Humanitarian Grants Humanitarian Grants ProgramProgram

The Rotary Foundation’s

Structure and Procedures

District 5020 Foundation Seminars 16,23,30 September 2006

ROTARY’S MOTTO: ROTARY’S MOTTO:

OUR THEME FOR THE 102nd

ROTARY YEAR:

Lead the WayRotary Serves Peace

Objectives for TodayObjectives for Today

• Familiarize you with the current Rotary Humanitarian Grant structure

• Discuss Matching Grants• Ways to Create a viable int’l service project• Discuss District Simplified Grants • Procedures• Problem areas in grant writing

– Example Application problems

The Rotary Foundation Allocation of DDF for 2006-07: $192,190

District 5020 DDF Budget (2006-07)

Initial Allocation of Funds for 2006-07:

+Peace Scholarships $35000+Ambassadorial Scholarships $22996+GSE teams $11000+Program Enhancement: $ 3000+District Simplified Grants (DSG): $39775+Humanitarian (Matching Grant Allocation for 2005-06 from Share): $89003+Matching Grant carryover from previous year $19278 (un-obligated DDF for grants in 2004-05)+Other District Discretionary Projects/additional

carryover from prior year _______Total DDF for 2006-2007 $220,052

Note: Humanitarian Grant total allocation = $108281

How have your $ been How have your $ been spent?spent?

Club Project Location$Amt

Duncan Prenatal care Guatemala 12.6kPoulsbo Voc Tng Women Bolivia 20kStrathcona SR School Desks India 10.6kPuyallup Water Wells Morocco 57.5kPort Alberni Multiple projects Kenya 32kQualicum Bch Family Stoves Guatemala 12kS. Puget Sound Water Wells Zambia 16kBremerton Water Pump replace Mexico 12.5kCourtenay Water wells India 24.8k

How has your $ been How has your $ been spent (2)spent (2)

Club Project Location$Amt

OakBay Elec&water to school S. Africa 39kShelton Sk Adult Ed&Wells S. Africa 17.5kS. Cowichan Homeless clothes S. Africa 21.8kOlympia Med. Equip to George S. Africa 11.8kLakewood School Equip Thailand 14.5kVictoria Hbsd Water supply Honduras 29.9kBainbridge Is Drill 48 wells (3H) Uganda $289kOlympia Water System upgrade Malawi $79kPlus 19 other grants still open from 2 previous years

Humanitarian Grant Humanitarian Grant StandardsStandards

• Rotarian participation

• Rotary networks

• Humanitarian needs

• Stewardship

Rotarian ParticipationRotarian Participation

• Active participation

• Rotarian Management & oversight

• Participation from both countries

• Club and district commitment and responsibility

Active ParticipationActive Participation

• Visiting the site, collecting bids and evaluating vendor proposals, purchasing materials, publicity, installation of equipment (if qualified), working with beneficiaries, weekly status reports to partners, direct service if appropriate

Oversight & Oversight & ManagementManagement

• Plan the project, including vendor selection, contract negotiation and award (if appropriate), establish goals/objectives, timetables, responsibilities of each party, financial commitments, regular oversight during execution, quality control check

• Management includes stewardship of funds, ensuring Rotary funds are expended per the approved grant budget, accounting for all the monies designated for the project, and coordinating with the partners.

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

• Aim of Sustainable development• Involvement of local community and beneficiaries• Generally, “humanitarian” means: A project involving the health,

safety, living conditions for groups such as handicapped children, orphans, the disabled, senior citizens, indigent, abused, disease stricken.

• Projects might include literacy, clean water, medical programs, agricultural development, school furnishings, basic education, hygiene, nutrition, etc.

(not all inclusive)

Eligible/IneligibleProjectsEligible/IneligibleProjects(not all inclusive)(not all inclusive)

Eligible IneligibleService Roads, wells Construction/renovation ofDams, latrines, water Buildings, containers Supplies, short term specialized mobile homes, work buildingsLabor, basic education upgrade of utilities, salaries/stipendsSupport, Assistance for for EE of cooperating organizationLandmine victims, Basic health Admin expenses of other

organizationsPrograms, Orphanages, literacy Projects in progress or completed.

