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District 5110 Grant Management Seminar

District 5110 Grant Management Seminar. Rotary Acronyms. TRF – The Rotary Foundation GG – Global Grant DG – District Grant DDF – District Designated Funds DRFC – Dist. Rotary Foundation Committee DRFCC – Dist. Rotary Found. Chair VTT – Vocational Training Team GSE – Group Study Exchange.

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District 5110 Grant Management Seminar

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  1. District 5110 Grant Management Seminar

  2. Rotary Acronyms • TRF – The Rotary Foundation • GG – Global Grant • DG – District Grant • DDF – District Designated Funds • DRFC – Dist. Rotary Foundation Committee • DRFCC – Dist. Rotary Found. Chair • VTT – Vocational Training Team • GSE – Group Study Exchange • AG – Assistant Governor • PETS – Pres. Elect Training Seminar • DTA – Dist. Training Assembly • GMS – Grant Management Seminar • MOU – Memo of Understanding

  3. Why is TRF Changing? • Too many small grants • High overhead costs • Ineffective grants • Lack of stewardship

  4. Why Are You Here? • Understand how to manage a Rotary Foundation grant • Learn stewardship expectations • Qualify your club to receive grant funds • Prepare for your club to implement the Memo of Understanding (MOU)

  5. Why Are We Here? • Support your clubs in writing and carrying out successful Global & District Grants, to make a difference in the world. • A well thought out and well designed project is a successful project. • This is NOT a grant writing seminar • http://trf.district5110.org

  6. Topics for Today • Grant management • Helpful concepts • Components of a successful grant • Stewardship • Qualification requirements • Terms of qualification

  7. Flow of Grant Funds District Donations to TRF Annual Fund 50% SHARE Program 50% District Designated Funds (DDF) Available to Our District TRF World Fund (Available to Any District) 60% 40% TRF Match To Global Grants District Grants (One Local & One International per Club) Global Grants (Minimum $6,000 & Maximum $15,000)

  8. Global Grant Funds Match(Minimum Investment) TRF ($15,000 MINIMUM) CLUB(CASH $$) DISTRICT (Max $15,000) $6,000 CLUB $12,000 DISTRICT $3,000 CLUB .5:1 Match (MATCH CLUB 2:1) Match set annually by DRFC $12,000 DISTRICT 1:1 Match $6,000 + $12,000 + $15,000 Total $33,000

  9. Timeline • March 16 GMS Eugene and Medford • March 31 Last Day for Matching Grant to TRF • April 6 District Training Assembly Eugene • April 30 2012-13 DSG Final Reports Due • May 4,5 District Conference Seven Feathers • June 1 Last Day For Clubs to Request District • Grant Funds for 2013-14 Rotary Year

  10. Timeline • June 15 District Submits Spending Plan to TRF • July 13 First Global Grant Meeting Roseburg • Oct 1 Last Day for Clubs to Apply for a • District Grant • Oct 4/5 Foundation Seminar and Global Grant • Meeting Eugene (Tentative) • Jan 11 Global Grant Meeting Roseburg • March 1 Global Grant Meeting Roseburg

  11. Session 1Designing a Project

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

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

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

  15. Partners • RI Convention • Project fairs • LinkedIn • matchinggrants.org/global • ProjectLINK (RI Website) • Quarterly Global Grants meetings • Rotary Showcase / Facebook

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

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

  18. Setting Goals • Measurable • Sustainable • Qualitative (descriptive) • Quantitative (numeric), i.e., how much, when, what’s the baseline for improvement and etc.

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

  20. Session 2Applying for and Implementing a Grant

  21. Learning Objectives • Understand components of a successful grant application • Understand grant financing • Discuss the importance of evaluation • Start with the end in mind

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

  23. Applying for District Grants Block grant amount is up to 50% of DDF. District Grants are matched 1 to 1 with DDF. Maximum District Grant request is set each year. Application are limited to 2 per club. One grant local and one international.

  24. District Grant Application (Cont) • Clubs may partner for full match per club with a four partner maximum. • District Grants do NOT have to fall into one of the six areas of focus. • District Grants must support TRF’s mission. (Doing good in the world) • Must be completed in eighteen months (Including final report) • No sustainability requirement

  25. What District Grants Can’t Be Used For • Cannot be used solely for travel • Cannot be used for military • Cannot be used for salaries • Other terms and conditions spelled out by TRF

  26. Applying for Global Grants • Application process online • Meet goals of area of focus • Be sustainable • Involve Rotary clubs in two countries • Minimum budget of US$30,000* • Both host and international clubs must be qualified

  27. D5110 GG Process • DDF request must be emailed to GG Chair • DDF request must be approved at GG quarterly meeting. • DDF reserved for 9 months • GG are initiated through member access at RI website

  28. 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

  29. Sustainable Projects • Giving a community the skills and knowledge to maintain project outcomes for the long term, after grant funds have been expended . • What’s the plan?

  30. Global Grant First Steps

  31. Global Grant Financing • District DDF matches club(s) cash 2:1 • DDF matched 100% with World Fund • Club cash contributions matched 50% with World Fund • $15,000 DDF cap

  32. Financing Guidelines Contributions raised by Rotarians Funds cannot be raised from beneficiaries in exchange for a grant Funds cannot come from other TRF grants Contributions credited to donor (Foundation Recognition Points)

  33. Implementation • Communication plan • Financial management plan • Recordkeeping plan • Following original grant project plan

  34. Evaluation & Monitoring • Assists with reporting • Improves future projects • Based on goals • Ongoing process • Identifies successes • Start of the end in mind

  35. Session 3Oversight and Reporting

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

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

  38. Document Retention • Provide access • Retain paper and electronic files for a minimum of five years in club archives • Make copies • Submit an electronic copy of final documents to district Stewardship Chair for archiving

  39. District Grant Reports • District Foundation webpage will have info • Final report to be completed within 18 months of receiving grant funds. • Interim report in 12 months • Post completed project to Rotary Showcase as part of final write up.

  40. 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

  41. 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 Final report begins with your application survey or start with the end in mind!

  42. 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)

  43. Session 4Qualification

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

  45. Qualification Requirements Attend a grant management seminar Submit signed club MOU & Financial Plan Two members must attend, one of which is the club President-Elect All open grants must be current (DG & GG) Club must be current with PE training requirements

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

  47. 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

  48. Review & Questions Thank you Evaluations will be emailed to you

  49. Other TRF Programs • PolioPlus • Rotary Peace Fellowships • Global Grants • Global Grant Scholarships • Vocational Training Teams

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