District 6650 Grant Management Seminar

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District 6650 Grant Management Seminar
District 6650 Grant Management Seminar
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Purpose

• 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

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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

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Successful Grant Projects

• Meet community needs
• Have frequent partner communication
• Have implementation plan
• Are sustainable
• Practice proper stewardship of funds

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Stewardship

• Stewardship 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

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Misuse of Grant Funds

• Clubs and the District are required to track,
  investigate and resolve reports of misuse of
  grant funds
• Have those with concerns of misuse submit reports
  in writing to the DRFCC with their signatures to
  ensure credibility
• No new grants will be approved until the
  situation is resolved
• TRF may intervene in the process

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Qualification Requirements

• Submit signed club MOU
• Attend a grant management seminar
• Club president, president-elect, foundation chair
  sign MOU and attend GMS
• Be current with District and RI dues
• Be current with all grant reports

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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

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Maintaining Qualification

• Follow terms of club MOU
• Appoint club member/committee to manage club
  qualification
• Fully implement stewardship practices to prevent
  misuse of funds
• Any misuse or mismanagement of grant funds will
  result in either suspension or revocation of the
  clubs qualification

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Successful Grant Projects

• Real community needs
• Frequent partner communication
• Implementation plan
• Sustainable projects
• Proper stewardship of funds

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Needs Assessment

• Choose a project that is based on the communitys
  need
• Assess resources of your club and potential
  partners
• Talk to the community

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Project Planning

• Form a three-person grant committee
• Assign roles
• Implementation plan
• Budget
• Contingency plan
• Document retention plan

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Creating a Budget

• Goals of the project
• Realistic
• Competitive bidding
• Reasonable prices
• Disclose conflicts of interest

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Setting Goals

• Gather baseline data
• Measurable
• Sustainable
• Qualitative (descriptive)
• Quantitative (numeric)
• Determine method of measurement

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Oversight and Reporting

• Identify best practices for managing funds and
  record keeping
• Identify which documents need to be retained
• Understand conflict of interest
• Understand reporting requirements

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Financial Management Plan

• Bank account for funds
• Use checks/bank cards to track funds
• Distributing funds
• Detailed ledger
• Include local laws
• Written plan for transferring custody of bank
  accounts when signatories change

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Bank Account Requirements

• Separate bank account required for TFR grant
  funds
• Accounts must be low or no interest bearing
• Grant funds shall not be placed in investment
  accounts
• No comingling of TRF and local funds

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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)
• Reporting Conflict of Interest is part of
  Stewardship

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Why Disclose Conflict of Interest?

• Rotarians have a reputation for honesty
• It ensures a fair process transparency
• Potential Conflict of Interest doesnt mean
  automatic disqualification from participation
• TRF Grant Coordinators can help resolve questions
  about Conflict of Interest

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Resources

• Document retention worksheet
• Financial management plan worksheet
• Transferring custody of a bank account
• More on Rotary.org

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Document Retention

• Retain for a minimum of seven years
• Transfer records to District Office
• Scan originals
• Make copies
• Provide access
• Audit

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What You Must Keep

• Signed Club MOU
• Grant Management Seminar attendance record
• Correspondence on Club qualification, including
  emails
• Legal documents
• Bank information (Account details, statements,
  signatories)
• General ledger
• Annual financial assessment results
• Reports of misuse of grant funds
• Document retention procedures
• Succession plans
• Other documentation

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What You Must Keep

• Application
• Approval Notices
• Grant Agreements
• Grant Correspondenceincluding e-mail
• Club Cash Contribution Forms
• Other fund requests and commitments
• Quotes for materials

Final Report

• Beneficiary Documentation
• Needs assessment
• Agreements
• Vendor Documentation
• Quotes for materials
• Receipts and invoices
• Agreements
• Scholar Documentation
• Receipts and invoices
• Agreements
• Vocational Training
• Documentation
• Receipts and invoices
• Agreements

