District Rotary Foundation Grant Management Seminar · 2016. 5. 5. · Grant Management Seminar District Grants District grants are funded by The Rotary Foundation solely with allocations

Grant Management Seminar 1

District 7170

Grant Management Seminar


Why bother?

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Meet

Janet Watkins

The Rotary Club of Groton

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Grant Management

Ensures that projects

• Have proper financial control

• Adhere to technical standards

• Meet the needs of the

beneficiaries

• Fulfill their objectives

• Safeguard funds


The District Grants Committee

DG Doug Larison

DGE Richard Matsushima

DGN Zoe van de Meulen

Foundation Chair Jean Cadwallader

Grant Com Chair Lana Rouff

Dist. Secretary Sheila Abbey

Dist. Treasurer Rich Griffis

Members-At-Large Jeff Smith

Marsha Guzewich

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Impact of 2015-16 District

GrantsBinghamton - Violins and Books for School

Binghamton - Supplies for School 4 Freedom

Cortland Breakfast - YWCA Park Equipment

Dryden - Storage for Mobile Library

Edmeston – Robotic Equipment

Greene – Pre-School Scholarship & Backpack Program

Groton – Izzy’s Closet

Hillcrest – Park Equipment

Norwich - Books for Children

Owego – Greenhouse

Sidney – Heroin Awareness

Unadilla – Playground Equipment

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Funding Available

2015-16 - $25,107 – Total requested and

granted was $29,343 –

DDSF – District Designated Surplus Fund

2016-17 - $23,413

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Interest/Earnings

for admin costs

$

50% to World Fund

Matching Grants

Peace Fellows

Polio +

50% to District Designated

Fund (DDF)

Up to

½ to District

Grants

At least

½ to Global

Grants

2013-14 2014-15

$$200,000

$50,000$50,000

$100,000 $100,000

ANNUAL PROGRAMS GIVING -- SHARE

2015-16

District 7170 8


Types of Grants Available

District grants are block grants to districts that fund

scholarships, projects, and vocational travel that

align with the mission of The Rotary Foundation.

(Community and International Grants)

Global grants fund scholarships, projects,

vocational training teams, and some travel within

the six areas of focus that are sustainable,

measurable, and host community-driven.

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District Grants

District grants are funded by The Rotary

Foundation solely with allocations from the

District Designated Fund (DDF). A district may

apply for a single grant each Rotary year to

support one or more projects using up to 50% of

the district’s SHARE allocation, which represents

50 percent of its annual giving from three years’

prior plus any Permanent Fund-SHARE

earnings.

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Funding Requirements- Minimum combined per capita giving to The

Rotary Foundation’s (TRF) Annual Fund and/or

Polioplus for 2015-16 of $35

- Clubs must contribute funding towards the

project

- Attendance at the Grants Management Seminar

- Sign a Memo of Understanding

- Application must be submitted by May 31, 2016

- Must comply with Terms and Conditions

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Guidelines

Applications are accepted from January – May31st

Reimbursement will be provided upon the

submission of complete and final project unless

there is a hardship

Incomplete applications will be returned to the

club

District and RI dues must be current

Committee bases selection on project merit,

amount requested and past contributions to

TRF

Clubs not meeting past deadlines will not be considered12


Terms & Conditions

Grants must respect the wishes of the

receiving community

Direct involvement of Rotarians

Evidence of community involvement and

ownership

Promote the project in the media

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Terms & Conditions -2Projects must be initiated by the Rotary club

making the application

Funds cannot be used for:

• salaries, stipends, honorariums, or operating

expenses of another organization

• Personal or professional development

• Projects previously funded

• Doesn’t have to meet the 6 Areas of Focus

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Successful Grant Projects

• Meet real community needs

• Have frequent partner communications

• Solid implementation plan

• Are sustainable

• Ensure proper stewardship of funds

• Vocational grants ?????


Amount of Grants

District Community Grants

Up to $2500 and not less than $500

District International Grants

Up to $5000 and not less that $1000

Competitive

Committee may approve less than amount

requested

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Prior to Project Proposal

Needs Assessment – Why?

Is it necessary?

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Needs Assessment

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-Service Projects should be based on

what the community needs and wants –

not what the club wants to give it!!

-Make sure no other organization is

providing the service.

-Organize a committee to survey needs

of the community.


Ready to Apply??

Attend grants seminar

Make sure club will have the $35 per capita

giving at the end of Rotary year – 6/30/2016

Project must not already be in process or

expenses incurred.

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Time Table

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Grant Seminars: April 16 and 23

Due Date for Applications – May 31

Committee Decisions – June 26-30

Block Grant Sent to TRF – First week

in July

Approval - August


District Community Grant

Review

($500 - $2500)


District International Grant

($1000-$5000)

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Memo of Understanding (MOU)

Club and its officers are responsible for the use of funds

and cooperate for any audit.

Club must have a written financial management plan to

provide administration of grant funds

Have a dedicated bank account that is used solely for

receiving and disbursing TRF grant funds. Bank

statements must be available to support receipt and use

of grant funds

Clubs must adhere to all reporting requirements

Clubs must maintain records for a minimum of five years

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MOU - #2District MOU Addendum:

Attendance at a grants mgt seminar

$35 per capita donation

Final report due one month after completion of project and

not later than June 1st of the grant year. Interim report is

due no later than the end of January of the Rotary year.

Final report will include all receipts of expenditures + 6

pictures

The club will be reimbursed after the final report is secured.

An exception may be made upon approval of the Grants

Management Chair.

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Sign the grant!!

