District 5500 Grant Management Seminar 1

2 Overview Nancy Cassel, DGE

District 5500 Grant Management Seminar Meet the DRFC Handout 3

District 5500 Grant Management Seminar 4 Seminar Purpose Understand how to manage a Rotary Foundation grant Learn stewardship expectations Prepare clubs to implement the memorandum of understanding Qualify clubs to receive grant funds

District 5500 Grant Management Seminar The Rotary Foundation Motto: Doing good in the world 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 5

District 5500 Grant Management Seminar 6 Successful Grant Projects Meet community needs Have frequent partner communication Have implementation plan Are sustainable Practice proper stewardship of funds

District 5500 Grant Management Seminar Terms To Know Global Grant: $30,000 minimum project size, administered by The Rotary Foundation District Grant: $8,000 maximum, administered by District 5500 District Designated Funds (DDF): money that comes back to the District based upon contributions 3 years previous 7

District 5500 Grant Management Seminar Terms To Know, Cont. Memorandum of Understanding: contract that the club signs, agreeing to abide by grant rules Areas of Focus: 6 Areas of Focus established by The Rotary Foundation as organizational priorities Sustainability: Making projects last 8

District 5500 Grant Management Seminar 9 Stewardship Stewardship is the responsible management and oversight of grant funds Standard business practices Rotarian supervision Financial records review Oversight of funds Reporting of irregularities Timely submission of reports

District 5500 Grant Management Seminar 10 Qualification Requirements Attend a grant management seminar Agree to club memorandum of understanding and submit signed MOU to district Be in good standing as defined by D5500 Bylaws

District 5500 Grant Management Seminar 11 Terms of Qualification Valid for one Rotary year Club responsibility for grant funds Disclose conflicts of interest Cooperate with all audits Use grant funds properly Implement the club MOU

District 5500 Grant Management Seminar Finding and Funding a Project Teree Bergman, PDG 12

District 5500 Grant Management Seminar Learning Objectives Finding a good project Finding partners Raising funds 13

District 5500 Grant Management Seminar Finding a Project RI Convention Matchinggrants.org/global Project fair Personal travel Rotary Showcase District Leaders 14

District 5500 Grant Management Seminar 15

District 5500 Grant Management Seminar 16

District 5500 Grant Management Seminar Funding a Project The Rotary Foundation Club fund raising Partner with other clubs Partner with other districts Partner with other organizations Business sponsors Personal contributions 17

District 5500 Grant Management Seminar 18 Sally Montagne, DGN Creating a Project

District 5500 Grant Management Seminar Learning Objectives Learn rules of the new program Choose a project based on community needs Create a project that will be approved: Do a community assessment Use the 6 Areas of Focus Include eligible activities Make project sustainable Develop measurable goals Develop a budget 19

District 5500 Grant Management Seminar What Is the New Model? It is similar to our current grant system: There will be 2 kinds as now – smaller ones awarded by our District and larger ones awarded by Rotary District Simplified Grants = District Grants Matching Grants = Global Grants For District 5500 this is good news! 20

District 5500 Grant Management Seminar What does the New Grant Model Mean to D5500? More money for District grants $75,000 next year vs. $20,000 this year Larger match available for District Grants $8,000 next year vs. $2,000 this year 21

District 5500 Grant Management Seminar Kinds of Global Grants Humanitarian projects Big impact Sustainable Vocational Training Teams Build skills in a community Graduate scholarships Must include work in an Area of Focus and can include a project 22

District 5500 Grant Management Seminar Eligible Activities Include the Same Rules as Currently: Must involve clubs in 2 different countries, including the country hosting the project. Must be a new project that has not yet started Must be for a community in need Must be Rotarian planned and administered Cannot pay the administrative costs or salaries of another organization Cannot be an activity primarily implemented by a non-Rotary organization 23

District 5500 Grant Management Seminar Eligible Activities - New Can do rehabilitation and repair to existing buildings, including new roofs Can include travel for scholars, vocational training teams, project beneficiaries, and professionals needed for project implementation Can now do medical camps 24

District 5500 Grant Management Seminar Rule # 1- Work with Host Club Both clubs active in project planning Host club helps with community assessment and project implementation Frequent communication critical. Why? Communicate! How? 25

District 5500 Grant Management Seminar Ways of Communicating Skype Share photos and videos Webinars Go to Meeting Visits 26

