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Mentor Training – 27 February 2010. Grants Management Seminar – 14 April 2012. Grants Management Seminar. Mentor Training – 27 February 2010. Grants Management Seminar – 14 April 2012. Grants Management Seminar Overview. District Organization.

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district organization
District Organization
  • District Rotary Foundation Chair (DRFC) Pam Russell
    • District Grants Subcommittee Chair (DGSC) Philippe Lamoise
      • District Global Grants Chair John Fistere
      • District District Grants Chair Marge Cole
    • District Fundraising Chair Steve Brown
    • District PolioPlus Chair Richard Coutts
    • Foundation Mentors

Overview

agenda
Agenda
  • Overview Philippe Lamoise
  • District Grants Marge Cole
  • Website Demo Philippe Lamoise
  • Break
  • Global Grants John Fistere
  • Website Demo Philippe Lamoise

Overview

concepts
Concepts
  • We won’t explain “why” anymore
  • Pilot Program until July 1, 2013
  • Focus on the Grant Process
  • We will teach you, but not do it for you
  • 2 ways to do grants
  • Common sense
  • Follow the money

Overview

raising funds
Raising Funds
  • DDF allocation history

Overview

spending funds
Spending Funds
  • District Grants
    • The money is sent to the District
    • The District decides how to spend it
    • Local application process and reporting
  • Global Grants
    • The money stays at TRF
    • The District approves the use of the DDF
    • 2 application processes (and reporting)
      • At the District level to approve the DDF allocation
      • At TRF to approve the Global Grant

Overview

quick comparison
Quick Comparison

District Grants

Global Grants

Application process with The Rotary Foundation

Must be international

Partner club is required

Must be with a pilot district

Max $10,000 DDF

TRF match

Paul Harris credit

Clubs must be qualified

Bigger projects

  • Application process with the District
  • Can be local
  • No partner required
  • Can be in a non-pilot district
  • Max $3,000 DDF
  • No TRF match
  • No Paul Harris credit
  • Club must be qualified
  • Smaller projects

Overview

why have qualification
Why have Qualification?

Provides Clubs with information on

  • Rotary grant procedures
  • Good project management practices
  • Financial stewardship requirements

Club Qualification

club qualification requirements
Club Qualification Requirements
  • Attendance by at least two Club member at the District’s Grant Management Seminar, Saturday, April 14, 2012.
  • Memorandum of Understanding read, understood, and signed by
    • Club President
    • President-elect
  • Club must be current on all grant reporting.
  • Club must be current on District dues.
  • Club must be current on RI dues.

Club Qualification

memorandum of understanding
Memorandum of Understanding
  • Two pages, covering:
  • Terms of Qualification
  • Club Leadership Responsibilities for Qualification
  • Financial Management
  • Document Retention
  • Report on Use of Grant Funds
  • Method for Reporting and Resolving Misuse of Grant Funds

Club Qualification

which clubs should qualify
Which Clubs should qualify?
  • A Club that plans to be a Primary Club for a Global Grant
  • A Club that wants to be ready to do a Global Grant just in case
  • A Club that wants to get some DDF from the District for a District or Global Grant

Club Qualification

rotary foundation district grants
Rotary Foundation District Grants
  • Simple, flexible, innovative
  • Educational and humanitarian projects and activities consistent with mission
  • Smaller activities and projects
  • Local decision making with broader guidelines
  • District administers
  • General TRF guidelines
  • Creativity and accountability
  • Local and DDF funding only—no TRF match
  • Preference given to grants done with international clubs (non-Pilot Districts)
  • Preference given to projects that meet 1 of the 6 focus areas

District Grants

sharpen focus
Sharpen Focus

The Foundation will focus support in six areas based on its mission statement:

