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Rotary District 5610 Foundation Grant Training Seminar

Rotary District 5610 Foundation Grant Training Seminar. Rotary Year 2019-2020. Bruce Young District 5610 Grant Subcommittee Chair. Last Revised 5/2/2019. Welcome. Roll Call Purpose Overview The Rotary Foundation General Grant Information District 5610 Grant Process

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Rotary District 5610 Foundation Grant Training Seminar

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  1. Rotary District 5610 Foundation Grant Training Seminar • Rotary Year 2019-2020 • Bruce Young • District 5610 Grant Subcommittee Chair • Last Revised 5/2/2019

  2. Welcome • Roll Call • Purpose • Overview • The Rotary Foundation • General Grant Information • District 5610 Grant Process • A Lot to Digest in 2 Hours • Use This Presentation as a Reference District 5610 Grant Training 2019-20

  3. The Rotary Foundation

  4. What is The Rotary Foundation? • The Rotary Foundation (TRF) is the Charitable Arm of Rotary International • It is a Highly Rated Public Charity funded by donations from Rotarians, Founded in 1917 • It has provided over $3 Billion to charitable projects planned and driven by Rotarians around the world over the last 100+ years District 5610 Grant Training 2019-20

  5. The Rotary Foundation Mission The mission of The Rotary Foundation of Rotary International is to enable Rotarians to advance world understanding, goodwill, and peace through the improvement of health, the support of education, and the alleviation of poverty. District 5610 Grant Training 2019-20

  6. 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 District 5610 Grant Training 2019-20

  7. A Highly Rated Charity • Charity Navigator 4-Star Rating, their highest rating, for 11 consecutive years • 100% score on Transparency • 97.5% score on Financial Health • World's Outstanding Foundation for 2016 • By the Association of Fundraising Professionals • 91% of Funds Spent Directly of Programs • Under 3% spent on administrative overhead District 5610 Grant Training 2019-20

  8. What is Money Spent On? District 5610 Grant Training 2019-20

  9. What is Money Spent On? Main Focus of Today’s Session District 5610 Grant Training 2019-20

  10. Funds Within TRF • Annual Fund and SHARE • Funds are invested for 3 years to pay administrative costs of TRF • After 3 years, Half is returned to District to control how the funds are spent • 50% for District Grants : 50% for Global Grants • World Fund • Receives other half of donations after 3 years • Used for Global Initiatives and Matching Global Grants • PolioPlus • Dedicated to the Global Eradication of Polio • Endowment • Permanent Endowment, Only Earnings are Spent District 5610 Grant Training 2019-20

  11. TRF Projects • Polio Eradication • Started in 1979 with a Project to Vaccinate Children in the Philippines • Reduction of 99.9% in Annual Cases Worldwide • Polio now Endemic only in Afghanistan, Pakistan, and Nigeria • Over 2.5 Billion Children Vaccinated • Over $1.8 Billion Contributed by Rotary District 5610 Grant Training 2019-20

  12. TRF Projects (continued) • Grants Written, Managed, and Partially Funded by Districts and Clubs • Rotary Peace Centers • Partnerships with 7 Universities around the World • Provide Rotary Peace Fellows a rigorous program of study and applied field experience in areas relating to peace and conflict resolution • Global Grant Scholars • $30,000 Scholarships for Graduate Students to study outside of their home country • Must be in a field related to one of 6 Areas of Focus • Each Scholar is Sponsored by their Home District District 5610 Grant Training 2019-20

  13. Giving to TRF • Every Rotarian, Every Year • Asks Every Rotarian to Support TRF Annually • Suggested a minimum $100 annual donation • Ways to Give • District Raffle • One-Time Donation by mail or online at www.rotary.org/give • Regular Giving • Some Clubs Include TRF Giving with Dues • Automatic Payment by Credit Card (set up online at link above) • Bequest In Your Will District 5610 Grant Training 2019-20

  14. Recognition • Paul Harris Fellow (min $1000 Lifetime Giving) • Paul Harris Society (commit ≥$1000/yr) • Sustaining Member (commit ≥$100/yr to Annual Fund) • Bequest Society (commit ≥$10,000 through Estate) • Major Donor (Lifetime Donations ≥$10,000) • Arch Klumpf Society (Lifetime Donations ≥$250,000) District 5610 Grant Training 2019-20