District 5500 Grant Management Seminar 1 st Step: Community Assessment What is a community assessment? Why is it necessary? How is one done? AG Jim Nook will be our guide 27

District 5500 Grant Management Seminar Community Assessment Jim Nook Region 6 Assistant Governor 28

District 5500 Grant Management Seminar Community Assessment What was planned What was needed 29

District 5500 Grant Management Seminar Community Assessment What was plannedWhat was found 30

District 5500 Grant Management Seminar Community Assessment Assess resources of your club and partner club Assess wants and needs of the community Utilize the Internet Assess the project needs 31

District 5500 Grant Management Seminar Resources What are the members’ interests? What are the members’ skills? What are the available financial resources? 32

District 5500 Grant Management Seminar Community Wants and Needs Communicate with community leaders Communicate with end-users Utilize face-to-face, survey forms, personal observations 33

District 5500 Grant Management Seminar Internet Resources Search for community information to identify possible needs Search for possible partners − other Rotary Clubs, NGOs See what others have done and build on successes 34

District 5500 Grant Management Seminar Project Needs Are electricity and other utilities available? Are there shipping and customs concerns? Is start-up training needed? Can equipment be maintained in the future? 35

District 5500 Grant Management Seminar Value of Needs Assessment Preparation of the application will be easier Approval of the grant will be smoother Success of the project will be greater 36

District 5500 Grant Management Seminar 37

District 5500 Grant Management Seminar Areas of Focus and Sustainability Areas of Focus and Sustainability Sally Montagne, DGN 38

District 5500 Grant Management Seminar Global Grant Application GG application available in January, 2013 Grant will be on-line and Interactive, based on primary Area of Focus Questions re assessment, sustainability, and measurability will vary depending on Area of Focus 39

District 5500 Grant Management Seminar 40 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

District 5500 Grant Management Seminar Areas of Focus The Bible for designing Global Grants: “Areas of Focus: Statements of Purpose and Goals” (Current Version) July 2012 Available: Class handouts, District website, and Rotary website 41

District 5500 Grant Management Seminar 42 Sustainability Impact continues after funds are spent Optimal use of local resources and locally produced materials Prepare professionals to increase impact Create an ongoing funding source

District 5500 Grant Management Seminar Sustainability Insure Impact Continues Train local doctors, as well as treat patients Start local business to help pay expenses Enable community to continue on its own Optimal Use of Local Resources Parts available locally Trees and plants native to the area Teach water harvesting methods 43

District 5500 Grant Management Seminar Exercises in Sustainability Small Groups – Given one of following Areas of Focus & report on sustainable plan: Water and sanitation Maternal & child health Basic education & literacy Economic & community development 44

District 5500 Grant Management Seminar Report on Exercises 45

District 5500 Grant Management Seminar Measuring Results How would you measure results in the exercise projects? Rotary will also provide “Measurement Toolkits” for each area of focus. They will also be part of the Interactive on-line Global Grant application. 46

District 5500 Grant Management Seminar 47 Creating a Budget Realistic Competitive bidding Pro-forma Invoices and Internet prices Disclose conflicts of Interest

District 5500 Grant Management Seminar Timing of Global Grant Applications Global Grants will be on-going and there will be no application deadlines Clubs may begin their application process February 2013 Funds will not be available until after July 1, 2013, when the new program begins 48

District 5500 Grant Management Seminar District Approval and Financing New: Total Cost – Project cost $30,000 or more Same as Now: Rule of Thumb: Club needs to provide at least 1/3 of project total DDF is not automatically awarded District approval needed for any DDF plus the amount of the DDF 49

District 5500 Grant Management Seminar Applying for a Global Grant Get qualified Sign MOU Fill out on-line interactive application (available in January, Work with district grants committee to obtain District Designated Funds 50

District 5500 Grant Management Seminar Summary of Global Grants Application will be interactive and on-line only Application must: Meet the community’s needs Be within an Area of Focus Contain only eligible activities Be sustainable and continue after funds spent Have measurable results Contain projects totaling at least $30,000 51

District 5500 Grant Management Seminar District Grants Teree Bergman, PDG 52

District 5500 Grant Management Seminar Learning Objectives District Grant rules Types of District Grants 53

District 5500 Grant Management Seminar Grant Rules Up to 50% of DDF available each year District sets rules and administers grants Short-Term – preferably completed within current Rotary year International or local Rotary planned and administered Must be new project 54

