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GRANT MANAGEMENT WEBINAR

Rotary District 5500. GRANT MANAGEMENT WEBINAR. Welcome Teree Bergman, PDG Grants Chair. Introduction to Grants and Sustainability Sally Montagne, DGE. Learning Objectives. Learn grant rules and requirements Learn how to apply for a grant

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GRANT MANAGEMENT WEBINAR

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  1. Rotary District 5500 GRANT MANAGEMENT WEBINAR

  2. WelcomeTeree Bergman, PDGGrants Chair

  3. Introduction to Grants and SustainabilitySally Montagne, DGE

  4. Learning Objectives • Learn grant rules and requirements • Learn how to apply for a grant • Understand how to manage a Rotary Foundation grant • Learn oversight and reporting requirements

  5. TURN YOUR VISION INTO REALITY

  6. GRANT TYPES • District grants • Global grants

  7. Six 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

  8. Grant Basics for 2014-15 • No grant funds to clubs that have not donated to The Rotary Foundation Annual Fund • District allocation of DDF will take into consideration the sponsor club’s level of support to TRF • Club must be in good standing • Submission deadlines for District Grants: October 15

  9. SUSTAINABILITY Providing long-term solutions to community needs that the benefiting community can maintain after grant funding ends

  10. SUSTAINABILITY CONSIDERATIONS • Community needs and strengths • Materials and technology • Funding • Knowledge • Motivation • Monitoring and evaluation

  11. Global GrantsEllie PattersonGlobal Grants Chair

  12. GLOBAL GRANTS • Larger INTERNATIONAL projects • Sustainable • Measurable outcomes • Alignment with areas of focus • Club qualification required • Think BIG and Collaborate • Online application

  13. Measuring Results • Global Grant projects must have measurable results • Examples: • Number of people served • Reduction in disease rates • Improvement in literacy rates

  14. APPLYING FOR A GLOBAL GRANT • Follow D5500 Rules and Procedures • Apply online thru My Rotary • Objectives • Area(s) of focus • Participants • Budget • Financing • Special rules apply for VTT or scholarship • Apply any time; no application deadlines

  15. DISTRICT 5500 PROCEDURES • STEP 1. Notify D5500 Global Grants chair of proposed project, estimated cost and amount of DDF desired • Step 2. Work with international partner to complete online application (coordinate with Ellie throughout) • Step 3. Notify Global Grants Chair when application is ready for District Grants Committee review • Respond to Grants Committee comments and questions

  16. D5500 “ALL-DDF” Grant Funding System • Clubs contribute project funds to Annual Fund – NOT to project • D5500 uses District Designated Funds (DDF) to help fund club projects • Club cash IN ADDITION to normal contributions to Annual Fund. Global Grants Chair holds club checks until TRF approves project.

  17. ALL-DDF ADVANTAGES • The Rotary Foundation matches DDF 1 to 1, but matches cash contributions .5 to 1 • Increased contributions to the Annual Fund result in increased DDF in 3 years

  18. District GrantsBob White, District Grants Chair

  19. DISTRICT GRANTS • Educational and humanitarian activities consistent with the mission • Single “block” grant awarded annually • Smaller activities and projects • Local or international activities

  20. GRANT RULES • Up to 50% of DDF available each year • District sets rules and administers grants • Short-Term – preferably completed within current Rotary year • International or local • Rotary planned and administered • Must be new project

  21. TWO TYPES IN D5500 Small Large >$2,000 to $8,000 Club must be Qualified Must be in Area of Focus Must be Sustainable • Maximum grant:$2,000 • Similar to former District Simplified Grant • Areas of Focus preferred • Sustainability preferred

  22. APPLYING FOR A DISTRICT GRANT • Use Application packet available at rotaryd5500.org • Only Clubs that contribute to The Rotary Foundation Annual Fund will be eligible • No Club may have more than one active/open DG without first obtaining an exception from the D5500 Grants Subcommittee. • All previous D5500 District Grants (or District Simplified Grants) must be closed (Final Report submitted and approved)

