04/21/23 1

The Rotary The Rotary Foundation Grant: Foundation Grant: May the Funds be May the Funds be

With YouWith You

Direct Assistance Direct Assistance to Vermonters to Vermonters Impacted by Impacted by

Tropical Storm Tropical Storm IreneIrene

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Episode I AgendaEpisode I Agenda Rotary InternationalRotary International The Rotary Foundation (TRF) Grant & Irene The Rotary Foundation (TRF) Grant & Irene

RecoveryRecovery CAAs and LTRCsCAAs and LTRCs GoalsGoals Who is Eligible and What Are They Eligible Who is Eligible and What Are They Eligible

For?For? Application, Assessment, Approval & Application, Assessment, Approval &

AssistanceAssistance Contacts and HandoutsContacts and Handouts Rotary InvolvementRotary Involvement Q & AQ & A

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Rotary International & Rotary International & TRFTRF

Volunteer OrganizationVolunteer Organization Business, Professional & Business, Professional &

Community LeadersCommunity Leaders Humanitarian Service – Goodwill Humanitarian Service – Goodwill

& Peace – Service Above Self& Peace – Service Above Self TRF funds collaborative TRF funds collaborative

humanitarian projects that humanitarian projects that benefit communities in needbenefit communities in need

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TRF / Background for TRF / Background for this Grantthis Grant

Matching Grant – Must involve 2 Rotary Matching Grant – Must involve 2 Rotary districts: 1 in project country (host) and districts: 1 in project country (host) and 1 in another country 1 in another country

Must be for Must be for ““humanitarian projecthumanitarian project”” Applicant must have raised minimum Applicant must have raised minimum

amount of pledged funds to apply for amount of pledged funds to apply for matchmatch

Districts approached SEVCA after trying Districts approached SEVCA after trying to connect with other Irene Recovery to connect with other Irene Recovery groupsgroups

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What is Community Action What is Community Action and what are the LTRCs?and what are the LTRCs?

CAA Overview – Fact SheetsCAA Overview – Fact Sheets

LTRCsLTRCs’’ Role in Irene Recovery Role in Irene Recovery

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GoalsGoals Assistance to Vermonters Assistance to Vermonters

with critical needs due to with critical needs due to loss, damage, and loss, damage, and displacement caused by displacement caused by IreneIrene

Help restore households Help restore households to functional status in to functional status in accordance with grant accordance with grant guidelinesguidelines

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Who is Eligible for Who is Eligible for Assistance?Assistance?

Residents impacted by Irene, as verified Residents impacted by Irene, as verified by:by: FEMA Registration NumberFEMA Registration Number Referral from VT 2-1-1 or other sourceReferral from VT 2-1-1 or other source Other confirmation of being affected by Other confirmation of being affected by

IreneIrene Must have unmet needs, or hardships Must have unmet needs, or hardships

suffered, or householdsuffered, or household’’s resources s resources depleteddepleted

Unavailable or inadequate resources Unavailable or inadequate resources

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What Types of Assistance What Types of Assistance does does

The Rotary Grant Support?The Rotary Grant Support? Short-Term RentShort-Term Rent Fuel & Utility Fuel & Utility

AssistanceAssistance Furnaces & Fuel Furnaces & Fuel

TanksTanks Mold RemediationMold Remediation Well RepairWell Repair Septic System Septic System

RepairRepair

Appliance Repair & Appliance Repair & ReplacementReplacement

Waste/Debris Waste/Debris Cleanup & RemovalCleanup & Removal

Car Repair / Car Repair / Transport. Transport. AssistanceAssistance

Service Road & Service Road & CulvertsCulverts

FoodFood

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Who/What is Not EligibleWho/What is Not EligibleTRF grant funds cannot be used for:TRF grant funds cannot be used for: Assisting Rotarians or immediate Assisting Rotarians or immediate

family membersfamily members Non-VT residents or 2nd home ownersNon-VT residents or 2nd home owners Repair or construction work in or on a Repair or construction work in or on a

homehome Businesses, public facilities, or other Businesses, public facilities, or other

non-residential buildingsnon-residential buildings Purchase of land or buildingsPurchase of land or buildings Fixing conditions not caused by IreneFixing conditions not caused by Irene

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The Flow of FundsThe Flow of Funds

The Rotary Foundation will send The Rotary Foundation will send funds to Vermont Rotary granteefunds to Vermont Rotary grantee

