District 5040 Rotary Foundation Grant Management Seminar

1. District 5040 Rotary Foundation Grant Management Seminar Welcome ! Thanks For Coming

2. Agenda Overview of Future Vision Plan Management of a Rotary Foundation Grant Foundation stewardship expectations Club Qualification Implementing the club Memorandum of Understanding Grant Projects Grants

3. Handouts (One per Club) • Club Memorandum of Understanding • Global Grants Guidelines • District Grants Guidelines • District Foundation Committee • Future Vision Grants Terms & Conditions • TRF Code of Policies: Conflict of Interest • Application for District Grant • Future Vision Grant Management Manual • Today’s PowerPoint by email request

4. Rotary Foundation Mission To enable Rotarians to advance world understanding, goodwill, and peace through the improvement of health, the support of education, and the alleviation of poverty

5. The Rotary Foundation Future Vision Plan

7. Rotary International District 5040 Inc. The Rotary Foundation Future Vision Plan District Committee March, 2010

8. Future Vision PlanGrants Model Rotary Foundation District Grants Rotary Foundation Global Grants Rotary Foundation Packaged Grants

9. Future Vision Plan Grants What’s Changed ……………………. Discontinued: Grants for University Teachers Ambassadorial Scholarships Group Study Exchange District Simplified Grants Volunteer Service Grants Matching Grants 3-H Grants

10. Future Vision Plan Grants What’s Changed ……………………. • New: • Global Grants • Minimum Grant ……………...$15,000 • Minimum Project Budget …...$30,000 • Six Areas of Focus • International & Host Rotary Partners; Pilot Districts • World Fund Match: • $1 : $1 District Funds (DDF) • $0.50 : $1 Club Generated Funds

11. Future Vision Plan Grants What’s Changed ……………………. • New: • District Grants • Local or International Projects • Humanitarian, Educational, Travel, • Disaster Recovery • DDF Match (max. $10,000) $0.50 : $1

12. Future Vision Plan Grants What’s Changed ……………………. • New: • Packaged Global Grants • Partner Organizations Selected By TRF • Large / Comprehensive / Sustainable Programs • TRF Developed • 100 % Funded by: Partner Organization • TRF World Fund Match $1 : $1 • Implemented by Rotarians

13. Future Vision Plan Grants What’s NOT Changed ……………………. • PolioPlus • Rotary Centres for International Studies (Peace Scholars)

14. Club Qualification

15. Qualification • Clubs and districts must be qualified to receive Grant Funds • Proper legal, financial, and stewardship controls of Grant Funds • Qualification process is simple: • Signed Club MOU (Handout at PETS) • Club Future Vision Grant Management Seminar March 28 – Metro Vancouver April 11 – Quesnel April 18 – Terrace • Club Qualification Renewed Annually • Not Delinquent with Reporting, Payment of Dues

16. Terms of Qualification Qualification is valid for one Rotary year Entire club is responsible. Disclose potential conflicts of interest TRF Terms and Conditions Cooperate with all audits Proper use of grant funds Grant Reporting Potential Disqualification

17. Club Qualification Checklist • What MOU requirements does your club already implement? • What requirements does your club need to implement? • What type of club members would be good choices to help implement the club MOU?

18. Maintaining Qualification Follow the terms of the club MOU Fully implement stewardship and grant management practices to prevent misuse of funds Appoint a club member/committee to manage club qualification Comply with Grant Reporting requirements

19. Funding

20. Distributable Funds 2010 – 2011 Program Year: Annual Programs Fund Contributions 2007 – 2008 $323,335

21. Distributable Funds 2010 – 2011 Program Year: Annual Programs Fund Contributions 2007 – 2008 $323,335 50%SHARE50% District Designated FundTRF World Fund $163,167$163,167

22. Distributable Funds 2010 – 2011 Program Year: Annual Programs Fund Contributions 2007 – 2008 $323,335 50%SHARE50% District Designated FundTRF World Fund $163,167$163,167 50% (max.)50% (min.) $81,583$81,583 District GrantsGlobal Grants

23. Creating a Project

24. Needs Assessment Talk with members of the community Assess your club’s resources and availability and its potential partners to meet the need Choose a project that is based on the community’s need

25. Project Planning Form a three-person grant committee Assign roles Set measurable and sustainable goals Create a budget Create an implementation plan Have a contingency plan

26. Successful Grant Projects Meet real community needs Have frequent partner communication Have implementation plan with measurable goals and outcomes Are sustainable projects that continue after grant funds have been expended Practice proper stewardship of grant funds

27. Group Activity Topic Communications plan Discussion Questions What are the benefits of creating this plan? What are the implementation steps? Who will be responsible? What will you do if something goes wrong?

