District 5040 Rotary Foundation Grant Management Seminar Welcome ! Thanks For Coming.

District 5040 Rotary Foundation Grant Management Seminar

District 5040 Rotary Foundation Grant

Management Seminar

Welcome !

Thanks For Coming


Agenda• Overview of Future Vision Plan

• Management of a Rotary Foundation Grant

• Foundation stewardship expectations

• Club Qualification

• Implementing the club Memorandum of Understanding

• Grant Projects

• Grants


Handouts (One per Club)

1. Club Memorandum of Understanding2. Global Grants Guidelines3. District Grants Guidelines4. District Foundation Committee5. Future Vision Grants Terms & Conditions6. TRF Code of Policies: Conflict of Interest7. Application for District Grant8. Future Vision Grant Management Manual9. Today’s PowerPoint by email request


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


The Rotary Foundation Future Vision Plan


District GovernorPenny Offer

+ * ProgramsChair

Art Erasmus

+ * FundraisingChair

Del Paterson

+ * Global GrantsChair

D’Arcy Warner

DRFC Chair *Kevin Conway

* FVP SteeringCommittee

+ * District GrantsChair

Dave Hamilton

+ Grants ReviewCommittee

DRFC Vice ChairArt Erasmus

FinancialReview District

Committees

Membership

Public Relations

FinanceCommittee

TrainingCommittee

+ ScholarshipsChair

John Anderson

+ Vocational TeamsChair

Garry Shearer

+ HumanitarianWCS Chair

Tom Smith

Peace ScholarsChair

Gloria Tom Wing Staudt

Annual ProgramsFund Chair

Sheri Davis

Permanent FundChair

Darcy & Doug Long

Paul HarrisSociety Chair

Vacant

Polio Plus$200m Challenge

Jan Gisborne

Foundation DinnerChairVacant

Rotary International District 5040 Inc.

The Rotary Foundation Future Vision Plan

District Committee

March, 2010


Future Vision PlanGrants Model

Rotary Foundation District Grants

Rotary Foundation Global Grants

Rotary Foundation Packaged Grants


Discontinued:Discontinued: Grants for University TeachersGrants for University Teachers Ambassadorial ScholarshipsAmbassadorial Scholarships Group Study ExchangeGroup Study Exchange District Simplified GrantsDistrict Simplified Grants Volunteer Service GrantsVolunteer Service Grants Matching GrantsMatching Grants 3-H Grants3-H Grants

Future Vision Plan Grants

What’s Changed …………………….


New:New:

Global GrantsGlobal Grants• Minimum Grant ……………...$15,000Minimum Grant ……………...$15,000• Minimum Project Budget …...$30,000Minimum Project Budget …...$30,000• Six Areas of FocusSix Areas of Focus• InternationalInternational & & HostHost Rotary Partners; Pilot Districts Rotary Partners; Pilot Districts• World Fund Match:World Fund Match:

$1 : $1 District Funds (DDF)$1 : $1 District Funds (DDF) $0.50 : $1 Club Generated Funds$0.50 : $1 Club Generated Funds




New:New:

District GrantsDistrict GrantsLocal or International ProjectsLocal or International ProjectsHumanitarian, Educational, Travel, Humanitarian, Educational, Travel, Disaster RecoveryDisaster Recovery

DDF Match (max. $10,000) $0.50 : $1DDF Match (max. $10,000) $0.50 : $1




New:New:

Packaged Global GrantsPackaged Global Grants• Partner Organizations Selected By TRFPartner Organizations Selected By TRF• Large / Comprehensive / Sustainable ProgramsLarge / Comprehensive / Sustainable Programs• TRF DevelopedTRF Developed• 100 % Funded by:100 % Funded by:

Partner OrganizationPartner OrganizationTRF World Fund Match $1 : $1TRF World Fund Match $1 : $1

• Implemented by RotariansImplemented by Rotarians




PolioPlusPolioPlus

Rotary Centres for International Studies Rotary Centres for International Studies (Peace Scholars)(Peace Scholars)


What’s NOT Changed …………………….


