Grants Management Seminar “Get your club QUALIFIED”

Grants Management Seminar“Get your club QUALIFIED” D6460 District Assembly Springfield IL RRFC Todd Lindley

FUTURE VISION • New Grant Structure • Provides more autonomy to Districts and Clubs • Carries more responsibility for project/program oversight and stewardship of funds

CLUB QUALIFICATION • Training of Club Leadership • Acceptance of Regulations via Memorandum of Understanding • Careful Oversight and Stewardship in Implementing Grant Projects Required for All Clubs Receiving Grant Funds

Types of Grants • District Grant • 1 per district per Rotary year • Global Grant • Can do several every year • No annual timetable, can apply 24/7/365 ! • Packaged Grants • No money required!!

Future Vision Grants • District Grant • Can fund multiple projects, both local and international • Can fund Ambassadorial Scholarships & regular Group Study Exchanges • Can fund Volunteer Service types of service • Can fund Individual Grant types of service • Can fund University Teacher types of service • Supports the Mission of The Rotary Foundation • …is to enable Rotarians to advance world understanding, goodwill, and peace through the improvement of health, the support of education, and the alleviation of poverty.

PROJECT PLANNING • Club Member Involvement • Community Needs Assessment • Real Goals and Outcomes • Measurable Outcomes • Sustainability

PRINCIPLES OF SUSTAINABILITY • Lasting impact after funding is spent • Optimal use of local resources • Attention to preservation of natural resources • Effect on maximum number of beneficiaries

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

STEWARDSHIP • Club representative attends Qualification Seminar and oversees grant expenditures and accounting. • Club establishes a succession plan for transfer of grant records.

STEWARDSHIP • Optimal use of resources • Rotarian oversight to avoid waste X

STEWARDSHIP • Separate bank account for grant funds • No investment accounts (CDs, bonds, stocks, etc) • If interest-bearing, interest must be spent on project • Two Rotarians sign checks and deposits X

STEWARDSHIP • Track all expenditures: • Keep a ledger of income and expenses • Maintain receipts • Keep an inventory spreadsheet of non-consumable items purchased and donated • Excel is fine: don’t buy fancy software • Verify that equipment is kept and maintained

STEWARDSHIP • Obey all laws in US and home country of project • File timely reports to District 6460 Grants Chairs and/or Rotary Foundation • Report potential misuse or irregularities to D6460 Grants Chairs and/or TRF X

Global Grants • District or club serves as International Partner; Host Partner is club in country of project. • Project Minimum: $30,000 • Must meet at least one Area of Focus. • Grant application is submitted on line. • Talk to District Grant Chairs early and often.

D6460 DISTRICT GRANTS • District Grant under Future Vision Umbrella • All rules apply • Generally a $2,000+ project • Club contributes something • District provides up to $2,000

D6460 DISTRICT GRANTS • Timeline: • August 1, 2013: Deadline for Applications • Late August , 2013: Notification of Approval by Grants Committee and District Grant funds sent to clubs. • February 28, 2014: Deadline for Project Completion and submission of Final Report

D6460 DISTRICT GRANTS • Follow Regulations— in MOU and Addendum • Must be a Club-driven project • Club can buy equipment for another organization; cannot donate money to another organization

District Grant Application Question 3 • Describe the project, its location, and its objectives. • Keep it Simple • Be specific • Measurable outcomes • Estimated Start Date—After receipt of funds • Estimated Date of Completion—may be “30 days after project initiation”

District Grant Application Question 7 • Describe how the project will benefit the community and/or improve the lives of the less fortunate. • Keep it Simple • Be specific • Long-term outcomes • Sustainability

District Grant Application Question 8 • Describe non-financial participation by Rotarians in the project (i.e. Rotarian activities). • Planning • Implementing • Managing of finances • Assessment/Evaluation • Follow-up

District Grant Application Question 11 • How will the general public know this is a Rotary-sponsored project? Please provide details, e.g. publicity in a newspaper or display of the Rotary wheel. • Be specific • Signage is important, but payment must come from club portion, not Grant portion, of project funding. • Use of Rotary wheel logo requires identification of the Club or District.

District Grant Application Question 12 • Cooperating Organizations—if the project involves a cooperating organization, please provide the name…below and attach a letter of participation from that organization… • Partner, not the beneficiary of the project • Project MUST be planned and implemented by the Rotary Club—not the cooperating organization.

District Grant Application Question 14 • Budget—Please provide a complete, detailed, and itemized budget for the entire project….Include pro-forma invoices for equipment that will be purchased through this grant. • List each item with expected cost • Provide total cost of entire project

District Grant Application Question 15 • Project Contacts—Two Rotarians must be listed who will provide oversight and management of the project funds. • First Contact MUST have attended Qualification Training and be the author of the Grant Application.

District Grant Application Section 16 • Authorizations • Club President and Foundation Chair sign before submitting.

District Grant Final Report • Must be submitted within 60 days of completion of the project. • Final deadline is February 28, 2014. • Attach copies of receipts. • Keep original receipts in club files for five years.

District Grant Report Question 1 • Briefly describe the project. What was done, when and where did project activities take place, and who were the beneficiaries? • Simple • Specific

District Grant Report Questions 2/3 • How many people benefited from this project? Must be a number. • Who were the beneficiaries, how were they impacted by this project, and what humanitarian need was met? • Be specific • Address sustainability • Measurable

District Grant Report Questions 4/5 • How many Rotarians participated in the project? Must be a number. • What did they do? Please give at least two examples. • Be specific • Include planning, implementing, managing finances, follow-up

District Grant Report Question 6 • If a cooperating organization was involved, what was its role? • Rotarians MUST plan and implement the project—cooperating organization should be supporting and assisting. • Beneficiary organizations are NOT cooperating organizations.

District Grant Report Question 7 Please include copies of any PR materials, media coverage, and photos of the project …..

District Grant Report Financial Report • Financial Report • Income • Detail “Other Funding” • Club contribution • Private contribution • Cooperating organization contribution • Expenditures • Details • TOTAL INCOME = TOTAL EXPENDITURES

District Grant Report Certifying Signature • Certifying Signature • Note paragraph detailing what you are certifying. • Primary contact should be the signer. • Submit to District Grants Chairs. • Attach copies of all receipts. • Retain originals of all receipts.

CLUB QUALIFICATION • Understanding of New Grants Structure • Commitment to: • Sustainability • Stewardship • Record Retention • A New Level of Service Above Self!

WHAT NOW? • See Mark to Sign Memorandum of Understanding before leaving today. • Meet with your Club members to plan your 2013-2014 District Grant Project. • Apply early , in case that re-writing, editing might be required before the deadline: • AUGUST 1, 2013.

Grants Management Seminar “Get your club QUALIFIED”