1. District 5580 Grant Management Seminar
JULY 2012

2. Purpose Understand how to manage a Rotary Foundation grant
Learn stewardship expectations
Prepare clubs to implement the MOU
Qualify clubs to receive grant funds

3. Grant Management Ensures that projects Have proper financial control
Adhere to technical standards
Meet the needs of the beneficiaries
Fulfill their objectives
Safeguard funds

4. Successful Grant Projects
Meet community needs
Include frequent partner communication
Have implementation plan
Are sustainable
Maintain proper stewardship of funds

5. Stewardship
Stewardship is the responsible management and oversight of grant funds, including:
Rotarian supervision
Financial records review
Oversight of funds
Reporting irregularities
Timely submission of reports

6. Qualification Requirements
Attend a grant management seminar
Agree to club memorandum of understanding and submit signed MOU to district
Be Aware of Funding & Reporting Needs

7. 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. Funding
Scholarships: from Global Grant (TRF + DDF) from District Grant (Club + DDF)
VTT: from Global or District. GSE: from *District
Grants
District –Smaller international, local projects. $1.00 DDF to $1.00 CLUB, Minimum DDF $500.00, maximum $5,000 one club, $15, club collaboration.
Global – Larger international projects. Club funds+TRF (World Fund)+District (DDF). Minimum $35,000.
Packaged Grants- Humanitarian, VTT, Scholarship, TRF (World Fund)+ Strategic Partners.

9. Session 1 Designing a Project

10. Learning Objectives Identify best practices for designing a project
Develop a plan to implement your project
Understand how to create measurable goals

11. Successful Grant Projects
Real community needs
Frequent partner communication
Implementation plan
Sustainable
Proper stewardship of funds 11

12. Needs Assessment Base project on the community’s need
Assess resources of your club and potential partners
Talk to the community
Ensure local women play a role!
Best; develop a community economic development Committee.

13. Partners RI Convention Project fairs LinkedIn
Matchinggrants.org/global
International meetings
Rotary Showcase / Facebook

14. Project Planning Form a three-person grant committee Assign roles
Implementation plan
Budget
Contingency plan. What if?
Document retention plan

15. Creating a Budget Realistic Competitive bidding Reasonable prices
Disclose conflicts of interest

16. Setting Goals Measurable Sustainable Qualitative (descriptive)
Quantitative (numeric)

17. Setting Goals Gather baseline data Set goals
Determine method of measurement

18. Learning Objectives; Session 1??
Identify best practices for designing a project
Develop a plan to implement your project
Understand how to create measurable goals

19. Session 2 Applying for and Implementing a Grant
The order of this session is really confusing and out of order. I think this is going to need work. I am happy to help with reordering if you like.

20. Learning Objectives Write a successful grant application
Understand grant financing
Discuss the importance of evaluation

21. Rotary Foundation Grants
District grants: For smaller local, international projects. Application deadline prior to Rotary Year so “one window of opportunity”. Most important: Plan prior to Rotary Year!
Global grants: Larger International Projects. Applications on a rolling basis beginning April 1st prior to and throughout Rotary Year. Again Pre Plan!
Packaged grants: Predesigned, TRF and Strategic Partners. Refer to TRF website

22. Application
KIM: We need a different photo; this one implies that students are filling out the application.

23. Global Grant First Steps

24. Applying for Global Grants
**New Then click: “begin process” to work on Application.
Work with assigned Mentor to complete Application.
Click “save as” until final draft is completed.
Click ‘Send” when satisfied as complete.
Copy for Club & District Records.
Please Folks!! Work with us on this.

25. Applying for Global Grants
Refer to Terms and Conditions, including:
Meet One or more of six areas of focus.
Be sustainable.
Partners:*Host Club and *International Club.
Minimum budget of US$35,000.
Districts confirm their clubs are qualified.
Practice sound Stewardship.

26. 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

27. Sustainable Projects
Giving a community the skills and knowledge to maintain project outcomes for the long term, after grant funds have been expended.

28. Global Grant Financing
Our Clubs’ Funds matched 100% by 5580 DDF and 50% by TRF World Fund.
DDF Matched 100% by TRF World Fund.
TRF world fund Minimum Grant = $15,000. so: Minimum Project Cost = $35,000.
** New: Non-Rotarian cash contributions. Now matched $0.50 to $1.00 by TRF World Fund (from IA)

29. Financing Guidelines Contributions raised by Rotarians
Funds cannot be raised from beneficiaries in exchange for a grant
Funds cannot come from other grants
Contributions credited to donor

30. Applying for a District Grant for 2013-14 Rotary Year
District website; Future Vision Page
District Grant Proposal/Application.
Refer to Terms and Condition for Criteria.
Meet TRF Mission Statement
Send 1st Draft to D-5580 Admin. Secretary
Work with Mentor; send final by April 30.

31. Applying for a District Grant for 2013-14 Rotary Year Cont.
Approved Applications included in District Spending Plan in May.
TRF approval should be by late June.
Funds available early July pending status of past years Final Reports.
Do Not initiate project prior to TRF approval of District Spending Plan

32. Implementation Communication Financial management plan Recordkeeping
Following original plan

33. Evaluation Assists with reporting Improves future projects
Based on goals
Ongoing process
Identifies successes
Lessons Learned?

34. Learning Objectives; Session 2 ??
Write a successful grant application
Understand grant financing
Discuss the importance of evaluation

35. Session 3 Oversight and Reporting

36. Learning Objectives
Identify best practices for managing funds and record keeping
Identify which documents need to be retained
Understand reporting requirements

37. Financial Management Plan
Dedicated Project Bank account for funds
Distributing funds
Use checks/bank cards to track funds
Detailed ledger
Include local laws
Estimates. Quotations
Receipts (zero balance)
Translate to English

38. Resources Document retention worksheet
Financial management plan worksheet
Transferring custody of a bank account
More on Rotary.org

39. Document Retention Provide access Retain for a minimum of five years
Make copies

40. District Grant Reports
Progress Reports
Progress report at 6 months from funds received and every 6 months thereafter
Final report at 2 months from project completion
Sunset for 2 years from funds provided

41. Global Grant Reports: Frequency
Progress reports
Within 12 months of first payment
Every 12 months through the life of the grant
Final report within 2 months of completion

42. Global Grant Reports: 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

43. 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)

44. Learning Objectives; session 3 ??
Identify best practices for managing funds and record keeping
Identify which documents need to be retained
Understand reporting requirements

45. Session 4 Qualification

46. Learning Objectives Understand qualification requirements
Manage your club’s qualification

47. Qualification Requirements
Attend a Grant Management Seminar (GMS)
Submit signed club MOU & Addendum by current Pres. & Pres. Elect prior to incoming Rotary Year so; now for
Work with District mentor and Grants Committee

48. Maintaining Qualification
Follow terms of club MOU
Appoint club member/committee to manage club qualification
Fully implement stewardship practices to prevent misuse of funds

49. Learning Objectives; Session 4??
Understand qualification requirements
Manage club qualification

50. Thank you Questions?