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District 7980 Grant Management Seminar April 13, 2013

District 7980 Grant Management Seminar April 13, 2013. Purpose. Understand how to manage a Rotary Foundation grant; understand the difference Global vs District Grant Learn stewardship expectations Prepare clubs to implement the MOU Qualify clubs to receive grant funds.

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District 7980 Grant Management Seminar April 13, 2013

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  1. District 7980Grant Management SeminarApril 13, 2013

  2. Purpose • Understand how to manage a Rotary Foundation grant; understand the difference Global vs District Grant • Learn stewardship expectations • Prepare clubs to implement the MOU • Qualify clubs to receive grant funds

  3. District TRF Team 13-14

  4. Flow of Funds:

  5. TRF Program Budget 2013-14 • District Humanitarian Grants - $60,5342 District Scholarships - $22,000*Global Humanitarian Grants - $61,2501 Global Scholarship $15,0001 Vocational Training Team - $15,000Humanitarian Challenge Grant - $20,000Total Available $193,784*2 Service Above Self Scholarships@$11,000 each

  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. Successful Grant Projects • Meet community needs • Include frequent partner communication • Have implementation plan • Are sustainable • Maintain proper stewardship of funds

  8. Stewardship • Stewardship is the responsible management and oversight of grant funds, including: • Rotarian supervision • Financial records review • Oversight of funds • Reporting irregularities • Timely submission of reports

  9. Qualification Requirements • Member(or Members) must attend a grant management seminar • Agree to club memorandum of understanding and submit signed MOU to District Steward • Signatures required on MOU: President 13-14; PE for 14-15 (MOU found on Rotary7980.org) • Submit TRF Goals on Member Access • Designate a Club Steward • Plan for Proper Club Financial Management as is spelled out in Rotary Club’s MOU

  10. Terms of Qualification& Club Steward • Valid for one year • Club responsible for grant funds • Disclose conflicts of interest • Cooperate with all audits • Use grant funds properly • Implement the club MOU

  11. Memo of Understanding (MOU) • 2 sections – TRF & D 7980 to be Qualified • Must be signed annually by PE & VP • Need at least 1 trained Club Steward • Need a Club Financial Management Plan • Must Follow Reporting Guidelines • Must Follow Document Retention Guidelines • Must Report Misuse of Grant Funds

  12. District MOU Addendum • Report Club Steward name on DacDB and to the District Steward (Jean Ferris) • Recommend Club Foundation Chair • PE Must submit TRF Goals – • Through Member Access • 4. All Grants must be in an Area of Focus • 5. OK to have 1 club check book, but maintain separate ledger for grant funds

  13. All Rotary Foundation Grants Must meet an Area of Focus • District grants – Humanitarian Projects • - travel to investigate/Plan a GG • - Service Above Self Scholarships • Global grants – Humanitarian Projects • - Scholarships • - Vocational Training Teams • Packaged grants

  14. 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

  15. Global vs District Grant • GG fund Large Scale Projects: Min $30,000 • - Meet a need identified by community • - Active participation by benefitting • community • Strengthen local skills & resources • Provide long term benefit, after Rotary • Have measurable sustainable results • Involve Active Rotarian participation

  16. District Grants • Meaningful Short term Projects, 1 year • No Minimum project size • Must be in an Area of Focus • May be Local or International • No Host or International Partner Club required • May be providing equipment to Beneficiary • No requirement for measurable results

  17. New for 2013 • All air travel in conjuction with any TRF Grant activity must be made through • the Rotary International Travel Service (RITS) according to established travel policies

  18. Packaged Grants Portfolio

  19. Session 2Global Grants Colin GershonDistrict 7980 Grants Chair

  20. Overview for 2013-14 Global Grants • Global Grant Terms & Conditions • Financing of Global Grants • a. General Rules • b. District 7980 Matching Policy • Current open Global Grants of D7980 Clubs • Process for obtaining Global Grants • Implementation

  21. What is a Global Grant? • Rotary Foundation Global Grants fund: • Scholarships for Graduate Study • Humanitarian/Educational Projects • Vocational Training Teams • Within the SIX areas of focus which are SUSTAINABLE, MEASURABLE, and HOST-COMMUNITY DRIVEN

  22. Global Grant Guidelines • 1. Align with one or more of Rotary’s AREAS OF FOCUS • 2. Are SUSTAINABLE. Host communities must be able to address their own needs after the Rotary club or district has completed its work. • 3. Are MEASURABLE. Sponsors select standard measures from the Global Grant Monitoring and Evaluation Plan supplement, • 4. Are host COMMUNITY-DRIVEN. The host community designs the grant based on local needs that they have identified. • 5. Must have minimum budget of $30,000 with $15,000 coming from Rotary Foundation World Fund

  23. Global Grant Guidelines (cont’d) • 6. 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. • 7. Support communities in ROTARY COUNTRIES and geographical areas • 8. Are sponsored by at least one Rotary club or district in the country or geographical area where the grant project will take place (PRIMARY HOST SPONSOR) and one or more outside that country or geographical area (PRIMARY INTERNATIONAL SPONSOR)

  24. Restrictions on Global Grants • Grant funds MUST NOT be used for: • 1. Continuous or excessive support of any one beneficiary, entity, or community • 2. Establishment of a foundation, permanent trust, or long-term interest-bearing account. • 3. Purchase of land or buildings • 4. New construction of any structure in which individuals live, work, or engage in any gainful activity, such as buildings (schools, homes/low-cost shelters, and hospitals), Additions to existing structures are OK.

