Grant Management Seminar for Rotary Foundation 2019-2020 Goals

1. Grant Management SeminarDistrict 7790 Rotary Foundation2019-2020

2. Goals of the Seminar • Understand the expectations of RI Foundation and District 7790 with respect to grant management • Qualify Rotary clubs to receive district grants • Understand the Memorandum of Understanding • Understand the Addendum to the MOU

3. Goals of the Seminar (continued) • Understand the criteria to meet in order to beeligible for a District Grant • Be aware of the guidelines used in the analysis of grant applications • Acquire a basic understanding of the Global Grant Program

4. Grant Management • Ensure that projects: • Meet the needs of the beneficiaries • Fulfill their goals • Have proper financial control in place • Adhere to ethical standards

5. Stewardship • Stewardship is the responsible management and oversight of grant funds, including: • Management according to the standards set by the Rotary Foundation and District 7790 • Rotarian supervision • Oversight of funds • Reporting irregularities • Timely submission of reports • Financial records review

6. Rotary Foundation Grant Model • 1. Global Grants • 2. District Grants

7. Global Grants

8. Global Grants • Long-term project with sustainable outcome • Budget: $30,000 or more (participation of the TRF $15,000 minimum) • At least one area of focus

9. Global Grants • Community needs assessment • Community participation • Measurable and sustainable results • Host Rotary Club or District and international partner

10. Sustainable Projects • These projects/programs give a community the skills and knowledge to maintain project outcomes for the long term, after grant funds have been expended and that you will no longer be there to help

11. Developing an Eligible Global Grant • Identify an International Host Rotary Club or District partner • Ensure all Districts and/or Clubs are qualified • Assess the needs of the community • Active participation of the community • Select the Area of Focus • Identify your goals • Improving knowledge, skills, resources • Determine the sustainability of long-term project • Measurable results • Contact District Foundation who must approve your application • Complete Form

12. Project Planning • Form a three-person grant committee in each club (Host Club and Partner Club) • Assign roles • Implementation plan • Budget • Contingency plan (Plan B) • Document retention plan

13. Setting Goals • Quantitative (numbers). • Gather data • Determine method of measurement • Qualitative (descriptive) • Sustainable

14. Budget • Realistic • Based on competitive bidding • Reasonable prices • May include up to 10% of project costs for contingencies (cost increase, exchange rate) • No travelling expenses unless host club confirm that the expertise is not available locally • Disclose conflicts of interest

15. Conflict of Interest • Obligation to disclose any potential conflict of interest • Exists when a Rotarian may benefit financially or personally from a grant • Benefit can be direct (the Rotarian benefits) or indirect (an associate of the Rotarian benefits)

16. Hints • Write text on a separate document, check the text and submit attachment • Retain copies of files. Review and insert them as .pdf files • It is important to share and consult your District Foundation Grants Subcommittee

17. Global Grant Financing • TRF matches 100% of District contribution • TRF matches 50% of Club contribution • TRF matches 50% of other cash contributions

18. Funding a project (Example) • Rotary Club contribution $10,000 • District Match ($1 for $1*) $10,000 • Rotary Foundation Match (Minimum $15,000) • 100% for District contribution$10,000 • 50% for club contribution $ 5,000 Total $35,000 * Maximum District 7790 match (2018-2019)

19. Financing Guidelines • Contributions raised by Rotarians • Funds cannot be raised from beneficiaries in exchange for a grant • Funds cannot come from the budget of another action funded by a Foundation grant • Contribution credited to donor (PHF)

20. Global Grant Reporting • Progress reports: • 12 months after funds are received • Every 12 months until project is completed • Final report submitted within 2 months of project completion

21. Report Content • How Rotarian partners were involved • Type of activity • Evaluation of results versus goals • How Areas of focus goals were met • How funds were spent • Number of beneficiaries and how they benefited

22. Resources • www.rotary.org/en/grants • http://ideas.rotary.org/ • Learn Rotary: http://learn.rotary.org/ • Rotarian Action Groups www.rotary.org/actiongroups • Rotary Showcase: https://map.rotary.org/fr/project/pages/project_showcase.aspx

23. Questions?

24. District Grants

25. Types of approved activities • District grants offer clubs flexibility in carrying out activities that support the Foundation's mission. • Locally or international service projects which will be completed within 12 months of reception of the grant. • Project is not subject of a global grant

26. Mission of TRF • To enable Rotarians to advance world understanding, goodwill, and peace through the improvement of health, the support of education, and the alleviation of poverty

27. Funding • District grants are funded by the District Designated Fund (DDF) • DDF is generated from contributions to the Annual Program Fund from three years prior, plus spendable earnings of the Permanent Fund SHARE • District can use up to 50% of the DDF each year based on a submitted spending plan • Unused district grant funds are returned to the Foundation and credited back to the district's DDF and will be available for global grants only • These funds will not be used in the calculation of the district grant amount for the following year

28. 2019-2020 DDF • Annual Program Fund Contributions in • 2016-2017 $137,127 • 50% X $ 137,127 $ 68,564 • District Grant: • Up to 50% x $ 68,564 $ 34,282 • SpendableearningsfromEndowmentFund$ 29,380 Total available for district grants $ 63,662

