Rotary District 5170

The Future Vision Program

Of The Rotary Foundation

Manual of Policies and Procedures2012-13

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

2

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

3

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 SchuetzDistrict Chair for The Rotary Foundation, 2010-13

4

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 neededJuly 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

Rotary District 5170 Future Vision Grant Process

Objective of Future Vision Program and the Recommended Allocation of District Designated Funds: To train, motivate and lead the individual Rotary clubs to:

Shift to proactively planning their community and international projects, instead of opportunistically responding to immediate, short term needs.

Begin to think of how to make projects self-sustaining.

Take responsibility for management of grant funds, activity and reporting at the club level.

Maintain their ownership of their contributions to the Annual Program’s fund and how they are associated with the amount of DDF they have to spend;

Engage the clubs in the decision making process so that they have ownership of the new program.

5

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.

6

The Rotary Foundation

FUTURE VISION PLAN

OVERVIEW The Future Vision plan updates the Foundation’s mission and creates a more eff ective and effi cient way to help Rotarians develop diverse proj ects w ith greater impact and sustainable outcomes. The Future Vision P lan is

Designed to Simplify Foundation programs and processes consistent w ith the mission. Focus Rotarian service eff orts where they will have the greatest impact by addressing priority w orld needs

that are relevant to Rotarians Off er program options to help achieve both global and local goals Increase the sense of ow nership at the dist rict and club levels by transferring more decisions to the

dist ricts Gain greater understanding of The Rotary Foundation’ s w ork and enhance Rotary’ s public image

PROCESS to become a Pilot District The Rotary Foundation Future Vision Pilot is a three- year test of the new grant structure off ered in the Foundation's Future Vision Plan. Our 58 clubs must make a decision w hether w e should apply to part icipate as a Pilot District starting in the year 2010-2011 or w ait for ful l implementat ion of the P lan for al l districts in 2013-2014. Applying to become a Pilot District requires agreement of tw o thirds (2/ 3) of the exist ing Rotary clubs at the t ime of the vote; current ly 39 clubs. Each club w il l have one vote to cast . Note: T he Future Vision P lan does not increase the amount of funding w e have in our Annual Programs Fund Share Account (District Designated Funds) each year –that amount is equal to 50% of the funds you contributed three years prior (in 2009-2010 w e w il l receive 50% of the funds contributed during 2006-2007).

HOW the FUTURE VISION PLAN will work Under the Future Vision P lan, the Foundat ion w i ll off er tw o kinds of grants: Rotary Foundation District Grants, w hich provide dist ricts w ith access to up to 50 percent of their Dist rict Designated Fund (DDF), and Rotary Foundation Global Grants, w hich support larger proj ects w ith sustainable, high- impact outcomes in one of six areas of focus

Peace and confl ict prevent ion/ resolution Disease prevention and treatment Water and sanitat ion Maternal and chi ld health Basic educat ion and literacy Economic and community development .

Clubs and d ist r ic t s can ei t her c reate the i r ow n global grant proj ects in the areas of focus or sponsor packaged global grants, w hich T he Rotary Foundation w il l develop in conj unction w ith a strategic partner organization that has expert ise in the selected area of f ocus.

7

GRANT STRUCTURE

Rotary Foundation District GrantsRotary 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 GrantsRotary 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 CycleAll 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

8

Glossary of TermsDistrict 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/treatmentWater and sanitation Maternal and child healthEducation 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

9

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 pro-jects, 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

10

Rotary Foundation Global Grant. Districts can use Rotary Foundation District Grants to support educa-tional activities that don’t fall within the areas of focus.

How will the new model affect PolioPlus?

As Rotary International’s corporate program, PolioPlus is the organization’s top priority and will continue to operate as usual until polio is eradicated.

Will the new model continue to support activities currently covered by Volunteer Service Grants?

Yes. Individuals will be able to participate in these kinds of activities with funding from Rotary Foundation District Grants.

Will the World Fund continue to support smaller projects?

The Trustees established a minimum award amount of US$15,000 for Global Grants. Smaller projects can be funded through the District Grants. Clubs and districts are encouraged to work together to implement larger projects that meet the minimum award amount and will have a more long-term and sustainable impact on the community.

Will the Foundation continue to match club and district financial contributions?Yes. Global grants will offer a 100 percent World Fund match to DDF and a 50 percent World Fund match to “flow-through” cash contributions (cash gifts made to the Foundation but not through the Annual Programs Fund).

Can clubs apply to participate in the pilot?

No. Only districts can submit an application. However, the district must have the approval of two- thirds of its member clubs before applying to participate.

How can my club or district fund an activity outside the areas of focus?

Eligible activities that don’t fall into one of the areas of focus can be funded through a Rotary Founda-tion District Grant.

Can clubs in pilot districts submit applications for current Foundation programs?

No. All pilot districts and their clubs must be fully committed to the new grant structure and cannot participate in Matching Grants or any other current program, with the exception of PolioPlus and Rotary Centers for International Studies.

Can clubs in pilot districts use district or global grants to partner with clubs in non-pilot districts?

District grant funds can be used within the district or to support projects in other pilot or non-pilot districts. Global grant use is restricted to pilot clubs and districts only.

Can pilot clubs and districts partner with non-strategic -partnership organizations?Yes. Clubs and districts are encouraged to continue developing cooperative relationships with local organizations to implement District Grant projects and club- and district-developed Global Grants.

What if my district has open grants when the pilot begins?

Foundation staff will help your district meet all reporting requirements of the current grants so that the grants can be closed out successfully.

What changes are being made to the Foundation recognition programs?1. Paul Harris Fellow medallions will not be provided automatically but will be available for pur-

chase.2. The individual donor will be the only person authorized to transfer Foundation recognition points.3. Foundation recognition points will expire upon the death of the donor or the death of the surviving

spouse of a Major Donor (US$10,000+).11

4. Foundation recognition points and recognition amounts will only be transferred for transactions of 100 points or more.

5. New wearable recognition will be issued to Arch C. Klumph Society members.

When will changes to the recognition process take effect?The new policies take effect 1 July 2009.

When will the new wearable recognition be available?

The Arch C. Klumph Society pins should be available by late December 2008.

Why are these changes being made?It has long been the wish of The Rotary Foundation Trustees to simplify the Foundation’s programs and allow more resources to meet donors’ expectations. The Future Vision Plan and these changes are in-tended to simplify the recognition program and, therefore, make the Foundation a more efficient, timely, and cost-effective steward of the gifts of many Rotarian and non-Rotarian donors.

Will club presidents still be able to transfer Foundation recognition points from members’ IDs?

Historically, Rotary club presidents have been allowed to authorize transfers of Foundation recognition points from the IDs of current and former members of their club. Once this change is implemented, only the individual donor may transfer Foundation recognition points from their ID.

What does it mean that Foundation recognition points expire upon the death of the donor or the death of the surviving spouse of a Major Donor?

Because only the donor will be authorized to transfer Foundation recognition points, any remaining points will expire after the donor’s death. A surviving spouse of a Major Donor, however, may still authorize transfers on the donor’s behalf.

What does it mean that Paul Harris Fellow medallions are available for purchase?

The standard recognition materials will no longer include the current Paul Harris Fellow medallions. This item is optional and will be shipped only by special order. Recognition practices will be assessed on an ongoing basis to ensure the goals of the organization are achieved.

12

Rotary District 5170Qualification and Implementation of

Rotary Foundation Future Vision ProgramJune 2012

Terms of Qualification District Memorandum of Understanding must be signed by DG Arley Marley, DGE Joe Hamilton,

and DRFC Carolyn Schuetz between July 1 and July 31, 2012. District 5170 will not allot TRF Grant funds to non-qualified clubs in the district. The District may

allot DDF to non-qualified clubs, but those funds may only be used by a qualified club in the district.

District 5170 will comply with The Rotary Foundation Code of Policies 7.030 regarding potential conflicts of interest. The District will develop a conflict of interest policy and appoint a Rotarian attorney to help monitor this issue. Ken Richardson, Past President of the Rotary Club of Oakland #3 has accepted this position.

Unused DDF will revert to the District if not applied for by April 15 of a Rotary year.

District Officer Responsibilities for QualificationPrimary officers have been selected:

District Rotary Foundation Chair - Carolyn SchuetzGrants Chair - Cecelia BabkirkFund-raising Chair - Roger HasslerAnnual Programs Fund Chair - Tim LundellPolioPlus Chair - Jim Mealey

When all sub-chairs have been selected, the Future Vision Organizational Chart will be distributed throughout the District, along with contact information and suggestions as to whom to contact for which areas of inquiry.

Bank Account Requirements A dedicated district Bank Account will be maintained, titled District 5170 Future Vision Account.

Future Vision Treasurer Karen Semingson will manage the account. The account will have four signatories: DRFC Carolyn Schuetz, Grants Chair Cecelia Babkirk,

District Treasurer, and Future Vision Treasurer Karen Semingson. Two signatures will be required on each check.

