District 1130Rotary Foundation

Grant Management Seminar

16th May 2013

May 2013

Welcome

2013/14 “ New Grant Models” to be adopted worldwide

For us to be effective it is important to have a good grasp the principles

May 2013

WelcomeWhat will you be able to take away from this evening?• Improved understanding of The Rotary Foundation• Appreciation of how Foundation funding works• Understand criteria for applying for Global Grants• Considerations for a District Grant• Principles of stewardship

– Safeguarding Foundation monies • How to support The Rotary Foundation

RI Presidents’ Theme

Engage RotaryChange Lives

Ron BurtonRotary International President

2013 -14

www.rotaryinlondon.org

“D1130 Foundation” theme

Engaging Rotary Foundation

Enables Rotarians to Change Lives

www.rotaryinlondon.org

May 2013

Rotary Foundation Motto & Mission

Doing Good in the World

To enable Rotarians to advance world understanding, goodwill, and peace through the

improvement of health, the support of education, and the alleviation of

poverty

May 2013

Our Rotary Foundation Is Unique

• The Rotary Foundation is your Charity

– Addresses the greatest needs– World reach greater than the United Nations– We can go where politicians and religious

groups cannot

May 2013

Foundation enables Rotary the world over to achieve amazing

things

More than any individual or Club can achieve alone

May 2013

Foundation Funding

May 2013

Foundation Funding

Contributions

SHARE System

Contributions

Earnings

May 2013

The SHARE System• Divides Annual Fund into

– District Designated Fund (DDF)– World Fund

• Transforms contributions into grants and more• Allows clubs to determine how district

contributions are spent

May 2013

Annual Fund Contributions

At the end of Rotary year, Annual Fund contributions split evenly:

• 50% to the World Fund• 50% credited to the district’s DDF

May 2013

Two Funds

• DDF– District controlled – Used by Rotarians in the district– Spent on Foundation grants and programs

• World Fund– Trustees control– Used by Rotarians worldwide– Spent on Foundation grants and programs

May 2013

SHARE System

$82,000 Annual

Programs Fund

2010-11 2011-12 2012-13 2013-14

Funds raised and invested

Funds usedFunds invested

Funds invested

$41,000 DDF &

$41,000 World Fund

May 2013

US$41,000District Designated Fund

$21,000 or less to the

district grant

Any amount to club and/or

district developed

global grants

50% Maximum

Remaining Balance

Carry forward & transfers

D1130 2012-13

May 2013

SHARE System

Unused DDF rolls forward to the next year;

districts notified in August

2014-152010-11 2011-12 2012-13 2013-14

Unused DDF is calculated; districts notified in May

Funds Raised

Funds Spent

May 2013

Any Questions?

May 2013

Rotary Foundation Global Grants

May 2013

Rotary Foundation Global GrantsIncoming Global Scholars

• Scholars adhere to all the principles required of Global Grants (Area of Focus etc.)

• London District/Club is the “Host” providing local support

• Sponsoring District is the “International District” providing the cash

• TRF reporting requirements are responsibility of all parties

• London has highest number of applications

May 2013

Rotary Foundation Global GrantsIncoming Global Scholars

• Application process• Approaches are not coordinated by TRF

• Instigated by scholars and or Districts• Approaches through

• District Governor(s), • District Officers, • Club websites• Personal contacts

• Refer enquiries to District Coordinator before proceeding

May 2013

Rotary Foundation Global GrantsIncoming Global Scholars

• Participating Club • must have signed MoU• Nominates Primary Contact (Host Counsellor)• Nominates 2 additional “committee members”• Must work with District Coordinator at all times

May 2013

Any Questions?

