Whitehall/Bexley Rotary Club Foundation 893 Plum Ridge Road Columbus, Ohio 43213 Phone: (614) 864-7433 Email: CTurner004@insight.rr.com 2016/2017 President: Charles Turner Treasurer: Preston Elliott Secretary: Paul Ross GRANT APPLICATION GUIDELINES AND APPLICATION FORM All grant requests to the Whitehall/Bexley Rotary Club Foundation must follow a specific application process, under the guidelines adopted by the Foundation. The Guidelines are below. All grant applications must be submitted in writing, on the attached prescribed form to the current President of the Whitehall/Bexley Rotary Club. E-mailed applications are accepted, but only if they are submitted on the fully filled out prescribed application form with required documentation. The Foundation will consider grants at any time during the club fiscal year. In order to be considered a grant request must specifically and directly benefit the Columbus East Side Community served by the Whitehall/Bexley Rotary Club. That geographic area is enclosed by Alum Creek on the west; Fifth Avenue on the North; I-270 on the East and Refugee Road on the South. Applications which do not directly serve this area and persons therein will not be considered. All grant requests must strictly adhere to the Rotary Conflict of Interest rules which are attached. GUIDELINES: 1. The Board of Directors of the Whitehall/Bexley Rotary Club will review carefully all grant requests to ensure that they fulfill goals of the Whitehall/Bexley Rotary Club and the guidelines of Rotary International. 2. The Club Board of Directors will forward board approved grant requests to the Club Foundation Board. The requests may be submitted in suggested priority order if the Club Board so desires. Requests not approved by the Club Board will not be forwarded to the Foundation. 3. The Foundation Board will consider all grant requests received, and will determine if the requests support the goals and standards of Rotary International and the Foundation. After considering the funds available for distribution, the Foundation Board will make grants on the basis of which requests best serve the widest spectrum of our local East side community and the broadest range of need on a fair and equitable basis. Applications which relate most closely to the current focuses of Rotary International, such as those aimed at literacy, hunger, environment, and disability may be given precedence. 1
4. The Whitehall/Bexley Rotary Foundation may make grants to individuals or organizations. Grants to eligible organizations will have precedence. If the applicant is an organization, then they must be either an official public government body, such as a city or public school system or they must be a not-for-profit organization under Ohio law, which has also received tax exempt status from the US Federal Internal Revenue Service. Evidence of such status which MUST be included with the application is a copy of the IRS designation letter and their submitted IRS Form 990 for the most recent Federal Tax Year. 5. The Foundation is not obligated to approve any grant application. There is no minimum or maximum number of grants that will be issued. 6. The Foundation Board will be guided always by the Four Way Test, and particularly the test of Is it fair to all Concerned? 2
WHITEALL/BEXLEY ROTARY CLUB FOUNDATION APPLICATION FORM The Whitehall/Bexley Rotary Club Foundation (Foundation) will consider grants during each Rotary Year. All required information must be provided. Incomplete applications will not be acted upon. CONFLICT OF INTEREST POLICY The Whitehall/Bexley Rotary Club Foundation will strictly follow the Conflict of Interest Policy, as outlined in the bylaws of the Rotary International Foundation. That policy is attached. Any Applicant or Club Board member, who has conflict or perceives one, should fully disclose such conflict in writing. Such disclosure will be noted in the meeting minutes and the member(s) will excuse themselves from all discussion and action. APPLICATION REQUIREMENTS 1. Priority will be given to applications that meet unmet needs, target underserved populations or help solve identified problem issues specifically within our East side club geographic territory. Priority will also be given to applications pertaining to one or more of the club community service emphasis areas, specifically; hunger, literacy, environment and disability. The application must contain an item break down of costs and how the grant will contribute to those costs. If other donors are also contributing, then the percentage of the total cost which will be met by this grant must be provided. Price quotes must be provided on vendor stationary where applicable. 2. The applicant must provide public recognition of the Whitehall/Bexley Rotary Club for their contribution. A description of all press releases, brochures, announcements, signage, social media or other publicity must be included with the application with a clear identification of how the Whitehall/Bexley Rotary Club will be recognized in that publicity. Applications submitted without this information will not be considered. 3. Grantees are required to submit a followup report to the club within 30 days of the completion of the grant project or activity. This report must include activities, participants, dates and times and an overall evaluation of the success of the project. Copies of receipts showing how the grant money was spent must be provided with this report. NOTE: If an applicant does not provide required followup reports, they will not be considered for future grants. 3
