District Rotary Foundation Seminar The Rotary Foundation and your club: the future is here! District 6360 PETS March 15, 2013

District Rotary Foundation SeminarDistrict Rotary Foundation Seminar

The Rotary Foundationand your club:

the future is here!

District 6360

PETS

March 15, 2013


Goals of session:

• Brief review of TRF 101 from PETS I• Begin to understand TRF’s new grant model:

Future Vision• Have the tools needed to apply for a grant

from TRF

District Rotary Foundation Seminar

Review of TRF 101

The Rotary Foundation is the charitable arm of Rotary International. It is OUR charity, and one of the top rated charities in the world.


Contributions

SHARE System

Contributions

Spendable Earnings

Annual Fund

PermanentFund

PolioPlus Fund


20092010

Funds from Annual Fund available to districts 3 years after they are contributed - through SHARE

Contributions to the Annual Fund made in 2010-11 available in 2012-13

Contributions made in 2012-13 available in 2015-16

20142015

20112012

20122013

20152016

20102011

20132014


Earnings used for Earnings used for administrative costsadministrative costs

2013-14

50% to World Fund50% to World FundMatching GrantsPackaged GrantsPeace FellowsPolio+

50% to District50% to District

Up to ½ to District Grants

At least½ to Global Grants

2010-11 2011-12

$$200,000

$50,000$50,000

$100,000 $100,000

Future Vision Grant Distribution ExampleANNUAL PROGRAMS GIVING -- SHARE

2012-13

6



So your club wants to do a project …


What resources are available for your club from TRF?

Many resources under the Future Vision Plan – TRF’s new, simplified grant model!



New Grant Model:

• Global grants• District grants• Packaged

grants


Global Grants


Global Grants

• Long-term projects

• Larger grant awards

Think: “Global”


•International Rotary partner required•World Fund match: minimum match of $15,000•Therefore, $30,000 minimum budget•Community need and participation •Sustainable, measurable outcome•Long-term benefit •Apply directly online: rotary.org•Must align with one of Rotary’s six 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 Grants


• Single block grant awarded annually for club and district projects

• Local or international activities• Include active Rotarian participation• Adhere to stewardship guidelines• Activities align with TRF’s mission


To enable Rotarians to advance world understanding, goodwill, and peace through the improvement of health, the support of education,

and the alleviation of poverty


District Grants

• District Community Grants: for local projects by your club

• District International Grants: for international projects by your club


• Open to all clubs.

• Grants are matching: your club puts in at least as much as the grant you receive.

• Grant funds will be disbursed after project is completed and all reporting has been accepted. *

• Club must be qualified to receive a grant.


District vs. Global Grants:a comparison


District vs. Global GrantsDistrict Grants

• Funding:– District applies for a block

grant, up to 50% of DDF, and distributes smaller amounts to clubs for projects.

– No World Fund match.– Awarded to District by the

TRF. District distributes funds to clubs.

Global Grants

• Funding:– Clubs and Districts apply for a

minimum World Fund award of $15,000, for a total project budget of at least $30,000.

– World Fund match of 1:1 for DDF, and 0.5:1 for cash.

– Awarded by TRF.



• Partner:– No partner required, can be

local or international, District and Club must be qualified.

• Scope or Vision:– Must be related to TRF’s

mission.– Short-term, one-time, smaller

in scope.

Global Grants

• Partner:– International Rotary partner

and host partner, both must be qualified.

• Scope or Vision:– Must align with at least one

of the six areas of focus.– Long-term, sustainable,

measurable.



• Activity Type:– Educational, vocational, or

humanitarian.

• Planning:– Shorter planning time.

• Involvement:– Active Rotarian participation.

Global Grants

• Activity Type:– Educational, vocational, or

humanitarian.

• Planning:– Longer planning process.

• Involvement:– Active Rotarian participation.


Strategic Partners and Packaged Grants


Packaged Grants• Strategic Partners

• For Clubs and Districts

• Large, comprehensive, sustainable projects

• Rotarians focus on implementation

• No cost to clubs: funded entirely by the World Fund and the strategic partners

• Apply for these online: rotary.org


Strategic Partners


Any questions?


The Rotary Foundationand your club:

the future is here!


What type of project can my club do to qualify for a grant?


What some clubs have done …• Lansing: Clean water gravity flow system• Middleville: Food backpacks• Cereal City Sunrise: Food backpacks• Delta-Waverly: Food backpacks• St. Joe/Benton Harbor: Classroom furniture• St. Joe/Benton Harbor: School supplies• Kalamazoo: Park equipment


What some clubs have done …• Portage: Community school project• Reading: Outdoor basketball court• Lakeshore: Wooden boardwalk• Lansing: Washer and dryer, orphanage• Lansing/DeWitt: Backpack school supplies• St. Joe/Benton Harbor: Literacy education• Union City: Shoes, boots, coats


Getting my club ready to apply for a grant



• Plan a project


Steps in Creating a Project


Needs Assessment

Talk with members of the communityAssess your club’s resources and

availability and its potential partners to meet the need

Choose a project that is based on the community’s need


Project Planning

Form a three-person grant committeeAssign rolesSet measurable and sustainable goalsCreate a budgetCreate an implementation planHave a contingency plan


Successful Grant ProjectsMeet real community needsHave frequent partner communicationHave implementation plan with

measurable goals and outcomesAre sustainable projects that continue after

grant funds have been expendedPractice proper stewardship of grant funds


Principles of Sustainability

Project impact after funding is expendedEconomic, cultural, social & resourceOptimal use of local resourcesRespect natural resourcesReach the most beneficiariesNew methods in professional fieldsPrepare professionals to increase impactUse input and skills of grassroots groups


Creating a Budget

RealisticCompetitive biddingReasonable pricesDisclose potential or real conflicts of

interest


What else should we consider when planning a project?


