Information Kit for Matching Grants August 2008 (Revised October 2008) Rotary District 6440 Pam Kerr, Governor
Contents page 1. Committee letter with guidelines (revised August 2008) 1 2. Frequently Asked Questions 4 3. Sample Approval Letter from District 6440 6 4. Humanitarian Matching Grants Committee Roster 7 5. Contributions by Club, 2007-2008 9 6. Calculating Grant Matches Examples 11 7. Glossary of Abbreviations and Terms 12 8. Checklist: Steps Prior to Submittal of Humanitarian Matching Grants 13
Rotary International District 6440 Humanitarian Matching Grants Committee, 2008-2009 Members PDG Anthony (Tony) Tolbert III, Chair Ronald Hamelberg, Treasurer Judy Hennip, Secretary Charlotte Ogorek, Chair DSG Grants Linda Trexler, Grant Requests Pam Kerr, District Governor PDG Gordon Schrubbe, District Foundation Ch Ex-Officio Members Bill Ferreira, District Governor-Elect Bruce Baumberger, District Governor-Nominee Larry Kanar, District International Service Ch Linda Lutz, World Community Service Ch August 2008 To: Rotarians in District 6440 From: District 6440 Humanitarian Matching Grants Committee Re: Rotary Foundation Matching Grant Programs The District Humanitarian Matching Grants Committee was formed in July 1998 for the purpose of assisting our 71 clubs, our District, and the Rotary Foundation (TRF) to more efficiently utilize the District Designated Funds for humanitarian programs such as matching grants. The committee meets the second Tuesday of every month (for meeting schedule and location see page 8). The role of the committee is to: 1. Oversee the distribution of District Designated Funds (DDF) allocated for humanitarian programs in the current year and plan for next year; 2. Help educate clubs about opportunities for service through the humanitarian programs of TRF; 3. Assist clubs in processing the necessary paperwork for TRF grants; 4. Track the progress of grant applications until they are complete; 5. Facilitate networking opportunities among D6440 clubs; 6. Assist the D6440 Governor, District Foundation Chair and RI President in accomplishing the international humanitarian service goals. The funds available to this committee for matching grants for the year ended June 30, 2009 are approximately $131,500. An additional $40,000 is available for District Simplified Grants (DSG). The matching grant approval guidelines below were established to make sure the District Designated Funds would be fully allocated during the year and to distribute the funds among clubs in the district in the most equitable way. The criteria for District matches are as follows: 1. $3,750 is the maximum district match per club per year for humanitarian matching grants. Clubs are limited to one DSG grant per year in the amount of $1000 or $500. Beginning in January, clubs that have already been awarded the maximum district humanitarian match of $3750 may submit additional grant project applications requesting up to an additional $3750 in district humanitarian matching funds. In no 1
case may the total of all district match funds requested exceed the amount of the club(s) contribution to the Annual Fund of the Rotary Foundation for the last Rotary year or the current year. As with all matching grant applications, requests will be considered on a first-come first-serve basis and all allocations are contingent upon TRF approval of the project. 2. Requests for District 6440 matching funds may not exceed the amount of the club(s) contribution to the Annual Fund of the Rotary Foundation for the last Rotary year or the current year. 3. If two or more clubs submit a joint application, the contributions of each club will be used to establish eligibility. Exceptions to this policy will be considered. 4. Requests will be considered on a first-come first-serve basis, based on receipt of completed applications. 5. Current District Designated Funds will be completely distributed no later than the May meeting of the committee each year. Any funds not used to match club funds will be distributed to another project of The Rotary Foundation. 6. Applications must be presented to the District Committee, never direct from the applicant to the Rotary Foundation 7. All allocations are contingent upon TRF approval of the project. In order for you to better understand and use matching grants, the committee has compiled this information kit. It contains the latest and best information available on matching grants as of August 2008. The Humanitarian Matching Grants Committee members, other district Rotarians, and TRF staff also stand ready and willing to assist you. Committee member names and numbers, along with meeting schedule, are listed on pages 7 and 8. How to proceed: 1. Carefully re-read this letter and all other materials in this kit. 2. Review Rotary Foundation publications and forms available now for download at http://www.rotary.org/foundation/grants/matching. (NOTE: Under TRF rules the minimum matching grant award of Rotary Foundation money is US$5000. Requests for smaller TRF matching amounts are NOT accepted. In addition, a minimum US$100 contribution is required from the host partner in the project country.) 