Title: District%205580%20Grant%20Management%20Seminar
1District 5580 Grant Management Seminar
2Purpose
- Understand how to manage a Rotary Foundation
grant - Learn stewardship expectations
- Prepare clubs to implement the MOU
- Qualify clubs to receive grant funds
3Grant Management
- Ensures that projects
- Have proper financial control
- Adhere to technical standards
- Meet the needs of the beneficiaries
- Fulfill their objectives
- Safeguard funds
4Successful Grant Projects
- Meet community needs
- Include frequent partner communication
- Have implementation plan
- Are sustainable
- Maintain proper stewardship of funds
5Stewardship
- Stewardship is the responsible management and
oversight of grant funds, including - Rotarian supervision
- Financial records review
- Oversight of funds
- Reporting irregularities
- Timely submission of reports
6Qualification Requirements
- Attend a grant management seminar
- Agree to club memorandum of understanding and
submit signed MOU to district - Be Aware of Funding Reporting Needs
7Terms 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
8Funding
- Scholarships from Global Grant (TRF DDF)
from District Grant
(Club DDF) - VTT from Global or District. GSE from District
- Grants
- District Smaller international, local projects.
1.00 DDF to 1.00 CLUB, Minimum DDF 500.00,
maximum 5,000 one club, 15,000 - 3 club
collaboration. - Global Larger international projects. Club
fundsTRF (World Fund)District (DDF). Minimum
35,000. - Packaged Grants- Humanitarian, VTT, Scholarship,
TRF (World Fund) Strategic Partners.
9Session 1Designing a Project
10Learning Objectives
- Identify best practices for designing a project
- Develop a plan to implement your project
- Understand how to create measurable goals
11Successful Grant Projects
- Real community needs
- Frequent partner communication
- Implementation plan
- Sustainable
- Proper stewardship of funds
12Needs Assessment
- Base project on the communitys need
- Assess resources of your club and potential
partners - Talk to the community
- Ensure local women play a role!
- Best develop a community economic development
Committee.
13Partners
- RI Convention
- Project fairs
- LinkedIn
- Matchinggrants.org/global
- International meetings
- Rotary Showcase / Facebook
14Project Planning
- Form a three-person grant committee
- Assign roles
- Implementation plan
- Budget
- Contingency plan. What if?
- Document retention plan
15Creating a Budget
- Realistic
- Competitive bidding
- Reasonable prices
- Disclose conflicts of interest
16Setting Goals
- Measurable
- Sustainable
- Qualitative (descriptive)
- Quantitative (numeric)
17Setting Goals
- Gather baseline data
- Set goals
- Determine method of measurement
18Learning Objectives Session 1??
- Identify best practices for designing a project
- Develop a plan to implement your project
- Understand how to create measurable goals
19Session 2Applying for and Implementing a Grant
20Learning Objectives
- Write a successful grant application
- Understand grant financing
- Discuss the importance of evaluation
21Rotary Foundation Grants
- District grants For smaller local, international
projects. Application deadline prior to Rotary
Year so one window of opportunity. Most
important Plan prior to Rotary Year! - Global grants Larger International Projects.
Applications on a rolling basis beginning April
1st prior to and throughout Rotary Year. Again
Pre Plan! - Packaged grants Predesigned, TRF and Strategic
Partners. Refer to TRF website
22Application
23Global Grant First Steps
24Applying for Global Grants
- New www.rotary.org/grants Then click
begin process to work on Application. - Work with assigned Mentor to complete
Application. - Click save as until final draft is completed.
- Click Send when satisfied as complete.
- Copy for Club District Records.
- Please Folks!! Work with us on this.
25Applying for Global Grants
- Refer to Terms and Conditions, including
- Meet One or more of six areas of focus.
- Be sustainable.
- PartnersHost Club and International Club.
- Minimum budget of US35,000.
- Districts confirm their clubs are qualified.
- Practice sound Stewardship.
26Areas 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
27Sustainable Projects
- Giving a community the skills and knowledge to
maintain project outcomes for the long term,
after grant funds have been expended.
28Global Grant Financing
- Our Clubs Funds matched 100 by 5580 DDF and 50
by TRF World Fund. - DDF Matched 100 by TRF World Fund.
- TRF world fund Minimum Grant 15,000. so
Minimum Project Cost 35,000. - New Non-Rotarian cash contributions. Now
matched 0.50 to 1.00 by TRF World Fund (from IA)
29Financing Guidelines
- Contributions raised by Rotarians
- Funds cannot be raised from beneficiaries in
exchange for a grant - Funds cannot come from other grants
- Contributions credited to donor
30Applying for a District Grantfor 2013-14 Rotary
Year
- District website Future Vision Page
- District Grant Proposal/Application.
- Refer to Terms and Condition for Criteria.
- Meet TRF Mission Statement
- Send 1st Draft to D-5580 Admin. Secretary
- Work with Mentor send final by April 30.
31Applying for a District Grantfor 2013-14 Rotary
Year Cont.
- Approved Applications included in District
Spending Plan in May. - TRF approval should be by late June.
- Funds available early July pending status of past
years Final Reports. - Do Not initiate project prior to TRF approval of
District Spending Plan
32Implementation
- Communication
- Financial management plan
- Recordkeeping
- Following original plan
33Evaluation
- Assists with reporting
- Improves future projects
- Based on goals
- Ongoing process
- Identifies successes
- Lessons Learned?
34Learning Objectives Session 2 ??
- Write a successful grant application
- Understand grant financing
- Discuss the importance of evaluation
35Session 3Oversight and Reporting
36Learning Objectives
- Identify best practices for managing funds and
record keeping - Identify which documents need to be retained
- Understand reporting requirements
37Financial Management Plan
- Dedicated Project Bank account for funds
- Distributing funds
- Use checks/bank cards to track funds
- Detailed ledger
- Include local laws
- Estimates. Quotations
- Receipts (zero balance)
- Translate to English
38Resources
- Document retention worksheet
- Financial management plan worksheet
- Transferring custody of a bank account
- More on Rotary.org
39Document Retention
- Provide access
- Retain for a minimum of five years
- Make copies
40District Grant Reports
- Progress Reports
- Progress report at 6 months from funds received
and every 6 months thereafter - Final report at 2 months from project completion
- Sunset for completion _at_ 2 years from funds
provided
41Global 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
42Global 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
43Conflict 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)
44Learning Objectives session 3 ??
- Identify best practices for managing funds and
record keeping - Identify which documents need to be retained
- Understand reporting requirements
45Session 4Qualification
46Learning Objectives
- Understand qualification requirements
- Manage your clubs qualification
47Qualification Requirements
- Attend a Grant Management Seminar (GMS)
- Submit signed club MOU Addendum by current
Pres. Pres. Elect prior to incoming Rotary Year
so now for 2013-14 - Work with District mentor and Grants Committee
48Maintaining Qualification
- Follow terms of club MOU
- Appoint club member/committee to manage club
qualification - Fully implement stewardship practices to prevent
misuse of funds
49Learning Objectives Session 4??
- Understand qualification requirements
- Manage club qualification
50Thank youQuestions?