Rotary Club of Dewitt

Welcome to

D7150 Foundation District Grants

Project Management CHECKLIST

(D7150 is short for Rotary District 7150)

First ... Where to find community projects?

Club Grants Committee asks President-Elect what community service projects s/he would like to consider.
Attend mandatory District Grants Management Seminar (GMS) - network with other Rotary Clubs- perhaps DeWitt RC could partner the one or two RC?
Continually ask fellow Rotarians, friends, family, community and business organizations, and municipalities.

You want us to support a community project?

Rotarians and community and business members, friends and family, if you like a community project to qualify for a District Grant, we need to hear from you: Please contact the Club Grants Committee!

Rotary District 7150 Foundation

District Grants

2020 April

Partial Guidelines to District Grants Project Management:

D7150 Foundation District Grants are agreements, contracts between the Rotary Club and D7150 Foundation.
Rotary Clubs upfront costs (expenses), then are reimbursed after their Final Reports are approved. This is why it is vital to set aside money in the year after the District Grant(s) has been approved. The Club President and board gives the final determination, decision on District Grants.
D7150 Foundation District Grants fund only one-year community projects.
If the Rotary Club, as a primary sponsor, partners with other Rotary Clubs, the agreement is between the RCs, not with District 7150. The RC partners do not have to attend Grants Management Seminar (GMS); primary RC sponsors do.
Partnering with other Rotary Clubs increases your chances of getting your grant approved. This is considered "multi-club projects".
Foundation District Grants are matching grants: The District Grant requested funds pay half the budget, And the Club meets minimum the approved requested funds. If the Club is the only participant with no Rotary Club partners, District Grant maximum fund request is $2500. If the Club has RC partners, District Grant maximum fund request is $3750.
If the Foundation approves for less than the requested amount, the President and board can decide whether to reduce the funding to match the approved amount or pay what's not covered.

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For ALL District Grant documents:

1) Signatures required from:

DeWitt Rotary Club President

DeWitt Rotary Club President-Elect

2) Must get approval of board members so they can set aside funds in the following Rotary year.

A Club Grants Committee member may have to attend a board meeting or two to present the District Grant(s).

The Club President and board gives the final determination, decision on District Grants.

3) If submitting two District Grants, the second must be for a scholarship.

4) If submitting two District Grants, the Club must indicate which takes priority.

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Questions? Obstacles?

If you need assistance with District Grants, first ask Bonnie Levy. Bonnie could help you find ways to complete your District Grant. We do not want to return the grant funding.

Please contact:

D7150 Foundation District Grants Subcommittee Chair (3-year term):

Bonnie Lev (DeWitt Rotary), 2020-2023

Rotary District 7150 Foundation Chair (oversees District Grants Subcomm):

Mark Matt until June 30, 2021.

Don Reese of Utica Rotary will assume Chair July 1, 2021.

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Resources for District Grant forms and information:

Rotary https://www.rotary.org/en > Our Programs > Grants
My Rotary https://my.rotary.org/en > log in > Foundation > Grants Central
District 7150 website: https://rotary7150.org, click on Resources > Foundation > District and Global Grants.
D7150 District Grants Awarded: http://www.dewittrotary.org/d7150-district-grants-awarded.php
D7150 District Grants Info: http://www.dewittrotary.org/funding-district-grant-2021-one-year.php

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District Grant Requirements:

The District Grant project must be completed within July 1 to May15 time frame, Final Report due May 31. In other words, District Grants fund only one-year projects.
Must have Club members' participation.
Each Rotary Club must have average $50 per capita in Annual SHARE Fund - this is the only, sole funding source for District Grants. Please Contribute, Donate!
Must have signatures of Club President and President-Elect.
If the Club chooses to submit two District Grants, the second Must be for scholarship(s).
If the Club does submit two District Grants, make sure to indicate which District Grant takes priority.
If the Club does submit two District Grants, only one set of the following grant documents is required to be submitted: Grant Guidelines, Memorandum of Understanding (MOU), and Club MOU Addendum.

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Rotary District 7150 Foundation

District Grants: 2-Year Process

PROJECT MGMT CHECKLIST

This section covers grant project management... monitoring your project to its completion so the club could get reimbursed.

