MINUTESROTARY DISTRICT 5580 GRANTS SUB-COMMITTEE

MAY SPENDING PLAN MEETINGSaturday, May 7, 2016 - 9:00 A.M.

Timberlake Lodge – Grand Rapids, MN

Keith Brokke (DRFC 2016-2017) welcomed everyone and called the meeting to order.

Roll Call: Roll call was taken by D5580 Executive Secretary, Diane Collins, and can be found on the Attendance and Voting Record attached to these Minutes and incorporated herein by reference.

Approval of Minutes:Regarding the Minutes of the April 21, 2016 DGS Webinar Meeting, Keith asked for a correction on Page 2, Final Reports Section, to include 15.1.09 FM-PM Andy &Elmer Literacy Project/DG. Secretary Collins will make that correction. A motion was made by Warren Bender and seconded by Blake Crosby to approve the Minutes of the April 21, 2016 DGS Webinar Meeting, as corrected. Motion carried.

PETS Report: DGE Herb Schmidt stated that P.E.T.S. Went well this year and 2 things were evident. Most people would like less paper, and instead have links to reach the documents they need, rather than telling them to go back to the Website. DGN Warner noted that for Grants, Keith did a good job of presenting, and it appears that the attendeesdon't want so many specifics, but rather more generic topics. She noted that this is why they will be going to a 3-page newsletter with links. Treasurer Hansen stated that although for a newsletter, that is fine, but she agreed with Keith who emphasized that clubs need to take pride in their project and do it right, and this includes submitting a proper Final Report.

District MOU: DRFC Turner discussed the Financial Management Plan referenced in Section 4 of the MOU. A copy is attached to these Minutes and incorporated herein by reference. Elaine and Roly came up with the language for this document, and it has been sent out to the DGS for any questions or comments. It was noted that US Dollars should be added. Roly stated that the DGS is supposed to review this document every year. A motion was made by Jim McDonald and seconded by Blake Crosby to approve the Financial Management Plan. Motion carried.

According to our MOU, Section 7, we need to present the DDF Grant Fund Reports to the membership and Treasurer Hansen will do this at the District Conference Annual Meeting. They will also be published in the Newsletter. Document Retention is still an area that needs to be finalized, including submitted Applications, Interim and Final Reports. Arrangements have been made to utilize a cloud system offered by Sencia, and Irene Kozlowski will train a group designated by the Grants Sub-cmmittee following the District Conference.

Grant Applications, Interim/Final Reports:David Gottenborg, Stewardship Committee Member, reported on the following items:

13.1.06 Duluth Harbortown/North Shore Longou Haiti Water Project INTERIM Report/WCS:Steve Sherner submitted an Interim Report for this project that is posted to the May Spending Plan Site Page.

15.1.08 Valley City Dolly Parton Imagination Library FINAL Report/DG:David stated that we now have a completed Final Report with all the financial information attached, and it has been reviewed. This was a situation where the funds were given to a non-profit 501(c)(3) organization so we had to obtain an accounting for those funds from someone at that foundation. A motion was made by Blake

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Crosby and seconded by Warren Bender to approve the Final Report for Project 15.1.08. Motion carried. (8 Yes / 0 No / 0 Abstain) As follow-up, it was suggested that we need to make Mentors aware of this type of situation so it can be avoided in the future, as the club must maintain fiscal control of all funds relating to its grant. Treasurer Hansen further added that if we become a funding mechanism for a 501(c)(3) organization, thenthere is no club participation.

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 the PAR to reflect that this project is complete and closed.

An Interim Report was submitted by Steve Sherner on Project 13.1.06 as reflected earlier in these Minutes.

2013-2014 (DG David Smette):This PAR is complete.

2014-2015 (DG Jim Ozbun):15.1.07 Watford City Park Playground/DG. A Final Report is due on this project and Dave Gottenborg is helping them with this.15.1.12 East Grand Forks Backpack Program/DG. Secretary Collins has the information for this report but it is lengthy and needs to be converted and assembled. She will get to this as soon as she can.

2015-2016 (DG Craig Loughery):16.1.02 Wadena Tranquility Garden/DG: David has requested a Final Reort from the Club on this project. For 2015-2016, all clubs have requested their funds.

