DISTRICT 6400 GRANT WORKSHOP Mary Kehoe District Grant Subcommittee Chair

Learning Objectives Humanitarian grant standards Appropriate use of funds Grants Reports Stewardship Resources Future Vision Pilot Program

Humanitarian Grant Standards Development of Rotary networks Rotarian participation –Required & Suggested Activities Humanitarian needs Stewardship

Eligible Use of Funds Humanitarian projects Short-term rent or lease of buildings Construction of infrastructure (service roads, wells, dams, bridges, latrines, etc.) Purchase of equipment or appliances Short-term and/or contracted labor for project implementation Detailed, itemized expenses

Ineligible Use of Funds Construction/Renovation Purchase of land or buildings Salaries of cooperating organization employees Cooperating organization expenses Post-secondary education activities International travel

Ineligible Use of Funds Establishment of Foundation or trust Personal benefit Duplication of TRF or Rotary program Reimbursement of existing project Excessive support of beneficiary Inauguration parties or meetings

3-H GRANT

3-H Grant After RY H grants will be phased out. Deadline for a proposal for this year was June 30, 2009 Deadline for grant application is August 15, 2009

VOLUNTEER SERVICE GRANT

Volunteer Service Grant Volunteer Service Grants have been completely phased out for

MATCHING GRANTS

Matching Grant Matched funds for humanitarian endeavors - 1:1 match for DDF -.5:1 match for cash Local and international sponsors Matching Grants (US$5,000 - $25,000) Competitive Matching Grants (US$25,001- $150,000)

Business Cycle Matching Grant 1 July – 31 MarchMG applications 1 August – 15 May Applications/requests approved

Matching Grant New Fax # for MG Applications

How to Complete a Matching Grant Application

Application received, acknowledged Application reviewed Grant approved Agreement form, contributions, payee information returned to TRF Overview of Process

Payment issued Reports submitted Final report reviewed File closed

Read Matching Grant application and The Guide to Matching Grants Identify international partner Conduct community needs assessment Preparations

Design eligible project to meet need Prepare budget Request support from your district Rotary Foundation committee chair and district grants subcommittee chair Preparations

Project Description Who, what, where, when and how Continuity of project after the grant Detailed description of Rotarian activities

Host & International Partners Club or district project Provide all contact information Contacts must be in good standing with RI All contacts must be in sponsoring club

Project Budget Itemize expenditures Supplier names must be provided Invoices not required, but may be requested Indicate exchange rate

Project Financing Financing must equal budget Calculate in US$ Indicate cash or DDF DRFC chair and DG must authorize use of DDF

Project Planning All questions must be answered Equipment cannot be owned by Rotarians or Rotary clubs Customs clearance must be arranged

Authorizations Authorizations signed by current year officers Club-sponsored vs. district- sponsored All signatures must be submitted with the application (otherwise application will not be processed)

Cooperating Organizations Cooperating Organization vs. beneficiary Letter of participation from Cooperating Org Letter of endorsement from host partner

Final Report Both sponsors are responsible for reports –Should include input from both sponsors Club / district handling grant funds should take the lead in reporting

DGSC Review District grants subcommittee must confirm that the application is complete Host or international partner Does not guarantee Trustee approval

Completion Checklist Helpful to ensure that the application is accurate and complete

Helpful Hints Stay current on grant reporting Pay RI Membership dues on time Communicate with your co-sponsors Complete all sections of the application Keep copies of all documents

COMPETITIVE MATCHING GRANT

Competitive Grants Grant requests from US$25,001-$150,000 –Community Needs Assessment

Competitive Grant Submit annual independent financial reviews Include a publicity and spending plan Progress report when need next installment of grant

Business Cycle Competitive Matching Grant 1 August Submit application October-November App. Approved

US$0 World Fund Awards Submitted from July 1, 2009 through March 31, 2010 Part of funding for MG must be DDF Minimum Project funding total is US$ 10,000

