district 5040 rotary foundation grant management seminar welcome ! thanks for coming
TRANSCRIPT
District 5040 Rotary Foundation Grant Management Seminar
District 5040 Rotary Foundation Grant
Management Seminar
Welcome !
Thanks For Coming
District 5040 Rotary Foundation Grant Management Seminar
Agenda• Overview of Future Vision Plan
• Management of a Rotary Foundation Grant
• Foundation stewardship expectations
• Club Qualification
• Implementing the club Memorandum of Understanding
• Grant Projects
• Grants
District 5040 Rotary Foundation Grant Management Seminar
Handouts (One per Club)
1. Club Memorandum of Understanding2. Global Grants Guidelines3. District Grants Guidelines4. District Foundation Committee5. Future Vision Grants Terms & Conditions6. TRF Code of Policies: Conflict of Interest7. Application for District Grant8. Future Vision Grant Management Manual9. Today’s PowerPoint by email request
District 5040 Rotary Foundation Grant Management Seminar
Rotary Foundation Mission
To enable Rotarians to advance world understanding,
goodwill, and peace through the improvement of health,
the support of education, and the alleviation of poverty
District 5040 Rotary Foundation Grant Management Seminar
The Rotary Foundation Future Vision Plan
District 5040 Rotary Foundation Grant Management Seminar
District 5040 Rotary Foundation Grant Management Seminar
District GovernorPenny Offer
+ * ProgramsChair
Art Erasmus
+ * FundraisingChair
Del Paterson
+ * Global GrantsChair
D’Arcy Warner
DRFC Chair *Kevin Conway
* FVP SteeringCommittee
+ * District GrantsChair
Dave Hamilton
+ Grants ReviewCommittee
DRFC Vice ChairArt Erasmus
FinancialReview District
Committees
Membership
Public Relations
FinanceCommittee
TrainingCommittee
+ ScholarshipsChair
John Anderson
+ Vocational TeamsChair
Garry Shearer
+ HumanitarianWCS Chair
Tom Smith
Peace ScholarsChair
Gloria Tom Wing Staudt
Annual ProgramsFund Chair
Sheri Davis
Permanent FundChair
Darcy & Doug Long
Paul HarrisSociety Chair
Vacant
Polio Plus$200m Challenge
Jan Gisborne
Foundation DinnerChairVacant
Rotary International District 5040 Inc.
The Rotary Foundation Future Vision Plan
District Committee
March, 2010
District 5040 Rotary Foundation Grant Management Seminar
Future Vision PlanGrants Model
Rotary Foundation District Grants
Rotary Foundation Global Grants
Rotary Foundation Packaged Grants
District 5040 Rotary Foundation Grant Management Seminar
Discontinued:Discontinued: Grants for University TeachersGrants for University Teachers Ambassadorial ScholarshipsAmbassadorial Scholarships Group Study ExchangeGroup Study Exchange District Simplified GrantsDistrict Simplified Grants Volunteer Service GrantsVolunteer Service Grants Matching GrantsMatching Grants 3-H Grants3-H Grants
Future Vision Plan Grants
What’s Changed …………………….
District 5040 Rotary Foundation Grant Management Seminar
New:New:
Global GrantsGlobal Grants• Minimum Grant ……………...$15,000Minimum Grant ……………...$15,000• Minimum Project Budget …...$30,000Minimum Project Budget …...$30,000• Six Areas of FocusSix Areas of Focus• InternationalInternational & & HostHost Rotary Partners; Pilot Districts Rotary Partners; Pilot Districts• World Fund Match:World Fund Match:
$1 : $1 District Funds (DDF)$1 : $1 District Funds (DDF) $0.50 : $1 Club Generated Funds$0.50 : $1 Club Generated Funds
Future Vision Plan Grants
What’s Changed …………………….
District 5040 Rotary Foundation Grant Management Seminar
New:New:
District GrantsDistrict GrantsLocal or International ProjectsLocal or International ProjectsHumanitarian, Educational, Travel, Humanitarian, Educational, Travel, Disaster RecoveryDisaster Recovery
DDF Match (max. $10,000) $0.50 : $1DDF Match (max. $10,000) $0.50 : $1
Future Vision Plan Grants
What’s Changed …………………….
