1. District 5110 Grant Management Seminar
JULY 2012

2. Rotary Acronyms
TRF – The Rotary Foundation GG – Global Grant DG – District Grant DDF – District Designated Funds DRFC – Dist. Rotary Foundation Committee DRFCC – Dist. Rotary Found. Chair VTT – Vocational Training Team GSE – Group Study Exchange
AG – Assistant Governor PETS – Pres. Elect Training Seminar DTA – Dist. Training Assembly GMS – Grant Management Seminar MOU – Memo of Understanding

3. Why is TRF Changing? Too many small grants High overhead costs
Ineffective grants
Lack of stewardship

4. Why Are You Here? Understand how to manage a Rotary Foundation grant
Learn stewardship expectations
Qualify your club to receive grant funds
Prepare for your club to implement the Memo of Understanding (MOU)

5. Why Are We Here?
Support your clubs in writing and carrying out successful Global & District Grants, to make a difference in the world.
A well thought out and well designed project is a successful project.
This is NOT a grant writing seminar

6. Topics for Today Grant management Helpful concepts
Components of a successful grant
Stewardship
Qualification requirements
Terms of qualification

7. District Designated Funds
Flow of Grant Funds
District Donations to TRF Annual Fund
50%
SHARE Program
50%
District Designated Funds
(DDF)
Available to Our District
TRF World Fund
(Available to Any District)
60%
40%
TRF Match
To Global Grants
District Grants
(One Local & One International per Club)
Global Grants
(Minimum $6,000 &
Maximum $15,000)

8. Global Grant Funds Match (Minimum Investment)
TRF
($15,000 MINIMUM)
CLUB (CASH $$)
DISTRICT
(Max $15,000)
$6,000 CLUB
$12,000 DISTRICT
$3,000 CLUB
.5:1 Match
(MATCH CLUB 2:1)
Match set annually
by DRFC
$12,000 DISTRICT
1:1 Match
$6, $12, $15,000
Total $33,000

9. Timeline March 16 GMS Eugene and Medford
March 31 Last Day for Matching Grant to TRF
April District Training Assembly Eugene
April DSG Final Reports Due
May 4,5 District Conference Seven Feathers
June Last Day For Clubs to Request District
Grant Funds for Rotary Year

10. Timeline June 15 District Submits Spending Plan to TRF
July 13 First Global Grant Meeting Roseburg
Oct Last Day for Clubs to Apply for a
District Grant
Oct 4/5 Foundation Seminar and Global Grant
Meeting Eugene (Tentative)
Jan Global Grant Meeting Roseburg
March 1 Global Grant Meeting Roseburg

11. Session 1 Designing a Project

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

13. Successful Grant Projects
Real community needs
Frequent partner communication
Implementation plan
Sustainable
Proper stewardship of funds 13

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

15. Partners RI Convention Project fairs LinkedIn
matchinggrants.org/global
ProjectLINK (RI Website)
Quarterly Global Grants meetings
Rotary Showcase / Facebook

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

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

18. Setting Goals Measurable Sustainable Qualitative (descriptive)
Quantitative (numeric), i.e., how much, when, what’s the baseline for improvement and etc.

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

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

21. 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.

22. Learning Objectives
Understand components of a successful grant application
Understand grant financing
Discuss the importance of evaluation
Start with the end in mind

23. Rotary Foundation Grants
District grants
Global grants
Packaged grants
MERCY SHIPS VTT PERFORM, ASST, TRAIN SURGERIES AND EDUC
AGA KHAN UNIV VTT EDUC AND RESEARCH NURSES TRAINING
OIKO MICROCREDIT TRAINING MICROCREDIT
UNESCO IHE INSTITUTE FOR GRAD SCHOLARSHIPS IN WATER AND SANITATION

24. Applying for District Grants
Block grant amount is up to 50% of DDF.
District Grants are matched 1 to 1 with DDF.
Maximum District Grant request is set each year.
Application are limited to 2 per club.
One grant local and one international.