  15. Grants

  16. Types of Grants • Global Grants • Sponsored by a Rotary Club in Recipient Country and a Rotary Club in a Different Country • Must be related to one of 6 areas of Focus • Funds from Districts Matched by TRF • Min $15k – Max $400k from TRF • District Grants • Sponsored by Individual Rotary Clubs (or District) • Club Money Matched by TRF • Disaster Grants (New in 2019) • Sponsored at the District Level No Matching Funds Required District 5610 Grant Training 2019-20

  17. District Clubs Contribute to The Rotary Foundation (TRF) $100,000 for example 25%-$25,000 used to fund Global Grants such as Scholarships and VTT Grant Funding Model Funds are invested for three years. Interest +5% is used to fund the Administration of the Foundation 25%-$25,000 used to fund 5610 Grants andCAP Grants 50% returns to the District 50% to World Fund 45%-$45,000 used to fund Global Grants 5%-$5,000 used to fund Admin Costs 25 District 5610 Grant Training 2019-20

  18. Global Grants – Quick Overview • District or club serves as International Partner; Host Partner is district or club in country of project. • Project Minimum: $30,000 • Must address at least one Area of Focus. • Grant Proposal is submitted online to TRF. • Application is submitted after proposal is accepted by TRF. • Talk to District Foundation Committee Members early and often if seeking DDF. • Zone: Regional Rotary Foundation Coordinator District 5610 Grant Training 2019-20

  19. Global Grant Financing • DDF matched 100% by World Fund • Rotarian Cash Contributions Matched 50% by World Fund • Non-Rotarian Cash Contributions Matched 50% by World Fund • Cash Contributions must also Contribute 5% Above the Contribution to Cover Administrative Costs District 5610 Grant Training 2019-20

  20. District Grants • Created and Managed by a Club in District 5610 • May have Another Rotary Club (in District or Out) as Partner • May Address a Need Locally or Outside of Community • Can Even be International • Max 2 Year Duration • Often Much Shorter • Can Even be a 1 Day Project • Clubs and Partners Must Contribute 50% or More of Total Expenses District 5610 Grant Training 2019-20

  21. Two Types of District Grants • 5610 Grants • Max Award $15,000 • Typ. Budget <$30k • Must Address Area of Focus • CAP Grants • Max Award $1,000 • Typ. Budget <$5k • Does Not NEED to Address Area of Focus (but preferred) Community Assistance Program District 5610 Grant Training 2019-20

  22. Matching Grants Website www.matchinggrants.org You can look at Global Grants or other District Grants for ideas or to contribute. Legacy Matching Grants are no longer used. New for District 5610 for 2019-20! District 5610 Grant Training 2019-20

  23. TRF Grant Eligibility Guidelines ** • Must relate to the mission of The Rotary Foundation • Must include active participation of Rotarians • Adhere to all applicable laws • Cannot fund expenses incurred before approval • Comply with all Rotary International Rules and Policies • Including Conflict of Interest, Privacy, and Trademark Usage Policies • Include Signage Identifying Rotary (not to exceed $500) • Grant Funds May NOT be Used For: • Fund-Raising, Purchase of Land/Buildings, PR for Rotary • Unrestricted Cash Donations to Other Organizations • Operating, Administrative, or Indirect Program Expenses of Other Orgs. ** Partial List Summarized from The Rotary Foundation’s “TERMS AND CONDITIONS FOR ROTARY FOUNDATION DISTRICT GRANTS AND GLOBAL GRANTS” : https://my.rotary.org/en/document/terms-and-conditions-rotary-foundation-district-grants-and-global-grants District 5610 Grant Training 2019-20

  24. Other Rules for District Grants • Remember the Four-Way Test • Must be a New Project for your Club • Must be a Club-Driven Project • May Include Appropriate Travel Costs for VTT • CANNOT JUST BE A CASH DONATION • Can be Purchasing and Donating Equipment • CANNOT Start Project Until Grant Check is Received District 5610 Grant Training 2019-20

