Future Vision Rotary Grants Program District 6940 Grants Training Seminars August-September 2013

Still about Rotary Service … Doing good in the world ... Future Vision Grants Training D-6940

New model of Rotary grant-making based on transformative charity Future Vision Started July 1, 2013 What is Future Vision? New model of Rotary grant-making based on transformative charity Future Vision Grants Training D-6940

Why Future Vision? For Rotary Foundation Centennial Support TRF as evolving organization Growth in Rotary grant activity Relevance in philanthropic world Incorporate feedback from Pilot Sustainability, Significance, Simplification Future Vision Grants Training D-6940

Doing Good in the World TRF Motto and 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. Future Vision Grants Training D-6940

District Grants Global Grants Packaged Grants New TRF Grants District Grants Global Grants Packaged Grants Future Vision Grants Training D-6940

Grant Types in Future Vision District Grants Local & regional service projects Ambassadorial Scholarships Group Study Exchange (GSE) Address community need Local Disaster recovery Done by Rotarian volunteers Fund limited travel Global Grants International service projects Advanced Scholars linked to Grants Vocational Training Team (VTT) TRF Areas of Focus Large-scale Disaster Recovery Structured Volunteer service Fund travel, training, infrastructure Future Vision Grants Training D-6940

Future Vision Funding Model ANNUAL PROGRAMS FUND 50% 50% SHARE District Control Trustee Control District Designated Fund World Fund Other (Cash, DAF, Endowment) 50% (max) 50% (min) District Grants Global Grants (World Fund match Future Vision Grants Training D-6940

District Grants

District Grants Replace old DSG – District Simplified Grants Club-sponsored projects with modest budget No Rotary partners required No World Fund match – only DDF and cash Can be local or international project Consistent with Rotary mission & guidelines Payment released as reimbursement for activity Future Vision Grants Training D-6940

District Grants Address community need or problem Done in one year or less Hands-on Rotarian service New “home” for GSE-type activity Avoid repeat projects  look for impact Handout: Model District Grant Application Future Vision Grants Training D-6940

District Grant Projects: Examples Snacks and for after-school tutoring program. Send Shelter Boxes to Florida hurricane site. Food for school backpack nutrition project. Build playground for daycare center serving children with special needs. Cultural or friendship exchange between Rotarians in two districts, similar to GSE. Future Vision Grants Training D-6940

Global Grants

Global Grants Global Grants replace Matching Grants Club-sponsored international service projects Led by Rotary partners in 2 countries Must relate to Rotary Area of Focus Require active Rotarian participation Larger timeline and grant amounts Minimum budget for GG project is $30,000 Measurable impact, Sustainable outcomes Future Vision Grants Training D-6940

TRF Focus Areas for Grants Peace and Conflict Resolution Disease Prevention and Treatment Water and Sanitation Access Maternal & Child Health and Welfare Basic Education and Literacy Economic & Community Development Future Vision Grants Training D-6940

Global Grant Projects: Examples Water & Sanitation: Help residents rural villagers build latrines & hand-washing sinks and get hygiene education. Global Scholar: Help Florida scholar earn civil engineering degree to work on water & sanitation projects. Disease Prevention: Purchase malaria treatment supplies and manuals for prevention education for Kenya clinic. Education & Literacy: Send training team from FSU College of Education to Guatemala to demonstrate literacy teaching methods for adults with no formal education. . Future Vision Grants Training D-6940

Who’s Who in a Global Grant Host Partner: club or district in project country International Partner: club or district outside site Both Partners have a Project Committee Both Partners make funding contributions (cash and DDF) Both Partners responsible for reporting Partner club (or district) must be Qualified Sponsors: clubs or districts that contribute money or volunteers to a project, but are not directly involved in implementation and oversight. Future Vision Grants Training D-6940

