Rotary International District 5550 - World Community Service Committee WCS GUIDELINES INDEX 1. WCS GUIDELINES GENERAL 2. WCS PROJECT FILE SYSTEM 3. WCS RECORDS 4. FORMS 5. WCS SERVICE COMMITTEE AND MEMBERS 6. WCS EXECUTIVE MEMBERS 7. CLUB COORDINATOR ROLE 8. DISTRICT GRANTS SUBCOMMITTEE CHAIRPERSON 9. COMMITTEE MEMBER BACKGROUND INFORMATION 10. FINANCE 11. MEETINGS 12. APPLYING FOR MATCHING GRANTS THROUGH TRF 13. ACCESSING WCS FOUNDATION FUNDS 14. STRUCTURE & PROCEDURE FOR USE OF DISTRICT DESIGNATED FUNDS 15. MATCHING GRANT SUPPLEMENTARY AGREEMENT 16. AWARDS 10. MATCHING GRANT SUPPLEMENTARY AGREEMENT 11. WSC FILE RECORDS Rotary International District 5550 - World Community Service Committee WCS Guidelines Subject: WCS Guidelines General Document Number: 1 Approved Date: 16 Jan 2008 Supercedes Date: 15 Dec 2004 Guiding Principle: 1. WCS Guidelines are completed in conjunction with District 5550 policy and procedures. In the absence of WCS guidelines, the District publications will be adhered to. 2. WCS guidelines will not supersede District Policy. 3. The guidelines may be repealed or amended by the District Governor or at any duly constituted meeting of the WCS Committee when it is passed by at least two-thirds of the members at the meeting. Rotary International District 5550 - World Community Service Committee WCS Guidelines Subject: World Community Service Project File System Document Number: 2 Approved Date: 16 Jan 2008 Supersedes Date: 15 Dec 2004 Guiding Principle: 1. Identification of Project: World Community Service projects are generated by investigation in any number of ways through i.e.; the Rotary International Web site, visitation to areas in the world which require assistance or personal contact through individuals or agencies. 2. The Primary Host Partner in the Project Country Club (generally offshore country) completes an application for grant monies and forwards the application to the Primary International Partner Outside the Project Country. The application is reviewed and if determined sufficient funds are available including any matching grants, a copy of the application is forwarded to the District Grants Subcommittee Chairperson for review of completeness and advises on its appropriateness for submission to TRF and CRCID as required. He/she may retain a copy for his/her file. This copy is not considered the primary file. 3. Copy of the application is also forwarded to the Data Base Coordinator who will assign a District WCS file number. 4. The Interim and Final Reports are completed by the Host Club assisted by the local sponsoring club and submitted to TRF and CRCID. 5. The Project or Primary file will be retained by the Project Manager, which will be either a member of the sponsoring Rotary Club or a member of the District WCS Committee. 6. When the project is completed the file will be retained the by the Club or if undertaken by the District WCS Committee Coordinator, whoever served as the Project manager outside the project country. The file retention is for a period of seven years. 7. Whenever a member, club or District steps away from his/her WCS responsibility the entire open file must be passed on to his/her successor to ensure the successful completion of the project. Rotary International District 5550 - World Community Service Committee WCS Guidelines Subject: WCS File Records Document Number: 3 Approved Date: 16 Jan 2008 Supersedes Date: 15 Dec 2004 Guiding Principle: Project files will contain the following information; 1. Project Identification Project name - ID numbers: - Club File # - TRF # - CRCIC # - Other # Basic Description Location (country/centre) Nature of Project Health/economic development/education etc Construction/equipment/program etc. Reason for project (anticipated benefits) 2. Management Team Profile - Project Manager - Host Club & contact - Associates of host and sponsor - Co-funding organizations 3. Agreements - Club to club - TRF/CRCID - application & approval - Other Subject: WCS File records 4. Project Payment Records - Preliminary estimates - Invoices - Cheque requisitions - Payment records (e.g. bank transfer documentation) 5. Project Execution Tracking Documentation - Interim report - Final report - M&E report Rotary International District 5550 - World Community Service Committee WCS Guidelines Subject: Forms Document Number: 4 Approved Date: 16 Jan 2008 Supersedes Date: Guiding principle: The following forms are approved by the WCS Committee. WCS Form #1 - Project support template. WCS Form #2 – Report of Club Visit WCS Form #3 – Expence reimbursement WCS FORM #1 Rotary International District 5550 - World Community Service Committee WCS Guidelines PROJECT SUPPORT TEMPLATE Sponsoring Club:_________________________________________________________ Project Focus: (Literacy, Health, Water, Sanitation, Environment, etc) _______________________________________________________________________ District 5550 WCS Project Number:___________________ Host Country: _____________Host District:__________ Host Club: _______________ Project/Program Description: (In 250 – 300 words describe the Program/Project including objectives, overall budget and the support required.) For further information contact Sponsoring Club lead Rotarian: _________________________; __________________; __________________________ Name Telephone Email Address 16 Jan 08 WCS FORM #2 Rotary International District 5550 - World Community Service Committee WCS Guidelines REPORT ON INTERACTION WITH ROTARY CLUB A) World Community Service Committee Club Representative: Complete this form after each interaction with a club and submit to the CRCID Representative immediately (Peter Peters firstname.lastname@example.org). Information will be compiled and circulated on a quarterly basis. Rotary Club of _________________________ Date: B) Please indicate the type of interaction: 1) Formal Presentation # of Rotarians Present 2) Telephone Consultation 3) E-mail Consultation 4) Other (Please describe) C) Note anticipated follow-up (what and when): D) Feed-back from Club to District WCS Ctte (things Committee should know): _____ __ Club Representative Report Date (dd/mm/yy) 16 Jan 08 WCS FORM #3 