Grant Management Seminar 1 District 6360 Grant Management Seminar.

Grant Management Seminar 1

District 6360 District 6360 Grant Management SeminarGrant Management Seminar


PurposePurpose

• Understand how to manage a Rotary Foundation grant

• Learn stewardship expectations

• Prepare clubs to implement the MOU

• Qualify clubs to receive grant funds

Grant Management Seminar

District 6360District 63602013-2014 Rotary Foundation 2013-2014 Rotary Foundation

Committee StructureCommittee Structure

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District GovernorTerry AllenLakeshore

District GovernorTerry AllenLakeshore

Committee ChairTeresa MillimanDelta-Waverly

Committee ChairTeresa MillimanDelta-Waverly

GrantsSubcommittee

Cheryl VanderVeenCereal City Sunrise

GrantsSubcommittee

Cheryl VanderVeenCereal City Sunrise

Polio PlusSubcommittee

Ed FosterCharlotte

Polio PlusSubcommittee

Ed FosterCharlotte

FundraisingSubcommitteeHarold MondolLansing Dewitt

Sunrise

FundraisingSubcommitteeHarold MondolLansing Dewitt

Sunrise

StewardshipSubcommittee

TBA

StewardshipSubcommittee

TBA


Review:Review:Rotary Foundation BasicsRotary Foundation Basics


The Rotary Foundation:The Rotary Foundation:How the money worksHow the money works


Contributions

SHARE System

Contributions

Spendable Earnings

Annual Fund

EndowmentFund

PolioPlus Fund


Why a new grants model?Why a new grants model?


New Grant Model:New Grant Model:

Global grantsDistrict grantsPackaged grants


Grant ManagementGrant Management

Ensures that projects

• Have proper financial control

• Adhere to technical standards

• Meet the needs of the beneficiaries

• Fulfill their objectives

• Safeguard funds


Successful Grant ProjectsSuccessful Grant Projects

• Meet community needs

• Include frequent partner communication

• Have implementation plan

• Are sustainable

• Maintain proper stewardship of funds


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


Qualification RequirementsQualification Requirements

• At least two club members attend a grant management seminar annually

• Agree to club memorandum of understanding (MOU)

• Submit a signed club MOU and District addendum


Terms of QualificationTerms of Qualification

• Valid for one Rotary year

• Club responsibility for grant funds

• Disclose conflicts of interest

• Cooperate with all audits

• Use grant funds properly

• Implement the club MOU


• In 2010-11, contributions = $152,424


• In 2010-11, contributions = $152,424• $76,212 to World Fund and $76,212 to District


• In 2010-11, contributions = $152,424• $76,212 to World Fund and $76,212 to District• District-controlled funds split as follows:



Global Fund: 50% = $38,106Can be used for:Global matching grantsWorld Peace ScholarsGlobal ScholarsVocational Training TeamsPolio



Global Fund: 50% = $38,106 District Fund: 50% = $38,106

Can be used for: Can be used for:

Global Matching Grants Club projects (community and international)

World Peace Scholars Local contingency fund

Global Scholars Scholarships

Vocational Training Teams Vocational Training Teams

Polio Polio


2013-14

2010-11 2011-12

$$152,424

$38,106$38,106

$76,212 $76,212

Grant Distribution ExampleANNUAL FUND GIVING -- SHARE

2012-13


Designing a ProjectDesigning a Project


Learning ObjectivesLearning Objectives

• Identify best practices for designing a project

• Develop a plan to implement your project

• Understand how to create measurable goals


Successful Grant ProjectsSuccessful Grant Projects• Real community needs

• Frequent partner communication

• Implementation plan

• Sustainable

• Proper stewardship of funds


Needs AssessmentNeeds Assessment

• Base project on the community’s need

• Assess resources of your club and potential partners

• Talk to the community


PartnersPartners

• RI Convention

• Project fairs

• LinkedIn

• Matchinggrants.org/global

• International meetings

• Rotary Showcase / Facebook


Project PlanningProject Planning

• Form a three-person grant committee

• Assign roles

• Implementation plan

• Budget

• Contingency plan

• Document retention plan


Creating a BudgetCreating a Budget

• Realistic

• Competitive bidding

• Reasonable prices

• Disclose conflicts of interest


Setting GoalsSetting Goals

• Measurable

• Sustainable

• Qualitative (descriptive)

• Quantitative (numeric)


Setting GoalsSetting Goals

• Gather baseline data

• Set goals

• Determine method of measurement


Applying for and Applying for and Implementing a GrantImplementing a Grant



• Write a successful grant application

• Understand grant financing

• Discuss the importance of evaluation


Rotary Foundation GrantsRotary Foundation Grants

• Global grants

• District grants (block grants)• District Community Grants• District International Grants

• Packaged grants

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District vs. Global Grants:District vs. Global Grants:a comparisona comparison


District vs. Global GrantsDistrict vs. Global GrantsDistrict Grants

Funding:• District applies for a block

grant, up to 50% of DDF, and distributes smaller amounts to clubs for projects.

• No World Fund match.• Awarded to District by the

TRF. District distributes funds to clubs.

Global Grants

Funding:• Clubs and Districts apply

for a minimum World Fund award of $15,000, for a total project budget of at least $30,000.

• World Fund match of 1:1 for DDF, and 0.5:1 for cash.

• Awarded by TRF.



Partner:• No partner required, can be

local or international, District and Club must be qualified.

Scope or Vision:• Must be related to TRF’s

mission.• Short-term, one-time, smaller

in scope.

Global Grants

Partner:• International Rotary partner

and host partner, both must be qualified.