Distribution of Grant funds will be made by check. Future Vision Treasurer will be invited to the District Finance Committee meetings as an ex-officio

member. Future Vision Treasurer will provide periodic reports to the District Treasurer for the Grants

account.

13

Financial Management Plan The Future Vision Treasurer will maintain a Financial Management Plan which includes all items in

Section 4 A of the District Memorandum of Understanding. An Annual Assessment of the Management Plan and all financial operations of the Future Vision

will be conducted by a District Rotary Foundation Audit Committee.The members of that committee are:

PDG Gary Citti, Chair - RC Santa ClaraPP Jim Stonehouse - RC AlamedaJeanne Gonzales – RC Sunnyvale

Audit Committee was ratified by a majority of club representatives at District Conference meeting for Future Vision on April 24, 2010.

The Audit Committee must conduct its review according to the items in Section 4 B 3 of the District Memorandum of Understanding.

Club Qualification The District must provide grant management and qualification training to the clubs. Each club must designate a Future Vision Representative and an Alternate for each year of

qualification. Preferably, one or both will serve for the three-year Pilot phase. At least one of these official club representatives must attend all of the Future Vision training

sessions. Other club members are encouraged to attend, in order to broaden the knowledge base of the club.

Training sessions may be scheduled in conjunction with the district Avenues of Service, Mid-year meeting or pre-PETS, PETS, District Assembly, District Conference, and/or other times convenient to the club members.

For District 5170 Club Qualification, the club must complete the following each year of the Pilot phase:

o Attend all of the required training sessionso Sign and submit the Club Memorandum of Understandingo Sign and submit the DDF Allocation Formo Other requirements that the district deems necessary and that are reasonable, achievable, and

fair to all clubs. Club qualification is a requirement to receive TRF grants.

Document Retention Original documents in all categories, for both district and clubs, must be maintained for a period of

five years. District document maintenance system must be accessible to Rotarians in the district, to district and

club officers of project sponsors, and to the District Rotary Foundation Grants committee. Documents required by the district for club qualification shall be maintained in the district archives. Documents listed in the District MOU, section 6 B, must be maintained and available to TRF for

potential audit. Clubs must agree to periodic, random audits of their documents. Failure to provide reasonable

access to the documents by District Rotary Foundation personnel or Audit Committee, or to maintain the required documentation would result in immediate disqualification for the use of Rotary Foundation Grant funds.

14

An on-line document storage system will be used as a back-up to the original documents in the district archives.

Report on the Use of Grant Funds The District Grants Chair will maintain detailed reports from clubs on the use of District Grant

funds. (These reports do not need to be sent to TRF, but provide information for District Audit Committee.)

The District Grants Chair will maintain Global Grant reports, either club or district sponsored, within the district, as well ensure that these are submitted to TRF.

The Future Vision Treasurer will provide an annual report on the use of DDF funds and cash contributions to Global and District Grants, including the names of the district clubs and the recipients of the project funds. This report will be submitted to the District Grants Chair for review, then to the District Rotary Foundation Chair. This report will be submitted no later than 2 months from the completion of the Rotary year.

The District Governor will report on Global and District Grant activity in his/her monthly newsletter. Information will be provided to the Governor by the Grants Chair.

The District Grants Audit Committee will report its annual findings to the district’s member clubs at the annual Avenues of Service event.

Clubs and the District must adhere to all TRF grant reporting requirements and cooperate with all TRF grant audits.

Method for Reporting and Resolving Misuse of Grant Funds The district will provide training on Stewardship as part of the required training for club

qualification. A District Rotary Foundation Ombudsperson will be appointed annually by the Future Vision

Steering Committee and will serve as a neutral individual with whom Rotarians can discuss any concerns about the management of funds or projects. For 2012-13, this individual will be PDG Arlene Greenberg.

Any reports of misuse or irregularity must be submitted in writing with a signature in order to assure credibility. Such reports should be submitted to the DRFC and Ombudsperson, with copies to the District Governor.

The district Legal Advisor and the District Rotary Foundation Chair and/or the Ombudsperson will investigate all reports of misuse of TRF grant funds. The Future Vision Legal Advisor for 2012-13 is Ken Richardson, Past President of the Rotary Club of Oakland #3.

No new grant applications will be approved for any club, individual, or organization with reported misuse of funds or irregularity until the situation has been resolved.

For grants paid through the district account, payment will be stopped for activities, clubs, individuals, or organizations with reported misuse or irregularity until the situation have been resolved.

After investigating and determining consequences, the DRFC will report any potential misuse or irregularities in grant-related activity to TRF and indicate how the district will act to resolve the situation.

After a 6-month period, unresolved cases will be reported to TRF for action.

Go to these links to see official Memorandum of Understanding for District and Clubs.

District Memorandum of Understanding Club Memorandum of Understanding

15

District 5170Future Vision of The Rotary Foundation

Club Qualification PolicyApril 2010 -

1. Clubs that submit both MOU and DDF Allocation are fully qualified.  They may participate in grant activity and use, donate or trade their DDF.

2. Clubs that submit MOU, but not DDF Allocation can participate in grants, but will receive their allocation from the district.  The district will base that allocation on the average Global/District Grant allocation of those clubs that did submit the DDF Allocation form.  These clubs may participate in grant activity and use, donate or trade their DDF.

3. Clubs that submit DDF Allocation form, but not MOU are not qualified and cannot participate in grant activity.  However, they will receive DDF as requested, but must give it away to qualified club(s) until the time that they have completed the MOU.

4. Clubs that submit neither MOU nor DDF form are not qualified and cannot participate in grant activity.  However, they will receive DDF based on item #2 above.  They must give away their DDF to qualified club(s) until the time that they have completed the MOU.

NOTE: Attendance by a club Future Vision representative or alternate at each of the District 5170 Future Vision training sessions is also a requirement for Club Qualification.

16

District 5170 Future Vision Policy on Unpaid DuesEffective 2011-

A District 5170 requirement for Future Vision Club qualification is that a club's financial obligations to District 5170 and Rotary International must be satisfied in order to participate in the grants program.  Because it is impractical to track down clubs individually to pay delinquent dues so that they can receive Global Grant authorizations and District Grant checks, the District Steering Committee for Future Vision has adopted the following policy:

For District 5170 Financial Obligations:

The District Grants Chair will obtain a dues report from the District Treasurer 60 days after the due date, or September 1st of each Rotary year.  Each club which has unpaid dues or other obligations in excess of $100 will receive an e-mail notification that they will be ineligible to participate in grant programs until the District Grants Chair receives confirmation from the District Treasurer that the delinquency has been cleared.

For Rotary International Financial Obligations:

The District Grants Chair will obtain a dues report from the District Governor 60 days after the due date of each semi-annual installment, or September 1st and March 1st of each Rotary year.  Each club which has unpaid dues or other obligations in excess of $100 will receive an e-mail notification that they will be ineligible to participate in grant programs until the District Grants Chair receives confirmation from RI that the delinquency has been cleared.  The preferred method for to confirm that a Rotary Club has paid its obligation to Rotary International is for the Club President or Secretary, who have access to their club’s financial records, to log in to Member Access, access the report showing a balance of less than $100, save it as a .pdf file, and e-mail it to the District Grants Chair.

In our experience, RI is taking up to 15 business days to post the dues payments after receipt, so keep this in mind and request that your club Treasurer exercise diligence in meeting the obligation on a timely basis.

17

Rotary District 5170The Future Vision Plan of The Rotary Foundation

2010 – 2013Two Levels of Policies and Procedures

During the Pilot phase of the Future Vision Plan, there will be guidelines, policies and procedures that both the District and the Clubs will follow in order to be qualified to receive Rotary Foundation Grants.

In the Guidelines for districts sent from Evanston, the District is given the responsibility of managing the qualification of its member clubs.

“Managing club qualification will streamline the Foundation grant application processes and allow districts to customize requirements according to local laws and work directly with their clubs on grant management strategies. . . Districts can develop additional qualification requirements for their clubs, which fit the unique characteristics of each district and are supplemental to TRF requirements .. .”

The Future Vision Steering Committee of District 5170 has chosen to require the qualification of every club that desires to use either District or Global Grants. Further, it is the wish of the Steering Committee that all clubs in the district be qualified.

In addition to the requirements in the TRF Club Memorandum of Understanding, District 5170 has established the Policies and Procedures in the document titled “Rotary Foundation Grant Policies and Procedures, 2011-12.”

