District 5490 Grant Management Seminar 1. 2 Purpose A quick Overview of new Grant model Understand how to manage a Rotary Foundation grant Learn stewardship

District 5490 Grant Management Seminar1

District 5490 Grant Management Seminar


Purpose• A quick Overview of new Grant model• Understand how to manage a Rotary

Foundation grant• Learn stewardship expectations• Prepare clubs to implement the

memorandum of understanding• Qualify clubs to receive grant funds


Global Grants• Administered by TRF• Can Receive Match from World Fund• Club or District Initiated and Implemented

District Grants• Initiated & Administered by the District• Club or District Implemented Projects

Packaged Grants• Pre-Packaged by TRF with RI Strategic Partners• Implemented by Clubs or Districts

New Grant ModelOnly Grant Types


Global Grants

• Longer-term projects

• Larger grant awards

• Sustainable outcomes

• Alignment with areas of focus

• World Fund match

• Can be initiated by a Club or District


Peace and conflict prevention/resolution

Disease prevention and treatment

Water and sanitation

Maternal and child health

Basic education and literacy

Economic and community development

Areas of Focus(Applicable to all Global Grants)


District Grants• Educational and humanitarian activities consistent with the TRF

mission, including:• Club Projects• Scholarships• GSE / VTT• District Projects

• Single “block” grant awarded annually to the District

• District Distributes funds to individual projects by clubs.

• Fund both local or international activities.

• Local decision making with broad guidelines.

• No World Fund match. (Can use up to 25% of total giving from District Rotarians 3 years prior).


Sustainability• A primary goal of the Rotary Foundation is to

develop projects and programs which are larger in scope and self sustaining.

• Clubs and Districts are encouraged to work together on fewer but more impactful projects.

• Clubs and Districts are encouraged to work with other agencies to combine resources. (note: to receive TRF funds, projects must be Rotarian led).


Vocational Training Teams and Scholarships

• Can be funded by either a District Grant or Global Grant.

• If Global grant, there are additional requirements such as being in an Area of Focus.

• Traditional GSE’s can still be funded by a District Grant.

• Global Grant VTTs can include Rotarian team members.


Grant Management

Ensures that projects• Are administered with proper financial

control.• Adhere to superior technical standards.• Meet the needs of the

beneficiaries.• Fulfill their objectives .• Safeguard donors’ funds.


Successful Grant Projects

• Meet community needs• Have frequent partner communication• Have implementation plan• Are sustainable• Practice proper stewardship of funds


StewardshipStewardship is the responsible management and oversight of grant funds, including: • Standard business practices• Rotarian supervision • Financial records review• Oversight of funds• Reporting of irregularities• Timely submission of reports


Qualification Requirements

• Attend a grant management seminar• Agree to club memorandum of

understanding and submit signed MOU to district

• Additional Requirements from the District


Additional District Qualification Requirements

• Appoint a Club Rotary Foundation Chair to a 3-year term. • Have at least two members attend the District Foundation Grants Seminar

annually.• Be current on its RI and District dues, and in good standing with the District, Rotary

International, and The Rotary Foundation.• Be current on all required tax returns for the Rotary Club and any associated Club

Foundation.• Have established and reported an annual giving goal to the District Foundation

Chair for the current year, and for the next year by February 15th of each year.• Contributed to the Rotary Foundation Annual Giving Fund in the previous year or

the current year.• Have, by January 1st of each year, reported it’s Club President-Elect to the District

and to Rotary International.• Be current on all Rotary Foundation District and Global Grant reports.


Terms of Qualification

• 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


Maintaining Qualification

• Follow terms of club MOU• Appoint club member/committee to

manage club qualification• Fully implement stewardship practices to

prevent misuse of funds


Session 1

Creating a Project


Learning Objectives

• Identify best practices for choosing a project

• Develop a plan to implement your project

• Understand how to create measurable goals


Successful Grant Projects• Real community needs• Frequent partner communication• Implementation plan • Sustainable projects• Proper stewardship of funds


Needs Assessment

• Choose a project that is based on the community’s need

• Assess resources of your club and potential partners

• Talk to the community


Partners

• ProjectLINK• RI Convention• Project fairs• LinkedIn• Matchinggrants.org/global• International meetings