Matching vs. Global Grant Comparison Matching Grant Global Grant Buy incubators for hospital Train staff on equipment Start community-based classes for new mothers Offer more pre-natal care Measure of results and evaluate sustainability Provide incubators for neo-natal unit at children’s hospital in Panama Future Vision Grants Training D-6940

Matching vs. Global Grant Comparison Matching Grant Global Grant Purchase workbooks and equipment for school Train teachers for the new program Develop job placement and apprentice programs Measure results and evaluate sustainability Purchase workbooks and equipment for high school vocational training program in Bahamas Future Vision Grants Training D-6940

Global Grant Funding Project sponsored by Qualified clubs or districts Global Grants funded with DDF and cash contributions from Rotary Partners & Sponsors Minimum Global Grant budget is $30,000 – half comes from Partners and Sponsors and half from World Fund. All funding sources must be identified in the application and sponsor payments in hand before work can start. Future Vision Grants Training D-6940

Special Components of Global Grants Global Grant projects may include: Rotary Scholarship Vocational Training Team (VTT) Expert Travel We will explain these programs in later training sessions. TRF wants more use of Rotary scholars and Skill Training Exchange in Global Grant projects. Future Vision Grants Training D-6940

Packaged Grants

Packaged Grants Brand new program -- started July 2013. Collaboration between Rotary and designated humanitarian charities. Project Plan, Budget, Funding are established (packaged) by TRF. Opportunities for Rotarians to provide technical training, volunteer labor, special skills. TRF has approved small number of PG Partners; more in the pipeline. Future Vision Grants Training D-6940

Rotary Grants Process

Qualification

Qualification comes first! Clubs and Districts must be QUALIFIED to get Rotary Grants under Future Vision. Qualification ensures proper oversight of projects and financial controls. Qualification process builds club leadership and involvement in grants. In D-6940, each club must be Qualified to apply for any Future Vision grants. Future Vision Grants Training D-6940

Club Qualification Process Club President appoints Grants chair/committee. Grants chair or club leader completes 4 hours of approved Rotary Grants Training. Club fulfills TRF requirements for grants training, club assembly, bank account, management plan, record retention plan, etc. Club president submits signed Memorandum of Understanding (MOU) to District. Club has no overdue reports on prior projects. Future Vision Grants Training D-6940

Qualification MOU Memorandum of Understanding - MOU Document confirms club agreement and readiness to manage its grants activity MOU signed by president and president-elect and submitted April-June Club Qualification is renewed each year Ensures accountability and access to records Handout: Club MOU checklist Future Vision Grants Training D-6940

Creating Your Grant Proposal Create “dummy” project Proposal. Future Vision Grants Training D-6940

Plan Your Grant Project Form grant committee Assign roles and tasks Set S.M.A.R.T goals Specific, Measurable, Attainable, Relevant, Timely Create project budget and timeline Implementation plan, with contingency Work on funding and sponsor recruitment Future Vision Grants Training D-6940

Project Plan and Proposal

Complete Grant Proposal … Has Project Committee for both Rotary partners Defines project activity, budget and timeline Documents need and local support Confirms funding and sources Assigns tasks for Rotarian involvement Sets specific goals and objectives Includes monitoring and evaluation plan Submitted to District Grants Committee for review and approval. Future Vision Grants Training D-6940

Needs Assessment Global Grants require formal Needs Assessment. Assess problem, solutions, local resources, and what will be done by the Rotary partners. Assessment usually done by the Host Partner, working with the beneficiary community. Utilize available resources and research data to make the case for your project. Beneficiary community must show support for the project and capability to maintain it. Future Vision Grants Training D-6940

Principles of Sustainability Sustainability is required for Global Grants and recommended for District Grants Means continued impact after grant ends Utilize local economic, cultural, social resources Involve beneficiaries; help them own the project Seek input from local, grassroots groups Teach technical and leadership skills Future Vision Grants Training D-6940

