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