Grant Management Seminar 1 District 6000 Grant Management Seminar District Grants Ottumwa

Grant Management Seminar 1

District 6000 District 6000 Grant Management SeminarGrant Management Seminar

District GrantsDistrict Grants

Ottumwa

Grant Management Seminar

How District Grants WorkHow District Grants Work

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District 6000

District Clubs

ClubApplication,Due July 1, 2015

District Grant Committeeapproval (or not)August, 2015



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The Rotary Foundation

District 6000

D6000Application,Spending Plan

TRFapproval (or not)



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District 6000


2015 recipients

Ames

Oskaloosa

Ottumwa

GrinnellWellman

Decatur County

Ames Morning

North Scott

Des Moines AM

Fairfield Iowa Quad Cities

Keokuk

Clinton Mt. Pleasant Albia District 6000(18 clubs)



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District 6000


$ Released to District when prior D6000 Grant responsibilities are met.

Completed for 2014 DG before July 1 of 2014.

Responsibilities are met once the District reports on distribution of funds to clubs.

District 6000Clubs



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District 6000


2015 recipients, $ December 26, 2014February 5, 2015

Ames

Oskaloosa

Ottumwa

GrinnellWellman

Decatur County

Ames Morning

North Scott

Des Moines AM

Fairfield Iowa Quad Cities

Keokuk

Clinton Mt. Pleasant Albia District 6000(18 clubs)



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District Clubs

District 6000

$ Released to clubs whenprior Club Grant responsibilities are met.

Responsibilities are met once the District receivesa clean final report.


Life Cycle for 2014-2015 District Life Cycle for 2014-2015 District GrantGrant

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District Grant Committee

First Report not yet made.

Stewardship Committee

Club Reports


Applying for a District GrantsApplying for a District Grants• Each club will receive a folder, now.

• Place “club name - District Grant 2015-2016” on folder, now.

• Contents• application for a District Grant• Terms and Conditions• D6000 Local Rules• Report form


Applying for a District GrantsApplying for a District Grants

D6000 Local Rule # 1.

Before applying for a District Grant, the club must be qualified by District 6000.


Step 1 - Club nameStep 1 - Club name

1. Rotary Club of _______________

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Step 2 - Plan your projectStep 2 - Plan your project

2. Describe the project, its location, and its objectives.

From The Rotary Foundation

District grants are block grants… that fund scholarships, projects, and travel that align with the mission of The Rotary Foundation.

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D6000 Local Rule # 2.A District Grant is used to fund club projects.

Projects must align with the mission of The Rotary Foundation and fall within the five areas of focus.

Projects must take place within the geographical boundaries of District 6000.

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- no on-going projects will be funded, projects should be sustainable

- avoid large projects of which your club is a small part

- projects should be finished and an

acceptable report received by June, 2016

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Step 3 - Justify your projectStep 3 - Justify your project

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3. Describe how the project will benefit the community or improve the lives of the less fortunate.


Step 4 – Demonstrate Rotarian Step 4 – Demonstrate Rotarian involvementinvolvement

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4. Describe Rotarian participation in this project.


Step 4 – This Step 4 – This isis Rotarian Rotarian involvementinvolvement

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Chariton Decatur County

Iowa CityIowa City AMIowa City DowntownCoralville North Corridor


- grant preparation

- fundraising

- sitting on a committee to oversee

expenditure of grant funds

- preparing public relations articles

- hours you are paid for or that you spend on

another charitable board.

Step 4 – This Step 4 – This is notis not Rotarian Rotarian involvementinvolvement

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- transporting food from food bank etc.

- helping in packing food bags

- distributing materials to teachers and children, reading to children in a classroom

- transporting gifts, escorting and assisting children in gift selection

- donating job-related expertise

Step 4 – This Step 4 – This isis Rotarian Rotarian involvementinvolvement

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A club may fund up to 25% of the project budget with sweat equity.



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Please, do not abuse D6000 Local Rule # 3.

It is designed to help cash-strapped clubs.


Step 5 – Project ContactsStep 5 – Project Contacts

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5. Project contacts.The club must appoint a committee of at least

three Rotarians to oversee the project.