SEVCA will receive funds from Rotary SEVCA will receive funds from Rotary grantee, and disburse them to CAAsgrantee, and disburse them to CAAs

Each CAA will use funds to provide Each CAA will use funds to provide assistance in their service area via assistance in their service area via designated case managersdesignated case managers

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How to How to ApplyApply for for Assistance:Assistance:

Current Disaster Recovery Clients – Current Disaster Recovery Clients – Case managers will assess eligibility / Case managers will assess eligibility / applicability of TRF funds to help with applicability of TRF funds to help with specific needsspecific needs

New Applicants – Referrals from New Applicants – Referrals from Rotarians, LTRCs, other CAA staff, other Rotarians, LTRCs, other CAA staff, other providers, etc., or may apply directly providers, etc., or may apply directly

Case managers fill out TRF Grant Case managers fill out TRF Grant Assistance Application with clientsAssistance Application with clients

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Are There Income Are There Income Eligibility Guidelines?Eligibility Guidelines?

No specific income eligibility threshold, No specific income eligibility threshold, butbut……

Assistance based on need – If other Assistance based on need – If other available resources appropriate / available resources appropriate / sufficient to meet need, household sufficient to meet need, household not not eligibleeligible..

Household may still be eligible for other Household may still be eligible for other assistance sourcesassistance sources

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Can TRF Grant Fund Can TRF Grant Fund Building Materials and/or Building Materials and/or

Contractors?Contractors? No building materials, except:No building materials, except:

Equipment – e.g., furnaces, fuel Equipment – e.g., furnaces, fuel tanks, appliances (but cantanks, appliances (but can’’t use for t use for installation)installation)

Materials for outside work (e.g., Materials for outside work (e.g., wells, septic systems, culverts, wells, septic systems, culverts, service roads)service roads)

No contractors, except:No contractors, except: Outside work (wells, septic systems, etc.)Outside work (wells, septic systems, etc.) Mold remediationMold remediation Waste / debris cleanup & removalWaste / debris cleanup & removal

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May Applicants Receive May Applicants Receive More Than One Type of More Than One Type of

Assistance?Assistance? Yes, if eligible, justified by need, and Yes, if eligible, justified by need, and

appropriate appropriate

Example: If client needs food & Example: If client needs food & utility assistance, application may be utility assistance, application may be written to request both.written to request both.

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Rotary InvolvementRotary InvolvementMay include: May include: Volunteering at / documenting Volunteering at / documenting

work at project siteswork at project sites Publicizing grant, program, specific Publicizing grant, program, specific

projects to local media & districtprojects to local media & district Sharing resources, coordinating Sharing resources, coordinating

volunteersvolunteers International & host partners International & host partners

sharing infosharing info

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Rotary Volunteer Rotary Volunteer Opportunities / ContactsOpportunities / Contacts

Assist with Assist with ‘‘hands-onhands-on’’ volunteer volunteer projects. projects.

Consult with local club & vol. Consult with local club & vol. coordinators to choose efforts coordinators to choose efforts appropriate to abilitiesappropriate to abilities

See contact listSee contact list

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HandoutsHandouts

Contact listContact list CAA and Rotary fact sheetsCAA and Rotary fact sheets Sample brochureSample brochure Sample flyerSample flyer Application formApplication form PowerPoint presentation handoutPowerPoint presentation handout Rotary photo & story guidelinesRotary photo & story guidelines

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QUESTIONS AND QUESTIONS AND ANSWERSANSWERS

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Episode II AgendaEpisode II Agenda Grant Allocation / DisbursementGrant Allocation / Disbursement Financial Reporting ProceduresFinancial Reporting Procedures Application Process and FormsApplication Process and Forms Client Assistance: Decision-making & Fund Client Assistance: Decision-making & Fund

LeveragingLeveraging Cost EstimatesCost Estimates Data CollectionData Collection Selecting Spotlight ProjectsSelecting Spotlight Projects Rotary Involvement, Volunteer CoordinationRotary Involvement, Volunteer Coordination Photographs, Success Stories, PR/MediaPhotographs, Success Stories, PR/Media Q & AQ & A

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Grant Allocation / Grant Allocation / DisbursementDisbursement

Percentages based on final FEMA Percentages based on final FEMA registrations by CAA service arearegistrations by CAA service area

