Grants Overview RY D7610 Club Leadership Training Seminar May 14, 2011

District Simplified Grant? Matching Grant? 3-H Grant? Which Grant?

District Simplified GrantMatching Grant How big is the project?Up to around $1,000Must be at least $10,000 Who administers the grant?Our District 7610District 7610, with The Rotary Foundation Where will the project take place? Local or internationalMust take place outside of the internat’l partner Rotary Club Is there a partner Rotary Club abroad? Not requiredYes – need a host country partner abroad (you are the int’l partner) How long will our project take to complete? Must be a project that can be finished in a year or less Can take more than a year Do Grants Terms and Conditions apply? Yes; and must file report with D7610 Yes; and must file report every 12 months with TRF Who do I contact for more information? Joe Akkara Jim Vollmer

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

How much District Designated Funds (DDF) was available for District Simplified Grants this year? We had almost $39k in DDF available for District Simplified Grant projects this Rotary Year Our District will have used all of this allocated amount – we had 35 Rotary Clubs participating from our District, involving 19 Projects, including three multi- club Projects!

Rotarian’s Charity of Choice6 District Simplified Grants Tangier Island Medical Clinic

Matching Grants Matched funds for humanitarian endeavors –1:1 match for DDF –0.5:1 match for cash Local and international sponsors Matching Grants (US$5,000 - $25,000) Competitive Matching Grants (US$25,001 - $150,000)

How much District Designated Funds (DDF) was available for Matching Grants this year? We had $137,959 in DDF available for Matching Grant projects this Rotary Year ($96,740 for this RY + $41,219 from last RY). Our District has used most of this allocated amount after 16 MG applications that were approved, involving 23 Rotary Clubs from our District alone!

Where will all this $$$ go? For example: Londrina, Brazil Wum, Cameroon; Sunyani Central, Ghana; Pignon, Haiti; Kathmandu, Nepal; Turks and Caicos Islands; Joniskis, Lithuania; Rivne, Ukraine; Odessa, Ukraine; Smila, Ternipyl, and Bershad, Ukraine; USA (Virginia); and Luanshya, Zambia. Our District 7610 DDF will eventually end up in 15 countries around the world through Matching Grant Projects alone, not to mention countless local communities in our own District through our DSG Projects.

Rotarian’s Charity of Choice10 Matching Grants Charlottesville, Albemarle, Blue Ridge Rotary Clubs’ Wum, Cameroon Water Project

Rotarian’s Charity of Choice11 Matching Grants McLean Rotary Club’s Guatemala Surgical Equipment

D7610 Rotary ClubsOther Rotary ClubsProject Countries Albemarle Rotary Alexandria Rotary Ashburn Rotary Bailey’s Crossroads Rotary Blue Ridge Rotary Burke Rotary Charlottesville Rotary Dulles International Rotary Falls Church Rotary Fredericksburg Rotary Kilmarnock-Irvington-White Stone Rotary McLean Rotary North Stafford Rotary Northern Neck Rotary Lake Ridge Rotary Leesburg Rotary Rappahannock-Fredericksburg Rotary Reston Rotary Springfield Rotary Stafford Rotary West Springfield Rotary Woodbridge Rotary Vienna Rotary Bamenda-Cameroon Rotary Carshalton Rotary De Londria Norte Rotary East London Rotary East London Sunrise Rotary Joniskis Rotary Kathmandu North Rotary Korovohrad Rotary Kyiv Multinat’l Rotary Luanshya Rotary Nassau Sunrise Rotary Odessa Rotary Peoria North Rotary Puebla NM Rotary Queenstown Rotary Rocky Mount Rotary Rovidenciales Rotary St. Andrew North Rotary Sun City Rotary Sunyani Central Rotary Yeong Nam Rotary Bahamas Brazil Cameroon Egypt Ghana Jamaica Lithuania Nepal South Africa Turks and Caicos Island Ukraine USA Zambia

