district 5450 club qualification grants management seminar

District XXXX Grant Management Seminar

District 5450District 5450Club QualificationClub Qualification

Grants Management Grants Management SeminarSeminar

1


PurposePurpose

• 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

2


Successful Grant ProjectsSuccessful Grant Projects

• Meet community needs

• Have frequent partner communication

• Have implementation plan

• Are sustainable

• Practice proper stewardship of funds

3


StewardshipStewardshipStewardship 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

4


Qualification RequirementsQualification Requirements

• Attend a grant management seminar-President or Appointee

• Agree to club memorandum of understanding and submit signed MOU to district

• Submit current filed IRS Form 990 to District

• All Grant Reporting Current

5


Terms of QualificationTerms 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

6


Oversight and ReportingOversight and Reporting

7


Learning ObjectivesLearning Objectives

• Identify best practices for managing funds and record keeping

• Identify which documents need to be retained

• Understand reporting requirements

8


Financial Management PlanFinancial Management Plan

• Bank account for funds

• Distributing funds

• Use checks/bank cards to track funds

• Detailed ledger

• Include local laws

9


ResourcesResources

• Document retention worksheet

• Financial management plan worksheet

• Transferring custody of a bank account

• More on Rotary.org

10


Document RetentionDocument Retention

• Provide access

• Retain for a minimum of five years

• Make copies

11


District Grant ReportsDistrict Grant Reports

• Final Report no later than May 31 or within two months after completion of grant, whichever is earlier.

• Interim Reporting every two months.

• No new grant if club is late in reporting.

• Receipts for all grant expenditures; checks not sufficient.

12


Global Grant Reports: FrequencyGlobal 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

13

District XXXX Grant Management Seminar14

Global Grant Reports: ContentGlobal 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


Conflict of InterestConflict 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)

15



• Identify best practices for managing funds and record keeping




QualificationQualification

17



• Understand qualification requirements

• Manage your club’s qualification


Qualification RequirementsQualification Requirements

• Attend a grant management seminar-President or Appointee

• Submit signed club MOU

• Submit current filed IRS Form 990

• Current on all Grant Reporting


Maintaining QualificationMaintaining Qualification

• Follow terms of club MOU

• Appoint club member/committee to manage club qualification

• Fully implement stewardship practices to prevent misuse of funds

20



• Understand qualification requirements

• Manage club qualification

21


Club Qualification ChairClub Qualification Chair

PDG Dave Beall

8081 South Albion Street

Centennial, CO 80122

720.851.1414

Fax 720.851.0816

Cell 303.981.2756

E-mail [email protected]

23


Stewardship ChairStewardship Chair

Tom Wolf

303.628.3670

Fax 303.623.2062

E-mail [email protected]

24


Thank youThank you

25


New Grants ModelNew Grants Model

Presented by

Carolyn Schrader

Chair, District Grants Subcommittee

District Grants Local International

Global Grants


District GrantsDistrict Grants


Projects meet a community need

Annual District Match (DDF) Guidelines

Grant Cycle (short-term projects)

Grant Reporting

Similarity to District Similarity to District Simplified GrantsSimplified Grants

28


What’s Different with What’s Different with District Grants?District Grants?

Two step process• Proposal

• District must submit spending plan for DDF

• Can submit proposals now• Applications opening date

• August 1, 2013


What’s Different with What’s Different with District Grants?District Grants?