Scope or Vision:• Must align with at least one

of the six areas of focus.• Long-term, sustainable,

measurable.



Activity Type:• Educational, vocational, or

humanitarian.

Planning:• Shorter planning time.

Involvement:• Active Rotarian participation.

Global Grants

Activity Type:• Educational, vocational, or

humanitarian.

Planning:• Longer planning process.

Involvement:• Active Rotarian

participation.


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


Rotary FoundationRotary FoundationFamily Feud!Family Feud!


Global GrantsGlobal Grants


Applying for Global GrantsApplying for Global Grants

• Two-step application process online

• Meet goals of area of focus

• Be sustainable

• Involve Rotary clubs in two districts

• Must have international Rotary partner

• Minimum budget of US$30,000

• District confirms club is qualified


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


Sustainable ProjectsSustainable Projects

Giving a community the skills and knowledge to maintain project outcomes for the long term, after grant funds have been expended


ApplicationApplication


Why Change?Why Change?

Simplify



Centralized

Simplify



Centralized

Simplify

Maximize Impact


Global Grant First StepsGlobal Grant First Steps

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Applying for Global Grants


The ProcessThe ProcessGlobal Grant First Steps – Rotarian led


• Areas of Focus• Community need• Participation• Community skills• Long term benefit• Measurable results• Type of activity


•Sponsors•Budget•Financing•Authorizations


• Humanitarian

• VTT

• Scholarship


• Sustainability• Community Needs• Materials and

Technology• Funding• Knowledge• Motivation


Further Help


Title

Primary Contacts


Application number

Planned activitiesType of activity


Areas of Focus


Contacts

Committee members


Budget

Supporting Documents


Funding


Authorization


Primary Contact Authorizations


You’re Done!You’re Done!


Global Grant FinancingGlobal Grant Financing

• DDF matched 100% with World Fund

• Rotarian cash contributions matched 50% with World Fund

• Non-Rotarian cash contributions


How Does It Work?

Cash DDF match World Fund match

$9,000$9,000 $9,000 on DDF

$4,500 on cash

$13,500

$9,000 + $9,000 + $13,500 = $31,500


Financing GuidelinesFinancing Guidelines

• Contributions raised by Rotarians

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

• Funds cannot come from other grants

• Contributions credited to donor


ImplementationImplementation

• Communication

• Financial management plan

• Recordkeeping

• Following original plan


EvaluationEvaluation

• Assists with reporting

• Improves future projects

• Based on goals

• Ongoing process

• Identifies successes


Case Studies:Case Studies:Global or District Grant?Global or District Grant?


Packaged GrantsPackaged Grants



• Allow clubs and districts to work with Rotary’s strategic partners to implement pre-designed projects.

• Visit the rotary.org website to see what Packaged Grants are available.

• Apply via Member Access, similar to the Global Grants application process.

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* Are funded entirely by the Foundation and contributions from strategic partners.

* Align with Rotary’s six areas of focus.

* Include scholarships, humanitarian projects, and vocational training.

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Strategic PartnersStrategic Partners


District Grants:District Grants:* District Community Grants* District Community Grants* District International Grants* District International Grants


District Grant RequirementsDistrict Grant Requirements

Rotary Club must contribute funds towards the grant.

District Grant applications must be submitted by May 31, 2013.

Funds will be disbursed once final project report is received.

Project must relate to TRF Mission Statement.


District Grant RequirementsDistrict Grant Requirements

Rotarians must be actively involved in the project.

Club must be qualified.


Rotary Foundation MissionRotary Foundation Mission

To enable Rotarians to advance world understanding, goodwill, and peace through the improvement of health, the support of education, and the alleviation of poverty.

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Two people from club attend GMS.Sign and implement Club MOU.Application deadline: May 31, 2013.District Grant Committee will write Spending Plan.Preliminary notification will be given to club as to

whether its project is included in the Spending Plan.


Spending Plan submitted to TRF.TRF approves (hopefully!) our spending plan.Club receives final approval that its grant has been

approved.Club proceeds with its project, completes it, and

submits final report.Once final reports are approved, grant funds will be

disbursed.


Oversight and ReportingOversight and Reporting



• Identify best practices for managing funds and record keeping

• Identify which documents need to be retained

• Understand reporting requirements


Financial Management PlanFinancial Management Plan

• Bank account for funds

• Distributing funds

• Use checks/bank cards to track funds

• Detailed ledger

• Include local laws


Document RetentionDocument Retention

• Provide access

• Retain for a minimum of five years

• Make copies


District Grant ReportsDistrict Grant Reports

• Progress reports are to be submitted no later than Dec. 31, 2013.

• Final reports due within 30 days of completion, but no later than May 31, 2014.

• Unused grant funds must be returned promptly.


Global Grant Reports: FrequencyGlobal Grant Reports: Frequency

• Progress reports• Within 12 months of first payment• Every 12 months through the life of the grant

• Final report within 2 months of completion


Global Grant Reports: ContentGlobal Grant Reports: 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


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)


QualificationQualification



• Understand qualification requirements

• Manage your club’s qualification


Qualification RequirementsQualification Requirements

• Two club members attend a grant management seminar

• Submit signed club MOU and District addendum


Club Qualification ChecklistClub Qualification Checklist

What MOU requirements does your club already implement?

What requirements does your club need to implement?

What type of club members would be good choices to help implement the club MOU?


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


Additional ResourcesAdditional Resources


Thank you!Thank you!


Disbursements of Annual Fund


Three Pots of Funding

Grant Management Seminar 1 District 6360 Grant Management Seminar.

Documents

Transcript of Grant Management Seminar 1 District 6360 Grant Management Seminar.