  25. Restrictions on Global Grants (cont’d) • Grant funds MUST NOT be used for: • 5. Fundraising activities • 6. Expenses related to Rotary events such as district conferences • 7. Public relations initiatives not directly related to a humanitarian or educational activity • 8. Operating, administrative, or indirect program expenses of another organization

  26. Restrictions on Global Grants (cont’d) • 9. Unrestricted cash donations to a beneficiary or cooperating organization • 10. Travel for staff of a cooperating organization involved in a humanitarian project • 11. Global grant humanitarian projects that consist solely of individual travel expenses • 12. Activities and expenses already in progress or completed • 13. Activities primarily implemented by an organization other than Rotary

  27. Global Grant Financing TRF World Fund Match District Designated Funds Matched $1.00 : $1.00 Rotarian Cash Contributions Matched $.50 : $1.00 Non Rotarian Cash Contributions if flow through Rotary Club Matched $.50 : $1.00 Minimum TRF Match $15,000 Minimum Project Budget $30,000 Funds can not be raised from beneficiaries in exchange for grant Funds can not come from other grants

  28. Global Grant Financing District 7980 DDF Match • Up to $7,500 in DDF may be awarded per Global Grant project to match Club Funds – $1.00 : $1.00 • District 7980 has allocated its 2013-14 DDF for Global Grant program as follows: • 1. Humanitarian Projects $61,250 • 2. Challenge Grant $20,000 • 3. Scholarship $15,000 • 4. Vocational Training Team $15,000

  29. Literacy Project at Charter School, Norwalk, CT • Sponsors: Norwalk Rotary Club, USA and Rotary District 3630 (Korea) • Area of Focus: Literacy and Basic Education • Funding: D7980 DDF $ 7,500 • D3630 DDF 5,000 • U.S. Club 3,000 • Korean Club 5,000 • TRF 16,500 • Total $37,000

  30. Medical Equipment Project at New Eye Hospital in Pali, India • Sponsors: New Haven, Bombay Hills South and Detroit Rotary Clubs, USA and Rotary Districts 7980, 3140, and 6400 • Area of Focus: Disease Prevention and Treatment • Funding: D7980 DDF $ 7,000 D6400 DDF 5,000 D3140 DDF 20,000 • U.S. Clubs 10,000 • Bombay Club 5,000 • TRF 39,500 • Total $86,500

  31. Global Grants ScholarShoshana Clark Stewart • Sponsors: New Haven Rotary Club, USA, London E-Club and Rotary Districts 7980 and 1130 (London, UK) • Area of Focus: Community and Economic Development • Study Program: MBA at London Business School • Funding: D7980 DDF $15,000 TRF 15,000 • Total $30,000

  32. Open Global Grants – District 7980 • Primary 7980 Sponsor • Norwalk Charter School (Norwalk) • Newtown Eye Clinic (Liberia) • New London Vocational Training (India) • New Haven Equipment Eye Hospital (India) • New Haven Global Scholar (UK) • Bridgeport Distance Learning II (India) • Westport Dengue Fever II (Indonesia) • Branford Wells (Uganda)

  33. Preliminary Steps for Obtaining a Global Grant • Club forms a three-person grant committee • Review carefully Global Grant Terms and Conditions • Select project - Needs Assessment of Community is strongly recommended • Set goals of project and determine baseline data and method of measurement • Prepare budget and contact DRFC or DGSC to determine available DDF • Reach out and secure potential partners

  34. Finding International Partners • District Leaders – especially those who have attended Zone and Rotary International meetings • Rotarians and Rotaractors • Contacting Rotary Clubs at or near site of proposed project • Matchinggrants.org/global • Rotary Showcase / Facebook

  35. Online Grant Application

  36. Topics Covered by Application • Objectives including: • Who will benefit? • Where is the project taking place? • What community needs are you addressing including relevant data or survey results ? • How the project will address these needs? • Were members of the local community involved in the planning?

  37. Topics Covered by Application (cont’d) • Area of focus including: • Which is the applicable area of focus? • What are the project’s goals? • How will you meet these goals? • How will you measure your impact? • Who is responsible for collecting information for evaluation?

