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District 7170 Grant Management Seminar

District 7170 Grant Management Seminar. Why bother?. Meet Martin Winsor The Rotary Club of Edmeston. 15-16 – District 7170’s Video. Impact of 2016-17 District Grants. Bainbridge - African Rice Farm Sherburne – Food Backpack Program

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District 7170 Grant Management Seminar

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  1. District 7170 Grant Management Seminar

  2. Why bother?

  3. Meet • Martin Winsor • The Rotary Club of Edmeston

  4. 15-16 – District 7170’s Video

  5. Impact of 2016-17 District Grants • Bainbridge - African Rice Farm Sherburne – Food Backpack Program • Binghamton – Detox Computer Installation • Dryden – Playground Equipment Sherburne – Skis for Rogers Center • Edmeston – Pathfinder Fitness Trail • Endwell - -Computer for Detox Center • Hillcrest – BBQ for Pavilion • Ithaca – Diapers/ Personal Care Items • JC – Backpacks for Haiti School Children • Oneonta – Winter Coats • Owego – Community Food Garden • Sidney – Addiction Coach Training Supplies • Unadilla – Lesotho School Supplies

  6. Grant Management • Ensures that projects • Have proper financial control • Adhere to technical standards • Meet the needs of the beneficiaries • Fulfill their objectives • Safeguard funds

  7. The District Grants Committee • DG Richard Matsushima • DGE Zoe van de Meulen • DGN Jeff Smith • Foundation Chair Jean Cadwallader • Grant Com Chair Lana Rouff • Dist. Secretary Sheila Abbey • Dist. Treasurer Rich Griffis • Members-At-Large Ray Baker ( Sidney) • Donald Tuttle (Unadilla)

  8. Funding Available • 2016 - 17 – $23,413 • Total requested - $41,726 • Not funded: $4,002.90 • Granted was $37,413.31 • DDSF – District Designated Surplus Fund: • $14,000 was taken • This year 2017- 18: $28,708

  9. $200,000 District 7170 • $ • Interest/Earnings for admin costs • 2015-16 • $ • $100,000 • $100,000 • 50% to District Designated Fund (DDF) • 50% to World Fund • Matching Grants • Peace Fellows • Polio + • $50,000 • $50,000 Up to ½ to District Grants At least ½ to Global Grants • ANNUAL PROGRAMS GIVING -- SHARE • 2016-17 • 2014-2015

  10. Types of Grants Available • District grants are block grants to districts that fund scholarships, projects, and vocational travel that align with the mission of The Rotary Foundation. • (Community and International Grants) • Global grants fund scholarships, projects, vocational training teams, and some travel within the six areas of focus that are sustainable, measurable, and host community-driven. Budget over $30,000.

  11. Prior to Project Proposal • Needs Assessment – Why? • Is it necessary?

  12. District Grants • District grants are funded by The Rotary Foundation solely with allocations from the District Designated Fund (DDF). A district may apply for a single grant each Rotary year to support one or more projects using up to 50% of the district’s SHARE allocation, which represents 50 percent of its annual giving from three years’ prior plus any Endowment-SHARE earnings.

  13. Funding Requirements • - • Minimum combined per capita giving to The Rotary Foundation’s (TRF) Annual Fund and/or Polioplus for 2016-17 of $50 (Tally as of June 30) • - Clubs must contribute funding towards the project • - Attendance at the Grants Management Seminar • - Sign a Memo of Understanding • - Application must be submitted by May 31, 2017 • Must comply with Terms and Conditions • Final/Interim Reports are Timely

  14. Guidelines • Applications are accepted from January – May31st • Reimbursement will be provided upon the submission of complete and final project unless there is a hardship • Incomplete applications will be returned to the club • District and RI dues must be current • Committee bases selection on project merit, amount requested and past contributions to TRF • Clubs not meeting past deadlines will not be considered

  15. Terms & Conditions • Grants must respect the wishes of the receiving community • Direct involvement of Rotarians • Evidence of community involvement and ownership • Promote the project in the media

  16. Terms & Conditions -2 • Projects must be initiated by the Rotary club making the application • Funds cannot be used for: • salaries, stipends, honorariums, or operating expenses of another organization • Personal or professional development • Projects previously funded • Doesn’t have to meet the 6 Areas of Focus

  17. Successful Grant Projects Meet real community needs Have frequent partner communications Solid implementation plan Are sustainable Ensure proper stewardship of funds Vocational grants ?????

  18. Amount of Grants • District Community Grants • Up to $2500 and not less than $500 • District International Grants • Up to $5000 and not less that $1000 • Competitive • Committee may approve less than amount requested

  19. Needs Assessment • -Service Projects should be based on what the community needs and wants – not what the club wants to give it!! • -Make sure no other organization is providing the service. • -Organize a committee to survey needs • of the community.

  20. Ready to Apply?? Attend grants seminar Make sure club will have the $50 per capita giving at the end of Rotary year – 6/30/2017 Project must not already be in process or expenses incurred.

