District XXXX Grant Management SeminarDistrict 6650 Grant Management SeminarDistrict 6650 Grant Management Seminar

District 6650 District 6650 Grant Management SeminarGrant Management Seminar

District XXXX Grant Management Seminar

PurposePurpose

• Understand how to manage a Rotary Foundation grant

• Learn stewardship expectations

• Prepare clubs to implement the memorandum of understanding

• Qualify clubs to receive grant funds

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Grant ManagementGrant Management

Ensures that projects

• Are administered with proper financial control

• Adhere to superior technical standards

• Meet the needs of the beneficiaries

• Fulfill their objectives

• Safeguard donors’ funds

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Successful Grant ProjectsSuccessful Grant Projects

• Meet community needs

• Have frequent partner communication

• Have implementation plan

• Are sustainable

• Practice proper stewardship of funds

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StewardshipStewardshipStewardship is the responsible management and oversight of grant funds, including: • Standard business practices• Rotarian supervision • Financial records review• Oversight of funds• Reporting of irregularities• Timely submission of reports

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Misuse of Grant Funds• Clubs and the District are required to

track, investigate and resolve reports of misuse of grant funds

• Have those with concerns of misuse submit reports in writing to the DRFCC with their signatures to ensure credibility

• No new grants will be approved until the situation is resolved

• TRF may intervene in the process

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Qualification RequirementsQualification Requirements

• Submit signed club MOU

• Attend a grant management seminar

• Club president, president-elect, foundation chair sign MOU and attend GMS

• Be current with District and RI dues

• Be current with all grant reports

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Terms of QualificationTerms of Qualification

• Valid for one year

• Club responsibility for grant funds

• Disclose conflicts of interest

• Cooperate with all audits

• Use grant funds properly

• Implement the club MOU

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Maintaining QualificationMaintaining Qualification

• Follow terms of club MOU• Appoint club member/committee to manage

club qualification• Fully implement stewardship practices to

prevent misuse of funds• Any misuse or mismanagement of grant

funds will result in either suspension or revocation of the club’s qualification

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Successful Grant ProjectsSuccessful Grant Projects

• Real community needs

• Frequent partner communication

• Implementation plan

• Sustainable projects

• Proper stewardship of funds

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Needs AssessmentNeeds Assessment

• Choose a project that is based on the community’s need

• Assess resources of your club and potential partners

• Talk to the community

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Project PlanningProject Planning

• Form a three-person grant committee

• Assign roles

• Implementation plan

• Budget

• Contingency plan

• Document retention plan

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Creating a BudgetCreating a Budget

• Goals of the project

• Realistic

• Competitive bidding

• Reasonable prices

• Disclose conflicts of interest

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Setting GoalsSetting Goals

• Gather baseline data

• Measurable

• Sustainable

• Qualitative (descriptive)

• Quantitative (numeric)

• Determine method of measurement

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Oversight and ReportingOversight and Reporting

• Identify best practices for managing funds and record keeping

• Identify which documents need to be retained

• Understand conflict of interest• Understand reporting requirements

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Financial Management PlanFinancial Management Plan

• Bank account for funds

• Use checks/bank cards to track funds

• Distributing funds

• Detailed ledger

• Include local laws

• Written plan for transferring custody of bank accounts when signatories change

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Bank Account Requirements

• Separate bank account required for TFR grant funds

• Accounts must be low or no interest bearing

• Grant funds shall not be placed in investment accounts

• No comingling of TRF and local funds

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Conflict of InterestConflict of Interest

• Exists when a Rotarian benefits financially or personally from a grant

• Benefit can be direct (the Rotarian benefits) or indirect (an associate of the Rotarian benefits)

• Reporting Conflict of Interest is part of Stewardship

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Why Disclose Why Disclose Conflict of Interest?Conflict of Interest?

• Rotarians have a reputation for honesty

• It ensures a fair process & transparency

• Potential Conflict of Interest doesn’t mean automatic disqualification from participation

• TRF Grant Coordinators can help resolve questions about Conflict of Interest

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ResourcesResources

• Document retention worksheet

• Financial management plan worksheet

• Transferring custody of a bank account

• More on Rotary.org

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Document RetentionDocument Retention

• Retain for a minimum of seven years

• Transfer records to District Office

• Scan originals

• Make copies

• Provide access

• Audit

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What You Must KeepWhat You Must Keep• Signed Club MOU

• Grant Management Seminar attendance record

• Correspondence on Club qualification, including emails

• Legal documents

• Bank information (Account details, statements, signatories)

• General ledger

• Annual financial assessment results

• Reports of misuse of grant funds

• Document retention procedures

• Succession plans

• Other documentation

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What You Must KeepWhat You Must Keep