There was some discussion on when to assign a Project Number to a Global Grant. DRFC Turner felt that we should hold off assigning a number until the application has been drafted and it shows up on the TRF Website. Treasurer Hansen felt that a number should be assigned as soon as we know about the project. This works betterfor her from a Treasurer's standpoint. No decision was reached.

Grant Applications from April 21, 2016, DGS Meeting:Fargo TNT Kids Fitness/DG: This application was tabled at the April 21 DGS Meeting pending the meeting of contencies noted in the April 21 Minutes. Those contingencies have now been met. A motion was made by Warren Bender and seconded by DGN Warner to take Application 17.1.01 off the table. Motion carried. A motion was made by Dave Long and seconded by Warren Bender to approve Application 17.1.01. Motion carried. (7 Yes / 0 No / 1 Abstain).

Brainerd Lakes Sunrise Soup Kitchen/DG. This application was approved at the April 21 meeting with contingencies which have been met. No further action is required at this time.

17.1.08 Williston Park Project/DG: This application was returned to the Club who has re-written it requesting $8,000 which would be used to bild a concrete pad. Chair Crosby has made them aware that they cannot begin the project until July 1. A motion was made by Jim McDonald and seconded by Tim LeClair to approve the Application for Project 17.1.08. Motion carried. (8 Yes / 0 No / 0 Abstain).

2016-2017 Spending Plan:(Secretarial Note: For voting purposes, all matters involving the Rotary Year 2016-2017 [DG Herb Schmidt]

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will change to include the 2016-2017 District Foundation Chair, Keith Brokke). DRFC Turner reviewed the D5580 2016-2017 Spending Plan Worksheet for DDF Funds that shows the Global Grants and the amount of DDF we will have to work with. A copy is attached to these Minutes and incorporated herein by reference. Thisdocument sets out the DGS the Spending Plan considerations, including approved, tagged and potential Global Grants, as well as the option to designate 20% of the 2016-2017 DDF to Polio, which has been done for the past several years. This equates to a sizeable sum when factoring in the TRF and Gates matches. A motion was madeby Jim McDonald and seconded by Dave Long to contribute 20% of the 2016-2017 DDF to Polio. Motion carried. (8 Yes / 0 No / 0 Abstain). The balance of DDF remaining would be $85,761.59, which is within the amount that the DGS has strived to maintain as a practical amount of carry-forward funds.

DRFC Turner reviewed the 2016-2017 Block Grant Worksheet, a copy of which is attached to these Minutes andincorporated herein by reference. This outlines suggested use of the $56,634 that will be available to us on July 1, and includes all District Grant Applications submitted for 2016-2017 by the clubs to date ($36,187.00), as wellas possible Contingency and Administrative Expenses. DRFC Turner suggested the following priorities:

1. Supporting as many District Grants as possible;2. DGS can allow 20% for contingencies ($11,273);3. Establish a line item in for Grant Management Seminar (GMS) costs;4. Contribution to ShelterBox;5. Possible District-sponsored Grant.

It was thought to use $1,600 for Grant Management Seminars and $304 for Administrative Expesnes. A motion was made by Keith Brokke and seconded byTim LeClair to purchase Shelter Boxes from ShelterBox CA for the amount of $7,000. Motion carried. (8 Yes / 0 No / 0 Abstain).

There being no further discussion, a motion was made by DGE Schmidt and seconded by Warren Bender to approve the 2016-2017 Spending Plan. Motion carried. (8 Yes / 0 No / 0 Abstain).

Secretarial Note: On May 16, 2016, DRFC Roly Turner sent an email asking the DGS to vote on an Amended Spending Plan wherein the 3% of Administration Expens could be fully expended in the amount of $1,691, with allowable expenditures including Annual Planning Meeting and Printer purchase. This would result in a reduction in the amounts for Shelter Box and GMS expenses. The new Spending Plan as it relates to Block Grant funds would be: District Grants: $36,187; Contingency: $11,273; Administrative: $1,691; ShelterBox Canada ($6,000); GMS: ($1,213). DRFC Turner asked Chair Crosby to call for an electronic ballot. The Amended Grants Spending Plan for 2016-2017 was approved. (7 Yes / 0 No / 0 Abstain).

