District 6360
Grant Management Seminar
Grant Management Seminar
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Purpose
• Understand how to manage a Rotary
Foundation grant
• Learn stewardship expectations
• Prepare clubs to implement the MOU
• Qualify clubs to receive grant funds
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District 6360
2013-2014 Rotary Foundation
Committee Structure
District Governor
Terry Allen
Lakeshore
Grants
Subcommittee
Cheryl VanderVeen
Cereal City Sunrise
Committee Chair
Teresa Milliman
Delta-Waverly
Polio Plus
Subcommittee
Ed Foster
Charlotte
Fundraising
Subcommittee
Harold Mondol
Lansing Dewitt
Sunrise
Stewardship
Subcommittee
TBA
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Review:
Rotary Foundation Basics
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The Rotary Foundation:
How the money works
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Annual
Fund
Contributions
Contributions
SHARE
System
Endowment
Spendable
Fund
Earnings
PolioPlus
Fund
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Grant Management Seminar
Why a new grants model?
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Grant Management Seminar
New Grant Model:
Global grants
District grants
Packaged grants
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Grant Management
Ensures that projects
• Have proper financial control
• Adhere to technical standards
• Meet the needs of the
beneficiaries
• Fulfill their objectives
• Safeguard funds
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Successful Grant Projects
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Meet community needs
Include frequent partner communication
Have implementation plan
Are sustainable
Maintain proper stewardship of funds
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Stewardship
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
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Qualification Requirements
• At least two club members attend a grant
management seminar annually
• Agree to club memorandum of
understanding (MOU)
• Submit a signed club MOU and District
addendum
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Terms of Qualification
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Valid for one Rotary 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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• In 2010-11, contributions = $152,424
Grant Management Seminar
• In 2010-11, contributions = $152,424
• $76,212 to World Fund and $76,212 to District
Grant Management Seminar
• In 2010-11, contributions = $152,424
• $76,212 to World Fund and $76,212 to District
• District-controlled funds split as follows:
Grant Management Seminar
• In 2010-11, contributions = $152,424
• $76,212 to World Fund and $76,212 to District
• District-controlled funds split as follows:
Global Fund: 50% = $38,106
Can be used for:
Global matching grants
World Peace Scholars
Global Scholars
Vocational Training Teams
Polio
Grant Management Seminar
• In 2010-11, contributions = $152,424
• $76,212 to World Fund and $76,212 to District
• District-controlled funds split as follows:
Global Fund: 50% = $38,106
Can be used for:
Global Matching Grants
World Peace Scholars
Global Scholars
Vocational Training Teams
Polio
District Fund: 50% = $38,106
Can be used for:
Club projects (community and
international)
Local contingency fund
Scholarships
Vocational Training Teams
Polio
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Grant Distribution Example
ANNUAL FUND GIVING -- SHARE
$152,424
$
2010-11
2011-12
2012-13
2013-14
$76,212
$38,106
$76,212
$38,106
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Designing a Project
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Learning Objectives
• Identify best practices for designing a
project
• Develop a plan to implement your project
• Understand how to create measurable
goals
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Successful Grant Projects
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Real community needs
Frequent partner communication
Implementation plan
Sustainable
Proper stewardship of funds
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Needs Assessment
• Base project on the community’s need
• Assess resources of your club and
potential partners
• Talk to the community
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Partners
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RI Convention
Project fairs
LinkedIn
Matchinggrants.org/global
International meetings
Rotary Showcase / Facebook
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Project Planning
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Form a three-person grant committee
Assign roles
Implementation plan
Budget
Contingency plan
Document retention plan
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Creating a Budget
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Realistic
Competitive bidding
Reasonable prices
Disclose conflicts of
interest
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Setting Goals
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Measurable
Sustainable
Qualitative (descriptive)
Quantitative (numeric)
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Setting Goals
• Gather baseline data
• Set goals
• Determine method of measurement
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Applying for and
Implementing a Grant
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Learning Objectives
• Write a successful grant application
• Understand grant financing
• Discuss the importance of evaluation
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Rotary Foundation Grants
• Global grants
• District grants (block grants)
• District Community Grants
• District International Grants
• Packaged grants
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District vs. Global Grants:
a comparison
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District vs. Global Grants
District Grants
Global Grants
Funding:
Funding:
• District applies for a block
grant, up to 50% of DDF, and
distributes smaller amounts
to clubs for projects.
• No World Fund match.
• Awarded to District by the
TRF. District distributes funds
to clubs.
• Clubs and Districts apply
for a minimum World Fund
award of $15,000, for a
total project budget of at
least $30,000.
• World Fund match of 1:1
for DDF, and 0.5:1 for
cash.
• Awarded by TRF.
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District vs. Global Grants
District Grants
Global Grants
Partner:
Partner:
• No partner required, can be
local or international, District
and Club must be qualified.
Scope or Vision:
• Must be related to TRF’s
mission.
• Short-term, one-time, smaller
in scope.
• International Rotary partner
and host partner, both must
be qualified.