Rotary International District 5550 – World Community Service Committee WCS Guidelines EXPENCE REIMBURSEMENT FORM Name: World Community Service Address: Reason for claim: Telephone – Bus: Res: Fax: E-mail: Departed …………………………. Date ……………………… Returned …………………………. Date ……………………… (Use reverse if more space is needed) Method of Travel (Check one) Air Personal Auto Bus Other Travel (Actual cost of fuel or ____Km @ ____¢ per Km) _______ Lodging (Actual cost, attach receipt) _______ Meals (Actual cost, attach receipt) _______ Travel Incidentals (Actual cost, attach receipt) _______ Telephone/Fax/E-mail (Actual cost, attach receipt) _______ Postage (Actual cost, attach receipt) _______ Printing/Photography (Actual cost, attach receipt) _______ Photocopy (Actual cost, attach receipt) _______ Miscellaneous – Provide details: _______ Total: _________ Signature of claimant: _________________________________ Date____________________ Approved for payment: Committee Chair _____________________________________ Date ____________________ District Treasurer _____________________________________ Date ____________________ Cheque # ____________ Date ____________________ 16 Jan 08 Rotary International District 5550 - World Community Service Committee WCS Guidelines Subject: World Community Service Committee and Members Document Number: 5 Approved Date: 16 Jan 2008 Supersedes Date: 15 Dec 2004 Guiding Principle: 1. Committee Mandate and Purpose: An international service through which Rotarians conduct projects to improve lives and meet human needs and thus promote international understanding and goodwill by means of material, technical and professional assistance. 2. Members: Membership on the WCS Committee shall be limited to persons interested in the furthering the objects of the WCS and approved for membership as herein provided. Every effort will be made to ensure one member is appointed from each Assistant District Governors assigned areas. The Chairman, District Governor Elect and members may recommend Rotarians that want to be involved in WCS to the WCS Committee for approval of membership. 3. Qualifications and Rights: Any Rotarian in good standing in a club in District 5550 may be admitted to membership. Each member shall be entitled to receive notice of and to attend all meetings of members and shall be entitled to one vote on any vote taken at any meeting of members. 4. Term of Membership: The interest of a member in the Committee ceases to exist upon death or when the member ceases to be a member. 5. Resignation: Members may resign at any time by delivering to the Chairperson and giving to the Secretary a written resignation. The effective date of a member’s resignation shall be stated on the written resignation. 6. Removal: Upon thirty days’ notice in writing to a member of the Committee, a member may be required to resign by a vote of two-thirds of the voting members. The member shall first be given an opportunity to be heard. Any member that is so removed shall cease to be a member of the WCS Committee. Rotary International District 5550 - World Community Service Committee WCS Guidelines Subject: Executive Committee Members Document Number: 6 Approved Date: 16 Jan 2008 Supersedes Date: 15 Dec 2004 Guiding Principle: 1. Appointment: With the exception of the Chairperson, members of the Executive Committee shall be elected from the WCS committee at an annual meeting. Those elected will replace those whose terms have expired, who have resigned or been removed. The Executive Committee may specify any duties of any Executive so appointed. One person may not hold more than one office with the exception of the Vice Chair who may hold any other position except, Treasurer. 2. Qualification: To qualify for election, Executive members must be a member of the World Service Committee. 3. Term of Office: a) An Executive member may be elected to serve a total of two (2) consecutive three (3) year terms. b) Any Executive member who has served two consecutive terms of office shall not be eligible for re-appointment to the executive until a period of one year has elapsed since the end of their second successive term in office. 4. Number of Executive Committee Members: Until changed in Policy and Procedures, the Executive Committee shall be comprised of ten (10) persons. 5. Chairperson: The Chairperson shall be appointed by the District Governor. The duties of the Chairperson are; - coordinate the yearly plans, assign projects, public relations, - set deadlines and schedules, assigns visitations, orientation and training of new committee members. - chair all meetings. - delegates administrative work. - is responsible to the DG and is a member of the District Council. - monitors and controls the general progress of the WCS projects. - coordinates the development of WCS guidelines. Subject: Executive Committee Members 6. Vice Chairperson: The Vice Chairperson shall, in the absence or disability of the Chairperson, have the duties of that office. The Vice-Chairperson shall have whatever other powers and duties the Executive specifies. - he may be assigned to undertake special projects - he may provide succession planning and continuity of WCS activities 7. Secretary: The duties of the Secretary are; - records and distributes the minutes of all WCS meetings and conferences. - dispatches minutes to WCS committee, D.G., D.G.E., D.G.N., - maintains correspondence such as letters of agreement, official correspondence and WCS guidelines received by, or forwarded to the secretary by the committee chair. - stores all correspondence on electronic media with backup copies. 