DRFC Turner will be submitting a year-end document for 2015-2016 to TRF and there will be a refund due that Treasurer Hansen will remit. This money will go back into our available DDF and will be reflected on a future report.

DGS Roster for 2016-2017:Keith reported that Ward Nelson is rolling off of the Grants Sub-committee on June 30, 2016. Blake will send anemail asking for names of Rotarian who might be interested in serving, and he and Keith Brokke will review these. The member should try to be committed to attending the DGS Webinar Meetings. DGS also needs to identify a member to serve as Vice Chair who would be willing to become DGS Chair after Blake's term expires in 2 more years. Diane would also like to have the DGS finalize these items so that she can get the Roster completed for the 2016-2017 year.

Policies and Procedures for GMS:Keith asked if anyone felt there should be changes. DGS Chair Blake emphasized that we encourage incoming Presidents to participate along with another club member. He also felt that we should perhaps have the Club

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President sign off on the application. Secretary Collins suggested that the GMS should consist of filling out a sample Application as part of the training, and that special emphasis be placed on getting a Mentor and the designation of a Project Bank Account. David Gottenborg (Stewardship) feels that we are getting fewer grant applications because the clubs thinks the process is too complicated. There is too much repetitive information, and suggested that a Webinar be available for the training in 3 segments, the Application, Completing the Projectand Completing an Interim/Final Report. It would appear we need to make changes in the power points. There was some discussion on whether to GMS could be offered via Webinar instead of in-person since one person has complained that he has had to attend every year. A suggestion was made to have that club send someone else so that more than one person in the club knows how to fill out a Grant Application. This is another good reason to send the President and President-Elect as suggested attendees. We might also have some examples on the website on how to answer certain questions.

Policies and Procedures for Mentorship: Blake thinks we need to beef up the mentors' training to make sure applications are cleaner and in better shape than what we are getting. Mentors need to play a more active role in the entire process and he thinks a mentor training workshop would be worthwhile. Blake is also going to call some of the clubs that have filled out an application and ask them what difficulties they experienced or what struggles they had when completing their application. He would also like to send a survey to the Mentors asking them what type of involvement they had with the clubs they mentored, and what questions they might have.

The DGS members need to review our Application to see if we actually need all of the information we are askingfor, and we need to do the same with Final Reports. It appears that the first two pages of the application aren't being read. Chair Blake would like a sub-group of the DGS work on some of this because we need to get this cleaned up over the next 3-5 months. Our obligation is to help the clubs achieve their desire to complete a project, and this should be our primary goal. This applies to both District Grants and World Community Service Grants. Everything the clubs need should be available and ready for download from the Website.

Stewardship Sub-committee:Keith stated that we need to have all members of DGS reviewing the Interim and Final Reports and not just the Stewardship Committee members. This needs to be a shared responsibility.

Dave Long and DGN Warner offered to help with a review of the Final Report Forms for District and WCS Grants, and for updating the WCS guidelines and criteria.

The WCS fund is approximately $56900. When the July District Dues are paid, there will be an excess of $100,000 in WCS funds, and we need to actively market this to the clubs. It was mentioned that there will be some sizeable projects coming in, and DRFC Turner and Chair Crosby identified these potential projects. It was also listed that some of the WCS Projects be shown on the Partnering Opportunities SITE page. Again, DRFC Turner mentioned that District Grants now allow for construction projects, but it was also mentioned that the amounts allowed for District Grant construction projects are small ($4,000) and consequently, in the case of International projects, would limit many construction projects that would be better served by utilizing a larger grant, such as WCS.

Application deadline for Spending Plan: DRFC Turner thinks the dates we have in place are fine and the time frame seems to work. DGS Webinar Meetings will continue to be held the 3rd Thursdays of August, November, January and April with the 2017 Spending Plan Meeting to be held the 1st Saturday in May (May 6, 2017). Keith would like to hold the meeting in Detroit Lakes, MN. Suggestions were at The Lodge and Holiday Inn. Secretary Collins will receive contact information on both venues from Tim LeClair and contact them to determine which would work best for the group.