Must benefit at least 6 people.Matching Grants are not designed for or intended for short term disaster

relief or repetitive relief projects.Successful programs or projects may be replicated in different communities.

Minimum Grant AwardMinimum Grant Award

Effective 1 July 2005

• Minimum US$5,000 award from TRF– Sustainable projects– Increased community impact

““The Match”(2006-07) District 5020

Matching Grants: SMALLEST MATCHING GRANT FOR AN INTERNATIONAL SERVICE PROJECT USING CURRENT MATCHING SCHEME

International Club “Seed Money” $3300.16Host Club “Seed Money $ 100.00District 5020 DDF Match (100% of Int’l sponsor’s seed $) $3300.16Foundation Match (50% of each club’s contribution) $1700.08- |$5kFoundation Match (100% of District DDF $) $3300.16 -|

--------------Total Project (minimum MG $): $11,700.56

Note: Minimum Total TRF contribution is $5000Note: Minimum Total TRF contribution is $5000 Host clubs must contribute $100US to projectHost clubs must contribute $100US to project District matches club seed at 50% for grant apps initiated by clubsDistrict matches club seed at 50% for grant apps initiated by clubs outside the district.outside the district.

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

Business Business CycleCycle

Matching Grants:

15 July-31 March: Submit applications

15 Aug-15 May: Approve applications

1 Aug -30 June: Make grant payments

15 May – 15July: Submit Reports/Plan

Reporting Reporting RequirementsRequirements

VOLUNTEER SERVICE GRANTS– Final Report within 2 months of return.– Host club must submit post service evaluation report

• MATCHING GRANTS– Progress reports every 12 months from date grant is

paid (new 7/1/05)– Final report: 2 months after completion– Annual Independent Financial review required if

grant >$25k (TRF funds)

Humanitarian Grants Humanitarian Grants ProgramProgramUpdatesUpdates

Recent Changes - Recent Changes - RationaleRationale

• Ensure available resources

• Increase transparency

• Improve quality of reports

Report ContentReport Content

• Project accomplishments

• Rotarian participation

• Statement of income and expense

• Bank statement

• Impact on beneficiary

Progress Report ContentsProgress Report Contents((New RequirmentsNew Requirments))

• Matching Grant Progress Reports require:>Statement of income & expense (I&E)>Bank stmt that correlates to I&E>Receipts cross reference to I&E>Narrative statement about the beneficiary>Full description of Rotarian oversight, mgmt, & involvement in the project>A detailed description of the project> Submission every 12 months from payment date

Note: It is intended that the reports be self standing.

New RequirmentsNew Requirments

Effective 1 July 2006 • US$100 minimum contribution by host• Progress Reports due every 12 months• Minimum TRF award: $5000• Project Committee: At least three persons**• DGSC review of all grant applications• Apps must meet req’mts for approval within 6mo• Appvd grants must meet req’mts for payment

within 6 months after approval

• Break

How to Create a ViableHow to Create a ViableInternational Humanitarian International Humanitarian

ProjectProject

( Matching Grants )

How to Find a Partner/a How to Find a Partner/a Project Project

• WCS Projects Exchange• Group Study Exchange• International meetings• District conferences • Rotarian International travel (makeups)• Personal contact with needy community• Volunteers

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

Needs AssessmentNeeds Assessment

• Gather information about a community problem

Note: Volunteer Service Grants are designed to help you scope out projects

• Evaluate the club’s and community’s:– Strengths and assets– Challenges and needs– Opportunities for projects– Hindrances to projects

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

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

Creating a Project PlanCreating a Project Plan

• Cooperative effort of all sponsors• Purpose of project – who, what, where,

when and how • Memorandum of Understanding (MOU)

can be used effectively to define responsibilities.