  25. Grant Timeline • Application Due Dates • July 31st for District Grants • Continuous Rollout for Global and Disaster Grants • Approval Target of August 31st • Checks Typically Mailed Mid to Late Sept. • Project Must be Completed with 24 months • Report Due within 60 Days of Completion District 5610 Grant Training 2019-20

  26. Club Qualification – EVERY YEAR! • At Least 1 Member Attend Grant Training • Signed Memorandum of Understanding (MOU) • Proof of IRS 990 Filing • Good Resource - https://www.rotary5630.org/irs-form-990/ • Current on Reporting for Past Grants • Current on District and RI Dues • Have a Foundation Giving Goal entered into Rotary Club Central on my.rotary.org • Preference for Clubs Giving to TRF SHARE District 5610 Grant Training 2019-20

  27. MOU • Can be Downloaded from rotary5610.org under “The Rotary Foundation and Grants” • Read it! • Formally spells out responsibilities and obligations • Signatories: • President (for grant application year) • President Elect (for grant application year) • Can be another club officer if no PE selected yet • Good for one year • Must be Submitted to www.matchinggrants.org • MOU also available for download from matchinggrants.org signature page District 5610 Grant Training 2019-20

  28. Submit MOU to Website Go To www.matchinggrants.org/admin/qal_list.cgi?district=5610 ( or use “Club Qualification” Link under ‘The Rotary Foundation and Grants’ on www.rotary5610.org) Make Sure Proper Rotary Year is Selected and Click on your Club Two Options to Submit MOU Scan of Signed Paper Document Select File and Click “Upload” OR 2) Electronic Signature (Only use if President Elect for Next RY is known) Enter Names and eMail for Pres. and PE If already populated – Make sure correct Click on “Send Signature Keys” District 5610 Grant Training 2019-20

  29. Your Grant

  30. Two Key Principles • Stewardship • Make Effective Use of TRF SHARE Funds • Accountability and Transparency • Rotarian Oversight of Project • Effect Maximum Number of Beneficiaries • Sustainability • Lasting Impact After Funding Spent • Optimal Use of Local Resources • Attention to Preservation of Natural Resources • Ongoing Maintenance and Support District 5610 Grant Training 2019-20

  31. Stewardship – Financial • Separate bank account for grant funds • No investment accounts (CDs, bonds, stocks, etc.) • If interest-bearing, interest must be spent on project or returned to The Rotary Foundation (TRF) • Fund Distribution • Transparent and fully accountable • Two Rotarians sign checks District 5610 Grant Training 2019-20

  32. Stewardship – Funding of Project • Contributions can be Raised by Rotarians • Club Funds, Donations from Club Members, Fund-Raisers • Funds Cannot be Raised from Beneficiaries in Exchange for a Grant • Funds CAN Come from Partners • Matching Funds Cannot Come from Other Grants • In-Kind Donations are Fine but Cannot be used as Matching Funds for Grant • Credit Contributions to Donor • Avoid Any Serious Conflicts of Interest • Direct: Rotarian Benefits Financially or Personally • Indirect: An Associate of a Rotarian Benefits (e.g. Family) District 5610 Grant Training 2019-20

  33. Stewardship – Accountability • Track all Income & Expenditures: • Keep a Ledger of Income and Expenses • Excel is fine: No need for fancy software • Maintain Receipts • Keep an Inventory Spreadsheet of Non-Consumable Items Purchased and Donated • Verify that Equipment is Kept and Maintained • Retain records for 5 years – Need Succession Plan • Be Able to Provide Access to Interested Parties • Subject to Audit • Electronic or Paper OK • Electronic May be Easier for Succession and Easy Access • May use matchinggrants.org District 5610 Grant Training 2019-20

  34. Stewardship – Reporting • Quarterly Updates for District Grants Until Done • Final Reports within 60 Days of Completion • Report Potential Misuse or Irregularities to District 5610 Grants Chairs and/or RI • Report any Conflict of Interest • Real Conflict of Interest • Perceived Conflict of Interest District 5610 Grant Training 2019-20

  35. Successful Grant Projects • Address Real Community Needs • Employ Frequent Partner & Stakeholder communication • Build and Follow an Implementation Plan • Are Sustainable • Ensure Proper Stewardship of Funds • Report Success and Challenges so we all Learn District 5610 Grant Training 2019-20

