minutes d5580 grants sub-committee webinar meeting · 18-08-2016 · minutes d5580 grants...

MINUTESD5580 GRANTS SUB-COMMITTEE WEBINAR MEETING

Thursday, August 18, 2016 – 7:00 P.M. (CDT)

Prior to opening the meeting, it was reported that the members of the DGS involved in thesecuring of cloud storage for grant documents through Sencia, CA had met and reviewed theproposal submitted by Irene Koslowski. The proposed storage capabilities would provide amplespace, and Treasurer Hansen felt the quote given for the training and storage are well worththe cost. Sencia has submitted a Service Request for a 3-year term, which includes training andstorage. The cost for the first year will be $825.00 and $600.00 for the second and third years.David Gottenborg (Stewardship) would recommend that 3-4 people be involved in the training,and he would like to do this in Mid-October or after.

The meeting was called to order by Grants Sub-committee Chair, Blake Crosby and he thankedeveryone for joining the webinar meeting.

Roll Call:Roll call of members present and absent is shown on the attached Roll Call and Voting Recordattached to these Minutes and incorporated herein by reference.

Agenda:Further discussion regarding Cloud Storage will be held under New Business.Due to time constraints of Dave Gottenborg, he will review the Project Activity Reports in theFinal Reports section. Global Grant Requirements will be dealt with under Other Reports.

Minutes:Minutes of the May 7, 2016 Grants Spending Plan Meeting were prepared and posted to theAugust SITE page. A motion to approve the Minutes was made by Warren Bender and secondedby John Luce. Motion carried by voice vote.

PDG Craig Loughery was welcomed as the newest member of the Grants Sub-committee. Hewill be replacing Ward Nelson. Dave Long has accepted the position of Vice Chair.

Financial Reports:D5580 Report:Treasurer Hansen prepared the D4480 Grants Financial Report, and Roly Turner noted thatthere were some changes. Treasurer Hansen has supplied a corrected copy of the report and itis attached to these Minutes and incorporated herein by reference. Balances include theamounts requested for the 3 Grant Applications on this meeting’s Agenda. Grant FundBalances for 2016-2017 are:

District Grant Fund: $4,659.05World Community Service: $53,371.63*

*includes carryover from 2015-2016 and an estimate of District Dues Assessment to bereceived. Dues are still coming in.

Treasurer Hansen stated that she will pay Shelter Box and request tracking numbers. SecretaryCollins was requested to contact Steve Lyons at The Rotary Foundation and arrange for thetransfer of 20% of this year’s DDF to Polio. At the time of preparation of these Minutes, she hascomplied with that request.

A motion was made by Warren Bender and seconded by Kari Shea to receive and file the D5580Financial Report. Motion carried by voice vote.

DDF SHARE:DRFC Brokke provided the DDF Report showing the current year DDF and carryover from 2015-2016. The report also references tagged expenditures and possible Global Grants that have notyet been approved by TRF. A copy of this report, along with the TRF SHARE Report, areattached to these Minutes and incorporated herein by reference.

DGN Johnson noted that the Bismarck Ecuador School project fell through so the club is nowlooking for another project.

A motion was made by Kari Shea and seconded by John Luce to receive and file the DDF ShareReport. Motion carried by voice vote.

New Business:

Cloud Storage:Additional discussion was held regarding this matter. DGS has been looking at this for at least 2years and Irene Koslowski of Sencia CA has presented us with a proposal as outlined previouslyin these Minutes. The group involved in the review of this proposal for a permanent storageplatform recommends that we proceed, and that 4 people be trained in the use of the storage.Those people would be the District Secretary, District Treasurer, Roly Turner (Stewardship) andDavid Gottenborg (Stewardship). This would allow us to capture all of our data for anypotential audits by The Rotary Foundation, and the cost should be incorporated into our DistrictBudget. DGS member Luce also confirmed that the prices quoted are very good. Followingdiscussion, a motion was made by John Luce and seconded by Craig Loughery to proceed.Motion carried. (11 Yes / 0 No / 0 Abstain)

Final Reports:16.2.12 Central Lakes Haiti Water Project (WCS)Dave Gottenborg reported that he had reviewed this Final Report and it appears to be in properorder. A motion was made by Warren Bender and seconded by Dave Long to approve the FinalReport for Project 16.2.12. Motion carried. (11 Yes / 0 No / 0 Abstain)

16.2.14 Superior Cumacutz, Guatemala School (WCS)Dave Gottenborg stated that although the Final is well done, we are missing the bankinginformation. We need a copy of the cancelled check or something showing receipt of theDistrict match, the contribution of the host club, and the return of ½ of the overage surplus inthe amount of $269.00. A motion was made by Warren Bender and seconded by Jim McDonaldto table this matter until the financial information is received and the surplus funds of $269 arereturned to the District Treasurer. Motion carried. (11 Yes / 0 No / 1 Abstain)

Project Activity Reports:

13.1.06 North Shore Lougou, Haiti Water Project (WCS)Steve Sherner was given a one-year extension to complete the Final Report and this ends onOctober 14, 2016. Dave Gottenborg has emailed Steve about this and told him that if there is aproblem with the final, to let us know.