• Community involvement • Rotarian participation

Creating a BudgetCreating a Budget

• Based on the agreed upon project plan

• Within the means of the sponsors

• Reasonable [start small and build relationships and organization]

• Reflect an appropriate use of funds

• Adhere to TRF eligibility guidelines

BudgetBudget

A good budget contains:

• Items/services to be purchased

• A description of the purpose, if unclear

• Price of the items

• Corresponding supporting documentation (price quote and names of vendors)

• Exchange rate used to determine US$ value

FundingFunding

BudgetSupporting documentation (price quotes)

Contributions plus the Foundation match

= =

Example Matching Grant Project Budget Detail Source of Funding

Item Description Cost in local Non Rotary- Rotary Matching NotesCurrency Fdn money Grant Money

1

2

3

4

5

6

Totals for all items above0 0 0 ZITS

Carry forward toMatching Grant

Current Exchange rate: $1US = XXXXXZITS budget page

A Budget Format

Pocomocoamuiki Elementary School, SiberiaPart A: To install electricity at the Elementary SchoolPart B: To Drill a borehole and install a submersible pump for water supply

Date:Part A Electrical Installation at the Pocomocoamuiki Elementary School

Source of FundingItem Description Cost (ZITS) Non Rotary- Rotary Matching Notes

Fdn Money Grant Money1 Building Interior electrical equipment 59600 59600

Junction boxes, breakers, outlets,wire, lightbulbs, switches, etc

2 Labor to install electrical service in 15671 15671the building (licensed electrician)Copper price increase allowance 660 660

3 Exterior Electrical work 17670 17670Power lines from substation to schoolyard, transformers, insulators, etc

4 Power poles, 2 miles of Grade 3 60000 60000transmission line, transformer, etc.to bring power to the school yard.

5 Labor to install electrical service to 12500 12500the school yard. 1/2 insideElectrical Contractor fee 34000 17000 17000 1/2 outsideTotal cost to install electrical service to Pocomocoamu school 200101 92931 107170 ZITS

Carry forward toMatching Grantbudget page

A Budget Example

Part B. Installling clean water service to Pocomocoamuiki Elementary School Source of Funding

Item Description Cost (ZAR) Non Rotary- Rotary Matching NotesFdn money Grant Money

1 Drilling the borehole, installing bore-hole casing, disinfecting, sealing,finishing site work,labor included 58268 0 58268Trenching, piping, fittings, fixtures to bring the water from the well to theschoolyard, storage tank, etc.

2 Mechanical testing of the wellother equipment necessary to run 16021 0 16021the pump

3 Submersible pump installation,wiring, testing, ancillary equipment, 74937 0 74937 See part A &water, junction boxes,etc. part B of quote

4 Interior plumbing fixtures, copper 9000 9000tubing, testing of system.Labor to install 7800 7800

5 Plumbing Contractor fee 22000 11000 11000 1/2 inside1/2 outside

Total for well and water installationto the elementary school 188026 27800 160226 ZITS

Carry forward toMatching Grant

Current Exchange rate: $1US = 1250ZITS budget page

A Budget Example (continued)

1. PROJECT BUDGET

Include a complete itemized budget for the project and indicate which currency is used. Please answer the questions provided about purchase of equipment, materials, or supplies. Use separate pages if necessary. Pro forma invoices, supplier price quotes, and/or other cost documentation may be required upon request.

Item to be purchased Name of supplier Cost

Electrical Equip for Pocomocoamuiki School

Part A 107170ZITS

Plumbing & Well Equip for the school Part B 160226ZITS

Total (identify currency) 267396ZITS Exchange rate used $1USD =

12.50ZITS US$ Equivalent $21390.98USD Note: To calculate the total automatically, place your cursor on the cell, click on Table, then Formula, then OK.

The Budget Page (block 4)

1. PROPOSED FINANCING

If SHARE District Designated Funds (DDF) are part of the funding for this Matching Grant, either attach a letter(s) from the district Rotary Foundation committee (DRFC) chair(s) authorizing the use of those funds and specifying the amount or have the DRFC chair(s) authorize the use of the SHARE funds by signing below. Only the chair, on behalf of the DRFC, can authorize the use of SHARE DDF. Please list all financing and indicate cash or SHARE (DDF) amounts.

