district 5450 club qualification grants management seminar
DESCRIPTION
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. - PowerPoint PPT PresentationTRANSCRIPT
District XXXX Grant Management Seminar
District 5450District 5450Club QualificationClub Qualification
Grants Management Grants Management SeminarSeminar
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District XXXX Grant Management Seminar
PurposePurpose
• 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
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District XXXX Grant Management Seminar
Successful Grant ProjectsSuccessful Grant Projects
• Meet community needs
• Have frequent partner communication
• Have implementation plan
• Are sustainable
• Practice proper stewardship of funds
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District XXXX Grant Management Seminar
StewardshipStewardshipStewardship 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
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District XXXX Grant Management Seminar
Qualification RequirementsQualification 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
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District XXXX Grant Management Seminar
Terms of QualificationTerms 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
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District XXXX Grant Management Seminar
Oversight and ReportingOversight and Reporting
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District XXXX Grant Management Seminar
Learning ObjectivesLearning Objectives
• Identify best practices for managing funds and record keeping
• Identify which documents need to be retained
• Understand reporting requirements
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District XXXX Grant Management Seminar
Financial Management PlanFinancial Management Plan
• Bank account for funds
• Distributing funds
• Use checks/bank cards to track funds
• Detailed ledger
• Include local laws
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District XXXX Grant Management Seminar
ResourcesResources
• Document retention worksheet
• Financial management plan worksheet
• Transferring custody of a bank account
• More on Rotary.org
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District XXXX Grant Management Seminar
Document RetentionDocument Retention
• Provide access
• Retain for a minimum of five years
• Make copies
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District XXXX Grant Management Seminar
District Grant ReportsDistrict 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.
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District XXXX Grant Management Seminar
Global Grant Reports: FrequencyGlobal 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
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Global Grant Reports: ContentGlobal 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
District XXXX Grant Management Seminar
Conflict of InterestConflict 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)
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Learning ObjectivesLearning Objectives
• Identify best practices for managing funds and record keeping
• Identify which documents need to be retained
• Understand reporting requirements
District XXXX Grant Management Seminar
QualificationQualification
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District XXXX Grant Management Seminar18
Learning ObjectivesLearning Objectives
• Understand qualification requirements
• Manage your club’s qualification
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Qualification RequirementsQualification Requirements
• Attend a grant management seminar-President or Appointee
• Submit signed club MOU
• Submit current filed IRS Form 990
• Current on all Grant Reporting
District XXXX Grant Management Seminar
Maintaining QualificationMaintaining Qualification
• Follow terms of club MOU
• Appoint club member/committee to manage club qualification
• Fully implement stewardship practices to prevent misuse of funds
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District XXXX Grant Management Seminar
Learning ObjectivesLearning Objectives
• Understand qualification requirements
• Manage club qualification
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District XXXX Grant Management Seminar
Club Qualification ChairClub 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]
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District XXXX Grant Management Seminar
Stewardship ChairStewardship Chair
Tom Wolf
303.628.3670
Fax 303.623.2062
E-mail [email protected]
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District XXXX Grant Management Seminar
Thank youThank you
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New Grants ModelNew Grants Model
Presented by
Carolyn Schrader
Chair, District Grants Subcommittee
District Grants Local International
Global Grants
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District GrantsDistrict Grants
District XXXX Grant Management Seminar
Projects meet a community need
Annual District Match (DDF) Guidelines
Grant Cycle (short-term projects)
Grant Reporting
Similarity to District Similarity to District Simplified GrantsSimplified Grants
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District XXXX Grant Management Seminar
What’s Different with What’s Different with District Grants?District Grants?
Two step process• Proposal
• District must submit spending plan for DDF
• Can submit proposals now• Applications opening date
• August 1, 2013
District XXXX Grant Management Seminar
What’s Different with What’s Different with District Grants?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
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A Successful District GrantA Successful District Grant Has active Rotarian involvement
Is a collaboration with the community
Has good documentation
Stays in touch with the beneficiary
District XXXX Grant Management Seminar
DDF for District Grants DDF for District Grants 2013-142013-14
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 32
District XXXX Grant Management Seminar
International District GrantInternational 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
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Planning For a District Planning For a District GrantGrant
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
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Club Planning For District Club Planning For District GrantsGrants
Best PracticesBest 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 XXXX Grant Management Seminar
District Grant ProposalDistrict Grant Proposal Sponsor Club/ Champion info
Short description of project & location
Start and ending dates
Estimated budget
DDF requested
District XXXX Grant Management Seminar
District Grant ApplicationDistrict 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
District XXXX Grant Management Seminar
Sample District GrantsSample District GrantsProject DDF
RequestTotal
Project Cost
Rotarians take families shopping to buy shoes for their school kids. Club contributed additional $4,000 to project.