13.1.05 Ashland Santa Barbara, Honduras School (WCS)Minutes from the May 7, 2016 Spending Plan Meeting reflect completion of this project, asfollows:“Project Activity Reports:2012-2013 (DG Don Cavalier):13.1.05 Ashland Santa Barbara Clinic FINAL Report/WCS:This project is complete and the Final was approved at a previous WCS Meeting. Dave will correct thePAR to reflect that this project is complete and closed.”

15.1.07 Watford City Highlands Playground (DG)The Final Report on this project is due September 25, 2016. Dave Gottenborg has notifiedthem.

15.1.12 East Grand Forks Backpack Project (DG)Diane will sort through the receipts she was sent and create a complete report to send DaveGottenborg.

New Grant Applications:

17.2.09 Valley City Elmer & Andy/DG:It was noted that the application is missing some member ID numbers, and Secretary Collinsoffered to get those. DRFC Brokke will ask them about the start and finish date and answer thequestion regarding the number of classrooms. A motion was made by DRFC Brokke andseconded by Warren Bender to table this application until the requirements are in place.(11 Yes / 0 No / 0 Abstain)Secretarial Note: Following notification to the club, the requirements were met and the DGSnotified. The corrected DG funding request is for $663.65. By electronic vote, the matter wastaken off the table and the application was approved by the DGS. (11 Yes / 0 No / 0 Abstain)

17.2.11 Duluth Skyline Renaissance/DG:This is a request for $6,000 in DG funds. Jim McDonald noticed a typo on the applicationregarding the financing and they forgot to insert the District matching funds and the fundingformula needed correction. In addition, the signed Memorandum of Understanding andAddendum are needed. A motion to table this application until completion of the requirementswas made by Warren Bender and seconded by Kari Shea. Motion carried. (11 Yes / 0 No / 0Abstain)Secretarial Note:Following notification to the club, the numbers on the application were properly inserted andcorrected, and the MOU and Addendum were signed and received by the District Secretary andsubsequently sent on to DRFC Brokke for his file. A motion was made by Warren Bender andseconded by Kari Shea to take this matter off the table and the committee voted to approve theapplication. (11 Yes / 0 No / 0 Abstain)

17.2.12 Thunder Bay (FW) Bolivia School/WCS:Roly Turner mentored this project. There was an initial discrepancy in the funding request of$15,508.05 which should have been $15, 608, and that is the actual funding request. It wasnoted that Mentors should encourage clubs to round off numbers. The club is working with anexcellent NGO and the proposal is very complete with letters of invitation included. Followingdiscussion, a motion was made by DRFC Brokke and seconded by Warren Bender to approveApplication 17.2.12. Motion carried. (11 Yes / 0 No / 0 Abstain

OLD BUSINESS:Implementation of GMS Suggestions:It was initially thought to move the GMS Sessions up to November, but it now does not appearthat this would be a very good month. Vice Chair Long stated that they are working up a GrantApplication Model and we will want to get something in the District Newsletter. TreasurerHansen would like to see the model as it relates to the financial information.

Mentor Training Date/Time:Chair Blake would like to schedule a short webinar in October or November with members ofthe Grants Sub-committee who will be serving as Mentors. Mentors need to follow the projectthrough from beginning to end, and they need to review the Final Report before it comes to thecommittee. We have increased the amount that clubs can apply for and this needs to beincluded in the new Application.

Spring Spending Plan Meeting:Secretary Collins reported that the Spending Plan Meeting has been arranged. It will be held onSaturday, May 6, 2017, at the Lodge on Lake Detroit, Detroit Lakes, MN. Members will want toarrive on Friday night, May 5, 2017, for the group dinner (spouses are invited), and the meetingwill start at 9:00 A.M. on Saturday morning. DGS Members should mark their calendars.Further details will be forthcoming later.

Quick Reference Guide:We opted to discontinue the Quick Reference Guide and instead use the form that DRFC Brokkedeveloped.

