District 5040 Rotary Foundation Grant Management Seminar

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District 5040 Rotary Foundation Grant Management
Seminar
Welcome !
Thanks For Coming
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Agenda

• Overview of Future Vision Plan
• Management of a Rotary Foundation Grant
• Foundation stewardship expectations
• Club Qualification
• Implementing the club Memorandum of Understanding
• Grant Projects
• Grants

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Handouts (One per Club)

1. Club Memorandum of Understanding
2. Global Grants Guidelines
3. District Grants Guidelines
4. District Foundation Committee
5. Future Vision Grants Terms Conditions
6. TRF Code of Policies Conflict of Interest
7. Application for District Grant
8. Future Vision Grant Management Manual
9. Todays PowerPoint by email request

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Rotary Foundation 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

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The Rotary Foundation Future Vision Plan
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(No Transcript)
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Rotary International District 5040 Inc. The
Rotary Foundation Future Vision Plan District
Committee March, 2010
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Future Vision PlanGrants Model
Rotary Foundation District Grants Rotary
Foundation Global Grants Rotary Foundation
Packaged Grants
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Future Vision Plan Grants Whats Changed .
Discontinued Grants for University Teachers
Ambassadorial Scholarships Group Study Exchange
District Simplified Grants Volunteer Service
Grants Matching Grants 3-H Grants
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Future Vision Plan Grants Whats Changed .

• New
• Global Grants
• Minimum Grant ...15,000
• Minimum Project Budget ...30,000
• Six Areas of Focus
• International Host Rotary Partners Pilot
  Districts
• World Fund Match
• 1 1 District Funds (DDF)
• 0.50 1 Club Generated Funds

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Future Vision Plan Grants Whats Changed .
New District Grants Local or International
Projects Humanitarian, Educational, Travel,
Disaster Recovery DDF Match (max. 10,000)
0.50 1
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Future Vision Plan Grants Whats Changed .

• New
• Packaged Global Grants
• Partner Organizations Selected By TRF
• Large / Comprehensive / Sustainable Programs
• TRF Developed
• 100 Funded by Partner Organization
• TRF World Fund Match 1 1
• Implemented by Rotarians

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Future Vision Plan Grants Whats NOT Changed
.

• PolioPlus
• Rotary Centres for International Studies
• (Peace Scholars)

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• Club Qualification

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Qualification

• Clubs and districts must be qualified to receive
  Grant Funds
• Proper legal, financial, and stewardship controls
  of Grant Funds
• Qualification process is simple
• Signed Club MOU (Handout at PETS)
• Club Future Vision Grant Management Seminar
• March 28 Metro Vancouver
• April 11 Quesnel
• April 18 Terrace
• Club Qualification Renewed Annually
• Not Delinquent with Reporting, Payment of Dues

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Terms of Qualification

• Qualification is valid for one Rotary year
• 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

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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?

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Maintaining Qualification

• Follow the terms of the club MOU
• Fully 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

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• Funding

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Distributable Funds 2010 2011 Program Year
Annual Programs Fund
Contributions 2007 2008 323,335


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Distributable Funds 2010 2011 Program Year
Annual Programs Fund
Contributions 2007 2008 323,335
50
SHARE 50
District Designated Fund
TRF World Fund
163,167
163,167


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Distributable Funds 2010 2011 Program Year
Annual Programs Fund
Contributions 2007 2008 323,335
50
SHARE 50
District Designated Fund
TRF World Fund
163,167
163,167 50
(max.) 50 (min.)
81,583 81,583
District Grants
Global Grants


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Creating a Project
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Needs Assessment

• Talk with members of the community
• Assess your clubs resources and availability and
  its potential partners to meet the need
• Choose a project that is based on the communitys
  need

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Project Planning

• Form a three-person grant committee
• Assign roles
• Set measurable and sustainable goals
• Create a budget
• Create an implementation plan
• Have a contingency plan

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Successful Grant Projects

• Meet real community needs
• Have frequent partner communication
• Have implementation plan with measurable goals
  and outcomes
• Are sustainable projects that continue after
  grant funds have been expended
• Practice proper stewardship of grant funds

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Group Activity

• 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?

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Group Activity

• Topic
• Communications plan
• Financial management 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?

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Group Activity

• Topic
• Communications plan
• Financial management plan
• Record keeping 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?

