Grants Management Training 2014

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District 7750
Grants Management Training
November 7, 2014
TRF Mission and Motto
Doing Good in the World
… to enable Rotarians to advance world
understanding, goodwill, and peace through the
improvement of health, the support of education,
and the alleviation of poverty.
COL Endorsed April 2007
Foundation Training Nov 2014
Slide 2
Areas of Focus
Goodwill and Peace
Education
1. Peace & Conflict
Resolution/Prevention
5. Basic Education &
Literacy
Health
Alleviation of Poverty
2. Disease Prevention
& Treatment
6. Economic &
Community
Development
3. Water & Sanitation
4. Maternal & Child
Health
Foundation Training Nov 2014
Slide 3
Grant Types
District Grants
Global Grants
Packaged Grants
- ended October 2014
Foundation Training Nov 2014
Slide 4
Rotary Foundation District Grants
• Simple, flexible, innovative
• Educational and humanitarian projects and
activities consistent with mission
• Smaller activities and projects
• Local decision making with broader guidelines
• Basically what was formerly known as a District
Simplified Grant
• Submitted electronically via application on
District website www.rotary7750.org/grants
Foundation Training Nov 2014
Slide 5
Examples of Activity
District Grants — Mission-related
• Exchange of mixed profession vocational training teams with
another district (traditional GSE)
• International travel for local doctor to volunteer at a clinic
• Scholarship for student to attend local or international
university (traditional scholar)
• Donating art supplies to assist youth after-school program
• Send ShelterBox containers in response to natural disaster in
another district
Foundation Training Nov 2014
Slide 6
Rotary Foundation Global Grants
• Long-term projects
• Align with one or more Areas of focus
• Active Rotarian participation
• $30,000 minimum budget
• Sustainable and measureable outcomes
• International partnerships required
for club- and district-developed grants
• Adhere to Terms & Conditions of Grants
• Submitted electronically via RI website
Foundation Training Nov 2014
Slide 7
Rotary Foundation Global Grants
Areas of Focus-related
• International safe drinking water, sanitation, and hygiene
education project
• Send scholar abroad to enroll in water engineering
degree program
• International malaria project to distribute bed nets and
malaria treatments and provide malaria prevention educ.
• Send vocational training team abroad to participate
in workshop and learn teaching methods to address
adult illiteracy
Foundation Training Nov 2014
Slide 8
Foundation Funding
Foundation Training Nov 2014
Slide 9
Funding Model
ANNUAL PROGRAMS FUND
50%
SHARE
District Controlled
Trustees Controlled
District
Designated
Fund
50% (max)
50%
World
Fund
Other
(Cash, DAF,
Permanent
Fund)
50% (min)
Global Grants
District Grants
Foundation Training Nov 2014
(World Fund match
to DDF and cash)
Slide 10
New SHARE System (effective 1 July 2015)
Foundation Training Nov 2014
Slide 11
How are we using our District Designated Funds?
Global Grants already
funded with DDF
GG1416839
GG1412747
GG1411471
GG1418398
GG1415095
$
$
$
$
$
17,636.00
25,215.00
31,523.00
15,000.00
17,750.00
Uncommitteed DDF for
2014-15
$
200,686.00
District Grant 2014-15
$
76,220.00
Suggested donation of 20% DDF
$
30,744.00
Sigourney Woodfork Scholarship
Area 8 Guatemala Fuel Efficient Stove project
Mirebalais High School Sanitation in Haiti
Honduras water project (s) (Copan/Marcala)
$
$
$
$
15,000.00
15,000.00
23,888.00
30,000.00
$
9,834.00
PolioPlus contribution
Olanchito, Honduras water project
Santa Cruz, Virginia, Honduras water project
Zanmi Agrikol Family Assistance Program in Haiti
Usulutan, El Salvador water project
Honduras water project (Primary-Jacksonville, FL)
New Global Grant
projects needing
funding
DDF Balance (carry over
to 2015-16 year)
Foundation Training Nov 2014
Slide 12
Global Grant 1411471
Zanmi Agrikol Family Assistance Program
Sponsored by the Rotary Club of Greenville
Foundation Training Nov 2014
Slide 13
Global Grant 1412747
Santa Cruz Virginia, Honduras Water Project
Sponsored by the Rotary Club of Fort Mill
Foundation Training Nov 2014
Slide 14
District Grants 2014-15
Club
Anderson
Aiken
Aiken Sunrise
Batesburg-Leesville
Clemson
Easley
Emerald City
Fair Play
Fort Mill
Foundation Training Nov 2014
Project
EAFK
Stoves/Guatemala
Dictionaries
Dictionaries
Stop Hunger Now
Fam. Prom. Playground
Grace Park/Playground
Community Kitchen
Conflict Resolution
Slide 15
District Grants 2014-15 (continued)
Club
Gaffney
Greater Anderson
Greater Greer
Greater Greer
Greater Greer
Greenville
Greenville East
Greenville Evening
Greenwood
Lake Wylie
Foundation Training Nov 2014
Project
Stop Hunger Now
Summer Camp
Scholarship Program
Josh the Otter
CIS After School
EAFK
Frazees Dream
EAFK
Stop Hunger Now
Science Garden
Slide 16
District Grants 2014-15 (continued)
Club
Laurens
Mauldin
Newberry
North Augusta
North Greenville
Pickens
Rock Hill
Rotary 7750
Seneca
Spartan West
Twin City
Union
Foundation Training Nov 2014
Project
Snack Pack Program
Fr. College Scholarship
County Library
Pacay School
Green Life Village
County Book Flood
Little Free Library
GSE Philippines
Scholar recognition
Nurse Partnership
Guatemala HDCP School
E Books
Slide 17
Qualification
• Clubs and districts must be qualified to receive
