District 5450 club qualification grants management seminar
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District 5450 Club Qualification Grants Management Seminar. Purpose. Understand how to manage a Rotary Foundation grant Learn stewardship expectations Prepare clubs to implement the memorandum of understanding Qualify clubs to receive grant funds. Successful Grant Projects.

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District 5450 Club Qualification Grants Management Seminar

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District 5450 club qualification grants management seminar

District 5450Club QualificationGrants Management Seminar


Purpose

Purpose

  • Understand how to manage a Rotary Foundation grant

  • Learn stewardship expectations

  • Prepare clubs to implement the memorandum of understanding

  • Qualify clubs to receive grant funds


Successful grant projects

Successful Grant Projects

  • Meet community needs

  • Have frequent partner communication

  • Have implementation plan

  • Are sustainable

  • Practice proper stewardship of funds


Stewardship

Stewardship

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

    • Standard business practices

    • Rotarian supervision

    • Financial records review

    • Oversight of funds

    • Reporting of irregularities

    • Timely submission of reports


Qualification requirements

Qualification Requirements

  • Attend a grant management seminar-President or Appointee

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

  • Submit current filed IRS Form 990 to District

  • All Grant Reporting Current


Terms of qualification

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


Oversight and reporting

Oversight and Reporting


Learning objectives

Learning Objectives

  • Identify best practices for managing funds and record keeping

  • Identify which documents need to be retained

  • Understand reporting requirements


Financial management plan

Financial Management Plan

  • Bank account for funds

  • Distributing funds

  • Use checks/bank cards to track funds

  • Detailed ledger

  • Include local laws


Resources

Resources

  • Document retention worksheet

  • Financial management plan worksheet

  • Transferring custody of a bank account

  • More on Rotary.org


Document retention

Document Retention

  • Provide access

  • Retain for a minimum of five years

  • Make copies


District grant reports

District Grant Reports

  • Final Report no later than May 31 or within two months after completion of grant, whichever is earlier.

  • Interim Reporting every two months.

  • No new grant if club is late in reporting.

  • Receipts for all grant expenditures; checks not sufficient.


Global grant reports frequency

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

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

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 objectives1

Learning Objectives

Identify best practices for managing funds and record keeping

Identify which documents need to be retained

Understand reporting requirements


Qualification

Qualification


Learning objectives2

Learning Objectives

Understand qualification requirements

Manage your club’s qualification


Qualification requirements1

Qualification Requirements

Attend a grant management seminar-President or Appointee

Submit signed club MOU

Submit current filed IRS Form 990

Current on all Grant Reporting


Maintaining qualification

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 objectives3

Learning Objectives

  • Understand qualification requirements

  • Manage club qualification


Club qualification chair

Club Qualification Chair

  • PDG Dave Beall

  • 8081 South Albion Street

  • Centennial, CO 80122

  • 720.851.1414

  • Fax 720.851.0816

  • Cell 303.981.2756

  • E-mail [email protected]


Stewardship chair

Stewardship Chair

  • Tom Wolf

  • 303.628.3670

  • Fax 303.623.2062

  • E-mail [email protected]


Thank you

Thank you


New grants model

  • District Grants

  • Local

  • International

  • Global Grants

New Grants Model

Presented by

Carolyn Schrader

Chair, District Grants Subcommittee


District grants

District Grants


Similarity to district simplified grants

Similarity to District Simplified Grants

  • Projects meet a community need

  • Annual District Match (DDF) Guidelines

  • Grant Cycle (short-term projects)

  • Grant Reporting


What s different with district grants

What’s Different with District Grants?

  • Two step process

    • Proposal

      • District must submit spending plan for DDF

      • Can submit proposals now

    • Applications opening date

      • August 1, 2013


What s different with district grants1

What’s Different with District Grants?