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Funding Limit/Multi-Club CollaborationDiscussion was held regarding funding limits for 2017-2018 Grant Applications. Since we have had additional funds available in 2015-2016 and 2016-2017, we could increase the funding for 2017-2018 Grant Applications. Following discussion, it was moved by Warren Bender and seconded by Jim McDonald to increase the funding for 2017-2018 to $5,000 for a single club project, $10,000 for a two-club project and $15,000 maximum allowance for a 3 or more club project. Motion carried. (8 Yes / 0 No / 0 Abstain). Keith will make the revisions to the Applications for 2017-2018.

Form Revisions:The Quick Reference Guide will be discontinued. In its place, we will use a new criteria form that Keith has developed that gives Rotarians a better perspective of what type of grant to use for their project. Secretary Collins will remove the Quick Reference Guide from the Website and replace it with the new Grant Criteria Form.Quick Reference Guide:

District Website Update:DGN Warner has been talking with others about improvements she would like to see made to the District Website, including the addition of member photos to the Grants Sub-committee Roster. We also need to make sure the site has all of the new Rotary branding.

Keith Brokke thanked Roly for his past years of service as District Foundation Chair and for preparing all of the meeting documents used today. The entire committee was very appreciative of Roly's service to our District. Roly will be serving on the Stewardship Sub-committee beginning in July of 2016.

The Meeting was adjourned.

Minutes prepared by:Diane CollinsD5580 Executive Secretary

Attachments:AgendaFinancial Management PlanD5580 DDF Spending Plan Worksheet May 2016 and Report on DDF 2015-2016 Rotary Year to DateD5580 2016-2017 District Block Grant WorksheetAmended 2016-2017 Spending Plan, adopted subsequent to this meetingAttendance and Voting Record

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AGENDA

District 5580 Rotary Foundation Committee: 2016-17 Spending Plan Meeting Saturday, May 7, 2016 - 9:00 A.M.

Timberlake Lodge, Pine Grove Room – Grand Rapids, MN

9:00 Call to Order, Welcome, Introductions, Opening Remarks DRFCC Keith Brokke 9:10 Approval of Minutes

April 21, 2016 DGS Webinar

9:20 Old Business DRFCC Keith Brokke

PETS Report (deferred from 04-21-16 webinar) DG Herb Schmidt

D-5580 Financial management Plan: MOU Section 4 Roly Turner

DDF Grant Fund Reports: MOU Section 7

Document Retention (Cloud): MOU Section 8

10:15 Break 10:30 Grant Applications/Reports DGSC Blake Crosby

Interim, Final Reports Stewardship David Gottenborg

Project Activity Reports (PAR)

District Grant applications: o 17.1.01 Fargo TNT from 04-1-21-16 o 17.1.07 Brainerd lakes Sunrise Soup Kitchen from 04-21-16 o 17.1.08 Williston park project from 04-21-16 o Late applications?

Global Grant Applications: GG1640987 (16-4-22) DDF Approved 04-1-21-16 .

10:45 2016-17 DDF Spending Plan DG Herb Schmidt

District Block Grant including: DRFCC Keith Brokke o Club applications DGSC Blake Crosby o Contingency o Administrative Expense o Other (District Projects)

Polio Plus From DDF

Recommendations From DGS

Approval of 2016-17 Spending Plan

11:15 2016-17 Grants Subcommittee Roster DGSC Blake Crosby

Vacancy (Ward Nelson term ending)

Vice Chair

Stewardship 11:30 Policy/Procedure; Discussion/Recommendations Assign Duties Open Forum

Grant Management Seminars o Revise/Update: Content, Timing, Locations o Use of Webinar? o Dress Rehearsal to ensure consistent message

12:00 Lunch

12:45 Policy/Procedure; Discussion/Recommendations Assign duties Continued:

Mentorship Program: o Define Mentor Roll: pre application through final report/closure o Mentor Training: webinar workshop

Stewardship Subcommittee: define roll, share duties

World Community Service Fund o Update Guidelines/Criteria o Promote Program

District Grant Applications (International and Local) Revise and update for 2017-18

District Grant Criteria: D-5580 and TRF Terms and Conditions (construction) o Application Deadline/Spending plan timing. o Funding Limit/Multi Club Collaboration.