May 2013

Rotary Foundation Global Grantsin progress

• Education support project in Natal• Application approved

• RC Tower Hamlets• Club funded with 50% match from TRF

• Solar lighting for slum suburb of Mumbai• Proposal implemented, now monitoring pending

reporting• RC Battersea Park

• Club funds +50%, DDF +100%

May 2013

Nkonya Village ProjectRC Bush Hill Park

May 2013

Global Grants

• Long-term projects• Sustainable • Support the areas of focus• Larger grant awards• World Fund match• Host and international sponsors

May 2013

Host and International sponsors• Host sponsor

– based in country of activity• International sponsor

– Based outside country of activity• NB

– Global Scholarship• Host Sponsor support in country of study• International Sponsor provide funding

May 2013

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

May 2013

Larger Grant Awards

• Minimum Global Grant $15,000• DDF attracts 100% grant• Club contribution attracts 50%

• District 1130 will match up to 100% of Club contribution• Effectively minimum value for Club project is $35,000

May 2013

Sustainable

• Project impact continues after funding is used• Multiple levels of sustainability• Use of local resources• Respect natural resources

May 2013

Sustainable

• Reach the most beneficiaries• Introduce new methods in professional fields• Prepare professionals to increase impact• Use input and skills of grassroots groups• Project continues after initial Rotary initiative

May 2013

Measurable Outcomes

• Undertake a needs assessment before you start

• Put a plan in place before implementation • Establish baseline data• Determine quantitative and qualitative

measures

May 2012

Member Access

May 2013

Application Process

1. Club qualifies (note even for Global Scholarship hosting)

2. Club submits club-developed global grant proposal online

3. TRF reviews proposal for initial approval4. Club submits global grant application5. District approves online6. TRF reviews for final approval

May 2013

Global Grant Reporting

• Progress report submitted 12 months after funds received

• Every 12 months until project is complete• Final report submitted within 2 months of

project completion– Applies to all global grants

May 2013

Packaged Grants

• Collaborations with non-Rotary strategic partners and Rotary-affiliated entities

• Support the areas of focus• Can be scholarships, humanitarian projects, or

vocational training

May 2013

Questions?

May 2013

Things to do next

• Talk to District Grant chairman– Plan ahead– Check compliance with “focus”– Calculate project value– Check status of “partner district” – Consider availability of DDF

May 2013

Rotary Foundation District Grants

May 2013

Rotary Foundation District Grants£250 to £2,000

2012/13 in District 1130

• Swimming equipment for special needs children• Vocational training and equipment for cycle club• Pond educational resource for special needs school• Equipment for St Mungo’s

• Solar fridge to store antidote for snake venom antidote• Equipment for engine in Ethiopia• Equipment for Jalabad Rehabilitation Centre

May 2013

District Grants

• Single “block” grant awarded annually– District must submit “spending plan

• Local or international activities• Activities align with TRF mission• Local decision making with broader guidelines• Smaller activities and projects

May 2013

District Grants

• Include active Rotarian participation• Adhere to stewardship guidelines• Demonstrate cultural sensitivity

May 2013

Rotary Foundation Mission

To enable Rotarians to advance world understanding, goodwill, and peace through

–the improvement of health, –the support of education, –and the alleviation of poverty

May 2013

District Grants Applications

2012-13• 8 x £1,600 = £12,800 ($21,000)

– Each “Area” to submit application(s) by end of September• 1 x joint project with several (most) clubs

» or• Several individual smaller proposals

– District creates shortlist to form “Spending Plan”– District applies for Block Grant end of October– Monies available by Christmas

May 2013

Questions?

May 2013

Things to do next

• Talk to District Grant coordinator– Plan ahead– Prepare supporting documentation for application– Look out for announcement opening the process

May 2013

Stewardship

May 2013

• District governor• District governor-elect• District Rotary Foundation committee chair• District Rotary Foundation subcommittee chairsDecisions• Allocate maximum 50% DDF to District Grants• Use DDF to support

– Districtwide Global grant application– Club initiated Global Grants

Who is involved in planning?

May 2013

Stewardship

Stewardship is the responsible management and oversight of grant funds, which ensures that funds are used properly and benefit populations in need.

May 2013

Stewardship Practices

• Have Rotarians supervise project• Implement projects as approved• Follow standard business practice• Report irregularities• Submit reports• Retain documents

May 2013

Stewardship Activities

• Report tracking• Routine monitoring • Random and targeted audits• Cadre and specialized auditors• Investigating allegations• Stewardship seminars

May 2013

Qualification• Qualification provides clubs with financial and

stewardship controls for meeting Foundation requirements and managing grant-funded activities.

• Under the new grant model, clubs will need to qualify before applying for grants.

