District 5580 Grant Management Seminar JULY 2012

Purpose 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 Ensures that projects Have proper financial control Adhere to technical standards Meet the needs of the beneficiaries Fulfill their objectives Safeguard funds

Successful Grant Projects Meet community needs Include frequent partner communication Have implementation plan Are sustainable Maintain proper stewardship of funds

Stewardship Stewardship 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 Requirements Attend a grant management seminar Agree to club memorandum of understanding and submit signed MOU to district Be Aware of Funding & Reporting Needs

Terms 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

Funding Scholarships: from Global Grant (TRF + DDF) from District Grant (Club + DDF) VTT: from Global or District. GSE: from *District Grants District –Smaller international, local projects. $1.00 DDF to $1.00 CLUB, Minimum DDF $500.00, maximum $5,000 one club, $15,000 - 3 club collaboration. Global – Larger international projects. Club funds+TRF (World Fund)+District (DDF). Minimum $35,000. Packaged Grants- Humanitarian, VTT, Scholarship, TRF (World Fund)+ Strategic Partners.

Session 1 Designing a Project

Learning Objectives Identify best practices for designing a project Develop a plan to implement your project Understand how to create measurable goals

Successful Grant Projects Real community needs Frequent partner communication Implementation plan Sustainable Proper stewardship of funds 11

Needs Assessment Base project on the community’s need Assess resources of your club and potential partners Talk to the community Ensure local women play a role! Best; develop a community economic development Committee.

Partners RI Convention Project fairs LinkedIn Matchinggrants.org/global International meetings Rotary Showcase / Facebook

Project Planning Form a three-person grant committee Assign roles Implementation plan Budget Contingency plan. What if? Document retention plan

Creating a Budget Realistic Competitive bidding Reasonable prices Disclose conflicts of interest

Setting Goals Measurable Sustainable Qualitative (descriptive) Quantitative (numeric)

Setting Goals Gather baseline data Set goals Determine method of measurement

Learning Objectives; Session 1?? Identify best practices for designing a project Develop a plan to implement your project Understand how to create measurable goals

Session 2 Applying for and Implementing a Grant The order of this session is really confusing and out of order. I think this is going to need work. I am happy to help with reordering if you like.

Learning Objectives Write a successful grant application Understand grant financing Discuss the importance of evaluation

Rotary Foundation Grants District grants: For smaller local, international projects. Application deadline prior to Rotary Year so “one window of opportunity”. Most important: Plan prior to Rotary Year! Global grants: Larger International Projects. Applications on a rolling basis beginning April 1st prior to and throughout Rotary Year. Again Pre Plan! Packaged grants: Predesigned, TRF and Strategic Partners. Refer to TRF website

Application KIM: We need a different photo; this one implies that students are filling out the application.

Global Grant First Steps

Applying for Global Grants **New www.rotary.org/grants Then click: “begin process” to work on Application. Work with assigned Mentor to complete Application. Click “save as” until final draft is completed. Click ‘Send” when satisfied as complete. Copy for Club & District Records. Please Folks!! Work with us on this.

Applying for Global Grants Refer to Terms and Conditions, including: Meet One or more of six areas of focus. Be sustainable. Partners:*Host Club and *International Club. Minimum budget of US$35,000. Districts confirm their clubs are qualified. Practice sound Stewardship.

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

Global Grant Financing Our Clubs’ Funds matched 100% by 5580 DDF and 50% by TRF World Fund. DDF Matched 100% by TRF World Fund. TRF world fund Minimum Grant = $15,000. so: Minimum Project Cost = $35,000. ** New: Non-Rotarian cash contributions. Now matched $0.50 to $1.00 by TRF World Fund (from IA)

Financing 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

Applying for a District Grant for 2013-14 Rotary Year District website; Future Vision Page District Grant Proposal/Application. Refer to Terms and Condition for Criteria. Meet TRF Mission Statement Send 1st Draft to D-5580 Admin. Secretary Work with Mentor; send final by April 30.

Applying for a District Grant for 2013-14 Rotary Year Cont. Approved Applications included in District Spending Plan in May. TRF approval should be by late June. Funds available early July pending status of past years Final Reports. Do Not initiate project prior to TRF approval of District Spending Plan

Implementation Communication Financial management plan Recordkeeping Following original plan

Evaluation Assists with reporting Improves future projects Based on goals Ongoing process Identifies successes Lessons Learned?

Learning Objectives; Session 2 ?? Write a successful grant application Understand grant financing Discuss the importance of evaluation

Session 3 Oversight and Reporting

Learning Objectives Identify best practices for managing funds and record keeping Identify which documents need to be retained Understand reporting requirements

Financial Management Plan Dedicated Project Bank account for funds Distributing funds Use checks/bank cards to track funds Detailed ledger Include local laws Estimates. Quotations Receipts (zero balance) Translate to English

Resources Document retention worksheet Financial management plan worksheet Transferring custody of a bank account More on Rotary.org

Document Retention Provide access Retain for a minimum of five years Make copies

District Grant Reports Progress Reports Progress report at 6 months from funds received and every 6 months thereafter Final report at 2 months from project completion Sunset for completion @ 2 years from funds provided

Global 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: 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 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)

Learning Objectives; session 3 ?? Identify best practices for managing funds and record keeping Identify which documents need to be retained Understand reporting requirements

Session 4 Qualification

Learning Objectives Understand qualification requirements Manage your club’s qualification

Qualification Requirements Attend a Grant Management Seminar (GMS) Submit signed club MOU & Addendum by current Pres. & Pres. Elect prior to incoming Rotary Year so; now for 2013-14 Work with District mentor and Grants Committee

Maintaining Qualification Follow terms of club MOU Appoint club member/committee to manage club qualification Fully implement stewardship practices to prevent misuse of funds

Learning Objectives; Session 4?? Understand qualification requirements Manage club qualification

Thank you Questions?