District XXXX Grant Management Seminar District 6650 Grant Management Seminar

District XXXX Grant Management 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 2 District 6650 Grant Management Seminar

District XXXX Grant Management Seminar Grant Management Ensures that projects Are administered with proper financial control Adhere to superior technical standards Meet the needs of the beneficiaries Fulfill their objectives Safeguard donors’ funds 3 District 6650 Grant Management Seminar

District XXXX Grant Management Seminar Successful Grant Projects Meet community needs Have frequent partner communication Have implementation plan Are sustainable Practice proper stewardship of funds 4 District 6650 Grant Management Seminar

District XXXX Grant Management Seminar Stewardship Stewardship is the responsible management and oversight of grant funds, including: Standard business practices Rotarian supervision Financial records review Oversight of funds Reporting of irregularities Timely submission of reports 5 District 6650 Grant Management Seminar

District XXXX Grant Management Seminar Misuse of Grant Funds Clubs and the District are required to track, investigate and resolve reports of misuse of grant funds Have those with concerns of misuse submit reports in writing to the DRFCC with their signatures to ensure credibility No new grants will be approved until the situation is resolved TRF may intervene in the process 6 District 6650 Grant Management Seminar

District XXXX Grant Management Seminar Qualification Requirements Submit signed club MOU Attend a grant management seminar Club president, president-elect, foundation chair sign MOU and attend GMS Be current with District and RI dues Be current with all grant reports 7 District 6650 Grant Management Seminar

District XXXX Grant Management Seminar 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 8 District 6650 Grant Management Seminar

District XXXX Grant Management Seminar Maintaining Qualification Follow terms of club MOU Appoint club member/committee to manage club qualification Fully implement stewardship practices to prevent misuse of funds Any misuse or mismanagement of grant funds will result in either suspension or revocation of the club’s qualification 9 District 6650 Grant Management Seminar

District XXXX Grant Management Seminar Successful Grant Projects Real community needs Frequent partner communication Implementation plan Sustainable projects Proper stewardship of funds 10 District 6650 Grant Management Seminar

District XXXX Grant Management Seminar Needs Assessment Choose a project that is based on the community’s need Assess resources of your club and potential partners Talk to the community 11 District 6650 Grant Management Seminar

District XXXX Grant Management Seminar Project Planning Form a three-person grant committee Assign roles Implementation plan Budget Contingency plan Document retention plan 12 District 6650 Grant Management Seminar

District XXXX Grant Management Seminar Creating a Budget Goals of the project Realistic Competitive bidding Reasonable prices Disclose conflicts of interest 13 District 6650 Grant Management Seminar

District XXXX Grant Management Seminar Setting Goals Gather baseline data Measurable Sustainable Qualitative (descriptive) Quantitative (numeric) Determine method of measurement 14 District 6650 Grant Management Seminar

District XXXX Grant Management Seminar Oversight and Reporting Identify best practices for managing funds and record keeping Identify which documents need to be retained Understand conflict of interest Understand reporting requirements 15 District 6650 Grant Management Seminar

District XXXX Grant Management Seminar Financial Management Plan Bank account for funds Use checks/bank cards to track funds Distributing funds Detailed ledger Include local laws Written plan for transferring custody of bank accounts when signatories change 16 District 6650 Grant Management Seminar

District XXXX Grant Management Seminar Bank Account Requirements Separate bank account required for TFR grant funds Accounts must be low or no interest bearing Grant funds shall not be placed in investment accounts No comingling of TRF and local funds 17 District 6650 Grant Management Seminar

District XXXX Grant Management Seminar 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) Reporting Conflict of Interest is part of Stewardship 18 District 6650 Grant Management Seminar

District XXXX Grant Management Seminar Why Disclose Conflict of Interest? Rotarians have a reputation for honesty It ensures a fair process & transparency Potential Conflict of Interest doesn’t mean automatic disqualification from participation TRF Grant Coordinators can help resolve questions about Conflict of Interest 19 District 6650 Grant Management Seminar

District XXXX Grant Management Seminar Resources Document retention worksheet Financial management plan worksheet Transferring custody of a bank account More on Rotary.org 20 District 6650 Grant Management Seminar

District XXXX Grant Management Seminar Document Retention Retain for a minimum of seven years Transfer records to District Office Scan originals Make copies Provide access Audit 21 District 6650 Grant Management Seminar

District XXXX Grant Management Seminar What You Must Keep Signed Club MOU Grant Management Seminar attendance record Correspondence on Club qualification, including s Legal documents Bank information (Account details, statements, signatories) General ledger Annual financial assessment results Reports of misuse of grant funds Document retention procedures Succession plans Other documentation 22 District 6650 Grant Management Seminar