ORGANIZATION OR INDIVIDUAL REQUESTING GRANT: If the applicant is not a government entity, the application form must be accompanied by a letter of authorization from the applying organization indicating board or governing body action, signed by a corporate officer, and the required documentation of their current tax exempt status (IRS Letter & 990). (Note: no Rotary club member, or their family members, or a Rotary club itself can be a recipient of a grant) AMOUNT REQUESTED: DATE REQUIRED: NAME/ORGANIZATION TO WHICH CHECK IS TO BE MADE: ADDRESS: SIGNATURE OF APPLICANT OR AUTHORIZED OFFICER OF APPLYING ORGANIZATION: SIGNATURE By signing, I indicate that I have read the Conflict of Interest policies and have/have no (circle one) conflict of interest. If there is a conflict, it must be disclosed in the application request. PRINTED NAME: DATE: GRANT APPLICATION SUMMARY: The summary should clearly explain how this request serves the broad needs of our East Side Community described on page one. The Conflict of Interest Rules of Rotary must be adhered to and the signatures on this application will be taken as evidence that those signing and those acting on the request have reviewed those rules (attached) and have assured that they are in full adherence and compliance with them. If any individual proposing such a request, or serving on a Committee or Board reviewing it has a conflict, that conflict must be fully disclosed. That disclosure must be noted in the meeting minutes, even if they or their family are not a direct recipient of the grant. 4
Additional information may be attached to the application. Application materials and attachments will not be returned to the applicant. 5
ROTARY INTERNATIONAL FOUNDATION CODE OF POLICIES SOURCE: ROTARY INTERNATIONAL 7.030. Conflict of Interest Policy for Program Participants All individuals involved in a program grant and/or award shall conduct their activities in a way that avoids any actual or perceived conflict of interest. A conflict of interest is a relationship among individuals through which an individual involved in a program grant or award causes benefit, or could be perceived to cause benefit, for such individual or such individual s family, personal acquaintances, business colleagues, business interests, or an organization in which such individual is a trustee, director, or officer. This conflict of interest policy shall be applied in the following circumstances as specifically set forth below. The application of this conflict of interest policy shall not be limited to these circumstances. Award Recipient Eligibility Ineligible Persons, as defined below, shall not be candidates or final award recipients or beneficiaries of any Rotary Foundation program, except for Volunteer Service Grants, Rotary Grants for University Teachers, and Group Study Exchange team leaders. Ineligible Persons shall include Rotarians; honorary Rotarians; employees of clubs, districts, or other Rotary Entities (as defined in the Rotary Code of Policies) or of Rotary International; spouses, lineal descendants (children or grandchildren by blood, legal adoption, or marriage without adoption), spouses of lineal descendants, or ancestors (parents or grandparents by blood) or persons in the foregoing categories; or employees of agencies, organizations, or institutions partnering with the Rotary Foundation or Rotary International; and any other individual identified in Section 9.3 of the Rotary Foundation bylaws. Former Rotarians and honorary Rotarians shall continue to be Ineligible Persons for a period of 36 months after termination of their club membership. Persons who were Ineligible Persons based on their familial relationship to a former Rotarian or honorary Rotarian shall continue to be Ineligible Persons for a period of 36 months after termination of their family member s membership (see The Rotary Foundation bylaws section 9.3). ROTARY INTERNATIONAL BYLAWS Section 9.3 Grant Policy, The following persons are ineligible for any award or grand from the Foundation: (a) a Rotarian, with the specific exemption of all volunteer services as identified by the trustees: (b) an employee of a club, district or any other Rotary entity, or of Rotary International, and (c) a spouse, a lineal descendant (child or grandchild by blood and any legally adopted child), a spouse of a lineal descendant, or an ancestor (parent or grandparent by blood of any person in categories (a) or (b). 6