responsibilities and how the organization will interact with Club Rotarians for the project. By signing this application, the Rotarian sponsors endorse the organization as reputable, responsible, registered with the project community, and ensure grant activities, including the conversion of funds, are in accordance with local law. Name(s) of Cooperating Organization(s) 10. Budget Provide an estimate of the total cost of the project. Information regarding the items to be purchased should be included, if known. Retain copies of any preliminary invoices for your records. Add lines if needed. Item Cost TOTAL COST OF PROJECT 11. Financing Provide the sources and amount of financing for this project. The total financing must meet the total cost of project. Add lines if needed. Amount requested from District: $ Club District Other: Source of Funds Amount TOTAL AMOUNT OF FINANCING Page 4

5 As President of the Rotary Club of, I hereby affirm that the club s board has voted to undertake this project as an activity of the club. The club is qualified under Future Vision requirements. In consideration of receipt of these grant monies, we agree to abide by the Club Memorandum of Understanding and to submit a final report within 30 days of completion of the project. If the Primary Contact for this project is unavailable or unable to submit the required reports, I understand that I must complete and submit them within the required timelines. Failure to file complete and timely reports will necessitate the repayment of all grant funds received. I also affirm that all information in this grant application is true and accurate, to the best of my knowledge. Club President s Name (please print) Club President s Signature Date Primary Contact for Grant (please print) Primary Contact for Grant Signature Date Club Foundation/Grants Chair (please print) Club Foundation/Grants Chair Signature Date Send completed application to: chuck_rotary@hotmail.com Please send with return notification so that you have confirmation from the District that we have received your application. For District Use Only Review and Approval Signatures District Grants Committee Chair Date District Foundation Committee Chair Date District 5440 Governor Signature Date District Grant Number: Application Number: Notes: Page 5