Rotary Grants Management Seminar 2015 February

District Grants Management Seminar

Grants Management Seminar

District 7730

Innovative Ways to Transform Lives


Five Concepts of Rotary Grants

to Change Lives

• Compassion

• Passion

• Story

• Friendships

• Team


Six Grant Areas of Focus

Water Disease

and Maternal & Prevention

Sanitation Child Health & Treatment


Goodwill Basic Education

and Peace and Literacy

Economic &

Community

Development

Six Grant Areas of Focus

http://images.rotary.org/netpub/server.np?original=21362&site=Rotary&catalog=catalog&download

http://images.rotary.org/netpub/server.np?original=21362&site=Rotary&catalog=catalog&download


First Easy Steps on all Grants

• One sentence title for grant

• Write one-paragraph overview use in email

• Write one-page summary

• Find a picture that “tells the story”

• Use District Grants Team to:

– Ask for help at idea stage to final report

– Get “Fast Start” package

– Achieve goal to transform the world

$198,809

50% SHARE 50%

District Designated Funds TRF World Fund

$99,404* $99,404

D7730 District Designated Funds 2015-2016

Annual Fund Gifts in 2012-2013

*Can go up due to earnings from endowed fund share.

$198,809

50% SHARE 50%

District Designated Funds TRF World Fund

$99,404 $99,404

45%** 10% 5% 40%

$44,702 $9,702 $5,000 $40,000

District Polio Paul Global Match from TRF

Grants Plus Harris Grants**(Includes contingency of $9,910.)

Matches 100% of District $

50% of Club $

D7730 District Designated Funds 2015-2016

Annual Fund Gifts in 2012-2013


Rotary Foundation is

best charity in world• Rotarians are the secret

• We make sure the money is well spent

on local and international projects

• Our overhead costs are low

• Rotary invests funds for 3 years

• Strong reputation

• Trust and goodwill are earned


D7730 Foundation Team

Audit Committee

William Page

Bevin Wall

Jeannette Woodruff

Foundation

Advocates

Steve Hellersperk

Glenn Spradling

Beth Steelman

Gene Allen

Ike Eisenbarth

Steve Paes

Nancy Barbee

Polio Plus

Bill Walker

DG Dave Baggett

DRFC

Lee Dixon

District Grants

Dale Smith

Global Grants

Nancy Barbee

Scholarships

Magda Baggett

VTT/GSE

John Scibal

Treasurer

Will Rogers

Annual Giving

John Mohr

Major Gifts

Permanent Fund

Johnny Robertson

Paul Harris Society

Mark Lynch

Club Presidents and Club Foundation

Chairs


District Grants

Doing Good in our Hometowns


• Budget is $34,791

• In 2015-2016 District Grants fund:

Local projects

International projects

Paul Harris Society grants

Contingency projects

District Grants


District 7730 Grant Award tied

to Club Per Capita Giving

Per Capita Giving

$ 25 - $ 49

$ 50 - $ 99

$100 - $200

Over $200

District Grant Match

$ 750

$1,000

$2,000

$2,500


Paul Harris Society Grant

• Encourages club to promote $1,000 gift to

Rotary Foundation by club member

• Need 1 new Paul Harris Society member

• $500 grant from District 7730

• No match required from club

• Goal is to give out 10 grants this year

• Can be used for any purpose


Current District 7730 Projects

• Economic development – job training for

incoming jobs and mentoring

• Disease Prevention – hospice, pediatric play

equipment at hospital, football helmets,

veteran fly fishing, wastewater education

• Hunger – food pantries, school “back pack”

programs and planting beds


Current District 7730 Projects

• Education & Literacy – reading programs for

kids & adults, Puerto Rico class rehabs, 4-way

test signs, dictionaries, media center, youth

exchange allowance and reading room books

• Community development – aquarium, paint,

soccer goals, landscaping, woodworking shop,

town park, Boy Scouts, furniture, walking trails

and poverty education

• Environment – Pelican rescue


District Grants Next Year

• Apply at rotary7730.org. Sign into Dacdb

and select grants

• Rough draft due by PETS Training

• Deadline is June 1, 2015

• Want all clubs to apply

• Easy online two-page application form

• Goal to receive funds by August 2015


• Civic organizations

• Churches & other faith based groups

• Rotary Clubs that are close to home

• Interest groups such as “Friends of River”

• Hands-on youth and adults in 20’s & 30’s

• City and County government

• Parks & Recreation department

• Use district grant as recruiting tool

Key Partners on a District Grant


Designing District Grant

• Develop project name, start & end dates

• Create budget

• Describe project (300 words or less)

• Describe benefit to the community

• Describe the publicity plan

• Who are partners/cooperating

organizations?


