District 9710 grant management seminar
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District 9710 Grant Management Seminar. Purpose. Understand how to manage a Rotary Foundation grant Learn stewardship expectations Prepare clubs to implement the MOU Qualify clubs to receive grant funds. Grant Management. Ensures that projects Have proper financial control

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District 9710 Grant Management Seminar

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District 9710 Grant Management Seminar


Purpose

  • Understand how to manage a Rotary Foundation grant

  • Learn stewardship expectations

  • Prepare clubs to implement the MOU

  • Qualify clubs to receive grant funds


Grant Management

  • Ensures that projects

  • Have proper financial control

  • Adhere to technical standards

  • Meet the needs of the beneficiaries

  • Fulfill their objectives

  • Safeguard funds


Successful Grant Projects

  • Meet community needs

  • Include frequent partner communication

  • Have implementation plan

  • Are sustainable

  • Maintain proper stewardship of funds


Stewardship

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

    • Rotarian supervision

    • Financial records review

    • Oversight of funds

    • Reporting irregularities

    • Timely submission of reports


Qualification Requirements

  • Attend a grant management seminar

  • Agree to club memorandum of understanding and submit signed MOU to district

  • Must be of good financial standing to both District and Rotary International


Terms of Qualification

  • Valid for one year

  • Club responsibility for grant funds

  • Disclose conflicts of interest

  • Cooperate with all audits

  • Use grant funds properly

  • Implement the club MOU


Session 1Designing a Project


Learning Objectives

  • Identify best practices for designing a project

  • Develop a plan to implement your project

  • Understand how to create measurable goals


Successful Grant Projects

Real community needs

Frequent partner communication

Implementation plan

Sustainable

Proper stewardship of funds


Needs Assessment

  • Base project on the community’s need

  • Assess resources of your club and potential partners

  • Talk to the community


Partners

  • RI Convention

  • Project fairs

  • LinkedIn

  • Matchinggrants.org/global

  • International meetings

  • Rotary Showcase / Facebook


Project Planning

  • Form a three-person grant committee

  • Assign roles

  • Implementation plan

  • Budget

  • Contingency plan

  • Document retention plan


Creating a Budget

  • Realistic

  • Competitive bidding

  • Reasonable prices

  • Disclose conflicts of interest


Setting Goals

  • Measurable

  • Sustainable

  • Qualitative (descriptive)

  • Quantitative (numeric)


Setting Goals

  • Gather baseline data

  • Set goals

  • Determine method of measurement


Learning Objectives

  • Identify best practices for designing a project

  • Develop a plan to implement your project

  • Understand how to create measurable goals


Session 2Applying for and Implementing a Grant


Learning Objectives

  • Write a successful grant application

  • Understand grant financing

  • Discuss the importance of evaluation


Rotary Foundation Grants

  • District grants

  • Global grants

  • Packaged grants


Applying for Global Grants

  • Two-step application process online

  • Meet goals of area of focus

  • Be sustainable

  • Involve Rotary clubs in two districts

  • Minimum budget of US$30,000

  • District confirms club is qualified


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


Sustainable Projects

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


Global Grant First Steps


Application


Global Grant Financing

  • DDF matched 100% with World Fund

  • Rotarian cash contributions matched 50% with World Fund

  • Non-Rotarian cash contributions


Financing Guidelines

Contributions raised by Rotarians

Funds cannot be raised from beneficiaries in exchange for a grant

Funds cannot come from other grants

Contributions credited to donor


Implementation

  • Communication

  • Financial management plan

  • Recordkeeping

  • Following original plan


Evaluation

  • Assists with reporting

  • Improves future projects

  • Based on goals

  • Ongoing process

  • Identifies successes


Learning Objectives

Write a successful grant application

Understand grant financing

Discuss the importance of evaluation


Session 3Oversight and Reporting


Learning Objectives

  • Identify best practices for managing funds and record keeping

  • Identify which documents need to be retained

  • Understand reporting requirements


Financial Management Plan

  • Bank account for funds

  • Distributing funds

  • Use cheques to track funds

  • Detailed ledger

  • Include local laws


Resources

  • Document retention worksheet

  • Financial management plan worksheet

  • Transferring custody of a bank account

  • More on Rotary.org


Document Retention

  • Provide access

  • Retain for a minimum of five years

  • Make copies


District Grant Reports

  • Refer to the Rotary District 9710 DRFC Financial Management Plan, 2013-16

  • Grants are paid on a reimbursement basis

  • A full and documented report is to be submitted to the Grants Chair within 30 days of completion of the project.


Global Grant Reports: Frequency

  • Progress reports

    • Within 12 months of first payment

    • Every 12 months through the life of the grant

  • Final report within 2 months of completion


Global Grant Reports: Content

How partners were involved

Type of activity

Evaluation of project goals

How area of focus goals were met

How funds were spent

Number of beneficiaries and how they benefited


Conflict of Interest

  • Exists when a Rotarian benefits financially or personally from a grant

  • Benefit can be direct (the Rotarian benefits) or indirect (an associate of the Rotarian benefits)


Learning Objectives

Identify best practices for managing funds and record keeping

Identify which documents need to be retained

Understand reporting requirements


Session 4Qualification


Learning Objectives

Understand qualification requirements

Manage your club’s qualification


Qualification Requirements

Attend a grant management seminar

Submit signed club MOU

A Club within D9710 must be in good financial standing

Must not have outstanding reports on previous projects


Maintaining Qualification

  • Follow terms of club MOU

  • Appoint club member/committee to manage club qualification

  • Fully implement stewardship practices to prevent misuse of funds


Learning Objectives

  • Understand qualification requirements

  • Manage club qualification


Thank you


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