Grant Management Seminar 1 Session 4 QUALIFICATION.
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Transcript of Grant Management Seminar 1 Session 4 QUALIFICATION.
![Page 1: Grant Management Seminar 1 Session 4 QUALIFICATION.](https://reader035.fdocuments.us/reader035/viewer/2022062301/5697bfb71a28abf838c9e8dd/html5/thumbnails/1.jpg)
Grant Management Seminar 1
Session 4Session 4
QUALIFICATIONQUALIFICATION
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Grant Management Seminar
THE ROTARY FOUNDATION CLUB QUALIFICATION
MEMORANDUM OF UNDERSTANDING
(MOU)
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Grant Management Seminar
LEARNING OBJECTIVES
UNDERSTAND QUALIFICATION REQUIREMENTS
MANAGE YOUR CLUB QUALIFICATION
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Grant Management Seminar
THERE ARE TWO MOU’s TO
CONSIDER………
1. TRF-CLUB QUALIFICATION MOU
2. D-5240 ADDENDUM TO THE TRF CLUB MOU
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Grant Management Seminar
1.CLUB QUALIFICATION-Two “experienced”
Club members must attend a District Grant Management Seminar
-Qualification is valid for one year
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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
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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
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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
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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
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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
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Grant Management Seminar
2. CLUB OFFICER
RESPONSIBILITIES
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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?
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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
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Grant Management Seminar
3. FINANCIAL
MANAGEMENT PLAN
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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
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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
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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
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Grant Management Seminar
4. BANK ACCOUNT
REQUIREMENTS
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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
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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
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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
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Grant Management Seminar
5. REPORT ON USE OF
GRANT FUNDS
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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
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Grant Management Seminar
6. DOCUMENT RETENTION
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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
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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
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Grant Management Seminar
7. REPORTING MISUSE OF
GRANT FUNDS
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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
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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
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Grant Management Seminar
WHAT MOU REQUIREMENTS HAS YOUR CLUB ALREADY
MADE?
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Grant Management Seminar
WHAT REQUIREMENTS DOES YOUR CLUB STILL
NEED TO IMPLEMENT THE MOU?
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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?
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Grant Management Seminar
LEARNING OBJECTIVESE
-UNDERSTANDING QUALIFICATION REQUIREMENTS-MANAGE YOUR
CLUB QUALIFICATION