Post on 17-Jan-2016
Grant Management Seminar 1
District 6000 District 6000 Grant Management SeminarGrant Management Seminar
District GrantsDistrict Grants
Ottumwa
Grant Management Seminar
How District Grants WorkHow District Grants Work
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District 6000
District Clubs
ClubApplication,Due July 1, 2015
District Grant Committeeapproval (or not)August, 2015
Grant Management Seminar
How District Grants WorkHow District Grants Work
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The Rotary Foundation
District 6000
D6000Application,Spending Plan
TRFapproval (or not)
Grant Management Seminar
How District Grants WorkHow District Grants Work
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District 6000
The Rotary Foundation
2015 recipients
Ames
Oskaloosa
Ottumwa
GrinnellWellman
Decatur County
Ames Morning
North Scott
Des Moines AM
Fairfield Iowa Quad Cities
Keokuk
Clinton Mt. Pleasant Albia District 6000(18 clubs)
Grant Management Seminar
How District Grants WorkHow District Grants Work
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District 6000
The Rotary Foundation
$ Released to District when prior D6000 Grant responsibilities are met.
Completed for 2014 DG before July 1 of 2014.
Responsibilities are met once the District reports on distribution of funds to clubs.
District 6000Clubs
Grant Management Seminar
How District Grants WorkHow District Grants Work
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District 6000
The Rotary Foundation
2015 recipients, $ December 26, 2014February 5, 2015
Ames
Oskaloosa
Ottumwa
GrinnellWellman
Decatur County
Ames Morning
North Scott
Des Moines AM
Fairfield Iowa Quad Cities
Keokuk
Clinton Mt. Pleasant Albia District 6000(18 clubs)
Grant Management Seminar
How District Grants WorkHow District Grants Work
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District Clubs
District 6000
$ Released to clubs whenprior Club Grant responsibilities are met.
Responsibilities are met once the District receivesa clean final report.
Grant Management Seminar
Life Cycle for 2014-2015 District Life Cycle for 2014-2015 District GrantGrant
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District Grant Committee
First Report not yet made.
Stewardship Committee
Club Reports
Grant Management Seminar 9
Applying for a District GrantsApplying for a District Grants• Each club will receive a folder, now.
• Place “club name - District Grant 2015-2016” on folder, now.
• Contents• application for a District Grant• Terms and Conditions• D6000 Local Rules• Report form
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Applying for a District GrantsApplying for a District Grants
D6000 Local Rule # 1.
Before applying for a District Grant, the club must be qualified by District 6000.
Grant Management Seminar
Step 1 - Club nameStep 1 - Club name
1. Rotary Club of _______________
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Grant Management Seminar
Step 2 - Plan your projectStep 2 - Plan your project
2. Describe the project, its location, and its objectives.
From The Rotary Foundation
District grants are block grants… that fund scholarships, projects, and travel that align with the mission of The Rotary Foundation.
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Grant Management Seminar
Step 2 - Plan your projectStep 2 - Plan your project
D6000 Local Rule # 2.A District Grant is used to fund club projects.
Projects must align with the mission of The Rotary Foundation and fall within the five areas of focus.
Projects must take place within the geographical boundaries of District 6000.
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Grant Management Seminar
Step 2 - Plan your projectStep 2 - Plan your project
- no on-going projects will be funded, projects should be sustainable
- avoid large projects of which your club is a small part
- projects should be finished and an
acceptable report received by June, 2016
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Grant Management Seminar
Step 3 - Justify your projectStep 3 - Justify your project
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3. Describe how the project will benefit the community or improve the lives of the less fortunate.
Grant Management Seminar
Step 4 – Demonstrate Rotarian Step 4 – Demonstrate Rotarian involvementinvolvement
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4. Describe Rotarian participation in this project.
Grant Management Seminar
Step 4 – This Step 4 – This isis Rotarian Rotarian involvementinvolvement
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Chariton Decatur County
Iowa CityIowa City AMIowa City DowntownCoralville North Corridor
Grant Management Seminar
- grant preparation
- fundraising
- sitting on a committee to oversee
expenditure of grant funds
- preparing public relations articles
- hours you are paid for or that you spend on
another charitable board.
Step 4 – This Step 4 – This is notis not Rotarian Rotarian involvementinvolvement
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Grant Management Seminar
- transporting food from food bank etc.
- helping in packing food bags
- distributing materials to teachers and children, reading to children in a classroom
- transporting gifts, escorting and assisting children in gift selection
- donating job-related expertise
Step 4 – This Step 4 – This isis Rotarian Rotarian involvementinvolvement
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Grant Management Seminar
Step 4 – Demonstrate Rotarian Step 4 – Demonstrate Rotarian involvementinvolvement
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D6000 Local Rule # 3.
A club may fund up to 25% of the project budget with sweat equity.
Grant Management Seminar
Step 4 – Demonstrate Rotarian Step 4 – Demonstrate Rotarian involvementinvolvement
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Please, do not abuse D6000 Local Rule # 3.
It is designed to help cash-strapped clubs.
Grant Management Seminar
Step 5 – Project ContactsStep 5 – Project Contacts
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5. Project contacts.The club must appoint a committee of at least
three Rotarians to oversee the project.
