Humanitarian Grants Program. Humanitarian Grant Standards Rotarian participation Rotary networks Humanitarian needs Stewardship.

Humanitarian Grants Humanitarian Grants ProgramProgram

Humanitarian Grant Humanitarian Grant StandardsStandards

• Rotarian participation

• Rotary networks

• Humanitarian needs

• Stewardship

Rotarian ParticipationRotarian Participation

• Active participation

• Participation from both countries

• Club and district commitment and responsibility

Rotary NetworksRotary Networks

• Develop stronger Rotary networks

• Cultivate Rotarian, club, and district partnerships

• Cultivate relationships with other organizations

Humanitarian NeedsHumanitarian Needs

• Host Rotarians and community identification of needs and project initiation

• Sustainable development

• Involvement of local community and beneficiaries

StewardshipStewardship

• Treating TRF funds as a sacred trust

• Competent and thorough supervision of the project

• Standard business practice

• Reporting irregularity to TRF

StewardshipStewardship

• Implementing projects as approved

• Financial review of projects

• Timely and complete reporting

• 4-Way Test

• Declaration of Rotarians in Businesses and Professions

Humanitarian Grants Humanitarian Grants ProgramProgramUpdatesUpdates

Recent Changes - Recent Changes - RationaleRationale

• Ensure available resources

• Increase transparency

• Improve quality of reports

Minimum Grant AwardMinimum Grant Award

Effective 1 July 2005

• Minimum US$5,000 award from TRF– Sustainable projects– Increased community impact

Individual GrantsIndividual Grants

Effective 1 July 2005

• Moratorium on new applications for 2005-06

Effective 1 July 2006

• Moratorium lifted for travel after 1 October 2006

Reporting Reporting RequirementsRequirements

Effective 1 July 2005

• Progress reports required at least every twelve months

• Final report due within two months of projects completion

Report ContentReport Content

• Project accomplishments

• Rotarian participation

• Statement of income and expense

• Bank statement

• Impact on beneficiary

Host Partner Host Partner ContributionContribution

Effective 1 July 2006

• US$100 minimum contribution– Greater investment of host partner– Increased local oversight

Project CommitteeProject Committee

Effective 1 July 2006

• Project committee of at least three Rotarians– Host and international– Lends itself to increased transparency– Corporate responsibility

DGSC CertificationDGSC Certification

Effective 1 July 2006

• Host or international partner DGSC– Required to review applications before

submission to TRF– Certify accuracy and completeness

TimelinesTimelines

Effective 1 July 2006

• Applications must meet conditions for approval within six months of receipt at TRF

• Approved applications must meet conditions for payment within six months after approval

Blane Immunization Blane Immunization GrantsGrants

• Program ending by 31 December 2007

• Deadline for submitting new applications is 31 December 2006

• All final reports must be submitted by 31 December 2007

How to Create a Viable How to Create a Viable Humanitarian ProjectHumanitarian Project

Keys to SuccessKeys to Success

• Project meets real needs of receiving community

• Rotarian, club, district, and community support (host and international)

• Proper fiscal oversight • Effective partnerships and communication• Project plan with goals and anticipated

outcomes

Steps to SuccessSteps to Success

• Step One: Needs assessment

Needs AssessmentNeeds Assessment

• Gather information about a community problem

• Evaluate the club’s and community’s:– Strengths and assets– Challenges and needs– Opportunities for projects– Hindrances to projects

Steps to SuccessSteps to Success

• Step One: Needs assessment

• Step Two: Develop a partnership and build needed networks

Steps to SuccessSteps to Success

• Step One: Conduct a needs assessment

• Step Two: Develop a partnership and build needed networks

• Step Three: Match community needs with the interest and strengths of the partners

Steps to SuccessSteps to Success

• Step One: Conduct a needs assessment

• Step Two: Develop a partnership and build needed networks

• Step Three: Match community needs with the interest and strengths of the sponsors

• Step Four: Create a project plan and budget

Creating a Project PlanCreating a Project Plan

• Cooperative effort of all sponsors

• Purpose of project – who, what, where, when and how

• Community involvement

• Rotarian participation

Creating a BudgetCreating a Budget

• Based on the agreed upon project plan

• Within the means of the sponsors

• Reasonable

• Reflect an appropriate use of funds

• Adhere to TRF eligibility guidelines

BudgetBudget

A good budget contains:

