Humanitarian Grants Program

Humanitarian Grant Standards Rotarian participation Rotary networks Humanitarian needs Stewardship

Rotarian Participation Active participation Participation from both countries Club and district commitment and responsibility

Rotary Networks Develop stronger Rotary networks Cultivate Rotarian, club, and district partnerships Cultivate relationships with other organizations

Humanitarian Needs Host Rotarians and community identification of needs and project initiation Sustainable development Involvement of local community and beneficiaries

Stewardship Treating TRF funds as a sacred trust Competent and thorough supervision of the project Standard business practice Reporting irregularity to TRF

Stewardship Implementing projects as approved Financial review of projects Timely and complete reporting 4-Way Test Declaration of Rotarians in Businesses and Professions

Humanitarian Grants Program Updates

Recent Changes - Rationale Ensure available resources Increase transparency Improve quality of reports

Minimum Grant Award Effective 1 July 2005 Minimum US$5,000 award from TRF – Sustainable projects – Increased community impact

Individual Grants Effective 1 July 2005 Moratorium on new applications for Effective 1 July 2006 Moratorium lifted for travel after 1 October 2006

Reporting Requirements Effective 1 July 2005 Progress reports required at least every twelve months Final report due within two months of projects completion

Report Content Project accomplishments Rotarian participation Statement of income and expense Bank statement Impact on beneficiary

Host Partner Contribution Effective 1 July 2006 US$100 minimum contribution – Greater investment of host partner – Increased local oversight

Project Committee Effective 1 July 2006 Project committee of at least three Rotarians – Host and international – Lends itself to increased transparency – Corporate responsibility

DGSC Certification Effective 1 July 2006 Host or international partner DGSC – Required to review applications before submission to TRF – Certify accuracy and completeness

Timelines Effective 1 July 2006 Applications must meet conditions for approval within six months of receipt at TRF Approved applications must meet conditions for payment within six months after approval

Blane Immunization Grants Program ending by 31 December 2007 Deadline for submitting new applications is 31 December 2006 All final reports must be submitted by 31 December 2007

How to Create a Viable Humanitarian Project

Keys to Success Project meets real needs of receiving community Rotarian, club, district, and community support (host and international) Proper fiscal oversight Effective partnerships and communication Project plan with goals and anticipated outcomes

Steps to Success Step One: Needs assessment

Needs Assessment Gather information about a community problem Evaluate the club’s and community’s: – Strengths and assets – Challenges and needs – Opportunities for projects – Hindrances to projects

Steps to Success Step One: Needs assessment Step Two: Develop a partnership and build needed networks

Steps to Success Step One: Conduct a needs assessment Step Two: Develop a partnership and build needed networks Step Three: Match community needs with the interest and strengths of the partners

Steps to Success Step One: Conduct a needs assessment Step Two: Develop a partnership and build needed networks Step Three: Match community needs with the interest and strengths of the sponsors Step Four: Create a project plan and budget

Creating a Project Plan Cooperative effort of all sponsors Purpose of project – who, what, where, when and how Community involvement Rotarian participation

Creating a Budget Based on the agreed upon project plan Within the means of the sponsors Reasonable Reflect an appropriate use of funds Adhere to TRF eligibility guidelines

Budget A good budget contains: Items to be purchased A description of the purpose, if unclear Price of the items Corresponding supporting documentation (price quote) Exchange rate used to determine US$ value

Steps to Success Step One: Conduct a needs assessment Step Two: Develop a partnership and build needed networks Step Three: Match community needs with the interest and strengths of the sponsors Step Four: Create a project plan and budget Step Five: Obtain funding

Funding Budget Supporting documentation (price quotes) Contributions plus the Foundation match = =

Cultivating and Sustaining Partnerships and Communication

Purpose of Partnership Meets Trustee standard of developing Rotary networks Builds international understanding, goodwill, and peace Allows Rotarians to learn and share from each other Strengthens Humanitarian Projects

Effective Partnership Clearly defined responsibilities Detailed plan of action Clear and open lines of communication Knowledgeable and motivated partners Mutual respect

Equitable Partnerships International partner does not impose project on host partner Host partner expects active involvement of international partner International partner participates in addition to providing funds

How to Find a Partner WCS Projects Exchange Group Study Exchange International meetings District conferences International travel Volunteers

Effective Communication Know project partners Anticipate cultural misunderstandings Discuss problems openly and freely Communicate in a timely manner Practice patience and good humor

Project Committee Oversees and implements project Reports to board of sponsoring clubs Comprised of at least three members ( effective 1 July 2006)

Committee Members Committed Experts Accessible Respected Responsive Multi-lingual Without conflicts of interest

Primary Contacts Must be member of the: – club if club- sponsored – district if district-sponsored Represents the committee Should have access to and fax

Project Promotion Project partners Local press Presentations to other Rotarians Conferences Internet

District Simplified Grants

Utilize a portion of the district’s DDF – 20% of DDF – 1 grant per district per Rotary year Humanitarian Endeavors – Local community – International service Direct Rotarian involvement

Policies and Guidelines Adherence to standard grant policies Respect wishes of receiving community

Rotarian Involvement Community needs assessment Project committee Project implementation Liaison with community leaders and beneficiaries Project promotion

Request Procedure Districts are strongly encouraged to submit requests in year prior to funds being spent Requests accepted: 1 July – 31 March Requests approved: 1 August – 15 May

Request Form Amount requested DRFC chair and DGE authorization Payee Information (bank account)

Payment Procedure Payment released at start of Rotary year Payment of second DSG depends on submission of progress reports showing expenditure of at least 50% of prior grant Maximum of two paid open grants

