Humanitarian Grants Program

1. Humanitarian Grants Program

2. Humanitarian Grant Standards • Rotarian participation • Rotary networks • Humanitarian needs • Stewardship

3. Rotarian Participation • Active participation • Participation from both countries • Club and district commitment and responsibility

4. Rotary Networks • Develop stronger Rotary networks • Cultivate Rotarian, club, and district partnerships • Cultivate relationships with other organizations

5. Humanitarian Needs • Host Rotarians and community identification of needs and project initiation • Sustainable development • Involvement of local community and beneficiaries

6. Stewardship • Treating TRF funds as a sacred trust • Competent and thorough supervision of the project • Standard business practice • Reporting irregularity to TRF

7. Stewardship • Implementing projects as approved • Financial review of projects • Timely and complete reporting • 4-Way Test • Declaration of Rotarians in Businesses and Professions

8. Humanitarian Grants ProgramUpdates

9. Recent Changes - Rationale • Ensure available resources • Increase transparency • Improve quality of reports

10. Minimum Grant Award Effective 1 July 2005 • Minimum US$5,000 award from TRF • Sustainable projects • Increased community impact

11. Individual Grants Effective 1 July 2005 • Moratorium on new applications for 2005-06 Effective 1 July 2006 • Moratorium lifted for travel after 1 October 2006

12. Reporting Requirements Effective 1 July 2005 • Progress reports required at least every twelve months • Final report due within two months of projects completion

13. Report Content • Project accomplishments • Rotarian participation • Statement of income and expense • Bank statement • Impact on beneficiary

14. Host Partner Contribution Effective 1 July 2006 • US$100 minimum contribution • Greater investment of host partner • Increased local oversight

15. Project Committee Effective 1 July 2006 • Project committee of at least three Rotarians • Host and international • Lends itself to increased transparency • Corporate responsibility

16. DGSC Certification Effective 1 July 2006 • Host or international partner DGSC • Required to review applications before submission to TRF • Certify accuracy and completeness

17. Timelines Effective 1 July 2006 • Applications must meet conditions for approval within six months of receipt at TRF • Approved applications must meet conditions for payment within six months after approval

18. Blane Immunization Grants • Program ending by 31 December 2007 • Deadline for submitting new applications is 31 December 2006 • All final reports must be submitted by 31 December 2007

19. How to Create a Viable Humanitarian Project

20. Keys to Success • Project meets real needs of receiving community • Rotarian, club, district, and community support (host and international) • Proper fiscal oversight • Effective partnerships and communication • Project plan with goals and anticipated outcomes

21. Steps to Success • Step One: Needs assessment

22. Needs Assessment • Gather information about a community problem • Evaluate the club’s and community’s: • Strengths and assets • Challenges and needs • Opportunities for projects • Hindrances to projects

23. Steps to Success • Step One: Needs assessment • Step Two: Develop a partnership and build needed networks

24. Steps to Success • Step One: Conduct a needs assessment • Step Two: Develop a partnership and build needed networks • Step Three: Match community needs with the interest and strengths of the partners

25. Steps to Success • Step One: Conduct a needs assessment • Step Two: Develop a partnership and build needed networks • Step Three: Match community needs with the interest and strengths of the sponsors • Step Four: Create a project plan and budget

26. Creating a Project Plan • Cooperative effort of all sponsors • Purpose of project – who, what, where, when and how • Community involvement • Rotarian participation

27. Creating a Budget • Based on the agreed upon project plan • Within the means of the sponsors • Reasonable • Reflect an appropriate use of funds • Adhere to TRF eligibility guidelines

28. Budget A good budget contains: • Items to be purchased • A description of the purpose, if unclear • Price of the items • Corresponding supporting documentation (price quote) • Exchange rate used to determine US$ value

29. Steps to Success • Step One: Conduct a needs assessment • Step Two: Develop a partnership and build needed networks • Step Three: Match community needs with the interest and strengths of the sponsors • Step Four: Create a project plan and budget • Step Five: Obtain funding

30. Funding Contributions plus the Foundation match Supporting documentation (price quotes) Budget = =

31. Cultivating and Sustaining Partnerships and Communication

32. Purpose of Partnership • Meets Trustee standard of developing Rotary networks • Builds international understanding, goodwill, and peace • Allows Rotarians to learn and share from each other • Strengthens Humanitarian Projects

33. Effective Partnership • Clearly defined responsibilities • Detailed plan of action • Clear and open lines of communication • Knowledgeable and motivated partners • Mutual respect

34. Equitable Partnerships • International partner does not impose project on host partner • Host partner expects active involvement of international partner • International partner participates in addition to providing funds

35. How to Find a Partner • WCS Projects Exchange • Group Study Exchange • International meetings • District conferences • International travel • Volunteers

36. Effective Communication • Know project partners • Anticipate cultural misunderstandings • Discuss problems openly and freely • Communicate in a timely manner • Practice patience and good humor

37. Project Committee • Oversees and implements project • Reports to board of sponsoring clubs • Comprised of at least three members (effective 1 July 2006)

38. Committee Members • Committed • Experts • Accessible • Respected • Responsive • Multi-lingual • Without conflicts of interest

39. Primary Contacts • Must be member of the: • club if club- sponsored • district if district-sponsored • Represents the committee • Should have access to email and fax

40. Project Promotion • Project partners • Local press • Presentations to other Rotarians • Conferences • Internet

41. District Simplified Grants

42. District Simplified Grants • Utilize a portion of the district’s DDF • 20% of DDF • 1 grant per district per Rotary year • Humanitarian Endeavors • Local community • International service • Direct Rotarian involvement

43. Policies and Guidelines • Adherence to standard grant policies • Respect wishes of receiving community

44. Rotarian Involvement • Community needs assessment • Project committee • Project implementation • Liaison with community leaders and beneficiaries • Project promotion

45. Request Procedure • Districts are strongly encouraged to submit requests in year prior to funds being spent • Requests accepted: 1 July – 31 March • Requests approved: 1 August – 15 May

46. Request Form • Amount requested • DRFC chair and DGE authorization • Payee Information (bank account)

47. Payment Procedure • Payment released at start of Rotary year • Payment of second DSG depends on submission of progress reports showing expenditure of at least 50% of prior grant • Maximum of two paid open grants

48. Grants Over US$25,000 • Payment made in installments based upon a spending plan • Subsequent payments released after progress reports are received • Publicity plan required prior to payment • Annual independent financial review

49. Report Content • Cumulative, District-level information • Statement of income and expense • Bank statement • Individual project reports

50. Individual Project Report • Narrative statement about beneficiaries • Itemized list of expenditures • Detailed description of project • Description of Rotarian involvement