Global Grant Funding All Rotary contributions matched by TRF. Cash contributions matched 50 cents per dollar. District Designated Funds (DDF) matched dollar for dollar; most valuable! Cash contributions may come from Rotary clubs or Rotarians. Individual donors get PHF credit. Non-Rotary cash donations can be matched if they are designated in advance for project and flow through Rotary. Future Vision Grants Training D-6940

Rotary Grant No-Nos Beneficiaries (non-Rotarians) cannot provide local funds in exchange for receiving grant. Rotary grant funds cannot be turned over to another organization. Cannot purchase land or buildings, or do major construction on existing site. Rotary projects cannot have faith-based or religious goals or activity. No comingling funds from other grants, Rotary or non-Rotary. Future Vision Grants Training D-6940

Grant Application Process

District Grants: Application Process Jan-Feb Mar - April April May June July Clubs prepare project proposals. Clubs submit applications for next year Grants Committee reviews proposals, confirms eligibility, makes recommendations. SHARE Committee approves grant projects and authorizes DDF funding. DGE submits District Grants Spending Plan for next year to TRF for approval District grant projects begin when Qualification & funding in place. Future Vision Grants Training D-6940

Global Grant Application Process Global Grant applications approved on rolling basis – no deadlines. New applications submitted from July through May, if DDF funds are available. Clubs should submit preliminary proposal to Grants Chair for eligibility review. Applications are done online; reviewed by District Committee and TRF staff. Approved projects begin when application is approved and all funding is in place. Future Vision Grants Training D-6940

Screenshots: rotary.org Member Access Future Vision Grants Training D-6940

Project Implementation Future Vision Grants Training D-6940

Implementation Process Communicate with your Partners Use good financial management Document what is done  good and bad Follow the plan, or request revision Measure impact and Evaluate results Encourage sustainability by training and educating the beneficiaries Future Vision Grants Training D-6940

Grant Reports - Content State how Rotary partners were involved Describe what was done and when Explain beneficiary training & education Evaluate impact and measure goal achievement. Show relevance to Rotary Area of Focus Document expenditures & fiscal oversight Feedback from beneficiaries Future Vision Grants Training D-6940

Grant Reports - Frequency District Grants: Progress Report every 6 months, with Final Report on project completion. Global Grants: Progress Report 12 months from first payment, and every 12 months through project life cycle. Final Report, with financial records and evaluation, due within 60 days of completion. Note: Clubs with overdue reports will not be eligible to apply for new grants. Future Vision Grants Training D-6940

Project Evaluation  Every Global Grant application must include Measurement & Evaluation Plan.  District Grants should include brief plan for Monitoring and Evaluation. What are the goals & objectives? What will be evaluated and when? What measurement methods will be used? How will corrections be made if evaluation shows problems? Future Vision Grants Training D-6940

Stewardship is accountability for the use of donated funds, shown by: Provide Stewardship Stewardship is accountability for the use of donated funds, shown by: Rotarian supervision of project Follow established business practices Report irregularities and address problems Get approval for changes in plan Review all financial transactions Submit timely and complete reports Future Vision Grants Training D-6940

Rotary Grant Management Future Vision Grants Training D-6940

Manage Your Grant Grant Management is the process of applying good business practices and principles to implementation of a grant project. Ensures proper financial control, oversight and transparency Supports fulfillment of project objectives and measurement of results Provides good stewardship of investor (donor) contributions Future Vision Grants Training D-6940

Grants Management: Reporting District Grant reports are submitted online, via DACdb website. Grant Report includes documentation of all income and expenditures for project. Club president must approve report submission; Grants Chair can handle uploading process. Club should keep paper records for one year; district reports/records will be retained 5 years. Report required before payment is issued. Future Vision Grants Training D-6940

Grants Management: Keeping Records What should clubs retain for Grant Reports? Project Plan and District Grant Application Grants bank account statements Activity reports and photos Expenditure documentation Documentation of community contributions Documentation of Rotarian participation Final Report Future Vision Grants Training D-6940