May 2013

Qualification Requirements

• Attend the district grant management seminar

• Read, sign, and submit club MOU to the district

May 2013

Club Memorandum of Understanding

• The club MOU is a binding agreement between the club and its district, outlining Foundation requirements.

• By signing the MOU, the club agrees to comply with the requirements.

May 2013

Planning Grant Applications

Whether you are considering a Global Grant application or District Grant application,

• forward planning is essential

The Future Vision procedures are • proactive not reactive.

May 2013

Global Grant Reporting

• Progress report submitted 12 months after funds received

• Every 12 months until project is complete• Final report submitted within 2 months of

project completion– Applies to all global grants

May 2013

Questions?

May 2013

Things to do next

• Take Memorandum of Understanding form• Get signed and return to Grant Chairman• Qualified to take part in Foundation

programmes • Carefully plan future projects

May 2013

Contributions and

Recognition

May 2013

Supporting The Rotary Foundation

Annual Programs FundFor Support Today

Permanent FundTo Secure Tomorrow

PolioPlus FundEnd Polio Now

May 2013

Annual Programs Fund

• Supports grants and programs through the SHARE system

• Contributions credited to donor’s club and applied to club’s per capita goal

May 2013

100% Member Participation

Annual Programs Fund

May 2013

ontributes at least US$100 every year to the Annual Programs Fund

Rotary FoundationSustaining Member

2009-2010

May 2013

Significant contributions

Paul Harris fellow

Paul Harris Society

Benefactor

Bequest Society

May 2013

Any Questions?

May 2013

Things to do next

• Talk to Club about contributions to support Foundation

• Sign up to be a Sustaining Member• Promote sustaining membership to colleagues

May 2013 District 1130 Rotary Foundation Seminar

Example Scenario 1 -response

Proposal to purchase diesel van for African village to take produce to market. Supply from SA at cost of $35,000

Suitable /not suitableType of Grant to be considered

May 2013 District 1130 Rotary Foundation Seminar

Example Scenario 1 -response

Proposal to purchase diesel van for African village to take produce to market. Supply from SA at cost of $35,000

not suitable ? Sustainability – fuel, maintenance No evidence of Rotary involvelment

Type of Grant to be consideredN/a

May 2012 District 1130 Rotary Foundation Seminar

Example Scenario 2

Rotary Club seeking support to assist after school club in deprived area with basic sports equipment. Budget £750, Rotarians to be on organising committee and to provide rota of supervisors to assist school staff

Suitable /not suitableType of Grant to be considered

May 2012 District 1130 Rotary Foundation Seminar

Example Scenario 2 - responseRotary Club seeking support to assist after school club in deprived area with basic sports equipment. Budget £750, Rotarians to be on organising committee and to provide rota of supervisors to assist school staff

Suitable Rotarian involvement,

community needEquipment will be available for large number of children for

several yearsType of Grant to be considered

District Grant £375 (approx $500) Club contribution £375

May 2012 District 1130 Rotary Foundation Seminar

Example Scenario 3Rotary Club working with Rotary Club in South America to facilitate clean up of local river thereby reducing risk of waterborne diseases. Labour being provided by local villagers but need funds to purchase local products to create rubbish collection points (ie not thrown in river), toilet blocks and support educational programme – budget $60,000

Suitable /not suitableType of Grant to be considered

May 2012 District 1130 Rotary Foundation Seminar

Example Scenario 3 - responseRotary Club working with Rotary Club in South America to facilitate clean up of local river thereby reducing risk of waterborne diseases. Labour being provided by local villagers but need funds to purchase local products to create rubbish collection points (ie not thrown in river), toilet blocks and support educational programme – budget $45,000

SuitableGlobal Grant (assuming future vision) D1130 Club(s) contribution $12,000 + $6000 D **** Club contribution $ 1,000 + $500

D1130 DDF $12,000 + $12,000 D **** DDF $ 1,000 + $1,000

May 2012

Create a Club action plan

Before we conclude can we share someideas as to what Clubs can plan to achieve

• 2013/14• 2014/15

– Set GOALS

May 2013

Create a Club action plan

Before we conclude can we share someideas as to what Clubs can plan to achieve

• Increased contributions to TRF• Global Grant• District Grant

May 2013

Thank you for your support!