18

Rotary District 5170Rotary Foundation Grant Policies and Procedures, 2012-13

District Grants Global Grants

Policies Clubs must be compliant on RI and Clubs must be compliant on RI andDistrict financial obligation District financial obligations

Clubs must be current on all Grant reports Clubs must be current on all Grant reports

DDF must be matched 1:1 with cash DDF must be matched 1: ½ with cash

Project must be completed and final report A club can “hold over DDF for a Globalsubmitted within12 months from the date Grant, subject to required documentation that the funds are disbursed. (see attached DDF Hold-over MOU)

Proposal and Application must follow all Proposal and Application must follow allTRF and District requirements TRF requirements

Club Qualification (Memorandum Club Qualification (Memorandum ofof Understanding) must be current Understanding) must be current

A Club can submit no more than threeDistrict Grants within a single Rotary year

Clubs must maintain a bank account that is to be used exclusively for any funds that are received for Rotary Foundation Global and/or District Grant projects. Clubs are required to submit original, pre-printed deposit slips, one per grant, to the District Grant Subcommittee Chair prior to disbursement of the grant funds.

Procedures All applications must be typed or on a Guidance from district committee prior to writable PDF form submitting Proposal is highly recommended

District Grant Allocation request Project Proposal to be submitted to TRF onlinemust include Project title To insure DDF availability, club should

Project description & beneficiary send a copy of the Proposal to the DGSC or Amount of DDF requested designate prior to submitting to TRFPreliminary project budget Expected completion date Submit Global Grant Application from TRF (form to be provided) website after instructions from TRF staff

After club allocation is confirmed, To secure DDF financing, club must supply District Grant Application must be all necessary DDF use and transfer formssubmitted to, and approved by DGSC to DGSC or designate before project can be or designate fielded

19

District 5170 Grants Subcommittee Structure and Procedures for 2012-13

The District 5170 Grants Subcommittee consists of the District Grants Subcommittee Chair (DGSC), the District Rotary Foundation Chair (DRFC), three Grants Resource Leaders and the current International Service Chair.

The District Grants Subcommittee Chair’s duties are defined by District 5170 policies and by policies of The Rotary Foundation, under the Future Vision Pilot program. The DGSC’s responsibilities include:

1. Providing training and assistance to clubs in the application for and implementation of Global Grants.

2. Management of District Designated Funds for the District.

3. Communication with Future Vision staff at The Rotary Foundation in Evanston as needed by the district or by clubs.

4. The establishment of a team of Grants Resource Leaders. These leaders will provide assistance to both the DGSC and the clubs, so that the clubs may successfully complete District Grants.

5. The establishment and maintenance of a “clearinghouse” mechanism that will be available at all times as a resource for clubs with DDF/cash which are seeking projects and clubs which have projects and are seeking DDF/cash. The DGSC and International Service Chair will endeavor to make this resource available online through the District 5170 web site no later than September 1 each year and updated monthly.

6. Quarterly meetings with the Grants Resource Leaders to discuss “clearinghouse” and other issues or challenges related to District Grants.

7. Providing training as needed for the Grants Resource Leaders and clubs so that projects can be successfully completed.

Global Grants:

1. The District Grants Subcommittee Chair (DGSC) will assist as needed and will become involved in the Global Grant process after the initial proposal has been approved by The Rotary Foundation. A copy of all paperwork will be forwarded to the District Rotary Foundation Chair by the DGSC at the appropriate time. The DGSC will keep a file consisting of the Global Grant Proposal as submitted, the Application and any other documentation or communications, as required by The Rotary Foundation.

2. As communications are received from TRF, the club will forward them to the DGSC, who will offer assistance to the club, if sought.

3. The DGSC will calendar the estimated project completion date and follow up with the club, to assist with the final report and supporting documentation, as needed.

4. If the DGSC becomes aware that a project may not be viable due to lack of fund sources, he/she will act as a “clearinghouse” within the District, to see whether sources of funding (DDF or cash) are available to help fully fund the project. If adequate funds are not available within the District and the grant cannot be scaled down, the DGSC will work with the club within reason to find additional funding sources for the

20

project. If adequate funds are not available or the project is not attractive to possible partners who have funds available, the club has one of two options:

a. The club will be given the option to roll the project and its associatedDDF and cash into the following Rotary year, per District guidelines, or

b. The club will be encouraged to withdraw the project and use the DDF/cash that they have committed to a project sponsored by another club within thesame year. This change must be made within established deadlines for Grant applications.

5. On a quarterly basis, the DGSC will chair a “clearinghouse” meeting, to discuss which projects need additional funding and which clubs still have DDF/cash available for projects. The DGSC and International Service/WCS leaders will work with each other to fully utilize all the DDF available and assist in completing as many Global Grant projects as possible during that Rotary year.

Responsibilities of the Grants Resource Leaders (GRL) Regarding District Grants:

1. The Grants Resource Leaders will receive applications and supporting paperwork from the clubs in their respective Areas. The GRLs will contact the grant’s Primary Contact to forward any missing items and follow up until those items have been received.

2. When complete, the Grants Resource Leaders will submit copies of the applications to the DGSC and DRFC for review and approval. The GRL, DGSC and DRFC will conduct regular conference calls, at which time the grants will be approved.

3. Upon approval, the GRL will issue a preliminary approval letter, subject to conditions, to the submitting club. One of the conditions will be the receipt by the DGSC of one original, pre-printed deposit slip for the club’s Future Vision Grants Account, per grant. There will also be the requirement that the club be current in financial obligations to both the district and Rotary International.

4. The DGSC will arrange for the grant disbursement, deposit the check to the Future Vision Grants Account and forward a copy of the grant check and deposit slip to the Grants Resource Leader. The GRL will issue a final approval letter, a copy of the deposited check and instructions for the handling of and accounting for the grant funds.

5. The GRL will calendar the final report date for each project at 12 months from disbursement, at which time the final report, supporting documentation and accounting are due. Sixty (60) days prior to that date, he/she will contact the club to follow up and assist with forms and supporting documentation. If, when the final report is submitted, expenditures do not match the budget or the documentation is in some way inadequate, the GRL will assist the club so that the application, final report and accounting are congruent and meet TRF and District requirements. When the final report and supporting documentation are complete, the Grants Resource Leader will submit the documentation to the DGSC for final review and closing of the grant.

6. If a project, as originally proposed, cannot be implemented, the Grants Resource Leader will work with the club to amend the project application, so that it can be completed in a timely and compliant way.

21

District Grant Process: Application Process:

o To receive funds clubs must submit District Grant application for each individual project. Application shall include a statement of the terms and conditions of the grant and an

approximate project schedule. The complete Final Report for the project will be due 12 months from the date funds were disbursed . Clubs that do not meet this deadline, must agree to reimburse the District for the grant amount.

o Application to include a statement that project is either unchanged or changed from original allocation request:

If changed (project, amount, etc.), must be approved (District/TRF) before the club can proceed with the amended Project.

o All District Grant funding requests must be received by the District Grants Subcommittee Chair by a specified deadline (October 31) or the funds will be returned to control of Steering Committee (This policy will allow the District Grant Sub-Committee to close the District Grant during the Program year. This is a requirement of The Rotary Foundation.)

Use & Reporting of Funds:               o District Grants are intended to be executed and reported upon within in the same Rotary year as

the application.  o Clubs cannot combine District Grant funds from 2 Program years.  o As is current District policy, no club will receive their District Grant allocation unless the club is

current on their reporting for both District and Global grant. (either interim or final report).

Global Grant Process: The District’s Global Grant policy is essentially unchanged from past years, with the following

exceptions:o Clubs must request a minimum of $15,000 of World Funds match from the Rotary Foundation;o Grant must be consistent with at least one of the six areas of focus identified by the Rotary

Foundationo Project must be in a Pilot District in another countryo Clubs can “hold over” DDF for one additional year beyond the Program Year, subject to:

A signed DDF Carry-over Memorandum of Understanding (signed by President’s from both the current and subsequent Rotary years):

An APF goal for second year (signed by 2nd year President) which is equal to or greater than first year APF goal.

When a Global Grant application is submitted, an explicit agreement explaining how DDF will be used if the project fails must be submitted to the District Grants Chair. Club can keep the DDF IF the club maintains the same project, with the same Host Partner Club – only the funding level can be adjusted.

Club agrees that they will remain current on reporting of all grants during hold over period.

See Memorandum of Understanding form for DDF Carry-overThe process for Global Grants is primarily done on-line through Member Access on the Rotary International Website.

Clubs making a Global Grant Proposal should share their draft Proposal with the District Grants Chair prior to submitting it to The Rotary Foundation.

22

If a Proposal is accepted by staff of The Rotary Foundation in Evanston, the club will be invited to submit a full Application. Approval of both the District Grants Chair and the District Rotary Foundation Chair will be required before this Application is submitted.

DDF Transfer Form must accompany application for clubs contributing their DDF to another club’s project. The Transfer Form must be submitted to the DGSC prior to the request to authorize the Application.