3. Identify a project to sponsor: a. Refer to the World Community Service Projects Exchange available on the RI Web site at http://www.rotary.org/programs/wcs or contact Linda Lutz, WCS Chair. b. Refer to the Donation-in-kind Information network (Publication 725-EN), gratis from the RI Publications Department at 847/866-4600 or on the RI Web site at http://www.rotary.org/programs/wcs/. c. Obtain a copy of the PolioPlus Partners Open Projects List available from RI staff by calling 847/866-3343 and on the RI Web site at http://www.rotary.org/foundation/polioplus/. 4. Obtain the support of your club s president and international service chairman. 5. Verify eligibility of other clubs and districts to receive Rotary Foundation match funds. As club and district status change frequently the potential project partners should contact the TRF 2
Grant Coordinator of the territory in which the project is located to see if that club/district is in good standing and may participate in Humanitarian Programs. Although the Coordinator may not be able to release the details of overdue projects, she can, upon request, inform potential partners whether a particular club/district is current with reporting. (See RI web site for staff directory.) 6. Work with a photocopy of the matching grant application form included with this kit to draft your initial application. An interactive application form with instructions (141-EN) is also available for download from the RI Web site (see #2 above for address). The Foundation recently revised the application form. Do NOT use old forms. 7. To be considered for matching DDF from the district, mail your completed grant application to Linda Trexler (see committee roster on page 7). Applications must be received one week in advance to be reviewed at the next scheduled District Committee meeting. 8. The Humanitarian Matching Grants Committee will review your application, advise you of its status via a letter (see sample letter on page 6) and forward the completed application to the Rotary Foundation for further consideration. Contact Linda Trexler with any questions about completing or filing the application. 9. If you are seeking District Designated Funds from both districts (sponsor and project country) there are some practical problems in filing the paperwork. The Rotary Foundation staff advises that it is best for only one club to file all of the paperwork through its District Committee as one complete package to TRF rather than have documents arrive separately from several sources. This will ensure the proper association of all related documents. Faxed, legibly e- mailed and photocopied documents are acceptable. Once TRF has assigned a project number, future correspondence to TRF should always refer to this number. 10. The application deadline for Humanitarian Grant Matching Funds to be submitted to TRF is March 31 and only after District Committee review. District Simplified Grants (DSG): 1. For detailed information and all required forms see the Community Service page on the District 6440 website. 2. Applications must be submitted to the District Committee BEFORE March 31 each year. 3. NOTE: Terms and Conditions AND the DSG Application used by District 6440 are slightly different from those available at the RI website. Correct District 6440 forms are available for download at www.rotary6440.org under Community Service. (Do NOT use the form on the RI website.) Download copies of all forms from District 6440 website, review and complete. Thank you for interest in participating in the Matching Grants Program and for your willingness to work with your fellow Rotarians to make this world a better place for all of us. The Humanitarian Matching Grants Committee looks forward to working with you. 3
Frequently Asked Questions How do we find a project? Refer to the World Community Service Projects Exchange available on the RI Web site at http://www.rotary.org/programs/wcs/. Refer to the Donation-in Kind Information Network. (Publication 725 EN is available from the RI Publications Department at 847-866-4600 or by download from the RI Web site at http://www.rotary.org/programs/wcs/.) Refer to the Polio Plus Partners Open Projects List available from RI staff by calling 847-866-3343 or by download from the RI web site at http://www.rotary.org/foundation/polioplus/. You may request to be added to the monthly mailing list by e-mail to polioplus@rotary.org. Contact any member of the District Humanitarian Matching Grants Committee (See page 7 of this kit.) Where do we get the money to sponsor a matching grant project? A District 6440 club, or several clubs, should