Interim/Final Reports, DG/WCS o Report Content o Revise/enhance Instruction page o Develop worksheet

Quick Reference Guide Revise/Redo/Include WCS?

District Website update for 2015-16

Other Recommendations 3:00 Adjourn

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Rotary District 5580 The Rotary Foundation – Grants Account

DRAFT Financial Management Plan Revised May 7, 2016

*Per District MOU

General District Rotary District 5580 DGS District Grants Subcommittee DGSC District Grants Subcommittee Chair DRFC District Rotary Foundation Committee DRFCC District Rotary Foundation Committee Chair MOU Memorandum of Understanding TRF The Rotary Foundation District Memorandum of Understanding with TRF The District Memorandum of Understanding (MOU) with TRF is the basis for this Financial Management Plan. If the terms of the MOU change, this document shall be changed to conform to current requirements by TRF. Bank Account The District will maintain a bank account in an FDIC insured bank, to be used solely for TRF grants. It shall be interest bearing, and any interest earned shall be used only on eligible, approved grant activities, or returned to TRF. Grant funds shall not be deposited in any investment account, including but not limited to mutual funds, certificates of deposit, bonds, or stocks. Our account is with Wells Fargo through its branch located at 230 W. Superior Street, Duluth, MN 55802. Viewing of the account is available through online banking. *The account name is “Rotary District 5580 District Grant Account” (herein also referred to as the District Grants Account). It is noted that the District also does its banking through Wells Fargo via several other separate accounts. Care is taken to avoid confusion regarding the accounts. The District Grants Account shall/will always be named in such a way as to distinguish it from other District Accounts. District 5580 accounts at Wells Fargo are as follows:

xxxx0989 – Rotary District 5580 general checking account for District operations xxxx0511 – Rotary District 5580 District Grant Account xxxx0574 – Rotary District 5580 World Community Service savings account

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xxxx1161 – Rotary District 5580 general savings account The full account numbers can be found on bank statements and other accounts will be opened as needed. The District Rotary Foundation Committee Chair, with the assistance of the District Treasurer, is responsible for insuring that new signatories complete the necessary paperwork to be authorized to sign checks and that those who no longer have such authority are removed from the list of authorized signers. Monthly bank statements are sent to the District Treasurer and are also available online. Reconciliation of Bank Statements and Filing The District Treasurer shall reconcile bank statements no less than quarterly and file them in the District 5580 files. The District Treasurer will monitor the structure of the current accounts and any future accounts. Retention of Bank Statements Bank Statements pertaining to District 5580 accounts shall be retained in the Rotary District 5580 files for a period of 7 years from the last day of the Rotary Year in which the check was issued. Wire Transfers Wire Transfer Forms must be signed by two authorized signatories. Generally, these will only be used for Global Grants and the fees associated with the transfers will be charged to the specific Global Grant. If fees for wire transfers are related to disbursing District Grant funds, such fees may be paid by the Administration portion of the District (block) Grant if approved. Service Charges Service charges for the account (other than Global Grant wire transfers) will be paid from the Administration portion of the District (block) Grant. The same account is used for Global Grants and District Grants, but all expenses related to having the account are charged to the District (block) Grant. Checks/Cheques Checks will be written by the District Treasurer who will have all blank checks. Two signatures are required for any check. Those authorized to sign will be the signatories on the account.

