District 5180 Club Certification & Grant Management Seminar

1. District 5180 Club Certification &Grant Management Seminar

2. District Organization District Rotary Foundation Chair (DRFC) Jo Ann Lemmon District Grants Subcommittee Chair (DGSC) Steve Lemmon Global Grants Chair (GGC) Beverly Brautigam District Grants Chair (DGC) Joann Hilton

3. WHY ARE YOU HERE? • Managing Global and District Grants • Stewardship expectations • Implement the MOU • Certify clubs to receive grant funds

4. Grant Management • Ensures that projects • Have proper financial control • Adhere to technical standards • Meet the needs of the beneficiaries • Fulfill their objectives • Safeguard funds

5. Successful Grant Projects • Meet community needs • Include frequent partner communication • Have implementation plan • Are sustainable • Maintain proper stewardship of funds

6. Stewardship • Rotarian supervision • Financial records review • Oversight of funds • Reporting irregularities • Timely submission of reports

7. Certification Requirements • Attend grant management seminar • Agree to club Memorandum of Understanding (MOU) • Submit signed MOU to DGSC Steve • RI and District dues are current • Current reports on any open grants

8. Terms of Certification • Valid for one year • Club responsibility for grant funds • Disclose conflicts of interest • Cooperate with all audits • Use grant funds properly • Implement the club MOU

9. Session 1Designing a Project

10. Learning Objectives • Best practices for designing a project • Developing an implementation plan • Creating measurable goals

11. Successful Grant Projects Real community needs Frequent partner communication Implementation plan Sustainable Proper stewardship of funds

12. Needs Assessment • Talk to the community • Base project on the community’s needs • Assess resources of your club and potential partners

13. Partners • RI Convention • Project fairs • LinkedIn • Matchinggrants.org/global • International meetings • Rotary Showcase / Facebook

14. Project Planning • Form a three-person grant committee • Assign roles • Implementation plan • Budget • Contingency plan • Document retention plan

15. Creating a Budget • Realistic • Competitive bidding • Reasonable prices • Disclose conflicts of interest

16. Setting Goals • Measurable • Sustainable • Qualitative (descriptive) • Quantitative (numeric)

17. Setting Goals • Gather baseline data • Set goals • Determine method of measurement

18. GOALS CASE STUDY

19. Session 2Applying for and Implementing a Grant

20. Learning Objectives • Write a successful grant application • Understand grant financing • Importance of evaluation

21. Rotary Foundation Grants • Global grants • District grants • Packaged grants

22. Applying for Global Grants • Two-step application process online • Meet goals of Six Areas of Focus • Be sustainable • Involve Rotary clubs in two districts • Minimum budget of US$30,000 • District confirms club is qualified

23. 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

24. Sustainable Projects

25. Global Grant Application Two Step On-Line Process Proposal Application District Certification & DDF

26. Global Grant Financing • DDF matched 100% with World Fund • Rotarian cash contributions matched 50% with World Fund • Non-Rotarian cash contributions • Minimum grant $15,000.00 • Minimum project $30,000.00

27. Financing Guidelines Contributions raised by Rotarians Funds cannot be raised from beneficiaries in exchange for a grant Funds cannot come from other grants Contributions credited to donor DDF allocation by District

28. Implementation • Communication • Financial management plan • Recordkeeping • Following original plan

29. Evaluation • Assists with reporting • Improves future projects • Based on goals • Ongoing process • Identifies successes

30. Sustainability Case Study

31. Session 3Oversight and Reporting

32. Learning Objectives • Best practices for managing funds • Document retention • Reporting requirements

33. Financial Management Plan • Bank account for funds • Distributing funds • Use checks/bank cards to track funds • Detailed ledger • Include local laws

34. Resources • Document retention worksheet • Financial management plan worksheet • Transferring custody of a bank account • More on Rotary.org

35. Document Retention • Provide access • Retain for a minimum of five years • Make copies • Electronic

36. Global Grant Reports: Frequency • Progress reports • Within 12 months of first payment • Every 12 months through the life of the grant • Final report within 2 months of completion

37. Global Grant Reports: Content How partners were involved Type of activity Evaluation of project goals How area of focus goals were met How funds were spent Number of beneficiaries and how they benefited

38. Conflict of Interest • Exists when a Rotarian benefits financially or personally from a grant • Benefit can be direct (the Rotarian benefits) or indirect (an associate of the Rotarian benefits)

39. Conflicts of Interest Case Study

40. District Grants • Local projects • Min grant $500 max grant $3000 • 15% funding reserved for scholarships • Club matches grant funding • Reimbursement on approved report and receipts

41. District Grant Timeline 11/01/12 Application on District website 4/30/13 Application due to DGC 5/01/13 District submits to TRF 6/01/13 TRF approval anticipated 7/01/13 Approved projects start 04/30/14 Final report and receipts due

42. Session 4Certification

43. Learning Objectives Understand certification requirements Manage your club’s certification

44. Certification Requirements Attend a grant management seminar Submit signed club MOU to DGSC Steve RI & District Dues are current Current reporting on all open grants

45. Maintaining certification • Follow terms of club MOU • Appoint club member/committee to manage club certification • Fully implement stewardship practices to prevent misuse of funds • Re-certify each year

46. Thanks for all you do!!Please complete evaluation