District 5490 Grant Management Seminar

1. District 5490 Grant Management Seminar

2. Purpose • A quick Overview of new Grant model • Understand how to manage a Rotary Foundation grant • Learn stewardship expectations • Prepare clubs to implement the memorandum of understanding • Qualify clubs to receive grant funds

3. New Grant ModelOnly Grant Types • Global Grants • Administered by TRF • Can Receive Match from World Fund • Club or District Initiated and Implemented • District Grants • Initiated & Administered by the District • Club or District Implemented Projects • Packaged Grants • Pre-Packaged by TRF with RI Strategic Partners • Implemented by Clubs or Districts

4. Global Grants • Longer-term projects • Larger grant awards • Sustainable outcomes • Alignment with areas of focus • World Fund match • Can be initiated by a Club or District

5. Peace and conflict prevention/resolution Disease prevention and treatment Water and sanitation Maternal and child health Basic education and literacy Economic and community development Areas of Focus(Applicable to all Global Grants)

6. District Grants • Educational and humanitarian activities consistent with the TRF mission, including: • Club Projects • Scholarships • GSE / VTT • District Projects • Single “block” grant awarded annually to the District • District Distributes funds to individual projects by clubs. • Fund both local or international activities. • Local decision making with broad guidelines. • No World Fund match. (Can use up to 25% of total giving from District Rotarians 3 years prior).

7. Sustainability • A primary goal of the Rotary Foundation is to develop projects and programs which are larger in scope and self sustaining. • Clubs and Districts are encouraged to work together on fewer but more impactful projects. • Clubs and Districts are encouraged to work with other agencies to combine resources. (note: to receive TRF funds, projects must be Rotarian led).

8. Vocational Training Teams and Scholarships • Can be funded by either a District Grant or Global Grant. • If Global grant, there are additional requirements such as being in an Area of Focus. • Traditional GSE’s can still be funded by a District Grant. • Global Grant VTTs can include Rotarian team members.

9. Grant Management • Ensures that projects • Are administered with proper financial control. • Adhere to superior technical standards. • Meet the needs of the beneficiaries. • Fulfill their objectives . • Safeguard donors’ funds.

10. Successful Grant Projects • Meet community needs • Have frequent partner communication • Have implementation plan • Are sustainable • Practice proper stewardship of funds

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

12. Qualification Requirements • Attend a grant management seminar • Agree to club memorandum of understanding and submit signed MOU to district • Additional Requirements from the District

13. Additional District Qualification Requirements • Appoint a Club Rotary Foundation Chair to a 3-year term. • Have at least two members attend the District Foundation Grants Seminar annually. • Be current on its RI and District dues, and in good standing with the District, Rotary International, and The Rotary Foundation. • Be current on all required tax returns for the Rotary Club and any associated Club Foundation. • Have established and reported an annual giving goal to the District Foundation Chair for the current year, and for the next year by February 15th of each year. • Contributed to the Rotary Foundation Annual Giving Fund in the previous year or the current year. • Have, by January 1st of each year, reported it’s Club President-Elect to the District and to Rotary International. • Be current on all Rotary Foundation District and Global Grant reports.

14. 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

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

16. Session 1Creating a Project

17. Learning Objectives • Identify best practices for choosing a project • Develop a plan to implement your project • Understand how to create measurable goals

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

19. Needs Assessment • Choose a project that is based on the community’s need • Assess resources of your club and potential partners • Talk to the community

20. Partners • ProjectLINK • RI Convention • Project fairs • LinkedIn • Matchinggrants.org/global • International meetings

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

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

23. Setting Goals • Measurable • Sustainable • Qualitative (descriptive) • Quantitative (numeric)

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

25. Learning Objectives • Identify best practices for choosing a project • Develop a plan to implement your project • Understand how to create measurable goals

26. Session 2Applying for and Implementing a Grant

27. Learning Objectives • Write a successful grant proposal and application • Understand grant financing • Discuss the importance of evaluation

28. Applying for Grants District Grants Global Grants Packaged Grants

29. District Grants A single block grant given to district, anddistrict distributes to clubs. Clubs can apply for funds under District developed guidelines (similar to District Simplified Grants). Project must relate to the mission of The Rotary Foundation (but not necessarily to the Area of Focus). Can be used for service projects, VTTs, Volunteer Service, Project Planning Travel, etc.

30. 5490 District Grants Process District Solicits for projects from Clubs. Clubs apply on-line (www.matchinggrants.org) District agrees on projects to be funded. District develops a spending plan. District applies for a District Grant. District distributes funds to clubs after approval of the District Grant by TRF. Clubs provide project reports to District. District and clubs maintain records.

31. Applying for Global Grants • Online Proposal and Application (two steps). • Must meet goals of an Area of Focus . • Be Sustainable. • Involve Rotary clubs in two districts. • Minimum budget of US$30,000. • District confirms club is qualified.

32. 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

33. Sustainability • Impact continues after funds are spent. • Optimal use of local resources. • Prepare professionals to increase impact.

34. Proposal (Step One) • Completed Online (Member Access) • Identify community needs. • Describe activities and outcomes. • Relate activity to area of focus. • General budget.

35. Application (Step Two) • Completed Online • (Member Access) • Detailed plan • How Rotarians will be involved. • How activity is sustainable. • Detailed budget.

36. Global Grant Financing • DDF matched 100% with World Fund • Rotarian / Club cash contributions matched 50% with World Fund • Non-Rotarian cash contributions (with exception of cash from Cooperating Organizations and Beneficiaries).

37. 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.

38. Financing Guidelines Question How can small Clubs meet the higher threshold for Global Grants (larger projects)?

39. Implementation • Communication • Financial Management Plan • Record Keeping • Following original plan

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

41. Learning Objectives Write a successful grant proposal and application Understand grant financing Discuss the importance of evaluation

42. Session 3Oversight and Reporting

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

44. Financial Management Plan • Bank account for funds • Controls on Distribution of funds • Use checks/bank cards to track funds • Detailed ledger • Include local laws

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

46. Document Retention • Provide access to records • Retain for a minimum of five years • Make copies • Scan and Store on the Cloud (ClubRunner, DropBox, Google Drive, etc.).

47. Types of Documents to Keep • Bank statements • Receipts of US$75 or more. • Inventory tracking for equipment or other assets purchased, produced, or distributed through the grant. • Grant applications, reports, and agreements. • Communication between grant partners

48. Reporting Requirements

49. District Grant Club ReportsFrequency • Final Report – within two months of project Completion (No Later than March 31 of the Grant Year) • Interim Report – March 31 of Grant year and every six months thereafter until project completion

50. District Club Grant Reports: Content • Summary of Project –Completion vs Goals • Complete Financial Accounting – including all Receipts & Invoices for all Purchases and Services contracted • List of Rotarians involved and what each did on the Project • Photographic documentation is nice