8. Treasurer: The duties of the Treasurer are: - issues receipts for donations received. - acknowledges receipt of project funds from Clubs or Districts. (cc sent to the Project Manager and WCS Chairman) - maintains complete financial records of WCS projects and WCS Committee administration. - together with the WCS Committee Chairman, develops an annual budget. - provides a monthly financial statement for all WCS activities. - issues cheques for project funding upon receipt of signed authorization from the Project Manager. - provides necessary and timely documentation to the Auditor for completion of the annual audit, GST returns and charitable tax reports. - retains complete files for future reference and archival purposes. (cheques, bank deposits, receipts, bank statements, expense claims, invoices and project fund requisitions) Subject: Executive Committee Members 9. Removal of Executive Committee Members: The members by resolution of a majority vote of those present and passed at a meeting the Executive specifically called for such purpose may remove with the exception Chairperson, any Executive Member from office. The vacancy created by such a removal may either be filled at the same meeting or later filled by a majority vote of the members of the Committee. 10. Vacation of Office: An Executive Committee Member automatically ceases to hold office when: - the member dies; - ceases to be a Rotary Club member in good standing. - at a meeting of members, a resolution is passed by the majority of the voting members present to remove the member from office; - the member ceases to qualify for election as an Executive Committee Member; - the committee member sends or delivers a written resignation to the Secretary of the WCS; - he/she declares bankruptcy; - a finding by a Canadian court of competent jurisdiction that he/she is not of sound mind; - if he/she fails to attend three consecutive executive meetings without explanation or written cause to the Executive. 11. Vacancies: A quorum of the Executive may, by majority vote, appoint a qualified individual to fill a vacancy on the Committee until the next of the World Community Service Committee meeting. The vacancy may either be filled at the same meeting or later filled by a majority vote of the members of the Committee. An Executive Committee member elected in accordance with the provisions of this section shall serve for the remainder of the Executive Committee member’s term that the new Committee Member was elected to replace. 12. Data Base Coordinator: Duties of the Coordinator are; - maintain a filing system of applications, approvals, reports and proposals. - tracks the progress of each WCS project. - to be notified with copies of communications or contracts or reports of all dates when critical project activity occurs including dates of; - application mailings - application approvals - application renewals - TRF Matching Grants contract signing and mail back - CRCID Letter of Agreement signings and mail back - TRF $ forwarded from clubs to District - RI/TRF$ forwarded from District to RI/TRF - RI/TRF$ forwarded to Host club. Subject: Executive Committee Members - Trust CRCID$ from District to Host - CRCID$ forwarded from sponsor club in trust back to District. - interim reports forwarded. - final reports forwarded - report acceptance by TRF & CRCID - meet with the WCS treasurer as required to validate projects requesting financing. - make all entries into the data base project board. - review integrity of data on a regular basis to ensure accuracy. - publish standard and ad hoc special reports as required. - retrieve reports from R.I. & CRCID and review all data and verify accuracy against the two sources of information. - assist with project identification, management and flow of files when requested. - encourage clubs to verify their project data and request report of discrepancies or errors. - assigns and ledgers file numbers upon receipt of a project application. 13. Manitoba/Northwest Ontario and Saskatchewan Regional Coordinators: - acts as a resource person to the club coordinators. - responsible for educating and communicating with clubs and club coordinators. - participates in conference calls. - liaise with project coordinator, as required. - follows up with club coordinator on club communication and club contributions to WCS projects. - follows up all related paperwork. 14. Club Coordinator: - establishes relationship with clubs (in April). - helps clubs to focus on WCS projects, firm up WCS contribution budget and acts as a liaison with the clubs for WCS program presentations. - maintain a relationship with their counterpart in overseas country. - is the principal communicator to clubs and makes clubs aware of project availability. - acts as the club’s resource. - encourages each club to attend WCS Sessions at the District Assemblies. 15. Representative to CRCID: - is the district representative to CRCID and will attend meetings with CRCID as required. 16. Representative to TRF: – is also the Chairman of the District Foundation Committee. Rotary International District 5550 - World Community Service Committee WCS Guidelines Subject: Club Coordinator Role Document Number: 7 Approved Date: 16 Jan 2008 Supersedes Date: Guiding principle: Coordinator Knowledge: a. General functions of the coordinator as outlined in Document Number 6 paragraph 14. b. Role of the WCS through TRF publications, District web site and WCS guidelines. c. Understand how to establish a project and the requirements to carry it to a successful conclusion. d. Familiar with funding for a project, where funds are acquired and what is available in the manner of matching grants from TRF and CRCID. Coordinator Duties: a. It is expected that the Club Coordinator will visit each assigned club at least once per Rotary year and submit “Report of Club Visit”. b. Establish a relationship with assigned clubs. It is recommended to meet the club in April as the Clubs are preparing for the New Year and assist them to focus on WCS projects. It is time to agree upon a new project and have it submitted for consideration by TRF as they only accept applications from 1 July to 31 March. c. Act as a liaison with Clubs for WCS program presentations. d. By the 15th May of each year a Final Report of visits to each assigned Club is to be completed and forwarded to the Chairman of the WCS committee. Subject: Club Coordinator Role e. Should a club wish to obtain additional funds to undertake a project, the Club Coordinator will request the Club submit Project Support Form and forward it to the Chairman of the WCS committee. f. Maintain a relationship with their WCS counterpart in overseas country. g. Make clubs aware of project availability. h. Act as