Rotary Foundation funds
• Ensures proper legal, financial, and stewardship
controls of grants
• Qualification process is simple
• Goal for every club in the district is to become
qualified
Foundation Training Nov 2014
Slide 18
Qualification Requirements
• Attendance at grant management
seminars
• Agreement with club MOU
• Submission of signed club MOU
• No overdue reports from previous
projects
Foundation Training Nov 2014
Slide 19
Terms of Qualification
• Qualification valid for one Rotary Year
• Club as an entity is responsible for use
of funds
• Disclose potential conflicts of interest
• Cooperate with all audits
• Proper use of grant funds
Foundation Training Nov 2014
Slide 20
Maintaining Qualification
• Follow terms of club MOU
• Fully implement stewardship and grant
management practices to prevent
misuse of funds
• Appoint a club member or committee to
manage club qualification
Foundation Training Nov 2014
Slide 21
District Grant Eligibility Requirements
• Club must:
– Be qualified
– Meet submission date deadline of April
30, 2015
– Match dollar for dollar grant money
– Meet minimum per capita giving levels
to the Foundation
Foundation Training Nov 2014
Slide 22
District Grant Eligibility Giving Levels
Giving Level
Grant Eligibility
$25 - $49
$1,000
$50 - $99
$2,500
$100 or higher
$5,000
Top 5 giving clubs
Up to $5,000
more
Foundation Training Nov 2014
Slide 23
2015-2016 Rotary Year Schedule
• November 7, 2014 – Grant Management Training
• January 31, 2015 – Grant Management Training
• February 1, 2015 – District releases advertisement for
District Grant applications
• April 30, 2015 – Deadline for District Grant applications
from Clubs to District
• June 1, 2015 – Grant awards published by District
• August 1, 2015 – Targeted distribution of District Awards
• March 31, 2016 – Deadline for completion of District
Grants and filing of final reports
Foundation Training Nov 2014
Slide 24
Grant Management
Grants Management
• Administered with proper financial
controls
• Adhere to superior technical standards
• Guided by humanitarian and
educational principles
• Meet the needs of the beneficiaries
• Fulfill their objectives
• Safeguard donors’ funds
Foundation Training Nov 2014
Slide 26
Stewardship
• 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
Foundation Training Nov 2014
Slide 27
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
Foundation Training Nov 2014
Slide 28
Who’s Who
• Host club: club in country where
project will take place
• International partner club: club outside
country where project will take place
Foundation Training Nov 2014
Slide 29
Needs Assessment – Host Club
• Talk with members of the community
• Trust local knowledge
• Assess your club’s resources (time,
money, manpower)
• Use available community resources
• Think long-term
• Select project based on community’s
needs
Foundation Training Nov 2014
Slide 30
International Partner Club
• Good communication is key!
• Search for partners who have identified a
need and invested in the project
• Establish good relationship with host club
prior to starting project
• Identify and resolve communication issues
• Maintain frequent contact with host club
• Frequent contact with other partner clubs
• Keep Grants Chair and/or DRFC updated
Foundation Training Nov 2014
Slide 31
Project Planning
• Form a three-person grant committee
• Assign roles & responsibilities
• Set S.M.A.R.T goals
– Specific, Measurable, Attainable, Relevant, Timely
• Create a budget
• Create an implementation plan
• Have a contingency plan
– Murphy’s Law is alive and well
Foundation Training Nov 2014
Slide 32
Applying for a Global Grant
• Complete qualification requirements
• Review “First Steps” document RI website
• Create and submit grant application
through
• Member Access
• Minimum project budget of US$30,000
• District must confirm club is qualified
Foundation Training Nov 2014
Slide 33
Applying for a Global Grant
• Project proposal must be submitted to
District Grants Chair and/or DRFC first
• District confirms club is qualified
• Must include amount of DDF requested
• When approved by DGSC and/or DRFC,
submit online application to TRF
Foundation Training Nov 2014
Slide 34
Successful Project Implementation
• Communication
• Financial management
• Record keeping
• Following original plan
Foundation Training Nov 2014
Slide 35
Leveraging
Clubs are encouraged to work together
in securing grant funding in order to:
• implement larger grant projects
• fund the minimum amount
• ensure long-term and sustainable
impact
Foundation Training Nov 2014
Slide 36
Partnering
Club(s)
RI Foundation
In 2018 TRF returns
50% of the 2015
district contributions to
APF-SHARE
District 7750
•
Notification to district that this
contribution is in honor of a specific
global grant project, such as Haiti,
Honduras, or El Salvador projects
•
District allocates funds from 2015
DDF and applies towards the specific
club grant
•
Foundation matches DDF 1:1
Foundation Training Nov 2014
Slide 37
Advantages:
• Clubs are recognized as
partners
• Clubs have no specific
administrative responsibilities
• Clubs gain firsthand insights
and experience of the global
grant process
Disrict Foundation Organization 2014-15
Foundation Training Nov 2014
Slide 38
WHAT ARE YOUR QUESTIONS?
Foundation Training Nov 2014
Slide 39
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