District 6400 Rotary Foundation Grant Management Seminar

1. District 6400 Rotary Foundation Grant Management Seminar

2. D6400 DRFC Structure Under the Future Vision Pilot District Program March 2011 ❋ = Voting DFRC Member District Governor ❋ DRFC Chair Neil McBeth Administrative Assistant Jim Karolyi District Training Committee DRFC Ex-officio Members DGE, DGN, DGNN Foundation Resource Advocates (5) Audit CommitteeShari Cunningham Paul JocksHarlan Whichello Finance Committee Ed Schulz Dave Carpenter Jim Karolyi ❋ Programs Chair Donna Schmidt Vice Chair Shelly Duben ❋ Fund Raising Chair Wayne Titus ❋ Grants Overview Chair Traci Sincock ❋ District GovernorMichael Duben, Mary Kehoe et al Vocational Team Chair Bob Gordon Armando Sardanopoli Permanent Fund Chair Roberto Sanchez US Shiva Koushik CA Global Grants Chair Bill Jasmen Annual Program Fund Lois VanStipdonk US Arnie Charlton CA Scholars Chair Joella Gipson Vice Chair - Val Moran District Grants ChairLiz Smith Peace Fellow Chair Hardy Wheeler Paul Harris Society Chair Nick Krayacich CA Trey Greene US Volunteers Sue Goldsen Polio Plus Chair David Carpenter

3. Purpose • Prepare clubs to implement the memorandum of understanding • Qualify clubs to receive Rotary Foundation grant funds

4. Grant Management • Administered with proper financial control • Guided by humanitarian and educational principles • Meet the needs of the beneficiaries

5. Successful Grant Projects • Meet real community needs • Projects require measurable goals and outcomes • Are sustainable beyond life of the grant • Practice proper stewardship of grant funds

6. Qualification Requirements • Attendance at this district Rotary Foundation grant management seminar • Agreement with the club memorandum of understanding (MOU) • Submission of a signed club MOU

7. Qualification RequirementsDistrict 6400 • To qualify for either District or Global Grants clubs must become Qualified • Must have a minimum of $100 per capita for APF to qualify for district grants • Minimum of 2 members must attend grants workshop. (PE and TRF or Grants)

8. Qualification RequirementsDistrict 6400 • District Community Grant funds will only be paid to the club after the completion and submission of the final report • Clubs must submit reports on the use of District Grant funds every 12 months and a final report within 60 days of a completed project including all receipts.

9. Terms of Qualification • Qualification is valid for one Rotary year • The club as an entity is responsible for the use of funds • Disclose potential conflicts of interest • Cooperate with all audits • Proper use of grant funds

10. Session 1Creating a Project

11. Learning Objectives • Identify best practices for choosing a project. • Develop a plan to implement your project. • How to establish a financial management plan.

12. Meet Real Community Needs • Talk with members of the community • Choose a project that is based on the community’s need • Involve Partner Club in Planning & Implementation • Needs Assessment

13. Partners • Search for Rotarians who have identified a need in their local or international communities • Host partners should be invested in the project • Good communication between the host and international partners is key

14. Project Planning • Form a three-person grant committee • Set measurable and sustainable goals • Create a budget • Create an implementation plan

15. Creating a Budget • Realistic • Competitive bidding • Reasonable prices • Disclose potential or real conflicts of interest

16. Session 2Applying for a Grant

17. Learning Objectives • Write a successful grant proposal and application. • Understand good stewardship practices for fundraising.

18. 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

19. Types of Grants • 1. Global Grants • District Grants (Block Grant) • A. District International Grant DIG • B. District Community Grants • DCG

20. District 6400 Global and District DDF for 2011-2012 • Total Amount of DDF for 2011-2012 - $112727.72 • Global DDF – 50% = $56363.86District DDF – 50% = $56363.86 • Funding can be used for:Funding can be used for: • Global Matching Grants District International Grants • World Peace Scholars District Community Grants • Global Scholars Ambassadorial Scholars • Vocational Training Teams GSE Teams • Polio Discovery Grants