District XXXX Grant Management Seminar What You Must Keep Application Approval Notices Grant Agreements Grant Correspondence including Club Cash Contribution Forms Other fund requests and commitments Quotes for materials Beneficiary Documentation Needs assessment Agreements Vendor Documentation Quotes for materials Receipts and invoices Agreements Scholar Documentation Receipts and invoices Agreements Vocational Training Documentation Receipts and invoices Agreements Financial Documentation Bank statements Receipts Invoices Vouchers Inventory list Grant Reports Support documentation Photos Project summary Closure Letters Other Documentation Final Report 23 District 6650 Grant Management Seminar

District XXXX Grant Management Seminar Grant Document Retention Grant Approval Grant Retention Folder Application Approved Grant Supporting Documents DGS Recommendation The Rotary Foundation Pictures Invoices Inventory Control Final Report Bank Statements Interim Reports Performing the Grant Closing the Grant Pictures Invoices Inventory Control Acceptance Letter s Other Ledgers D6650Rotarians 24 District 6650 Grant Management Seminar

District XXXX Grant Management Seminar Rotary Foundation Grants District grants Global grants Packaged grants 25 District 6650 Grant Management Seminar

District XXXX Grant Management Seminar District Grants Block grant given to district, and district distributes to clubs 50% of DDF can be used for district grants Formula for awards to clubs based on per capita contributions to APF for previous year No TRF match for district grants Final Report 26 District 6650 Grant Management Seminar

District XXXX Grant Management Seminar District Grant Policies District Grants provide greater parameters and much more flexibility: District Grants provide funding to Rotary clubs and districts to support local and international humanitarian and service projects, community beautification, scholarships, and vocational training teams relating to the project/mission Scholarships with no restrictions on the level (secondary, university, or graduate), length, location (local or international), or area of study Service travel and disaster recovery efforts Vocational training teams for both domestic and international travel, Rotary and non-Rotary countries 27 District 6650 Grant Management Seminar

District XXXX Grant Management Seminar District Grant Policies District Grants must: Relate to the mission of The Rotary Foundation Comply with all policies and procedures of The Rotary Foundation, Terms and Conditions prescribed by TRF, and District 6650 Include the active participation of all Rotarians Adhere to the governing laws of the U.S. and the country where the activity is taking place and not harm individuals or entities Demonstrate sensitivity towards host country’s culture Only fund activities that have been approved in advance Comply with the District Conflict of Interest Policy Complete all required paperwork in a timely fashion 28 District 6650 Grant Management Seminar

District XXXX Grant Management Seminar District Grant Policies Only clubs that have been qualified can submit district grant applications Non-qualified clubs can participate but cannot sponsor or submit an application 29 District 6650 Grant Management Seminar

District XXXX Grant Management Seminar Applying for District Grants Applications for district grants precede the Rotary year in which they are completed Deadline for applying: 15 February 2013 Submit to: PDG George W. S. Hays, DRFCC Rotary District 6650 Office 203 Cleveland Ave. NW Canton, OH District 6650 Grant Management Seminar

District XXXX Grant Management Seminar 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 31 District 6650 Grant Management Seminar

District XXXX Grant Management Seminar TRF Principles of Sustainability Continued impact after Foundation funding is fully expended Multiple levels of sustainability which involve resource management, economic considerations, cultural norms and social norms Use of local resources, regional input, and local knowledge as much as possible Respect for natural resources and avoidance of harm to the local environment Reach the most beneficiaries possible Prepare scholars and individuals to contribute to new and innovative methods in professional fields within a Foundation area of focus Prepare participants to increase impact and improve effectiveness in the communities and vocations in which they work Use the input and skills of grassroots individuals and groups to ensure continuation of projects and activities 32 District 6650 Grant Management Seminar

District XXXX Grant Management Seminar Global Grants Online proposal and application Identify community needs Describe activities and outcomes How Rotarians will be involved General budget Meet goals of one or more area of focus Demonstrate sustainability Minimum budget of US$30, District 6650 Grant Management Seminar

District XXXX Grant Management Seminar Global Grant Financing DDF matched 100% with World Fund Rotarian cash contributions matched 50% with World Fund Contributions credited to donor Non-Rotarian cash contributions Funds cannot come from other grants Funds cannot be raised from beneficiaries in exchange for a grant 34 District 6650 Grant Management Seminar

District XXXX Grant Management Seminar Implementation/Evaluation Communication Financial management plan Record keeping Following original plan 35 Assists with reporting Improves future projects Based on goals Ongoing process Identifies successes District 6650 Grant Management Seminar

District XXXX Grant Management Seminar Global Grant Reports Reports Progress report within 12 months of first payment Every 12 months through the life of the grant Final report within 2 months of completion Content How partners were involved Type of activity Evaluation of project goals How area of focus goals were met How funds were spent Number of beneficiaries and how they benefited 36 District 6650 Grant Management Seminar