29. District Application for District grant • District may apply for one district grant per Rotary year • Prior to submitting its application, the District must provide a list of the projects it intends to support to RI Foundation • (« Spending Plan ») • The District submits its application before the start of the Rotary year so that payment can be made immediately at the beginning of the year

30. Payment • The District receives from RI one block payment for the approved amount of the district grant • All prior district grants funds (2018-2019) must have been distributed • District must be current on reporting for all district-sponsored grants (2017-2018)

31. District Final Report • District must submit a final report to the Foundation within 12 months of payment of the grant • Report must include a final list of funded activities and be submitted in the same format as the spending plan • Changes in project funding may occur between when a district submits its original spending plan and when it submits the final report. Any change in the project must be preapproved

32. District Final Report • District may submit its final report once it has fully distributed the district grant funds to the individual projects • These projects do not need to be completed before the District sends its report to the Foundation. • District is required to report annually on its use of district grant funds to the clubs.

33. District Grant 2019-2020

34. Eligibility to a District Grant • On May 31 2019, the Club willmeetfinancialcriteria: • Contributions to the AnnualFundcredited to the club in 2018-2019 willreach a minimum amount set by the District Foundation with a minimum of $40 per capita registeredwith RI on July 1st 2018

35. Eligibility to a District grant Other criteria • On May 31 2019, the club willalsomeetall of the following conditions: • the Club willbequalified • All district grant report for the years 2017-2018 will have been filed in a timelyfashion • The Club will have no District and Ri dues unpaid • A complete application will have been received by the District on or before April 30 2019

36. Application Form • Club Name & Club Number • Priority of project • Areas of Focus • Project description and goals • Community or neighborhood served (Number of Beneficiaries) • Partners • Project Starting and Ending Dates • Rotarian non-financial involvement (Doing what and how many?) • Project Promotion

37. Application Form • Budget: Labor, Supplies and Materials, Equipment, bank fees, others • Amount of club and partner contributions • Amount of Grant requested • Signatures and contact information • Signatures of 2019-2020 Club President and 2020-2021 Club President or Secretary • Important: • Club must keep original receipts • Copies of supporting documents must be submitted with Final Report (within 12 months of grant reception) • Club must return any surplus in the same proportion of funding • Application must be signed and signing confirms acceptance of Terms and Conditions • Grant funds must be returned upon failure to comply.

38. Reminders • Project must be approved prior to its realization • No expense can be incurred before the Club receives the grant

39. Grants cannotbeused to: • Continuous or excessive support of any one beneficiary, entity or • community • Establishment of a foundation • Fundraisingactivities • Project signage in excess of $100 • Operating, administrative, or indirect program expenses of another • organization • Cash donations to a beneficiary or organization • Activities and expensesalready in progress or completed

40. Timeline 2019-2020 • April 1, 2019 Call for 2019-2020 Club Applications • (http://www.ri7790.org/) • April 30, 2019 2019-2020 Club Application Deadline • May 15, 2019 Review of Club Applications (Grant sub-committee) • May 31, 2019 Deadline to fulfil requirements • July 1, 2019 District submits Spending Plan to TRF • August 1, 2019 Spending Plan accepted by TRF • September 1, 2019 Receipt of the 2019-2020 District Grant

41. Questions ?

42. Club Qualification

43. Club Qualification • The District and the Clubs must be qualified to receive and manage grant funds from The Rotary Foundation • Proper legal, financial, and stewardship controls of Grant Funds • Club qualification process is simple: 1. Attend Grant Management Seminar. 2. Sign MOU • Qualification is valid for one year

44. Memorandum of Understanding • 7 Articles • Club Qualification process • Club OfficerResponsibilities • Financial Management Procedures • Bank AccountRequirements • Report on Use of Grant Funds • Document Retention • Reporting Misuse of Grant Funds

45. Article 1Club Qualification • Agree to implement the financial and stewardship requirements • Attend the Grant Management Seminar: • Qualification for 1 year • Qualification may be suspended/revoked

46. Article 2Club OfficerResponsibilities • Club officers hold primary responsibility for the grants received. They should • Appoint at least one member/committee to implement and maintain club qualification • Ensure control measures and proper grant management practices • Ensure that there is no conflict of interest

47. Article 3Financial Management Plan • Club must have a financial management plan thatdescribes the procedures for: • Maintain a standard set of accounts (receipts and disbursements) • Disbursegrantfundstowards the project as approved • Create an inventory system (if needed) • Ensurethat all grantactivitiescomplywith applicable law

48. FINANCIAL MANAGEMENT TOOLS • Manual (Accounting books and records) • Electronic • Excel • Recognized Spreadsheet   (Ex.: Quickbooks, Sage 50, etc.) • Seek advice from an accountant

49. Article 4Bank AccountRequirements • Dedicate bank account used solely for receiving and disbursing grant funds for the particular project (one grant = one account) • Minimum of 2 Rotarian signatories • Signatories cannot be responsible for project • No or low interest bearing account - Interest earned must be used for the grant activity • Monthly bank statements (to be submitted with final report) • Written plan for transferring custody of bank account (change of signatories)

50. Article 5Report on Use of Grant Funds • Support transparency and assist in the preparation of audit or financial assessment • Must include • Bank information and all monthly statements • Club qualification documents + signed club MOU & Addendum • All supporting documents (receipts, bills, etc.).