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Principles of Sustainability

• Project impact after funding is expended
• Economic, cultural, social resource
• Optimal use of local resources
• Respect natural resources
• Reach the most beneficiaries
• New methods in professional fields
• Prepare professionals to increase impact
• Use input and skills of grassroots groups

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Creating a Budget

• Realistic
• Competitive bidding
• Reasonable prices
• Disclose potential or real conflicts of interest

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Partners

• Search for Rotarians who have identified a need
  in their local communities
• Host partners should be invested in the project
• Good communication between the host and
  international partners is key

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• Lunch
• 1230 115

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• Grants

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Stewardship

• Stewardship is the responsible management and
  oversight of grant funds, including
• Rotarian supervision of project
• Following standard business practices
• Reporting of irregularities to TRF
• Implementing projects as approved
• Financial records review
• Timely submission of reports

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Grant Management

• Administered with proper financial control
• Adhere to superior technical standards
• Guided by humanitarian and educational principles
• Meet the needs of the beneficiaries
• Fulfill their objectives
• Safeguard donors funds

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Financing Guidelines

• Club generated contributions must come from or be
  raised by Rotarians
• Funds cannot be raised from beneficiaries in
  exchange for receiving the grant
• Funds cannot come from other grants
• Contributions should be credited to donor

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Applying for a Grant
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Applying for Global Grants

• Submit grant proposal and application through
  Member Access
• Must meet goals of area(s) of focus
• Must be sustainable
• Must involve Rotary clubs in two pilot districts
• Minimum project budget of US30,000
• District must confirm club is qualified

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• Global Grants Guidelines
• At Least One of Six Areas of Focus
• Host and International Rotary Partners
• Minimum Project Budget 30,000
• Minimum TRF Grant 15,000
• District Match 1 DDF (maximum 20,000) to 1
  Cash
• TRF World Fund Match
• TRF World Fund 1 to DDF 1
• TRF World Fund 0.50 to Cash 1

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Areas of Focus

• Goodwill and Peace
• 1. Peace and Conflict Prevention/Resolution
• Health
• 2. Disease Prevention and Treatment
• 3. Water and Sanitation
• 4. Maternal and Child Health

Education 5. Basic Education and
Literacy Alleviation of Poverty 6. Economic and
Community Development
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Global Grant Financing

• Rotary club generated contributions
• District Designated Fund
• Rotary Foundation World Fund award
• Non-Rotarian cash contributions (not sent to or
  matched by the Foundation)

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Global Grant Funding
US

• Club Generated Contribution
  10,000
• District Match (DDF 1 1) max. 20,000
  10,000
• TRF World Fund Match min. 15,000
• Club Generated Funds (0.50 1)
  5,000
• District Funds (DDF 1 1)
  10,000

Total Funding (excluding Non-Rotarian
Contribution) 35,000
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District Grants

• Simple, flexible, innovative
• Educational and humanitarian projects /
  activities consistent with TRF mission
• Smaller activities and projects
• Local decision making
• District Grants Guidelines

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District Grants Guidelines

• Local or International Projects
• Rotary or Non-Rotary Partner
• Pilot or Non-Pilot Partner
• Grant Applications Processed Locally
• District Match 0.50 DDF (maximum 10,000) to 1
  club generated funds
• No TRF World Fund Match

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Examples of Grant Activity
District Grants
Global Grants

• International travel for local doctor to
  volunteer.
• Scholarship for student to attend local
  university.
• Donation of art supplies to assist local youth.
• Mixed profession vocational training teams
• Shelterbox containers.
• Other Examples ?

• International safe drinking water, sanitation,
  and hygiene education
• Sponsorship of Rotary Scholar to Study Abroad.
• International malaria project
• Single vocation Rotary Vocational Training Team
  sent abroad
• Other Examples ?

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Project Implementation
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Successful Project Implementation

• Communication
• Financial management
• Record keeping
• Following original plan

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Evaluation

• Ongoing during project implementation and after
  completion
• Based on goals set for the project
• Assists with reporting requirements
• Use findings to improve future projects and
  identify successes you can promote

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Grant Reports !
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Global Grant Reports

• Progress reports received within 12 months of
  first payment
• Progress reports required every 12 months
  through the life of the grant
• Final reports due within 2 months of completion
• Report to TRF copy to the District
• Document Retention

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Global Grant Reports Content

• How both partners were involved
• Type of activity humanitarian project, scholar,
  vocational training team
• Evaluation of project goals and how funds met the
  goals of the area(s) of focus
• How funds were spent
• Number of beneficiaries and how they benefited

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District Grant Reports

• Initial Report within 12 months of Grant Award
• Progress Reports each 12 months thereafter
• Final Report within 2 months of Project
  Completion
• Report to the District
• Document Retention

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Resources

• District Foundation Committee
• www.rotary.org - Future Vision Pages
• Future Vision Plan Newsletter
• District Governor Penny Offer
• Rotary Foundation Staff
• Global Grants Krista Batey
• District Grants Adam McCormack
• Regional Rotary Foundation Coordinator Chris Offer

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Thank You for all You do for Rotary