Page 3 of 5 Checks and Wire Transfer Requests Requests for checks and/or wire transfers will be made to the District Grant Subcommittee Chair, the District Executive Secretary and the District Treasurer, by email, with appropriate documentation. With the DGSC’s approval, the request will be forwarded to the District Treasurer for payment. These requests should be made electronically so that they can be easily forwarded to the appropriate District officers. Returning Funds to The Rotary Foundation (TRF) If all District (block) Grant funds are not used, the unused funds are to be returned to TRF. Once the final Spending Plan Report is submitted, the District Rotary Foundation Committee Chair or District Grants Subcommittee Chair will initiate a request to return the funds. An email will be sent to our TRF assigned Zone Regional Grant Officer to indicate that the funds have been returned. The returned funds will be reflected on a subsequent SHARE report which will be sent to the District Governor and DRFCC by our TRF assigned SHARE Supervisor. Grant requirements - A bank account and general ledger that separates funds by grants according to each project will be maintained by the appropriate District Club. Files for each grant will be maintained by District 5580 which will contain all grant reports including revenues and expenditures as outlined in the grant proposal. Reports reflecting all receipts and expenditures will be maintained by the District Administrative Secretary at the direction of the DRFCC and DGSC, and will be available electronically on an annual basis and upon request. The entire statements will be available to the District Rotary Foundation Committee and a report of grant activity and finances will be made at each DRFC and District Grants Subcommittee meeting. Receipts for all expenditures of $75 or more will be required and copies of such receipts will be maintained in District Foundation Files pertaining to the applicable grant. Grant funds will be disbursed, as appropriate, directly to clubs, as approved in grant applications. Grant funds that are not disbursed shall be kept in the established project grant account without diversion, except for direct payment for grant activities, or to return funds to TRF. Separate statements of income and expenses Ongoing statements of income and expenses for all of District 5580 grant programs will be maintained as the Grant Summary Report with interest and any recoveries noted.

Page 4 of 5 Inventory of equipment purchased for administrative purposes with grant funds District 5580 will not purchase inventory with grant funds. However, if equipment purchased for administrative purposes with grant funds should be purchased in the future, the inventory listing will be maintained by the District Administrative Secretary. It shall not be necessary to keep records of minor amounts of paper, envelopes, and file folders; however, those who have access to such items shall use them only for grant purposes. Conversion of funds Any use or conversion of funds in another currency shall be done in compliance with applicable local laws of the U.S. and the other country and/or the official Rotary InternationaI Exchange Rate available on the RI website. Audit An annual audit shall be conducted by the District Audit Committee. This audit should be completed as soon as possible in conjunction with the District 5580 Audit Committee meeting. However, a separate audit committee meeting can be called if warranted. The results are to be reported to the District Rotary Foundation Committee and the District Governor Compliance The District Stewardship Chair shall assist the District Rotary Foundation Committee and District Grants Subcommittee in insuring that procedures and financial protocols are in compliance with TRF requirements. Review of this Financial Management Plan This Financial Management Plan shall be reviewed and updated as appropriate by the DRFC in May or June each year.

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District Grants – Check Procedure Rotary District 5580

Revised April 30, 2016 General DGS District Grants Subcommittee DGSC District Grants Subcommittee Chairperson DRFCC District Rotary Foundation Committee Chairperson No check request will be processed until the grant has been approved by the District Grants Subcommittee and the funds released from TRF. Checks will be written on the District Grants Account (full name: “Rotary District 5580 District Grant” account) with Wells Fargo and requires two signatures. Authorized signers are the District Treasurer and an active member of the District Grants Subcommittee or other active member of District 5580. Official record filing of approved grant applications and fully completed check requests will be the responsibility of the District Grants subcommittee Chair. Such documents will be retained and filed with other District records for 7 years from the last day of the Rotary Year in which the check was issued. Issuing Checks Step 1. Check requests for District Grants will be initiated by the Club receiving the grant to the District Grants Subcommittee Chair, the District Administrative Secretary and the District Treasurer through an email request. The request will include documentation of the separate bank account for the grant that has been approved and the match deposited into the account. The DGSC will approve the request and send an email to the District Treasurer and the District Rotary Foundation Committee Chair. Step 2. The District Treasurer will write and sign the check, obtain a second signature and mail it to the appropriate Club person. Step 3. The cheque stub indicating the cheque number, date, payee, and amount will be retained by the District Treasurer and reported on the Grant Summary Report.