consider taking full advantage of the matching funds that are available from the District and from the Rotary Foundation. A club(s) cash contribution(s) is matched $1.50 DDF to each $1.00 cash up to $3,750 DDF per participating club. The Rotary Foundation then matches DDF at 100% and cash at 50%. The TRF minimum award is now US$5000 per project. In order to meet the $5000 TRF award minimum one or more clubs must contribute a combined total of at least $2,500 in cash. See Calculating Grant Matches (page 11) for examples of how a project may be funded. (See page 3 for additional DDF match funding opportunity for this year only.) The project host club must contribute $100 in cash as well. (Usually the host club will not have access to DDF fund matches, but its cash contribution does receive the TRF 50% match.) The size of a project is limited only by a club s resources. However, District and TRF matches are subject to availability and the requested DDF match amount may not exceed the amount of its contribution to the Annual Fund of the Rotary Foundation for the last Rotary year and/or the current year. 4
What forms need to be completed? The first form that needs to be completed is the Matching Grant Application form. It is form 141-EN available only at http://www.rotary.org/foundation/grants/matching. Download the MS Word form, complete the interactive form, and send to Humanitarian Matching Grants Committee member Linda Trexler. Do NOT use older application forms because RI has issued a new version this year. For a detailed guide to completing forms see The Guide to Matching Grants 144-EN available for download at the RI Web address noted above. Remember, for international project grants, some of the paperwork must be processed by the host partner in the country outside of the U. S. A complete application must contain ALL signatures. After the District Humanitarian Matching Grants Committee has approved the DDF match, it will send your application to TRF. At the same time, your club will receive a letter from the District confirming the match award and explaining what additional paperwork you will receive from RI. Never send your application direct to the RF. (See example on page 6 of this kit.) After a grant has been approved by the Rotary Foundation Trustees, the sponsoring club will receive, and must complete, the following two forms: (1) Agreement Form (2) Contribution Method Form Both of these forms must be completed before payment can be made. Reminder: Failure to file timely project reports during the course of the project may result in forfeiture of funds and ineligibility for future grants. When do we send in our Club s payment? The Foundation will notify your club when it has approved the matching grant and will instruct you and other participating clubs to send the money and how to send the money. Do not send payment until you are notified by the Foundation to do so. Who can help us with our questions regarding forms, projects, and general information about matching grants? The District Humanitarian Matching Grants Committee is available to help you succeed when your club becomes involved in an international service project. Any member of the committee is available to answer your questions. (See page 7 of this kit.) In addition, general information and forms are available for download on the Rotary web site at http://www.rotary.org/foundation/grants/matching. How long does the matching grant process take? The District Humanitarian Matching Grants Committee meets monthly. Noncompetitive Matching Grants (US$25,000 TRF funds or less) are approved on an ongoing basis by the Foundation Trustee chairman. The TRF part of the process may take three to six months. 5
Humanitarian Matching Grants Sub-Committee District 6440 (Sample committee Approval Letter) November 2008 To: Rotary Club Project Sponsor The District 6440 Humanitarian Programs Committee is delighted to have received your completed application for District SHARE Funds (DDF) to attach to your Matching Grant request. As a Committee, we have reviewed your request and are pleased to approve $ in SHARE funds. We also want to alert you to the process that will now take place. Your request will be forwarded to Rotary International where it will be reviewed by a Foundation staff member and assigned a PROJECT NUMBER. Your Club President and your primary contact (project committee chairman) will then receive an EMAIL NOTICE indicating that the forms have been received, and that your grant request has been assigned a PROJECT NUMBER. Watch for that email message! Your project number is important. Once a project number has been assigned, all correspondence about the project will refer to that number. It will be the only way to track your request through the approval process. If the Trustees of the Rotary Foundation approve your grant, the club or clubs that are contributing money will receive an Agreement Form and a Declaration of Contribution Method Form. These forms and all communications will be by email whenever possible. These forms must be signed by the appropriate parties and returned to the Rotary Foundation before payment from the Foundation can be made. This piece is frequently missed and causes unnecessary delays in payment. Thank you for living the Rotary motto, Service Above Self, and for sponsoring this very worthwhile project. The Committee wishes you every success. Please do not hesitate to contact me should you have any questions. Sincerely, PDG Tony Tolbert Chair, Humanitarian Matching Grants Sub-Committee 6
