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District 9710 Grant Management Seminar

District 9710 Grant Management Seminar. Purpose. Understand how to manage a Rotary Foundation grant Learn stewardship expectations Prepare clubs to implement the MOU Qualify clubs to receive grant funds. Grant Management. Ensures that projects Have proper financial control

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District 9710 Grant Management Seminar

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  1. District 9710 Grant Management Seminar

  2. Purpose • Understand how to manage a Rotary Foundation grant • Learn stewardship expectations • Prepare clubs to implement the MOU • Qualify clubs to receive grant funds

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

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

  5. Stewardship • Stewardship is the responsible management and oversight of grant funds, including: • Rotarian supervision • Financial records review • Oversight of funds • Reporting irregularities • Timely submission of reports

  6. Qualification Requirements • Attend a grant management seminar • Agree to club memorandum of understanding and submit signed MOU to district • Must be of good financial standing to both District and Rotary International

  7. Terms of Qualification • 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

  8. Session 1Designing a Project

  9. Learning Objectives • Identify best practices for designing a project • Develop a plan to implement your project • Understand how to create measurable goals

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

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

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

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

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

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

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

  17. Learning Objectives • Identify best practices for designing a project • Develop a plan to implement your project • Understand how to create measurable goals

  18. Session 2Applying for and Implementing a Grant

  19. Learning Objectives • Write a successful grant application • Understand grant financing • Discuss the importance of evaluation

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

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

  22. 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

  23. Sustainable Projects • Giving a community the skills and knowledge to maintain project outcomes for the long term, after grant funds have been expended

  24. Global Grant First Steps

  25. Application

  26. Global Grant Financing • DDF matched 100% with World Fund • Rotarian cash contributions matched 50% with World Fund • Non-Rotarian cash contributions

  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

  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. Learning Objectives Write a successful grant application Understand grant financing Discuss the importance of evaluation

  31. Session 3Oversight and Reporting

  32. Learning Objectives • Identify best practices for managing funds and record keeping • Identify which documents need to be retained • Understand reporting requirements

  33. Financial Management Plan • Bank account for funds • Distributing funds • Use cheques 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

  36. District Grant Reports • Refer to the Rotary District 9710 DRFC Financial Management Plan, 2013-16 • Grants are paid on a reimbursement basis • A full and documented report is to be submitted to the Grants Chair within 30 days of completion of the project.

  37. 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

  38. 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

  39. 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)

  40. Learning Objectives Identify best practices for managing funds and record keeping Identify which documents need to be retained Understand reporting requirements

  41. Session 4Qualification

  42. Learning Objectives Understand qualification requirements Manage your club’s qualification

  43. Qualification Requirements Attend a grant management seminar Submit signed club MOU A Club within D9710 must be in good financial standing Must not have outstanding reports on previous projects

  44. Maintaining Qualification • Follow terms of club MOU • Appoint club member/committee to manage club qualification • Fully implement stewardship practices to prevent misuse of funds

  45. Learning Objectives • Understand qualification requirements • Manage club qualification

  46. Thank you

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