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D-5580 Grants Subcommittee Webinar May 7, 2016

Report on District Designated Fund 2015-16 Rotary Year to date

DRFC Chair R. Turner 05-01-16

Income:

Annual Fund Share; 50% of 2012-13 contributions $130,935.87

Endowment Fund Share; 50% of invested earnings 1,015.74

Unspent Carry Forward from 2014-15* 153,509.56

DG1413323 Returned Funds Jan. 19, 2016 (DG 14.1.05 Fosston Fit Trail) 5,000.00

Total Available 2015-16: $290,461.17

Expenditures approved or Tagged* TRF:

Polio from DDF (20% option approved by DRFC and Ex. Fin August 15, 2015) $26,187.00

DG1623662 (2015-16 District Block Grant approved at TRF May 28, 2015) 65,919.00

GG1528662 (15.4.28 Fargo+ Fargo Moorhead AM, Fargo-West, Moorhead, Fargo Moorhead PM, Duluth Skyline, Central Lakes-Pequot Lakes, Wahpeton, Dickinson,

Minot, Duluth 25. Congo Leg Brace Project $64,400. APPROVED: DGS 05-16-15 – TRF 01-05-16) 18,400.00

GG1528256 (15.4.27 Duluth Harbortown+ Duluth 25, Superior, Fargo, Fargo-West, Moorhead, Fargo Moorhead AM, Duluth Skyline. Bolivia Road Const. $50,000.00

APPROVED DGS: 05-16-15 – TRF 03-11-16) 14,300.00

GG1636771 (16.3.20 Multi District/Club + Nipigon India Watershed Project $189,142.00

APPROVED: DGS 02-02-15 – TRF 04-27-16) 3,000.00

GG1637034* (16.2.13 Fargo Moorhead AM+ Fergus Falls, Chad Water Wells

$35,020.00 DGS Approved 10-26-15) 10,000.00

GG1636512* (16.3.19 Multi district/Club + Detroit Lakes Breakfast, Bismarck Far West;

Bolivia Water Reservoir Project $184,848.00 Approved DGS 11-19-15, 12-05-15) $3,500.00

Uncommitted DDF Balance (as per TRF Available DDF Report April 30, 2016) $149,155.17

Other Considerations Pending Inclusion by 2015-16 Year End.

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

GG1640987 Draft (16.4.23 Fargo Moorhead AM – Mobil Cancer screening/Education

Kanniyakumari India $35,050.00) Approved DGS 04-21-16 5,000.00

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Balance pending approving above $127,755.17

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 total

budget amount including contributions from clubs outside D-5580, TRF world Fund and

others.

Tagged Expenditures: Grant applications being considered are “Tagged” in the amount

of DDF until Approved. If Denied then DDF is returned to our account at TRF

Earmarked Expenditures: TRF requires district approval of DDF immediately upon

receiving a Draft Grant Application but does not account for it as Tagged until the final

application review process. To provide a more realistic view of available DDF I include

the draft application request amounts.

Unspent DDF Carryover: Any unspent DDF will roll forward to the next Rotary year and

be available for Global Grants including Scholarship, Vocational Training Team, and

PolioPlus. It cannot be applied to District Grant Applications.

Maintain practical Carry Forward: Available DDF fluctuates annually. We continue to

maximize the available District Grant funds (50% of available DDF) and we are seeing a

gradual increase in Global Grant requests. From Nov. 16, 2012 meeting Foundation

Committee strives to maintain a $120,000 to $150,000 carry forward.

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D-5580 2016-17 District Block Grant Worksheet May 7, 2016

Available amount for DG1733504, up to $56,364.00

Applications from Clubs March 31, 2016 deadline:

17.1.01 Fargo+ FM AM, FM, PM - TNT Kids Fitness ($89,141) $10,000.00

17.1.02 Duluth Harbortown - Rowing Racks ($10,184) 4,000.00

17.1.03 Thunder Bay (Port Arthur)+ Thunder Bay (Lakehead)

Salvation Army Soup Van ($41,650) 8,000.00

17.1.04 Walker - Friends of Park Expansion ($7,674) 3.837.00

17.1.05 Detroit Lakes Breakfast - Read with Rotary ($7.857) 3,857.00

17.1.06 Minot Sunrise - Winterfest ($4,322) 1,000.00

17.1.07 Brainerd Lakes Sunrise - Soup Kitchen Equipment ($2,993) 1,493.00

17.1.08 Williston – Park Project ($38,541) 4,000.00

Total Clubs’ Requests $36,187.00

Contingency for additional late applications (up to 20%) 11,273.00

Administrative Expenses (up to 3%) 1,691.00

Balance $7,213.00

Other Options (as Discussed with TRF Grants Coordinator Ken Waterbury)

Grant Management Seminar Expenses (line item or contingency)

