GRANT MANAGEMENT SEMINAR

1. GRANT MANAGEMENT SEMINAR DISTRICT 7610

2. PURPOSE • Understand how to manage a Rotary grant • Learn stewardship expectations • Prepare clubs to implement the MOU • Qualify clubs to receive grant funds

3. Grant Management

4. Terms and Conditions for TRF Grants

5. Grant Management • Ensures that projects • Have proper financial controls • Adhere to technical standards • Meet the needs of beneficiaries • Fulfill their objectives • Safeguard funds

6. OVERVIEW OF ROTARY GRANTS • More decision-making power at the club • and district levels • Types: global grants, district grants, • packaged grants • Simplified leadership structures • Flexible DDF and scholarships • Vocational training teams

7. Grant Planning

8. SUCCESSFUL GRANT PROJECTS • Meet community needs • Are sustainable • Involve a partner • Have an implementationplan • Maintain proper stewardship of funds

9. NEEDS ASSESSMENT • Base projects on communities’ needs • Determine whatresources your club and potential partners have • Talk to the community

10. CREATING A BUDGET • Realistic • Competitive bidding • Reasonable prices • Disclose conflicts of interest CREATING A BUDGET CREATING A BUDGET

11. SETTING GOALS • Measurable • Sustainable • Qualitative • Quantitative • Gather baseline data • Determine method of measurement

12. ROTARY FOUNDATION GRANTS • Global grants • District grants • Packaged grants

13. Global Grants

14. APPLYING FOR GLOBAL GRANTS • Online application process • Meet goals of area of focus • Be sustainable • Involve Rotary clubs in two districts • Minimum total budget of US$30,000 • Must be justified • Must use $15,000 TRF match • District confirms club is qualified

15. 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

16. Sustainable Projects Giving a community the skills and Knowledge to maintain project outcomes for the long term, after grant funds have been expended.

17. GLOBAL GRANT FIRST STEPS www.rotary.org/grants

18. Application

19. GLOBAL GRANT FINANCING • Minimum budget for a global grant is • US $30,000 • Must justify & use TRF match of $15,000 • DDF matched 100% with World Fund • Rotarian and non-Rotarian cash • contributions matched 50% with • World Fund • Coming next year: Add 5% to • Grant budget for TRF admin costs • L GRANT FINANCING

20. FINANCING GUIDELINES • International sponsors provide at least • 30% of total sponsor funding • Funds cannot be raised from beneficiaries • or cooperating organizations in exchange • for a grant • Funds cannot come from other grants • Contributions credited to donor

21. CONFLICT OF INTEREST • Exists when a Rotarian benefits financially or personally from a grant • Benefit can be direct to a Rotarian or indirect to an associate of the Rotarian CONFLICT OF INTEREST

22. IMPLEMENTATION • Communication • Financial management plan • Record keeping • Following original plan

23. Evaluation • Assists with reporting • Improves future projects • Is based on goals • Is ongoing • Identifies successes

24. District 7610 Guidance • Each grant separate on-line app initiated • by a club • Before proceeding, call Grants Chair • Andrew Wade – discuss funding options • Clubs don’t submit grants • Until submitted, grant is just a draft • Changes, particularly funding, invalidates • prior authorizations • Clubs must meet reporting deadlines • No deadline for application but check DDF first

25. District Grants

26. D7610 District Grant • Single block grant • On-line application – never leaves district • One grant per club NTE $2,000 • Clubs can partner • Club must contribute 10% of grant amount • Can be local or international • Partnered grants • Lead club submits application, reports and • receives funds • Supporting partners can not apply for an • additional grant

27. aD7610 District Grant (Cont’d) • Areas of Focus desired but not required • Funds typically received in Oct • Communication with TRF is by district • Deadlines: • Application – Jun 1 • Interim report – Feb 1 • Final Report – May 1 • Questions – District Grant Chair Carol Foley

28. Scholarships • Global • District

29. Global Scholarships al • Funded by global grant – meets same criterion • Areas of Focus • Must justify and need TRF $15,000 match • Recipient studies at foreign institution • Managed in 7610 by Chair Joe Luquire • Requires: • Club approved application • Interview by district committee • D7610 has two this year – South Africa & England

30. District Scholarships • Funded by contingency reserve of block grant • May be at local institution • District policy – use for extraordinary situations • Short fuse • Single semester or term • Vocational focus • Handled by Scholarship Chair – no app deadline • First this year – NVCC student pursuing • nursing certificate

31. Vocational Training Team

32. Vocational Training Team • Funded by either Global or District grant – depends • on justification and need for TRF match • Managed by VTT Chair Michelle Peters • Common VTT – one-way team sent by the district • to a foreign country to train the trainer • No restrictions on team members or length of stay • D7610 first – Global funded VTT to Swaziland

33. Oversight and Reporting

34. Grant 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

35. Financial Management Plan • Bank account for funds • Distributing funds • Use checks/bank cards to track funds • Detailed ledger • Comply with local laws

36. DOCUMENT RETENTION • Provide access to documents for transparency • Retain for a minimum of five years • Make copies

37. REPORTING REQUIREMENTS • Reporting: • Verifies grants were managed properly • Provides valuable data for your club, partners, and Rotary

38. GLOBAL GRANT REPORTS • Timeline for reporting: • Progress reports within 12 months of first payment • Every 12 months through the term of the grant • Final report within two months of completion

39. GLOBAL GRANT REPORTS • Your global grant report should include: • 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

40. Qualification Requirements • To be eligible to receive Rotary • Foundation Funds, a club must: • Attend a grant • management seminar • Submit signed club MOU • Submit a signed district • MOU addendum

41. TERMS OF QUALIFICATION • Valid for one year • Appoint a club member or committee to • manage club qualification • Implement and follow the club MOU • Fully implement stewardship practices to prevent misuse of funds • Use grant funds properly • Disclose conflicts of interest • Cooperate with all audits

42. Questions? PDG Travis White Foundation Stewardship Chair Rotary Club of Burke traviswhite@cox.net

43. Contacts Stewardship - PDG Travis White, (traviswhite@cox.net) All-Grants - Vance Zavela (vance.zavela@verizon.net) Global Grants – Andrew Wade (andrewdwade@gmail.com) District Grants - Carol Foley (shamrckhse@aol.com ) Scholarship – Joe Luquire (jwluquire@earthlink.net) Vocational Training Team – Michele Peters (michelle.peters@fcps.edu )