Rotarian’s Charity of Choice13 Matching Grants D7610 – Sunyani, Ghana Water Supply Project II $25,000 Alexandria - Odessa, Ukraine Health Ctr Minivan 6,000 Alexandria - Joniskis, Lithuania, Playground 3,795 Alexandria – Alexandria, VA, Meals on Wheels 3,390 Alexandria - Pignon, Haiti, School Project 11,358 Ashburn - Ukraine Incubator Project 3,450 Ashburn - Ukraine Orphanage Project 6,227 Falls Church - Jamaican Polio Rehab Project 5,000 Falls Church - Brazil Equipment for Handicapped 1,750 Charlottesville - Cameroon Water Project, Phase III 16,500 Dulles - Zambia Water Project Phase II 10,000 (Cont’d next slide)

Rotarian’s Charity of Choice14 Matching Grants (cont’d) Herndon - Pignon, Haiti, Water Project$10,138 Lake Ridge - Egypt Hospital Project 3,700 Leesburg - Nepal Orphanage Project 5,435 KIWI - Open Arms 4,250 Rappahannock - Bahamas Autism School 1,325 Rappahannock - South African Boys Homeless Shelter 600 Rappahannock - Turks and Caicos Islands Orphanage Project 3,000

3-H Grants Long-term, self-help benefits Integrative approach Rotarian and beneficiary participation 2-4 years Previous Matching Grant partnership 10% minimum contribution

How Does Timing Work Out? District Simplified GrantMatching Grant When should we start planning for the project? President-Elect of Rotary Club should start thinking about it as July approaches. It takes about a year to plan the project and get everything in place. When should the Rotary Club submit final application to District? From 7/1 of new RY to 8/15.Plan to submit application to the District by May or June, so that the District may then submit the final signed application to TRF by 7/1 of the new RY. Once submitted, when is approval notified? 1 – 2 months Once approved, when is money sent? Fall of new RY1 -2 months When should Report be filed Interim Report by winter, and the Final Report by May 1 Every 12 months

Keys to Success Project meets real needs of receiving community Project plan with goals and anticipated outcomes Rotarian, club, district, and community support Effective partnerships and communication Proper fiscal oversight – Rotarian participation and STEWARDSHIP!!!

Join Your Fellow Rotarians in Implementing a Humanitarian Grant Project Develop a Project Idea – give yourself plenty of time Find out what’s needed and how much funds you need Find a partner here and broad Call someone in the Grants team Work out details of the project and fill out the application

Humanitarian Grants Terms and Conditions

Humanitarian projects Rotarian participation in projects Development of Rotary networks Spend consistently with TRF guidelines and approved application Vigilant oversight Appropriate Use of Funds

Construction/renovation Purchase of land or buildings Salaries of cooperating organization employees Cooperating organization expenses Post-secondary education International travel (except VSG & 3-H) Inappropriate 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 Inappropriate Use of Funds

Stewardship TRF funds - sacred trust Competent and thorough supervision Standard business practice Implementing projects as approved Financial review of projects Timely and complete reporting Reporting irregularity to TRF

District Leadership District Rotary Foundation Committee Chair: PDG Travis White (incoming – PDG Chuck Davidson) Authorize DDF Submit District Simplified Grant requests Maintain DDF records District Governor: DG Ron Marion (incoming – DGE Jon Allan) Jointly authorize DDF with DRFCC District Grants Subcommittee: Chair, Suyong Min MG Chair Jim Vollmer, DSG Chair Joe Akkara Certify applications for completeness Authorize district-sponsored grant applications

/grants.htm Resources

District Simplified Grants? Joseph A. Akkara Tel. (703) , Matching Grants? Jim Vollmer Tel (703) , Grants in General? Suyong Min Tel (703) , Questions???

District Simplified Grants (DSG)

The District Simplified Grant program supports service activities and humanitarian endeavors of your Club, including the International ones.

