District 5500 Grant Management Seminar 1. 2 Overview Nancy Cassel, DGE

District 5500 Grant Management Seminar1

District 5500District 5500Grant Management Grant Management

SeminarSeminar


OverviewOverview

Nancy Cassel, DGE

District 5500 Grant Management Seminar

Meet the 2013-14 DRFCMeet the 2013-14 DRFC

Handout

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Seminar PurposeSeminar Purpose• Understand how to manage a Rotary

Foundation grant• Learn stewardship expectations• Prepare clubs to implement the

memorandum of understanding• Qualify clubs to receive grant funds


The Rotary FoundationThe Rotary Foundation

Motto: Doing good in the worldMission: To enable Rotarians to

advance world understanding, goodwill, and peace through the improvement of health, the support of education, and the alleviation of poverty

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Successful Grant ProjectsSuccessful Grant Projects

• Meet community needs• Have frequent partner

communication• Have implementation plan• Are sustainable• Practice proper stewardship of funds


Terms To KnowTerms To KnowGlobal Grant: $30,000 minimum project

size, administered by The Rotary Foundation

District Grant: $8,000 maximum, administered by District 5500

District Designated Funds (DDF): money that comes back to the District based upon contributions 3 years previous

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Terms To Know, Cont.Terms To Know, Cont.

Memorandum of Understanding: contract that the club signs, agreeing to abide by grant rules

Areas of Focus: 6 Areas of Focus established by The Rotary Foundation as organizational priorities

Sustainability: Making projects last

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StewardshipStewardshipStewardship is the responsible management and oversight of grant funds •Standard business practices•Rotarian supervision •Financial records review•Oversight of funds•Reporting of irregularities•Timely submission of reports


Qualification RequirementsQualification Requirements

• Attend a grant management seminar• Agree to club memorandum of

understanding and submit signed MOU to district

• Be in good standing as defined by D5500 Bylaws


Terms of QualificationTerms of Qualification

• Valid for one Rotary year• Club responsibility for grant funds• Disclose conflicts of interest• Cooperate with all audits• Use grant funds properly• Implement the club MOU


Finding and Funding a Finding and Funding a ProjectProject

Teree Bergman, PDG

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Learning ObjectivesLearning Objectives

• Finding a good project

• Finding partners

• Raising funds

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Finding a ProjectFinding a Project

• RI Convention• Matchinggrants.org/global• Project fair• Personal travel• Rotary Showcase• District Leaders

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www.matchinggrants.org/globalwww.matchinggrants.org/global

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Funding a ProjectFunding a Project• The Rotary Foundation• Club fund raising• Partner with other clubs• Partner with other districts• Partner with other organizations• Business sponsors• Personal contributions

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Sally Montagne, DGN

Creating a ProjectCreating a Project


Learning ObjectivesLearning Objectives• Learn rules of the new program• Choose a project based on community needs• Create a project that will be approved:

• Do a community assessment• Use the 6 Areas of Focus• Include eligible activities• Make project sustainable• Develop measurable goals• Develop a budget

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What Is the New Model?What Is the New Model?

It is similar to our current grant system: There will be 2 kinds as now – smaller

ones awarded by our District and larger ones awarded by Rotary

District Simplified Grants = District Grants Matching Grants = Global Grants For District 5500 this is good news!

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What does the New Grant What does the New Grant Model Mean to D5500?Model Mean to D5500?

• More money for District grants• $75,000 next year vs. $20,000 this year

• Larger match available for District Grants• $8,000 next year vs. $2,000 this year

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Kinds of Global GrantsKinds of Global Grants

Humanitarian projects• Big impact• Sustainable

Vocational Training Teams• Build skills in a community

Graduate scholarships• Must include work in an Area of Focus

and can include a project

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Eligible ActivitiesEligible ActivitiesInclude the Same Rules as Currently:

Must involve clubs in 2 different countries, including the country hosting the project. Must be a new project that has not yet started

Must be for a community in need Must be Rotarian planned and administered Cannot pay the administrative costs or salaries of another organization Cannot be an activity primarily implemented by a non-Rotary organization

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Eligible Activities - NewEligible Activities - New

Can do rehabilitation and repair to existing buildings, including new roofs

Can include travel for scholars, vocational training teams, project beneficiaries, and professionals needed for project implementation

Can now do medical camps

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Rule # 1- Work with Host Rule # 1- Work with Host ClubClub

• Both clubs active in project planning• Host club helps with community

assessment and project implementation• Frequent communication critical. Why?• Communicate! How?