REPORTS

Reports Progress reports are due at least every twelve months for the life of the project Final report is due within two months of the project’s completion

Report Content Project accomplishments Rotarian involvement Community impact Financial Statement Bank statement Additional information

Reports HOW TO COMPLETE A MATCHING GRANT REPORT

Project Information Grant number Project country Progress vs. final report Reporting period dates Partners

Project Narrative Original objectives Actual accomplishments When, where, who (beneficiaries) Scope change

Rotarian Involvement Detailed description of non-financial Rotarian involvement—host and international Number of Rotarians participating

Community Impact Number of beneficiaries Project impact on beneficiaries Long-term community impact

Financial Statement Currency and exchange rate Statement of income and expense Bank statement Certifying signature

Additional Information Optional section Information provided helps to measure success of program Suggestions are welcome Use checklist!

Reporting If sponsors do not comply with reporting requirements, they will not be eligible to receive future grants.

DISTRICT SIMPLIFIED GRANTS Traci Sincock District Simplified Grant Subcommittee Chair

District Simplified Grants Administered by district leadership DDF (maximum 20% of new DDF) Local or international projects District is sole sponsor Direct Rotarian involvement required

District Simplified Grants Rotarian Involvement by: Assessment of community needs Establishment of a committee of at least 3 Rotarians for project oversight Oversight of funds Involvement in the implementation Promotion of project in the local media

District Simplified Grants Application accepted from Aug 1, 2009 through Sept. 15, 2009 One application per club and one collaborative project with one or more clubs Dollar value of requested DSG grant: Minimum $1000 – Maximum $2500 Annual Giving Donation for must be $75 per capita

WORLD COMMUNITY SERVICE DISTRICT 6400 MATCHING GRANT DG Neil McBeth Chair: PDG Jennifer Jones

World Community Service Dist.6400 Grant Project Name and Description Host Club’s Name and Information Budget Signatures

District 6400 Designated Funds

DIST. DESIGNATED FUNDS (DDF) 50% Annual Giving $132, Carry forward , TOTAL DDF $180,522.19

DIST. DESIGNATED FUNDS (DDF) Total DDF available $180, Cultural Scholars 22, Dist. Simplified Grant 26, Pending/Decision Grants 15, Polio Plus/Intn’l Study/GSE Total DDF money Available $116,193.19

STEWARDSHIP

Stewardship The trustees rely on the integrity of the clubs and Rotarians engaged in project implementation to ensure that funds are used effectively for the purpose for which they were given.

Stewardship Implementing projects as approved Financial review of projects Timely and complete reporting

KEYS TO SUCCESS

Keys to Success Know project partners Detailed plan of action Clearly defined responsibilities Anticipate cultural misunderstandings Discuss problems openly and freely Practice patience and good humor

RESOURCES

Resources District Rotary Foundation committee District Grants Subcommittee TRF staff

Resources HOW TO FIND APPLICATIONS ON RI WEB SITE Type in Grant Applications

Resources HOW TO FIND APPLICATIONS ON DISTRICT 6400 WEB SITE Go to Resources near top of page Click on Download Center Click on District Click on D6400 Foundation Application

10 Matching Grant Pitfalls Budget does not equal financing Rotarian Participation consisted only of contributing funds Contributions were sent to the TRF before grant approval Application is submitted in piecemeal fashion Partners are delinquent on Reporting

10 Matching Grant Pitfalls Application is missing signatures Communication between Partners is weak Project does not meet real needs of community Partner clubs are not in good standing with RI Partners change project scope without obtaining prior approval from TRF

FUTURE VISION PILOT PROGRAM

Future Vision Pilot Program District Grants – 50% of District DDF Global Grants – 50% of District DDF Two types of Global Grants Club and District Global Grants Minimum World Fund award is $15,000 Maximum is $200,000 Packaged Global Grants

QUESTIONS?