• Financial Documentation
• Bank statements
• Receipts
• Invoices
• Vouchers
• Inventory list
• Grant Reports
• Support documentation
• Photos
• Project summary
• Closure Letters
• Other Documentation

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Grant Document Retention
Grant Approval
Performing the Grant
Closing the Grant
Emails
Final Report
Pictures

• Grant Retention Folder
• Application
• Approved Grant
• Supporting Documents
• DGS Recommendation

Bank Statements
Invoices
Inventory Control
Ledgers
Pictures
Interim Reports
Invoices
Inventory Control
Other
The Rotary Foundation
D6650Rotarians
Acceptance Letter
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Rotary Foundation Grants

• District grants
• Global grants
• Packaged grants

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District Grants

• Block grant given to district, anddistrict
  distributes to clubs
• 50 of DDF can be used for district grants
• Formula for awards to clubs based on per capita
  contributions to APF for previous year
• No TRF match for district grants
• Final Report

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District Grant Policies

• District Grants provide greater parameters
  and much more flexibility
• District Grants provide funding to Rotary clubs
  and districts to support local and international
  humanitarian and service projects, community
  beautification, scholarships, and vocational
  training teams relating to the project/mission
• Scholarships with no restrictions on the level
  (secondary, university, or graduate), length,
  location (local or international), or area of
  study
• Service travel and disaster recovery efforts
• Vocational training teams for both domestic and
  international travel, Rotary and non-Rotary
  countries

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District Grant Policies

• District Grants must
• Relate to the mission of The Rotary Foundation
• Comply with all policies and procedures of The
  Rotary Foundation, Terms and Conditions
  prescribed by TRF, and District 6650
• Include the active participation of all Rotarians
• Adhere to the governing laws of the U.S. and the
  country where the activity is taking place and
  not harm individuals or entities
• Demonstrate sensitivity towards host countrys
  culture
• Only fund activities that have been approved in
  advance
• Comply with the District Conflict of Interest
  Policy
• Complete all required paperwork in a timely
  fashion

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District Grant Policies

• Only clubs that have been qualified can submit
  district grant applications
• Non-qualified clubs can participate but cannot
  sponsor or submit an application

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Applying for District Grants

• Applications for district grants precede the
  Rotary year in which they are completed
• Deadline for applying 15 February 2013
• Submit to
• PDG George W. S. Hays, DRFCC
• Rotary District 6650 Office
• 203 Cleveland Ave. NW
• Canton, OH 44702

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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
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TRF Principles of Sustainability

• Continued impact after Foundation funding is
  fully expended
• Multiple levels of sustainability which involve
  resource management, economic considerations,
  cultural norms and social norms
• Use of local resources, regional input, and local
  knowledge as much as possible
• Respect for natural resources and avoidance of
  harm to the local environment
• Reach the most beneficiaries possible
• Prepare scholars and individuals to contribute to
  new and innovative methods in professional fields
  within a Foundation area of focus
• Prepare participants to increase impact and
  improve effectiveness in the communities and
  vocations in which they work
• Use the input and skills of grassroots
  individuals and groups to ensure continuation of
  projects and activities

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Global Grants

• Online proposal and application
• Identify community needs
• Describe activities and outcomes
• How Rotarians will be involved
• General budget
• Meet goals of one or more area of focus
• Demonstrate sustainability
• Minimum budget of US30,000

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Global Grant Financing

• DDF matched 100 with World Fund
• Rotarian cash contributions matched 50 with
  World Fund
• Contributions credited to donor
• Non-Rotarian cash contributions
• Funds cannot come from other grants
• Funds cannot be raised from beneficiaries in
  exchange for a grant

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Implementation/Evaluation

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

• Assists with reporting
• Improves future projects
• Based on goals
• Ongoing process
• Identifies successes

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Global Grant Reports

• Reports
• Progress report within 12 months of first payment
• Every 12 months through the life of the grant
• Final report within 2 months of completion
• 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 6650 Grant Management Seminar