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Ways of CommunicatingWays of Communicating

• E-mail• Skype• Share photos and videos• Webinars• Go to Meeting• Visits

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11stst Step: Community Step: Community AssessmentAssessment

What is a community assessment?Why is it necessary?How is one done?

AG Jim Nook will be our guide

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Community AssessmentCommunity Assessment

Jim NookRegion 6 Assistant Governor

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What was planned What was needed

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What was planned What was found

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• Assess resources of your club and partner club

• Assess wants and needs of the community

• Utilize the Internet• Assess the project needs

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ResourcesResources

• What are the members’ interests?

• What are the members’ skills?

• What are the available financial resources?

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Community Wants and Community Wants and NeedsNeeds

• Communicate with community leaders

• Communicate with end-users

• Utilize face-to-face, survey forms, personal observations

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Internet ResourcesInternet Resources

• Search for community information to identify possible needs

• Search for possible partners − other Rotary Clubs, NGOs

• See what others have done and build on successes

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Project NeedsProject Needs

• Are electricity and other utilities available?

• Are there shipping and customs concerns?

• Is start-up training needed?• Can equipment be maintained in the

future?

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Value of Needs AssessmentValue of Needs Assessment

• Preparation of the application will be easier

• Approval of the grant will be smoother

• Success of the project will be greater

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Areas of Focus Areas of Focus and Sustainability and Sustainability

Sally Montagne, DGN

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Global Grant ApplicationGlobal Grant Application

• GG application available in January, 2013• Grant will be on-line and Interactive,

based on primary Area of Focus• Questions re assessment, sustainability,

and measurability will vary depending on Area of Focus

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Areas of FocusAreas 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


Areas of FocusAreas of Focus

The Bible for designing Global Grants: “Areas of Focus: Statements of Purpose and Goals” (Current Version) July 2012

Available: Class handouts, District website, and

Rotary website

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SustainabilitySustainability

• Impact continues after funds are spent

• Optimal use of local resources and locally produced materials

• Prepare professionals to increase impact

• Create an ongoing funding source


SustainabilitySustainability

Insure Impact Continues• Train local doctors, as well as treat patients• Start local business to help pay expenses• Enable community to continue on its own

Optimal Use of Local Resources• Parts available locally• Trees and plants native to the area• Teach water harvesting methods

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Exercises in SustainabilityExercises in Sustainability

Small Groups – Given one of following Areas of Focus & report on sustainable plan:

• Water and sanitation • Maternal & child health • Basic education & literacy• Economic & community development

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Report on ExercisesReport on Exercises

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Measuring ResultsMeasuring Results

How would you measure results in the exercise projects?

Rotary will also provide “Measurement Toolkits” for each area of focus. They will also be part of the Interactive on-line Global Grant application.

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Creating a BudgetCreating a Budget

• Realistic• Competitive bidding• Pro-forma Invoices and Internet prices• Disclose conflicts of Interest


Timing of Global Grant Timing of Global Grant ApplicationsApplications

Global Grants will be on-going and there will be no application deadlines

Clubs may begin their application process February 2013

Funds will not be available until after July 1, 2013, when the new program begins

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District Approval and District Approval and FinancingFinancing

New: Total Cost – Project cost $30,000 or moreSame as Now: •Rule of Thumb: Club needs to provide at least 1/3 of project total •DDF is not automatically awarded•District approval needed for any DDF plus the amount of the DDF

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Applying for a Global GrantApplying for a Global Grant

• Get qualified• Sign MOU• Fill out on-line interactive application

(available in January, www.rotary.org)

• Work with district grants committee to obtain District Designated Funds

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Summary of Global GrantsSummary of Global Grants

Application will be interactive and on-line only

Application must: Meet the community’s needs Be within an Area of Focus Contain only eligible activities Be sustainable and continue after funds spent Have measurable results Contain projects totaling at least $30,000

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District GrantsDistrict GrantsTeree Bergman, PDG

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•District Grant rules

•Types of District Grants

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Grant RulesGrant Rules

• Up to 50% of DDF available each year• District sets rules and administers

grants• Short-Term – preferably completed

within current Rotary year• International or local• Rotary planned and administered• Must be new project