  23. APPLYING FOR A DISTRICT GRANT (Continued) • List Area(s) of Focus* • Describe how the project will be Sustained after completion* • List all sources of income and include a draft spending plan (budget) • Club must provide at least one-half of the project cost in cash (D5500 will match cash contributions up to $8000) • Provide letters of agreement from Cooperating Organization and International Rotary Club * Required for Large Grants and encouraged for Small Grants

  24. Oversight and ReportingJim Nook, Stewardship Chair

  25. Financial Management Plan • Written plan • Bank account • District Grant: May use existing club account, separate line item • Global Grant: Separate account for each grant, two signatories (if D5500 Club receives funds) • Maintain standard set of accounts for income and expense for each grant • Excel, QuickBooks, hard copy ledger book

  26. Financial Management, Cont. • Disbursement of funds • Who authorizes? (Club Executive, president etc.) • Pay by check • Inventory of equipment, other assets • Monthly bank reconciliation • Plan for transferring custody of bank account

  27. Record Keeping and Retention • Records to keep • Club Memorandum of Understanding (MOU) • Project needs assessment, budget • Beneficiary documents, agreements • Vendor quotes, agreements • Bank statements • Income and expense account ledgers

  28. Records, Cont. • Receipts and invoices • Correspondence • Reports • Photos • Club must retain originals for 5 years after project completion

  29. District Grant Reports To Whom Timetable District Grants Chair Final Report by May 1 or within two months of project completion If the project is not completed by May 1, Progress Report & request for extension must be filed

  30. District Grant Report Contents • Provide a description of the completed project and the problem or need it addressed (This most likely will be an update/repeat of the information provided in the original Application if no changes were made.) • List all final sources of income • Show how funds were spent and provide copies of all receipts and bank statements • Photographs or news releases promoting Rotary (optional)

  31. Global Grant Reports To Whom Timetable The Rotary Foundation through My Rotary Progress reports within 12 months of 1st grant payment and every 12 months thereafter Final report within 2 months of project completion

  32. Global Grant Report Contents • Description of project • How partner clubs and districts were involved • Demonstrate attainment of project goals • Demonstrate that the goals of one or more Areas of Focus were met • Show how funds were spent • Show number of beneficiaries and how they were helped • Show how the project will be sustained after completion

  33. Conflict of Interest • Rotarians, their family, and friends should not benefit from disbursement of grant funds, directly or indirectly • Even the appearance of impropriety should be avoided

  34. QualificationEllie Patterson, Global Grants Chair

  35. Why Clubs Must Qualify • Provides clubs with information on: • Rotary grant procedures • Good project management practices • Financial stewardship requirements • Assures RI that clubs have the proper financial and stewardship controls in place to successfully manage funds

  36. Qualification Requirements • Attend a grant management seminar (2 club members must attend a seminar by D5500 in the year prior to qualification) • Submit club MOU, read, understood, and signed by: • Club president 2014-15 • Club president 2015-16 • Club must be in good standing as defined by district bylaws

  37. Memorandum of Understanding Three pages, covering: • Terms of qualification • Club leadership responsibilities for qualification • Financial management plan • Bank account requirements • Report on use of grant funds • Document retention • Reporting misuse of grant funds

  38. Requirements for Good Standing • Club must be current on District dues • Club must be current on RI dues • Club president-elect must attend PETS (Presidents-Elect Training Seminar)

  39. Maintaining Qualification • Follow terms of club MOU • Appoint club member/committee to manage club qualification • Fully implement stewardship practices to prevent misuse of funds

  40. RESOURCES • www.rotary.org/grants • Learning center • Updated training materials

  41. District Resources • DRFC Chair, Ernie Montagne: ernie.montagne@hotmail.com • Grants Chair, Teree Bergman luvgoldens@me.com • Global Grants Chair, Ellie Patterson ellie@thetempconnection.com • District Grants Chair, Bob White bob.whitejr@hotmail.com • Stewardship Chair, Jim Nook jimn63g@gmail.com

  42. QUESTIONS? • contact.center@rotary.org

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