2013 Rotary Matching Grant Writing Seminar

District Grants Management Seminar Page 1

District Grants Management Seminar

Innovative Ways to Transform Lives


Five Concepts of Rotary Grants to Change Lives

• Compassion• Passion• Story• Friendships• Team


First Steps Are Easy

• Write one-paragraph summary• Write one-page summary• Find a picture that “tells the story”• Ask for help and advice at idea stage• Talk to us on district grants team about

your ideas and dreams• Find Rotarian who has done similar work


Grants Team Here to Help• Grants team will help you achieve goal• Assign a mentor to help your project• We want your club to succeed• We’ll celebrate success with you and

survive challenges together• We’ll give you tools such as Word template

for writing first draft of grant• You still have to do the work


• In 2013-2014 District Grants will fund: 96% Local projects 4% International projects

• Budget is $80,142 up from $39,613• Managed by our district• Average grant award was $2,500• Group Study Exchange was $13,000

District Grants up to $3,000


Easy to Use District Grants • Rotary Club Applies annually• Less red tape• Should be innovative & creative• Local decisions• Club matched by district funds• Combine with major club project and

other civic groups to increase scope


Make Major Impact Quickly• Fastest way to complete a small local

or international project• Find real need in community & fill it

– Ask community leaders what is needed– Can we help children and families?– Can we impact economy/jobs in positive way?

• Project should be original and creative


District Projects This Year• Economic development – jobs, mentoring,

help from domestic violence & homelessness• Education & Literacy – reading programs,

desks for Costa Rica School, adult education• Hunger –food pantries, meals, gardens and

composting and school “back pack” programs• Community development – playgrounds,

walking trails, town revitalization, sewers, and landscaping projects


District Grants Next Year

• Application is online at rotary7570.org• Rough draft by Presidents Elect Training• Deadline is April 15th

• Want clubs in all areas to apply• Two-page easy application form• Goal to receive funds by August 2014


Can you see a District Grant?


• City and County government

• Parks & Recreation department• Civic organizations• Churches & other faith based groups• Rotary Clubs that are close to home• Interest groups such as friends of rivers• Activists in 20’s & 30’s who want hands-on

projects

Key Partners on a District Grant


Does it have a sign?


Design District Grant• Develop project name, start & end dates• Create budget• Describe project (300 words or less)• Describe benefit to the community• Describe the publicity plan• Who are partners/cooperating

organizations?


Another Playground is $6,998


Potential PlaygroundSale Price $ 9,488 Regular PriceReg Price $15,938 $16,700


Research District Project Idea

• Ask District Grants team for feedback• Find subject matter expert on playgrounds• Contact several playground salespeople• Visit playgrounds and learn what kids like• What are the unknown costs?• Does our club like this kind of project?• Does it have a hands on component?


Develop Grant Budget

$3,000 – District Match

$3,000 – Club match

$7,000 – Discount buying on sale

$5,000 – Lions Club matching grant

$1,000 – Parks & Recreation Department

$2,000 – Church & private contributions

$21,000 – Potential List Price for Playground


Start Early & Take Photos• Start project with club match as soon as

grant is approved• Take photos of project and post them on:

– Club website, Email, Facebook & Twitter– District and club newsletters– Local newspaper and TV– Don’t forget to include them on final report!

• Get the final report done quickly


Get District Project Done!• Can’t get next grant without closing grant

from two years ago (2012-2013 projects)• 50% of Project Reports are due May 2014• 100% of Project Reports due May 2015• Scan or photograph and keep receipts• Final report due two months after completion• Need your help to close your project to be

able to apply for next year’s grant


• Minimum project budget is $30,000.

• Minimum match by foundation is $15,000

• Align with one of the six areas of focus

• Sustainable or longer-term Impact of grant

• Grant managed by Rotary Foundation

• International in scope

Global Grants are BIGGER!