Lead Club must be qualified

Can be local or international

Oversight of funds is more explicit, e.g., Separate Bank Accounts Demonstrate Value in Purchases

Document retention is spelled out


A Successful District GrantA Successful District Grant Has active Rotarian involvement

Is a collaboration with the community

Has good documentation

Stays in touch with the beneficiary


DDF for District Grants DDF for District Grants 2013-142013-14

Maximum DDF for each Club $3,000 for Local $3,000 for International

Maximum per project: $3,000 if one Club; $4,000 for two clubs $5,000 for three or more

Clubs

No additional match from TRF 32


International District GrantInternational District Grant District Grants can be international

Rotary is encouraging Clubs to consider international District Grants

Replaces smaller Matching Grants that are no longer eligible

Does not require local Rotary Club-but projects benefit from local oversight


Planning For a District Planning For a District GrantGrant

District issues annual guidelines Submit proposals now for 2013-

14 year Acceptance of proposal does not

guarantee a Grant award District policy—first come first

serve—based on Grant applications, not proposals


Club Planning For District Club Planning For District GrantsGrants

Best PracticesBest Practices Set service project budget for next year

Adopt policy/focus/process for grant support

Consider proposals from project champions

Submit selected proposals to District

Be thoughtful about your proposals—no rush.


District Grant ProposalDistrict Grant Proposal Sponsor Club/ Champion info

Short description of project & location

Start and ending dates

Estimated budget

DDF requested


District Grant ApplicationDistrict Grant Application

Similar to current application

Lead Club must be qualified, including current on grant reporting

District reviews and approves application

Funds deposited into a Grant account


Sample District GrantsSample District GrantsProject DDF

RequestTotal

Project Cost

Rotarians take families shopping to buy shoes for their school kids. Club contributed additional $4,000 to project.

$5,000 $14,000

Club buys small medical equipment to deliver to a clinic in Belize.

$4,000 $8,000

Club ships books to a library in Angola. Club gets additional funding from other organizations.

$5,000 $20,000


District Grant ReportingDistrict Grant Reporting No change from current

requirements

Report required 2 months after completion or by May 31

What was accomplished How many Rotarians

participated and what did they do


District Grant ReportingDistrict Grant Reporting Include spending and funding

summary

Complete receipts required

Documentation on how vendors were chosen and how equipment is identified

Rotary signage and branding


Questions???Questions???


District 5450 District 5450 Global GrantsGlobal Grants


Global Grant Development

Areas of Focus

Grant Essentials

Reporting

Topics to be CoveredTopics to be Covered

43


Meets community needs

District Match (DDF)

Partnership with Host Rotary Club

Grant Reporting

What’s the same as Matching What’s the same as Matching Grants?Grants?

44


What’s Different with Global What’s Different with Global Grants?Grants?

Sponsor Clubs must be qualified

Areas of Focus

Needs Assessment

Multi-aspect projects

Sustainable and measureable


What’s Different with Global What’s Different with Global Grants?Grants?

• Minimum $35,000 project*

• Specific Grant management and reporting procedures

• Scholarships and Vocational teams are now Grants

• Package Grants funded solely by Rotary are new

*District requires Club contributions


A Successful Global GrantA Successful Global Grant Has active Rotarian involvement

Both Host and International Clubs Has community input from the start Follows an implementation plan Includes measurement to

determine success Is sustainable Has proper stewardship of funds


PartnersPartners

• Host Rotary Club is essential•Previous projects•RI conventions

• Think of the community as a key partner

• Identify other organizations that can help implement

• Project LINK


Needs AssessmentNeeds Assessment

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

Rotary expects host Club to do assessment

Assess community resources and integrate them in the project

Include the community in the planning


Project PlanningProject Planning

Form a three-person grant committee

Assign roles

Develop an implementation plan

Create a budget

Establish a document retention plan


Creating a BudgetCreating a Budget

Realistic

Competitive bidding

Reasonable prices

No conflicts of interest


Setting GoalsSetting Goals

Measurable Sustainable Qualitative (descriptive) Quantitative (numeric) Identify baseline data source


Global GrantsGlobal GrantsAreas of FocusAreas of Focus

53


Why Areas of Focus? Why Areas of Focus?

To define eligible projects To encourage efforts similar to

those successfully completed in the past

To meet Rotary’s requirements of Sustainability Measurability Community driven

54


How to Use the Areas of How to Use the Areas of Focus? Focus?