District Spending Plan and 2014 Timeline DGE Dave Rauch

District Spending Plan District Governor-elect is responsible for preparing the Annual Spending Plan, which identifies how district will spend its DDF “shares” in the following year. Spending Plan is based on club & district contributions to TRF from three years ago. Some DDF is allocated for district grants and remainder for global grants. Future Vision Grants Training D-6940

District Spending Plan 2013-14 District Grants $43,000 DDF $102,000 impact 24 projects, 38 clubs 3 international Avg. grant $1750 Global Grants $100,000 avail. DDF 8 projects in progress 12-14 clubs $500,000 impact Work on 4 continents Focus: Water, Sanitation, Health, Literacy, Jobs, Camp Future Vision Grants Training D-6940

6940 Grants Planning for 2014 NOTE THAT ALL DATES USED IN THIS TRAINING SESSION ARE TENTATIVE AND MAY BE ADJUSTED AS WE MOVE INTO 2014. Dates are provided now to assist you with club planning. Final grant activity deadlines will be announced in December. Future Vision Grants Training D-6940

6940 District Grant Timeline for 2014 Jan 2 – Feb 28 Mar 1 – Apr 16 Apr 16 – 30 May 9-10 May 30 June 30 July 1 July 15 Clubs plan district grant projects Clubs submit applications online District Grants Committee review SHARE Committee review & approval District Grants Plan submitted to TRF TRF approves District Grants Plan District Grants confirmed w/Qualification District Grant activity may start Future Vision Grants Training D-6940

District SHARE Committee Recommends DDF Allocation Plan and approves District Grant awards. Members of District SHARE committee: District Governor District Governor-elect District Governor-nominee District Foundation Chair 5 Club Representatives (Top 32Clubs in Total Giving, Top 3 Clubs in Per Capita Giving) ex officio: Stewardship Committee Chair, District Grants Chair Future Vision Grants Training D-6940

District Contacts about Grants Foundation Chair Grants Chair Audit Committee Chair Governor-elect John Tice Christine Isham John Kuykendall Dave Rauch Future Vision Grants Training D-6940

SUMMARY What Did YOU Learn Today?

Rotary Grants in Future Vision District Grants – similar to DSG Global Grants – replace Matching Grants Packaged Grants – new concept More district decisions and control More club responsibility & accountability More options for local and worldwide service Results-based philanthropy by Rotarians Future Vision Grants Training D-6940

What’s Different about Future Vision Grants? Streamlined grant-making process to address Rotarian-identified needs in world communities. New process and timeline, with district handling more project approval & funds distribution. Clubs must be Grants Qualified and develop their own project proposals and grant applications. Allocation of DDF to clubs via revenue-sharing is replaced with district-wide spending plan. Requires strategic (future) planning of projects. Future Vision Grants Training D-6940

Learn More about Rotary Grants What if I Can’t Remember What I Learned Today, or Need More Information about Future Vision Grants? You can find our Grant Training program, worksheets, and forms on DACbd website. Log in and click the “FILES” tab. Then, open “secure files” under Future Vision Training. More TRF training resources under “Future Vision” tab. Future Vision Grants Training D-6940

DACdb Screenshots Future Vision Grants Training D-6940

DACdb Screenshots Future Vision Grants Training D-6940

How to submit District Grant Info Online Go to DACdb website http://www.directory-online.com/Rotary/SecLogin3.cfm Log in and Click GRANTS tab at top Open Club Grant Dashboard on left Review pending Grant – with Eye icon Edit existing Grant – with Pencil icon Finish Application & Submit Authorization Use “New Request” tab to start Application Future Vision Grants Training D-6940

DACdb Screenshots Future Vision Grants Training D-6940

DACdb Screenshots Future Vision Grants Training D-6940

DACdb Screenshots Future Vision Grants Training D-6940

Grants Training Session is Done! Future Vision Grants Training D-6940