NOTE: Signed Memorandum’s of Understanding go to Tim Datig, Grants Chair at [email protected]

District Grants (DG) are part of the share funds returned to the districts after three years from The Rotary Foundation. They are administered by the District. The Funds are 50{bd01345bfd5b87e2d3c308932cff396cd6f39733dd28fff8170a23183a0c4b28} of the District Designated Funds (DDF), the other 50{bd01345bfd5b87e2d3c308932cff396cd6f39733dd28fff8170a23183a0c4b28} is the Global Fund (GF). In making the budget, the incoming District Governor decides how much money will be available for local projects.  To receive the DG, the incoming governor must submit a Spending Plan for review by Rotary International (RI). This process takes about 6 weeks. Therefore, in order for the District to receive money early in the Rotary year, the clubs must submit their applications for projects to the District grants committee at least 8-10 weeks prior to July 1 to be part of the incoming governor’s spending plan.

DG projects may originate at the District or Club level. They are expected to be relatively short term (about 12 months), generally fall in one of the six areas of  focus, provide community service locally or internationally and may involve partnering with non-Rotarians.  They may fund scholarships, vocational training, disaster relief or other projects.

To qualify for district funds, a Club must meet the following requirements every year it wishes to participate:

  1. Sign a memorandum of Understanding (MOU)
  2. Two members qualify by attending a training session prior to the implementation year. President elect and Foundation chair elect are recommended to attend.
  3. Be in compliance with reporting requirements of RI and the District Foundation Committee (DFC). See MOU.
  4. Be in compliance with payment of dues or other debts (less than 90 days) to D7640, RI, of TRF. See MOU
  5. Meet any specific requirements of the District.
  6. Club goals must be up to date in Rotary Club Central

Electronic applications for Club grant projects requesting district support may be submitted anytime during the planning year up to the deadline (TBD). The application form will include the following:

  1. Overview of the project including objectives.
  2. Community need the project will meet. Note whether it is a new project or an expansion of an existing one.
  3. Project partners if any.
  4. Media publicity plan.
  5. Timeline projection.
  6. Number and details of Rotarians involvement
  7. Budget and statement how the funds will be segregated from club funds. A separate bank account is preferable.
  8. Signed conflict of interest statement (see TRF code of Policy 7.030)

Applications will be reviewed and approved by the District grants sub-committee and by the District Foundation Committee. Projects will be judged by a point system.

A copy of the system and the qualifying requirements are available to the clubs upon request. Clubs may partner with non-Rotarian organizations, local or international, provided there is an active Rotarian involvement in the design, planning or implementation. It is the responsibility of the project sponsor club to establish that the proposed project qualifies for funding under the eligibility requirements set forth in the The Rotary Foundation Grant Terms and Conditions. Upon approval of the grant project 50{bd01345bfd5b87e2d3c308932cff396cd6f39733dd28fff8170a23183a0c4b28} of the funds will be released to the club.

At the end of the project the Club will submit electronically a final report to the District Foundation Committee. The report will include copies of all receipts as well as bank statements.  The balance of DG funds will be released to the Club when:

  1. The project has been completed.
  2. An acceptable final report has been filed with the DFC.
  3. Notwithstanding the above policy, the DFC may approve the disbursement of the remaining 50{bd01345bfd5b87e2d3c308932cff396cd6f39733dd28fff8170a23183a0c4b28} of grant funds prior to completion, where a delay would cause hardship to the project sponsor.

The Club will maintain important documents relative to the grant, including receipts and financial records for 5 years. The Club will report any suspected mismanagement of funds to the DFC as soon as suspected and cooperate with the DFC in investigating and rectifying the matter as soon as possible.