Rotary Club / District US$ Amount Contributing

Cash /DDF

DRFC Chair Authorization

Rotary Club of Victoria Sunset 6068.85

Rotary Club of Pocomoco 100.00

Rotary District # 5020 6068.85

Rotary District #

Sub-total 12237.70

Amount requested from TRF 9153.28

Additional funding from other sources

TOTAL $21,390.98 (Must be equal to budget)

Note: To calculate the subtotal and total automatically, place your cursor in the correct cell, click on Table, then Formula, then OK.

The Financing block (block 5)

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 Effective CommunicationCommunication

• Know project partners

• Anticipate cultural misunderstandings

• Discuss problems openly and freely

• Communicate in a timely manner

• Practice patience and good humor

Effective PartnershipEffective Partnership

• Clearly defined responsibilities

(MOU or equivalent suggested)

• 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

Problem AreasProblem Areas

• Asking for the wrong thing

• Not describing a Rotary project• Not enough involvement by Rotarians

• Letters of cooperation/endorsement

• Budget• Overdue reports/ host has 5 grants open

• Project already started

• Signatures

• Example Matching Grant Problems

• Viewgraph/handouts

For Humantiarian Grant QuestionsFor Humantiarian Grant Questions

• District Grant Coordinator– D. Rand Hillier– P.O. Box 246– Tel: 360-697-4133– Poulsbo, WA 98370– Fax: 360-697-4146-- Email: drandrotary@comcast.net

• www.rotary.org/ foundation/humanitarian programs• www.rotary5020.org/foundation/humanitarian• New reference: www.handsacrossthesea.org

Call your friendly District Grant Coordinator:

Contact Points:

District Simplified GrantsDistrict Simplified Grants

DSGs this year (06-07)DSGs this year (06-07)

Club Project Loc AmtEGraysHbr ThermalIm EGray $1.5kShelton ThermalIm EGray $2kAberdeen ThermalIm EGray $2kLadysmith Dyslexic prog Nanaimo $.8kSooke Gazebo Sooke $2.5kSequim Clinic Equip Sequim $2.5kCumberland FireDeptDeFib Cumberland$2.5k

District Simplified District Simplified GrantsGrants

• “Big DSG” : TRF to District• 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

District Policies and District Policies and Guidelines Guidelines

• Adherence to standard grant policies

• Partner club not required, use for local project or limited scope international project in a Rotary country. Two person committee required**

• One DSG project/club for the first 6 months

• $for$ match of club contribution up to $2500

• First come first served until $=0

• District program is on a cost reimbursable basis

Eligible/IneligibleProjectsEligible/IneligibleProjects(not all inclusive)(not all inclusive)

Eligible IneligibleService Roads, wells Construction/renovation ofDams, latrines, water Buildings, containers Supplies, short term specialized mobile homes, work buildingsLabor, basic education upgrade of utilities, salaries/stipendsSupport, Assistance for for EE of cooperating organizationLandmine victims, Basic health Admin expenses of other

organizationsPrograms, Orphanages, literacy Projects in progress or completed.

Must benefit at least 6 people.Matching Grants are not designed for or intended for short term disaster

relief or repetitive relief projects.Successful programs or projects may be replicated in different communities.

BudgetBudget

A good budget contains:

• Items/services 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

DSG Application DSG Application ProcedureProcedure

• Application is two pages.

• Approval takes two weeks if application is in good order.

• Can’t start project until DFC approves the project

• DSG information, application, and report form is on the District Website.

Completion & Reporting DSG Completion & Reporting DSG ProjectsProjects

• Club projects using DSG $ must complete the project by 1 May.

• Final project summary must be reported to District Grant Coordinator by 1 June.

• If you don’t complete the project by 1 May and report by 1 June you suffer the consequences----next slide.

• END DSG PRESENTATION

• END PROGRAM