Rotary International District 6440 Humanitarian Matching Grants Committee 2008-2009 Officers PDG Anthony (Tony) Tolbert, III Park Ridge Chairman 112 South Waverly Place H 847-392-9589 Mount Prospect, IL 60056 F 847-788-1677 atolbert3@aol.com Judy Hennip Schaumburg/Hoffman Estates Secretary/ 1429 Wyndham Cove Lane H (847) 517-1933 Club Information Schaumburg, IL 60173 judyh@parcelink.com Ronald Hamelberg Barrington Breakfast Treasurer 115 Kainer Avenue H 847-381-5086 Barrington, IL 60010 F 847-277-7597 ronnan660@aol.com Charlotte Ogorek Park Ridge Chair, DSG 1119 West Touhy Avenue H 847-823-4941 Park Ridge, IL 60068 B 847-823-6191 F 847-823-0382 charlotte.ogorek@sbcglobal.net Linda Trexler Cary-Grove Matching Grant 398 Sterling Circle H 847-462-1087 Requests Cary, IL 60013 linda.trexler@comcast.net Additional Voting Members DG Pam Kerr Wilmette Harbor District Governor 2538 Kenilworth Ave. H (847) 256-2267 Wilmette, IL 60091 B (847) 533-6336 Gov.pam@rotary6440.org PDG Gordon Schrubbe Wheaton Foundation Chair 1010 Glencoe Street B 630-690-4570 Wheaton, IL 60187 F 630-690-4571 C 630-744-9533 gorotary@sbcglobal.net 7
EX-Officio Members DGE William Ferreira Long Grove DG Elect 4432 RFD H 847-913-1962 Long Grove, IL 60047 B 847-634-0606 F 847-634-1026 bferre4432@aol.com DGN Bruce Baumberger Evanston Lighthouse DG Nominee 3513 Central St. H 847-475-1110 Evanston, IL 60201 B 847-370-3515 Gov.bruce@rotary6440.org Larry Kanar Northbrook International 471 White Oak Lane H (847) 405-0471 Service Advisor Riverwoods, IL 60015 C (224) 522-4401 lpk471@hotmail.com Linda Lutz Evanston World Community 23686 North Elm H 847-913-7795 Service Lincolnshire, IL 60069 lindallutz@comcast.net District 6440 Humanitarian Committee meetings start at 4:00 PM and will be held at: Palatine Public Library 700 N. North Court Palatine, IL 60067 847-358-5881 Scheduled meetings are: August 12, 2008 February 10, 2009 September 9, 2008 March 10, 2009 October 14, 2008 April 14, 2009 November 11, 2008 May 12, 2009 (final meeting of year) December 9, 2008 June 9, 2009 (only if necessary) January 13, 2009 8
Contributions by Club Rotary International District 6440 Matching Grant Eligibility for 2008-2009 (Based upon 07-08 Annual Fund Contributions to TRF) PLEASE NOTE: District 6440 will match cash contributed by individual clubs to Humanitarian Matching Grant and/or District Simplified Grant up to total $3750 and/or $1000, respectively, or individual club Annual Fund Contribution listed below whichever is less. Contributions in current year already received may also be counted. Contributions to Annual Fund 2007-2008 $4750 and up (to maximize Humanitarian and District Simplified grant matches) Algonquin-Lake in the Hills $6,125.00 Antioch $6,500.00 Arlington Heights $12,225.00 Arlington Heights Sunrise $8,045.00 Barrington Breakfast $9,670.00 Batavia $5,500.00 Buffalo Grove $6,862.00 Crystal Lake Dawnbreakers $18,306.00 Dundee Township $7,616.00 Elgin $6,875.00 Elk Grove Village $8,075.00 Evanston Lighthouse $12,770.00 Glenview Sunrise $6,275.00 Glen Ellyn $5,878.00 Gurnee $6,470.00 Highland Park $8,389.00 Lake Forest-Lake Bluff $10,600.00 Lake Zurich $4,900.00 Libertyville Sunrise $14,586.00 Lincolnshire Morning Star $8,027.00 Long Grove $27,650.00 Northbrook $38,357.00 Park Ridge $9,577.00 Schaumburg AM $7,515.00 Schaumburg-Hoffman Estates $28,853.00 Skokie Valley $9,568.75 West Chicago $5,075.00 Wheaton $8,830.00 Wilmette $6,768.00 Wilmette Harbor $9,313.00 Winnetka Northfield $8,050.00 Woodstock $6,000.00 Woodstock Morning $7,637.00 9
$3750 - $4749 (to maximize Humanitarian Grant match) Barrington $4,500.00 Elgin Breakfast $4,000.00 Evanston $4,325.00 Wheeling $4,193.00 $1000 - $3749 (to maximize DSG, but limited Humanitarian grant match to donation) Bartlett $1,400.00 Bloomingdale-Roselle $2,600.00 Carol Stream $3,115.00 Cary-Grove $3,000.00 Central DuPage County AM $3.460.00 Crystal Lake $1,400.00 Deerfield $2,495.00 Des Plaines $2,500.00 Fox Lake-Round Lake Area $2,500.00 Glenview Sunset $1,500.00 Grayslake $2,500.00 Huntley $2,500.00 Illinois Beach Sunrise $3,250.00 Libertyville $3,300.00 Lombard $3,292.00 McHenry $1,100.00 Mount Prospect Sunrise $2,868.00 Mount Prospect/Prospect Heights $2,200.00 North Chicago $1,600.00 Rolling Meadows $2,100.00 St. Charles $1,000.00 St. Charles Breakfast $2,710.00 Villa Park $2,000.00 Wauconda $2,317.00 Waukegan $1,600.00 Under $1000 (grant matches limited to donation) Geneva $350.00 Glencoe $0.00 Glenview $0.00 Lake-in-the Hills $0.00 Mundelein-Vernon Hills $500.00 Palatine $25.00 Richmond-Spring Grove Area $965.00 Wilmette-Kenilworth $0.00 10