District 5040 Rotary Foundation Grant Management Seminar
New:New:
Packaged Global GrantsPackaged Global Grants• Partner Organizations Selected By TRFPartner Organizations Selected By TRF• Large / Comprehensive / Sustainable ProgramsLarge / Comprehensive / Sustainable Programs• TRF DevelopedTRF Developed• 100 % Funded by:100 % Funded by:
Partner OrganizationPartner OrganizationTRF World Fund Match $1 : $1TRF World Fund Match $1 : $1
• Implemented by RotariansImplemented by Rotarians
Future Vision Plan Grants
What’s Changed …………………….
District 5040 Rotary Foundation Grant Management Seminar
PolioPlusPolioPlus
Rotary Centres for International Studies Rotary Centres for International Studies (Peace Scholars)(Peace Scholars)
Future Vision Plan Grants
What’s NOT Changed …………………….
District 5040 Rotary Foundation Grant Management Seminar
Club Qualification
District 5040 Rotary Foundation Grant Management Seminar
Qualification• Clubs and districts must be qualified to receive Grant
Funds• Proper legal, financial, and stewardship controls of
Grant Funds• Qualification process is simple:
Signed Club MOU (Handout at PETS)
Club Future Vision Grant Management SeminarMarch 28 – Metro VancouverApril 11 – QuesnelApril 18 – Terrace
Club Qualification Renewed AnnuallyNot Delinquent with Reporting, Payment of Dues
District 5040 Rotary Foundation Grant Management Seminar
Terms of Qualification
• Qualification is valid for one Rotary year• Entire club is responsible.• Disclose potential conflicts of interest• TRF Terms and Conditions• Cooperate with all audits• Proper use of grant funds• Grant Reporting• Potential Disqualification
District 5040 Rotary Foundation Grant Management Seminar
Club Qualification Checklist
What MOU requirements does your club already implement?
What requirements does your club need to implement?
What type of club members would be good choices to help implement the club MOU?
District 5040 Rotary Foundation Grant Management Seminar
Maintaining Qualification
Follow the terms of the club MOUFully implement stewardship and grant
management practices to prevent misuse of funds
Appoint a club member/committee to manage club qualification
Comply with Grant Reporting requirements
District 5040 Rotary Foundation Grant Management Seminar
Funding
District 5040 Rotary Foundation Grant Management Seminar
Distributable Funds 2010 – 2011 Program Year:
Annual Programs Fund Contributions 2007 – 2008Annual Programs Fund Contributions 2007 – 2008
$323,335$323,335
District 5040 Rotary Foundation Grant Management Seminar
Distributable Funds 2010 – 2011 Program Year:
Annual Programs Fund Contributions 2007 – 2008Annual Programs Fund Contributions 2007 – 2008
$323,335$323,335
50%50% SHARESHARE 50%50%
District Designated FundDistrict Designated Fund TRF World FundTRF World Fund
$163,167$163,167 $163,167$163,167
District 5040 Rotary Foundation Grant Management Seminar
Distributable Funds 2010 – 2011 Program Year:
Annual Programs Fund Contributions 2007 – 2008Annual Programs Fund Contributions 2007 – 2008
$323,335$323,335
50%50% SHARESHARE 50%50%
District Designated FundDistrict Designated Fund TRF World FundTRF World Fund
$163,167$163,167 $163,167$163,167
50% (max.)50% (max.) 50% (min.)50% (min.)