Step 5 – Primary ContactStep 5 – Primary Contact

- choose someone who will be responsible

and attentive to the grant

- should respond to all District 6000

communication within 24 hours

- willing to implement document retention

plan

- willing to write project reports to D6000

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Step 5 – Primary ContactStep 5 – Primary Contact

- this is usually the point of failure

when a club project fails

- does not respond to D6000 communication

- not attentive to grant responsibilities

(document retention, report writing)

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Step 5 – Project ContactsStep 5 – Project Contacts

- help maintain the document retention plan,

they have copies of all documents

- fulfill the role of primary contact should it

become necessary

- provide oversight, they are the club’s

checks and balances

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Step 6 – Project BudgetStep 6 – Project Budget

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6. Project budget Include a complete itemized budget for the entire

project. Quotes from the supplier or other cost documentation must be attached for each item.


Step 6 – Project BudgetStep 6 – Project Budget

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- make sure you include quotes

- do not do business with Rotarians if it can

be avoided

- reveal any conflicts of interest


Step 7 – Source of FundingStep 7 – Source of Funding

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Club may apply for a maximum of $5000.


A club must match grant funds 1:1 with club funds (or equivalent)


Step 7 – Source of FundingStep 7 – Source of Funding

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- make sure your Budget and the CASH portion of Funding totals are in agreement.

- the beneficiary cannot be a source of

funding for club match


Step 8 – OwnershipStep 8 – Ownership

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8. Ownership of equipment, materials, or supplies.

a. Items purchased with grant funds may not be owned by a Rotary club.


Step 9 – Public RelationsStep 9 – Public Relations

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9. How will the general public know this is a Rotary Foundation sponsored project?


Step 9 – Public RelationsStep 9 – Public Relations

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- recognition of your club

- recognition of District 6000

- recognition of The Rotary Foundation

- we want pictures of Rotarians in action


Step 10 – Cooperating Step 10 – Cooperating OrganizationOrganization

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10. Cooperating organizations

- the beneficiary is not a cooperating organization

- make sure you include letters from

cooperating organizations


Step 11 – Document Retention Step 11 – Document Retention PlanPlan

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11. Document retention plan.

Retain all documents required by the club MOU in a location that is known and accessible to more than one person. All original documents related to grant-funded expenditures, including receipts, must be retained for a minimum of five (5) years after the project is closed.



- application for funds

- all communications with the District

- quotes from vendors

- receipts and invoices

- bank statements and checks

- all reports

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Maintain Records Of All Maintain Records Of All Communication with DistrictCommunication with District

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- this is usually another point of failure

when a club project fails

- not attentive to grant responsibilities

regarding document retention

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Step 12 – Check ListStep 12 – Check List

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12. Check List

Please review your application carefully for each item listed below.


Step 13 – AuthorizationsStep 13 – Authorizations

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13a – Progress and Final Reporting

- should be the Primary Contact

- easy if you have your document retention

system in place


Step 13 – AuthorizationsStep 13 – Authorizations

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13b – Club President’s Signature

13c – Assistant Governor’s Signature


District Grant ReportsDistrict Grant Reports

- crucial to success of this program

- future money will not be released until final reports are accepted

- do them correctly

- submit them in a timely fashion


District Grant ReportsDistrict Grant Reportssteps 1-3steps 1-3

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Project Description

1.Describe the project.

2.How many people benefited from this project?

3.Who were the beneficiaries, how were they impacted by this project, and what humanitarian need was met?



- this information is on your application



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4. How many Rotarians participated in the project?

5. What did they do? Please give at least two examples, do not include financial support provided to the project.



- sweat equity activities are reported in steps

4 and 5

- this information is also on your application


District Grant ReportsDistrict Grant Reportsstep 6step 6

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6. If a cooperating organization was involved, what was its role?


District Grant ReportsDistrict Grant Reportsstep 6step 6

- this information is on your application



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Financial Report

Clubs must document payment of all monies related to this project. Receipts relating to project expenses must show payment has been made; invoices showing an outstanding balance are not acceptable. Submit copies of all such receipts with this report.



- you must list specific items

- you must provide documentation of all

expenses

- you must meet you financial match


District Grant Reports District Grant Reports signaturesignature

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Certifying Signature

- this report must be signed by a member of the club


District Grants District Grants Keys to SuccessKeys to Success

- follow the original plan

- maintain document retention plan

- maintain an attitude of good stewardship

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District Grants District Grants Keys to SuccessKeys to Success

- stewardship

: the conducting, supervising, or managing of something; especially: the careful and responsible management of something entrusted to one's care

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Documents

Grant Management Seminar 1 District 6000 Grant Management Seminar District Grants Ottumwa