Foundation District Grants are matching grants:

District Grant fund request pays half of the project funding. And the sponsoring Rotary Club contributes minimum half of the project funding, i.e., the club has to match at least the fund request.

Rotary Clubs pay all expenses upfront. When their Final Report is approved, then will they be reimbursed. This is why it is vital to set aside money in the year after the District Grant(s) has been approved. The Club President and board give the final determination, decision on District Grants before submitting all required District Grant documents.

Also refer to District 7150 website: https://rotary7150.org, click on Resources > Foundation > District and Global Grants.

YEAR 1: Application Checklist

___ Pick A Project. July-December? Ask Club Pres-Elect, search Internet, ask community and business organizations, Rotary Clubs, and so on.

___ Attend Mandatory Grants Management Seminar (GMS) to qualify Club for District Grants. Really fantastic opportunity to meet others; you could learn from them, get project ideas, partner with them etc.

___ Ask Rotary Club(s) to partner with you in the Club's District Grant(s), meaning they're willing to contribute financially. Rotary Club partners do not have to qualify, that is they do not have to attend GMS.

___ Absolutely no financial transactions allowed before the project begins!!! Cannot pay for anything until you're given approval.

___ Member Participation. Must describe how Club Members will participate.

___ 50-Word Summary. This is what The Rotary Foundation relies on to (dis)approve District Grants. Use hyphens (-). Hyphenated words are considered one word; e.g. DeWitt Rotary Club -- three words; DeWitt-Rotary-Club -- one word.

___ Budget: If planning to purchase items, get minimum three (3) vendor quotes (not invoices), with pictures and prices. All must have Rotary Club mentioned on them. All must be included in the budget/financing part of the application. Also, to help with financing plans, there's a grant budget worksheet.

___ Review. E-mail draft version to Bonnie for feedback, before final submission! Very helpful to get Bonnie's input.

___ Club President and President-Elect approves

___ Club board approves - they must set aside funding in the next year's budget.

___ Grant Guidelines - signatures: Club President and President-Elect

___ Memorandum of Understanding (MOU) - signatures: Club President and President-Elect

___ Club MOU Addendum - signatures: Club President and President-Elect

___ Deadline for Application/Budget - make sure President and President-Elect sign!! Must also submit the Guideline, MOU, Club MOU Addendum with Application/budget.

___ Selection Committee: approval stage.

Final decision forwarded to The Rotary Foundation for their approval.

___ D7150 Foundation District notifies Rotary Clubs

YEAR 2 : Implementation

After the Rotary Club receives approval of their District Grant(s), then the District Grant project(s) can begin.

___ Take pictures to include in your Final Report.

Please make sure to include DeWitt Rotary Club AND The Rotary Foundation logos. Remember The Rotary Foundation sponsors these District Grants, so let's include TRF in pictures!

___ Follow the District Grant approved application to monitor the project.

__ Are you staying within approved budget?

__ Are the activities being completed as stated in the application?

__ Problems? Obstacles? Need to modify the project? Contact D7150 Foundation District Grants Subcommittee Chair.

___ Dec 1 ... INTERIM PROGRESS REPORT submitted to District Grants Subcomm. Chair, Bonnie, cc Mark Matt. Even if your project has not begun, still need to submit Interim Progress Report - just indiciate project has not begun.

**** IMPORTANT ****

Please contact D7150 Foundation District Grants Subcommittee Chair, who as of this writing is Bonnie Levy (2020-2023).

Contact Bonnie Levy if you encounter obstacles, no matter how small!!!!!!! Bonnie could help you find ways to complete your District Grant. Changing our grant project, without Bonnie's knowledge or approval, could disqualify our District Grant(s).

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___ Gather all your financial transactions: invoices, receipts, copies of cancelled checks front and back, and so on.

___ May 31 ... FINAL REPORT due.

__Must include ALL financial transactions (invoices, all receipts, copies of checks front and back, and so on).

__Be wonderful to include pictures!

___ Celebrate!!! 🎉👏

The Rotary Club of DeWitt is a 501(c)4 organization, as such donations are not tax-deductible and the Club pays taxes.