Identify Best Practices Narrow the scope during the

Community Assessment (identify things the grant can and cannot provide)

Help focus resources Confirm that project elements

do conform to the eligible activities listed.

55


Areas of FocusAreas 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

56


Peace and Conflict Peace and Conflict Prevention/ResolutionPrevention/Resolution

Purpose and Goals

Training to prevent and mediate conflict

Supporting peace-building in conflict

areas

Scholarships in peace and conflict

prevention/resolution

57


Disease Prevention and Disease Prevention and TreatmentTreatment

Improving health care capacity

Disease prevention

Enhancing the health infrastructure of

communities

Preventing disability resulting from disease or

injury

Scholarships for disease prevention and treatment

Purpose and Goals

58


Maternal and Child Maternal and Child HealthHealth

Purpose and Goals

Reducing pre-school mortality and morbidity

Reducing the maternal mortality and

morbidity

Improving health access for mothers and

children

Scholarships related to maternal and child

health

59


Basic Education and Basic Education and LiteracyLiteracy

Community supported basic education

and literacy for all

Increasing adult literacy in

communities

Reducing gender disparity in education

Scholarships related to basic education

and literacy

Purpose and Goals

60


Economic and Economic and Community DevelopmentCommunity Development

Purpose and Goals

Building capacity for economic development

Developing opportunities for productive

work

Reducing poverty in underserved

communities

Scholarships related to economic and

community development

61


Water and SanitationWater and Sanitation Purpose and Goals

Equitable community access to

safe water, sanitation and hygiene

Strengthen community’s ability to

do it themselves

Support awareness programs

Support studies on water and

sanitation

62


DDF for Global GrantsDDF for Global Grants

$10,000 maximum DDF for each Club

Maximum per project:

$10,000 if one Club;

$12,500 if two Clubs, and

$15,000 for three or more Clubs


Global Grant Global Grant FinancingFinancing

DDF matched 100% with World Fund

Cash contributions matched 50% with World Fund

Up to a 3 ½ to 1 match


Global Grant Funding Global Grant Funding ExampleExample

Project: Water and Sanitation in Malawi

5450 Clubs Funding $10,000

Host Club Funding $ 0

District Match (DDF) $10,000

Rotary Match $15,000

Total Project $35,000

65


District 5450 Proposal District 5450 Proposal ProcessProcess

•Proposals to District for review first•Assistance in the planning/concept stage•Work jointly with District Grant Advisor•District Advisor will help club meet TRF Global Grant requirements•Proposal form and Grant Advisor contacts on the District 5450 website

66


Applying for Global GrantsApplying for Global Grants

• Online application• Rolling deadline• Both Clubs must be qualified• Minimum budget of US $35,000• Reviewed by District before

submission


Global Grant ApplicationGlobal Grant Application

• Identify community needs• Describe activities and

outcomes• Connect project to an area of

focus• How Rotarians will be involved


Global Grant ApplicationGlobal Grant Application

• Detailed plan and budget• Club funding/DDF requested• How activity is sustainable• How outcomes will be measured• Evaluation reporting to be

provided


SustainabilitySustainabilitySustainable projects have continued impact after the funds are spent. They:Meet community needs Make optimal use of local resourcesIncrease capacity in assets and knowledgeDevelop community ownership of the project to create long-term change


ImplementationImplementation

• Communication• Financial

management plan

• Record keeping• Following

original plan


EvaluationEvaluation

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


Reporting EssentialsReporting Essentials• Use best practices for managing

funds and record keeping




Global Grant Reports:Global Grant Reports: Frequency 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


Global Grant Reports: Global Grant Reports: ContentContent

• 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


Questions, Questions, CommentsComments

76


The End…but really The End…but really the beginning for the beginning for new opportunitiesnew opportunities

Thank you for being here today.

77

district 5450 club qualification grants management seminar

Documents