Follow this link for Rotary Foundation Global Grants Proposal and Application Checklist

Note: Additional information on Grant application procedures and copies of various Grant forms and DDF Transfer forms can be found on the Rotary International and/or District 5170 Websites:

www.rotary.org

www.rotary5170.org

23

Copy your Global Grant Proposal

From the Future Vision Pilot Site main menu, click on the link for Proposal(s):

On the following page, click on the link marked Print. This will generate a PDF of the proposal content, which you can save to your computer and then send as an e-mail attachment to additional project partners.

24

25

District Process with The Rotary Foundation: Submit online District Grant spending plan itemizing the club, proposed project and amount of

District Grant funds being used. Proposed District Grant projects can be changed later, but should be reviewed by TRF staff before

project is approved. Objective of detail up front is to avoid questions at the end about proper spending

Once checks have been issued to the clubs, our District Grant Final Report can be submitted to The Rotary Foundation and our block grant can be closed. The District must still collect and approve the clubs’ Final Reports, but the District is not required to submit the Final Reports to TRF.

District 5170 should maintain a policy of reporting impending District Grant reporting deadlines to the clubs.

Clubs that are delinquent on reporting District Grants must reimburse the District for the Grant amounts received and the club will not be able to participate in any further grant activity (District or Global) until the club is current on all reporting.

District Grant applications must be signed by Governor, DRFC and District Grant Sub-Committee chair (Global Grants only require the signatures of the Club/President, DRFCs from both Districts, and Governor if using DDF.) Although The Rotary Foundation will not require a DGSC signature for a Global Grant application, our District will require that the DGSC has reviewed and approved of the Grant.

26

FUTURE VISION PLAN Principles of Sustainability for Global Grants ENGLISH (EN) Principles of Sustainability (November 2009) The Rotary Foundation strongly encourages Rotarians to apply the following principles of sustainability to all projects and activities: 1. Global grants incorporate activities and safeguards that ensure the continuity of project impact after TRF funding is fully expended. 2. Global grants work toward multiple levels of sustainability: economic, cultural, social, and resource. 3. Global grants make optimal use of local resources, regional input and indigenous knowledge as much as possible. 4. Global grants respect the natural resource base and avoid deterioration or destruction of the local environment. 5. Global grants attempt to reach the greatest number of beneficiaries as appropriate. 6. Global grants prepare scholars and individuals to contribute to new and innovative methods in professional fields reflected within a Foundation area of focus. 7. Global grants prepare participants to increase impact and improve effectiveness in the communities and vocations in which they work. 8. Global grants utilize the input and skills of grassroots individuals and groups, such as Rotary Community Corps, to ensure continuation of projects and activities.

27

DDF Allocation Model

The District Rotary Foundation Steering Committee, (hereinafter referred to as the Steering Committee) working with the District Governor of the Program year (i.e., the year in which the funds will be spent), will determine the amount of District Designated Funds (DDF) to be allocated to the clubs. The amount of DDF that will be available to be allocated will be determined by the following formula:

“Earned” DDF, which is defined as 50% of the District’s Annual Programs Fund contributions three years prior to the Program year;

Plus any carry-over DDF that has been identified from any prior years by The Rotary Foundation. Typically, this would be carry-over DDF from two years prior to the Program Year.

Less any DDF that will be used for any District sponsored activities such as Scholarships, Vocational Training Team, and other programs and needs identified and selected by the Steering Committee and Program Year District Governor (e.g., Peace Center contribution, Polio Plus contributions, administrative costs, etc.)

During March that precedes the Program Year, the remainder DDF, which we will call “Allocated DDF,” will be allocated to each club in the District. Clubs will receive a share of the Allocated DDF equal to their proportionate share of annual giving relative to the total District during a two year, seven month period preceding the Program Year. This method of allocation is unchanged from current District policy.

Further, any Rotary club that has been chartered within a three year period of the Program Year will receive a DDF allocation of no less than $1000 each of the first three Rotary years of their existence.

Once the clubs have been informed of the amount of their Allocated DDF for the Program year, the individual Rotary clubs will decide how they would like to divide the amount of DDF between District Grants and Global Grants funds. The amount of District Grant and Global Grant funds must equal the total amount of Allocated DDF. This request will be subject to:

No limits or restrictions on the ratio of the funds (District vs. Global) requested by the clubs. District Grant funds must be requested with a spending plan attached to the request. The spending plan

must include the following information for ALL projects funded by District Grants: Project Title Project description, including beneficiary; Amount requested; Preliminary project budget.

o Note: The total of all individual projects to be funded by District Grants must equal total District Grant Funds requested.

District Grants funds must be matched with cash by the club, dollar for dollar. An individual Rotary club can submit no more than three separate District Grants in any one Rotary

year. Any Global Grant Funds requested shall include a statement of intent for the grant(s) that will be

funded, but no specific information will be required. All Club DDF use requests will be submitted to the Grants Sub-Committee for review. If the total

amount of District Grant funding requested by all clubs is equal to or less than 50% of the District’s Earned DDF allocation (i.e., 50% of Annual Fund Giving from three years prior,) the Grants Sub-Committee shall approve the individual requests of each club, without change.

However, if the total amount of District Grant Funding requested by all clubs exceeds 50% of the Earned DDF allocation:

o The Grants Sub-Committee will make proportionate adjustments to each club’s allocation so that the total amount of District Grant funds requested by the District from The Rotary Foundation is no more than 50% of the Earned DDF.

28

o The Grants Sub-Committee will allocate both District Grant and Global Grant funds, at the committee’s discretion, for any club that fails to submit a requested allocation of DDF by the stated deadline.

Once the Grants Subcommittee has reviewed, modified (if necessary) and approved a District and Global Grant spending plan, they will submit the plan to the Steering Committee and Program Year Governor for final review and approval.

After review and approval by the Steering Committee and Governor, the final amounts of Allocation DDF of District Grant Funds and Global Grant Funds will be communicated, in writing, to the clubs through the Club’s Future Vision Representatives and Alternates.

DDF Allocation Timing: January: At FV training meeting Club Committee approves DDF Allocation Plan;

DRFC to make presentation at Pre-PETS to prepare club Presidents-Elect of need to select Foundation, Community Service and WCS [or equivalent] chairs, and to begin making specific plans for the following Rotary year;

February: Provide specific training on allocating DDF, forms, protocols, amounts, etc. Allocated DDF will be determined by Steering Committee and Program Year Governor, taking into account any DDF set aside for Scholars, Vocational teams, PolioPlus, administrative costs, etc.. Grants Sub-Committee will then update the formula that will prorate the Allocated DDF to each club, as follows:

Club Annual Program Funds Contributions for the 2 years (complete Rotary year totals) and 7 months (July 1 – January 31) that precede the Program year will be used.

Each club’s percentage of APF giving, relative to the total giving of all clubs in the District, will be calculated.

Each club will receive its pro-rated share of the Allocated DDF, based upon their percentage of APF as stated above.

March: At PETS, Presidents-Elect will receive notification of the club’s Allocated DDF At PETS, Presidents-Elect will receive allocation request form for the use of DDF in District and/or Global Grants.

At the same time, notifications of Allocated DDF amounts and allocation requests for District and Global Grants will be forwarded to all Club’s Future Vision Plan Representatives and Alternates.

Clubs should have no less than one month to review and respond to this decision.

April: Clubs to turn in allocation request by April 15. Clubs that do NOT respond by the deadline will have agreed that the District Grants Subcommittee can decide how to divide the respective club’s Allocated DDF between District Grant and Global Grant funding.

Steering Committee determines final Allocated DDF amounts, and communicates it to club’s Future Vision Representatives and Alternates.

New Club MOU with signatures of Club President and President-Elect must be submitted.

May: Grants Sub-Committee chair submits District Grants spending plan to TRF.

29

Rotary District 5170Future Vision Program

DDF Allocations and Grant Procedures, 2012-13

Rotary District 5170 is qualified by The Rotary Foundation to participate in the grants programs of The Future Vision Pilot. District Designated Funds for 2012-13 are allocated to the clubs for District and Global Grants. See 2012-13 Allocation Chart

If your club is qualified to receive funds from The Rotary Foundation, use the following procedures for Global or District Grants:

For Global Grants - Any Rotarian in the district can access the Global Grant Proposal on the Rotary International website www.rotary.org

Go through Member Access (register if you have not already done so) Go to Future Vision Pilot Site Global Grants

o My Proposal(s) Create New Proposal(s)

IMPORTANT READ:Although you are able to create a Proposal and submit it to The Rotary Foundation on-line, District 5170 Policy asks that you print a copy of your Proposal and share it with the District Grants Committee before submitting it to TRF. This step will help ensure the accuracy and acceptability of your Proposal and will expedite the final approval that will be required from the District Grants Chair for the Application that follows if your Proposal is accepted by TRF staff.