Research District Project Idea

• Ask District Grants team for feedback

• Find subject matter expert on playgrounds

• Contact several playground salespeople

• Visit playgrounds and learn what kids like

• What are the unknown costs?

• Does our club like this kind of project?

• Does it have a hands-on component?


Potential Playground

Sale Price $ 9,488 Regular Price

Reg Price $15,938 $16,700


Develop Grant Budget

$2,500 – District Match

$2,500 – Club match

$10,000 – Discounts, free labor & donations

$8,000 – Lions Club matching grant

$2,000 – Parks & Recreation Department

$4,000 – Church & private contributions

$28,000 – Value for Playground Built


Start Early & Take Photos

• Start project with club match as soon as

district grant is approved with club funds

• Take photos of project and post them on:

– Club website, Email, Facebook & Twitter

– District and club newsletters

– Local newspaper and TV

– Don’t forget to include them on final report!

• Get the final report done quickly


Get District Project Done!

• District can’t get next grant (‘15-’16) without

closing grant from this year (‘14-’15)

• Your Rotary Club can’t apply for next year’s

grant without final report done

• Scan or photograph and keep receipts

• Final report due two months after completion

• Need to finish project in 10 to 12 months


Did you remember the sign?Biggest reason for growth around world…


Questions?


Online District Grant

Management

Instructions to use

www.rotary7730.org


Entering a Draft Grant

• The preparer of the grant must be a level 3 or higher to see the Grants tab. If the club member is not a level 3,

please change them to a level 3 to work on the grant

• Two club members need to sign off on the grant before it is submitted for approval. The club must be Grant

Certified. Both members must be a level 3 to access the grants tab. Again if the member is not a level 3

change them to a level 3 to work on the grant

• Log into the District Database

• Click on the Grant’s tab

• Click on the Club Grants


Entering a Draft Grant

• Change Org Year if it does not display the correct Rotary Year

• Once the correct year is selected, click on New Grant

Request – Club’s Click Here to Create Grant


Entering a Draft Grant• There are three pages to complete on the New Grant Request,

– Details

– Contacts

– Application

• Details– This page contains general information about the grant. Simply complete each field. Nothing

can be left blank. Give a brief description regarding the project. If there is more than one club

involved in the project, you will move those clubs over to the right side of the page

– IMPORTANT: The Title of the Grant is limited to 30 characters including spaces. The Country

is limited to 50 characters including spaces. The City is limited to 50 characters including

spaces.


Entering a Draft Grant• Contacts

– This is a list of the individuals in your club who are working on the grant and are responsible for collecting

receipts, money, closure etc.. Simply move the names from the left to the right side. Two names are

required. These individuals will also be the club signers of the grant.

• Application– This is the application page. Each section must be completed and the

two boxes at the bottom need to be checked. Please make as detailed

as possible. The project objectives will automatically appear on the final

report so be very careful when entering this information and make it as

thorough as possible.


Accepting terms & guidelines

• Check the two boxes on the bottom of the application

• Click on Save—your draft is now saved

• You will now see a new menu bar on the top


Entering a Draft Grant• A complete budget is required. This can be in any format, Excel, Word, or

PDF. The budget should include a list of the expenditures and any funds you will be receiving from other sources.

Include the name of the source and the amount you will be receiving. The expenditures should include an

itemized list of materials, quotes, anything that will back up your total budget entered on the details page. You can

then go back into the grant, select edit, select the document tab, click on add file or folder, use the browse to

select the file from your computer and save. Once your grant is approved, you will actually enter the funding you

receive along with all the expenses on the budget tab.

• From the menu click on the Documents tab.

• You can add documents by clicking on upload file or add a folder and then upload files in that folder

• Browse your computer for the file and click on add


Saving a Draft Grant

• At this point, SAVE your grant. You can

never save too often!

• If you are unhappy with the grant, go back to the grant,

put a check mark in the box next to the grant and select

the delete button and start all over again.

• If you are happy with the grant, now you collect the club

signatures and submit the grant for approval.


Signing & Submitting a Grant

• You and the members of your club are satisfied with the grant and you are now ready to submit it for approval.

• Once again, each club needs to have two signatures. The two individuals who prepared the grant will also be the

signers of the grant.

• Signer one will click on edit grant (the pencil)

• He/she will click on Club: Collect Club Signatures

• The following message will appear

• Then he/she will click OK. Then click on Club: Collect Club Signatures again. A new box will appear that says

“Sign Grant”



• Once they sign the grant the status bar will change to Club:Sign Grant Application. You can revert to draft at this

time if necessary and start all over again.:

• The second signer is now ready to sign the grant. They will not follow the same steps as above. Edit the grant,

click on Club:Sign Grant Application. The club signature box will appear again, but this time they will see the first

signer’s name and date on the box, then they will click on Sign.

