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Humanitarian Grants Humanitarian Grants ProgramProgram
Humanitarian Grant Humanitarian Grant StandardsStandards
• Rotarian participation
• Rotary networks
• Humanitarian needs
• Stewardship
Rotarian ParticipationRotarian Participation
• Active participation
• Participation from both countries
• Club and district commitment and responsibility
Rotary NetworksRotary Networks
• Develop stronger Rotary networks
• Cultivate Rotarian, club, and district partnerships
• Cultivate relationships with other organizations
Humanitarian NeedsHumanitarian Needs
• Host Rotarians and community identification of needs and project initiation
• Sustainable development
• Involvement of local community and beneficiaries
StewardshipStewardship
• Treating TRF funds as a sacred trust
• Competent and thorough supervision of the project
• Standard business practice
• Reporting irregularity to TRF
StewardshipStewardship
• Implementing projects as approved
• Financial review of projects
• Timely and complete reporting
• 4-Way Test
• Declaration of Rotarians in Businesses and Professions
Humanitarian Grants Humanitarian Grants ProgramProgramUpdatesUpdates
Recent Changes - Recent Changes - RationaleRationale
• Ensure available resources
• Increase transparency
• Improve quality of reports
Minimum Grant AwardMinimum Grant Award
Effective 1 July 2005
• Minimum US$5,000 award from TRF– Sustainable projects– Increased community impact
Individual GrantsIndividual Grants
Effective 1 July 2005
• Moratorium on new applications for 2005-06
Effective 1 July 2006
• Moratorium lifted for travel after 1 October 2006
Reporting Reporting RequirementsRequirements
Effective 1 July 2005
• Progress reports required at least every twelve months
• Final report due within two months of projects completion
Report ContentReport Content
• Project accomplishments
• Rotarian participation
• Statement of income and expense
• Bank statement
• Impact on beneficiary
Host Partner Host Partner ContributionContribution
Effective 1 July 2006
• US$100 minimum contribution– Greater investment of host partner– Increased local oversight
Project CommitteeProject Committee
Effective 1 July 2006
• Project committee of at least three Rotarians– Host and international– Lends itself to increased transparency– Corporate responsibility
DGSC CertificationDGSC Certification
Effective 1 July 2006
• Host or international partner DGSC– Required to review applications before
submission to TRF– Certify accuracy and completeness
TimelinesTimelines
Effective 1 July 2006
• Applications must meet conditions for approval within six months of receipt at TRF
• Approved applications must meet conditions for payment within six months after approval
Blane Immunization Blane Immunization GrantsGrants
• Program ending by 31 December 2007
• Deadline for submitting new applications is 31 December 2006
• All final reports must be submitted by 31 December 2007
How to Create a Viable How to Create a Viable Humanitarian ProjectHumanitarian Project
Keys to SuccessKeys to Success
• Project meets real needs of receiving community
• Rotarian, club, district, and community support (host and international)
• Proper fiscal oversight • Effective partnerships and communication• Project plan with goals and anticipated
outcomes
Steps to SuccessSteps to Success
• Step One: Needs assessment
Needs AssessmentNeeds Assessment
• Gather information about a community problem
• Evaluate the club’s and community’s:– Strengths and assets– Challenges and needs– Opportunities for projects– Hindrances to projects
Steps to SuccessSteps to Success
• Step One: Needs assessment
• Step Two: Develop a partnership and build needed networks
Steps to SuccessSteps to Success
• Step One: Conduct a needs assessment
• Step Two: Develop a partnership and build needed networks
• Step Three: Match community needs with the interest and strengths of the partners
Steps to SuccessSteps to Success
• Step One: Conduct a needs assessment
• Step Two: Develop a partnership and build needed networks
• Step Three: Match community needs with the interest and strengths of the sponsors
• Step Four: Create a project plan and budget
Creating a Project PlanCreating a Project Plan
• Cooperative effort of all sponsors
• Purpose of project – who, what, where, when and how
• Community involvement
• Rotarian participation
Creating a BudgetCreating a Budget
• Based on the agreed upon project plan
• Within the means of the sponsors
• Reasonable
• Reflect an appropriate use of funds
• Adhere to TRF eligibility guidelines
BudgetBudget
A good budget contains:
• Items to be purchased
• A description of the purpose, if unclear
• Price of the items
• Corresponding supporting documentation (price quote)
• Exchange rate used to determine US$ value
Steps to SuccessSteps to Success
• Step One: Conduct a needs assessment
• Step Two: Develop a partnership and build needed networks
• Step Three: Match community needs with the interest and strengths of the sponsors
• Step Four: Create a project plan and budget
• Step Five: Obtain funding
FundingFunding
BudgetSupporting documentation (price quotes)
Contributions plus the Foundation match
= =