  • Lead Club must be qualified

  • Can be local or international

  • Oversight of funds is more explicit, e.g.,

    • Separate Bank Accounts

    • Demonstrate Value in Purchases

  • Document retention is spelled out


  • A successful district grant

    A Successful District Grant

    • Has active Rotarian involvement

    • Is a collaboration with the community

    • Has good documentation

    • Stays in touch with the beneficiary


    Ddf for district grants 2013 14

    DDF for District Grants 2013-14

    • Maximum DDF for each Club

      • $3,000 for Local

      • $3,000 for International

    • Maximum per project:

      • $3,000 if one Club;

      • $4,000 for two clubs

      • $5,000 for three or more Clubs

  • No additional match from TRF


  • International district grant

    International District Grant

    • District Grants can be international

    • Rotary is encouraging Clubs to consider international District Grants

    • Replaces smaller Matching Grants that are no longer eligible

    • Does not require local Rotary Club-but projects benefit from local oversight


    Planning for a district grant

    Planning For a District Grant

    District issues annual guidelines

    Submit proposals now for 2013-14 year

    Acceptance of proposal does not guarantee a Grant award

    District policy—first come first serve—based on Grant applications, not proposals


    Club planning for district grants best practices

    Club Planning For District GrantsBest Practices

    Set service project budget for next year

    Adopt policy/focus/process for grant support

    Consider proposals from project champions

    Submit selected proposals to District

    Be thoughtful about your proposals—no rush.


    District grant proposal

    District Grant Proposal

    • Sponsor Club/ Champion info

    • Short description of project & location

    • Start and ending dates

    • Estimated budget

    • DDF requested


    District grant application

    District Grant Application

    • Similar to current application

    • Lead Club must be qualified, including current on grant reporting

    • District reviews and approves application

    • Funds deposited into a Grant account


    Sample district grants

    Sample District Grants


    District grant reporting

    District Grant Reporting

    • No change from current requirements

    • Report required 2 months after completion or by May 31

    • What was accomplished

    • How many Rotarians participated and what did they do


    District grant reporting1

    District Grant Reporting

    • Include spending and funding summary

    • Complete receipts required

    • Documentation on how vendors were chosen and how equipment is identified

    • Rotary signage and branding


    Questions

    Questions???


    District 5450 global grants

    District 5450 Global Grants


    Topics to be covered

    Topics to be Covered

    • Global Grant Development

    • Areas of Focus

    • Grant Essentials

    • Reporting


    What s the same as matching grants

    What’s the same as Matching Grants?

    • Meets community needs

    • District Match (DDF)

    • Partnership with Host Rotary Club

    • Grant Reporting


    What s different with global grants

    What’s Different with Global Grants?

    • Sponsor Clubs must be qualified

    • Areas of Focus

    • Needs Assessment

    • Multi-aspect projects

    • Sustainable and measureable


    What s different with global grants1

    What’s Different with Global Grants?

    • Minimum $35,000 project*

    • Specific Grant management and reporting procedures

    • Scholarships and Vocational teams are now Grants

    • Package Grants funded solely by Rotary are new

    *District requires Club contributions


    A successful global grant

    A Successful Global Grant

    • Has active Rotarian involvement

      • Both Host and International Clubs

    • Has community input from the start

    • Follows an implementation plan

    • Includes measurement to determine success

    • Is sustainable

    • Has proper stewardship of funds


    Partners

    Partners

    • Host Rotary Club is essential

      • Previous projects

      • RI conventions

    • Think of the community as a key partner

    • Identify other organizations that can help implement

    • Project LINK


    Needs assessment

    Needs Assessment

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

    • Rotary expects host Club to do assessment

    • Assess community resources and integrate them in the project

    • Include the community in the planning


    Project planning

    Project Planning

    • Form a three-person grant committee

    • Assign roles

    • Develop an implementation plan

    • Create a budget

    • Establish a document retention plan


    Creating a budget

    Creating a Budget

    • Realistic

    • Competitive bidding

    • Reasonable prices

    • No conflicts of interest


    Setting goals

    Setting Goals

    • Measurable

    • Sustainable

    • Qualitative (descriptive)

    • Quantitative (numeric)

    • Identify baseline data source


    Global grants areas of focus

    Global GrantsAreas of Focus


    Why areas of focus

    Why Areas of Focus?

    • To define eligible projects

    • To encourage efforts similar to those successfully completed in the past

    • To meet Rotary’s requirements of

      • Sustainability

      • Measurability

      • Community driven


    How to use the areas of focus

    How to Use the Areas of Focus?