•

• The second signer will now submit the grant for approval

• The status of your grant will now say “Submitted Grant for District Approval”



• The District will now review the grant. You can no longer make any

edits to the application. However, you can add additional

documents to the grant and add information to the expense tab.

You can also “revert back to draft” if you need to start all over.

• If the District requires more information you will receive a note from

the District Grant Chair. The grant will be changed back to a draft if

additional information is needed. You can then add the additional

information and resign the grant.

• If you need technical assistance, contact Lin Kelly at

[email protected] or by cell at 910-393-7154

mailto:[email protected]


District Grant Handouts

• Report of district grants for current year

• Online grant application

• Past district grants are online at

www.rotary7730.org grants

• Questions?

http://www.rotary7730.org/


District Grant Final Report

Using www.rotary7730.org

Dacdb grants tab

http://www.rotary7730.org/


Completing the Final Report

• Go to the District Database

• Click on the Grants Tab

• Click on Club Grants



• Click on the edit button (pencil) of the grant you

wish to complete

• First, click on the budget tab and make sure all

of your expenses and income amounts match

the amounts you will submit to the District.



• Scan photos of the project, all receipts and

copies of any checks you may have received

and save them as jpg files and upload them to

the documents file. THIS IS MANDATORY. If

you need help with this contact Lin Kelly



• Click on the Final Report Report Tab

• Our District will only use the Final Report



• Complete items 2, 4, 5 and 6. Items 1 and 3 are

filled in automatically. You cannot leave any of

this information blank.

• Your photos and receipts will automatically

appear under the photo and receipt section if

you saved them under the documents as a jpg

file. If you need help with this please contact Lin

Kelly



• The Final Report must be completed by one of

the two individuals in the club who prepared the

grant request.

• When you are finished with the final report, click

on the “Save Final Report” to save your work.

• The two individuals who signed the grant

request will need to sign the “Final Report”.



• After you save the final report you are ready to

sign it. The first Club Signer will click on the edit

button, go to the Final Report and click on “Club

- Collect Final Signatures”

• Then click on “Club: Sign Final Report”



• A new box will appear, click on sign grant


Completing the Final Report• The second signer of the grant will now go to the

database and click on the pencil to edit the

grant. They will click on the “Club: Sign Final

Report” button

• The sign grant box will appear, they click on

“Sign Grant”


Completing the Final Report• The second signer will then click on “Submit

Final Report”

• The status of your grant will now be changed to

“Submitted final Report for District Approval”



• The 3 person audit committee will review

the final report. If the report is approved,

the District Governor and Foundation

Chair will close the grant and submit your

reimbursement check to your club.


Questions?


Global Grants

Doing Good in the World


• Minimum project budget is $30,000.

• Partner with other clubs in other districts

• Must align with our six areas of focus

• Need long-term impact of project

• Grant managed by Rotary Foundation

• International in scope

• Partner with multiple civic organizations

Global Grants are BIGGER!


• Rewarding and Challenging

• First way to get involved is to give money

• Next way is to volunteer to help with global

grant project from another club

• Requires teamwork from multiple clubs

• Grants team has a “Fast Start” Package

Global Grants


• We no longer want to give

something with no value

• The community leaders

need to take lead with

ideas, time and money

• The community needs to

be able to say “We did it!”

not just Rotary did it.

Charity versus Empowerment


Key Terms for Grants

• Host Partner Overseas Rotary Club

• International Partner Lead US Rotary Club

• Primary Contact Grant project leader

• Supplier/Contractor Business selling goods/services

• Project Budget Costs to get it done

• Project Financing Source of funding for budget

• Cooperating Organization Government/charitable groups

• Terms & Conditions Requirements for grant

• Authorizations Approvals needed for grant


Takes time to build friendships and goodwill

with host Rotarians

It is their hometown and home country

Know the needs of their community like we

do in America

It is a requirement of Rotary Foundation to

have partnership between two Rotary Clubs

Americans don’t have all of the answers

Host Partner Rotary Club

Has Good Ideas!


Grants Designed Jointly to

Fund Win-Win Projects

• Needs to be win-win project designed

jointly with the host club

• Respond to real needs identified locally

• Designed so the community can help itself

• Active Rotary Involvement & Partnerships

• Good communication is key


Assess Long-term Needs

• Talk to Everyone. Get ideas and buy-in

across community leaders

• Trust local knowledge & ways of working

• Choose a project that is based on the

community’s need over the long-term

• Assess your club’s resources and

availability and its potential partners to

meet the need


Community Assessment is Key

• Don’t skip this step

• Some information such as population can

be found from formal sources

• Short surveys can be used to ask

questions to strengthen grant

• Make asset inventory & map community

• Meet community and county leaders

• Understand seasonal impact to project


Community Assessment Tools

• Asset inventory

• Survey

• Community mapping

• Daily activities schedule

• Seasonal calendar

• Community café

• Focus group and panel discussion

• See Rotary 605c Rotary assessment info


Asset Inventory for Water Project

• Where are existing wells and boreholes?