CALCULATING GRANT MATCHES DISTRICT 6440 and ROTARY FOUNDATION Matching Grants Calculator (available on RI website as file titled mg-calculator.xls ) Cash contributions are matched by 6440 DDF 150%: $1.50 DDF to $1.00 club cash Maximum DDF match is $3750 per participating 6440 Club. DDF contributions are matched by TRF 100%: $1.00 TRF to $1.00 DDF Cash contributions are matched by TRF 50%: $1.00 TRF to $2.00 Cash Minimum TRF award is $5,000. Applications for awards less than this will be returned. Maximum TRF match is $150,000. Example 1 One 6440 club contributes $2500, host club contributes $100, meets TRF minimum. Budget total = $11,400 Cash DDF 1 Total Cash contributions 1 2,600 yields Contributions 2,600 3,750 6,350 DDF contributions 2 3,750 yields TRF match dollars 1,300 3,750 5,050 BUDGET 11,400 Example 2 One 6440 club contributes $10,000, host club contributes $100, meets TRF minimum. Budget total = $22,650 Cash DDF 1 Total Cash contributions 1 10,100 yields Contributions 10,100 3,750 13,850 DDF contributions 2 3,750 yields TRF match dollars 5,050 3,750 8,800 BUDGET 22,650 Example 3 Three 6440 clubs contribute $1000 each, host club contributes $100, meets TRF minimum. Budget total = $13,650 Cash DDF 1 Total Cash contributions 1 3,100 yields Contributions 3,100 4,500 7,600 DDF contributions 2 4,500 yields TRF match dollars 1,550 4,500 6,050 BUDGET 13,650 Example 4 Three 6440 clubs contribute $2500 each, host club contributes $100, meets TRF minimum. Budget total = $33,900 Cash DDF 1 Total Cash contributions 1 7,600 yields Contributions 7,600 11,250 18,850 DDF contributions 2 11,250 yields TRF match dollars 3,800 11,250 15,050 BUDGET 33,900 Example 5 One 6440 club contributes $2000, host club contributes $100, NOT meet TRF minimum. Budget total = $9,150 Cash DDF 1 Total Cash contributions 1 2,100 yields Contributions 2,100 3,000 5,100 DDF contributions 2 3,000 yields TRF match dollars 1,050 3,000 4,050 BUDGET 9,150 1 Host club $100 is NOT matched by DDF 2 Multiply the District 6440 club(s) cash contribution by 1.5 up to a maximum of $3750 per club. 11
Rotary International District 6440 Humanitarian Matching Grants Committee GLOSSARY OF ABBREVIATIONS and TERMS DDF DSG Humanitarian Matching Grants Committee Host Partner International Partner RI SHARE Funds TRF WCS District Designated Funds used to match club cash contributions for Humanitarian Matching and District Simplified Grants District Simplified Grant District committee responsible for review of matching grant applications and tracking district club reports to RI Club or district INSIDE the project country Club or district OUTSIDE the project country Rotary International District Designated Funds used to match club cash contributions for Humanitarian Matching and District Simplified Grants The Rotary Foundation World Community Service 12
Rotary International District 6440 Humanitarian Matching Grants Committee Checklist: Steps Prior to Application Submittal Project is approved and supported by club. Three-member club project committee is established. Club contributions to Annual Fund are sufficient for DDF match requested. Verified with TRF staff that all clubs and districts participating in project are deemed eligible for TRF match funds (up to date with all reports). Club and individual with primary reporting responsibility is identified and willing to serve until final report is accepted by TRF. All project funding sources and matches are reviewed for accuracy. Project budget is complete and is the same as total project funding. If appropriate, cooperating organization information is complete. Application has been thoroughly reviewed for completeness including ALL signatures necessary (see the completion checklist on page 9 of the application [141-EN {206}]). All partnering clubs have copies of all documents for their files. Completed application is sent for approval by email or mail to Linda Trexler of District 6440 Humanitarian Matching Grants Committee no later than one week prior to its monthly meeting. TRF application deadline is March 31. (Do NOT send to RI. All matching grant applications MUST be reviewed by our District Committee even if no DDF are requested.) Refer to project number assigned by TRF staff on all documents and correspondence (you will receive this number by email after application forwarded by the District is received by RI). Send NO money until TRF notifies of grant approval and sends instructions on how to submit club(s) cash contribution (notification also by email). 13