The Rotary Foundation’s rules for 2019-2020 and 2020-2021 District grants have changed since early March 2020, in response to the COVID-19 pandemic. A a result, our District 7680 processes and deadlines have changed. Please see the section below that begins 'COVID-19 CHANGES' for more extensive information.
District grants offer clubs and districts flexibility in carrying out activities supporting the mission of The Rotary Foundation (TRF). Districts are encouraged to distribute these grant funds for relatively short-term activities, either local or international.
District grants fund smaller, short-term activities that address needs in both your local community and communities worldwide. Each district gets to choose which activities it will fund with these grants.
It is important to note that all activities funded with District grant funds must adhere to the eligibility requirements set forth in the Terms and Conditions for Rotary Foundation grants (more information below).
If clubs qualify for a District grant, they can receive 25% or more of their contributions to The Rotary Foundation's Annual Fund 3 years previously, for one or more worthy projects.
More information on District Grants from Rotary International can be found here: https://my.rotary.org/en/take-action/apply-grants/district-grants
Click here to learn more on the District and Club Database (DacDB), and click on the "Grants" tab. See grants from previous years by changing the "Charge OrgYear".
NOTE: Sean Gautam in the Charlotte North club is the Chair of the District Grants Sub-Committee until June 30, 2020. Luke Upchurch in the Gastonia club will replace him at that time.
Sean Gautam, Chair, 2019-20, 704-430-8277 email@example.com
Luke Upchurch, Chair, 2020-21, 704-616-2369 firstname.lastname@example.org
APRIL 18, 2020 DISTRICT GRANT ZOOM TRAINING SEMINAR
Our first large scale Zoom District training was a success, with over 90 registered for the April 18 event. Luke Upchurch, our 2020-2021 District Grant Sub-Committee Chair, did a great job with the presentation.
The PowerPoint of the presentation is on DACdb, as a pdf, by clicking on the District tab, then the District Files button, then the Secure Files tab, then in Mike Walker’s folder.
The full 90 minute seminar itself can be viewed here: https://bit.ly/7680grantseminar2020
VERY IMPORTANT: If your club plans to apply for a 2020-2021 District grant, a member of your club either MUST have attended the April 18 Zoom event (OR viewed the entire 90 minute video above, and notified District Grants Sub-Committee Chair Luke Upchurch via email at email@example.com BEFORE JUNE 15TH, that you have done so).
2020-2021 DISTRICT GRANT
Though more information is contained in the Grant training Seminar in the above section, here are a few important points:
Total Annual Fund giving in the District in the 2017-2018 Rotary year was $399,000 - $400,000. This means the total amount available for 2020-2021 District Grants will be just under $100,000. Each club is assured of 25% of their giving total if the following conditions are met:
- Final 2020-2021 Grant submission through the DACdb Grants Module by June 15, 2020.
- Final 2019-2020 Grant final report through the DACdb Grants Module by June 15, 2020.
- Club must achieve $100 per capital Annual Fund giving by June 30, 2020. the Goal Center at Rotary Club Central at https://rcc.rotary.org is an easy way to see this. Just multiply the 2018-2019 actual members by $100 and compare it to YTD Foundation giving on the next tab.
- Clubs must complete the Memorandum of Understanding on the Grants Module.
- One or more club members must have attended the above Grants Seminar. Alternately, they may view the entire 90 minute seminar at the link in the above section, and email Luke Upchurch at firstname.lastname@example.org that they have done so.
- One time greater leniency:
- Funds spent by a club in response to a COVID-19 related need any time after March 15, 2020, may be reimbursed through a District grant, though probably not until at least October 2020.
- District grant funds received for a COVID-19 related need do not have to be matched by the club, probably just for 2020-2021, in recognition of fund raising challenges clubs may face in the 2020-2021 Rotary year.
- Long term less leniency:
- if funding a non-profit’s activities, we need much more granular information than in the past, including receipts for expenses and detailed granular accounting of non-receipt expenses. Not every non-profit may want to do that. So be sure they are willing to provide the greater granular detail before donating to a non-profit in advance.
GRANT TERMS AND CONDITIONS
Here are the very important Terms and Conditions for Rotary Foundation District Grants and Global Grants, with much more information about the criteria for District Grants: THEY ARE RULES AND NOT GUIDELINES.
You can also learn a lot about District grants from Rotary International here.
COVID-19 CHANGES BY THE ROTARY FOUNDATION AND BY DISTRICT 7680
Here is very important information on changes made by The Rotary Foundation and District 7680 in response to the COVID-19 virus:
DISTRICT 7680’S 2019-2020 DISTRICT GRANT
PROCESS AND DEADLINE CHANGES AS A
RESULT OF COVID-19
This is most of the text of the March 30, 2020 email from District Grants Sub-Committee Chair Sean Gautam of the expanded alternatives available for your club’s 2019-20 District Grant(s).
In light of Covid-19 disruptions, The Rotary Foundation (TRF), DG Beth Trotter and the D-7680 District Grants Sub-Committee are providing clubs with several flexible alternatives on HOW unused 2019-2020 District Grant funds can still be used, and by WHEN projects can be completed. As you may be aware, the original project completion deadline of May 15, 2020 was recently extended to May 15, 2021. (NOTE: it has been further extended to June 30, 2021.)
