Grant Management Seminar 1 District 6000 Grant Management Seminar Community Service (District) Grants Ottumwa Grant Management Seminar How Community Service Grants Work 2 District 6000 District Clubs Club application District Grant Committee approval (or not) Grant Management Seminar How Community Service Grants Work 3 District applicants Ames Morning Pella Osceola Fairfield Ottumwa Des Moines A.M. Davenport West Des Moines Burlington Wellman Washington Atlantic North Scott (Davenport)West Liberty Iowa City A.M. Nevada Grant Management Seminar How a District Grant Works 4 The Rotary Foundation District 6000 D6000 application TRF approval (or not) Grant Management Seminar How a District Grant Works 5 District 6000 The Rotary Foundation Community Service Grant Recipients $ Released when prior ( ) grant responsibilities are met. Checks mailed in December 2013 Grant Management Seminar X If only one club fails to meet its responsibilities How a District Grants Works 6 District 6000 The Rotary Foundation any club, $ Released when prior grant responsibilities are met The grant money will not be released by the Foundation. X Grant Management Seminar Life Cycle for a District Grant 7 District 6000 The Rotary Foundation Community Service Grant Recipients $ $ simply report $ has been dispersed Grant Management Seminar Life Cycle for a District Grant 8 District 6000 Stewardship Committee Community Service Grant Recipients Clubs must report to District on project. District subject to a TRF audit at any time. Grant Management Seminar 9 Applying for a District Grants In your folder Application for a District Grant Terms and Conditions Report form Grant Management Seminar 10 Applying 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 Steps 1 and Rotary Club of _________________________. 2. Describe the project, its location, and its objectives. Estimated project start date: Estimated project completion date: Grant Management Seminar Step 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. 12 Grant Management Seminar Step 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 certain areas of focus. Projects must take place within the geographical boundaries of District Grant Management Seminar Step 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 acceptable reports received by May 1, Grant Management Seminar Step 3 - Justify your project Describe how the project will benefit the community or improve the lives of the less fortunate. Grant Management Seminar Step 4 Demonstrate Rotarian involvement Describe Rotarian participation in this project. Describe non financial participation by Rotarians in the project (i.e., Rotarian activities). If sweat equity is a part of your budget, please include here an estimation of the total number of hours of sweat equity contributed to the project and the cash equivalent value. Sweat equity hours may not include fundraising efforts and must be hands-on contribution to the project. 4a. Estimated number of hands-on hours contributed by Rotarians: ________ 4b. Sweat Equity contributed by Rotarians (Line 4a x $7.25): _____________ Grant Management Seminar Step 4 This is Rotarian involvement 17 Chariton Decatur County Iowa City Iowa City AM Iowa City Downtown Coralville 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 is not Rotarian involvement 18 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 is Rotarian involvement 19 Grant Management Seminar Step 4 Demonstrate Rotarian involvement 20 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 involvement 21 Please, do not abuse D6000 Local Rule # 3. It is designed to help cash-strapped clubs. Grant Management Seminar Step 5 Project Contacts Project contacts. The club must appoint a committee of at least three Rotarians to oversee the project. The committee members must be committed for the duration of the grant process. Please provide the primary mailing andaddress for all committee members. The contact will receive all official communication from District 6000 and should be prepared to disseminate this information to the other committee members. Grant Management Seminar Step 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 D Grant Management Seminar Step 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) 24 Grant Management Seminar Step 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 clubs checks and balances 25 Grant Management Seminar Step 6 Project Budget 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 Budget 27 - 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 Funding 28 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 Funding 29 - 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 Ownership Ownership of equipment, materials, or supplies. a.Items purchased with grant funds may not be owned by a Rotary club. Who will own any equipment, materials, or supplies purchased with grant funds? b. Who will be responsible for maintenance of items purchased with grant funds? Grant Management Seminar Step 9 Public Relations How will the general public know this is a Rotary Foundation sponsored project? Grant Management Seminar Step 9 Public Relations 32 - recognition of your club - recognition of District recognition of The Rotary Foundation - we want pictures of Rotarians in action Grant Management Seminar Step 10 Cooperating Organization Cooperating organizations If the project involves a cooperating organization, please provide the name of each organization below and attach a letter of participation from each organization that specifically states its responsibilities and how Rotarians will interact with each organization in the project. By signing this application the Rotarian sponsor endorses the organization as reputable, responsible, and acting within the law. Please note that the beneficiary organization is not a cooperating organization. Name(s) of Cooperating Organization(s): Grant Management Seminar Step 10 Cooperating Organization 34 - the beneficiary is not a cooperating organization - make sure you include letters from cooperating organizations Grant Management Seminar Step 11 Document Retention Plan 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. It is recommended each committee member maintain a copy of all documents to ensure that the clubs activities can continue uninterrupted in the case of fire or other catastrophe. Describe your clubs document retention procedures. Grant Management Seminar Step 11 Document Retention Plan - application for funds - all communications with the District - quotes from vendors - receipts and invoices - bank statements and checks - all reports 36 Grant Management Seminar Maintain Records Of All Communication with District 37 Grant Management Seminar Maintain Records Of All Communication with District 38 Grant Management Seminar Step 11 Document Retention Plan - this is usually another point of failure when a club project fails - not attentive to grant responsibilities regarding document retention 39 Grant Management Seminar Step 12 Check List Check List Please review your application carefully for each item listed below. If you mark No to any of the following questions please review your application and make any necessary corrections. Grant Management Seminar Step 13 Authorizations 13a Progress and Final Reporting 41 The sponsoring club is required to complete and submit progress and final reports to the DG Committee. Please indicate below the individual who will take primary responsibility for submitting these reports. Grant Management Seminar Step 13 Authorizations 13a Progress and Final Reporting 42 - should be the Primary Contact - required every three months until project completion - easy if you have your document retention system in place Grant Management Seminar Step 13 Authorizations 13b Club Presidents Signature 43 Grant Management Seminar Step 13 Authorizations 13c Assistant Governors Signature 44 Grant Management Seminar 45 District Grant Reports - crucial to success of this program - future money will not be released until all final reports are accepted - do them correctly - submit them on time Grant Management Seminar District Grant Reports steps Grant Management Seminar 47 District Grant Reports steps this information is on your application Grant Management Seminar District Grant Reports steps Grant Management Seminar 49 District Grant Reports steps sweat equity activities are reported in steps 4 and 5 - this information is also on your application Grant Management Seminar District Grant Reports step 6 50 Grant Management Seminar 51 District Grant Reports step 6 - this information is on your application Grant Management Seminar District Grant Reports steps Grant Management Seminar 53 District Grant Reports steps you must list specific items - you must provide documentation of all expenses - you must meet you financial match Grant Management Seminar District Grant Reports signature 54 Grant Management Seminar District Grant Reports signature 55 - this report must be signed by a member of the club Grant Management Seminar District Grants Keys to Success - follow the original plan - maintain document retention plan - maintain an attitude of good stewardship 56 Grant Management Seminar District Grants Keys to Success - stewardship : the conducting, supervising, or managing of something; especially: the careful and responsible management of something entrusted to one's care 57