District 6380 Rotary Foundation Grant Management Seminar

1
District 6380Rotary Foundation Grant Management
Seminar
2
Future Vision OverviewFor District
6380District Governor Elect Donald Riddell
IIIPDG Donald ChisholmDistrict Rotary
Foundation Chair
3
Why Future Vision

• Strengthen impact of club projects
• Sharpen focus of overall grants activity
• Transfer more decision-making locally
• Partner with other organizations
• Simplify the Foundation grants process
• Increase visibility and image

4
Three Types of Grants

• Rotary Foundation District Grants
• Rotary Foundation Global Grants
• Packaged Grants

5
Rotary Foundation District Grants

• Projects mission-related, flexible and innovative
• Educational and humanitarian projects or
  activities that support the mission of TRF
• Smaller activities and projects
• Local decision making, broader guidelines
• Follow District rules consistent with TRF
  guidelines (similar to last years rules)
• District and Club stewardship strengthened

6
Rotary Foundation Global Grants

• Educational and humanitarian purposes consistent
  with the six areas of focus
• Sustainable outcomes with long term impact
• Must meet specific standards
• Require Rotarian participation
• Require host international partners
• Larger grant awards (minimum 15,000 World Fund
  grant, minimum total grant 30,000)

7
Packaged Grants

• Opportunity to work with Foundations strategic
  partners
• Pre-designed activities
• Limited, but increasing, menu of activities
• Supporting the Six Areas of Focus

8
Keys to Successful Grant Projects

• Meet real community needs
• Have frequent partner communication
• Have implementation plan with measurable goals
  and outcomes
• Are sustainable beyond life of the grant
• Practice proper stewardship of grant funds

9
Rotary Foundation District GrantsFor District
6380
10
Rotary Foundation District Grants

• Rules on the District 6380 website under
  Foundation Committee, Grants
• Read terms and conditions on District Website
• Application on the District 6380 Website
• Follow District rules consistent with TRF
  guidelines (similar to our rules for last year)
• Must Relate to TRF mission

11
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

12
Applying for Rotary FoundationDistrict Grants

• Apply on or after July 1, 2012 and no later than
  September 15, 2012. Application can be
  downloaded from the District 6380 website
• Submit application to District Grants Chair PDG
  Terry Youlton

13
Rotary Foundation District Grants

• Are for smaller activities and projects than
  those funded by a Global Grant
• 0.50 for 1.00 match up to 2,500, which may
  vary with supply and demand.
• May be for local or international projects and
  activities
• Do not need an international Club as a partner,
  but must have Rotarians actively involved at both
  ends.

14
Rotary Foundation District Grants

• Rotary Foundation District Grant funds do not
  need to be kept separate bank account
• Rotary Foundation District Grant funds may not be
  kept in an interest bearing or investment account
• Must disclose any potential conflicts of interest
• The Club Memorandum of Understanding must be
  signed by the Club President and President Elect
  and returned to DRFC Don Chisholm prior to
  submission of the application for either a Rotary
  Foundation District Grant or a Rotary Foundation
  Global Grant.

15
Rotary Foundation District Grants

• A member of your club must attend a District 6380
  Grants Training session (This counts)
• A member who attended the training, appointed by
  the Club President must oversee the use of grant
  funds, reporting and see that the Club Memorandum
  of understanding is complied with
• The project budget as approved must be adhered to
  unless the District Grants Committee approves
  changes in advance
• The Rotary Foundation considers its funds to be
  the last funds spent
• Club must return any unspent Rotary Foundation
  District Grant Funds

16
Rotary Foundation District Grants

• All expenses must be documented with receipts
• Reports must include copies of canceled checks
  and documentation of each expenditure
• Clubs must preserve records for seven (7) years
  or as otherwise informed by District and the
  Rotary Foundation
• Club must cooperate with any District or Rotary
  Foundation Audit

17
Creating a Project
18
Successful Grant Projects

• Meet real community needs
• Large grants require formal needs assessments
• 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

19
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

20
Creating a Budget

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

21
Applying for a Grant
22
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

23
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

24
Financing Guidelines

• Cash contributions must come from orbe 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

25
Project Implementation
26
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

27
Rotary Foundation Global Grant Reports Frequency

• 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

28
Rotary Foundation 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

29
Qualification
30
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

31
Qualification Requirements

• Attendance at a district Rotary Foundation Grant
  Management Seminar (this counts)
• Must implement Club MOU requirements
• Submission of signed club MOU
• Must be current on filing of all Grant reports to
  be eligible to apply for any Foundation Grant

32
Terms of Qualification

• Qualification is valid for one Rotary year
• The club as an entity is responsible for the use
  of funds
• Disclose potential conflicts of interest
• Cooperate with all audits
• Proper use of grant funds

33
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 or committee to manage club
  qualification and oversee stewardship

34
The Club Memorandum Of Understanding (MOU)

• Lets look at the Club MOU!

35
Specific District Requirements

• Receipts required for all Grant expenditures
• Do not need separate Bank account or Club
  financial management plan for Rotary Foundation
  District Grants
• Must submit copies of cancelled checks and
  expenditure documentation for Rotary Foundation
  District Grants as part of your report to
  District and the Rotary Foundation
• Must establish Document Retention plan for all
  Foundation Grants of no less than seven (7) years.

36
Thank you