$2,000.00

District Grant Scholarship

District Sponsored Projects (would need to identify now)

REQUEST TO AMEND D5580 SPENDING PLAN FOR2016-2017

This is a request for a vote to amend the 2016-17 District Grant Spending Plan approved atthe May 7, 2016 Planning meeting. That plan was approved as follows:

District Grants 16.1.01 to 16.1.08: $36,187 Contingency (total allowable $11,273): 11,273 Administrative (total allowable $1,691): 304 Shelter Box Canada: 7,000 Grant Management Expense: 1,600 Total Grant: $56,364

Following that meeting We have learned that the 3% ($1,691) administration expense couldbe fully expended with allowable expenditures including; Annual Planning Meeting and; Printerpurchase. In an effort to fully expend available 2016-17 District Grant funds, the amendedformula below will reduce Shelter Box and Grant Management allocations,Maximize Administrative Expenses and, maintain maximum to Grants and Contingency.

District Grants: $36,187 Contingency: 11,273 Administrative: 1,691 Shelter Box Canada: 6,000 GMS: 1,213 Total: $56,364

Please consider this Amended Formula and respond Yes or No by Thursday May 19, 2016.Comments welcome.----------------------------

The vote to approve the amended spending plan is as follows:

Blaine Johnson yesKeith Brokke yesHerb Schmidt yesKari Shea yesTim LeClair yesWarren Bender yesBlake Crosby yes

There were no “NO” votes. The remaining eligible voters did not respond.Motion passed.

Blake

ROLL CALL and VOTING by DGS MembersDate: May 7, 2016

Roll Call:

Voting Members Present Absent Non-Voting Members Present AbsentBlake Crosby, Chair XJim McDonald XWard NelsonKari SheaJohn LuceDave Long XTim LeClair XWarren Bender XDRFC Roly Turner XDG Craig LougheryDGE Herb Schmidt XDGN Debra Warner X

FINAL REPORTS

15.1.08 Valley City Imagination Library (DG) – Vote to Approve

Member Yes No AbstainCrosby XMcDonald XNelsonSheaLuceLong XLeClair XBender XTurner XLougherySchmidt XWarner XTOTAL 8 0 0

Keith Brokke-Stewardship

X

Mike Cochran-StewardshipDave Gottenborg,Stewardship

X

PDG Tom Riley,ScholarshipJill Zachary -ScholarshipRick Bricker-VTT XElaine Hansen-Treas XDiane Collins, Sec. X

NEW GRANT APPLICATIONS2016-2017

17.1.01 Fargo Rotary TNT Kids Fitness/DG – Vote to Approve (Tabled from April 21, 2016Meeting)

Member Yes No AbstainCrosby XMcDonald XNelsonSheaLuceLong XLeClair XBender XTurner XLougherySchmidt XWarner XTOTAL 7 0 1

17.1.08 Williston Park Project/DG – Vote to Approve

Member Yes No AbstainCrosby XMcDonald XNelsonSheaLuceLong XLeClair XBender XTurner XLougherySchmidt XWarner XTOTAL 8 0 0

OTHER MATTERS

20% of 2016-2017 DDF to Polio – Vote to Approve

Member Yes No AbstainCrosby XMcDonald XNelsonSheaLuceLong XLeClair XBender XBrokke XLougherySchmidt XWarner XTOTAL 8 0 0

Funds to ShelterBox CA – Vote to Approve ($6,000 per Amended Spending Plan)Member Yes No AbstainCrosby XMcDonald XNelsonSheaLuceLong XLeClair XBender XBrokke XLougherySchmidt XWarner XTOTAL 8 0 0

Spending Plan for 2016-2017 – Vote to ApproveMember Yes No AbstainCrosby XMcDonald XNelsonSheaLuceLong XLeClair XBender X

Brokke XLougherySchmidt XWarner XTOTAL 8 0 0

Funding for District Grants ($5,000/Club; $10,000/2 Clubs; $15,000/3 or more clubs) – Vote toapproveMember Yes No AbstainCrosby XMcDonald XNelsonSheaLuceLong XLeClair XBender XBrokke XLougherySchmidt XWarner XTOTAL 8 0 0