Cultivating and Sustaining Cultivating and Sustaining Partnerships and Partnerships and CommunicationCommunication
Purpose of PartnershipPurpose of Partnership
• Meets Trustee standard of developing Rotary networks
• Builds international understanding, goodwill, and peace
• Allows Rotarians to learn and share from each other
• Strengthens Humanitarian Projects
Effective PartnershipEffective Partnership
• Clearly defined responsibilities
• Detailed plan of action
• Clear and open lines of communication
• Knowledgeable and motivated partners
• Mutual respect
Equitable PartnershipsEquitable Partnerships
• International partner does not impose project on host partner
• Host partner expects active involvement of international partner
• International partner participates in addition to providing funds
How to Find a Partner How to Find a Partner
• WCS Projects Exchange
• Group Study Exchange
• International meetings
• District conferences
• International travel
• Volunteers
Effective Effective CommunicationCommunication
• Know project partners
• Anticipate cultural misunderstandings
• Discuss problems openly and freely
• Communicate in a timely manner
• Practice patience and good humor
Project CommitteeProject Committee
• Oversees and implements project
• Reports to board of sponsoring clubs • Comprised of at least three members
(effective 1 July 2006)
Committee MembersCommittee Members
• Committed• Experts• Accessible• Respected• Responsive• Multi-lingual• Without conflicts of interest
Primary ContactsPrimary Contacts
• Must be member of the:– club if club- sponsored – district if district-sponsored
• Represents the committee
• Should have access to email and fax
Project PromotionProject Promotion
• Project partners
• Local press
• Presentations to other Rotarians
• Conferences
• Internet
District Simplified GrantsDistrict Simplified Grants
District Simplified District Simplified GrantsGrants
• Utilize a portion of the district’s DDF– 20% of DDF– 1 grant per district per Rotary year
• Humanitarian Endeavors– Local community– International service
• Direct Rotarian involvement
Policies and Guidelines Policies and Guidelines
• Adherence to standard grant policies
• Respect wishes of receiving community
Rotarian Involvement Rotarian Involvement
• Community needs assessment
• Project committee
• Project implementation
• Liaison with community leaders and beneficiaries
• Project promotion
Request ProcedureRequest Procedure
• Districts are strongly encouraged to submit requests in year prior to funds being spent
• Requests accepted: 1 July – 31 March
• Requests approved: 1 August – 15 May
Request FormRequest Form
• Amount requested
• DRFC chair and DGE authorization
• Payee Information (bank account)
Payment ProcedurePayment Procedure
• Payment released at start of Rotary year
• Payment of second DSG depends on submission of progress reports showing expenditure of at least 50% of prior grant
• Maximum of two paid open grants
Grants Over Grants Over US$25,000US$25,000
• Payment made in installments based upon a spending plan
• Subsequent payments released after progress reports are received
• Publicity plan required prior to payment
• Annual independent financial review
Report ContentReport Content
• Cumulative, District-level information
• Statement of income and expense
• Bank statement
• Individual project reports
Individual Project Individual Project ReportReport
• Narrative statement about beneficiaries
• Itemized list of expenditures
• Detailed description of project
• Description of Rotarian involvement
Matching GrantsMatching Grants
Matching GrantsMatching Grants
• Address humanitarian conditions that benefit a community in need
• Direct Rotarian involvement
• Match at least two countries (host and international)
• 1:1 match for DDF and 0.5:1 match for cash contributions
Matching Grant TypesMatching Grant Types
• Matching Grants– Award US$ 5,000 - $25,000
• Competitive Matching Grants– Award US$ 25,001 - $150,000– Microcredit / Revolving Loan Fund
Competitive GrantsCompetitive Grants
• Community needs assessment
• Publicity and spending plan
• Revolving loan fund supplement
• Annual independent financial review
Policies and Guidelines Policies and Guidelines
• Adherence to Terms and Conditions of Matching Grant Award
• Must be humanitarian project
• Project must benefit a community in need
• Communicate with partners for life of project
• Establish committees to oversee project
• Plan and implement project jointly
• Visit project site
• Submit reports to TRF
• Ensure proper stewardship of grant funds
Rotarian InvolvementRotarian Involvement
Application ProcedureApplication Procedure
1 July – 31 March Matching Grant applications accepted
1 August – 15 May Matching Grant applications approved
1 January & 1 August Competitive Matching Grant application deadline
Report ContentReport Content
• Project accomplishments
• Rotarian involvement
• Information on the beneficiary
• Statement of income and expense
• Bank statement
Health, Hunger and Health, Hunger and HumanityHumanity
(3-H) Grants(3-H) Grants
Philosophy of 3-HPhilosophy of 3-H
• Give them a fish and they eat for a day.
• Teach them to fish and they eat for a lifetime.
