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District 7950 Grant Management Seminar

Learn grant management best practices, stewardship expectations, and project oversight to ensure successful Rotary Foundation grant implementation. Understand qualifications, requirements, and financial controls.

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District 7950 Grant Management Seminar

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  1. District 7950 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 (preferably 2 persons per club) • Agree to club memorandum of understanding (MOU) and submit signed copy of MOU to district. • Sign and submit signed copy of District Addendum • Club has to be contributing to The Rotary Foundation (either in current or immediately preceding Rotary Year).

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

  9. Session 1Designing a Project

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

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

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

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

  19. Session 2Applying for and Implementing a Grant

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

  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. District Grant Financing Club contribution matched 100% with district funds (minimum $500, maximum $3,000) for projects valued from $1,000 to $6,000 Preference given to local (rather than international) projects – i.e., “back yard projects” Amount available in 2013-14: $25,000 • 27

  28. Financing Guidelines- DISTRICT Contributions raised by Rotarians from various sources Funds cannot be raised from beneficiaries in exchange for a grant Funds cannot come from other grants Contributions credited to donor Matching funds provided only upon completion of project and final report (to include receipts for expenditures)

  29. Financing Guidelines- GLOBAL 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 • 29

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

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

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

  33. Session 3Oversight and Reporting

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

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

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

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

  38. District Grant Reports • Full Transparency – Using District Website • Post all Grants Both District & Global with updated status • All Rotarians will have access to grant details online at Rotary.org member access.

  39. 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 District Grant Reports: Frequency • Upon completion of project and final report

  40. Global and District 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

  41. 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)

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

  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 and District Addendum Club has to be contributing to The Rotary Foundation either in this or the immediately preceding Rotary Year).

  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. Learning Objectives • Understand qualification requirements • Manage club qualification

  48. Thank you

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