Rotary District 5170
The Future Vision Program
Of The Rotary Foundation
Manual of Policies and Procedures
2012-13
TABLE OF CONTENTS
Page
4 Introduction
5 Rotary District 5170 Future Vision Grant Process
6 Becoming a Pilot District
7-8 The Rotary Foundation Future Vision Plan
9 Glossary of Terms
10-12 Frequently Asked Questions
13-15 Qualification and Implementation June 2012
16 Club Qualification Policy
17 District 5170 Future Vision on Unpaid Dues
18 Two Levels of Policies - The Rotary Foundation and District 5170
19 Rotary Foundation Grant Process, Policies and Procedures for 2012-13
20-23 Grants Sub-committee Structure and Procedures for 2012-13
24-25 Printing your Global Grant Proposal
26 District Process with The Rotary Foundation
27 Principles of Sustainability
28-29 DDF Allocation Model
30-32 DDF Allocations and Grant Procedures 2012-13
33-35 Inter-District DDF Transfer Policy for Global Grants
36-37 Handling of Grant Funds/ Future Vision Bank Account
38-40 Scholar Policies for District and Global Scholar Grants
41-43 Vocational Training Teams in Future Vision
44-45 District 5170 Future Vision Committee Directory
46 District 5170 Future Vision Steering Committee
47-49 DDF Carry-over Memorandum of Understanding
Pilot District List (link)
Grant Management Manual (link below)
http://www.clubrunner.ca/Data/5440//HTML/85832//fv_grant_management_manual_en.pdf
Introduction
Rotary District 5170 was selected by the Trustees of The Rotary Foundation to be one of 100 Pilot Districts for the Future Vision Program, 2010-13.
This program gives our district the opportunity to participate in some exciting new directions for Rotary Foundation activities, especially grant management. At the same time, our participation requires careful planning and stewardship as we assume more responsibilities for the distribution and management of grant funds.
A Future Vision Steering Committee, comprised of district leaders, Rotary Foundation Committee Chairs, and grant participants, has been working since early 2009 to ensure a smooth transition to the Pilot Phase and to develop appropriate policies and procedures for our participation.
This Manual is a compilation of documents and descriptions that were used in the implementation of the Future Vision Program in the 2010-11amd 2-11-12 Rotary years, and in the deliberations of the Steering Committee to establish additional policies and procedures for 2012-13.
We urge club leaders to review these materials carefully, so that their participation will be as productive as possible, and so that their efforts to obtain and implement grants will be successful.
Because this is a Pilot Program, our District 5170 Rotarians are also invited to make observations and suggestions regarding either district- or Rotary Foundation-level aspects of the program. We have this opportunity to impact the final program policies and procedures that will be implemented worldwide in the Rotary year 2013-14.
Contact any of those listed in the Foundation Committee or Steering Committee listings with your questions or suggestions.
I wish to thank those who helped design and present the four training sessions held in District 5170 during the 2011-12 Rotary year. Also thanks to Grants Chair Cecelia Babkirk, Fund-raising Chair Roger Hassler, Annual Programs Chair Tim Lundell, Scholars Chair Marie Sikora, and Vocational Training Team Chair Roy Russell for developing the materials and presentations pertinent to their areas. Finally, my thanks to the large Steering Committee that has been loyal and helpful through months of planning and developing district policies and procedures.
I look forward to continuing to lead this adventure and to yet another success for District 5170!
Carolyn Schuetz
District Chair for The Rotary Foundation, 2010-13
District 5170 Becomes a Pilot District
In anticipation of The Rotary Foundation’s 100-year anniversary in 2017, the Trustees set out to develop a plan to move The Foundation toward its second century of service. The Foundation has made only slight modifications to its programs since its inception and the Trustees sought input from a wide variety of stakeholders through interviews, surveys, focus groups, and input sessions in developing the Future Vision Plan. The plan updates The Foundation’s mission and creates a more effective and efficient way to help Rotarians develop diverse projects with greater impact and sustainable outcomes.
The Timeline of the Pilot Program is as follows:
June 2009 - Approximately 100 Districts selected to be Pilot Districts
July 2009 - June 2010 - Training of Pilot Districts
July 2010 – June 2013 - Pilot Districts operate under new guidelines; other districts continue current programs, with some programs being phased out.
