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GRANT MANAGEMENT SEMINAR. DISTRICT 7610. PURPOSE. Understand how to manage a Rotary grant Learn stewardship expectations Prepare clubs to implement the MOU Qualify clubs to receive grant funds. Grant Management. Terms and Conditions for TRF Grants. Grant Management. Ensures that projects - PowerPoint PPT Presentation
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2014
GRANT MANAGEMENT SEMINARDISTRICT 7610
2014
• Understand how to manage a Rotary grant• Learn stewardship expectations• Prepare clubs to implement the MOU• Qualify clubs to receive grant funds
PURPOSE
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Grant Management
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Terms and Conditions for TRF Grants
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Grant Management
Ensures that projects• Have proper financial controls• Adhere to technical standards• Meet the needs of
beneficiaries• Fulfill their objectives • Safeguard funds
2014
• More decision-making power at the club and district levels• Types: global grants, district grants, packaged grants• Simplified leadership structures• Flexible DDF and scholarships• Vocational training teams
OVERVIEW OF ROTARY GRANTS
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Grant Planning
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SUCCESSFUL GRANT PROJECTS
• Meet community needs• Are sustainable• Involve a partner• Have an implementation
plan• Maintain proper stewardship
of funds
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NEEDS ASSESSMENT
• Base projects on communities’ needs
• Determine whatresources your club and potential partners have
• Talk to the community
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CREATING A BUDGETCREATING A BUDGET
CREATING A BUDGET
• Realistic• Competitive bidding• Reasonable prices• Disclose conflicts of
interest
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SETTING GOALS
• Measurable• Sustainable• Qualitative• Quantitative• Gather baseline data• Determine method of
measurement
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ROTARY FOUNDATION GRANTS
• Global grants• District grants• Packaged grants
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Global Grants
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• Online application process• Meet goals of area of focus • Be sustainable• Involve Rotary clubs in two districts• Minimum total budget of US$30,000
• Must be justified• Must use $15,000 TRF match
• District confirms club is qualified
APPLYING FOR GLOBAL GRANTS
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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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GLOBAL GRANT FIRST STEPS
www.rotary.org/grants
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Application
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GLOBAL GRANT FINANCING
• Minimum budget for a global grant is US $30,000• Must justify & use TRF match of $15,000• DDF matched 100% with World Fund• Rotarian and non-Rotarian cash contributions matched 50% with
World Fund• Coming next year: Add 5% to
Grant budget for TRF admin costsL GRANT FINANCING
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FINANCING GUIDELINES
• International sponsors provide at least 30% of total sponsor funding• Funds cannot be raised from beneficiaries or cooperating organizations in exchange for a grant• Funds cannot come from other grants• Contributions credited to donor
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CONFLICT OF INTEREST
CONFLICT OF INTEREST
• Exists when a Rotarian benefits financially or personally from a grant
• Benefit can be direct to a Rotarian or indirect to an associate of the Rotarian
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IMPLEMENTATION
• Communication• Financial
management plan• Record keeping• Following original
plan
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Evaluation
• Assists with reporting
• Improves future projects
• Is based on goals • Is ongoing• Identifies successes
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District 7610 Guidance
• Each grant separate on-line app initiated by a club• Before proceeding, call Grants Chair Andrew Wade – discuss funding options• Clubs don’t submit grants• Until submitted, grant is just a draft• Changes, particularly funding, invalidates prior authorizations• Clubs must meet reporting deadlines• No deadline for application but check DDF first
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District Grants
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D7610 District Grant
• Single block grant• On-line application – never leaves district• One grant per club NTE $2,000• Clubs can partner• Club must contribute 10% of grant amount• Can be local or international• Partnered grants
• Lead club submits application, reports and receives funds
• Supporting partners can not apply for anadditional grant
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aD7610 District Grant (Cont’d)
• Areas of Focus desired but not required• Funds typically received in Oct• Communication with TRF is by district• Deadlines:
• Application – Jun 1• Interim report – Feb 1• Final Report – May 1
• Questions – District Grant Chair Carol Foley
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Scholarships• Global• District
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Global Scholarshipsal
• Funded by global grant – meets same criterion• Areas of Focus• Must justify and need TRF $15,000 match
• Recipient studies at foreign institution• Managed in 7610 by Chair Joe Luquire • Requires:
• Club approved application• Interview by district committee
• D7610 has two this year – South Africa & England
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District Scholarships
• Funded by contingency reserve of block grant• May be at local institution• District policy – use for extraordinary situations
• Short fuse• Single semester or term• Vocational focus
• Handled by Scholarship Chair – no app deadline• First this year – NVCC student pursuing nursing certificate
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Vocational Training Team
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Vocational Training Team
• Funded by either Global or District grant – depends on justification and need for TRF match• Managed by VTT Chair Michelle Peters• Common VTT – one-way team sent by the district to a foreign country to train the trainer• No restrictions on team members or length of stay• D7610 first – Global funded VTT to Swaziland
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Oversight andReporting
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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
Grant Stewardship
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Financial Management Plan
• Bank account for funds• Distributing funds• Use checks/bank cards to track funds• Detailed ledger• Comply with local laws
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• Provide access to documents for transparency
• Retain for a minimum of five years
• Make copies
DOCUMENT RETENTION
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REPORTING REQUIREMENTS
Reporting:• Verifies grants
were managed properly
• Provides valuable data for your club, partners, and Rotary
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GLOBAL GRANT REPORTS
Timeline for reporting:• Progress reports within 12
months of first payment• Every 12 months through
the term of the grant• Final report within two
months of completion
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GLOBAL GRANT REPORTS
Your global grant report should include:• 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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Qualification Requirements
To be eligible to receive Rotary Foundation Funds, a club must:
• Attend a grant management seminar• Submit signed club MOU• Submit a signed district MOU addendum
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TERMS OF QUALIFICATION
• Valid for one year• Appoint a club member or committee to manage club qualification• Implement and follow the club MOU• Fully implement stewardship practices to
prevent misuse of funds• Use grant funds properly• Disclose conflicts of interest• Cooperate with all audits
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Contacts
Stewardship - PDG Travis White, ([email protected])All-Grants - Vance Zavela ([email protected]) Global Grants – Andrew Wade ([email protected])District Grants - Carol Foley ([email protected] )Scholarship – Joe Luquire ([email protected]) Vocational Training Team – Michele Peters ([email protected] )
2014