International Partner Club – our club Host Partner Club – foreign Rotary Club Funding Clubs in our area or district Rotary Foundation country coordinator Partner with US and international

Rotarians Governmental organizations Charitable organizations Churches and other faith based groups

Key Groups in Global Grant


Grants Designed Jointly to Fund Win-Win Projects

• Needs to be win-win project designed jointly with the host club

• Respond to real needs identified locally • Designed so the community can help itself• Active Rotary Involvement & Partnerships• Good communication is key


It is their hometown and home country Know the needs of their community like we

do in America It is a requirement of Rotary Foundation It makes sense Americans don’t have all of the answers Takes time to build friendships and

goodwill with host Rotarians

Host Partner Rotary Club Has Good Ideas!


Global Grant Funding

1. Contributions from Various Clubs $ 8,600

2. District Match ($1:$1) $ 8,600

3. Rotary Foundation Match Match of Club Funds ($.50:$1) $

4,300 Match of District Funds ($1:$1) $

8,600

Total Funding $ 30,100


A lot of money available …

• Few global grants submitted this year• Other districts will want to join our

projects with lot of funding• You can lead and inspire Rotarians• Mentor and encourage new projects• Be willing to ask for the money


Grant Management• Ensure proper financial controls• Adhere to superior technical standards• Meet the needs of the beneficiaries• Fulfill “our” objectives • Safeguard Rotary funds• Do good in world• Build friendships


New!Club Qualification

• Attend Grant Management Seminar Training

• Sign Memo of Understanding• Be good steward• Show results• Be current on all reports• Only needed on Global Grants


Needs Assessment

• Talk to Everyone. Get ideas and buy-in across community leaders

• Trust local knowledge & ways of working• Choose a project that is based on the

community’s need over the long-term• Assess your club’s resources and

availability and its potential partners to meet the need


Project PlanningForm a six-person grant teamAssign roles Determine primary contactsSet measurable and sustainable goalsCreate a budgetCreate an implementation planHave a contingency plan Identify cooperating organization to help


Successful Grant Projects• Use implementation plan• Lasts long after money is gone• Evaluate results of grants• Tell story of good and bad• Talk all the time to Rotary

partners via cell phone, email, texting, calling cards, & Skype


Principles of Sustainability

Project impact after funding is expendedEconomic, cultural, social & resourceOptimal use of local resourcesRespect natural resourcesReach the most beneficiariesNew methods in professional fieldsPrepare professionals to increase impactUse input and skills of grassroots groups


Creating a Budget

• Realistic & Usable• Competitive bidding• Reasonable prices• Disclose conflicts of interest• Need More Clubs to Fund Project Now


StewardshipStewardship is the responsible management and oversight of grant funds, including: Rotarian supervision of projectFollowing standard business practicesReport financial problems to Rotary FoundationImplementing projects as approvedFinancial records reviewTimely submission of reports


Applying for Global Grants• First Step is to use Word & Excel

Templates• Get feedback from Grants Team• Next step is to submit grant application

through Rotary member access• Must involve two or more Rotary Clubs • District must confirm club is qualified


Global Grant Website

• Hard to find online• Use www.grants.rotary.org or

https://grants.rotary.org/s_main.jsp?lang=1• Use the online training to get familiar with

global grants• Let’s take a look at www.rotary.org• Use Firefox only as your browser

http://www.grants.rotary.org/

https://grants.rotary.org/s_main.jsp?lang=1

http://www.rotary.org/


Project Implementation

“You can do it, now!”


Do Good Job & Evaluate It

• Talk with partners• Manage finances• Follow the plan• Achieve “our” goals• Ask for receipts and keep record• Evaluate during project and improve• Celebrate and promote successes


Global Grant Reports Content• How both Rotary Clubs were involved• Type of activity: humanitarian project,

scholar, vocational training team• Evaluation of project goals and how funds

met the goals of the area(s) of focus• How funds were spent• Number of beneficiaries and how they

benefited


HandoutsLook on our district web site for links to handouts.1. Club Memorandum of Understanding2. Today’s PowerPoint on district web site.3. Application for District Grant (being revised)4. Grant Management ManualThank You for All You do for Rotary and the World!

Self Improvement

2013 Rotary Matching Grant Writing Seminar