the Club’s resource. i. Encourage each Club to attend WCS sessions at the District assemblies j. Be available to assist Clubs in their endeavors to undertake a project. Assistance is provided by guiding the Club through the process or by handling the file on behalf of the Club. k. Maintain a close liaison with the assigned Club to keep them informed about WCS and if they are involved in a project keep them up to date on the progress of the project. Rotary International District 5550 - World Community Service Committee WCS Guidelines Subject: District Grants Subcommittee Chairperson Document Number: 8 Approved Date: 16 Jan 2008 Supersedes Date: 15 Dec 2004 Guiding Principle: 1. The District Governor consulting with the District Rotary Foundation Chair will appoint a Rotarian to fulfill the role of District Grants Subcommittee Chairperson The qualification and duties of the Chairperson shall be; - will be knowledgeable about TRF and CRCID criteria. - assist WCS members or club members in project identification, evaluation and development. - receives and reviews all application for grants and after confirming they are complete, forwards the application to the appropriate agency. - reviews and submits all Interim and Final project reports. Rotary International District 5550 - World Community Service Committee WCS Guidelines Subject: Committee Member Background Information Document Number: 9 Approved Date: 16 Jan 2008 Supersedes Date: Guiding principle: A. Committee member knowledge of WCS activities: To be effective in their role as WCS Committee members, it is in the best interests of the member to be familiar with the following; 1. The role and where to find information on; Zone 22 – www.clubrunner.ca/data/5550 District 5550 – www.clubrunner.ca/data/5550 The Rotary Foundation (TRF) – www.rotary.org Canadian Rotary Collaboration for International Development (CRCID) – www.crcid.org Executive and members of the WCS committee – obtainable from the WCS Chairman. 2. WCS Guidelines located on the District 5550 website. 3. District 5550 Manual of Policy and Procedures as it pertains to the WCS Committee. 4. The role of the World Community Service Committee and the individual members of the committee. See Document Number 5 of the WCS Guidelines. Rotary International District 5550 - World Community Service Committee WCS Guidelines Subject: Finances Document Number: 10 Approved Date: 16 Jan 2008 Supersedes Date: 15 Dec 2004 Guiding Principle: 1. Financial Statements: The Executive shall cause audited financial statements to be prepared for each fiscal year of the WCS. 2. Cheques, Drafts and Notes: All cheques, drafts or orders for the payment of money and all notes and acceptances and bills of exchange shall be signed by such members in such manner as the Executive may from time to time designate. 3. Remuneration and Expenses: Committee expense reimbursement will be set by the District Finance Committee Rotary International District 5550 - World Community Service Committee WCS Guidelines Subject: Meetings Document Number: 11 Approved Date: 16 Jan 2008 Supersedes Date: 15 Dec 2004 Guiding Principle: 1. Meetings: The Committee meets via teleconference call approximately every third Wednesday every other month. At least once a year the Committee shall meet as a group at a central location for a well designed training, planning and information conference. 2. Annual Meetings: The annual meeting of members shall be held following the end of the fiscal year and the following transacted; - as required Executive Committee shall be elected. - the Executive shall a report the affairs of the Committee for the previous year including a financial statement of the WCS and auditors report and such other information or reports relating to the WCS affairs as the Executive Committee may determine. - auditors shall be appointed for the ensuing year. - banking authority shall be named and signatories appointed by resolution. 3. Persons Entitled to be Present: The only persons entitled to be present at a meeting of members shall be the members, and others, who, although not entitled to vote, are entitled to be present at the meeting. Any other persons may be admitted only on the invitation of the Chairperson of the meeting or with the consent of the meeting. 4. Right to Vote: Each member present at a meeting shall have the right to exercise one vote. 5. Meeting by Electronic Means: Participation by telephone or other communications facilities is permissible if all members consent, and so long as communications facilities permit all persons participating in the meeting to hear or read each others comments. A member participating in the meeting by that means is deemed, for the purposes of the by- law to be present at the meeting. 6. Minutes: The minutes of the WCS and any other committees shall be available to all members of the WCS. Each member and the District Governor, District Governor Elect and District Governor Nominee shall receive a copy of such minutes. Subject: Meetings 7. Omission of Notice: No error or omission in giving notice of any annual or general meeting or any adjourned meeting, whether annual or general, of the members of the Committee shall invalidate such meeting. 8. Chairperson: The Chairperson of any meeting shall be the Chairperson or in the Chairperson’s absence, the Vice-Chairperson. If neither the Chairperson nor the Vice- Chairperson is present, the Executive members present shall choose one of their numbers to chair the meeting. 9. Quorum: A quorum for the transaction of business at any meeting requires a majority of World Community Service committee be present. 