For District Grants - Clubs should use the District Grant Application forms available through the District Grants Committee or on-line in the District Website. Separate Applications are available for Local and International Projects. Applications are submitted to District Grants Resource Leaders. Phil Dean, Grants Resource Leader for Areas 1, 2, 32163 Mercury Road, Livermore 94550Phone 925-455-4261; Email pndean@comcast.net

Gerri Hussey, Grants Resource Leader for Areas 4, 5, 63167 San Gabriel Way, Union City 94587Phone 510-471-0512; Email gerri.hussey@mail.com

Debbie Scanlon, Grants Resource Leader for Areas 7, 8, 9Phone 925-829-8836; Email dscanlon26@aol.com

Cecelia Babkirk, District Subcommittee Chair for Grants20660 Stevens Creek Blvd. #313, Cupertino CA 95014Phone 408-242-6286; FAX 408-521-0569Email rotariancecelia@gmail.com

Carolyn Schuetz, District Chair for The Rotary Foundation29 Palm Beach Lane, Alameda CA 94502Phone 510-769-9661; FAX 510-769-6531Email CSandLB@comcast.net

2012-13 DDF Allocations30

Club # Club District DDF Global DDF Total

   471 Alameda $1,200 $2,759 $3,959472 Almaden Valley $0 $3,667 $3,66727225 Alviso $921 $0 $921474 Campbell $3,367 $0 $3,367488 Capitola/Aptos $1,014 $2,365 $3,379475 Castro Valley $3,480 $0 $3,48023257 Castro Valley Sunrise $273 $361 $634476 Cupertino $0 $19,374 $19,374477 Dublin $2,133 $2,500 $4,633478 East Oakland $317 $420 $737498 East Palo Alto Bayshore $445 $0 $445479 Freedom $0 $1,863 $1,863480 Fremont $0 $2,439 $2,43927226 Fremont Wm Spgs Sunrise $1,500 $831 $2,33166259

Fremont, Union City, Newark $0 $288 $288

481 Gilroy $0 $4,815 $4,81572294 Gilroy Sunrise $0 $1,266 $1,266482 Hayward $0 $3,139 $3,139484 Hollister $0 $3,220 $3,220485 Livermore $0 $10,167 $10,16722861 Livermore Valley $0 $2,873 $2,873486 Los Altos $0 $15,720 $15,72023405 Los Altos Sunset $2,826 $0 $2,826487 Los Gatos $3,000 $2,557 $5,55763074 Los Gatos Morning $5,390 $0 $5,390489 Milpitas $1,719 $0 $1,719490 Mission San Jose $779 $1,032 $1,811491 Morgan Hill $0 $7,442 $7,442492 Mountain View $0 $2,541 $2,541493 Newark $1,000 $677 $1,677494 Niles (Fremont) $0 $7,885 $7,885496 Oakland #3 $0 $13,128 $13,12822860 Oakland Sunrise $1,012 $400 $1,412497 Palo Alto $8,626 $0 $8,62625471 Palo Alto University $6,422 $0 $6,422499 Piedmont/Montclair $949 $0 $949500 Pleasanton $2,414 $0 $2,41424380 Pleasanton North $2,930 $0 $2,93058706

Pleasanton, Dublin, Livermore $0 $1,048 $1,048

31

501 San Jose $13,912 $0 $13,912502 San Jose East-Evergreen $987 $0 $987503 San Jose North $0 $3,539 $3,53931475 San Juan Bautista $0 $1,226 $1,226506 San Leandro $0 $3,890 $3,89022995 San Lorenzo Valley $0 $891 $891508 Santa Clara $5,101 $0 $5,101510 Santa Cruz $3,195 $3,195 $6,39022996 Santa Cruz Sunrise $1,350 $4,588 $5,938511 Saratoga $6,892 $0 $6,892512 Scotts Valley $0 $4,012 $4,012513 Sunnyvale $0 $4,956 $4,95682634 Sunnyvale Star $336 $0 $33626875 Sunnyvale Sunrise $669 $887 $1,556515 Watsonville $3,000 $2,808 $5,808

  Totals: $87,159 $144,769 $231,928Percentage 37.58% 62.42% 100.00%   Misc:D5170 Admin Fee $3,500 $0 $3,500District Scholar $40,000 $15,000 $55,000VTT $0 $15,000 $15,000Total Misc. $43,500 $30,000 $73,500

Grand Totals $130,659 $174,769 $305,42842.78% 57.22% 100.00%

32

District 5170

Inter-District DDF Transfer Policy For Global Grants

Revised February 2011

This Policy is to:

Clarify and define the appropriate inter-district transfer of DDF between District 5170 and any other district during the Future Vision Pilot period

Provide guidelines and policies for clubs who wish to transfer or receive DDF between Districts, regardless if the Districts are part of the FV Pilot or not.

Affect only Global Grants. The policies stated herein have no effect on District Grants. Be effective for the 2010-11 Rotary year, but subject to review as D5170 proceeds with

participation as a Pilot District of the Future Vision Program, 2010-13.

The following italicized paragraphs are language regarding the acceptable and “matchable” transfer of DDF according to the Trustees of The Rotary Foundation. The documentation was provided by Lisa Silberstein, Senior Coordinator for Global Grants, of The Rotary Foundation:

How TRF will match donations from non-pilot clubs (and vice versa) has been a topic of much conversation, and some confusion. 

One of the concerns with matching funds from non-pilot districts is that the limited budget for the pilot (districts) will be depleted very quickly if the Foundation is using money budgeted for the pilot (districts) to match funds coming from non-pilot districts.  It is also important to keep the pilot as controlled a universe as possible so that it can be effectively evaluated.  At the same time, the Foundation wants to foster partnerships that already exist between pilot and non-pilot districts.  All if those issues were taken into consideration when determining what kind of funds can be matched for global grants.

  . …. districts can donate DDF to each other, and if the district receiving the donated DDF uses it for a global grant, the Foundation will match those funds.  The same works in reverse for a DDF donation from a pilot district to a non-pilot district.  There is a bit of a caveat though.  It is considered a donation and the district receiving those funds, may elect to put them towards a grant, but they also could choose to use them for a different activity (polio, peace scholars, etc.).

During the first 14 days of District 5170’s experience with the Future Vision Pilot in District 5170, we found that The Rotary Foundation’s concern about the limited budget for the pilot is well founded, as we have received numerous requests from non-pilot districts to host their projects. Sometimes it is because they want to maintain relationships with clubs and districts now in the Pilot or they see a way to get their very large project done through a pilot district, rather than waiting for the pilot to end in 2013, when all districts in the world will follow the same regulations effective at that time.  

33

TEXT OF POLICY

To ensure the careful use of District 5170 DDF resources and to follow the spirit of the Future Vision program, the District 5170 Future Vision Steering Committee has developed the following policy for the inter-district transfer of DDF, both into our district and out of our district.

1. District 5170 may accept DDF transferred to us for the purpose of a Global Grant, regardless of the district of origin or whether or not it is a Future Vision Pilot district. It is the responsibility of the D5170 club anticipating the receipt of that DDF for a Global Grant to notify the District Rotary Foundation Chair (DRFC) Carolyn Schuetz or the District Grants Subcommittee Chair (DGSC) Cecelia Babkirk prior to submission of the Global Grant Application to The Rotary Foundation. When a Grant Proposal is accepted by The Rotary Foundation, a Grant Number is assigned. This number must be given to the District 5170 Grants Chair prior to the submission of a full Grant Application.

2. In order to be matched by the World Fund of The Rotary Foundation, any DDF transferred into District 5170 must be transferred as an unrestricted gift. District 5170 will then assign the DDF as intended by the club(s) sponsoring the Global Grant.

3. A club in District 5170 may transfer DDF to another district, whether that district is in the Future Vision Pilot or not. In order for that DDF to be matched by the World Fund of The Rotary Foundation, that DDF shall be transferred as an unrestricted gift. The D5170 club that wishes to contribute to a specific project in another district should be aware that the receiving district then has control of the use of that DDF. Therefore, it is important to have the assurance of the receiving club/district as to the use of the DDF before the transfer is made.

4. District 5170 intends to operate within the spirit of the Future Vision Pilot and according to the terms of our Memorandum of Understanding with The Rotary Foundation when transferring DDF to other districts or receiving DDF from other districts. This includes maintaining financial stewardship of all grants sponsored by District 5170 clubs.

5. The Future Vision Steering Committee of District 5170 has added the following guidelines:

If the project is originated by a D5170 club, then that club (or clubs, in the case of projects involving multiple D5170 clubs) must be the significant funding partner in the project. “Significant partner” is defined as contributing more than 50% of the combined DDF and cash to the project. If more than 50% of the financing is coming from clubs/districts outside District 5170 and those clubs/districts are Non-Pilot clubs/districts, then the project will be deemed to be inappropriate and will not be approved by District 5170 for submission to TRF.

6. Rotary clubs in District 5170 may provide financial support for a Global Grant or Matching Grant whose “International Partner” is from another Pilot or Non-Pilot district, subject to the following requirements:

An individual Rotarian may contribute cash directly to the project (through the sponsoring club or district) without any involvement of the Rotary Club. An individual cannot donate DDF. Only a club, indicated by the signature of the current club president, can donate DDF.