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Grant Rules, Cont.Grant Rules, Cont.• Must be planned in advance – apply

between 7/1 and 9/1• Must benefit a community in need• Club match must be cash• No purchase of land or buildings• Club must provide receipts and

comply with reporting requirement• Club must be in good standing

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Two TypesTwo TypesSmall• Maximum grant:$2,000• Similar to current

District Simplified Grant• Areas of Focus

preferred• Sustainability preferred

Large• >$2,000 to $8,000• Club must be qualified• Must be in area of

focus• Must be sustainable

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Applying for a District GrantApplying for a District Grant

• Follow District rules and procedures

• Application packet available at rotaryd5500.org

• Complete any unfinished District Simplified Grants

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Oversight and ReportingOversight and Reporting

Michael Drake, PDG

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• Managing funds

• Record keeping, retention

• Reporting


Financial Management PlanFinancial Management Plan• Written plan (search “Financial

Management Plan Worksheet” at www.rotary.org)

• Bank account• District Grant: May use existing club account• Global Grant: Separate account for each grant, two

signatories

• Maintain standard set of accounts for income and expense for each grant• Excel, QuickBooks, hard copy ledger book


Financial Management, Financial Management, Cont.Cont.

• Disbursement of funds• Who authorizes?• Pay by check

• Inventory of equipment, other assets• Monthly bank reconciliation• Plan for transferring custody of bank

account

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Record Keeping and Record Keeping and RetentionRetention

• Records to keep• Club Memorandum of Understanding

(MOU)• Project needs assessment, budget• Beneficiary documents, agreements• Vendor quotes, agreements• Bank statements• Income and expense account ledgers

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Records, Cont.Records, Cont.

• Receipts and invoices• Correspondence• Reports• Photos

• Retain for 5 years after project completion

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District Grant ReportsDistrict Grant Reports

To Whom

Timetable

District Grants Chair

Interim report by May 1Final Report within two months of project completion

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District Grant Reports, Cont.District Grant Reports, Cont.• Contents

• Project Summary• Demonstrate personal, hands-on involvement• Involvement of partner sponsor club or of

international host club• Evaluation of attainment of project goals• Number of beneficiaries and how they

benefited• Demonstrate sustainability and area of focus

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Global Grant ReportsGlobal Grant ReportsTo Whom

Timetable

The Rotary Foundation through Member Access

Progress reports within 12 months of 1st grant payment and every 12 months thereafter

Final report within 2 months of project completion

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Global Grant Report, Cont.Global Grant Report, Cont.

• Content• Description of project• How partner clubs and districts were

involved• Demonstrate attainment of project

goals• Demonstrate that the goals of one or

more Areas of Focus were met

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Global Grant Report, Cont.Global Grant Report, Cont.

• How the funds were spent• Number of beneficiaries and how they

benefited• How the project will be sustained after

completion

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Conflict of InterestConflict of Interest

• Rotarians, their family, and friends should not benefit from disbursement of grant funds, directly or indirectly

• Even the appearance of impropriety should be avoided

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QualificationQualification

Ellie Patterson, Grants Committee

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• Understand qualification requirements

• Manage your club’s qualification


Why Have Qualification?

Provides clubs with information on: • Rotary grant procedures• Good project management practices• Financial stewardship requirements• Assures RI that clubs have the proper

financial and stewardship controls in place to successfully manage funds


Club Qualification Club Qualification RequirementsRequirements

• Attend a grant management seminar (2 club members must attend a seminar by D5500 in the year prior to qualification)

• Submit club MOU, read, understood, and signed by:• Club president 2013-14• Club president 2014-15

• Club must be in good standing as defined by district bylaws


Memorandum of Understanding

Three pages, covering:1. Terms of qualification2. Club leadership responsibilities for qualification3. Financial management plan4. Bank account requirements5. Report on use of grant funds6. Document retention7. Reporting misuse of grant funds


Club Must be in Good Standing

• Club must be current on District dues

• Club must be current on RI dues

• Club president-elect must attend PETS (Presidents-Elect Training Seminar)


Maintaining QualificationMaintaining Qualification

• Follow terms of club MOU

• Appoint club member/committee to manage club qualification

• Fully implement stewardship practices to prevent misuse of funds


Thank youThank you

Documents

District 5500 Grant Management Seminar 1. 2 Overview Nancy Cassel, DGE