District 5450 Club Qualification Grants Management Seminar

1. District 5450Club QualificationGrants Management Seminar

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

4. 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

5. Qualification Requirements • Attend a grant management seminar-President or Appointee • Agree to club memorandum of understanding and submit signed MOU to district • Submit current filed IRS Form 990 to District • All Grant Reporting Current

6. 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

7. Oversight and Reporting

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

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

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

11. Document Retention • Provide access • Retain for a minimum of five years • Make copies

12. District Grant Reports • Final Report no later than May 31 or within two months after completion of grant, whichever is earlier. • Interim Reporting every two months. • No new grant if club is late in reporting. • Receipts for all grant expenditures; checks not sufficient.

13. 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

14. 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

15. 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)

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

17. Qualification

18. Learning Objectives Understand qualification requirements Manage your club’s qualification

19. Qualification Requirements Attend a grant management seminar-President or Appointee Submit signed club MOU Submit current filed IRS Form 990 Current on all Grant Reporting

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

21. Learning Objectives • Understand qualification requirements • Manage club qualification

23. Club Qualification Chair • PDG Dave Beall • 8081 South Albion Street • Centennial, CO 80122 • 720.851.1414 • Fax 720.851.0816 • Cell 303.981.2756 • E-mail dgbeall@msn.com

24. Stewardship Chair • Tom Wolf • 303.628.3670 • Fax 303.623.2062 • E-mail twolf@irelandstapleton.com

25. Thank you

26. District Grants • Local • International • Global Grants New Grants Model Presented by Carolyn Schrader Chair, District Grants Subcommittee

27. District Grants

28. Similarity to District Simplified Grants • Projects meet a community need • Annual District Match (DDF) Guidelines • Grant Cycle (short-term projects) • Grant Reporting

29. What’s Different with District Grants? • Two step process • Proposal • District must submit spending plan for DDF • Can submit proposals now • Applications opening date • August 1, 2013

30. What’s Different with District Grants? • Lead Club must be qualified • Can be local or international • Oversight of funds is more explicit, e.g., • Separate Bank Accounts • Demonstrate Value in Purchases • Document retention is spelled out

31. A Successful District Grant • Has active Rotarian involvement • Is a collaboration with the community • Has good documentation • Stays in touch with the beneficiary

32. DDF for District Grants 2013-14 • Maximum DDF for each Club • $3,000 for Local • $3,000 for International • Maximum per project: • $3,000 if one Club; • $4,000 for two clubs • $5,000 for three or more Clubs • No additional match from TRF

33. International District Grant • District Grants can be international • Rotary is encouraging Clubs to consider international District Grants • Replaces smaller Matching Grants that are no longer eligible • Does not require local Rotary Club-but projects benefit from local oversight

34. Planning For a District Grant District issues annual guidelines Submit proposals now for 2013-14 year Acceptance of proposal does not guarantee a Grant award District policy—first come first serve—based on Grant applications, not proposals

35. Club Planning For District GrantsBest Practices Set service project budget for next year Adopt policy/focus/process for grant support Consider proposals from project champions Submit selected proposals to District Be thoughtful about your proposals—no rush.

36. District Grant Proposal • Sponsor Club/ Champion info • Short description of project & location • Start and ending dates • Estimated budget • DDF requested

37. District Grant Application • Similar to current application • Lead Club must be qualified, including current on grant reporting • District reviews and approves application • Funds deposited into a Grant account

38. Sample District Grants

39. District Grant Reporting • No change from current requirements • Report required 2 months after completion or by May 31 • What was accomplished • How many Rotarians participated and what did they do

40. District Grant Reporting • Include spending and funding summary • Complete receipts required • Documentation on how vendors were chosen and how equipment is identified • Rotary signage and branding

41. Questions???

42. District 5450 Global Grants

43. Topics to be Covered • Global Grant Development • Areas of Focus • Grant Essentials • Reporting

44. What’s the same as Matching Grants? • Meets community needs • District Match (DDF) • Partnership with Host Rotary Club • Grant Reporting

45. What’s Different with Global Grants? • Sponsor Clubs must be qualified • Areas of Focus • Needs Assessment • Multi-aspect projects • Sustainable and measureable

46. What’s Different with Global Grants? • Minimum $35,000 project* • Specific Grant management and reporting procedures • Scholarships and Vocational teams are now Grants • Package Grants funded solely by Rotary are new *District requires Club contributions

47. A Successful Global Grant • Has active Rotarian involvement • Both Host and International Clubs • Has community input from the start • Follows an implementation plan • Includes measurement to determine success • Is sustainable • Has proper stewardship of funds

48. Partners • Host Rotary Club is essential • Previous projects • RI conventions • Think of the community as a key partner • Identify other organizations that can help implement • Project LINK

49. Needs Assessment • Choose a project that is based on the community’s need • Rotary expects host Club to do assessment • Assess community resources and integrate them in the project • Include the community in the planning

50. Project Planning • Form a three-person grant committee • Assign roles • Develop an implementation plan • Create a budget • Establish a document retention plan