    • Identify Best Practices

    • Narrow the scope during the Community Assessment (identify things the grant can and cannot provide)

    • Help focus resources

    • Confirm that project elements do conform to the eligible activities listed.


    Areas of focus

    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


    Peace and conflict prevention resolution

    Peace and Conflict Prevention/Resolution

    • Purpose and Goals

      • Training to prevent and mediate conflict

      • Supporting peace-building in conflict areas

      • Scholarships in peace and conflict prevention/resolution


    Disease prevention and treatment

    Disease Prevention and Treatment

    • Purpose and Goals

    • Improving health care capacity

    • Disease prevention

    • Enhancing the health infrastructure of communities

    • Preventing disability resulting from disease or injury

    • Scholarships for disease prevention and treatment


    Maternal and child health

    Maternal and Child Health

    • Purpose and Goals

      • Reducing pre-school mortality and morbidity

      • Reducing the maternal mortality and morbidity

      • Improving health access for mothers and children

      • Scholarships related to maternal and child health


    Basic education and literacy

    Basic Education and Literacy

    • Purpose and Goals

    • Community supported basic education and literacy for all

    • Increasing adult literacy in communities

    • Reducing gender disparity in education

    • Scholarships related to basic education and literacy


    Economic and community development

    Economic and Community Development

    • Purpose and Goals

      • Building capacity for economic development

      • Developing opportunities for productive work

      • Reducing poverty in underserved communities

      • Scholarships related to economic and community development


    Water and sanitation

    Water and Sanitation

    • Purpose and Goals

      • Equitable community access to safe water, sanitation and hygiene

      • Strengthen community’s ability to do it themselves

      • Support awareness programs

      • Support studies on water and sanitation


    Ddf for global grants

    DDF for Global Grants

    • $10,000 maximum DDF for each Club

    • Maximum per project:

      $10,000 if one Club;

      $12,500 if two Clubs, and

      $15,000 for three or more Clubs


    Global grant financing

    Global Grant Financing

    • DDF matched 100% with World Fund

    • Cash contributions matched 50% with World Fund

    • Up to a 3 ½ to 1 match


    Global grant funding example

    Global Grant Funding Example

    • Project: Water and Sanitation in Malawi

    • 5450 Clubs Funding $10,000

    • Host Club Funding $ 0

    • District Match (DDF) $10,000

    • Rotary Match $15,000

    • Total Project $35,000


    District 5450 proposal process

    District 5450 Proposal Process

    • Proposals to District for review first

    • Assistance in the planning/concept stage

    • Work jointly with District Grant Advisor

    • District Advisor will help club meet TRF Global Grant requirements

    • Proposal form and Grant Advisor contacts on the District 5450 website


    Applying for global grants

    Applying for Global Grants

    • Online application

    • Rolling deadline

    • Both Clubs must be qualified

    • Minimum budget of US $35,000

    • Reviewed by District before submission


    Global grant application

    Global Grant Application

    • Identify community needs

    • Describe activities and outcomes

    • Connect project to an area of focus

    • How Rotarians will be involved


    Global grant application1

    Global Grant Application

    • Detailed plan and budget

    • Club funding/DDF requested

    • How activity is sustainable

    • How outcomes will be measured

    • Evaluation reporting to be provided


    Sustainability

    Sustainability

    • Sustainable projects have continued impact after the funds are spent. They:

    • Meet community needs

    • Make optimal use of local resources

    • Increase capacity in assets and knowledge

    • Develop community ownership of the project to create long-term change


    Implementation

    Implementation

    • Communication

    • Financial management plan

    • Record keeping

    • Following original plan


    Evaluation

    Evaluation

    • Assists with reporting

    • Improves future projects

    • Based on goals

    • Ongoing process

    • Identifies successes


    Reporting essentials

    Reporting Essentials

    • Use best practices for managing funds and record keeping

    • Identify which documents need to be retained

    • Understand reporting requirements


    Global grant reports frequency1

    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 content1

    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


    Questions comments

    Questions, Comments


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