Grant Management Seminar
Step 5 – Primary ContactStep 5 – Primary Contact
- choose someone who will be responsible
and attentive to the grant
- should respond to all District 6000
communication within 24 hours
- willing to implement document retention
plan
- willing to write project reports to D6000
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Grant Management Seminar
Step 5 – Primary ContactStep 5 – Primary Contact
- this is usually the point of failure
when a club project fails
- does not respond to D6000 communication
- not attentive to grant responsibilities
(document retention, report writing)
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Grant Management Seminar
Step 5 – Project ContactsStep 5 – Project Contacts
- help maintain the document retention plan,
they have copies of all documents
- fulfill the role of primary contact should it
become necessary
- provide oversight, they are the club’s
checks and balances
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Grant Management Seminar
Step 6 – Project BudgetStep 6 – Project Budget
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6. Project budget Include a complete itemized budget for the entire
project. Quotes from the supplier or other cost documentation must be attached for each item.
Grant Management Seminar
Step 6 – Project BudgetStep 6 – Project Budget
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- make sure you include quotes
- do not do business with Rotarians if it can
be avoided
- reveal any conflicts of interest
Grant Management Seminar
Step 7 – Source of FundingStep 7 – Source of Funding
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D6000 Local Rule # 4.
Club may apply for a maximum of $5000.
D6000 Local Rule # 5.
A club must match grant funds 1:1 with club funds (or equivalent)
Grant Management Seminar
Step 7 – Source of FundingStep 7 – Source of Funding
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- make sure your Budget and the CASH portion of Funding totals are in agreement.
- the beneficiary cannot be a source of
funding for club match
Grant Management Seminar
Step 8 – OwnershipStep 8 – Ownership
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8. Ownership of equipment, materials, or supplies.
a. Items purchased with grant funds may not be owned by a Rotary club.
Grant Management Seminar
Step 9 – Public RelationsStep 9 – Public Relations
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9. How will the general public know this is a Rotary Foundation sponsored project?
Grant Management Seminar
Step 9 – Public RelationsStep 9 – Public Relations
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- recognition of your club
- recognition of District 6000
- recognition of The Rotary Foundation
- we want pictures of Rotarians in action
Grant Management Seminar
Step 10 – Cooperating Step 10 – Cooperating OrganizationOrganization
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10. Cooperating organizations
- the beneficiary is not a cooperating organization
- make sure you include letters from
cooperating organizations
Grant Management Seminar
Step 11 – Document Retention Step 11 – Document Retention PlanPlan
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11. Document retention plan.
Retain all documents required by the club MOU in a location that is known and accessible to more than one person. All original documents related to grant-funded expenditures, including receipts, must be retained for a minimum of five (5) years after the project is closed.
Grant Management Seminar
Step 11 – Document Retention Step 11 – Document Retention PlanPlan
- application for funds
- all communications with the District
- quotes from vendors
- receipts and invoices
- bank statements and checks
- all reports
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Grant Management Seminar
Maintain Records Of All Maintain Records Of All Communication with DistrictCommunication with District
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Grant Management Seminar
Step 11 – Document Retention Step 11 – Document Retention PlanPlan
- this is usually another point of failure
when a club project fails
- not attentive to grant responsibilities
regarding document retention
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Grant Management Seminar
Step 12 – Check ListStep 12 – Check List
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12. Check List
Please review your application carefully for each item listed below.
Grant Management Seminar
Step 13 – AuthorizationsStep 13 – Authorizations
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13a – Progress and Final Reporting
- should be the Primary Contact
- easy if you have your document retention
system in place
Grant Management Seminar
Step 13 – AuthorizationsStep 13 – Authorizations
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13b – Club President’s Signature
13c – Assistant Governor’s Signature
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District Grant ReportsDistrict Grant Reports
- crucial to success of this program
- future money will not be released until final reports are accepted
- do them correctly
- submit them in a timely fashion
Grant Management Seminar
District Grant ReportsDistrict Grant Reportssteps 1-3steps 1-3
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Project Description
1.Describe the project.
2.How many people benefited from this project?
3.Who were the beneficiaries, how were they impacted by this project, and what humanitarian need was met?
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District Grant ReportsDistrict Grant Reportssteps 1-3steps 1-3
- this information is on your application
Grant Management Seminar
District Grant ReportsDistrict Grant Reportssteps 4-5steps 4-5
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4. How many Rotarians participated in the project?
5. What did they do? Please give at least two examples, do not include financial support provided to the project.
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District Grant ReportsDistrict Grant Reportssteps 4-5steps 4-5
- sweat equity activities are reported in steps
4 and 5
- this information is also on your application
Grant Management Seminar
District Grant ReportsDistrict Grant Reportsstep 6step 6
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6. If a cooperating organization was involved, what was its role?
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District Grant ReportsDistrict Grant Reportsstep 6step 6
- this information is on your application
Grant Management Seminar
District Grant ReportsDistrict Grant Reportssteps 7-8steps 7-8
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Financial Report
Clubs must document payment of all monies related to this project. Receipts relating to project expenses must show payment has been made; invoices showing an outstanding balance are not acceptable. Submit copies of all such receipts with this report.
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District Grant ReportsDistrict Grant Reportssteps 7-8steps 7-8
- you must list specific items
- you must provide documentation of all
expenses
- you must meet you financial match
Grant Management Seminar
District Grant Reports District Grant Reports signaturesignature
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Certifying Signature
- this report must be signed by a member of the club
Grant Management Seminar
District Grants District Grants Keys to SuccessKeys to Success
- follow the original plan
- maintain document retention plan
- maintain an attitude of good stewardship
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Grant Management Seminar
District Grants District Grants Keys to SuccessKeys to Success
- stewardship
: the conducting, supervising, or managing of something; especially: the careful and responsible management of something entrusted to one's care
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