• Items to be purchased

• A description of the purpose, if unclear

• Price of the items

• Corresponding supporting documentation (price quote)

• Exchange rate used to determine US$ value

Steps to SuccessSteps to Success

• Step One: Conduct a needs assessment

• Step Two: Develop a partnership and build needed networks

• Step Three: Match community needs with the interest and strengths of the sponsors

• Step Four: Create a project plan and budget

• Step Five: Obtain funding

FundingFunding

BudgetSupporting documentation (price quotes)

Contributions plus the Foundation match

= =

Cultivating and Sustaining Cultivating and Sustaining Partnerships and Partnerships and CommunicationCommunication

Purpose of PartnershipPurpose of Partnership

• Meets Trustee standard of developing Rotary networks

• Builds international understanding, goodwill, and peace

• Allows Rotarians to learn and share from each other

• Strengthens Humanitarian Projects

Effective PartnershipEffective Partnership

• Clearly defined responsibilities

• Detailed plan of action

• Clear and open lines of communication

• Knowledgeable and motivated partners

• Mutual respect

Equitable PartnershipsEquitable Partnerships

• International partner does not impose project on host partner

• Host partner expects active involvement of international partner

• International partner participates in addition to providing funds

How to Find a Partner How to Find a Partner

• WCS Projects Exchange

• Group Study Exchange

• International meetings

• District conferences

• International travel

• Volunteers

Effective Effective CommunicationCommunication

• Know project partners

• Anticipate cultural misunderstandings

• Discuss problems openly and freely

• Communicate in a timely manner

• Practice patience and good humor

Project CommitteeProject Committee

• Oversees and implements project

• Reports to board of sponsoring clubs • Comprised of at least three members

(effective 1 July 2006)

Committee MembersCommittee Members

• Committed• Experts• Accessible• Respected• Responsive• Multi-lingual• Without conflicts of interest

Primary ContactsPrimary Contacts

• Must be member of the:– club if club- sponsored – district if district-sponsored

• Represents the committee

• Should have access to email and fax

Project PromotionProject Promotion

• Project partners

• Local press

• Presentations to other Rotarians

• Conferences

• Internet

District Simplified GrantsDistrict Simplified Grants

District Simplified District Simplified GrantsGrants

• Utilize a portion of the district’s DDF– 20% of DDF– 1 grant per district per Rotary year

• Humanitarian Endeavors– Local community– International service

• Direct Rotarian involvement

Policies and Guidelines Policies and Guidelines

• Adherence to standard grant policies

• Respect wishes of receiving community

Rotarian Involvement Rotarian Involvement

• Community needs assessment

• Project committee

• Project implementation

• Liaison with community leaders and beneficiaries

• Project promotion

Request ProcedureRequest Procedure

• Districts are strongly encouraged to submit requests in year prior to funds being spent

• Requests accepted: 1 July – 31 March

• Requests approved: 1 August – 15 May

Request FormRequest Form

• Amount requested

• DRFC chair and DGE authorization

• Payee Information (bank account)

Payment ProcedurePayment Procedure

• Payment released at start of Rotary year

• Payment of second DSG depends on submission of progress reports showing expenditure of at least 50% of prior grant

• Maximum of two paid open grants

Grants Over Grants Over US$25,000US$25,000

• Payment made in installments based upon a spending plan

• Subsequent payments released after progress reports are received

• Publicity plan required prior to payment

• Annual independent financial review

Report ContentReport Content

• Cumulative, District-level information

• Statement of income and expense

• Bank statement

• Individual project reports

Individual Project Individual Project ReportReport

• Narrative statement about beneficiaries

• Itemized list of expenditures

• Detailed description of project

• Description of Rotarian involvement

Matching GrantsMatching Grants

Matching GrantsMatching Grants

• Address humanitarian conditions that benefit a community in need

• Direct Rotarian involvement

• Match at least two countries (host and international)

• 1:1 match for DDF and 0.5:1 match for cash contributions

Matching Grant TypesMatching Grant Types

• Matching Grants– Award US$ 5,000 - $25,000

• Competitive Matching Grants– Award US$ 25,001 - $150,000– Microcredit / Revolving Loan Fund