Adjustments to pilot program as needed
July 2013 - New program implemented worldwide
The mission of The Rotary Foundation is to enable Rotarians to advance world understanding, goodwill, and peace through the improvement of health, the support of education, and the alleviation of poverty.
The Future Vision Plan is
· Designed to simplify Foundation programs and processes consistent with the mission
· Focus Rotarian service efforts where they will have the greatest impact by addressing priority world needs that are relevant to Rotarians
· Offer program options to help achieve both global and local goals
· Increase the sense of ownership at the district and club levels by transferring more decisions to those levels
· Enhance Rotary’s public image
· Enhance Rotary’s humanitarian work through strategic partnerships
Rotary District 5170 established a Task Force to study the Plan. This Task Force, made up of sixteen Rotarians representing 14 district clubs, has been meeting since March 2008 under the leadership of PDG Carolyn Schuetz. The group made in-depth studies and analyses of the issues involved, considering both the advantages and challenges of being a Pilot District.
In February 2009, the Task Force voted unanimously to support the application to participate in the Pilot Program. (Subsequent to completing this task, the group became the Steering Committee for Future Vision.)
Also in February 2009, the District Leadership, consisting of Governor Gary Citti, Governor-elect Loren Harper, Governor Nominee Roger Hassler, and Rotary Foundation Chair PDG Brad Howard, agreed unanimously to support the application.
The final requirement for making the application was the approval of two-thirds of the clubs in the district.
Fifty-eight of the fifty-nine clubs in the District approved the application.
GRANT STRUCTURE
Rotary Foundation District Grants
Rotary Foundation District Grants are block grants made to districts for up to 50 percent of their District Designated Fund (DDF). District grants offer the flexibility to respond quickly to immediate needs or to plan projects with clubs locally or in other countries. These grants can be used for a wide variety of activities, including, but not limited to, funding scholarships, supporting vocational teams, sponsoring volunteer service, providing disaster relief, and carrying out community and international service projects. Pilot districts may sponsor district grant projects with clubs in non-pilot districts.
Rotary Foundation Global Grants
Rotary Foundation Global Grants support larger, international projects with sustainable, high-impact outcomes in one of six areas of focus that correspond to the Foundation’s mission.
Clubs and districts can either create their own global grant projects in the areas of focus or sponsor packaged global grants developed by The Rotary Foundation in cooperation with its strategic partners.
Global grants that are developed by clubs and districts will receive a match from the Foundation’s World Fund. These grants can be used to sponsor scholars or vocational training teams studying or working in the areas of focus or to develop large-scale humanitarian projects with pilot clubs and districts in other countries.
Pilot districts may not sponsor global grant projects with clubs in non-pilot districts.
The packaged global grants will include strategic partnerships with organizations that have expertise in the areas of focus. For example, a packaged grant project to provide several neighboring villages with access to clean water might be developed by The Foundation in conjunction with a nongovernmental organization that addresses clean water issues, which would provide technical expertise or financial support. The World Fund and the strategic partners will provide 100 percent of the funding for packaged global grants.
Business Cycle
All Rotary Foundation grant applications will be accepted throughout the year. Districts may receive one District Grant per Rotary year and will be encouraged to submit applications during the planning year for immediate payment at the start of the program year; however, applications may be submitted during either year. Within 12 months of receiving the grant, districts must submit a final report to the Foundation listing the distribution of the funds.
For club- and district-developed Global Grants, clubs and districts will submit a brief proposal before a formal application is submitted to determine whether the activity fits within an area of focus. This process is designed to increase the acceptance rate of grant applications. Once a formal application is submitted, the Foundation may require additional levels of assessment, depending on the award amount or complexity of the project. Only club- and district-developed Global Grants of US$100,000 or more will require approval by the Trustees.
See this link to compare Partnerships with Pilot and Non-Pilot Districts
Glossary of Terms
District Future Vision Steering Committee: This committee plans and coordinates all activities of the Future Vision program in our District.
Grants Sub-Committee: This committee is under the District TRF Committee and receives and processes all TRF Grants.
Program Year: The year in which funds are to be spent.
APF Goal: TRF Annual Programs Fund goal set by Club President-Elect and given to DGE.
