1. Grant Management Seminar 1 District 6360 Grant Management Seminar

2. Grant Management Seminar 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 Seminar District 6360 2013-2014 Rotary Foundation Committee Structure 3 District Governor Terry Allen Lakeshore District Governor Terry Allen Lakeshore Committee Chair Teresa Milliman Delta-Waverly Committee Chair Teresa Milliman Delta-Waverly Grants Subcommittee Cheryl VanderVeen Cereal City Sunrise Grants Subcommittee Cheryl VanderVeen Cereal City Sunrise Polio Plus Subcommittee Ed Foster Charlotte Polio Plus Subcommittee Ed Foster Charlotte Fundraising Subcommittee Harold Mondol Lansing Dewitt Sunrise Fundraising Subcommittee Harold Mondol Lansing Dewitt Sunrise Stewardship Subcommittee TBA Stewardship Subcommittee TBA

4. Grant Management Seminar 4 Review: Rotary Foundation Basics

5. Grant Management Seminar 5 The Rotary Foundation: How the money works

6. Grant Management Seminar Contributions SHARE System SHARE System Contributions Spendable Earnings Annual Fund Annual Fund Endowment Fund Endowment Fund PolioPlus Fund

7. Grant Management Seminar

8. 8 Why a new grants model?

9. Grant Management Seminar

10. New Grant Model: Global grants District grants Packaged grants

11. Grant Management Seminar 11 Grant Management Ensures that projects Have proper financial control Adhere to technical standards Meet the needs of the beneficiaries Fulfill their objectives Safeguard funds

12. Grant Management Seminar 12 Successful Grant Projects Meet community needs Include frequent partner communication Have implementation plan Are sustainable Maintain proper stewardship of funds

13. Grant Management Seminar 13 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

14. Grant Management Seminar 14 Qualification Requirements At least two club members attend a grant management seminar annually Agree to club memorandum of understanding (MOU) Submit a signed club MOU and District addendum

15. Grant Management Seminar 15 Terms of Qualification Valid for one Rotary year Club responsibility for grant funds Disclose conflicts of interest Cooperate with all audits Use grant funds properly Implement the club MOU

16. Grant Management Seminar In 2010-11, contributions = $152,424

17. Grant Management Seminar In 2010-11, contributions = $152,424 $76,212 to World Fund and $76,212 to District

18. Grant Management Seminar In 2010-11, contributions = $152,424 $76,212 to World Fund and $76,212 to District District-controlled funds split as follows:

19. Grant Management Seminar In 2010-11, contributions = $152,424 $76,212 to World Fund and $76,212 to District District-controlled funds split as follows: Global Fund: 50% = $38,106 Can be used for: Global matching grants World Peace Scholars Global Scholars Vocational Training Teams Polio

20. Grant Management Seminar In 2010-11, contributions = $152,424 $76,212 to World Fund and $76,212 to District District-controlled funds split as follows: Global Fund: 50% = $38,106 District Fund: 50% = $38,106Can be used for: Global Matching GrantsClub projects (community and international) World Peace ScholarsLocal contingency fund Global ScholarsScholarshipsVocational Training Teams Polio

21. Grant Management Seminar 2013-14 2010-11 2011-12 $ $152,424 $38,106 $76,212 Grant Distribution Example ANNUAL FUND GIVING -- SHARE 2012-13

22. Grant Management Seminar 22 Designing a Project

23. Grant Management Seminar 23 Learning Objectives Identify best practices for designing a project Develop a plan to implement your project Understand how to create measurable goals

24. Grant Management Seminar 24 Successful Grant Projects Real community needs Frequent partner communication Implementation plan Sustainable Proper stewardship of funds

25. Grant Management Seminar 25 Needs Assessment Base project on the community’s need Assess resources of your club and potential partners Talk to the community

26. Grant Management Seminar 26 Partners RI Convention Project fairs LinkedIn Matchinggrants.org/global International meetings Rotary Showcase / Facebook

27. Grant Management Seminar 27 Project Planning Form a three-person grant committee Assign roles Implementation plan Budget Contingency plan Document retention plan