Initial quarterly advance of funds at Initial quarterly advance of funds at start of programstart of program

Then quarterly reimbursement; Then quarterly reimbursement; sooner if funds will be expended sooner if funds will be expended more quicklymore quickly

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Financial Reporting Financial Reporting ProceduresProcedures

Quarterly reports and Quarterly reports and reimbursementsreimbursements

Invoicing & other fiscal proceduresInvoicing & other fiscal procedures

Electronic submission of reports & Electronic submission of reports & receiptsreceipts

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Application Process / Forms Application Process / Forms and Client Assistance and Client Assistance

Application process /formApplication process /form

Income/resource assessmentIncome/resource assessment

Decision-making process / resource Decision-making process / resource leveragingleveraging

Project cost estimatesProject cost estimates

Maximum cost per household – $5,000Maximum cost per household – $5,000

Projected start date as determining factorProjected start date as determining factor

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How is Priority for How is Priority for Assistance Determined?Assistance Determined?

Screening / assessment conducted to Screening / assessment conducted to identify:identify: Whether needed assistance is allowed by grantWhether needed assistance is allowed by grant Urgency of needUrgency of need Scale & cost of needed assistanceScale & cost of needed assistance What other resources are already targeted to What other resources are already targeted to

projectproject Disabilities and/or special needsDisabilities and/or special needs Sustainability of assistanceSustainability of assistance Potential long-term impact of the assistancePotential long-term impact of the assistance

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Estimated avg. costs per Estimated avg. costs per categorycategory

Short-Term Rent: $400Furnaces & Fuel Tanks: $3,000Mold Remediation: $1,200Well Repairs: $3,000Septic System Repairs: $3,000Fuel & Utility Assistance: $500Appliance Repair & Replacement: $325Waste/Debris Cleanup & Removal: $200Car Repairs/Transportation Assistance: $400Service Roads & Culverts: $1,500Food: $100

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Is there Flexibility for Is there Flexibility for Needs Not Listed?Needs Not Listed?

Possibly for limited exceptions, but only Possibly for limited exceptions, but only via specific prior approval, obtained as via specific prior approval, obtained as follows:follows:

Contact Mary Ann Wolf at SEVCA to Contact Mary Ann Wolf at SEVCA to make request: make request: mwolf@sevca.org; ; 722-722-4575 x1284575 x128

If feasible, request forwarded to Rotary If feasible, request forwarded to Rotary Appropriations Committee for approvalAppropriations Committee for approval

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Are Reimbursements Are Reimbursements Allowed?Allowed?

Yes, providing work done and Yes, providing work done and invoice dated on or after May 8, invoice dated on or after May 8, 2012, when grant was awarded. 2012, when grant was awarded.

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Data CollectionData Collection

Data categories and reportingData categories and reporting

SpreadsheetsSpreadsheets

Sample handoutsSample handouts

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Promoting the ProjectsPromoting the Projects

Signed client releases Signed client releases Monthly stories for Rotary newsletterMonthly stories for Rotary newsletter Coordinate coverage w/local media Coordinate coverage w/local media

contacts for feature storiescontacts for feature stories Spotlight stories – feature Spotlight stories – feature

collaborative efforts & Rotary collaborative efforts & Rotary volunteersvolunteers

Photos: Clients, before/after, Photos: Clients, before/after, volunteers/crews at work volunteers/crews at work

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Where and when do we Where and when do we send photos & stories?send photos & stories?

Please send photos and stories to Please send photos and stories to Mary Ann Wolf soon after the project Mary Ann Wolf soon after the project is completed. is completed. mwolf@sevca.org

Any questions, call 722-4575 x128Any questions, call 722-4575 x128

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QUESTIONS AND QUESTIONS AND ANSWERSANSWERS

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SEVCA ContactsSEVCA Contacts

Mary Ann Wolf, Case Mgmt Mary Ann Wolf, Case Mgmt Supervisor – Supervisor –

722-4575 X128, 722-4575 X128, mwolf@sevca.org Pat Burke, Family Services Director – Pat Burke, Family Services Director –

X127, X127, pburke@sevca.org Lisa Clarke, Development Director – Lisa Clarke, Development Director –

X140, X140, lclarke@sevca.org Sara Powers, Finance Director – Sara Powers, Finance Director –

X106, X106, spowers@sevca.org