DSGs are funded solely by District Designated Funds, which are funds that result from your contributions to The Rotary Foundation's (TRF) Annual Programs Fund. It is your contributions to the Annual Fund that make up the DSG funds possible. Thank you for your continued support !!!

Project must be new Not a project that was funded by DSG earlier. Not a project that your Club has done in the past, or has been doing annually. It should be substantially different. It could be new thrust area of a larger project. If in doubt, please ask. Project must be new Not a project that was funded by DSG earlier. Not a project that your Club has done in the past, or has been doing annually. It should be substantially different. It could be new thrust area of a larger project. If in doubt, please ask. REQUIREMENTS

Active Participation by Rotarian REQUIREMENTS (Coninued) Rotarians must be actively engaged in various phases of the project. Planning, organizing, fundraising, publicity, execution, reporting and review. Analysis: What went right and what went wrong. The project must not be a simple pass-through, whereby grant funds are simply awarded to another organization. Rotarians must be actively engaged in various phases of the project. Planning, organizing, fundraising, publicity, execution, reporting and review. Analysis: What went right and what went wrong. The project must not be a simple pass-through, whereby grant funds are simply awarded to another organization.

REQUIREMENTS (Coninued) Project must NOT fund the following: Building of any structures. (houses, schools, work places, etc.), or any structures attached to such structures (hoses, plumbing, electricity lines, etc.) Administrative expenses of another organization. Stipends of any kind. International travel costs (plane tickets, train tickets, etc.). Building of any structures. (houses, schools, work places, etc.), or any structures attached to such structures (hoses, plumbing, electricity lines, etc.) Administrative expenses of another organization. Stipends of any kind. International travel costs (plane tickets, train tickets, etc.).

Applications: Eight International Projects with 17 clubs (5 in ) Five Literacy Projects (9 in ) Five Health related Thirteen Community Projects (13 in ) Six Multi-Club Projects- 2 to 12 Clubs per team (2 in )

Applications: Twenty two project (24 last year) Forty five Clubs Participated (31 last year) Requested from the DSG $60,535 ($45,048) Contribution by Clubs $21,866 Contribution by Others $13,107 Total amount budgeted $95,508 Total Projected expenses > $130,000 DSG funds available$39,000

Final Report Narrative statement with project outcomes clearly defined. Information regarding the impact of the projects on the beneficiaries. Full description of Rotarian oversight, management and involvement in the project. Statement of income and expense (receipts/bank statements). Detailed narrative describing the implementation of the projects and how experiences gained will inform/guide the district for the next Rotary year. Final Report should be signed by the Project coordinator and the Club President.

Final Report (cont.) Financial Report Currency Used: Exchange Rate: = 1 USD Income Sources of Income Currency Amount 1. DSG funds from the District = xxxx Other funding (specify) = xxxx Total Project Income =

Final Report (cont.) Financial Report (Continued) Currency Used: Exchange Rate: = 1 USD Expenditure (be specific and add lines as needed) Budget Items Name of Supplier Currency Amount Total Project Expenditures xxxx.00 xxxx.00

DSG Application (REQUIREMENTS) Application Deadline: August 15, Grant maximum $ per Club. Clubs are required to match a minimum of $100.00, even if the requested amount is less than $ Clubs may submit Team projects, but the grant maximum and club match requirements apply for each club. Application Deadline: August 15, Grant maximum $ per Club. Clubs are required to match a minimum of $100.00, even if the requested amount is less than $ Clubs may submit Team projects, but the grant maximum and club match requirements apply for each club.

DEADLINES Submit on or before Aug. 15, 2011 Progress Report: Jan, 1, 2012 Final Report: May 1, 201

MG Handouts D7610 Club Leadership Training Seminar May 14, 2011

Humanitarian Grants Terms and Conditions

MG Application Project Description

MG Application Host & Int’l Partner Rotary Club Contact Information

MG Application Project Budget

MG Application Project Financing

MG Application Project Planning

MG Application Authorizations

MG Application More signatures!

Guide to Matching Grants