A single Rotary club may provide financial support either by contributing cash and/or a portion or all of their annual DDF allocation.

34

If two or more District 5170 clubs want to transfer their DDF outside of the District for the same project, the D5170 clubs must also contribute cash in an amount equal to at least 50% of the DDF contributed to the project.

Any club wishing to transfer DDF out of the district must submit a DDF transfer form, signed by the club president, to the D5170 Grants Chair. DDF can only be transferred district to district. The Grants Chair and the District Rotary Foundation Chair would then arrange for the transfer through the Evanston offices of The Rotary Foundation.

7. Any request to transfer DDF into or out of District 5170 will require the signed agreement of the Presidents of the Host Partner club and the International Partner club.

35

IMPORTANT NOTICE REGARDING HANDLING OF GRANT FUNDS IN YOUR FUTURE VISION GRANTS ACCOUNT

The Rotary Foundation Stewardship Department recommends that you only deposit grant funds, whether from TRF for a Global Grant or the District for a District Grant, into your club’s Future Vision Grants Account.  Then, you would disburse funds from there.

Following is a discussion of and procedure for the treatment of funds for District Grants vs Global Grants:

District Grants:

When your club receives District Grant funds, you should pay the expenses of your project first from the grant funds in your Future Vision Grants Account (FVGA), followed by paying the balance of the project expenses from your club account - in other words, you would distribute the club's matching part of the project directly toward the expenses, after depleting the grant funds.  Do not put your club’s funds into your separate Future Vision Grants Account.

If your club advanced funds to the project upon approval, then the only check out of the FVGA might be to your club, for the reimbursement.  Deposit the District Grant funds into your FVGA and then write the reimbursement check to your club. Of course, you will still have to provide documentation as to how the funds were spent in the grant.

However, if you advance some, but not all of the funds from your club account and the remaining expenses are covered by your District Grant, then you might write more than one check from your Future Vision Grants Account (FVGA), depending on how many vendors you have to pay. 

If you are doing a District Grant project with other clubs (as in an Area project) and you are collecting funds from the other clubs, deposit those checks into your club account, not your FVGA.

Global Grants:

If you do a large project involving other clubs and you plan to receive funds from the other clubs that are going into your grant, then you should handle the other clubs' funds in the following way:

Have the other clubs write their check to The Rotary Foundation and send it to you along with their Global Contribution form (aka 123 form), stating who should receive recognition credits and in what amount.  You hang onto the checks from those other clubs until TRF requests the clubs’ contributions in order to fund the grant. Then submit all the checks, including your club’s funds from your club account, not the Future Vision Grants Account

If, when the grant is funded by TRF, you intend to receive the funds and disburse them to the project, then the funds coming from TRF must be deposited into your FVGA and then disbursed to the project. Depending on how the projects are done (meaning who receives the grant funds), there may be no entries in the FVGA, but if you handle the funds in the ways described above, the bookkeeping burden is minimal.

36

The idea here is to keep the grants funds (TRF and District) from being commingled with other funds. This should keep the bookkeeping as simple as it can be. With the FVGA, you are required to keep a general ledger of all the expenses chronologically, as well as a separate accounting for each grant or project.  The fewer entries you have in or out, the simpler the bookkeeping is and the potential for errors is greatly reduced.

The Rotary Foundation will randomly audit grant activity of the districts and this is one of the things they will audit, so please handle the funds as described above and we (District 5170 and your club) will avoid compliance issues that could disqualify us from participating in the grant programs of The Rotary Foundation.

Please contact Cecelia Babkirk, District 5170 Grants Chair, if you have any questions. Her contact information is:

Cecelia BabkirkDirect: (408) 688-0302Mobile: (408) 242-6286

Fax: 408-521-0569e-mail: rotariancecelia@gmail.com

37

Future Vision Program of The Rotary FoundationSCHOLAR POLICIES FOR DISTRICT AND GLOBAL SCHOLAR

GRANTSDistrict 5170, 2012-13

GLOBAL SCHOLAR GRANTS1. The applicant must submit a minimum detailed, itemize budget of $30,000 with their application (TRF requirement).2. The applicant must be approved and provide official proof of acceptance for attendance to the institution of learning and appropriate school/department prior to the District Scholar Committee interviews. A letter of invitation to conduct post-graduate-level research or admission that requires a guarantee of financial support would also be acceptable.3. The institution of learning must be in a Future Vision Pilot district outside of the U.S. (TRF requirement).4. The applicant must be applying for a graduate level program in the institution of learning (TRF requirement).5. The applicant's study must be in one of TRF's six areas of focus (TRF requirement). A humanitarian project related to the study may be included.6. The applicant must be applying for funding for one or more academic year of study (TRF requirement).7. The applicant must prove exhibited verbal fluency with appropriate transcripts or test results in the country's language when attending an institution of learning in a non-English speaking country (TRF requirement).8. The applicant must sign the TRF terms and conditions in the Global Grant application, thereby indicating full agreement to all elements of this document (TRF requirement).9. The District 5170 Foundation Chair shall provide the District Scholars Committee the available amount of DDF to the committee for allotment for scholars by the end of February. This allotment will be a combination of DDF available based on the district formula. Any carryover DDF will be determined on the same basis as any other Global Grant.10. The applicant must submit an application to a District 5170 club by the February application deadline published on the district website unless the Club President or designee allows a late submission. The district club will decide whether or not to endorse the application, but if endorsed, must forward it to the District 5170 Scholar Chair by the website published district deadline in early March.11. Applications shall be screened by the Scholar Committee and approved for being invited to an interview based on the quality of the application compared to others and response to criteria listed in the application.12. The Scholars Committee Chair will request from the District Foundation Chair the amount of DDF for Global Scholars and District Scholars by April 15, based on the kinds of applicants selected. 13. The District 5170 interview committee will hold interviews during the first two weeks of April. The interview committee shall consist of available members of the Scholars Committee, the Governor, the Governor-elect, the Governor-nominee, and the Governor-nominee designate, as available. All candidates shall be asked the same questions. A point system evaluation by each interview member based on how well each question is answered shall be used and a vote of the committee, prioritizing candidates, shall be the final determination. The top candidates' application(s) within the available DDF allotted that year for Global Scholar applicants will be forwarded for district signatures and TRF consideration.14. The Scholar Committee will be available for advice to clubs submitting a Global or District Grant that involves a scholarship. A club submitting a Global or District Grant for a scholarship must follow the District 5170 Grant policy for DDF and cash match.15. Within the constraints of available DDF for Global Scholars, successful candidates' applications or a summary of the application will first be forwarded for review by the District Foundation Chair and

38

submitted through the District Scholar Chair’s or designee’s Member Access, following The Rotary Foundation’s procedure to seek matching funds. 16. The District 5170 Scholar Chair shall be responsible for maintaining communication with The Rotary Foundation Coordinator and the applicant during the Proposal and Application phases and for completing all aspects of coordination with the Host District. Additionally, the Scholar Chair will coordinate the on-line approval of required members of District 5170 and the Host District and will implement all funding requirements of The Rotary Foundation, making sure that the funding checks are requested and sent to the approved applicant from the District 5170 Future Vision account.17. The District 5170 Scholar Chair shall be responsible for collecting and maintaining copies of funded Global Scholar Progress Reports and Final Reports that have been forwarded to the district by Global Scholars and TRF.

DISTRICT SCHOLAR GRANTS

1. District Scholar applicants must apply for post-secondary school funding, but they may apply for undergraduate or graduate study.2. District Scholars applicants must submit a detailed, itemized budget with their application.3. District Scholar applicants may apply for a study grant in any part of the world, including the U.S., where a Rotary club is proximate. The institution of learning does not have to be in a Future Vision Pilot District. The course of study does not have to fit within TRF's Six Areas of Focus. However, if the applicant's study is in the U.S., the application will be expected to include an associated humanitarian project.4. District Scholar applicants may apply for a study grant outside or inside of TRF six areas of focus but must relate to the Mission of the Rotary Foundation which 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." A humanitarian project related to the study may be included with the grant application. 5. District Scholar applicants must provide official proof with their application, or no later than the date of the interviews, that they have been accepted in the institution of learning and school/department they propose to attend.6. District Scholar applicants may request study for less than a complete academic year, but no more than one year.7. The applicant must prove exhibited verbal fluency with appropriate transcripts, native command, or test results in the country's language when attending an institution of learning in a non-English speaking country or when language command is necessary to implement a humanitarian project affiliated with the application.8. The applicant must agree by signature to all the terms and agreements in the application.9. The District 5170 Foundation Chair shall provide to the District Scholars Committee the available amount of DDF to the committee for allotment to the scholars by the end of February. 10. The applicants must submit their application to a District 5170 club by the February application deadline published on the district website unless the Club President or designee allows a late submission. If endorsed by the Club, the application must be forwarded to the District 5170 Scholar Chair by the website published district deadline in early March.11. Applications must be screened by the Scholar Committee and approved for being invited for an interview based on the quality of the application compared to others, response to criteria listed in the application, and a commitment to the mission of TRF. 12. The Scholars Committee Chair will request of the District Foundation Chair the amount of DDF to be provided for District Scholars and Global Scholars by April 15. 13. The interview committee will hold interviews during the first two weeks of April. The interview committee shall consist of available members of the Scholars Committee, the Governor, the Governor-elect, the Governor-nominee, and the Governor-nominee designate as available. A point system evaluation