  36. Quick Overview of Grant Process • Identify Need • Initial Planning and Budget • Create Project on www.matchinggrants.org and Get Tentative Approval • Complete Project Planning & Document Project using Grant Request Form • Upload Documents to Website and have Club President Electronically Sign by Grant Deadline • Get Final Approval from District and Receive Check • Execute Project (Cannot Start before Check!) • Update Website Quarterly once Check Received • Finish Project within 2 years • Create and Upload Final Report, Receipts, Pictures to Website • Verify that Project has been Closed on Website indicating Report Accepted • Follow-Up After Completion as Appropriate District 5610 Grant Training 2019-20

  37. 1. Identify Need • Base your Project on the Community’s need • Assess Resources of your Club and Potential Partners • Talk to the Community • Get Club to Support the Project! • Essential for Global Grants District 5610 Grant Training 2019-20

  38. 2. Initial Planning and Budget • Form a three (or more)-person grant committee • Figure out How To Get Project Done • Partner with Other Charitable Organizations • Partner with Other Rotary Clubs • Create a Budget • How Much Will Your Club Contribute? • Fund Raising Needed? District 5610 Grant Training 2019-20

  39. 3. Create a Project on Website Direct Link is http://www.matchinggrants.org/district Click on “Submit Project” District 5610 Grant Training 2019-20

  40. Create a Project on Website (continued) Read the Terms and Conditions Remember that what you enter will be Public Click on “Submit a New Project” District 5610 Grant Training 2019-20

  41. Enter Project Information Special Needs Bike • Project title should be short but descriptive • Make sure Rotary Year is correct • Check Area(s) of Focus – If CAP Grant and none apply, can be left blank • Select Activity Type from List – Pick closest even if not perfect (must choose one) • Enter Summary and Description. Description should be a paragraph or so and provide a good overview to allow the reader to understand what is being done. District 5610 Grant Training 2019-20

  42. Enter Project Information (continued) • District Number should be 5610 • Enter Your Club Name • Contact Name/Email can be same or different than entered above • Enter Budget Information • Total, Club/Partners (Optional at this stage), District Grant Funds (DDF) • Provide information for where check should be sent (You or Club Treasurer) • Check Box (After Reading Mission Statement) and Click “Save” District 5610 Grant Training 2019-20

  43. Project now has “Proposed” Status District Grants Subcommittee Chair will be notified If the project looks to be suitable for a grant, they will make the proposal publicly viewable, and “Awaiting Review” will disappear. District 5610 Grant Training 2019-20

  44. Set Up Account Email sent to you the first time you use the website. Recommend adding matchinggrants.org to your spam white-list (i.e. “Do Not Block”). Click on Link in email to log into www.matchinggrants.org Note the username will be your email and your temporary password is a 4 digit number District 5610 Grant Training 2019-20

  45. Log Into www.matchinggrants.org Enter username (your email) and your temporary password Click “Login” District 5610 Grant Training 2019-20

  46. After Login Click on Password button to change password (Highly Recommended) Click on Project Title to go to the project page District 5610 Grant Training 2019-20

  47. 4. Complete Project Planning • Fill Out Grant Committee For Project • Assign roles for specific tasks • Set Goals and Plan How to Evaluate • Develop a Full Implementation Plan • Create a Detailed Budget • Design a Contingency Plan • Document retention Plan District 5610 Grant Training 2019-20

  48. Setting Goals • Measurable • Qualitative (Descriptive) • Quantitative (Numeric) • Sustainable • Gather Baseline Data (Needs Assessment) • Set Goals • Specific, Measurable, Attainable, Realistic, Timely District 5610 Grant Training 2019-20

  49. Implementation Plan • Keep Goal in Mind • Identify Tasks and Assign Responsibilities • Financial Management • Liaison with Beneficiary and Partners Organizations • Request Creation, Record Keeping, and Reporting • Contingency Plan • Schedule Creation • Once Started, Follow Plan District 5610 Grant Training 2019-20

  50. Budget and Financial Planning • Realistic • Competitive Bidding • Reasonable Prices • Disclose Conflicts of Interest • What Are Funding Sources • Existing Club Funds • Partner Funds • Fund-Raisers District 5610 Grant Training 2019-20

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