Club Qualification


Qualification• Clubs and districts must be qualified to receive Grant

Funds• Proper legal, financial, and stewardship controls of

Grant Funds• Qualification process is simple:

Signed Club MOU (Handout at PETS)

Club Future Vision Grant Management SeminarMarch 28 – Metro VancouverApril 11 – QuesnelApril 18 – Terrace

Club Qualification Renewed AnnuallyNot Delinquent with Reporting, Payment of Dues


Terms of Qualification

• Qualification is valid for one Rotary year• Entire club is responsible.• Disclose potential conflicts of interest• TRF Terms and Conditions• Cooperate with all audits• Proper use of grant funds• Grant Reporting• Potential Disqualification


Club Qualification Checklist

What MOU requirements does your club already implement?

What requirements does your club need to implement?

What type of club members would be good choices to help implement the club MOU?


Maintaining Qualification

Follow the terms of the club MOUFully implement stewardship and grant

management practices to prevent misuse of funds

Appoint a club member/committee to manage club qualification

Comply with Grant Reporting requirements


Funding


Distributable Funds 2010 – 2011 Program Year:

Annual Programs Fund Contributions 2007 – 2008Annual Programs Fund Contributions 2007 – 2008

$323,335$323,335




$323,335$323,335

50%50% SHARESHARE 50%50%

District Designated FundDistrict Designated Fund TRF World FundTRF World Fund

$163,167$163,167 $163,167$163,167




$323,335$323,335

50%50% SHARESHARE 50%50%

District Designated FundDistrict Designated Fund TRF World FundTRF World Fund

$163,167$163,167 $163,167$163,167

50% (max.)50% (max.) 50% (min.)50% (min.)

$81,583$81,583 $81,583$81,583

District GrantsDistrict Grants Global GrantsGlobal Grants


Creating a Project


Needs Assessment

Talk with members of the communityAssess your club’s resources and

availability and its potential partners to meet the need

Choose a project that is based on the community’s need


Project Planning

Form a three-person grant committeeAssign rolesSet measurable and sustainable goalsCreate a budgetCreate an implementation planHave a contingency plan


Successful Grant ProjectsMeet real community needsHave frequent partner communicationHave implementation plan with

measurable goals and outcomesAre sustainable projects that continue after

grant funds have been expendedPractice proper stewardship of grant funds


Group Activity

• Topic• Communications plan

• Discussion Questions• What are the benefits of

creating this plan?• What are the

implementation steps?• Who will be responsible? • What will you do if

something goes wrong?


Group Activity

• Topic• Communications plan• Financial

management plan






Group Activity

• Topic• Communications plan• Financial

management plan• Record keeping plan






Principles of SustainabilityProject impact after funding is expendedEconomic, cultural, social & resourceOptimal use of local resourcesRespect natural resourcesReach the most beneficiariesNew methods in professional fieldsPrepare professionals to increase impactUse input and skills of grassroots groups


Creating a Budget

RealisticCompetitive biddingReasonable pricesDisclose potential or real conflicts of

interest


Partners

Search for Rotarians who have identified a need in their local communities

Host partners should be invested in the project

Good communication between the host and international partners is key


Lunch

12:30 – 1:15


Grants


StewardshipStewardship is the responsible management and oversight of grant funds, including: Rotarian supervision of projectFollowing standard business practicesReporting of irregularities to TRFImplementing projects as approvedFinancial records reviewTimely submission of reports


Grant ManagementAdministered with proper financial controlAdhere to superior technical standardsGuided by humanitarian and educational

principlesMeet the needs of the beneficiariesFulfill their objectives Safeguard donors’ funds


Financing Guidelines

Club generated contributions must come from or be raised by Rotarians

Funds cannot be raised from beneficiaries in exchange for receiving the grant

Funds cannot come from other grantsContributions should be credited to donor


Applying for a Grant


Applying for Global Grants• Submit grant proposal and application

through Member Access

• Must meet goals of area(s) of focus

• Must be sustainable

• Must involve Rotary clubs in two pilot districts

• Minimum project budget of US$30,000

• District must confirm club is qualified


Global Grants GuidelinesAt Least One of Six Areas of Focus

• Host and International Rotary Partners

• Minimum Project Budget $30,000

• Minimum TRF Grant $15,000

• District Match $1 DDF (maximum $20,000) to $1 Cash

• TRF World Fund Match:TRF World Fund $1 to DDF $1TRF World Fund $0.50 to Cash $1