39

by each interview member shall used and a vote of the committee prioritizing candidates shall be the final determination. Tie breakers can be determined by involvement in Interact, RYLA, or Rotaract.14. The Scholar Committee will be available for advice to clubs submitting a District Grant that involves a scholarship. A club that submits a District Grant application for a scholarship must follow the District 5170 District Grant policy for DDF and cash match.15. Within the constraints of available DDF for Global and District Scholars, the District Scholar Chair will submit the successful candidates' applications or a summary for review and approval by the District Foundation Chair.16. The District Scholar Committee Chair will request funding from the District Foundation Chair and District Grants Chair. The District Grants Chair will arrange for check(s) from the Future Vision Treasurer. The initial payment shall not be made until the Scholar has communicated residence and contact information including email and phone number to the District 5170 Scholar Chair. Except for unusual short-term study or other unusual situations approved by the District Foundation Chair, the funding will be made in two payments. The District Scholar Chair shall request the first check from the District Grants Chair. The funding will not occur until a date after July, determined by the District Grants Chair. The second payment shall not be made until the chair of the District 5170 Scholar Committee communicates in writing or email to the District Grants Chair that the scholar has turned in the required progress report to the District 5170 Scholar Chair or designee.17. The District 5170 Scholar Chair shall be responsible for developing, collecting and maintaining funded District Scholar Progress Reports, Final Reports and other relevant documentation, as well as alumni contact.18. The District 5170 Scholar Chair as a designee of the District 5170 Foundation Chair shall make arrangements with the scholar's receiving district for the establishment of a host counselor, information on host counselor responsibilities, and the responsibilities of the District Scholar Grant recipient.

40

Vocational Training Teams

District 5170 Policy and ProceduresMay 2010 -

The Future Vision Pilot Program of The Rotary Foundation has replaced the Group Study Exchange Program with a more project-oriented program called Vocational Training Teams (VTTs). The VTT program is available for both District-sponsored and Club-sponsored projects. These VTT teams, comprising both Rotarians and non-Rotarians with professional skills related to their projects, will travel to a partnering Rotary district outside the USA where they will participate actively in a pre-approved project.

An exchange team from the partnering district will visit District 5170 to receive training and other instruction that will help them sustain, expand, and replicate the project in their home country.

There are two types of VTT grants: Global VTT Grants and District VTT Grants. Each type of grant is available for both District-sponsored and Club-sponsored projects. Please refer to “Terms and Conditions for Rotary Foundation District Grants and Global Grants.”

Global VTT GrantsGlobal VTT Grants must conform to the following criteria.

1. Fundinga. Global Grants undertaken directly by the District will be funded by DDF reserved by the District

for such projects plus the grant from the TRF World Fund. The District 5170 Foundation Chair shall provide the District VTT Committee with the available amount of DDF that may be used to fund a District VTT project.

b. Global Grants undertaken by individual clubs, or a group of clubs that pool their resources, will be funded by a combination of club cash, the clubs’ share of DDF as allocated by the District, and a grant from the TRF Global Fund.

c. The minimum award amount from the Global Fund for a Global Grant, regardless of activity type, is US$15,000, which results in a minimum total financing of at least $30,000. The World Fund award is based on a 100 percent match of DDF ($1.00:$1.00) or a 50 percent match of cash contributions ($0.50:$1.00). NOTE: According to district guidelines, a $15,000 grant from TRF actually will usually result in a total project size greater than $30,000 depending on the mix of DDF and Club cash.

2. The project must be in a Future Visions Pilot District.3. The project must be in one of TRF’s six areas of focus.

a. Peace and conflict prevention/resolution b. Disease prevention and treatment c. Water and sanitation d. Maternal and child health e. Basic education and literacy f. Economic and community development

4. The project must be sustainable. Global grants incorporate activities and safeguards that ensure the continuity of project impact after TRF funding is fully expended. Grant applications must include a plan that assures sustainability. See TRF’s sustainability guidelines.

5. The project may last up to two years. See DDF carry-over policy. 6. Team Requirements

a. Teams must consist of a minimum of one Rotarian team leader and three non-Rotarian team members with no maximum limit of participants. Note: Rotarians may be included as Team Members as long as the team includes three non-Rotarians.

41

b. Teams must be selected through a formal application and interview process. See additional qualification requirements on the participant application form: Global Grants Vocational Training Team Participant Application

c. Teams may be multi-vocational but must share a common purpose in support of the selected area of focus.

d. There is no restriction on the age of the Team Leader or Team Members.e. One or more VTT teams may travel under each grant.

7. Application Process.For a flowchart showing the sequence of steps for the grant process please refer to the “Global Grants

Business Cycle.”a. Applications for Global Grants involve two steps.

i. A formal Grant Proposal is required by TRF before the actual grant application can be filed.

ii. Beginning immediately after the District is deemed qualified by TRF, and following approval of the Grant Proposal, a Grant Application may be submitted online through Member Access on the RI website. A copy of the application should be given to the District Grants Chair.

b. Applicants are urged to review their Proposal and Application with the District VTT Chair before submitting them to TRF. This will help to identify potential problems that might cause a particular project to be rejected.

c. If a Cooperating Organization is involved in the project, the application must be accompanied by a signed Cooperating Organization Memorandum of Understanding.

d. A detailed travel itinerary is required: Global Grants Vocational Training Team Itinerary . It must outline the team’s travel arrangements (both local and international), daily activities, and hosting accommodations, as well as provide cooperating organization information.

e. There is no minimum or maximum limitation on the duration of the teams’ time at the project site.

District VTT GrantsDistrict VTT Grants must conform to the same criteria as Global VTT Grants with the following exceptions:

1. The District, not TRF, will evaluate all District Grant applications and will be responsible for awarding the grants.

2. A formal preliminary proposal is not required; however applicants should feel free to discuss their projects with the District Grants Chair or the District VTT Chair.

3. Applications must be made using the District VTT application form (different from the Global Grant application form).

4. Project budgets may be of any size and are not limited to the minimum required for Global Grants. See District policy on cash match for DDF [need link].

5. Project must be completed during the Rotary year in which the grant is awarded, and the final report for the project is due within 12 months of the date grant funds are awarded.

6. Applications must be submitted to the District Grants Chair, who will review them with the District VTT Committee.

7. The Team Leader must be a Rotarian, 8. Team Members may include any number of Rotarians and/or non-Rotarians.9. Project need not be in a Pilot District nor in the Six Areas of Focus, but should be within the mission of

The Rotary Foundation

42

VTT Planning ConsiderationsTo assist clubs that want to organize a VTT exchange, here are some key planning considerations that should be addressed.

1. Identify an international Rotary partner taking into consideration the resources of the partner and the attractiveness of the project location. Selecting a partner and identifying a project should be the first priority because these will determine the kind of team personnel that will be needed and the size of the budget. The destination is also important because it should be an incentive in the recruitment of a team.

2. Define the project according to the Rotary partner’s needs rather than the D-5170 club’s assumption about what is needed.

3. Establish a reasonable budget and a strategy for raising the money to fund it.4. Determine the capabilities of the Rotary partner to support the project financially, technically, and with

availability of materiel.5. In consultation with the Rotary partner, define exactly what will be required from the American team

members, both in planning the project and during their time on site, and then recruit a team of professionals with the necessary skills.

6. Plan for an education and training component for both the outgoing and incoming teams.7. Consider the need for an advance site visit by at least one team member to be sure that the necessary

resources are in place at the project site.8. Since VTT projects are to be on-going and sustainable, consider the need for a follow up visit after project

completion to be sure that the project is developing as intended and that there is adequate project supervision and an equipment maintenance program in place.

Online Resources for the Future Vision Plan (PDFs)

Terms and Conditions for Rotary Foundation District Grants and Global Grants Global Grants Proposal and Application Checklist.