• Peace and Conflict Resolution

• Disease Prevention and Treatment

• Water and Sanitation

• Maternal and Child Health

• Basic Education and Literacy

• Economic and Community Development

District Grants

examples of district grants
Examples of District Grants

Fund volunteer travel

Donate literacy supplies

Send a ShelterBox to a disaster area

District Grants

funding guidelines 2012 13
Funding Guidelines 2012-13
  • District Funding (DDF) Available:
  • Up to $3,000/per club—must be matched by Club donations
  • Minimum project size: $6,000
  • Clubs may have two District Grants if one is a District Literacy Grant
  • No TRF match
  • Applications must be completed on Matching Grants website: http://www.MatchingGrants.org/district/

District Grants

district grant guidelines
District Grant Guidelines
  • Clubs must be up-to-date on District & RI dues
  • Club donations to Annual Programs Fund (unrestricted giving) to TRF will be taken into consideration
  • Clubs may work together on a joint project—the host club must submit an application and a Final Report
  • If the project does not take the entire amount—the remainder must be returned to the District account
  • All paperwork (receipts, photos, project descriptions) are due by March 31, 2013 with the Final Report online

Global Grants

district literacy grants guidelines
District Literacy Grants Guidelines
  • Clubs may receive a second District Grant if used for a literacy project in local Title 1 (low income) schools
  • Clubs may provide reading books for grades Kindergarten—3rd grade
  • Clubs are encouraged to read to children in classrooms and present books to them at that time

Global Grants

district grant timeline 2012 2013
District Grant Timeline 2012-2013
  • Sept. 1: District Grant Applications due online
  • Sept. 1-30: Review of District Grants
  • Oct.1: District Grant Awards announced
  • Oct. 31: District Grants funds released to Clubs
  • Nov. 2012-March 2013: Projects Completed
  • March 31, 2013: Final Reports due online for review and approval by District Grants Chair

District Grants

global grants outline
Global Grants - Outline
  • The Global Grant Overview
  • Finding a Project
  • Funding Examples
  • Creating a Proposal
  • Creating an Application
  • Project Management
  • Project Reporting
  • Timeline for 2012-2013 projects
  • Support, Resources and References
  • Questions

Global Grants

what is a global grant
What is a Global Grant?
  • A project carried out by two Rotary clubs in different countries that meet The Rotary Foundation and District 5340 rules.
  • Project funding comes from
    • Club and individual donations
    • Matched by District Designated Funds (DDF)
    • Matched by The Rotary Foundation (TRF)

Global Grants

types of global grants
Types of Global Grants
  • Humanitarian
    • May include microfinance
  • Vocational Training Teams
    • Single specialty
    • Adopt-A-Village, multi-specialty, by need
  • Global Scholar

Global Grants

trf global grant requirements
TRF Global Grant Requirements
  • Requires two Qualified Sponsor Clubs in two Qualified Future Vision Pilot Project Districts in different countries.
  • Must support Rotary’s Mission Statement

Global Grants

the rotary foundation mission statement
The Rotary Foundation Mission Statement

The mission of The Rotary Foundation is to enable Rotarians to advance world understanding, goodwill, and peace through the improvement of health, the support of education, and the alleviation of poverty.

Global Grants

trf global grant requirements33
TRF Global Grant Requirements
  • Requires two Qualified Sponsor Clubs in two Qualified Future Vision Pilot Project Districts in different countries.
  • Must support Rotary’s Mission Statement
  • Must deal with at least one of the Foundation’s six Areas of Focus.

Global Grants

rotary foundation 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

Rotary Foundation Areas of Focus

Global Grants

trf global grant requirements35
TRF Global Grant Requirements
  • Requires two Qualified Sponsor Clubs in two Qualified Future Vision Pilot Project Districts in different countries.
  • Must support Rotary’s Mission Statement
  • Must deal with at least one of the Foundation’s six Areas of Focus.
  • The Rotary Foundation match must be at least $15,000 and not more than $200,000.
  • At least 30% of project funding must come from outside the Host country.

Global Grants

district 5340 rules for 2012 2013
District 5340 rules for 2012-2013
  • Club cash will be matched by DDF on a 1:1 basis up to $10,000 per Club for approved projects.
  • The project must be fully pledged to be considered for DDF.
  • Clubs may Sponsor more than one Global Grant.
  • Clubs can partner to create larger projects.
  • If more DDF is requested than is available to the District, an evaluation and selection of projects will be made, based on merit and on the Clubs’ last 3 years of Annual Program Fund giving.
  • Projects will be evaluated in July & October 2012 and January & April 2013 as long as there is DDF available.