Application •Approval Notices•Grant Agreements•Grant Correspondenceincluding e-mail•Club Cash Contribution Forms•Other fund requests and commitments•Quotes for materials

• Beneficiary Documentation• Needs assessment• Agreements

• Vendor Documentation• Quotes for materials• Receipts and invoices• Agreements

• Scholar Documentation• Receipts and invoices• Agreements

• Vocational Training• Documentation• Receipts and invoices• Agreements

• Financial Documentation• Bank statements• Receipts • Invoices• Vouchers• Inventory list• Grant Reports• Support documentation• Photos• Project summary• Closure Letters• Other Documentation

Final Report

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Grant Document RetentionGrant Document RetentionGrant Approval

Grant Retention Folder•Application•Approved Grant •Supporting Documents•DGS Recommendation

The Rotary Foundation

Pictures

Invoices

Inventory Control

Final Report

Bank Statements

Interim Reports

Performing the Grant

Closing the Grant

Pictures

Invoices

Inventory Control

Acceptance Letter

Emails

Other

Ledgers

D6650Rotarians

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Rotary Foundation GrantsRotary Foundation Grants

• District grants

• Global grants

• Packaged grants

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District GrantsDistrict Grants• Block grant given to district, and

district distributes to clubs

• 50% of DDF can be used for district grants

• Formula for awards to clubs based on per capita contributions to APF for previous year

• No TRF match for district grants

• Final Report

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District Grant PoliciesDistrict Grant Policies

District Grants provide greater parameters and much more flexibility:

• District Grants provide funding to Rotary clubs and districts to support local and international humanitarian and service projects, community beautification, scholarships, and vocational training teams relating to the project/mission

• Scholarships with no restrictions on the level (secondary, university, or graduate), length, location (local or international), or area of study

• Service travel and disaster recovery efforts• Vocational training teams for both domestic and international

travel, Rotary and non-Rotary countries

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District Grant PoliciesDistrict Grant Policies

District Grants must:• Relate to the mission of The Rotary Foundation• Comply with all policies and procedures of The Rotary Foundation,

Terms and Conditions prescribed by TRF, and District 6650• Include the active participation of all Rotarians• Adhere to the governing laws of the U.S. and the country where

the activity is taking place and not harm individuals or entities• Demonstrate sensitivity towards host country’s culture• Only fund activities that have been approved in advance• Comply with the District Conflict of Interest Policy• Complete all required paperwork in a timely fashion

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District Grant PoliciesDistrict Grant Policies

• Only clubs that have been qualified can submit district grant applications

• Non-qualified clubs can participate but cannot sponsor or submit an application

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Applying for District GrantsApplying for District Grants

• Applications for district grants precede the Rotary year in which they are completed

• Deadline for applying: 15 February 2013

• Submit to:PDG George W. S. Hays, DRFCC

Rotary District 6650 Office

203 Cleveland Ave. NW

Canton, OH 44702

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Areas of FocusAreas of Focus

Peace and Conflict Prevention/Resolution

Disease Prevention and Treatment

Water and Sanitation

Maternal and Child Health

Basic Education and Literacy

Economic and Community Development

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TRF Principles of SustainabilityTRF Principles of Sustainability• Continued impact after Foundation funding is fully expended

• Multiple levels of sustainability which involve resource management, economic considerations, cultural norms and social norms

• Use of local resources, regional input, and local knowledge as much as possible

• Respect for natural resources and avoidance of harm to the local environment

• Reach the most beneficiaries possible

• Prepare scholars and individuals to contribute to new and innovative methods in professional fields within a Foundation area of focus

• Prepare participants to increase impact and improve effectiveness in the communities and vocations in which they work

• Use the input and skills of grassroots individuals and groups to ensure continuation of projects and activities

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Global GrantsGlobal Grants• Online proposal and application

• Identify community needs• Describe activities and outcomes• How Rotarians will be involved• General budget

• Meet goals of one or more area of focus

• Demonstrate sustainability

• Minimum budget of US$30,000

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Global Grant FinancingGlobal Grant Financing• DDF matched 100% with World Fund

• Rotarian cash contributions matched 50% with World Fund• Contributions credited to donor

• Non-Rotarian cash contributions

• Funds cannot come from other grants

• Funds cannot be raised from beneficiaries in exchange for a grant

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Implementation/EvaluationImplementation/Evaluation

• Communication

• Financial management plan

• Record keeping

• Following original plan

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• Assists with reporting• Improves future

projects• Based on goals• Ongoing process• Identifies successes

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Global Grant ReportsGlobal Grant Reports• Reports

• Progress report within 12 months of first payment• Every 12 months through the life of the grant• Final report within 2 months of completion

• Content• How partners were involved• Type of activity• Evaluation of project goals • How area of focus goals were met• How funds were spent• Number of beneficiaries and how they benefited

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