Website Update:Debra Warner will be talking with Beth Althoff regarding general website administration.However, this will not affect the grant pages as Secretary Collins will continue work on those.

Sub-committee Reports:

Vocational Training Team: No report.

Scholarship:Roly Turner (Stewardship) reminded the committee that we will need copies of all reports,receipts and bank statements for this global grant, as this and all others are subject to audit.

The meeting was adjourned.

Minutes prepared by:Diane Collins, Executive SecretaryRotary District 5580

Attachments:AgendaD5580 Grants Financial ReportDDF SHARE ReportDRFC ReportAttendance and Voting Record

D-5580 GRANTS MANAGEMENT SUBCOMMITTEE WEBINARAUGUST 18, 2016 7:00-9:00 PM DST

AGENDA7:00 PM

CALL TO ORDER AND ROLL CALLo WELCOME NEW MEMBER CRAIG LOUGHERY

APPROVAL OF MINUTES FROM MAY 7, 2016 CHANGES TO THE AGENDA

7:10 PM

FINANCIAL REPORTSo D5580 GRANT FUND BALANCES FOR 2015-16 AND 2016-17---ELAINE HANSON,

DISTRICT TREASURERo DDF SHARE REPORT—KEITH BROKKE, DISTRICT FOUNDATION CHAIRo DRFC REPORT—KEITH BROKKE, DISTRICT FOUNDATION CHAIR

7:30 PM—NEW BUSINESS

FINAL REPORTS—GOTTENBORG (posted on website…vote needed)o 16.2.12 WCS CENTRAL LAKES HAITIo 16.2.14 WCS SUPERIOR CAMACUTZ

NEW APPLICATIONS (posted…vote needed)o 17.2.09 DG VALLEY CITY ELMER AND ANDYo 17.2.11 DG DULUTH SKYLINE RENAISSANCEo 17.2.12 WCS THUNDER BAY-FW BOLIVIA SCHOOL

8:15 PM—OLD BUSINESS

o IMPLEMENTATION OF GMS SUGGESTIONS FROM MAY MEETING—RFC BROKKEo MENTOR TRAINING DATE AND TIME--DGSC CHAIR CROSBYo REVIEW AND CHANGES TO DG AND WCS APPLICATIONS—DGSC CROSBYo FINAL REPORTS OBLIGATIONS—RFC BROKKEo QUICK REFERENCE GUIDE—RFC BROKKEo WEBSITE UPDATE—DGE WARNER

8:45 PM—OTHER REPORTS

o PARS 2012-13 CAVALIER (No changes. Info only) 2013-14 DAVE SMETTE (14.1.20 Awaiting approval)

2014-15 KAMINSKI/OZBUN (15.4.20 Interim Report Submitted. DGupdate from Gottenborg?)

2015-16 CRAIG LOUGHERY (Shelterbox (static). 16.2.13 paid. 16.3.17typo Yanamono. 16.3.20 partially paid. 16.4.24 Host authorizationrequired. DG1623662 closed…Gottenborg update?)

2016-17 HERB SCHMIDT (No changes)o SUBCOMMITTEE REPORTS

SCHOLARSHIP—PDG TOM RILEY VOCATIONAL TRAINING—RICK BRICKER STEWARDSHIP—DAVE GOTTENBORG, CHAIR & ROLY TURNER

9:00 PM--ADJOURN

ROTARY DISTRICT 5580GRANT SUMMARY FOR 2015/2016

GRANT # CK #STATUS/CHANGE PAID

DISTRICTGRANT WCS TRF/GG DDF

BALANCE FORWARD - July 1, 2015 $65,919.00 $38,679.682015-2016 FINAL $45,900.00

16.1.01 Thief River Falls Baseball Field 1519 7/25/2015 -$4,000.0016.1.02 Wadena Tranquility Garden 1525 2/7/2016 -$4,000.0016.1.03 Fargo McKinley FLL 1521 9/30/2015 -$3,609.0016.1.04 Duluth 25/Harbortown Cubby Benches 1520 8/12/2015 -$6,250.0016.1.05 Bemidji/Bemidji Sunrise 1526 2/7/2016 -$5,500.0016.1.06 Thunder Bay 1524 2/7/2016 -$2,000.0016.1.07 FM Clubs Agassiz Playground 1527 3/6/2016 -$10,000.00

Shelter Box USA 1516 7/25/2015 -$11,000.00Shelter Box Canada 1517 7/25/2015 -$2,000.00Grant Management Seminars -$2,398.00