10. Conflict of Interest: A Member has a direct or indirect interest in any proposed contract or transaction to which the WCS is to be party, shall declare their interest in the proposed contract or transaction at the meeting at which the proposed contract or transaction is first considered, and shall absent himself/herself from all meetings during any discussion or voting thereon. Rotary International District 5550 – World Community Service Committee WCS Guidelines Subject: Applying for a Matching Grant through The Rotary Foundation Document Number: 12 Approved Date: 16 Jan 08 Supersedes Date: Guiding Principle: 1. A Brief Overview - World Community Service (WCS) is the concept of Rotarians at work around the world providing humanitarian service to those in needs. The Rotary Foundation (TRF) provides support for important projects through Matching Grants by two Rotary Clubs in two different Countries working together on a single project. One Club is from the Host Country where the project will be done and one (or more clubs working together) is the Sponsor country (could be from District 5550) 2. Matching Grant Requirement - matching Grants must involve a Rotary club or district in the project country (host) and a Rotary club or district in another country (international or sponsor) implementing a humanitarian project. There are no exceptions to this requirement. Should there be no Club in the host Country, contact the Foundation Staff before beginning. Partners are expected to: Maintain communication for the life of the project Treat grant funds as a sacred trust Maintain clear and accurate accounting throughout the life of the project. All projects must have active Rotarian participation and supervision. Active participation can include: managing project funds visiting the project site on an as-needed basis the international and host partners sharing information via correspondence the partners sharing expertise Purchasing, shipping, or distributing items purchased publicizing the project to local media and the district Subject: Applying for a Matching Grant through The Rotary Foundation 3. Exploration – Ideas for projects come from many sources including the Project Fair held each February at the International Assembly, Friendship Exchange, Student Exchanges, Rotary family connections with the developing world and TRF website www.rotary.org/ RI programs/world community service/wcs projects exchange/wcs projects exchange database When a project possibility surfaces: Familiarize yourself with the project country with an atlas, internet etc. Is it a developing country? Is it a country with which TRF will provide a matching grant? Establish contact with a Rotarian in project country. Email is the most commonly used and most economical means of communication. Ask your contact for a general description of the proposed project and if it is a Community Service project of their Rotary Club. Confirm that your RC is willing to support this project financially and in terms of leadership /development. Identify the 3 committee members from your club (including their RI numbers off the Rotary Magazine address label) who will oversee the project throughout its term Gather information about the project host country. Begin making the “case” for the project and how it will change the lives of those who benefit. Based on grant size, conduct a needs assessment to justify the project (see example page); Obtain a copy of the application from TRF website to be used as a guide to confirm you have all the information to inform your club about the project. (The necessary forms are available at www.rotary.org/ download /Rotary Foundation /Matching Grants where you will see the statement that the applications can be downloaded to your desktop, completed and later e-mailed to Rotary Foundation staff). It may be necessary to seek additional funding from other RC’s which will necessitate contact with those clubs and sell them on the project. 4. Funding limits - Sponsors may request US$5,000-$150,000 from The Rotary Foundation who will match $0.50 for every $1.00 of a cash contribution from a Club. TRF will also match $1.00 for every $1.00 from the District Designated Fund (DDF). Generally, to get the minimum of $5,000 from the Foundation, the total grant size needs to be at least $11,700.00, and a Club provides a minimum of $3,300.00. (All dollar amounts are in US dollars.) Subject: Applying for a Matching Grant through The Rotary Foundation 5. Application: First steps to be taken The clubs or districts must be in good standing with Rotary International. This includes payment of dues and being current on reporting for previous grants. It is important to check BEFORE you begin working on a grant. Check with the Foundation staff in Evanston first. By clicking on the following link you will get the latest phone list, "Humanitarian Grants Program Staff Sheet". A Club can have no more than five open grants and must be in good standing with their RI Dues; Check on TRF due dates for project applications; Determine the scope of the project, remembering the minimum grant from TRF is $5,000.00; Determine who will prepare the grant and who will assume reporting responsibilities; Carefully read the terms and conditions of matching grants and download the “writable” application Begin formulating the narrative and budget. Request the application from the project country and review the application forms and confirm the objectives, contacts, ownership, activities, budget-invoices and financing. 7. Begin writing the grant. Note the signatures required. These include at a minimum: Club presidents from both Clubs Each Club contact (three from each Club) District Foundation Chair(s) (if DDF funds are included) WCS Committee Grants Coordinator Chair – this is the final signature before submission Provide sufficient detail in the application so that reasonable questions can be answered. Note the list of questions on the application form itself and be sure they are answered. Look at the “examples” page for ideas. Your Club committee should fully review the proposal before it is sent to the District’s WCS Committee Grants Coordinator Chair for approval. TRF will not process the application without this Rotarian’s signature. Subject: Applying for a Matching Grant through The Rotary Foundation It may also be helpful to contact the Foundation staff person for the area where the grant will take place to learn more about the situation in that country. They may also be able to provide additional resource people or ideas as you develop the grant. You might want to ask them for other Club contacts doing similar projects in the host Country for more resources and to avoid duplication. 