Project Planning

• Form a three-person grant committee• Assign roles• Implementation plan• Budget• Contingency plan• Document retention plan


Creating a Budget

• Realistic• Competitive bidding• Reasonable prices• Disclose conflicts of

interest


Setting Goals

• Measurable• Sustainable• Qualitative (descriptive)• Quantitative (numeric)


Setting Goals

• Gather baseline data• Set goals• Determine method of measurement


Learning Objectives

• Identify best practices for choosing a project

• Develop a plan to implement your project

• Understand how to create measurable goals


Session 2

Applying for and Implementing a Grant


Learning Objectives

• Write a successful grant proposal and application

• Understand grant financing• Discuss the importance of evaluation


Applying for Grants

• District Grants• Global Grants• Packaged Grants


District Grants• A single block grant given to district, and

district distributes to clubs.• Clubs can apply for funds under District

developed guidelines (similar to District Simplified Grants).

• Project must relate to the mission of The Rotary Foundation (but not necessarily to the Area of Focus).

• Can be used for service projects, VTTs, Volunteer Service, Project Planning Travel, etc.


5490 District Grants Process• District Solicits for projects from Clubs.• Clubs apply on-line (www.matchinggrants.org)• District agrees on projects to be funded.• District develops a spending plan.• District applies for a District Grant.• District distributes funds to clubs after approval of

the District Grant by TRF.• Clubs provide project reports to District.• District and clubs maintain records.


Applying for Global Grants

• Online Proposal and Application (two steps).

• Must meet goals of an Area of Focus .• Be Sustainable.• Involve Rotary clubs in two districts.• Minimum budget of US$30,000.• District confirms club is qualified.


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


Sustainability

• Impact continues after funds are spent.• Optimal use of local resources.• Prepare professionals to increase impact.


Proposal (Step One)

• Completed Online (Member Access)• Identify community

needs.• Describe activities

and outcomes.• Relate activity to

area of focus.• General budget.


Application (Step Two)

• Completed Online

(Member Access)• Detailed plan• How Rotarians will

be involved.• How activity is

sustainable.• Detailed budget.


Global Grant Financing• DDF matched 100% with World Fund

• Rotarian / Club cash contributions matched 50% with World Fund

• Non-Rotarian cash contributions (with exception of cash from Cooperating Organizations and Beneficiaries).


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.


Financing Guidelines

Question

How can small Clubs meet the higher threshold for Global Grants (larger projects)?


Implementation

• Communication• Financial

Management Plan• Record Keeping• Following original

plan


Evaluation

• Assists with reporting• Improves future projects• Based on goals • Ongoing process• Identifies successes


Learning Objectives

• Write a successful grant proposal and application

• Understand grant financing• Discuss the importance of evaluation


Session 3

Oversight and Reporting


Learning Objectives

• Identify best practices for managing funds and record keeping

• Identify which documents need to be retained

• Understand reporting requirements


Financial Management Plan

• Bank account for funds• Controls on Distribution of funds• Use checks/bank cards to track funds• Detailed ledger• Include local laws


Resources

• Document retention worksheet• Financial management plan worksheet• Transferring custody of a bank account• More on Rotary.org


Document Retention• Provide access to records• Retain for a minimum of

five years• Make copies• Scan and Store on the

Cloud (ClubRunner, DropBox, Google Drive, etc.).


Types of Documents to Keep• Bank statements • Receipts of US$75 or more.• Inventory tracking for equipment or other

assets purchased, produced, or distributed through the grant.

• Grant applications, reports, and agreements.

• Communication between grant partners


Reporting Requirements

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District Grant Club ReportsFrequency

• Final Report – within two months of project Completion (No Later than March 31 of the Grant Year)

• Interim Report – March 31 of Grant year and every six months thereafter until project completion


District Club Grant Reports: Content

• Summary of Project –Completion vs Goals• Complete Financial Accounting – including

all Receipts & Invoices for all Purchases and Services contracted

• List of Rotarians involved and what each did on the Project

• Photographic documentation is nice

36A


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


Global 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


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)


Learning Objectives

• Identify best practices for managing funds and record keeping

• Identify which documents need to be retained

• Understand reporting requirements


Maintaining Qualification

• Follow terms of club MOU• Appoint club member/committee to

manage club qualification• Fully implement stewardship practices to

prevent misuse of funds


Thank you