$5,000 $14,000
Club buys small medical equipment to deliver to a clinic in Belize.
$4,000 $8,000
Club ships books to a library in Angola. Club gets additional funding from other organizations.
$5,000 $20,000
District XXXX Grant Management Seminar
District Grant ReportingDistrict 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 XXXX Grant Management Seminar
District Grant ReportingDistrict 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
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Questions???Questions???
District XXXX Grant Management Seminar42
District 5450 District 5450 Global GrantsGlobal Grants
District XXXX Grant Management Seminar
Global Grant Development
Areas of Focus
Grant Essentials
Reporting
Topics to be CoveredTopics to be Covered
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District XXXX Grant Management Seminar
Meets community needs
District Match (DDF)
Partnership with Host Rotary Club
Grant Reporting
What’s the same as Matching What’s the same as Matching Grants?Grants?
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District XXXX Grant Management Seminar
What’s Different with Global What’s Different with Global Grants?Grants?
Sponsor Clubs must be qualified
Areas of Focus
Needs Assessment
Multi-aspect projects
Sustainable and measureable
District XXXX Grant Management Seminar
What’s Different with Global What’s Different with Global Grants?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
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A Successful Global GrantA 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
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PartnersPartners
• 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
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Needs AssessmentNeeds 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
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Project PlanningProject Planning
Form a three-person grant committee
Assign roles
Develop an implementation plan
Create a budget
Establish a document retention plan
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Creating a BudgetCreating a Budget
Realistic
Competitive bidding
Reasonable prices
No conflicts of interest
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Setting GoalsSetting Goals
Measurable Sustainable Qualitative (descriptive) Quantitative (numeric) Identify baseline data source
District XXXX Grant Management Seminar
Global GrantsGlobal GrantsAreas of FocusAreas of Focus
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District XXXX Grant Management Seminar
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
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District XXXX Grant Management Seminar
How to Use the Areas of How to Use the Areas of Focus? 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.
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District XXXX Grant Management Seminar
Areas of FocusAreas 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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District XXXX Grant Management Seminar
Peace and Conflict Peace and Conflict Prevention/ResolutionPrevention/Resolution
Purpose and Goals
Training to prevent and mediate conflict
Supporting peace-building in conflict
areas
Scholarships in peace and conflict
prevention/resolution
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District XXXX Grant Management Seminar
Disease Prevention and Disease Prevention and TreatmentTreatment
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
Purpose and Goals
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District XXXX Grant Management Seminar
Maternal and Child Maternal and Child HealthHealth
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
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District XXXX Grant Management Seminar
Basic Education and Basic Education and LiteracyLiteracy
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
Purpose and Goals
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District XXXX Grant Management Seminar
Economic and Economic and Community DevelopmentCommunity 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
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District XXXX Grant Management Seminar
Water and SanitationWater 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
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District XXXX Grant Management Seminar
DDF for Global GrantsDDF 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
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Global Grant Global Grant FinancingFinancing
DDF matched 100% with World Fund
Cash contributions matched 50% with World Fund
Up to a 3 ½ to 1 match
District XXXX Grant Management Seminar
Global Grant Funding Global Grant Funding ExampleExample
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
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District XXXX Grant Management Seminar
District 5450 Proposal District 5450 Proposal ProcessProcess
•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
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Applying for Global GrantsApplying for Global Grants
• Online application• Rolling deadline• Both Clubs must be qualified• Minimum budget of US $35,000• Reviewed by District before
submission
District XXXX Grant Management Seminar
Global Grant ApplicationGlobal Grant Application
• Identify community needs• Describe activities and
outcomes• Connect project to an area of
focus• How Rotarians will be involved
District XXXX Grant Management Seminar
Global Grant ApplicationGlobal Grant Application
• Detailed plan and budget• Club funding/DDF requested• How activity is sustainable• How outcomes will be measured• Evaluation reporting to be
provided
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SustainabilitySustainabilitySustainable projects have continued impact after the funds are spent. They:Meet community needs Make optimal use of local resourcesIncrease capacity in assets and knowledgeDevelop community ownership of the project to create long-term change
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ImplementationImplementation
• Communication• Financial
management plan
• Record keeping• Following
original plan
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EvaluationEvaluation
• Assists with reporting• Improves future projects• Based on goals • Ongoing process• Identifies successes
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Reporting EssentialsReporting Essentials• Use best practices for managing
funds and record keeping
• Identify which documents need to be retained
• Understand reporting requirements
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Global Grant Reports:Global Grant Reports: Frequency 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
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Global Grant Reports: Global Grant Reports: ContentContent
• 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
District XXXX Grant Management Seminar
Questions, Questions, CommentsComments
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District XXXX Grant Management Seminar
The End…but really The End…but really the beginning for the beginning for new opportunitiesnew opportunities
Thank you for being here today.
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