28. Grant Management Seminar 28 Creating a Budget Realistic Competitive bidding Reasonable prices Disclose conflicts of interest

29. Grant Management Seminar 29 Setting Goals Measurable Sustainable Qualitative (descriptive) Quantitative (numeric)

30. Grant Management Seminar 30 Setting Goals Gather baseline data Set goals Determine method of measurement

31. Grant Management Seminar 31 Applying for and Implementing a Grant

32. Grant Management Seminar 32 Learning Objectives Write a successful grant application Understand grant financing Discuss the importance of evaluation

33. Grant Management Seminar Rotary Foundation Grants Global grants District grants (block grants) District Community Grants District International Grants Packaged grants 33

34. Grant Management Seminar District vs. Global Grants: a comparison

35. Grant Management Seminar District vs. Global Grants District Grants Funding: District applies for a block grant, up to 50% of DDF, and distributes smaller amounts to clubs for projects. No World Fund match. Awarded to District by the TRF. District distributes funds to clubs. Global Grants Funding: Clubs and Districts apply for a minimum World Fund award of $15,000, for a total project budget of at least $30,000. World Fund match of 1:1 for DDF, and 0.5:1 for cash. Awarded by TRF.

36. Grant Management Seminar District vs. Global Grants District Grants Partner: No partner required, can be local or international, District and Club must be qualified. Scope or Vision: Must be related to TRF’s mission. Short-term, one-time, smaller in scope. Global Grants Partner: International Rotary partner and host partner, both must be qualified. Scope or Vision: Must align with at least one of the six areas of focus. Long-term, sustainable, measurable.

37. Grant Management Seminar District vs. Global Grants District Grants Activity Type: Educational, vocational, or humanitarian. Planning: Shorter planning time. Involvement: Active Rotarian participation. Global Grants Activity Type: Educational, vocational, or humanitarian. Planning: Longer planning process. Involvement: Active Rotarian participation.

38. Grant Management Seminar 38 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

39. Grant Management Seminar 39 Rotary Foundation Family Feud!

40. Grant Management Seminar 40 Global Grants

41. Grant Management Seminar 41 Applying for Global Grants Two-step application process online Meet goals of area of focus Be sustainable Involve Rotary clubs in two districts Must have international Rotary partner Minimum budget of US$30,000 District confirms club is qualified

42. Grant Management Seminar 42 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

43. Grant Management Seminar 43 Sustainable Projects Giving a community the skills and knowledge to maintain project outcomes for the long term, after grant funds have been expended

44. Grant Management Seminar 44 Application

45. Grant Management Seminar Why Change?  Simplify

46. Grant Management Seminar Why Change?  Centralized  Simplify

47. Grant Management Seminar Why Change?  Centralized  Simplify  Maximize Impact

48. Grant Management Seminar Global Grant First Steps 48

49. Grant Management Seminar Applying for Global Grants

50. Grant Management Seminar Applying for Global Grants

51. Grant Management Seminar Applying for Global Grants

52. Grant Management Seminar Applying for Global Grants

53. Grant Management Seminar The Process Global Grant First Steps – Rotarian led

54. Grant Management Seminar Areas of Focus Community need Participation Community skills Long term benefit Measurable results Type of activity

55. Grant Management Seminar Sponsors Budget Financing Authorizations

56. Grant Management Seminar Humanitarian VTT Scholarship

57. Grant Management Seminar

58. Sustainability Community Needs Materials and Technology Funding Knowledge Motivation

59. Grant Management Seminar Further Help

60. Grant Management Seminar Title Primary Contacts

61. Grant Management Seminar Application number Planned activities Type of activity

62. Grant Management Seminar Areas of Focus

63. Grant Management Seminar Contacts Committee members

64. Grant Management Seminar Budget Supporting Documents

65. Grant Management Seminar Funding

66. Grant Management Seminar Authorization

67. Grant Management Seminar Primary Contact Authorizations

68. Grant Management Seminar You’re Done!

69. Grant Management Seminar 69 Global Grant Financing DDF matched 100% with World Fund Rotarian cash contributions matched 50% with World Fund Non-Rotarian cash contributions

