District 6380 Rotary Foundation Grant Management Seminar

1. District 6380Rotary Foundation Grant Management Seminar

2. Future Vision OverviewFor District 6380District Governor Elect Donald Riddell IIIPDG Donald ChisholmDistrict Rotary Foundation Chair

3. Why Future Vision • Strengthen impact of club projects • Sharpen focus of overall grants activity • Transfer more decision-making locally • Partner with other organizations • Simplify the Foundation grants process • Increase visibility and image

4. Three Types of Grants • Rotary Foundation District Grants • Rotary Foundation Global Grants • Packaged Grants

5. Rotary Foundation District Grants • Projects mission-related, flexible and innovative • Educational and humanitarian projects or activities that support the mission of TRF • Smaller activities and projects • Local decision making, broader guidelines • Follow District rules consistent with TRF guidelines (similar to last year’s rules) • District and Club stewardship strengthened

6. Rotary Foundation Global Grants • Educational and humanitarian purposes consistent with the six areas of focus • Sustainable outcomes with long term impact • Must meet specific standards • Require Rotarian participation • Require host & international partners • Larger grant awards (minimum $15,000 World Fund grant, minimum total grant $30,000)

7. Packaged Grants • Opportunity to work with Foundation’s strategic partners • Pre-designed activities • Limited, but increasing, menu of activities • Supporting the Six Areas of Focus

8. Keys to Successful Grant Projects Meet real community needs Have frequent partner communication Have implementation plan with measurable goals and outcomes Are sustainable beyond life of the grant Practice proper stewardship of grant funds

9. Rotary Foundation District GrantsFor District 6380

10. Rotary Foundation District Grants • Rules on the District 6380 website under Foundation Committee, Grants • Read terms and conditions on District Website • Application on the District 6380 Website • Follow District rules consistent with TRF guidelines (similar to our rules for last year) • Must Relate to TRF mission

11. 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

12. Applying for Rotary FoundationDistrict Grants Apply on or after July 1, 2012 and no later than September 15, 2012. Application can be downloaded from the District 6380 website Submit application to District Grants Chair PDG Terry Youlton

13. Rotary Foundation District Grants Are for smaller activities and projects than those funded by a Global Grant $0.50 for $1.00 match up to $2,500, which may vary with supply and demand. May be for local or international projects and activities Do not need an international Club as a partner, but must have Rotarians actively involved at both ends.

14. Rotary Foundation District Grants • Rotary Foundation District Grant funds do not need to be kept separate bank account • Rotary Foundation District Grant funds may not be kept in an interest bearing or investment account • Must disclose any potential conflicts of interest • The Club Memorandum of Understanding must be signed by the Club President and President Elect and returned to DRFC Don Chisholm prior to submission of the application for either a Rotary Foundation District Grant or a Rotary Foundation Global Grant.

15. Rotary Foundation District Grants • A member of your club must attend a District 6380 Grants Training session (This counts) • A member who attended the training, appointed by the Club President must oversee the use of grant funds, reporting and see that the Club Memorandum of understanding is complied with • The project budget as approved must be adhered to unless the District Grants Committee approves changes in advance • The Rotary Foundation considers its funds to be the last funds spent • Club must return any unspent Rotary Foundation District Grant Funds

16. Rotary Foundation District Grants All expenses must be documented with receipts Reports must include copies of canceled checks and documentation of each expenditure Clubs must preserve records for seven (7) years or as otherwise informed by District and the Rotary Foundation Club must cooperate with any District or Rotary Foundation Audit

17. Creating a Project

18. Successful Grant Projects Meet real community needs Large grants require formal needs assessments Have frequent partner communication Have implementation plan with measurable goals and outcomes Are sustainable projects that continue after grant funds have been expended Practice proper stewardship of grant funds

19. Project Planning Form a three-person grant committee Assign roles Set measurable and sustainable goals Create a budget Create an implementation plan Have a contingency plan

20. Creating a Budget Realistic Competitive bidding Reasonable prices Disclose potential or real conflicts of interest

21. Applying for a Grant

22. 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

23. 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

24. Financing Guidelines Cash contributions must come from orbe raised by Rotarians Funds cannot be raised from beneficiaries in exchange for receiving the grant Funds cannot come from other grants Contributions should be credited to donor

25. Project Implementation

26. Evaluation Ongoing during project implementation and after completion Based on goals set for the project Assists with reporting requirements Use findings to improve future projects and identify successes you can promote

27. Rotary Foundation Global Grant Reports: Frequency 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

28. Rotary Foundation 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

29. Qualification

30. Stewardship Stewardship is the responsible management and oversight of grant funds, including: Rotarian supervision of project Following standard business practices Reporting of irregularities to TRF Implementing projects as approved Financial records review Timely submission of reports

31. Qualification Requirements Attendance at a district Rotary Foundation Grant Management Seminar (this counts) Must implement Club MOU requirements Submission of signed club MOU Must be current on filing of all Grant reports to be eligible to apply for any Foundation Grant

32. Terms of Qualification Qualification is valid for one Rotary year The club as an entity is responsible for the use of funds Disclose potential conflicts of interest Cooperate with all audits Proper use of grant funds

33. Maintaining Qualification Follow the terms of the club MOU Fully implement stewardship and grant management practices to prevent misuse of funds Appoint a club member or committee to manage club qualification and oversee stewardship

34. The Club Memorandum Of Understanding (“MOU”) • Let’s look at the Club MOU!

35. Specific District Requirements • Receipts required for all Grant expenditures • Do not need separate Bank account or Club financial management plan for Rotary Foundation District Grants • Must submit copies of cancelled checks and expenditure documentation for Rotary Foundation District Grants as part of your report to District and the Rotary Foundation • Must establish Document Retention plan for all Foundation Grants of no less than seven (7) years.

36. Thank you