28. Group Activity Topic Communications plan Financial management plan Discussion Questions What are the benefits of creating this plan? What are the implementation steps? Who will be responsible? What will you do if something goes wrong?

29. Group Activity Topic Communications plan Financial management plan Record keeping plan Discussion Questions What are the benefits of creating this plan? What are the implementation steps? Who will be responsible? What will you do if something goes wrong?

30. Principles of Sustainability Project impact after funding is expended Economic, cultural, social & resource Optimal use of local resources Respect natural resources Reach the most beneficiaries New methods in professional fields Prepare professionals to increase impact Use input and skills of grassroots groups

31. Creating a Budget Realistic Competitive bidding Reasonable prices Disclose potential or real conflicts of interest

32. Partners Search for Rotarians who have identified a need in their local communities Host partners should be invested in the project Good communication between the host and international partners is key

33. Lunch 12:30 – 1:15

34. Grants

35. Stewardship Stewardship is the responsible management and oversight of grant funds, including: Rotarian supervision of project Following standard business practices Reporting of irregularities to TRF Implementing projects as approved Financial records review Timely submission of reports

36. Grant Management • Administered with proper financial control • Adhere to superior technical standards • Guided by humanitarian and educational principles • Meet the needs of the beneficiaries • Fulfill their objectives • Safeguard donors’ funds

37. Financing Guidelines Club generated contributions must come from or be raised by Rotarians Funds cannot be raised from beneficiaries in exchange for receiving the grant Funds cannot come from other grants Contributions should be credited to donor

38. Applying for a Grant

39. Applying for Global Grants Submit grant proposal and application through Member Access Must meet goals of area(s) of focus Must be sustainable Must involve Rotary clubs in two pilot districts Minimum project budget of US$30,000 District must confirm club is qualified

40. Global Grants Guidelines At Least One of Six Areas of Focus • Host and International Rotary Partners • Minimum Project Budget $30,000 • Minimum TRF Grant $15,000 • District Match $1 DDF (maximum $20,000) to $1 Cash • TRF World Fund Match: • TRF World Fund $1 to DDF $1 • TRF World Fund $0.50 to Cash $1

41. Areas of Focus Education 5. Basic Education and Literacy Alleviation of Poverty 6. Economic and Community Development Goodwill and Peace 1. Peace and Conflict Prevention/Resolution Health 2. Disease Prevention and Treatment 3. Water and Sanitation 4. Maternal and Child Health

42. Global Grant Financing Rotary club generated contributions District Designated Fund Rotary Foundation World Fund award Non-Rotarian cash contributions (not sent to or matched by the Foundation)

43. Global Grant Funding US $ • Club Generated Contribution 10,000 • District Match (DDF $1 : $1) max. $20,000 10,000 • TRF World Fund Match min. $15,000 • Club Generated Funds ($0.50 : $1) 5,000 • District Funds (DDF $1 : $1)10,000 Total Funding (excluding Non-Rotarian Contribution) 35,000

44. District Grants • Simple, flexible, innovative • Educational and humanitarian projects / activities consistent with TRF mission • Smaller activities and projects • Local decision making • District Grants Guidelines

45. District Grants Guidelines • Local or International Projects • Rotary or Non-Rotary Partner • Pilot or Non-Pilot Partner • Grant Applications Processed Locally • District Match $0.50 DDF (maximum $10,000) to $1 club generated funds • No TRF World Fund Match

46. Examples of Grant Activity District Grants Global Grants • International travel for local doctor to volunteer. • Scholarship for student to attend local university. • Donation of art supplies to assist local youth. • Mixed profession vocational training teams • Shelterbox containers. Other Examples ? • International safe drinking water, sanitation, and hygiene education • Sponsorship of Rotary Scholar to Study Abroad. • International malaria project • Single vocation Rotary Vocational Training Team sent abroad Other Examples ?

47. Project Implementation

48. Successful Project Implementation Communication Financial management Record keeping Following original plan

49. Evaluation Ongoing during project implementation and after completion Based on goals set for the project Assists with reporting requirements Use findings to improve future projects and identify successes you can promote

50. Grant Reports !