THERE ARE IMPORTANT, VERY SHORT-TERM DEADLINES BELOW. PLEASE READ THEM CAREFULLY NOW, AND WORK WITH YOUR BOARD ASAP TO MEET THE DEADLINES.
Please note the following updated ALTERNATIVES and TIMELINES for 2019-20 District Grant project(s). This update also includes very recent guidance from The Rotary Foundation regarding Covid-19 responses. TRF is allowing clubs to repurpose unused 2019-20 District Grant funds for Covid-19 projects only. All of the information below pertains to 2019-20 District Grant projects only.
April 15, 2020
NOTIFY DISTRICT REGARDING 2019-20 OUTSTANDING GRANTS
Your club must notify the district by April 15, 2020, and indicate if:
IF your club is fairly certain that you may NOT be able to complete your project by May 15, 2021, then please return all or unused grant monies as indicated below by April 15, 2020:
Make check out to: "Rotary District Grants 7680"
Mail check to:
John D. Blair, Sr., CPA
Partner, Blair, Bohlé & Whitsitt PLLC
10815 Sikes Place, Suite 100, Charlotte, NC 28277
Please contact 2019-20 District Grants Committee Chair, Sean Gautam at email@example.com
May 15, 2020
IF SUBMITTING AN EXTENSION OF YOUR 2019-2020 PROJECT, OR PROPOSING A NEW COVID-19 PROJECT, SUBMIT CHANGES TO THOSE GRANTS
Your club MUST submit changes/updates to the district if requesting an extension of your 2019-20 project, requesting a modification of the project or proposing a new Covid-19 project (all projects must be completed by June 30, 2021). If your club’s original project is modified materially, then the District Grants committee will need to re-evaluate the revised project and re-approve it, if the revised project meets the parameters applied to all district grant projects.
Inform 2019-20 District Grants Committee Chair, Sean Gautam at firstname.lastname@example.org
June 15, 2020
SUBMIT FINAL REPORT(S) FOR ALL 2019-20 GRANTS
All clubs, including those that choose to exercise their option to modifying or extending their grant project, must complete the "Final Report" form in DACDB by June 15, 2020, indicating the project’s completion, modification, or extension. If your project is modified or extended, then in compliance with The Rotary Foundation’s terms and conditions, your club must complete its project by May 15, 2021.
IMPORTANT: The Final Report is a requisite requirement to close out 2019-20 district grants and requesting next year’s grant funds from TRF for 2020-21. Any delay in your club’s Final Report submission will hold up grant funding for the ENTIRE District 7680 for 2020-21.
Final Reports must be submitted in the Grants module in DACDB. If successfully submitted, the grant status in DACDB will appear as ‘Submitted Final Report for District Approval’.
June 15, 2020
SUBMIT NEW DISTRICT GRANT APPLICATIONS FOR 2020-21 ROTARY YEAR
Don’t forget, June 15, 2020 is the deadline to submit your club’s NEW District Grant application(s) for the 2020-21 Rotary year under DG 2020-21 Mike Walker. New applications must be submitted in the Grants module in DACDB. To be considered for a district grant in 2020-21, clubs must meet the district’s eligibility requirements. The Grants Training seminar will be held online on April 18, 2020 from 8:30 am to 12:00 pm (details on DACDB). NOTE: TRF has made special provisions for Covid-19 related projects from March 15, 2020 that may be included in 2020-21 grants.
Contact 2020-21 District Grants Committee Chair, Luke Upchurch at email@example.com
March 15, 2021
INABILITY TO COMPLETE PROJECTS BY MAY 15, 2021
Despite the new extended deadline of May 15, 2021 to complete 2019-20 projects, IF your club anticipates in early 2021 that it may not be able to complete its project, then please notify the District of your club’s plans to return grant funds to the District. We anticipate this would be a measure of last resort for your club.
Contact 2020-21 District Grants Committee Chair, Luke Upchurch at firstname.lastname@example.org
June 30, 2021
FINAL COMPLETION DATE FOR ALL 2019-20 DISTRICT GRANT PROJECTS
June 30, 2021 is the absolute FINAL deadline for the completion of ALL 2019-20 District Grant projects that are extended past May 15, 2020.
As the Final Report would have previously been submitted on June 15, 2020, you would only need to provide confirmation of the project completion via email to 2020-21 District Grants Committee Chair, Luke Upchurch at email@example.com.
In addition, your club will need to provide and document records of all expenses incurred for this project, such as invoices, letters, receipts, photos, etc. Please provide these as documents and not in the text of emails, so they can be uploaded quickly to the DACdb Grants Module.
We understand that your club may have its own unique set of circumstances and concerns. Please explore the four alternatives presented to your club for your 2019-20 grant(s) and we will be happy to discuss with you the best possible scenario for your situation, if you need additional guidance or would like to explore the alternatives.
We also thank you and your clubs for your continued service in addressing the many critical needs of our communities. On behalf of DG Beth Trotter and District 7680, we wish you much success in delivering the most impact with your projects.
Yours in Rotary service,
Sean Gautam Luke Upchurch
Chair, 2019-20 Chair, 2020-21