Global Grants

creating or finding a project
Creating or Finding a Project
  • The best projects build on existing relationships and past successful projects.
  • Find new partners and projects on www.matchinggrants.org/global.
  • Before committing to a new partnership, correspond with several candidate Host Clubs and compare the timeliness and quality of their responses.

Global Grants

global grant funding
Global Grant Funding
  • Cash provided by Clubs and Members and other sources.
  • District Designated Funds (DDF)
    • Matches Club cash up to $10,000 per club
    • DDF from non-Future Vision districts allowed.
  • RI Match
    • Cash is matched at 50%
    • DDF is matched at 100%
    • RI match must be at least $15,000
    • Cash from non-Rotary or non-Future Vision sources can be used, but it is not matched.

Global Grants

the proposal
The Proposal
  • The Proposal is to sell the project concept and shows the investigation and analysis that was done:
    • What are the specific needs? (Assessment results)
    • Does the community want it?
    • Will the community be involved in project execution?
    • What are the expected outcomes?
    • Will it be sustainable?
  • The purpose is to show that the project is a good one, with sustainable measurable results.
  • Also, the Proposal is the basis for selecting the projects to receive a DDF allocation.

Global Grants

creating the proposal
Creating the Proposal
    • Study the Proposal and Application Checklist
  • Study the Proposal questions.
  • Decide whether you or the Host Club Primary Contact should write the first draft.
  • Analyze the project thoroughly and objectively to develop accurate answers.
  • Answer the questions directly and concisely.
  • At the Proposal stage, a detailed budget and funding plan is not required.
  • Get someone else to review the Proposal.

Global Grants

key proposal questions
Key Proposal Questions

4. Community needs

6. How will the project meet those needs?

8. How will the benefitting community be involved?

9. Does the community want the project?

10. What Area(s) of Focus are addressed?

11. How does the project address Area(s) of Focus?

12. Immediate and long-term outcomes

13. Sustainability

Global Grants

proposal next steps
Proposal – Next Steps
  • Proposal approved for DDF by the District 5340 Foundation Committee.
  • Enter the Proposal via RI Member Access.
  • Proposal approved by TRF.
  • On to the Application!

Global Grants

the application
The Application
  • The Application is to show that the project is well-planned and will be executed successfully.
  • The project must not include any assessment activities. This should have been done to prepare the Proposal.

Global Grants

the application two parts
The Application – Two Parts
  • Common Information
    • Three person committee
    • Budget summary
    • Signatures
  • Humanitarian Information
    • Project Summary
    • Rotarian Participation
    • Cooperating Organization
    • Project Planning
    • Sustainability and Measurability

Global Grants

memoranda of understanding
Memoranda of Understanding
  • There are several different MOUs required for different situations
    • Sponsor Club Presidents must sign an MOU.
    • Cooperating Organizations and the Sponsor Clubs must sign an MOU.
    • Global Grant Scholars must sign an MOU.
    • Microfinance Institutions must sign an MOU.

Global Grants

application next steps
Application – Next Steps
  • Application Approved
  • On to Project Bank Account info!

Global Grants

project bank account
Project Bank Account
  • An account dedicated to the project must be set up.
    • (An overseas USD account requires the bank to name a US “correspondent bank”).
  • Account may be set up and managed by either the Host Club or the International Club.
  • Two signatories are required, who must go the project via RI Member Access and confirm their assignment.

Global Grants

collecting pledged money
Collecting Pledged Money
  • Pledges may be sent by Clubs and Individuals directly to RI/TRF with the proper form.
  • But then the Primary Contact has a hard time tracking pledge status.
  • Recommendation: Collect all the International pledges and send them to TRF with a Multiple Donor Form(s).