District Grant Funds: Block grants made to districts for up to 50 percent of their District Designated Fund (DDF). Districts can use these grants to fund scholarships, support vocational training teams, sponsor volunteer service, provide disaster relief, and carry out community and international service projects. District grants allow Rotarians to respond quickly to urgent needs and to plan smaller projects in their communities and abroad that fit within the mission of The Rotary Foundation. The District invites clubs to submit applications to the District Grants Chair for portions of these funds.
Global Grant Funds: Have a minimum World Fund award of US$15,000 and maximum of $200,000, support larger humanitarian projects with sustainable, high-impact outcomes; scholars; and vocational training teams in one of the following six areas of focus:
Peace and conflict resolution/prevention Disease prevention/treatment
Water and sanitation Maternal and child health
Education and basic literacy Economic and community development
There are two types of Global Grants:
o Club- and district-developed Global Grants, which are partially funded by the sponsors and receive a match from the Foundation’s World Fund.
o Packaged Global Grants, which are developed by the Foundation in collaboration with Rotarians and strategic partners with expertise in the area of focus being addressed, are funded 100 percent by the World Fund and/or the identified strategic partner. Packaged global grants offer ready-to-implement projects and activities for clubs and districts to implement efficiently and effectively.
District Designated Funds (DDF):
Allocation Plan: The procedures followed to determine the amount of DDF available for club use in District or Global Grants and the process of making allocations to the clubs
Carry-over DDF: DDF that is identified by TRF as carry over from two years prior to the Program Year.
Allocated DDF/Club DDF: The amount of DDF equal to a Club’s proportionate share of Annual Giving relative to the total District during a 2 year, seven month period preceding the Program Year.
Earned DDF: 50% of the Annual Giving donated by all clubs in the District three years prior to the Program Year.
Transfer Form: See Forms at end of this Manual
FREQUENTLY ASKED QUESTIONS
Why is The Rotary Foundation changing its grant- making model?
The Foundation has made only slight modifications to its programs since its inception in 1917. As we prepare for the next century of service, the Foundation has updated its mission and created a more effective and efficient way to help Rotarians develop diverse projects with greater impact and sustainable outcomes.
How will the new model work?
The Foundation will offer two types of grants:
1) Rotary Foundation District Grants are block grants made to districts to support smaller projects, both locally and internationally. Districts may use up to 50 percent of their available District Designated Fund (DDF) for these grants in a given Rotary year and administers the grant without the Foundation’s involvement.
2) Rotary Foundation Global Grants support larger projects with sustainable, high-impact outcomes in one of the six areas of focus. These grants would be administered by the Foundation in a manner similar to the current system.
a.) Clubs and districts can create their own global grant projects, which are funded by the sponsors and a matching World Fund award.
b). The Foundation will develop packaged global grants with its strategic partners. The World Fund and the strategic partner provide 100 percent of the funding, and Rotarians implement the grant project.
What are the areas of focus for global grants?
There are six areas of focus for Rotary Foundation Global Grants:
· Peace and conflict prevention/resolution
· Disease prevention and treatment
· Water and sanitation
· Maternal and child health
· Basic education and literacy
· Economic and community development
How are organizations selected for strategic partnerships?
The Rotary Foundation will make selections based on the organization’s ability to help clubs and districts implement projects in the areas of focus through technical expertise, financial support, and/ or advocacy.
What is the difference between a strategic partner and a cooperating organization?
Strategic partners are organizations that The Rotary Foundation has agreed to collaborate with on projects in the six areas of focus. Cooperating organizations are project partners identified by clubs and districts.
Where do educational programs fit into the new model?
The Rotary Centers for International Studies program – and the US$95 million major gifts initiative to permanently fund Rotary World Peace Fellowships – will not change. Activities in this program clearly support the peace and conflict prevention/resolution area of focus . Eligible activities currently supported through the Foundation’s other educational programs, such as Group Study Exchange teams and Ambassadorial Scholars , will exist under both grant types. If the team members’ vocation or a scholar’s academic field relates to an area of focus, the activity may be eligible for a Rotary Foundation Global Grant. Districts can use Rotary Foundation District Grants to support educational activities that don’t fall within the areas of focus.