70. Grant Management Seminar

71. How Does It Work? CashDDFmatchWorld Fund match $9,000$9,000$9,000 on DDF $4,500 on cash $13,500 $9,000 + $9,000 + $13,500 = $31,500

72. Grant Management Seminar 72 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

73. Grant Management Seminar 73 Implementation Communication Financial management plan Recordkeeping Following original plan

74. Grant Management Seminar 74 Evaluation Assists with reporting Improves future projects Based on goals Ongoing process Identifies successes

75. Grant Management Seminar 75 Case Studies: Global or District Grant?

76. Grant Management Seminar 76 Packaged Grants

77. Grant Management Seminar Packaged Grants Allow clubs and districts to work with Rotary’s strategic partners to implement pre-designed projects. Visit the rotary.org website to see what Packaged Grants are available. Apply via Member Access, similar to the Global Grants application process. 77

78. Grant Management Seminar Packaged Grants * Are funded entirely by the Foundation and contributions from strategic partners. * Align with Rotary’s six areas of focus. * Include scholarships, humanitarian projects, and vocational training. 78

79. Grant Management Seminar Strategic Partners

80. Grant Management Seminar 80 District Grants: * District Community Grants * District International Grants

81. Grant Management Seminar District Grant Requirements Rotary Club must contribute funds towards the grant. District Grant applications must be submitted by May 31, 2013. Funds will be disbursed once final project report is received. Project must relate to TRF Mission Statement.

82. Grant Management Seminar District Grant Requirements Rotarians must be actively involved in the project. Club must be qualified.

83. Grant Management Seminar Rotary Foundation Mission To enable Rotarians to advance world understanding, goodwill, and peace through the improvement of health, the support of education, and the alleviation of poverty. 83

84. Grant Management Seminar Two people from club attend GMS. Sign and implement Club MOU. Application deadline: May 31, 2013. District Grant Committee will write Spending Plan. Preliminary notification will be given to club as to whether its project is included in the Spending Plan.

85. Grant Management Seminar Spending Plan submitted to TRF. TRF approves (hopefully!) our spending plan. Club receives final approval that its grant has been approved. Club proceeds with its project, completes it, and submits final report. Once final reports are approved, grant funds will be disbursed.

86. Grant Management Seminar 86 Oversight and Reporting

87. Grant Management Seminar 87 Learning Objectives Identify best practices for managing funds and record keeping Identify which documents need to be retained Understand reporting requirements

88. Grant Management Seminar 88 Financial Management Plan Bank account for funds Distributing funds Use checks/bank cards to track funds Detailed ledger Include local laws

89. Grant Management Seminar 89 Document Retention Provide access Retain for a minimum of five years Make copies

90. Grant Management Seminar 90 District Grant Reports Progress reports are to be submitted no later than Dec. 31, 2013. Final reports due within 30 days of completion, but no later than May 31, 2014. Unused grant funds must be returned promptly.

91. Grant Management Seminar 91 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

92. Grant Management Seminar 92 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

93. Grant Management Seminar 93 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)

94. Grant Management Seminar 94 Qualification

95. Grant Management Seminar 95 Learning Objectives Understand qualification requirements Manage your club’s qualification

96. Grant Management Seminar 96 Qualification Requirements Two club members attend a grant management seminar Submit signed club MOU and District addendum

97. Grant Management Seminar Club Qualification Checklist What MOU requirements does your club already implement? What requirements does your club need to implement? What type of club members would be good choices to help implement the club MOU?

98. Grant Management Seminar 98 Maintaining Qualification Follow terms of club MOU Appoint club member/committee to manage club qualification Fully implement stewardship practices to prevent misuse of funds

99. Grant Management Seminar 99 Additional Resources

100. Grant Management Seminar 100

101. Grant Management Seminar 101

102. Grant Management Seminar 102

103. Grant Management Seminar 103

104. Grant Management Seminar 104

105. Grant Management Seminar 105

106. Grant Management Seminar 106 Thank you!

107. Grant Management Seminar Disbursements of Annual Fund

108. Grant Management Seminar Three Pots of Funding