Areas of Focus

Goodwill and Peace

1. Peace and Conflict Prevention/Resolution

Health

2. Disease Prevention and Treatment

3. Water and Sanitation

4. Maternal and Child Health

EducationEducation

5. Basic Education and 5. Basic Education and LiteracyLiteracy

Alleviation of PovertyAlleviation of Poverty

6. Economic and 6. Economic and Community Community DevelopmentDevelopment


Global Grant Financing

• Rotary club generated contributions

• District Designated Fund

• Rotary Foundation World Fund award

• Non-Rotarian cash contributions (not sent to or matched by the Foundation)


Global Grant Funding

1. Club Generated Contribution 10,000

2. District Match (DDF $1 : $1) max. $20,000 10,000

3. TRF World Fund Match min. $15,000

Club Generated Funds ($0.50 : $1) 5,000 District Funds (DDF $1 : $1) 10,000

US $

Total Funding (excluding Non-Rotarian Contribution) 35,000


District Grants

• Simple, flexible, innovative

• Educational and humanitarian projects / activities consistent with TRF mission

• Smaller activities and projects

• Local decision making

• District Grants Guidelines


District Grants Guidelines

• Local or International Projects

• Rotary or Non-Rotary Partner

• Pilot or Non-Pilot Partner

• Grant Applications Processed Locally

• District Match $0.50 DDF (maximum $10,000) to $1 club generated funds

• No TRF World Fund Match


Examples of Grant ActivityExamples of Grant Activity

District GrantsDistrict Grants Global GrantsGlobal Grants

International travel for local International travel for local doctor to volunteer.doctor to volunteer.Scholarship for student to Scholarship for student to attend local university.attend local university.Donation of art supplies to Donation of art supplies to assist local youth.assist local youth.Mixed profession Mixed profession vocational training teams vocational training teams ShelterboxShelterbox containers. containers.

Other Examples ?Other Examples ?

International safe drinking International safe drinking water, sanitation, and hygiene water, sanitation, and hygiene educationeducationSponsorship ofSponsorship of Rotary Rotary Scholar Scholar to Study Abroad.to Study Abroad.International malaria projectInternational malaria projectSingle vocationSingle vocation Rotary Rotary Vocational Training TeamVocational Training Team sent sent abroadabroad Other Examples ?Other Examples ?


Project Implementation


Successful Project Implementation

CommunicationFinancial managementRecord keepingFollowing original plan


Evaluation

Ongoing during project implementation and after completion

Based on goals set for the projectAssists with reporting requirementsUse findings to improve future projects

and identify successes you can promote


Grant Reports !


Global Grant Reports

Progress reports received within 12 months of first payment

Progress reports required every 12 months through the life of the grant

Final reports due within 2 months of completion

Report to TRF; copy to the DistrictDocument Retention


Global Grant Reports: Content• How both partners were involved

• Type of activity: humanitarian project, scholar, vocational training team

• Evaluation of project goals and how funds met the goals of the area(s) of focus

• How funds were spent

• Number of beneficiaries and how they benefited


District Grant Reports

Initial Report within 12 months of Grant Award

Progress Reports each 12 months thereafter

Final Report within 2 months of Project Completion

Report to the DistrictDocument Retention


Resources• District Foundation Committee• www.rotary.org - Future Vision Pages• Future Vision Plan Newsletter• District Governor Penny Offer• Rotary Foundation Staff:

– Global Grants: Krista Batey– District Grants: Adam McCormack

• Regional Rotary Foundation Coordinator Chris Offer


Thank You for all You do for Rotary

District 5040 Rotary Foundation Grant Management Seminar Welcome ! Thanks For Coming.

Documents

Transcript of District 5040 Rotary Foundation Grant Management Seminar Welcome ! Thanks For Coming.