Global Grants

funding the project
Funding the Project
  • The Rotary Fund receives the pledged cash from the Host and International sources.
  • TRF wires the total of Cash, DDF, and RI Match to the project account.
  • The project is now “Paid”. The clock has started!

Global Grants

project management
Project Management
  • It’s difficult when you are not the performing organization.
  • Get a clear understanding and agreement in advance with the Host Club on their responsibilities.
  • Encourage the Host Club to use the document storage feature of matchinggrants.org/global and the mailing list feature for project communications.
  • Show that you are interested and need information back here frequently for informal reports. Keep in touch. Skype works.
  • A visit to the project site is a great way to keep in touch.
  • Follow up on due dates in advance.
  • Stay current on reporting.

Global Grants

using the district 5340 global grants website
Using the District 5340 Global Grants Website

The District 5340 Global Grants website allows you to:

  • Submit a Proposal.
  • Request a District 5340 DDF allocation.
  • Request cash pledges and DDF support for the project.
  • Permanently store the Proposal, Application, project reports, significant emails, photos, invoices, receipts, & other relevant documents.
  • Report project status in the History Log
  • Designate who has access to your project.
  • Customize your project mailing list.
  • Send emails to everyone on your project mailing list.

Global Grants

global grants project reporting
Global Grants Project Reporting
  • A Progress Report is due 12 months after TRF funds are disbursed, and every 12 months thereafter.
  • The Final Report is due two months after completion of project and includes an explanation of variances > 10%.
  • Bank statements for all expenses are required for both Progress and Final Reports.
  • Reports are submitted online through RI Member Access, completing the appropriate forms plus uploads.
  • There are special reports for VTTs, Global Scholars, and Microfinance projects.

Global Grants

pitfalls to avoid
Pitfalls to Avoid
  • Sustainability plan not provided.
  • Financing plan not based on actual pledges.
  • Not providing required MOUs.
  • Funds were not placed in separate bank account.
  • Not getting signatures when needed.
  • Uploaded bank statements not legible, or cannot be matched to reported expenses.
  • Late reports. Most frequent problem. Affects other projects.

Global Grants

congratulations
Congratulations!
  • You and your Host Club have completed your Global Grant Project.
  • Now tell the world about it.
    • Upload pictures and stories.
    • Write a press release.
    • Offer to do Club presentations
    • Write the Rotarian.

Global Grants

global grants timeline 2012 2013
Global Grants Timeline 2012-2013
  • Global Grant Proposals can be entered into the system now.
  • Evaluation for DDF will occur in July, October, 2012 and January, April 2013 as long as there is DDF available.
  • From DDF approval to RI Application acceptance: six months.
  • From RI acceptance to completion of fund raising: six months.
  • An overdue project may lose its DDF allocation.
  • Progress Report due every 12 months.
  • Final Report due two months after project completion.

Global Grants

resources www rotary5340 org
Resources www.rotary5340.org
  • Go to the District 5340 Website.
  • Click on Rotary Foundation.
  • In the Foundation News Center there are many links, including:
    • “How to do a Global Grant”

Global Grants

resources www rotary5340 org66
Resources www.rotary5340.org
  • Go to the District 5340 website
  • Click on Rotary Foundation.
  • Under Foundation News Center there are many links, including:
    • “How to do a Global Grant”
    • “Future Vision FAQs”
    • “Links to Future Vision Information”

Global Grants

resources www rotary5340 org68
Resources www.rotary5340.org
  • Go to the District 5340 website.
  • Click on Rotary Foundation.
  • Under Foundation News Center there are many links, including:
    • “How to do a Global Grant”
    • “Future Vision FAQ”
    • “Links to Future Vision Information”
    • Past presentations on Future Vision and Global Grants and many other references.

Global Grants

global grants personal support
Global Grants Personal Support
  • District Rotary Foundation Chair (DRFC)

Pam Russell

  • District Grants Subcommittee Chair

Philippe Lamoise

  • District Global Grants Chair

John Fistere

  • Foundation Mentors
  • Assistant Governors
  • Club International Chairs
  • Club Foundation Chairs

Global Grants