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Session 4 QUALIFICATION

Session 4 QUALIFICATION. THE ROTARY FOUNDATION CLUB QUALIFICATION MEMORANDUM OF UNDERSTANDING ( MOU ). LEARNING OBJECTIVES. UNDERSTAND QUALIFICATION REQUIREMENTS MANAGE YOUR CLUB QUALIFICATION. THERE ARE TWO MOU’s TO CONSIDER ……… 1. TRF-CLUB QUALIFICATION MOU

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Session 4 QUALIFICATION

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  1. Session 4QUALIFICATION

  2. THEROTARYFOUNDATIONCLUBQUALIFICATIONMEMORANDUMOFUNDERSTANDING(MOU)THEROTARYFOUNDATIONCLUBQUALIFICATIONMEMORANDUMOFUNDERSTANDING(MOU)

  3. LEARNINGOBJECTIVES • UNDERSTAND QUALIFICATION REQUIREMENTS • MANAGE YOUR CLUB QUALIFICATION

  4. THEREARETWOMOU’sTOCONSIDER……… • 1. TRF-CLUBQUALIFICATIONMOU • 2. D-5240ADDENDUMTOTHETRFCLUBMOU

  5. 1.CLUBQUALIFICATION • -Two “experienced” Club members must attend a District Grant Management Seminar • -Qualification is valid for one year

  6. 1. CLUBQUALIFICATION • -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

  7. 1. CLUBQUALIFICATION • -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

  8. 1. CLUBQUALIFICATION • ANY MISUSE OR MISMANAGEMENT OF GRANT FUNDS WILL RESULT IN EITHER THE SUPENSION OR REVOCATION OF THE CLUB QUALIFICATION

  9. 1. CLUBQUALIFICATION • -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

  10. 1. CLUBQUALIFICATION • -ClubPresidentandPresident-Electmustsign: • 1.TRF ClubMOU • 2. D-5240ClubMOUAddendum • When signed the Club keeps copies of both and sends copies to the District Document Retention site

  11. 2. CLUBOFFICERRESPONSIBILITIES

  12. 2. CLUBOFFICERRESPONSIBILITIES • -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?

  13. 2. CLUBOFFICERRESPONSIBILITIES • -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

  14. 3. FINANCIALMANAGEMENTPLAN

  15. 3. FINANCIALMANAGEMENTPLAN • -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

  16. 3. FINANCIALMANAGEMENTPLAN • -Ensure that all grant activities, including the conversion of funds, comply with local law including…. • Conversion of Funds • TRF uses OANDA.COM to convert foreign currency to dollars

  17. 3. FINANCIALMANAGEMENTPLAN • -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 • -KNOWYOURLOCALLAWSANDTHOSEINTHECOUNTRYOFTHEPROJECT • -Who in your Club will be responsible for the Financial Management Plan

  18. 4. BANKACCOUNTREQUIREMENTS

  19. 4. BANKACCOUNTREQUIREMENTS • -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

  20. 4. BANKACCOUNTREQUIREMENTS • -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

  21. 4. BANKACCOUNTREQUIREMENTS • -A Club must maintain a written plan for transferring custody of the bank accounts in the event of a change in signatories

  22. 5. REPORTONUSEOFGRANTFUNDS

  23. 5. REPORTONUSEOFGRANTFUNDS • -A Club must adhere to all TRF reporting requirements….. • -TRFandD-5240 requires • Project narratives • Rotarian involvement and oversight • Community impact • Financial statements

  24. 6. DOCUMENTRETENTION

  25. 6. DOCUMENTRETENTION • -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

  26. 6. DOCUMENTRETENTION • IndependentofyourClubsretentionpolicies..…yourClubmustalsobecompliantwiththeretentionpoliciesoftheDistrict

  27. 7. REPORTINGMISUSEOFGRANTFUNDS

  28. 7. REPORTINGMISUSEOFGRANTFUNDS • -ThequalificationprocessrequirestheClubandDistricttotrack, investigateandresolvereportsofmisuseofgrantfundsbyyourpartnersbeforeturningtoTRFforintervention • -ReportsofmisuseshouldbedirectedtotheDistrictGrantsSubcommitteeChairandtotheDistrictRotaryFoundationCommitteeChair

  29. 7. REPORTINGMISUSEOFGRANTFUNDS • -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

  30. WHATMOUREQUIREMENTSHASYOURCLUBALREADYMADE?

  31. WHATREQUIREMENTSDOESYOURCLUBSTILLNEEDTOIMPLEMENTTHEMOU?

  32. Has a plan of succession been established with your Club line of Presidents and Club members to ensure retention and documentation related to qualification?

  33. LEARNINGOBJECTIVESE -UNDERSTANDINGQUALIFICATIONREQUIREMENTS-MANAGEYOURCLUBQUALIFICATION

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