Administrative -$1,978.00Total available $13,184.00 $84,579.68

16.1.08 Returned16.1.09 Bismarck Far West Global Neighbors 1528 3/26/2016 -$500.0016.1.10 Dickenson Ajara Library - WITHDRAWN -16.1.11 Fregus Falls Modern Mfg Learning Lab 1529 2/7/2016 -$3,250.00

Total available $9,434.00 $84,579.68Consideration at November meeting -16.2.12 Central Lakes Haiti (WCS) 4876 12/26/2015 -$6,000.0016.2.13 Global Grant 1637034 FM/AM + Fergus Falls $10,000.0016.2.14 Superior Cumacutz School 4885 1/11/2016 -$6,700.0016.2.15 Ely Trash and Recycling 1522 12/26/2015 -$3,388.9316.2.16 Superior Developing Leaders - NOT FUNDED

Remaining - February meeting $6,045.07 $71,879.6816.3.17 Club 25 - Peru Clinic -$14,900.0016.3.18 Pelican Rapids 1530 2/24/2016 -$4,000.0016.4.20 Brainerd 1531 5/10/16 -$2,000.00

Remaining - April meeting $45.07 $56,979.68

ROTARY DISTRICT 5580GRANT SUMMARY FOR 2015/2016

GRANT # CK #STATUS/CHANGE PAID

DISTRICTGRANT WCS TRF/GG DDF

Balance forward July 1, 2016 $56,364.00 $56,979.68ESTIMATE - 16-17 Club Assessment $45,000.00

17.1.01 Fargo - TNT Kids Fitness -$10,000.0017.1.02 Duluth Harbortown - Rowing racks 1532 7/26/2016 -$4,000.0017.1.03 Thunder Bay - Port Arthur - Soup van -$8,000.0017.1.04 Walker - Park Expansion -$3,837.0017.1.05 Detroit Lakes Breakfast - Reading w/Rotary 1533 7/26/2016 -$3,857.0017.1.06 Minot Sunrise - Winterfest -$1,000.0017.1.07 Brainerd Lakes Sunrise - Soup kitchen -$1,493.0017.1.08 Williston - Park Project -$4,000.00

Shelter Box - Canada -$6,000.00Administrative Expenses (3%) -$1,690.95GMS expenses -$1,213.00Contingency (20%) - $11,273.00

17.2.09 Valley City - Literacy -$614.0017.2.10 Nipigon - Chennai India $1,50017.2.11 Duluth Skyline - Changing Lives -$6,000.0017.2.12 Thunder Bay - Fort William Boliva School -$15,608.05

KenyA -$8,000.00Superior Rotary - Warren Bender -$10,000.00India -$15,000.00Remaining for grants - August meeting $4,659.05 $53,371.63

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D-5580 Grants Subcommittee Webinar August 18, 2016

Report on District Designated Fund 2016-17 Rotary Year to dateDRFC Chair K. Brokke 08-03-16

Income:

Annual Fund Share; 50% of 2013-14 contributions $111,713.42 Endowment Fund Share; 50% of invested earnings 0.00 Unspent Carry Forward from 2014-15* 153,677.17

Total Available 2015-16: $265,390.59

Expenditures approved or Tagged* TRF:

DG1733504 (2016-17 District Block Grant approved at TRF May 31, 2016) 56,364.00 GG1640987* (16.4.23 Fargo Moorhead AM – Mobil Cancer screening/Education

Kanniyakumari India $35,050.00) Approved DGS 04-21-16 5,000.00Uncommitted DDF Balance (as per TRF Available DDF Report July 30, 2016) $204,026.59

Other Considerations Pending Inclusion by 2016-17 Year End.

Polio from DDF (20% option approved by DRFC and Ex. Fin. May12, 2016) $22,343.00 GG1637342 Draft (16.3.21 Fargo Moorhead AM + Fargo Moorhead PM, Fargo, Fargo West,

Moorhead, Wahpeton, Dickinson Duluth Harbortown,

Guatemala Schools Furnishings $57,400 Approved DGS 11-19-15) 16,400.00 GG1639636 Draft (16.4.24 Multi District/Club + Detroit Lakes Breakfast, Bismarck Far West

Omereque Bolivia, Water and Sanitation $327,348 Approved DGS 06-20-16) 3,500.00 GG1634888 Draft (17.1.10 Multi District/Club Nipigon, Chennai India Bone Bank

$99,998 Approved DGS 07-14-16) 1,500.00 Budget for Scholarship/ VTT 30,000.00? Potential Global Grant (Bismarck Ecuador School Project) 10,000.00? Potential Global Grant (Thunder Bay-Lakehead Africa orphanage) 10,000.00? Potential Global Grant (Williston Ethiopia Maternal Health with Scholar Alicia Helion) 10,000.00?