$81,583$81,583 $81,583$81,583
District GrantsDistrict Grants Global GrantsGlobal Grants
District 5040 Rotary Foundation Grant Management Seminar
Creating a Project
District 5040 Rotary Foundation Grant Management Seminar
Needs Assessment
Talk with members of the communityAssess your club’s resources and
availability and its potential partners to meet the need
Choose a project that is based on the community’s need
District 5040 Rotary Foundation Grant Management Seminar
Project Planning
Form a three-person grant committeeAssign rolesSet measurable and sustainable goalsCreate a budgetCreate an implementation planHave a contingency plan
District 5040 Rotary Foundation Grant Management Seminar
Successful Grant ProjectsMeet real community needsHave frequent partner communicationHave implementation plan with
measurable goals and outcomesAre sustainable projects that continue after
grant funds have been expendedPractice proper stewardship of grant funds
District 5040 Rotary Foundation Grant Management Seminar
Group Activity
• Topic• Communications plan
• Discussion Questions• What are the benefits of
creating this plan?• What are the
implementation steps?• Who will be responsible? • What will you do if
something goes wrong?
District 5040 Rotary Foundation Grant Management Seminar
Group Activity
• Topic• Communications plan• Financial
management plan
• Discussion Questions• What are the benefits of
creating this plan?• What are the
implementation steps?• Who will be responsible? • What will you do if
something goes wrong?
District 5040 Rotary Foundation Grant Management Seminar
Group Activity
• Topic• Communications plan• Financial
management plan• Record keeping plan
• Discussion Questions• What are the benefits of
creating this plan?• What are the
implementation steps?• Who will be responsible? • What will you do if
something goes wrong?
District 5040 Rotary Foundation Grant Management Seminar
Principles of SustainabilityProject impact after funding is expendedEconomic, cultural, social & resourceOptimal use of local resourcesRespect natural resourcesReach the most beneficiariesNew methods in professional fieldsPrepare professionals to increase impactUse input and skills of grassroots groups
District 5040 Rotary Foundation Grant Management Seminar
Creating a Budget
RealisticCompetitive biddingReasonable pricesDisclose potential or real conflicts of
interest
District 5040 Rotary Foundation Grant Management Seminar
Partners
Search for Rotarians who have identified a need in their local communities
Host partners should be invested in the project
Good communication between the host and international partners is key
District 5040 Rotary Foundation Grant Management Seminar
Lunch
12:30 – 1:15
District 5040 Rotary Foundation Grant Management Seminar
Grants
District 5040 Rotary Foundation Grant Management Seminar
StewardshipStewardship is the responsible management and oversight of grant funds, including: Rotarian supervision of projectFollowing standard business practicesReporting of irregularities to TRFImplementing projects as approvedFinancial records reviewTimely submission of reports
District 5040 Rotary Foundation Grant Management Seminar
Grant ManagementAdministered with proper financial controlAdhere to superior technical standardsGuided by humanitarian and educational
principlesMeet the needs of the beneficiariesFulfill their objectives Safeguard donors’ funds
District 5040 Rotary Foundation Grant Management Seminar
Financing Guidelines
Club generated contributions must come from or be raised by Rotarians
Funds cannot be raised from beneficiaries in exchange for receiving the grant
Funds cannot come from other grantsContributions should be credited to donor
District 5040 Rotary Foundation Grant Management Seminar
Applying for a Grant
District 5040 Rotary Foundation Grant Management Seminar
Applying for Global Grants• Submit grant proposal and application
through Member Access
• Must meet goals of area(s) of focus
• Must be sustainable
• Must involve Rotary clubs in two pilot districts
• Minimum project budget of US$30,000
• District must confirm club is qualified
District 5040 Rotary Foundation Grant Management Seminar
Global Grants GuidelinesAt Least One of Six Areas of Focus
• Host and International Rotary Partners
• Minimum Project Budget $30,000
• Minimum TRF Grant $15,000
• District Match $1 DDF (maximum $20,000) to $1 Cash
• TRF World Fund Match:TRF World Fund $1 to DDF $1TRF World Fund $0.50 to Cash $1
District 5040 Rotary Foundation Grant Management Seminar
Areas of Focus