  21. Time Table • Grant Seminars: April 1 and 8 • Due Date for Applications – May 31 • Committee Decisions – June 26-30 • Block Grant Sent to TRF – First week in July • Approval - August

  22. District Community Grant • Review • ($500 - $2500)

  23. District International Grant • ($1000-$5000)

  24. Memo of Understanding (MOU) • Club and its officers are responsible for the use of funds and cooperate for any audit. • Club must have a written financial management plan to provide administration of grant funds • Have a dedicated bank account that is used solely for receiving and disbursing TRF grant funds. Bank statements must be available to support receipt and use of grant funds • Clubs must adhere to all reporting requirements • Clubs must maintain records for a minimum of five years

  25. MOU - #2 • District MOU Addendum: • Attendance at a grants mgt seminar • $50 per capita donation • Final report due one month after completion of project and not later than June 1st of the grant year. Interim report is due no later than the end of January of the Rotary year. • Final report will include all receipts of expenditures + 6 pictures preferably on line • The club will be reimbursed after the final report is secured. An exception may be made upon approval of the Grants Management Chair. • Must be signed by current club president and president-elect and accompanied with the grant application

  26. Sign the grant!! • Signature of President-Elect

  27. Reporting Requirements • Final Report must be submitted electronically or through the mail no longer than one month after the project has ended. • Interim report must be submitted electronically or through the mail by January of the Rotary year.

  28. Reports • Final Reports can be found on the District website: Rotarydistrict7170.org – on the right hand side. • Interim Reports can be brief and sent through an e-mail • SAVE ALL RECEIPTS AND INVOICES – must have proof how the money was spent! Send bank statements also. • Send at least six pictures or videos

  29. Reimbursement • Reimbursement will be sent to the club once the project is completed and the final report has been approved. • Hardships

  30. Questions??

  31. Global Grants

  32. Applying for Global Grants • Application process online • Meet goals of area of focus • Involve Rotary clubs in two districts • Minimum budget of US$30,000 • District confirms club is qualified • Sustainability & Measurabilty

  33. Global Grants • Are sustainable. Host communities must be able to address their own needs after the Rotary club or district has completed its work. • Are measurable. Sponsors select standard measures from the Global Grant Monitoring and Evaluation Plan supplement, and may add their own measurements in their report to the Foundation. Expenses to measure project outcomes are capped at 10 percent. • Are host community-driven. The host community designs the grant based on local needs that they have identified

  34. Global Grants • Can include up to 10 percent of the project budget for a project manager • Support humanitarian and educational projects • Provide scholarships to fund graduate-level coursework or research or its equivalent for a term of one to four years

  35. Global Grants • Support vocational training teams that address a humanitarian need by providing or receiving professional training • Support travel for up to two individuals as part of a humanitarian project. These individuals provide training or implement the project should the host club confirm that their skills are not readily available locally.

  36. Global Grants - Funding • Are sponsored by at least one Rotary club or district in the country where the grant project will take place (primary host sponsor) and one or more outside that country(primary international sponsor) • Global grants are funded by The Rotary Foundation from the World Fund, and awards range from US$15,000 to $200,000. The Foundation matches cash at 50 percent and DDF contributions at 100 percent. All global grants have a minimum budget of US$30,000.

  37. Designing a Project

  38. Funding Formula • Global Grant Funding Example • $10,000 Club(s) (2:1 match) • 10,000 DDF (1:1 match) • 15,000 TRF from World Fund • $35,000 Total

  39. Global Grants - Funding • The Foundation will match non-Rotarian contributions toward a grant, provided they do not come from a cooperating organization or a beneficiary of the project. • International sponsors for humanitarian projects are required to provide at least 30 percent of the total sponsor funding. Host sponsors for humanitarian projects are encouraged to contribute toward the financing of the grant.

  40. Practical Exercise

  41. Sustainability: Providing long-term • Solutions to community problems that • The community can support after the f • Funding ends: • Encourage local ownership • Provide Training • Buy local • Find local funding • Measure Your Success

  42. Global Grants in Progress • Defecation Free Zone – Nepal (Curtis) • EEG Machines – Ismir, Turkey (Ross) • Water Wells – Uganda (Rouff)

  43. Global Grants - Funding • Grant financing cannot be changed after approval. • Paul Harris Fellow recognition credit will only be given for sponsor contributions sent to The Rotary Foundation and will not be granted for contributions sent directly to the project. • Contributions sent prior to grant approval may not be available for that specific grant. • All global grant contributions are considered irrevocable contributions to The Rotary Foundation and will not be refunded.

  44. 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

  45. Grants Management Issues

  46. Needs Assessment • How do you conduct a needs assessment? • Why do a community needs assessment?

  47. Partners • Where do you find partners? • District Assembly • RI Convention • Project fairs • Matchinggrants.org/global • GSE Teams • Rotary Showcase / Facebook

  48. Project Planning • Discuss the idea with District Grants Chair or committee member • Form a three-person grant committee • Implementation plan • Budget • Contingency plan • Document retention plan

  49. 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

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