8. Project Management: The following is a general guide for managing projects which will be requesting matching grant from TRF. It is acceptable to make direct contact with a RC in a Project Country without request for matching grant. It is recommended the following be used as a guide for any project. Contact the WCS Data Coordinator and request a WCS File number. This number is different from the file number supplied by TRF. When dealing with TRF always use their number as the primary on your correspondence. Contact your overseas partner and advise of the willingness of your Club to support the project. Request they complete the application and email it to you. Email applications are accepted by TRF. Ensure a letter of support from the project country RC is attached to the application. The letter should be on letterhead and also indicate RC support for any other organization involved if there is one. A letter from any other organization involved outlining their involvement and any type of support must also be included with the application. Date all of your documents. Amendments may be necessary to one or all of the forms and they can become mixed up with amended copies. Set diary dates to ensure the process remains current. Ensure all the applicable items including required signatures are completed. Check the Rotary website to establish the current exchange rate when completing the budget. After the application is completed e-mail the package to the Grants Coordinator who will check it for accuracy and return it to you. He is a vital step to the process as he has done many applications and will save you endless hours of work by ensuring the application meets all the requirements in the first instance. After the Grants Coordinator approves the application send it on to TRF. Send a copy of the application to the WCS Data Coordinator. Send your share of club funds to the WCS Treasurer along with the WCS file number. Subject: Applying for a Matching Grant through The Rotary Foundation 9. Sending in the Grant Application Once all the information is completed and the signatures are in place, it is ready to be sent to The Rotary Foundation. Send the application to the District WCS Grants Coordinator Chair for final review and he will send the application to The Rotary Foundation on your behalf. Except under very tight deadlines, TRF staff will respond back with a grant number (this doesn’t mean it is approved) within about three weeks. If you sent it in very close to a deadline, allow four to five weeks. If you don’t hear anything, be sure to contact the Foundation staff to be sure that it arrived. The grant number is very important since it is the reference point for the life of the grant. From the time you receive a grant number, generally the review is completed within another two to three weeks. If the Foundation staff has questions, they will communicate with the leading contract at the Club level. Once the grant is approved you will receive a letter explaining when to send funds, and all the reporting requirements. Be sure to keep receipts for everything spent relating to the grant. 10. Approval – The time it takes TRF to respond to the application may be weeks depending on how many other applications they are receiving at the same time, and staff availability to review files. When the grant is approved Letter of Agreement from TRF require signatures from both you club and the project country club. Attend to it in a timely manner. Send a copy of the letter indicating the grant approval to the WCS Data Coordinator. Send a copy of the letter indicating the grant approval to the WCS Treasurer along with the budget submitted with the application. If other clubs are involved in providing funds for the project advise them to forward their funds to the WCS Treasurer and ensure they provide the WCS file number with their submission. Contact the project country partner Club and confirm the joint responsibility for carrying out the project and confirm they return the TRF documentation with copies to be sent to you. Make a six month diary date note on the file as an interim report will be required at TRF. Subject: Applying for a Matching Grant through The Rotary Foundation 11. Implementation – The Project Country Club should keep you posted regarding the progress of the project and you can keep your club in turn informed. If other clubs are partners to the project ensure they are kept up to date with all activities. Keep regular contact with the Project Country Club. 12. Completion – As projects are sustainable, people will continue to benefit from the project well into the future. To wrap up your file: Advise the Project Country Club a final report on the required must be submitted to you. Upon receipt complete your portion of the report. Report as fully as possible to your Club hopefully with some slides, pictures and stories. Advise the WCS Data Coordinator the file is concluded. When the project is completed the file will be retained by the Club or if undertaken by the WCS Committee Coordinator, whoever served as the Project manager outside the Project Country. The file retention is for a period of seven years. When a member steps away from WCS responsibility the entire file must be passed on to the successor who is to ensure the file retention. Rotary International District 5550 – World Community Service Committee WCS Guidelines Subject: Accessing WCS Foundation Funds Document Number: 13 Approved Date: 16 Jan 2008 Supersedes Date: Guiding Principle: CRITERIA 1. Clubs may apply for matching grants from the District WCS Foundation for one project at a time. 2. The proposed project must have a District WCS number or the qualifications and intent to be assigned a number. 3. Access will be on a dollar for dollar basis to a maximum amount of $2500.00 per project. 4. Access will be limited to $5000.00 per Rotary Year per club with the first project completed before consideration will be given to the second application. 5. If a Club has overdue reports with TRF or CRCID or District 5550 access will be denied. 6. Projects will be matched on a dollar for dollar basis. 