Balance pending approving above $100,283.59

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NOTES:

Global Grants indicate; D- 5580 Project #, Lead Club/District+ all additional D-5580 Clubs(total contributions matched by 100% DDF), project country, project name and totalbudget amount including contributions from clubs outside D-5580, TRF world Fund andothers.

Tagged Expenditures: Grant applications being considered are “Tagged” in the amountof DDF until Approved. If Denied then DDF is returned to our account at TRF

Other Considerations (Earmarked Expenditures): TRF requires district approval of DDFimmediately upon receiving a Draft Grant Application but does not account for it asTagged until the final application review process. To provide a more realistic view ofavailable DDF I include the draft application request amounts as well as pendingapplications for Global, VTT and Scholarship.

Unspent DDF Carryover: Any unspent DDF will roll forward to the next Rotary year andbe available for Global Grants including Scholarship, Vocational Training Team, andPolioPlus. It cannot be applied to District Grant Applications.

Maintain practical Carry Forward: Available DDF fluctuates annually. We continue tomaximize the available District Grant funds (50% of available DDF) and we are seeing agradual increase in Global Grant requests. From Nov. 16, 2012 meeting FoundationCommittee strives to maintain a $120,000 to $150,000 carry forward.

********************

AVAILABLE DDF BY DISTRICTFor District 5580 In Program Year 2016 - 2017

Transaction Description Amount Balance

50% of Annual Fund Share contributions from 2013 - 2014 $111,713.42 $111,713.4250% of Available Endowment Fund Share Earnings $0.00 $111,713.42

Carry Forward from 2015 - 2016 $153,677.17 $265,390.59

Tagged GG1640987 ($5,000.00)

Total DDF Tagged ($5,000.00) $204,026.59

Uncommitted DDF Balance (Estimated) $204,026.59

Project Funding DG1733504 ($56,364.00)

Total DDF Funding ($56,364.00) $209,026.59

Actual DDF Balance $209,026.59

Data as of 15 August 2016 Page 1 of 1 AvailableDDFbyDistrict FV00013.1602

ROLL CALL and VOTING by DGS MembersDate:

Roll Call:

Voting Members Present Absent Non-Voting Members Present AbsentBlake Crosby, Chair XDave Long, Vice Chair XJim McDonald XKari Shea XJohn Luce XTim LeClair XWarren Bender XCraig Loughery XDRFC Keith Brokke XDG Herb Schmidt XDGE Debra Warner XDGN Blaine Johnson X

FINAL REPORTS

16.2.12 Central Lakes Rotary Haiti Water Project– Vote to Approve

Member Yes No AbstainCrosby XLong XMcDonald XShea XLuce XLeClair XLoughery XBender XBrokke XSchmidtWarner XJohnson XTOTAL 11 0 0

Roly Turner,Stewardship

X

Dave Gottenborg,Stewardship

X

PDG Tom Riley -Scholarship

X

Jill Zachary -Scholarship

X

Rick Bricker-VTT XElaine Hansen-Treas XDiane Collins, Sec. X

16.2.14 Superior Cumacutz, Guatemala School – Vote to Table

Member Yes No AbstainCrosby XLong XMcDonald XShea XLuce XLeClair XBender XLoughery XBrokke XSchmidtWarner XJohnson XTOTAL 10 0 1

NEW GRANT APPLICATIONS

17.2.09 Valley City Elmer & Andy Literacy Project (DG)– Vote to Table


Note: Subsequent to this meeting, the club satisfied the requirements specified in these Minutesand the Grants Sub-committee voted to approve the Application with the same voting as shownin the Vote to Table. (11 Yes / 0 No / 0 Abstain)

17.2.11 Duluth Skyline Renaissance Project (DG) – Vote to Table


Note: Subsequent to this meeting, the club satisfied the requirements specified in these Minutesand the Grants Sub-committee voted to approve the Application with the same voting as shownin the Vote to Table. (11 Yes / 0 No / 0 Abstain)

17.2.12 Thunder Bay (FW) Bolivia School (WCS) – Vote to Approve


OTHER MATTERS

CLOUD STORAGE FROM SENCIA.CA - Vote to Approve Purchase


minutes d5580 grants sub-committee webinar meeting · 18-08-2016 · minutes d5580 grants...

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