District 6510 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 At least 2 members attend; 3 is better Attend Grant Certification Training seminar Agree to club memorandum of understanding and submit signed MOU to district Yearly Training for Grant Certification

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

Designing a Project

Successful Grant Projects Real community needs Frequent partner communication Implementation plan Sustainable Proper stewardship of funds 9

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

Needs Assessment Base project on the community’s need Assess resources of your club and potential partners Talk to the community

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

Project Planning Rotary has firm Grant/Project rules: Must be a New Project Won’t pay for already completed Project Won’t pay for already started Project Bills/receipts before July 1 not accepted

Creating a Budget Realistic Competitive bidding Reasonable prices Disclose conflicts of interest Use the Budget spreadsheet (DaCdb, Files tab, GrantApplicationTraining folder)

Rotary Foundation Grants District grants Global grants – Ask us – We have experts Packaged grants – going away

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

Applying for and Implementing a Grant Write a successful grant application Understand grant financing Discuss the importance of evaluation

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

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

Financing Guidelines District 6510 Guidelines for funding District Grant can fund up to 2/3 of total Club Treasury funds at least 1/3 of total Maximum District Grant $2,000 We have to adjust to number of Applications and total funds available

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

Implementation Communication Financial management plan Recordkeeping Following original plan

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

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 Bank account for funds (Global Grants) Distributing funds Use checks/bank cards to track funds Detailed spreadsheet Include local laws

Financial Record Keeping Document retention files Hard copies, Hard drive, DaCdb Financial management spreadsheet Transferring custody of a bank account More on Rotary.org

Document Retention Provide access – you may be audited Retain for a minimum of five years Make copies Scanned copies Your hard drive and DaCdb

District Grant Reports DaCdb Final Report Only need Interim Report if delayed Scan all records as PDFs All pictures as JPEG (aka JPG) Pictures should be ‘Rotarians in Action’

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) Not illegal – just report it in Final Report

Qualification Requirements At least 2 members attend Grant Certification Training 3 attendees is better – if someone leaves Submit signed club MOU

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

Thank you Now, some DaCdb training