District 5500 Grant Management Seminar Grant Rules, Cont. Must be planned in advance – apply between 7/1 and 9/1 Must benefit a community in need Club match must be cash No purchase of land or buildings Club must provide receipts and comply with reporting requirement Club must be in good standing 55

District 5500 Grant Management Seminar Two Types Small Maximum grant:$2,000 Similar to current District Simplified Grant Areas of Focus preferred Sustainability preferred Large >$2,000 to $8,000 Club must be qualified Must be in area of focus Must be sustainable 56

District 5500 Grant Management Seminar Applying for a District Grant Follow District rules and procedures Application packet available at rotaryd5500.org Complete any unfinished District Simplified Grants 57

District 5500 Grant Management Seminar Oversight and Reporting Michael Drake, PDG 58

District 5500 Grant Management Seminar 59 Learning Objectives Managing funds Record keeping, retention Reporting

District 5500 Grant Management Seminar 60 Financial Management Plan Written plan (search “Financial Management Plan Worksheet” at Bank account District Grant: May use existing club account Global Grant: Separate account for each grant, two signatories Maintain standard set of accounts for income and expense for each grant Excel, QuickBooks, hard copy ledger book

District 5500 Grant Management Seminar Financial Management, Cont. Disbursement of funds Who authorizes? Pay by check Inventory of equipment, other assets Monthly bank reconciliation Plan for transferring custody of bank account 61

District 5500 Grant Management Seminar Record Keeping and Retention Records to keep Club Memorandum of Understanding (MOU) Project needs assessment, budget Beneficiary documents, agreements Vendor quotes, agreements Bank statements Income and expense account ledgers 62

District 5500 Grant Management Seminar Records, Cont. Receipts and invoices Correspondence Reports Photos Retain for 5 years after project completion 63

District 5500 Grant Management Seminar District Grant Reports To Whom Timetable District Grants Chair Interim report by May 1 Final Report within two months of project completion 64

District 5500 Grant Management Seminar District Grant Reports, Cont. Contents Project Summary Demonstrate personal, hands-on involvement Involvement of partner sponsor club or of international host club Evaluation of attainment of project goals Number of beneficiaries and how they benefited Demonstrate sustainability and area of focus 65

District 5500 Grant Management Seminar Global Grant Reports To Whom Timetable The Rotary Foundation through Member Access Progress reports within 12 months of 1 st grant payment and every 12 months thereafter Final report within 2 months of project completion 66

District 5500 Grant Management Seminar Global Grant Report, Cont. Content Description of project How partner clubs and districts were involved Demonstrate attainment of project goals Demonstrate that the goals of one or more Areas of Focus were met 67

District 5500 Grant Management Seminar Global Grant Report, Cont. How the funds were spent Number of beneficiaries and how they benefited How the project will be sustained after completion 68

District 5500 Grant Management Seminar Conflict of Interest Rotarians, their family, and friends should not benefit from disbursement of grant funds, directly or indirectly Even the appearance of impropriety should be avoided 69

District 5500 Grant Management Seminar Qualification Ellie Patterson, Grants Committee 70

District 5500 Grant Management Seminar 71 Learning Objectives Understand qualification requirements Manage your club’s qualification

District 5500 Grant Management Seminar Why Have Qualification? Provides clubs with information on: Rotary grant procedures Good project management practices Financial stewardship requirements Assures RI that clubs have the proper financial and stewardship controls in place to successfully manage funds

District 5500 Grant Management Seminar 73 Club Qualification Requirements Attend a grant management seminar (2 club members must attend a seminar by D5500 in the year prior to qualification) Submit club MOU, read, understood, and signed by: Club president Club president Club must be in good standing as defined by district bylaws

District 5500 Grant Management Seminar Memorandum of Understanding Three pages, covering: 1. Terms of qualification 2. Club leadership responsibilities for qualification 3. Financial management plan 4. Bank account requirements 5. Report on use of grant funds 6. Document retention 7. Reporting misuse of grant funds

District 5500 Grant Management Seminar Club Must be in Good Standing Club must be current on District dues Club must be current on RI dues Club president-elect must attend PETS (Presidents-Elect Training Seminar)

District 5500 Grant Management Seminar 76 Maintaining Qualification Follow terms of club MOU Appoint club member/committee to manage club qualification Fully implement stewardship practices to prevent misuse of funds

District 5500 Grant Management Seminar 77 Thank you