21. Global Grants

22. Applying for Global Grants • Submit grant proposal through Member Access • Once Grant Proposal Approved, Submit Global Grant Application through Member Access • Must involve Rotary clubs in two Pilot Districts • District must confirm club is qualified

23. Global Grants must be in one of these 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

24. Global Grants must be Sustainable • Optimal use of local resources • Use Economic, cultural, and social resources • Respect natural resources • Reach the most beneficiaries • Use input and skills of grassroots groups

25. Global Grant Financing • Minimum project budget of US $30,000 • Rotarian cash contributions • District Designated Fund • Rotary Foundation World Fund award • Non-Rotarian cash contributions (not sent to or matched by the Foundation)

26. Global Grant Financing Guidelines Cash contributions must come from orbe raised by Rotarians Funds cannot be raised from beneficiaries in exchange for receiving the grant Funds cannot come from other grant

27. District International Grants

28. District International Grant Requirements • Submit Grant Proposal by July 31, 2011. • Once approved, submit Dist. International Grant application. • Must be sustainable • Must involve a Host Rotary Club Partner or Dist. and a Dist. 6400 Rotary Club/Dist • May fund projects in Future Vision Pilot Dist. and Non Pilot Districts

29. District International Grant Requirements • Must meet goals of area(s) of focus • Minimum project budget of US$ 5000 • Dist Matches $1 DDF for every $1 Cash contribution by club. • Rotarians from both clubs must be actively involved in project • Club must be qualified by District

30. District International Grant Financing Guidelines Cash contributions must come from orbe raised by Rotarians Funds cannot be raised from beneficiaries in exchange for receiving the grant Funds cannot come from other grant

31. District Community Grants

32. District Community Grant Requirements • Minimum project amount of DDF requested $1000. Maximum amount requested $2500. • Rotary Club must contribute funds towards the grant. • Dist. Comm. Grant Application must be submitted before July 31, 2011

33. District Community Grant Requirements • Rotarians must be actively involved in the project. • Support local or international humanitarian and service projects • May fund project and activities in Future Vision Pilot Dist. and Non-Pilot Districts • Club must be qualified by District. • Relate to TRF Mission Statement

34. Session 3Project Implementation

35. Learning Objectives • Understand how to monitor the progress of your plan. • Gain best practices for managing funds and record keeping. • Discuss the importance of evaluating a project and applying lessons learned. • Understand reporting requirements.

36. Successful Project Implementation • Communication • Financial management • Record keeping • Following original plan

37. Evaluation • Ongoing during project implementation and after completion • Based on goals set for the project • Assists with reporting requirements • Use findings to improve future projects and identify successes you can promote

38. Global Grant Reports: Frequency • Progress reports received within 12 months of first payment • Progress reports required every 12 months through the life of the grant • Final reports due within 2 months of completion

39. District International Grant Reports • Must complete reports every 12 months and project must be completed within 1 year after the money for the grant is received. A final report is due 60 days after completion

40. District and Global Grant Reports: Content How both partners were involved Type of activity: humanitarian project, scholar, vocational training team Evaluation of project goals and how funds met the goals of the area(s) of focus How funds were spent Number of beneficiaries and how they benefited

41. Session 4Qualification

42. Learning Objectives Understand the requirements of qualification. Manage club qualification.

43. Qualification Requirements Attendance at this district Rotary Foundation grant management seminar Agreement with club MOU Submission of signed club MOU

44. Qualification RequirementsDistrict 6400 • To qualify for either District or Global Grants clubs must become Qualified • Must have a minimum of $100 per capita for APF to qualify for district grants • Minimum of 2 members must attend grants workshop. (PE and TRF or Grants)

45. Qualification RequirementsDistrict 6400 • District Community Grant funds will only be paid to the club after the completion and submission of the final report with all receipts • Clubs must submit reports on the use of District Grant funds every12 months and a final report within 60 days of a completed project including all receipts.

46. Maintaining Qualification • Follow the terms of the club MOU • Fully implement stewardship and grant management practices to prevent misuse of funds • Appoint a club member/committee to manage club qualification

47. 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?

48. Learning Objectives • Understand the requirements of qualification. • Manage club qualification.

49. Thank you