Goodwill and Peace
1. Peace and Conflict Prevention/Resolution
Health
2. Disease Prevention and Treatment
3. Water and Sanitation
4. Maternal and Child Health
EducationEducation
5. Basic Education and 5. Basic Education and LiteracyLiteracy
Alleviation of PovertyAlleviation of Poverty
6. Economic and 6. Economic and Community Community DevelopmentDevelopment
District 5040 Rotary Foundation Grant Management Seminar
Global Grant Financing
• Rotary club generated contributions
• District Designated Fund
• Rotary Foundation World Fund award
• Non-Rotarian cash contributions (not sent to or matched by the Foundation)
District 5040 Rotary Foundation Grant Management Seminar
Global Grant Funding
1. Club Generated Contribution 10,000
2. District Match (DDF $1 : $1) max. $20,000 10,000
3. TRF World Fund Match min. $15,000
Club Generated Funds ($0.50 : $1) 5,000 District Funds (DDF $1 : $1) 10,000
US $
Total Funding (excluding Non-Rotarian Contribution) 35,000
District 5040 Rotary Foundation Grant Management Seminar
District Grants
• Simple, flexible, innovative
• Educational and humanitarian projects / activities consistent with TRF mission
• Smaller activities and projects
• Local decision making
• District Grants Guidelines
District 5040 Rotary Foundation Grant Management Seminar
District Grants Guidelines
• Local or International Projects
• Rotary or Non-Rotary Partner
• Pilot or Non-Pilot Partner
• Grant Applications Processed Locally
• District Match $0.50 DDF (maximum $10,000) to $1 club generated funds
• No TRF World Fund Match
District 5040 Rotary Foundation Grant Management Seminar
Examples of Grant ActivityExamples of Grant Activity
District GrantsDistrict Grants Global GrantsGlobal Grants
International travel for local International travel for local doctor to volunteer.doctor to volunteer.Scholarship for student to Scholarship for student to attend local university.attend local university.Donation of art supplies to Donation of art supplies to assist local youth.assist local youth.Mixed profession Mixed profession vocational training teams vocational training teams ShelterboxShelterbox containers. containers.
Other Examples ?Other Examples ?
International safe drinking International safe drinking water, sanitation, and hygiene water, sanitation, and hygiene educationeducationSponsorship ofSponsorship of Rotary Rotary Scholar Scholar to Study Abroad.to Study Abroad.International malaria projectInternational malaria projectSingle vocationSingle vocation Rotary Rotary Vocational Training TeamVocational Training Team sent sent abroadabroad Other Examples ?Other Examples ?
District 5040 Rotary Foundation Grant Management Seminar
Project Implementation
District 5040 Rotary Foundation Grant Management Seminar
Successful Project Implementation
CommunicationFinancial managementRecord keepingFollowing original plan
District 5040 Rotary Foundation Grant Management Seminar
Evaluation
Ongoing during project implementation and after completion
Based on goals set for the projectAssists with reporting requirementsUse findings to improve future projects
and identify successes you can promote
District 5040 Rotary Foundation Grant Management Seminar
Grant Reports !
District 5040 Rotary Foundation Grant Management Seminar
Global Grant Reports
Progress reports received within 12 months of first payment
Progress reports required every 12 months through the life of the grant
Final reports due within 2 months of completion
Report to TRF; copy to the DistrictDocument Retention
District 5040 Rotary Foundation Grant Management Seminar
Global Grant Reports: Content• How both partners were involved
• Type of activity: humanitarian project, scholar, vocational training team
• Evaluation of project goals and how funds met the goals of the area(s) of focus
• How funds were spent
• Number of beneficiaries and how they benefited
District 5040 Rotary Foundation Grant Management Seminar
District Grant Reports
Initial Report within 12 months of Grant Award
Progress Reports each 12 months thereafter
Final Report within 2 months of Project Completion
Report to the DistrictDocument Retention
District 5040 Rotary Foundation Grant Management Seminar
Resources• District Foundation Committee• www.rotary.org - Future Vision Pages• Future Vision Plan Newsletter• District Governor Penny Offer• Rotary Foundation Staff:
– Global Grants: Krista Batey– District Grants: Adam McCormack
• Regional Rotary Foundation Coordinator Chris Offer
District 5040 Rotary Foundation Grant Management Seminar
Thank You for all You do for Rotary