2016

GRANT MANAGEMENT SEMINARDISTRICT 6970

2016

• Qualification Process• Designing a Successful Project• Apply for & Implement a Grant• Understand how to manage a

Rotary grant• Oversight & Reporting• Learn STEWARDSHIP

expectations

PURPOSE

2016

Grants are Funded With DDF

AnnualFund

Invest for 3

years – use

growth to pay

our bills

WorldFund

DDF

45%

50%

OperatingExpenses5% + Investment growth

Unspent $$$

2016

• District grants • Global grants

ROTARY FOUNDATION GRANTS

2016

SESSION 1

QUALIFICATION

2016

• Attend a grant management seminar

• READ club MOU andSubmit a signed copy tous

QUALIFICATION REQUIREMENTS

2016

• Valid for one year• Club responsible for grant funds• Disclose conflicts of interest• Cooperate with all audits• Use grant funds properly• Implement the club MOU• Current on all District and RI

Dues

TERMS OF QUALIFICATION

2016

• Follow terms of club MOU• Appoint a club member or

committee to manage club qualification

• Fully implement stewardship practices to prevent misuse of funds

MAINTAINING QUALIFICATION

2016

SESSION 2

DESIGNING AND IMPLEMENTING A PROJECT

2016

• Meet community needs• Have measurable outcomes• May involve a partner• Sustainable• Have an implementation

plan• Maintain proper stewardship

of funds

SUCCESSFUL GRANT PROJECTS

2016

Peace and conflict prevention/resolution

Disease prevention and treatmentWater and sanitationMaternal and child healthBasic education and literacyEconomic and community

development

AREAS OF FOCUS

2016

• Base projects on communities’ needs

• Determine whatresources your club and potential partners have

• Talk to the community

NEEDS ASSESSMENT

2016

• RI & District Conference• Rotary Showcase / Facebook• LinkedIn• Project fairs• Community events• Other Rotary clubs• Rotary Action Groups• Local nonprofit organizations

GRANT IDEAS

2016

• Form a three-person grant committee

• Assign roles• Make an implementation plan• Establish a budget• Have a contingency plan• Have a document retention plan• Set measurable and sustainable

goals

PROJECT PLANNING

2016

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

interest

CREATING A BUDGET

2016

A conflict of interest:• Exists when a Rotarian

benefits financially or personally from a grant

• Might directly or indirectly benefit a Rotarian

• Must be disclosed

DISCLOSING CONFLICTS OF INTEREST

2016

• Measurable• Sustainable• Qualitative (descriptive)• Quantitative (numeric)• Gather baseline data• Determine method of

measurement

SETTING GOALS

2016

• Communication• Financial

management plan

• Record keeping• Following

original plan

IMPLEMENTATION

2016

• Assists with reporting

• Improves future projects

• Is based on goals • Is ongoing• Identifies successes

EVALUATION

2016

SESSION 3

APPLYING FOR ADISTRICT GRANT

2016

• Online application process (currently utilizing District website, Foundation website will be back up over the summer.)• Initial approval from District Share

Committee• Final approval from The Rotary

Foundation

APPLYING FOR DISTRICT GRANTS

2016

• Meet all TRF Qualification requirements

• Grant request smaller than $30,000.00

• At least 50% funding from Club Contributions.

• NO EXPENDITURE CAN HAPPEN AHEAD OF TRF APPROVAL!!

• MUST be completed by April 1st 2017.• No more than 3 open grants of any

type.

DISTRICT GRANT REQUIREMENTS

2016

• April 30 Deadline online applications

• Goal: June 30 Share Committee decisions

• Goal: July 1 District Spending Plan to TRF

• Goal: July 15-30 Final approval TRF

• Aug/Sep TRF Funds received at District

• April 1, 2017 Project complete/ Reports filed

DISTRICT GRANT TIMELINE 2016-2017

2016

SESSION 4

APPLYING FOR AND IMPLEMENTING A GLOBAL GRANT

2016

• All Grant Requirements discussed +

• If you want to include DDF in your financial plan, involve the

DRFC and the DGC early! • DDF is available on first come first served basis.

QUALIFICATION REQUIREMENTSFOR GLOBAL GRANTS

2016

• Minimum total budget of US$30,000• Involve Rotary clubs in at least two

districts in different countries• Districts confirm clubs are qualified• Approval of DDF from SHARE

Committee• Clubs are expected to contribute

toward project funding.• Online application process @

rotary.org

APPLYING FOR GLOBAL GRANTS

2016

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

SUSTAINABLE PROJECTS

2016

• Minimum budget for a global grant is US$30,000

• DDF matched 100% with World Fund• Rotarian and non-Rotarian cash

contributions matched 50% with World Fund

• International sponsors provide at least 30% of total sponsor funding

GLOBAL GRANT FINANCING

2016

• Funds cannot be raised from beneficiaries or cooperating organizations in exchange for a grant

• Funds cannot come from other grants

• Contributions credited to donor when routed through TRF

• 5% Fee on Cash Contributions directed to TRF for the project

FINANCING GUIDELINES

2016

$10,000 Club contribution= $35,000 available for Grant

CLUB(S) CONTRIBUTION $ 10,000 Note: Does not include the additional 5% TRF Administration Fee

DISTRICT 6970 MATCHES: $10,000Assume District 6970 Matches 100% of Club’s contribution

THE WORLD FUND MATCHES:CLUB CONTRIBUTION @ 50% $ 5,000DISTRICT CONTRIBUTION @ 100% $10,000

TOTAL DOLLARS FOR PROJECT $ 35,000

GLOBAL GRANT FINANCING EXAMPLE Rotary Math!

2016

SESSION 5

OVERSIGHT AND REPORTING

2016

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

beneficiaries• Fulfill their objectives • Safeguard funds

GRANTS MANAGEMENT

2016

Stewardship is the responsible management and oversight of grant funds, including: • Rotarian supervision • Financial records review• Oversight of funds• Reporting any irregularities• Timely submission of reports

STEWARDSHIP

2016

• Bank account for funds or Quicken / Excel

spreadsheet itemizing income/expense detailed ledger• Distributing funds• Use checks or bank cards

to track funds• Keep all receipts: scan

them!

FINANCIAL MANAGEMENT PLAN

2016

• Provide access to documents for transparency

• Retain for a minimum of seven years• Scan Copies • Provide photos (3)

DOCUMENT RETENTION

2016

• Report form is available(provided with approval letter) • Grant may be funded through

% “draws” – against expenditures up to the total grant amount.

• Grant expenditures must be as originally stated on application.

• April 1, 2017– Deadline final report

DISTRICT GRANT REPORTS

2016

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

GLOBAL GRANT REPORTS

2016