Principles of Sustainability for Global Grants Cooperating Organization Memorandum of Understanding (Word version) Global Grants Vocational Training Team Participant Application  or download the Word version International Travel Checklist Global Grants Vocational Training Team Itinerary  or download the Word version

43

Future Vision

District 5170 Committee 2012-13

District Foundation Chair Carolyn Schuetz, RC of Alameda29 Palm Beach Lane, Alameda 94502510-769-9661; CSandLB@comcast.net

Fund-raising Chair Roger Hassler, RC of Almaden Valley22593 Country View Drive, San Jose 95120408-997-0375; rogerhassler@gmail.com

Annual Programs Fund Tim Lundell, RC of Los Gatos Morning(Annual Giving) 162 College Ave, Los Gatos 95030

408-292-1717; tlundell@earthlink.net

Paul Harris Society Phil Dean, RC of Livermore2163 Mercury Road, Livermore 94550925-455-4261; pdnean@comcast.net

Permanent Fund/Major Mike Kearns, RC of Fremont Warm Springs SunriseDonors 1782 Valdez Street, Fremont 94539

408-535-5738; mike.kearns@nmfn.com

Grants Chair Cecelia Babkirk, RC of Cupertino20660 Stevens Creek Blvd #313, Cupertino 95014408-688-0302; rotariancecelia@gmail.com

Polio Plus Chair Jim Mealey, RC of Los Gatos Morning3524 Breakwater Ave #103, Hayward 94545510-782-5260; jvm1031@aol.com

Scholars Chair Marie Sikora, RC of Scotts Valley400 Coon Heights Road, Ben Lomond 95005831-336-8853; MLSikora@earthlink.net

Vocational Training Georganna Hildebrand, RC of Scotts Valley231 Technology Circle, Scotts Valley 95066831-461-7800 x 222; georganna@antarestech.com

Partners in Service Jolene Bortz, RC of Oakland Sunrise516 Grand Avenue, Oakland 94610510-834-2260; jbortz@howardtours.net

Foundation Resource Charlie Wasser, RC of Sunnyvale Bureau 18650 Ping Court, Cupertino 95014

Charlie@wassergraphics.com

Financial Review Chair Gary Citti, RC of Santa Clara990 E Hamilton, Campbell 95008408-371-9600; garycitti@cittisflorist.com

44

Future Vision Treasurer Karen Semingson, RC of Capitola Aptos2623 Willowbrook Lane #118, Aptos 95003831-763-5407; ksemingson@hbllp.com

Legal Advisor Ken Richardson, RC of Oakland #31611 Telegraph Ave #707, Oakland 94612510-451-6770; KPR@marionsinn.com

Ombudsperson Arlene Greenberg, RC of Morgan Hill16467 Oak Glen Ave, Morgan Hill 95037408-778-2446; arleneg@garlic.com

45

The Rotary Foundation Rotary District 5170

Future Vision Steering Committee2012-13

The Steering Committee for the Future Vision Program of The Rotary Foundation in Rotary District 5170 has the responsibility to review and approve the policies and procedures for Future Vision during the Pilot Phase of the program.

Members of the Steering Committee are current Rotary Foundation committee chairs, past chairs of those committees, and some future chairs. Additionally, the Committee has the District Governor, the immediate Past District Governor, and future governors as they are identified. Thus, the Committee enjoys the “multi-generational” experience, expertise, and ideas of representatives from a wide range of district clubs.

Steering Committee members for 2012-13 are the following:

DG Joe Hamilton, (RC Sunnyvale)PDG Arley Marley, (RC Sunnyvale), immediate Past GovernorPDG Roger Hassler, Fund-raising Chair, (RC Almaden Valley)PDG Carolyn Schuetz, District Chair for The Rotary Foundation and Chair of the Steering Committee (RC Alameda)PDG Brad Howard, Immediate Past District Chair for The Rotary Foundation (RC Oakland Sunrise)Cecelia Babkirk, Grants Chair (RC Cupertino)PDG Arlene Greenberg, District Trainer (RC Morgan Hill)PDG Ron Sekkel, Past District Trainer (RC Scotts Valley)Karen Semingson, Future Vision Treasurer (RC Capitola Aptos)PDG Gary Citti, Chair of Financial Review Committee (RC Santa Clara)PDG Loren Harper, Immediate Past Fund-raising Chair (RC Fremont Warm Springs Sunrise)Mike Kearns, Major Donors (RC Fremont Warm Springs Sunrise)Jolene Bortz, Partners in Service Chair, (RC Oakland Sunrise)Marie Sikora, Scholar Chair (RC Scotts Valley)PDG Russ Hobbs, Past Scholar Chair (RC Santa Cruz)Roy Russell, Past Vocational Training Teams Chair (RC San Jose)Richard Flanders, Past GSE Chair (RC Pleasanton North)PDG Jim Mealey, PolioPlus Chair (RC Los Gatos Morning)DGE Angie Hassler, (RC Almaden Valley)DGN Ed Jellen (RC Oakland#3)Georganna Hildebrand, International Service Chair (RC Scotts Valley)Peter Anderson, Past International Service Chair (RC Morgan Hill)Charlie Wasser, Foundation Resource Bureau (RC Sunnyvale)Gerri Hussey, Grants Resource Leader (RC Fremont Warm Springs Sunrise)Debbie Scanlon, Grants Resource Leader (RC San Leandro)Ken Richardson, Legal Advisor (RC Oakland #3)

46

DDF Carry-Over

MEMORANDUM OF UNDERSTANDING

between

_________________________________[HOST PARTNER]

And

____________________________________[INTERNATIONAL PARTNER/District 5170 Rotary Club]

1. Subject Global Grant #[XXXXX] (if available) in [Community], [Country]

Request to hold-over DDF from Rotary Year _____ to Rotary Year ______

Amount of Global Grant DDF to be held-over _____________________List the club(s) from which this DDF is contributed:

Club Amount

___________________________ _____________

___________________________ _____________

___________________________ _____________

___________________________ _____________

(DDF Transfer forms must be supplied for any clubs other than the Partner.)

2. PurposeThis document serves to establish a framework of cooperation and agreement between the aforementioned parties as it pertains to the implementation of a project financed by a Rotary Foundation Global Grant.

3. Primary Contacts

[HOST PARTNER] [INTL PARTNER] [COOP ORG]

NAMEADDRESS

47

PHONEE-MAIL

4. UnderstandingsA. All parties affirm that Global Grant #[XXXXX] is initiated, controlled, and managed by the

Rotary clubs and/or districts involved in the project.

B. [HOST PARTNER] and [INTERNATIONAL PARTNER] affirm that we are interested and committed to the continuation and funding of the project in the ______ Rotary Year.

C. All parties acknowledge that Global Grant #[XXXXX], if approved, will be awarded to [HOST PARTNER] and [INTERNATIONAL PARTNER].

D. All project funds will be in the custody of the partner Rotary Clubs.

E. [HOST PARTNER] and [INTERNATIONAL PARTNER] further confirm that [COOPERATING ORGANIZATION], if any, will continue to support the project, as described in the Proposal.

5. [HOST PARTNER] shall:

A. Continue to make cash funds and DDF already committed available to the project at the time of approval and funding of the project.

B. Continue to support the project with time and expertise through approval, funding and execution of the project.

C. Cooperate in the completion of the final report and remain in compliance with the terms and conditions of the grant approval through the completion of the project.

D. Presidents from both the initial and the second year of the project must sign the Interim Report described below.

6. [INTERNATIONAL PARTNER/District 5170 Rotary Club ] shall:A. Continue to make cash funds and DDF already committed available to the project at the time of

approval and funding of the project. B. A Proposal will be completed and a copy submitted to Grants Chair Cecelia Babkirk by February 28

of the initial program year.C. Continue to support the project with time and expertise through approval, funding and execution

Of the project.D. Cooperate in the completion of the final report and remain in compliance with the terms and

conditions of the grant approval through the completion of the project.E. Assure that the club’s financial support for the Annual Programs Fund for the second year is equal

to or greater than first year APF contributions.F. Remain current on reporting of all grants during the hold-over period.G. Submit an Interim Report to the Grants Chair on the status of the project by the end of the initial

Rotary year. This report must present a revised schedule (if appropriate) and a statement of renewed commitment by the Host Partner. Signatures of Presidents and Presidents-elect from both the Host and International Partner clubs must sign this report.

48

H. Agree to relinquish the carry-over DDF if the project is not approved by TRF or if the D5170 club does not meet the terms of this agreement.

7.ModificationIn consideration that modifications to the financing of the project, outside the control of the club(s), may occur, those modifications shall be made by mutual consent of the parties and their respective districts. A written modification will be prepared, signed and dated by all parties.

10. SignaturesBy signing below, the aforementioned parties agree to the terms of this memorandum of understanding.

[HOST PARTNER PRIMARY CONTACT] DATE

______________________________________________________________________________________(HOST PARTNER PRESIDENT) DATE

[HOST PARTNER PRESIDENT-ELECT] DATE

[INTERNATIONAL PARTNER PRIMARY CONTACT] DATE

______________________________________________________________________________________(INTERNATIONAL PARTNER PRESIDENT) DATE

[INTERNATIONAL PARTNER PRESIDENT-ELECT] DATE

______________________________________________________________________________________COOPERATING ORGANIZATION, IF ANY DATE

49