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District 5490 Grant Management Seminar1
District 5490 Grant Management Seminar
District 5490 Grant Management Seminar2
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
District 5490 Grant Management Seminar
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
New Grant ModelOnly Grant Types
District 5490 Grant Management Seminar
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
District 5490 Grant Management Seminar
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)
District 5490 Grant Management Seminar
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).
District 5490 Grant Management Seminar
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).
District 5490 Grant Management Seminar
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.
District 5490 Grant Management Seminar9
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.
District 5490 Grant Management Seminar10
Successful Grant Projects
• Meet community needs• Have frequent partner communication• Have implementation plan• Are sustainable• Practice proper stewardship of funds
District 5490 Grant Management Seminar11
StewardshipStewardship 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
District 5490 Grant Management Seminar12
Qualification Requirements
• Attend a grant management seminar• Agree to club memorandum of
understanding and submit signed MOU to district
• Additional Requirements from the District
District 5490 Grant Management Seminar13
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.
District 5490 Grant Management Seminar14
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
District 5490 Grant Management Seminar15
Maintaining Qualification
• Follow terms of club MOU• Appoint club member/committee to
manage club qualification• Fully implement stewardship practices to
prevent misuse of funds
District 5490 Grant Management Seminar16
Session 1
Creating a Project
District 5490 Grant Management Seminar17
Learning Objectives
• Identify best practices for choosing a project
• Develop a plan to implement your project
• Understand how to create measurable goals
District 5490 Grant Management Seminar18
Successful Grant Projects• Real community needs• Frequent partner communication• Implementation plan • Sustainable projects• Proper stewardship of funds
District 5490 Grant Management Seminar19
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
District 5490 Grant Management Seminar20
Partners
• ProjectLINK• RI Convention• Project fairs• LinkedIn• Matchinggrants.org/global• International meetings
District 5490 Grant Management Seminar21
Project Planning
• Form a three-person grant committee• Assign roles• Implementation plan• Budget• Contingency plan• Document retention plan
District 5490 Grant Management Seminar22
Creating a Budget
• Realistic• Competitive bidding• Reasonable prices• Disclose conflicts of
interest
District 5490 Grant Management Seminar23
Setting Goals
• Measurable• Sustainable• Qualitative (descriptive)• Quantitative (numeric)
District 5490 Grant Management Seminar24
Setting Goals
• Gather baseline data• Set goals• Determine method of measurement
District 5490 Grant Management Seminar25
Learning Objectives
• Identify best practices for choosing a project
• Develop a plan to implement your project
• Understand how to create measurable goals
District 5490 Grant Management Seminar26
Session 2
Applying for and Implementing a Grant
District 5490 Grant Management Seminar27
Learning Objectives
• Write a successful grant proposal and application
• Understand grant financing• Discuss the importance of evaluation
District 5490 Grant Management Seminar28
Applying for Grants
• District Grants• Global Grants• Packaged Grants
District 5490 Grant Management Seminar29
District Grants• A single block grant given to district, and
district 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.
District 5490 Grant Management Seminar30
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.
District 5490 Grant Management Seminar31
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.
District 5490 Grant Management Seminar32
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
District 5490 Grant Management Seminar33
Sustainability
• Impact continues after funds are spent.• Optimal use of local resources.• Prepare professionals to increase impact.
District 5490 Grant Management Seminar34
Proposal (Step One)
• Completed Online (Member Access)• Identify community
needs.• Describe activities
and outcomes.• Relate activity to
area of focus.• General budget.
District 5490 Grant Management Seminar35
Application (Step Two)
• Completed Online
(Member Access)• Detailed plan• How Rotarians will
be involved.• How activity is
sustainable.• Detailed budget.
District 5490 Grant Management Seminar36
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).
District 5490 Grant Management Seminar37
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.
District 5490 Grant Management Seminar38
Financing Guidelines
Question
How can small Clubs meet the higher threshold for Global Grants (larger projects)?
District 5490 Grant Management Seminar39
Implementation
• Communication• Financial
Management Plan• Record Keeping• Following original
plan
District 5490 Grant Management Seminar40
Evaluation
• Assists with reporting• Improves future projects• Based on goals • Ongoing process• Identifies successes
District 5490 Grant Management Seminar41
Learning Objectives
• Write a successful grant proposal and application
• Understand grant financing• Discuss the importance of evaluation
District 5490 Grant Management Seminar42
Session 3
Oversight and Reporting
District 5490 Grant Management Seminar43
Learning Objectives
• Identify best practices for managing funds and record keeping
• Identify which documents need to be retained
• Understand reporting requirements
District 5490 Grant Management Seminar44
Financial Management Plan
• Bank account for funds• Controls on Distribution of funds• Use checks/bank cards to track funds• Detailed ledger• Include local laws
District 5490 Grant Management Seminar45
Resources
• Document retention worksheet• Financial management plan worksheet• Transferring custody of a bank account• More on Rotary.org
District 5490 Grant Management Seminar46
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.).
District 5490 Grant Management Seminar47
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
District 5490 Grant Management Seminar
Reporting Requirements
48
District 5490 Grant Management Seminar36
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
District 5490 Grant Management Seminar
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
36A
District 5490 Grant Management Seminar51
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
District 5490 Grant Management Seminar52
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
District 5490 Grant Management Seminar53
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)
District 5490 Grant Management Seminar54
Learning Objectives
• Identify best practices for managing funds and record keeping
• Identify which documents need to be retained
• Understand reporting requirements
District 5490 Grant Management Seminar55
Maintaining Qualification
• Follow terms of club MOU• Appoint club member/committee to
manage club qualification• Fully implement stewardship practices to
prevent misuse of funds
District 5490 Grant Management Seminar56
Thank you
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