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District and Club Qualification

District and Club Qualification. District Qualification. Requirements by the Rotary Foundation to provide consistency throughout the Rotary world and ensure that Foundation funds are spent correctly District responsibility for funds for district-sponsored and club-sponsored grants

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District and Club Qualification

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  1. District and Club Qualification

  2. District Qualification • Requirements by the Rotary Foundation to provide consistency throughout the Rotary world and ensure that Foundation funds are spent correctly • District responsibility for funds for district-sponsored and club-sponsored grants • Disclosure of potential conflicts of interest and cooperation with operational audits • Specific responsibilities for District Foundation Chair, Grants Committee Chair, and new position of Stewardship Chair

  3. District must maintain a district account to be used only for Rotary Foundation grant funds • District agrees to develop financial management plan to deal with dispersal of funds • District must provide grant management and qualification training for all clubs interested in receiving grant funds • Retention of documents • Reports to clubs on use of all district designated funds • Adherence to all reporting requirements and investigating any claims of misuse of grants funds

  4. Club Qualification Requirements1. Terms of Qualification • Upon successful completion of the qualification requirements, the club will receive qualified status for a period of one year—renewable • By entering into this agreement and receiving Rotary Foundation grant funds, the club understands and confirms that the club, as an entity, is responsible for the use of grant funds, regardless of which individual(s) controlled the funds.

  5. The club must disclose any potential conflicts of interest and must comply with the Conflict of Interest Policy for Grant Participants as outlined in section 7.030 of the The Rotary Foundation Code of Policies (also part of District 5220 Conflict of Interest Policy) • The club must cooperate with all district and Rotary Foundation audits.

  6. 2. Club Leadership Responsibilities for Qualification • At least three club members must be appointed to manage club qualification and ensure that stewardship measures and proper grant management practices are implemented for all Rotary Foundation grants. • The club must establish a succession plan for the transfer of grant records to ensure retention of information and documentation.

  7. The club president-elect and at least two other club members must attend grant management and qualification training arranged by the district. That’s what you are doing today. Each year, the new president-elect must receive this training plus any “new” members of the club committee. Training only has to be done once.

  8. 3. Financial Management • The club must maintain a club-controlled bank account to be used only for Rotary Foundation Global Grant funds in accordance with applicable laws. • Two Rotarian signatories are required on checks and withdrawals.

  9. The club must create a financial management plan that includes measures to: Maintain standard set of accounts Maintain separate statements of income and expenses. Maintain a general ledger that separates funds according to each project. Inventory, monthly bank reconciliations.

  10. 4. Document Retention • The club must create a document maintenance or club archive to maintain original documents for a minimum of five years or longer, including but not limited to: Documents related to qualification; All records and documentation of policies and procedures related to the club MOU.

  11. Documents related to grants, including: Original documents for all grants; Copies of proposals and applications; Copies of grant agreements; Copies of all reports; Receipts and invoices for all purchases; Written or electronic correspondence.

  12. Documents must be stored in a known location that is accessible to club Rotarians and must be provided to The Rotary Foundation or the district upon request or in the case of an audit.

  13. 5. Report on Use of Grant Funds • The club must report on the use of grant funds as outlined in the Terms and Conditions for Rotary Foundation District Grants and Global Grants. • Requirements include returning unused funds; maintaining receipts and bank statements; meeting district or Rotary Foundation timelines for filing progress and/or final reports.

  14. 6. Method for Reporting and Resolving Misuse of Grant Funds • The club must report any potential misuse or irregularities in grant-related activity to the district. • When unsure, it is always best to ask questions of district officials rather than assume everything is OK.

  15. 7. Authorization and Agreement • The club MOU is a legal document between the club and the district. By signing this agreement, the club president and president-elect are authorizing it, which enters the club into a legal agreement with The Rotary Foundation to abide by all Foundation and Rotary International policies. • March 15—Deadline for submitting Club MOU to DG

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