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Humanitarian Grants Program

Humanitarian Grants Program. Humanitarian Grant Standards. Rotarian participation Rotary networks Humanitarian needs Stewardship. Rotarian Participation. Active participation Participation from both countries Club and district commitment and responsibility. Rotary Networks.

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Humanitarian Grants Program

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  1. Humanitarian Grants Program

  2. Humanitarian Grant Standards • Rotarian participation • Rotary networks • Humanitarian needs • Stewardship

  3. Rotarian Participation • Active participation • Participation from both countries • Club and district commitment and responsibility

  4. Rotary Networks • Develop stronger Rotary networks • Cultivate Rotarian, club, and district partnerships • Cultivate relationships with other organizations

  5. Humanitarian Needs • Host Rotarians and community identification of needs and project initiation • Sustainable development • Involvement of local community and beneficiaries

  6. Stewardship • Treating TRF funds as a sacred trust • Competent and thorough supervision of the project • Standard business practice • Reporting irregularity to TRF

  7. Stewardship • Implementing projects as approved • Financial review of projects • Timely and complete reporting • 4-Way Test • Declaration of Rotarians in Businesses and Professions

  8. Humanitarian Grants ProgramUpdates

  9. Recent Changes - Rationale • Ensure available resources • Increase transparency • Improve quality of reports

  10. Minimum Grant Award Effective 1 July 2005 • Minimum US$5,000 award from TRF • Sustainable projects • Increased community impact

  11. Individual Grants Effective 1 July 2005 • Moratorium on new applications for 2005-06 Effective 1 July 2006 • Moratorium lifted for travel after 1 October 2006

  12. Reporting Requirements Effective 1 July 2005 • Progress reports required at least every twelve months • Final report due within two months of projects completion

  13. Report Content • Project accomplishments • Rotarian participation • Statement of income and expense • Bank statement • Impact on beneficiary

  14. Host Partner Contribution Effective 1 July 2006 • US$100 minimum contribution • Greater investment of host partner • Increased local oversight

  15. Project Committee Effective 1 July 2006 • Project committee of at least three Rotarians • Host and international • Lends itself to increased transparency • Corporate responsibility

  16. DGSC Certification Effective 1 July 2006 • Host or international partner DGSC • Required to review applications before submission to TRF • Certify accuracy and completeness

  17. Timelines Effective 1 July 2006 • Applications must meet conditions for approval within six months of receipt at TRF • Approved applications must meet conditions for payment within six months after approval

  18. Blane Immunization Grants • Program ending by 31 December 2007 • Deadline for submitting new applications is 31 December 2006 • All final reports must be submitted by 31 December 2007

  19. How to Create a Viable Humanitarian Project

  20. Keys 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

  21. Steps to Success • Step One: Needs assessment

  22. Needs Assessment • Gather information about a community problem • Evaluate the club’s and community’s: • Strengths and assets • Challenges and needs • Opportunities for projects • Hindrances to projects

  23. Steps to Success • Step One: Needs assessment • Step Two: Develop a partnership and build needed networks

  24. Steps 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 partners

  25. Steps 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

  26. Creating a Project Plan • Cooperative effort of all sponsors • Purpose of project – who, what, where, when and how • Community involvement • Rotarian participation

  27. Creating a Budget • Based on the agreed upon project plan • Within the means of the sponsors • Reasonable • Reflect an appropriate use of funds • Adhere to TRF eligibility guidelines

  28. Budget A good budget contains: • Items 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

  29. Steps 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

  30. Funding Contributions plus the Foundation match Supporting documentation (price quotes) Budget = =

  31. Cultivating and Sustaining Partnerships and Communication

  32. Purpose 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

  33. Effective Partnership • Clearly defined responsibilities • Detailed plan of action • Clear and open lines of communication • Knowledgeable and motivated partners • Mutual respect

  34. Equitable 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

  35. How to Find a Partner • WCS Projects Exchange • Group Study Exchange • International meetings • District conferences • International travel • Volunteers

  36. Effective Communication • Know project partners • Anticipate cultural misunderstandings • Discuss problems openly and freely • Communicate in a timely manner • Practice patience and good humor

  37. Project Committee • Oversees and implements project • Reports to board of sponsoring clubs • Comprised of at least three members (effective 1 July 2006)

  38. Committee Members • Committed • Experts • Accessible • Respected • Responsive • Multi-lingual • Without conflicts of interest

  39. Primary Contacts • Must be member of the: • club if club- sponsored • district if district-sponsored • Represents the committee • Should have access to email and fax

  40. Project Promotion • Project partners • Local press • Presentations to other Rotarians • Conferences • Internet

  41. District Simplified Grants

  42. District Simplified Grants • 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

  43. Policies and Guidelines • Adherence to standard grant policies • Respect wishes of receiving community

  44. Rotarian Involvement • Community needs assessment • Project committee • Project implementation • Liaison with community leaders and beneficiaries • Project promotion

  45. Request Procedure • Districts are strongly encouraged to submit requests in year prior to funds being spent • Requests accepted: 1 July – 31 March • Requests approved: 1 August – 15 May

  46. Request Form • Amount requested • DRFC chair and DGE authorization • Payee Information (bank account)

  47. Payment Procedure • Payment released at start of Rotary year • Payment of second DSG depends on submission of progress reports showing expenditure of at least 50% of prior grant • Maximum of two paid open grants

  48. Grants Over US$25,000 • Payment made in installments based upon a spending plan • Subsequent payments released after progress reports are received • Publicity plan required prior to payment • Annual independent financial review

  49. Report Content • Cumulative, District-level information • Statement of income and expense • Bank statement • Individual project reports

  50. Individual Project Report • Narrative statement about beneficiaries • Itemized list of expenditures • Detailed description of project • Description of Rotarian involvement

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