District 5180 Club Certification & Grant Management Seminar

Grant Management Seminar 1

District 5180 District 5180 Club Certification &Club Certification &

Grant Management SeminarGrant Management Seminar

Grant Management Seminar

District OrganizationDistrict Organization

District Rotary Foundation Chair (DRFC)

Jo Ann Lemmon

District Grants Subcommittee Chair (DGSC) Steve Lemmon

Global Grants Chair (GGC)

Beverly Brautigam

District Grants Chair (DGC)

Joann Hilton

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Grant Management Seminar 3

WHY ARE YOU HERE?WHY ARE YOU HERE?

• Managing Global and District Grants

• Stewardship expectations

• Implement the MOU

• Certify clubs to receive grant funds

Grant Management Seminar 4

Grant ManagementGrant Management

Ensures that projects

• Have proper financial control

• Adhere to technical standards

• Meet the needs of the beneficiaries

• Fulfill their objectives

• Safeguard funds

Grant Management Seminar 5

Successful Grant ProjectsSuccessful Grant Projects

• Meet community needs

• Include frequent partner communication

• Have implementation plan

• Are sustainable

• Maintain proper stewardship of funds

Grant Management Seminar 6

StewardshipStewardship • Rotarian supervision • Financial records review• Oversight of funds• Reporting irregularities• Timely submission of reports

Grant Management Seminar 7

Certification RequirementsCertification Requirements

• Attend grant management seminar

• Agree to club Memorandum of Understanding (MOU)

• Submit signed MOU to DGSC Steve

• RI and District dues are current

• Current reports on any open grants

Grant Management Seminar 8

Terms of CertificationTerms of Certification

• 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

Grant Management Seminar 9

Session 1Session 1

Designing a ProjectDesigning a Project

Grant Management Seminar 10

Learning ObjectivesLearning Objectives

• Best practices for designing a project

• Developing an implementation plan

• Creating measurable goals

Grant Management Seminar 11

Successful Grant ProjectsSuccessful Grant Projects

• Real community needs

• Frequent partner communication

• Implementation plan

• Sustainable

• Proper stewardship of funds

Grant Management Seminar 12

Needs AssessmentNeeds Assessment

• Talk to the community

• Base project on the community’s needs

• Assess resources of your club and potential partners

Grant Management Seminar 13

PartnersPartners

• RI Convention

• Project fairs

• LinkedIn

• Matchinggrants.org/global

• International meetings

• Rotary Showcase / Facebook

Grant Management Seminar 14

Project PlanningProject Planning

• Form a three-person grant committee

• Assign roles

• Implementation plan

• Budget

• Contingency plan

• Document retention plan

Grant Management Seminar 15

Creating a BudgetCreating a Budget

• Realistic

• Competitive bidding

• Reasonable prices

• Disclose conflicts of interest

Grant Management Seminar 16

Setting GoalsSetting Goals

• Measurable

• Sustainable

• Qualitative (descriptive)

• Quantitative (numeric)

Grant Management Seminar 17

Setting GoalsSetting Goals

• Gather baseline data

• Set goals

• Determine method of measurement

Grant Management Seminar

GOALS CASE STUDYGOALS CASE STUDY

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Grant Management Seminar 19

Session 2Session 2

Applying for and Applying for and Implementing a GrantImplementing a Grant

Grant Management Seminar 20

Learning ObjectivesLearning Objectives

• Write a successful grant application

• Understand grant financing

• Importance of evaluation

Grant Management Seminar

Rotary Foundation GrantsRotary Foundation Grants

• Global grants

• District grants

• Packaged grants

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Grant Management Seminar 22

Applying for Global GrantsApplying for Global Grants

• Two-step application process online

• Meet goals of Six Areas of Focus

• Be sustainable

• Involve Rotary clubs in two districts

• Minimum budget of US$30,000

• District confirms club is qualified

Grant Management Seminar 23

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

Grant Management Seminar 24

Sustainable ProjectsSustainable Projects

Grant Management Seminar

Global Grant ApplicationGlobal Grant Application

• Two Step On-Line Process

• Proposal

• Application

• District Certification & DDF

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Grant Management Seminar 26

Global Grant FinancingGlobal Grant Financing

• DDF matched 100% with World Fund

• Rotarian cash contributions matched 50% with World Fund

• Non-Rotarian cash contributions

• Minimum grant $15,000.00

• Minimum project $30,000.00

Grant Management Seminar 27

Financing GuidelinesFinancing 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

• DDF allocation by District

Grant Management Seminar 28

ImplementationImplementation

• Communication

• Financial management plan

• Recordkeeping

• Following original plan

Grant Management Seminar 29

EvaluationEvaluation

• Assists with reporting

• Improves future projects

• Based on goals

• Ongoing process

• Identifies successes

Grant Management Seminar

Sustainability Case StudySustainability Case Study

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Grant Management Seminar 31

Session 3Session 3

Oversight and ReportingOversight and Reporting

Grant Management Seminar 32

Learning ObjectivesLearning Objectives

• Best practices for managing funds• Document retention• Reporting requirements

Grant Management Seminar 33

Financial Management PlanFinancial Management Plan

• Bank account for funds

• Distributing funds

• Use checks/bank cards to track funds

• Detailed ledger

• Include local laws

Grant Management Seminar 34

ResourcesResources

• Document retention worksheet

• Financial management plan worksheet

• Transferring custody of a bank account

• More on Rotary.org

Grant Management Seminar 35

Document RetentionDocument Retention

• Provide access

• Retain for a minimum of five years

• Make copies

• Electronic

Grant Management Seminar 36

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

Grant Management Seminar 37

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

Grant Management Seminar 38

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)

Grant Management Seminar

Conflicts of Interest Case StudyConflicts of Interest Case Study

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Grant Management Seminar

District GrantsDistrict Grants

• Local projects

• Min grant $500 max grant $3000

• 15% funding reserved for scholarships

• Club matches grant funding

• Reimbursement on approved report and receipts

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Grant Management Seminar

District Grant TimelineDistrict Grant Timeline

• 11/01/12 Application on District website

• 4/30/13 Application due to DGC

• 5/01/13 District submits to TRF

• 6/01/13 TRF approval anticipated

• 7/01/13 Approved projects start

• 04/30/14 Final report and receipts due

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Grant Management Seminar 42

Session 4Session 4

CertificationCertification

Grant Management Seminar 43

Learning ObjectivesLearning Objectives

• Understand certification requirements

• Manage your club’s certification

Grant Management Seminar 44

Certification RequirementsCertification Requirements

• Attend a grant management seminar

• Submit signed club MOU to DGSC Steve

• RI & District Dues are current

• Current reporting on all open grants

Grant Management Seminar 45

Maintaining certificationMaintaining certification

• Follow terms of club MOU

• Appoint club member/committee to manage club certification

• Fully implement stewardship practices to prevent misuse of funds

• Re-certify each year

Grant Management Seminar 46

Thanks for all you do!!Thanks for all you do!!Please complete evaluationPlease complete evaluation