Signature of President-Elect

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Reporting Requirements

Final Report must be submitted

electronically or through the mail no longer

than one month after the project has

ended.

Interim report must be submitted

electronically or through the mail by

January of the Rotary year.

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Reports

Final Reports can be found on the District

website: Rotarydistrict7170.org – on the right

hand side.

Interim Reports can be brief and sent through

an e-mail

SAVE ALL RECEIPTS AND INVOICES – must

have proof how the money was spent! Send

bank statements also.

Send at least six pictures or videos

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Reimbursement

Reimbursement will be sent to the club once

the project is completed and the final

report has been approved.

Hardships

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Questions??


Global Grants

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Applying for Global Grants

• Application process online

• Meet goals of area of focus

• Involve Rotary clubs in two districts

• Minimum budget of US$30,000

• District confirms club is qualified

• Sustainability & Measurabilty


Global Grants

Are sustainable. Host communities must be able to

address their own needs after the Rotary club or district

has completed its work.

Are measurable. Sponsors select standard measures from

the Global Grant Monitoring and Evaluation Plan

supplement, and may add their own measurements in

their report to the Foundation. Expenses to measure

project outcomes are capped at 10 percent.

Are host community-driven. The host community designs

the grant based on local needs that they have identified

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Global Grants

• Can include up to 10 percent of the

project budget for a project manager

• Support humanitarian and educational

projects

• Provide scholarships to fund graduate-

level coursework or research or its

equivalent for a term of one to four years

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Global Grants

• Support vocational training teams that address a

humanitarian need by providing or receiving

professional training

• Support travel for up to two individuals as part

of a humanitarian project. These individuals

provide training or implement the project should

the host club confirm that their skills are not

readily available locally.

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Global Grants - Funding

Are sponsored by at least one Rotary club or district in the

country where the grant project will take place (primary

host sponsor) and one or more outside that

country(primary international sponsor)

Global grants are funded by The Rotary Foundation from

the World Fund, and awards range from US$15,000 to

$200,000. The Foundation matches cash at 50 percent

and DDF contributions at 100 percent. All global grants

have a minimum budget of US$30,000.

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Designing a Project


Funding Formula

Global Grant Funding Example

$10,000 Club(s) (2:1 match)

10,000 DDF (1:1 match)

15,000 TRF from World Fund

$35,000 Total

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• The Foundation will match non-Rotarian

contributions toward a grant, provided they do

not come from a cooperating organization or a

beneficiary of the project.

• International sponsors for humanitarian projects

are required to provide at least 30 percent of

the total sponsor funding. Host sponsors for

humanitarian projects are encouraged to

contribute toward the financing of the grant.

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Practical Exercise

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Sustainability: Providing long-term

Solutions to community problems that

The community can support after the f

Funding ends:

Encourage local ownership

Provide Training

Buy local

Find local funding

Measure Your Success


Global Grants in Progress

Defecation Free Zone – Nepal (Curtis)

EEG Machines – Ismir, Turkey (Ross)

Water Wells – Uganda (Rouff)

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• Grant financing cannot be changed after approval.

• Paul Harris Fellow recognition credit will only be given

for sponsor contributions sent to The Rotary Foundation

and will not be granted for contributions sent directly to

the project.

• Contributions sent prior to grant approval may not be

available for that specific grant.

• All global grant contributions are considered irrevocable

contributions to The Rotary Foundation and will not be

refunded.

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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



Grants Management Issues

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Needs Assessment

• How do you conduct a needs

assessment?

• Why do a community needs assessment?


Partners

Where do you find partners?

• District Assembly

• RI Convention

• Project fairs

• Matchinggrants.org/global

• GSE Teams

• Rotary Showcase / Facebook


Project Planning

• Discuss the idea with District Grants Chair

or committee member

• Form a three-person grant committee

• Implementation plan

• Budget

• Contingency plan

• Document retention plan


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


Setting Goals

• Measurable

• Sustainable

• Qualitative (descriptive)

• Quantitative (numeric)


Setting Goals

• Gather baseline data

• Set goals

• Determine method of measurement


Creating a Budget

• Realistic

• Competitive bidding

• Reasonable prices

• Disclose conflicts of

interest


Financial Management Plan

• Bank account for funds

• Distributing funds

• Use checks/bank cards to track funds

• Detailed ledger

• Transferring custody

of a bank account


Document Retention

• Provide access

• Retain for a minimum of five years

• Make copies

• See Handout


Evaluation

• Assists with reporting

• Improves future projects

• Based on goals

• Ongoing process

• Identifies successes


Implementation

• Communication

• Financial

management plan

• Recordkeeping

• Following original

plan


Oversight and Reporting


District Grant Reports

• D7170 District Grant Report Form

• Two months after completion

• Interim reports at 6 months


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


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


Qualification Requirements

• Attend a grant management seminar

• Agree to club memorandum of

understanding and submit signed MOU to

district

• To be an International Partner or Host

Partner a club must meet minimum annual

per capital giving requirements (D7170)


Applications for District Grants

Clubs start work on District Grants Jan 1,

2014 in conjunction with development of

Club Goals and plans for 2014-2015 year

Find a grants mentor to work with

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Applications for District Grants

• June 1, 2014 – last date for applications

• June 2013 – Committee selects projects

and creates the Spending Plan

• June 2013 - Spending Plan is submitted

to RI.

• July 30 – clubs notified of awards

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Global Grants

Submit at any time

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Documents

District Rotary Foundation Grant Management Seminar · 2016. 5. 5. · Grant Management Seminar District Grants District grants are funded by The Rotary Foundation solely with allocations