Grants Over US$25,000 Payment made in installments based upon a spending plan Subsequent payments released after progress reports are received Publicity plan required prior to payment Annual independent financial review

Report Content Cumulative, District-level information Statement of income and expense Bank statement Individual project reports

Individual Project Report Narrative statement about beneficiaries Itemized list of expenditures Detailed description of project Description of Rotarian involvement

Matching Grants

Address humanitarian conditions that benefit a community in need Direct Rotarian involvement Match at least two countries (host and international) 1:1 match for DDF and 0.5:1 match for cash contributions

Matching Grant Types Matching Grants – Award US$ 5,000 - $25,000 Competitive Matching Grants – Award US$ 25,001 - $150,000 – Microcredit / Revolving Loan Fund

Competitive Grants Community needs assessment Publicity and spending plan Revolving loan fund supplement Annual independent financial review

Policies and Guidelines Adherence to Terms and Conditions of Matching Grant Award Must be humanitarian project Project must benefit a community in need

Communicate with partners for life of project Establish committees to oversee project Plan and implement project jointly Visit project site Submit reports to TRF Ensure proper stewardship of grant funds Rotarian Involvement

Application Procedure 1 July – 31 MarchMatching Grant applications accepted 1 August – 15 MayMatching Grant applications approved 1 January & 1 AugustCompetitive Matching Grant application deadline

Report Content Project accomplishments Rotarian involvement Information on the beneficiary Statement of income and expense Bank statement

Health, Hunger and Humanity (3-H) Grants

Philosophy of 3-H Give them a fish and they eat for a day. Teach them to fish and they eat for a lifetime.

Program Requirements Improve health Alleviate hunger Enhance human and social development Advance international understanding, goodwill and peace

Program Requirements Long-term, self-help benefits 2-4 years Previous Matching Grant partnership US$100,000 - $300,000 award 10% minimum contribution

Program Requirements Community needs assessment Rotarian support and participation Beneficiary participation Integrative approach

Integrative Approach Components of integrative approach – Training – Community participation – Capacity building – Technical expertise – Equipment and materials

Rotarian Involvement Work with community to design and implement project Participate in project activities Liaise with government officials Visit project site Control project funds Publicize project

Beneficiary Participation Assist with project design Attend training sessions Develop Rotary Community Corps Provide manual labor Develop local resources Organize to address new needs

Application Procedure 1 July – 31 MarchProposals accepted Eligible proposals receive application. 1 AugustApplication deadline 1 NovemberFinal deadline for application completion DecemberTrustees select applications to receive advance site visit. December – February Advance site visitors visit projects and report to Trustees. AprilFunding decision

Partner information Matching Grant number (previous partnership) Project description Rotarian, community and cooperating organization participation Sustainability Budget Proposal Form

Stewardship

Stewardship Treating TRF funds as a sacred trust Competent and thorough supervision of the project Standard business practice Reporting irregularity to TRF Implementing projects as approved

Stewardship Financial review of projects Timely and complete reporting 4-Way Test Fiduciary responsibility Declaration of Rotarians in Businesses and Professions.

Stewardship The trustees rely on the integrity of the clubs and Rotarians engaged in project implementation to ensure that funds are used effectively for the purpose for which they were given.

Appropriate Fundraising Expectations: Service Above Self Beneficiaries should not contribute funds to receive assistance. Club must keep accurate, detailed records of donations. Reciprocal relationships should not be formed.

Appropriate Fundraising Expectations (continued): Funds should be used for intended purpose. Paul Harris Fellow recognition should be obtained only by: – contributing US$1,000 to TRF – receiving the voluntary recognition of another entity’s US$1,000 contribution

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

Eligibility Guidelines Grant funds must not be used for: Construction/renovation Purchase of land or buildings Salaries Cooperating organization expenses Post-secondary education International travel (except Individual Grants)

Eligibility Guidelines Grant funds must not be used for: 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

Accounting Separate accounts should be established for each grant Project account name should be such that it is easily identifiable with the club and project All grant payments should be made by check to facilitate record-keeping

Stewardship As stewards of The Rotary Foundation, the trustees are responsible to the donors to demonstrate that donations were used appropriately.

Stewardship A donor who understands that funds were used in an appropriate and responsible manner is more likely to give to the Foundation again to support projects.

District Leadership Roles and Responsibilities

GrantsPolioPlusGSE Alumni Annual Giving Scholarships Permanent Fund District Subcommittee Chairs The Rotary Foundation RRFCs District Governor Immediate PDGDGE District Rotary Foundation Committee Chair District Rotary Foundation Committee

DRFC Chair Qualifications Should be a PDG Respected throughout the district Current DG cannot serve as DRFC Chair Appointed for three-year term

DRFC Responsibilities Allocate and distribute SHARE DDF Establish and maintain strict adherence to stewardship guidelines Work with: – DG to plan, coordinate and evaluate TRF activities – DGE to establish goals – District Trainer on TRF programs

DRFC Responsibilities Serve as primary contact person for District Simplified Grants Serve on 3-H Grant project committee

DGSC Chair Qualifications Successful participation in Humanitarian Grant project Familiarity with Humanitarian Grant program Multi-lingual Professional expertise in public health, international development or grant-making

DGSC Responsibilities Certify grant applications as accurate and complete prior to submission Assist clubs to develop viable projects Serve as district experts on humanitarian grants Work with DRFC to distribute DDF Authorize district sponsored grants

Role of Chair vs. Committee Chairs represent committees Decisions should be made by full committees Chair decisions should represent wishes of committee

District Leadership Ease administrative burden of DG Streamline administrative procedures Local expertise Build district team Continuity of leadership

Questions?