Your club should consider:

• Topic• Communications plan

• Discussion Questions• What are the benefits of

creating this plan?• What are the

implementation steps?• Who will be responsible? • What will you do if

something goes wrong?



• Topic• Communications plan• Financial

management plan







• Topic• Communications plan• Financial

management plan• Record keeping plan






Funding



• Plan a project• Club must become qualified


Club Qualification


• Process open to all clubs.

• Ensures that clubs have the appropriate financial and stewardship controls in place to manage grants funds.

• Club agrees to implement MOU.

• At least 2 club members must attend a Grant Management Seminar (GMS).

• Not delinquent with reporting, payment of dues.

• Qualification good for one year

• Club President and PE for 2013-14 must sign off.


Terms of Qualification

• Entire club is responsible.• Disclose potential conflicts of interest• TRF Terms and Conditions• Cooperate with all audits• Proper use of grant funds• Grant Reporting• Potential Disqualification


Club Qualification Checklist

What MOU requirements does your club already implement?

What requirements does your club need to implement?

What type of club members would be good choices to help implement the club MOU?


Maintaining Qualification

Follow the terms of the club MOUFully implement stewardship and grant

management practices to prevent misuse of funds

Appoint a club member/committee to manage club qualification

Comply with Grant Reporting requirements



• Plan a project• Club must become qualified• Attend Grant Management Seminar


Grant Management Seminar

• Required before receiving a grant.• Two members from club must attend.

** Wednesday, April 3, 2013 in Lansing, 5:30 p.m. to 8:30 p.m.

** Saturday, May 4, 2013 in Oshtemo, 9 a.m. to 12 noon.


StewardshipStewardship is the responsible management and oversight of grant funds, including: Rotarian supervision of projectFollowing standard business practicesReporting of irregularities to TRFImplementing projects as approvedFinancial records reviewTimely submission of reports



• Plan a project• Club must become qualified• Attend Grant Management Seminar• Agree to implement Club MOU


Club Memorandum of Understanding

• Required before receiving a grant.• Club President (2013-14) and PE (2013-14)

must sign.• Ensures that club has the appropriate financial

and stewardship controls in place to manage grant funds.



• Plan a project• Club must become qualified• Attend Grant Management Seminar• Agree to implement Club MOU• Submit Grant application by May 31, 2013


How do I apply for a grant?


Applying for a District Grant: Timeline

• Two people from club attend GMS.• Sign and implement Club MOU.• Application deadline: May 31, 2013.• District Grant Committee will write Spending

Plan.• Preliminary notification will be given to club as to

whether its project is included in the Spending Plan.


Applying for a District Grant: Timeline

• Spending Plan submitted to TRF.• TRF approves (hopefully!) our spending plan.• Club receives final approval that its grant has

been approved.• Club proceeds with its project, completes it, and

submits final report.• Once final reports are approved, grant funds will

be disbursed.

Please rank the following possibilities for spending priorities for our District’s use of its District Designated Funds from The Rotary Foundation for the 2013-2014 Rotary Year.

Place a number by each choice, using “1” for the highest priority and “7” for the lowest priority. Please use each number only once.

_____ Club projects

_____ Polio Plus

_____ District-wide scholarship(s)

_____ Global Grants

_____ Vocational Training Teams

_____ Rotary Peace Centers

_____ Local contingency fund

Turn in completed form at PETS March 14-16 in Kalamazoo.


• In 2010-11, contributions = $152,424


• In 2010-11, contributions = $152,424• $76,212 to World Fund and $76,212 to District


• In 2010-11, contributions = $152,424• $76,212 to World Fund and $76,212 to District• District-controlled funds split as follows:



Global Fund: 50% = $38,106Can be used for:Global matching grantsWorld Peace ScholarsGlobal ScholarsVocational Training TeamsPolio



Global Fund: 50% = $38,106 District Fund: 50% = $38,106

Can be used for: Can be used for:

Global Matching Grants Club projects (community and international)

World Peace Scholars Local contingency fund

Global Scholars Scholarships

Vocational Training Teams Vocational Training Teams

Polio Polio


Earnings used for Earnings used for administrative costsadministrative costs

2013-14

50% to World Fund50% to World FundMatching GrantsPackaged GrantsPeace FellowsPolio+

50% to District50% to District

Up to ½ to District Grants

At least½ to Global Grants

2010-11 2011-12

$$152,424

$38,106$38,106

$76,212 $76,212

Future Vision Grant Distribution ExampleANNUAL PROGRAMS GIVING -- SHARE

2012-13


Completing a District Grant application


Project Implementation


Successful Project Implementation

CommunicationFinancial managementRecord keepingFollowing original plan


Evaluation

Ongoing during project implementation and after completion

Based on goals set for the projectAssists with reporting requirementsUse findings to improve future projects

and identify successes you can promote


Grant Reports !


New grant model:The future is here!

Go forth and serve!


Any questions?


Thank You for all You do for Rotary!

Documents

District Rotary Foundation Seminar The Rotary Foundation and your club: the future is here! District 6360 PETS March 15, 2013