7. Applications must be provide sufficient information for assessing: a) Project objectives b) Host Rotary Club Involvement. c) Rotarians from host and sponsor club who will lead the project. d) Impact on recipients and community. e) Involvement of recipients and community. f) Sustainability beyond clubs initial involvement. g) Budget detail. 8. Sponsoring Club and/or Project Manager to follow the usual stewardship procedures by providing District 5550 WCS Committee with reports and receipts. Subject: Accessing WCS Foundation Funds 9. The Project Managers will provide complete payment information, which will ensure the funding is sent to a partnering Rotary Club in the host Country. 10. Demonstrate, direct contact with a Rotarian from the Host Club who will be required to provide timely reports. PROCEDURE 1. Applications should be sent to the Chairman of WCS Committee who will consult with the Applicant Review Committee consisting of the Vice Chairman, DRF Chairman, Data Base Coordinator, Treasurer, Secretary and District Governor. 2. The Review Committee will recommendation will be forwarded to the District WCS Committee for ratification. 3. Reports and receipts will be submitted to the Chairman within three months of the project completion. 4. Use of CRCID and TRF final report forms is acceptable. 5. Final reports for projects without TRF or CRCID funding will address all pertinent points contained within the original application to the District WCS Committee. 6. Project Managers will be advised whether the report is accepted or advise on deficiencies, which need to be addressed. Rotary International District 5550 - World Community Service Committee WCS Guidelines Subject: Structure & Procedure for use of District Designated Funds (DDF) Document Number: 14 Approved Date: 16 Jan 2008 Supersedes Date: 3 Nov 2007 Guiding principle: 1. Participation Criteria: a. The project must qualify for matching grants from The Rotary Foundation. b. The project must align with the goals of the District Governor regarding World Community Service. c. The project should support the overall objectives of the District World Community Service Committee. d. The project should be in a location where the District World Community Service has already established contacts to ensure the recipient Rotary club in the project country can deliver on the project administration requirements. - Applications will be considered on a first come first served basis to a maximum of $2,500 per project. 2. Funding Proposal Once a project has been submitted and approved for matching funding, the District Rotary club would pay an amount equal to the funding received to TRF annual Programs Fund. This will ensure that the annual programs fund, to which the District receives a 50% share, continues to have the necessary funding in its District Designated Funds to continue the good work of Rotary on an ongoing basis. Subject: Structure & Procedure for use of District Designated Funds (DDF) 3. Program Administration: District clubs wishing to utilize the District Designated Funds for matching grant purposes should submit their application to the World Community Service Committee for approval who would then forward the application to the Foundation Grants Chair for consideration for matching funding by the Rotary Foundation. Once all approvals have been received the District Club would then forward an amount equal to the amount being received from the District Designated Funds to the Rotary Foundation Annual Programs Fund as their contribution to the program. MINIMUM TRF GRANT EXAMPLE: Club starts with: $7500. Club sends donation to TRF: ____ -2500. Club is left with cash to send to project: 5000. Club qualifies to receive from DDF: ____ +2500. Club now has: 7500. Club’s initial $5000 project funds are matched @ 50% by TRF: +2500. Club’s DDF allotment is Matched @ 100% by TRF: +2500. Total TRF Grant is $5000 ____ (their minimum): 5000. _____ Club now has $12,500 cash for project $12,500. and should apply for this amount as their project budget. Note: If the club had not applied for the DDF (and then received TRF’s DDF matching funds), and had only settled for the basic Matching Grant, they would have a project budget of only $7500, since TRF’s minimum total Matching Grant is $5000: e.g. Club starts with: $7500. Club’s initial $7500 project funds to be Matched @ 50% by TRF: +3275. NOT ALLOWED Subject: Structure & Procedure for use of District Designated Funds (DDF) OR, the club could start with more of their own cash: $10,000, in order to get a basic Matching Grant: Club starts with: $10,000. Club’s initial $10000 project funds are matched @ 50% by TRF: +5000. Club now has $15,000 cash for project, but it’s largely their own, un-leveraged, money. MORALE: Start high enough and use DDF. FOR INSTANCE: Take that same $10,000 cash budget: Club starts with: $10,000. Club sends donation to TRF: ____ -2500. Club is left with cash to send to project: 7500. Club qualifies to receive from DDF: ____ +2500. Club now has: 10,000. Club’s initial $7500 project funds are Matched @ 50% by TRF: +3750. Club’s DDF allotment is matched @ 100% by TRF: +2500. Total TRF Grant is $6250: 6250. Club now has more cash for project: $16,250. and should apply for this amount. Subject: Structure & Procedure for use of District Designated Funds (DDF) 3. District Process for Handling Applications for DDF: a. District Authorization to use District Designated Funds (DDF). A panel (DDF Reviewers) consisting of the Chair of the District Rotary Foundation Committee, the District Governor and Chair of the WCS Committee will review each application for District Designated Funds and rule on its acceptability. b. Approval Mechanism. The DDF Reviewer will apply the criteria established by the WCS Committee in October 2004 and detailed above. Subject: Structure & Procedure for use of District Designated Funds (DDF) c. DDF Reviewer Decision. Within one week of receipt of application by the Chair, the DDF Reviewers decision will be conveyed to the applicant club. d. Complying with Commitment. The Club will provide documentation of compliance with commitment (copy of cheque, printout from TRF, copy of contribution form) as defined in the Procedure. 