1. District 6510 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
At least 2 members attend; 3 is better
Attend Grant Certification Training seminar
Agree to club memorandum of understanding and submit signed MOU to district
Yearly Training for Grant Certification

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. Designing a Project

9. Successful Grant Projects
Real community needs
Frequent partner communication
Implementation plan
Sustainable
Proper stewardship of funds 9

10. 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

11. Needs Assessment Base project on the community’s need
Assess resources of your club and potential partners
Talk to the community

12. Project Planning Form a three-person grant committee Assign roles
Implementation plan
Budget
Contingency plan
Document retention plan

13. Project Planning Rotary has firm Grant/Project rules:
Must be a New Project
Won’t pay for already completed Project
Won’t pay for already started Project
Bills/receipts before July 1 not accepted

14. Creating a Budget Realistic Competitive bidding Reasonable prices
Disclose conflicts of interest
Use the Budget spreadsheet (DaCdb, Files tab, GrantApplicationTraining folder)

15. Rotary Foundation Grants
District grants
Global grants – Ask us – We have experts
Packaged grants – going away

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

17. Applying for and Implementing a Grant
Write a successful grant application
Understand grant financing
Discuss the importance of evaluation

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

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

20. Financing Guidelines District 6510 Guidelines for funding
District Grant can fund up to 2/3 of total
Club Treasury funds at least 1/3 of total
Maximum District Grant $2,000
We have to adjust to number of Applications and total funds available

21. 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

22. Implementation Communication Financial management plan Recordkeeping
Following original plan

23. Evaluation Assists with reporting Improves future projects
Based on goals
Ongoing process
Identifies successes

24. Session 3 Oversight and Reporting

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

26. Financial Management Plan
Bank account for funds (Global Grants)
Distributing funds
Use checks/bank cards to track funds
Detailed spreadsheet
Include local laws

27. Financial Record Keeping
Document retention files
Hard copies, Hard drive, DaCdb
Financial management spreadsheet
Transferring custody of a bank account
More on Rotary.org

28. Document Retention Provide access – you may be audited
Retain for a minimum of five years
Make copies
Scanned copies
Your hard drive and
DaCdb

29. District Grant Reports
DaCdb Final Report
Only need Interim Report if delayed
Scan all records as PDFs
All pictures as JPEG (aka JPG)
Pictures should be ‘Rotarians in Action’

30. 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)
Not illegal – just report it in Final Report

31. Qualification Requirements
At least 2 members attend Grant Certification Training
3 attendees is better – if someone leaves
Submit signed club MOU

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

33. Thank you Now, some DaCdb training