25. District Grant Application (Cont)
Clubs may partner for full match per club with a four partner maximum.
District Grants do NOT have to fall into one of the six areas of focus.
District Grants must support TRF’s mission. (Doing good in the world)
Must be completed in eighteen months (Including final report)
No sustainability requirement

26. What District Grants Can’t Be Used For
Cannot be used solely for travel
Cannot be used for military
Cannot be used for salaries
Other terms and conditions spelled out by TRF
CONTINUOUS SUPPORT OF ONE BENEFIECARY EST FOUNDATION PURCHASE LAND OR BLDG NEW CONSTRUCTION FUNDRAISING EXP OF ANOTHER ORG PROMOTE A PARTICULAR POLITICAL VIEW POINT NOT FOR RYLA ROTARACT INTERACT

27. Applying for Global Grants
Application process online
Meet goals of area of focus
Be sustainable
Involve Rotary clubs in two countries
Minimum budget of US$30,000*
Both host and international clubs must be qualified

28. D5110 GG Process DDF request must be emailed to GG Chair
DDF request must be approved at GG quarterly meeting.
DDF reserved for 9 months
GG are initiated through member access at RI website

29. 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

30. Sustainable Projects
Giving a community the skills and knowledge to maintain project outcomes for the long term, after grant funds have been expended .
What’s the plan?
MUST BE ABLE TO MEET OWN NEEDS. MAINTENANCE/REPAIR PLAN BLD CAPACITY EDUCATE LEAVE SOMETHING IN PLACE.
NOT SO MUCH ABOUT HOW LONG CONSISTENT WITH LOCAL CULTURE

31. Global Grant First Steps

32. Global Grant Financing
District DDF matches club(s) cash 2:1
DDF matched 100% with World Fund
Club cash contributions matched 50% with World Fund
$15,000 DDF cap

33. Financing Guidelines Contributions raised by Rotarians
Funds cannot be raised from beneficiaries in exchange for a grant
Funds cannot come from other TRF grants
Contributions credited to donor (Foundation Recognition Points)

34. Implementation Communication plan Financial management plan
Recordkeeping plan
Following original grant project plan
TALK WITH SCHOLARS DISTRICT PARTNER CLUB TRF FREQUENTLY
SEPARATE BANK ACCOUNT FOR EACH GRANT
CREATE DETAILED RECORDS SAVE RECORDS 5 YRS

35. Evaluation & Monitoring
Assists with reporting
Improves future projects
Based on goals
Ongoing process
Identifies successes
Start of the end in mind

36. Learning Objectives
Understand components of a successful grant application
Understand grant financing
Discuss the importance of evaluation

37. Session 3 Oversight and Reporting

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

39. Financial Management Plan
Bank account for funds
Distributing funds
Use checks/bank cards to track funds
Detailed ledger
Include local laws

40. Document Retention Provide access
Retain paper and electronic files for a minimum of five years in club archives
Make copies
Submit an electronic copy of final documents to district Stewardship Chair for archiving

41. District Grant Reports
District Foundation webpage will have info
Final report to be completed within 18 months of receiving grant funds.
Interim report in 12 months
Post completed project to Rotary Showcase as part of final write up.

42. 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

43. 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
Final report begins with your application survey or start with the end in mind!

44. 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)

45. Session 4 Qualification

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

47. Qualification Requirements
Attend a grant management seminar
Submit signed club MOU & Financial Plan
Two members must attend, one of which is the club President-Elect
All open grants must be current (DG & GG)
Club must be current with PE training requirements

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. Stewardship Rotarian supervision of project
Stewardship is the responsible management and oversight of grant funds, including:
Rotarian supervision of project
Following standard business practices
Reporting of irregularities to TRF
Implementing projects as approved
Financial records review
Timely submission of reports

50. Learning Objectives Understand qualification requirements
Manage club qualification
Financial Plan

51. Evaluations will be emailed to you
Review & Questions
Evaluations will be ed to you
Thank you

52. Other TRF Programs PolioPlus Rotary Peace Fellowships Global Grants
Global Grant Scholarships
Vocational Training Teams