4. The Procedure to receive DDF funding: a) A club prepares a RF Matching Grant Application indicating use of DDF, and submits it to the Chair, District Rotary Foundation Committee seeking approval to access DDF. b) Accompanying the application there is either: i) A written commitment by the club that it will contribute an amount equivalent to the DDF request to the Rotary Foundation, or ii) Proof the club has contributed an amount equivalent to the DDF request to the Rotary Foundation in the current Rotary year. c) If approved by the DDF Reviewers, the DDF amount is tentatively deducted from the available DDF pool. d) The club is advised of the approval and Chair forwards the application to the District RF Grants Coordinator for routine Matching Grant Application processing. e) If use of DDF is not approved, the club is so advised and the Matching Grant Application is returned to the club. Subject: Structure & Procedure for use of District Designated Funds (DDF) f) If the project is approved by TRF, the DDF amount is permanently removed from the pool of available funds. g) If the project is rejected by TRF, or the project does not proceed, the DDF amount is released back into the available pool. 5. Funding Proposal: Once a project has been submitted and approved for matching funding, the District Rotary Club will pay an amount equal to the DDF funding received to the Rotary Foundation Annual Programs Fund. This will ensure the annual programs fund, from which the District receives a 50% share, contributes to have the necessary funding in its District Designated Funds to continue the good work of Rotary on an ongoing basis. Rotary International District 5550 - World Community Service Committee WCS Guidelines Subject: Matching Grant Supplementary Agreement Document Number: 15 Approved Date: 16 Jan 2008 Supersedes Date: 15 Dec 2004 Guiding Principle: 1. The Rotary Foundation requires a Supplementary Agreement be completed and forwarded when making application for matching grants. In order to receive a matching Grant the clubs/districts involved must sign an agreement holding TRF harmless from any and all liability arising from the project. 2. Clubs in District 5550 will be required to make the signing of this Supplementary Agreement by the host club a condition of the sponsoring club entering into the project. (On Rotary Club or District 5550 WCS Committee Letterhead) MATCHING GRANT SUPPLEMENTARY AGREEMENT Subject: The Rotary Foundation Matching Grant Project # ____________ Preamble: This Supplementary Agreement is entered into by the Rotary Club of (host club), RI District, and the Rotary Club of (e.g. Regina Eastview), RI District 5550 concerning the above referenced Matching Grant Project. In consideration of the funding received from the Rotary Club of (e.g. Regina Eastview), the Rotary Club of (host club, agrees that: The Rotary Club of (host club shall defend, indemnify, and hold harmless the Rotary Club of (e.~. Regina Eastview), RI District 5550, their respective, committees, directors, officers and members from any and all damages, losses, judgments, fines, awards, liabilities, or expenses including without limitation reasonable attorney fees and costs of litigation that result or arise directly or indirectly, from the implementation of this project. Dated this ____________________Day of, __________200_. ________________________President Rotary Club of (host club) ___________________ The above is a certified copy of the resolution passed by the Board of Directors of the Rotary Club of (host club on the day of, 200_, authorizing President, to sign the Supplementary Agreement for Matching Grant Project #.______________ Dated this_________ day of, _________ 200__, Secretary Rotary Club of ________________________________. ,. Rotary International District 5550 - World Community Service Committee WCS Guidelines Subject: Awards Document Number: 16 Approved Date: 16 Jan 2008 Supersedes Date: 15 Dec 2004 Guiding Principle: Over the years the World Community Service (WCS) Committee has recognized Rotary clubs, Rotarians and others who have demonstrated significant commitment to assisting others through Rotary’s International Avenue of Service. This has been achieved by awarding recognition at the Annual District Conference in the form of an engraved plaque or other suitable form in the following categories; 1. Long Term Individual Award: The award recognizes a Rotarian who over many years has provided leadership and commitment to achieving successful WCS projects at the Club or District level. 2. Short Term Individual Award: This award recognizes an individual Rotarian or non Rotarian who in the past year has contributed to the goal and objectives of Rotary International’s 4th Avenue of Service with or on behalf of District 5550. 3. Long Term Club Award: This recognizes a club in the district who over many years has carried out significant WCS projects either in conjunction with the WCS Committee or on an individual basis. The Award recognizes the level of funding as well as successful project management of their project(s) over several years. 4. Short Term Club Award: This recognizes a club in the district who in the past year has carried out a significant WCS project in conjunction with the WCS Committee or on an individual basis. The Award recognizes the level of funding, uniqueness of the project, as well as successful project management. The recognition items for all the above is in the form of an appropriately engraved plaque. Subject: Awards 5. Paul Harris Award: From time to time the WCS committee may wish to honor and recognize the assistance provided to the District Committee or to an individual club by a person or organization within our client countries. This honor reflects a significant role to assist with project identification, significant problem solving management ensuring that the result is the ability to carry out a successful project or projects. A Paul Harris Fellowship credited to the District 5550 WCS Committee is used for this recognition. The award is announced and presented if possible at the Annual District Conference.
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