• Do people fetch water from river or pond?

• How many people need to drink water?

• Can community fund repair?

• Is there a committee to maintain wells?

• Is community willing to lead the effort?

• Who are leaders in village and district level

who can lead effort?


Funding Clubs in our area or district

Funding Clubs & Districts around world

Rotary Foundation country coordinator

Partner with US and international Rotarians

with expertise and knowledge

Governmental organizations

Charitable organizations

Churches and other faith based groups

Key Partners in Global Grant


Project Planning

Form at least a six-person grant team

Assign roles

Determine primary contacts

Set measurable and sustainable goals

Create a budget

Create an implementation plan

Identify cooperating organization to help


Teamwork is EssentialKey roles on Global Grant Project

Project Lead

Grant Writer or Rotary Primary Contact

Grant Champion

Guru

Treasurer

Liaison

Reporter (PR & social media)

Volunteer Coordinator


Global Grant Funding

1. Contributions from Various Clubs $ 8,600

2. District Match ($1:$1) $ 8,600

3. Rotary Foundation Match

Match of Club Funds ($.50:$1) $ 4,300

Match of District Funds ($1:$1) $ 8,600

Total Funding $ 30,100


Increasing Productivity

• Use “Fast Start” Tools in Dropbox

• Write grant application using Word template

• Develop budget in Excel template

• Read sample documents for inspiration

• Get all team members to use Dropbox to

• Increase collaboration and productivity

• Reduces duplication of effort

• Biggest benefit with larger teams


Managing the Global Grant

• Make sure money is well spent

• Do what was promised

• Help the beneficiaries to achieve their goal

• Fulfill “team” objectives

• Build friendships

• Keep talking to team

• Keep your word


Being a good steward

Stewardship is the responsible management and oversight of grant funds, including:

• Rotarian supervision of project

• Following standard business practices

• Report financial problems to Rotary Foundation

• Implementing projects as approved

• Financial records review

• Timely submission of reports


Handling the Contributions

• Get pledges for projects initially

• Send funds to Foundation quickly

• Give credit to actual donors and groups

• Rotary Foundation Transmittal Form can be

found under Reports in DACDB

• Credit card payments to grants can be

made https://www.rotary.org/myrotary under

Give to Foundation Approved Project

https://www.rotary.org/myrotary


Your Financial Commitments

• Don’t give money to governmental or other

non-profits organizations to manage

• Host & US clubs must work together

• Be good steward of grant funds

• Avoid for conflict of interest

• Be able to look donors in the eye at the end

• It is joint responsibility to help the most

people with the best use of the grant funds


Principles of Sustainability

Local funding keeps going after grant money is spent

Long term benefit from grant is key

Economic, cultural, social & resources

Optimal use of local resources

Impact as many people as possible

Training is valued to sustain efforts

Use input and skills of other groups

District Grants Management Seminar 72

Don’t Forget Training

• Training has become one of the most

important aspects of approving a grant

• Need to include funding for training

• Need training plan, schedule and sample

training material

• Look for partners to do training

• Skip training and may lose grant approval


Applying for Global Grants

• First Step is to use Word & Excel

Templates

• Get feedback from Grants Team

• Next step is to submit grant application

through Rotary member access

• Must involve two or more Rotary Clubs

• District must confirm club is qualified


Global Grant Website

• Hard to find online

• Use grants.rotary.org in browser

• Enter email address and password

• Click on Global Grant on left side of page

• Use the online training to get familiar with

global grants

• Be patient

http://www.grants.rotary.org/


Global Grant Reports Content

• How both Rotary Clubs 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


Giving to Rotary Foundation

• Encourage Rotarians to give every year

• 1st Goal: Sustainer – give $100 per year

• 2nd Goal: Paul Harris Fellow – $1,000

• 3rd Goal: Paul Harris Sustainer $1,000/year

• Give to PolioPlus

• Give to Annual Fund – Share

• Send contributions at least every quarter

• Best charity in world because of Rotarians


Online Global Grant

Management

Instructions to use

Grants.rotary.org


HandoutsLook for the Dropbox web site for our handouts.

1. Club Memorandum of Understanding

2. Today’s PowerPoint on district web site.

3. Application for District Grant GrantManagement Manual

Thank You for All You do for Rotary and the World!

Rotary Grants Management Seminar 2015 February

Presentations & Public Speaking

Transcript of Rotary Grants Management Seminar 2015 February