GRANT MANAGEMENT SEMINAR

2014

GRANT MANAGEMENT SEMINARDISTRICT 7610

2014

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

PURPOSE

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Grant Management

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Terms and Conditions for TRF Grants

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Grant Management

Ensures that projects• Have proper financial controls• Adhere to technical standards• Meet the needs of

beneficiaries• Fulfill their objectives • Safeguard funds

2014

• More decision-making power at the club and district levels• Types: global grants, district grants, packaged grants• Simplified leadership structures• Flexible DDF and scholarships• Vocational training teams

OVERVIEW OF ROTARY GRANTS

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Grant Planning

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SUCCESSFUL GRANT PROJECTS

• Meet community needs• Are sustainable• Involve a partner• Have an implementation

plan• Maintain proper stewardship

of funds

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NEEDS ASSESSMENT

• Base projects on communities’ needs

• Determine whatresources your club and potential partners have

• Talk to the community

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CREATING A BUDGETCREATING A BUDGET

CREATING A BUDGET

• Realistic• Competitive bidding• Reasonable prices• Disclose conflicts of

interest

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SETTING GOALS

• Measurable• Sustainable• Qualitative• Quantitative• Gather baseline data• Determine method of

measurement

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ROTARY FOUNDATION GRANTS

• Global grants• District grants• Packaged grants

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Global Grants

2014

• Online application process• Meet goals of area of focus • Be sustainable• Involve Rotary clubs in two districts• Minimum total budget of US$30,000

• Must be justified• Must use $15,000 TRF match

• District confirms club is qualified

APPLYING FOR GLOBAL GRANTS

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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

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Sustainable Projects

Giving a community the skills and Knowledge to maintain project outcomes for the long term, after grant funds have been expended.

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GLOBAL GRANT FIRST STEPS

www.rotary.org/grants

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Application

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GLOBAL GRANT FINANCING

• Minimum budget for a global grant is US $30,000• Must justify & use TRF match of $15,000• DDF matched 100% with World Fund• Rotarian and non-Rotarian cash contributions matched 50% with

World Fund• Coming next year: Add 5% to

Grant budget for TRF admin costsL GRANT FINANCING

2014

FINANCING GUIDELINES

• International sponsors provide at least 30% of total sponsor funding• Funds cannot be raised from beneficiaries or cooperating organizations in exchange for a grant• Funds cannot come from other grants• Contributions credited to donor

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CONFLICT OF INTEREST

CONFLICT OF INTEREST

• Exists when a Rotarian benefits financially or personally from a grant

• Benefit can be direct to a Rotarian or indirect to an associate of the Rotarian

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IMPLEMENTATION

• Communication• Financial

management plan• Record keeping• Following original

plan

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Evaluation

• Assists with reporting

• Improves future projects

• Is based on goals • Is ongoing• Identifies successes

2014

District 7610 Guidance

• Each grant separate on-line app initiated by a club• Before proceeding, call Grants Chair Andrew Wade – discuss funding options• Clubs don’t submit grants• Until submitted, grant is just a draft• Changes, particularly funding, invalidates prior authorizations• Clubs must meet reporting deadlines• No deadline for application but check DDF first

2014

District Grants

2014

D7610 District Grant

• Single block grant• On-line application – never leaves district• One grant per club NTE $2,000• Clubs can partner• Club must contribute 10% of grant amount• Can be local or international• Partnered grants

• Lead club submits application, reports and receives funds

• Supporting partners can not apply for anadditional grant

2014

aD7610 District Grant (Cont’d)

• Areas of Focus desired but not required• Funds typically received in Oct• Communication with TRF is by district• Deadlines:

• Application – Jun 1• Interim report – Feb 1• Final Report – May 1

• Questions – District Grant Chair Carol Foley

2014

Scholarships• Global• District

2014

Global Scholarshipsal

• Funded by global grant – meets same criterion• Areas of Focus• Must justify and need TRF $15,000 match

• Recipient studies at foreign institution• Managed in 7610 by Chair Joe Luquire • Requires:

• Club approved application• Interview by district committee

• D7610 has two this year – South Africa & England

2014

District Scholarships

• Funded by contingency reserve of block grant• May be at local institution• District policy – use for extraordinary situations

• Short fuse• Single semester or term• Vocational focus

• Handled by Scholarship Chair – no app deadline• First this year – NVCC student pursuing nursing certificate

2014

Vocational Training Team

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Vocational Training Team

• Funded by either Global or District grant – depends on justification and need for TRF match• Managed by VTT Chair Michelle Peters• Common VTT – one-way team sent by the district to a foreign country to train the trainer• No restrictions on team members or length of stay• D7610 first – Global funded VTT to Swaziland

2014

Oversight andReporting

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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

Grant Stewardship

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Financial Management Plan

• Bank account for funds• Distributing funds• Use checks/bank cards to track funds• Detailed ledger• Comply with local laws

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• Provide access to documents for transparency

• Retain for a minimum of five years

• Make copies

DOCUMENT RETENTION

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REPORTING REQUIREMENTS

Reporting:• Verifies grants

were managed properly

• Provides valuable data for your club, partners, and Rotary

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GLOBAL GRANT REPORTS

Timeline for reporting:• Progress reports within 12

months of first payment• Every 12 months through

the term of the grant• Final report within two

months of completion

2014

GLOBAL GRANT REPORTS

Your global grant report should include:• 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

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Qualification Requirements

To be eligible to receive Rotary Foundation Funds, a club must:

• Attend a grant management seminar• Submit signed club MOU• Submit a signed district MOU addendum

2014

TERMS OF QUALIFICATION

• Valid for one year• Appoint a club member or committee to manage club qualification• Implement and follow the club MOU• Fully implement stewardship practices to

prevent misuse of funds• Use grant funds properly• Disclose conflicts of interest• Cooperate with all audits

2014

Questions?

PDG Travis WhiteFoundation Stewardship

ChairRotary Club of Burketraviswhite@cox.net

2014

Contacts

Stewardship - PDG Travis White, (traviswhite@cox.net)All-Grants - Vance Zavela (vance.zavela@verizon.net) Global Grants – Andrew Wade (andrewdwade@gmail.com)District Grants - Carol Foley (shamrckhse@aol.com )Scholarship – Joe Luquire (jwluquire@earthlink.net) Vocational Training Team – Michele Peters (michelle.peters@fcps.edu )

2014