Scope or Vision:
• Must align with at least one
of the six areas of focus.
• Long-term, sustainable,
measurable.
Grant Management Seminar
District vs. Global Grants
District Grants
Global Grants
Activity Type:
Activity Type:
• Educational, vocational, or
humanitarian.
Planning:
• Shorter planning time.
Involvement:
• Active Rotarian participation.
• Educational, vocational, or
humanitarian.
Planning:
• Longer planning process.
Involvement:
• Active Rotarian
participation.
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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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Rotary Foundation
Family Feud!
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Global Grants
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Applying for Global Grants
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Two-step application process online
Meet goals of area of focus
Be sustainable
Involve Rotary clubs in two districts
Must have international Rotary partner
Minimum budget of US$30,000
District confirms club is qualified
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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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Sustainable Projects
Giving a community the skills and
knowledge to maintain project outcomes for
the long term, after grant funds have been
expended
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Application
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Why Change?
 Simplify
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Why Change?
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Simplify
 Centralized
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Why Change?
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Simplify
 Centralized
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Maximize Impact
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Global Grant First Steps
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Applying for Global Grants
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Applying for Global Grants
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Applying for Global Grants
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Applying for Global Grants
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The Process
Global Grant First Steps – Rotarian led
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Areas of Focus
Community need
Participation
Community skills
Long term benefit
Measurable results
Type of activity
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Sponsors
Budget
Financing
Authorizations
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Humanitarian
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VTT
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Scholarship
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Sustainability
Community Needs
Materials and
Technology
Funding
Knowledge
Motivation
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Further Help
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Primary Contacts
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Application number
Planned activities
Type of activity
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Areas of Focus
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Contacts
Committee members
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Budget
Supporting Documents
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Funding
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Authorization
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Primary Contact
Authorizations
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You’re Done!
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Global Grant Financing
• DDF matched 100% with World Fund
• Rotarian cash contributions matched
50% with World Fund
• Non-Rotarian cash contributions
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How Does It Work?
Cash
$9,000
DDF match
$9,000
World Fund match
$9,000 on DDF
$4,500 on cash
$13,500
$9,000 + $9,000 + $13,500 = $31,500
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Financing 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
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Implementation
• Communication
• Financial
management plan
• Recordkeeping
• Following original
plan
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Evaluation
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Assists with reporting
Improves future projects
Based on goals
Ongoing process
Identifies successes
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Case Studies:
Global or District Grant?
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Packaged Grants
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Packaged Grants
• Allow clubs and districts to work with
Rotary’s strategic partners to implement
pre-designed projects.
• Visit the rotary.org website to see what
Packaged Grants are available.
• Apply via Member Access, similar to the
Global Grants application process.
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Packaged Grants
* Are funded entirely by the Foundation and
contributions from strategic partners.
* Align with Rotary’s six areas of focus.
* Include scholarships, humanitarian
projects, and vocational training.
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Strategic Partners
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District Grants:
* District Community Grants
* District International Grants
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District Grant Requirements
Rotary Club must contribute funds towards
the grant.
District Grant applications must be
submitted by May 31, 2013.
Funds will be disbursed once final project
report is received.
Project must relate to TRF Mission
Statement.
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District Grant Requirements
Rotarians must be actively involved in the
project.
Club must be qualified.
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Rotary Foundation Mission
To enable Rotarians
to advance world understanding,
goodwill, and peace through
the improvement of health,
the support of education, and
the alleviation of poverty.
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Timeline
Two people from club attend GMS.
Sign and implement Club MOU.
Application deadline: May 31, 2013.
District Grant Committee will write Spending Plan.
Preliminary notification will be given to club as to
whether its project is included in the Spending
Plan.
Grant Management Seminar
Timeline
Spending Plan submitted to TRF.
TRF approves (hopefully!) our spending plan.
Club receives final approval that its grant has been
approved.
Club proceeds with its project, completes it, and
submits final report.
Once final reports are approved, grant funds will be
disbursed.
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Oversight and Reporting
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Learning Objectives
• Identify best practices for managing funds
and record keeping
• Identify which documents need to be
retained
• Understand reporting requirements
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Financial Management Plan
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Bank account for funds
Distributing funds
Use checks/bank cards to track funds
Detailed ledger
Include local laws
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Document Retention
• Provide access
• Retain for a minimum of five years
• Make copies
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District Grant Reports
• Progress reports are to be submitted no
later than Dec. 31, 2013.
• Final reports due within 30 days of
completion, but no later than May 31,
2014.
• Unused grant funds must be returned
promptly.
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Global 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
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Global Grant Reports: Content
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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
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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)
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Qualification
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Learning Objectives
• Understand qualification requirements
• Manage your club’s qualification
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Qualification Requirements
• Two club members attend a grant
management seminar
• Submit signed club MOU and District
addendum
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Club Qualification Checklist
What MOU requirements does your club
already implement?
What requirements does your club need to
implement?
What type of club members would be good
choices to help 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
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Additional Resources
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Thank you!
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Disbursements of Annual Fund
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Three Pots of Funding
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