  38. Topics Covered by Application (cont’d) • Participants including: • Primary host sponsor and international sponsor • Names of members of the three person committees for each sponsor and one individual to serve as primary contact • List of cooperating organizations • Additional partners including, Rotary Clubs and Rotaract Clubs

  39. Topics Covered by Application (cont’d) • Budget and Financing including: • Detail of proposed expenses and supporting documentation • To the process of selecting budget items • How will beneficiaries maintain these items? • List all funding sources

  40. Implementation • Set up separate account for Global Grant • Communication between host and international sponsors • Financial management plan assuring expenditures by check or other traceable method and maintain detailed receipts and ledger • Get preapproval from each other and TRF for any changes in project scope or budget

  41. Reports • Progress report must be submitted within 12 months of receiving the first grant payment and every 12 months thereafter • Final reports must be submitted within two (2) months of completing the project • Unused grant funds in excess of US$500 must be returned to the Rotary Foundation and will be credited to the World Fund. If grant funds remain after a project’s completion, the Foundation may approve their use for project-related expenses, such as additional project supplies

  42. Resources • Rotary International and District websites • Grant Management Manual (1000-EN-912) • Terms and Conditions of Rotary foundation District Grants and Global Grants (updated Jan. 2013) • District Leaders • Rotarians involved in prior Global Grants

  43. Session 3 A • District Grants • George Markley, Fairfield RC • District Managed Grants • Subcommittee Chair 2012-13

  44. District Grant Rules 2013-14 • Partnerships with clubs encouraged • Must be in 1 of the 6 Areas of Focus • District Grant – Local or International: 1 Year • Max $7500 DDF match / grant • Max $5000 per club for 1 grant • Max $7500 per club per year • Max sponsor 2 per year: 1st half, 2nd half • 2 Service Above Self Scholarships@ $11,000

  45. Nature of District Grants • *For smaller “humanitarian” activities and projects – relating to Rotary’s “areas of focus” , Terms & Conditions • *Decisions on grants to be funded made at District level • *$ for $ match up to $7,500 – no minimum amount • *May be for local or international projects and activities • *For international projects, recommend a Rotary Club in host country as a partner, but not required • *Intended for a new Club project or activity or one that expands an existing project to improve its effectiveness • *Must involve Club members in hands-on activities – can’t just write a check

  46. Examples of PastDistrict Managed Grants • Bone Marrow Drive • Firefighting Equipment to Uruguay • Gun Awareness Program • Homework & Learning Center • Bio-Sand Water Filters • Preschool Library • Community TV • Elementary School Supplies • Defibrillators • Books to Kenya • Microcredit Program • Clothing for the Poor • YMCA Mini Bus • Senior Food Pantry • Surgical Equipment • Junior Achievement • Soccer Balls for Iraq • Medical Supplies for India • All-Electric Trolley • Appliances at Sr. Housing

  47. Eligible Clubs • Club’s 2013-14 Memorandum of Understanding must be signed by 13-14 President & PE and returned to Jean Ferris, Madison RC prior to application (receiving funding?) • President has submitted TRF Goals on member access • Club Steward who has attended Grants Training session must be appointed to oversee use of grant funds and reporting, but may not serve on a grant application • Any Club with overdue reports for any matching grant will be ineligible to apply for new grants or scholarships until reports are submitted and accepted

  48. Application Process • Application can be downloaded from the District 7980 website – www.rotary7980.org(will be new for 2013-14) • Clubs are limited to one application from each club taking principal responsibility for a project until January 1, 2013 at which time clubs can apply for a second grant if there are funds remaining • Designate 3 Club members as Contacts for the project – cannot include the Club Steward • Submit application to District Grants Chair Chip Marsh by e-mail (cmarsh14@aol.com) (must disclose any potential conflicts of interest) • Once final approval obtained, DGC Colin Gershon will issue check • (requires 2 signatures: Grants Chair & DG) • Projects cannot commence until funds are received – grants cannot reimburse Clubs for funds expended

  49. Financial Considerations for Clubs • *District Grant Funds do not need to be kept in separate bank account • *District Grant Funds may be kept in separate interest- bearing account • *The Project budget as approved must be adhered to unless the District Grants Committee approves changes in advance • *The Rotary Foundation considers District Grant funds to be the last funds spent on project, after the Club’s funds – budget carefully • *Club must return any unspent District Grant funds • *Any equipment purchased with District Grant funds cannot be owned by the Club or the Club’s foundation

  50. District Grant Reports • *All grant projects must be completed by 6/30 and complete final reports must be filed within 90 days following the end of the Rotary year in which the grant is awarded • *All expenses must be documented with receipts • *Reports must include copies of canceled checks and documentation of each expenditure • *Clubs must preserve records for five years or as otherwise informed by District and the Rotary Foundation • *Club must cooperate with any District or Rotary Foundation audit

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