Program RequirementsProgram Requirements
• Improve health
• Alleviate hunger
• Enhance human and social development
• Advance international understanding, goodwill and peace
Program RequirementsProgram Requirements
• Long-term, self-help benefits
• 2-4 years
• Previous Matching Grant partnership
• US$100,000 - $300,000 award
• 10% minimum contribution
Program RequirementsProgram Requirements
• Community needs assessment
• Rotarian support and participation
• Beneficiary participation
• Integrative approach
Integrative ApproachIntegrative Approach
• Components of integrative approach– Training– Community participation– Capacity building– Technical expertise– Equipment and materials
Rotarian InvolvementRotarian Involvement
• Work with community to design and implement project
• Participate in project activities
• Liaise with government officials
• Visit project site
• Control project funds
• Publicize project
Beneficiary Beneficiary ParticipationParticipation
• Assist with project design
• Attend training sessions
• Develop Rotary Community Corps
• Provide manual labor
• Develop local resources
• Organize to address new needs
Application ProcedureApplication Procedure
1 July – 31 March Proposals accepted
Eligible proposals receive application.
1 August Application deadline
1 November Final deadline for application completion
December Trustees select applications to receive advance site visit.
December – February
Advance site visitors visit projects and report to Trustees.
April Funding decision
• Partner information
• Matching Grant number (previous partnership)
• Project description
• Rotarian, community and cooperating organization participation
• Sustainability
• Budget
Proposal FormProposal Form
StewardshipStewardship
StewardshipStewardship
• Treating TRF funds as a sacred trust
• Competent and thorough supervision of the project
• Standard business practice
• Reporting irregularity to TRF
• Implementing projects as approved
StewardshipStewardship
• Financial review of projects
• Timely and complete reporting
• 4-Way Test
• Fiduciary responsibility
• Declaration of Rotarians in Businesses and Professions.
StewardshipStewardship
The trustees rely on the integrity of the clubs and Rotarians engaged in project implementation to ensure that funds are used effectively for the purpose for which they were given.
Appropriate Appropriate FundraisingFundraising
Expectations:• Service Above Self• Beneficiaries should not contribute funds to
receive assistance.• Club must keep accurate, detailed records
of donations.• Reciprocal relationships should not be
formed.
Appropriate Appropriate FundraisingFundraising
Expectations (continued):
• Funds should be used for intended purpose.
• Paul Harris Fellow recognition should be obtained only by:– contributing US$1,000 to TRF– receiving the voluntary recognition of another
entity’s US$1,000 contribution
Appropriate Use of TRF Appropriate Use of TRF FundsFunds
• Humanitarian projects
• Rotarian participation in projects
• Development of Rotary networks
• Spend consistently with TRF guidelines and approved application
• Vigilant oversight
Eligibility GuidelinesEligibility Guidelines
Grant funds must not be used for:
• Construction/renovation
• Purchase of land or buildings
• Salaries
• Cooperating organization expenses
• Post-secondary education
• International travel (except Individual Grants)
Eligibility GuidelinesEligibility Guidelines
Grant funds must not be used for:• Establishment of foundation or trust• Personal benefit• Duplication of TRF or Rotary program• Reimbursement of existing project• Excessive support of beneficiary• Inauguration parties or meetings
AccountingAccounting
• Separate accounts should be established for each grant
• Project account name should be such that it is easily identifiable with the club and project
• All grant payments should be made by check to facilitate record-keeping
StewardshipStewardship
As stewards of The Rotary Foundation, the trustees are responsible to the donors to demonstrate that donations were used appropriately.
StewardshipStewardship
A donor who understands that funds were used in an appropriate and responsible manner is more likely to give to the Foundation again to support projects.
District LeadershipDistrict LeadershipRoles and ResponsibilitiesRoles and Responsibilities
Grants PolioPlus GSE Alumni
Annual Giving
Scholarships Permanent Fund
District Subcommittee
Chairs
The Rotary Foundation
RRFCs
District Governor
Immediate PDG DGE
District Rotary Foundation Committee Chair
District Rotary Foundation District Rotary Foundation CommitteeCommittee
DRFC Chair DRFC Chair QualificationsQualifications
• Should be a PDG
• Respected throughout the district
• Current DG cannot serve as DRFC Chair
• Appointed for three-year term
DRFC ResponsibilitiesDRFC Responsibilities
• Allocate and distribute SHARE DDF• Establish and maintain strict adherence to
stewardship guidelines• Work with:
– DG to plan, coordinate and evaluate TRF activities
– DGE to establish goals– District Trainer on TRF programs
DRFC ResponsibilitiesDRFC Responsibilities
• Serve as primary contact person for District Simplified Grants
• Serve on 3-H Grant project committee
DGSC Chair DGSC Chair QualificationsQualifications
• Successful participation in Humanitarian Grant project
• Familiarity with Humanitarian Grant program
• Multi-lingual
• Professional expertise in public health, international development or grant-making
DGSC ResponsibilitiesDGSC Responsibilities
• Certify grant applications as accurate and complete prior to submission
• Assist clubs to develop viable projects
• Serve as district experts on humanitarian grants
• Work with DRFC to distribute DDF
• Authorize district sponsored grants
Role of Chair vs. Role of Chair vs. CommitteeCommittee
• Chairs represent committees
• Decisions should be made by full committees
• Chair decisions should represent wishes of committee
District LeadershipDistrict Leadership
• Ease administrative burden of DG
• Streamline administrative procedures
• Local expertise
• Build district team
• Continuity of leadership
Questions?Questions?
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