Competitive GrantsCompetitive Grants

• Community needs assessment

• Publicity and spending plan

• Revolving loan fund supplement

• Annual independent financial review

Policies and Guidelines Policies and Guidelines

• Adherence to Terms and Conditions of Matching Grant Award

• Must be humanitarian project

• Project must benefit a community in need

• Communicate with partners for life of project

• Establish committees to oversee project

• Plan and implement project jointly

• Visit project site

• Submit reports to TRF

• Ensure proper stewardship of grant funds

Rotarian InvolvementRotarian Involvement

Application ProcedureApplication Procedure

1 July – 31 March Matching Grant applications accepted

1 August – 15 May Matching Grant applications approved

1 January & 1 August Competitive Matching Grant application deadline

Report ContentReport Content

• Project accomplishments

• Rotarian involvement

• Information on the beneficiary

• Statement of income and expense

• Bank statement

Health, Hunger and Health, Hunger and HumanityHumanity

(3-H) Grants(3-H) Grants

Philosophy of 3-HPhilosophy of 3-H

• Give them a fish and they eat for a day.

• Teach them to fish and they eat for a lifetime.

Program RequirementsProgram Requirements

• Improve health

• Alleviate hunger

• Enhance human and social development

• Advance international understanding, goodwill and peace

Program RequirementsProgram Requirements

• Long-term, self-help benefits

• 2-4 years

• Previous Matching Grant partnership

• US$100,000 - $300,000 award

• 10% minimum contribution

Program RequirementsProgram Requirements

• Community needs assessment

• Rotarian support and participation

• Beneficiary participation

• Integrative approach

Integrative ApproachIntegrative Approach

• Components of integrative approach– Training– Community participation– Capacity building– Technical expertise– Equipment and materials

Rotarian InvolvementRotarian Involvement

• Work with community to design and implement project

• Participate in project activities

• Liaise with government officials

• Visit project site

• Control project funds

• Publicize project

Beneficiary Beneficiary ParticipationParticipation

• Assist with project design

• Attend training sessions

• Develop Rotary Community Corps

• Provide manual labor

• Develop local resources

• Organize to address new needs

Application ProcedureApplication Procedure

1 July – 31 March Proposals accepted

Eligible proposals receive application.

1 August Application deadline

1 November Final deadline for application completion

December Trustees select applications to receive advance site visit.

December – February

Advance site visitors visit projects and report to Trustees.

April Funding decision

• Partner information

• Matching Grant number (previous partnership)

• Project description

• Rotarian, community and cooperating organization participation

• Sustainability

• Budget

Proposal FormProposal Form

StewardshipStewardship

StewardshipStewardship

• Treating TRF funds as a sacred trust

• Competent and thorough supervision of the project

• Standard business practice

• Reporting irregularity to TRF

• Implementing projects as approved

StewardshipStewardship

• Financial review of projects

• Timely and complete reporting

• 4-Way Test

• Fiduciary responsibility

• Declaration of Rotarians in Businesses and Professions.

StewardshipStewardship

The trustees rely on the integrity of the clubs and Rotarians engaged in project implementation to ensure that funds are used effectively for the purpose for which they were given.

Appropriate Appropriate FundraisingFundraising

Expectations:• Service Above Self• Beneficiaries should not contribute funds to

receive assistance.• Club must keep accurate, detailed records

of donations.• Reciprocal relationships should not be

formed.

Appropriate Appropriate FundraisingFundraising

Expectations (continued):

• Funds should be used for intended purpose.

• Paul Harris Fellow recognition should be obtained only by:– contributing US$1,000 to TRF– receiving the voluntary recognition of another

entity’s US$1,000 contribution

Appropriate Use of TRF Appropriate Use of TRF FundsFunds

• Humanitarian projects

• Rotarian participation in projects

• Development of Rotary networks

• Spend consistently with TRF guidelines and approved application

• Vigilant oversight

Eligibility GuidelinesEligibility Guidelines

Grant funds must not be used for:

• Construction/renovation

• Purchase of land or buildings

• Salaries

• Cooperating organization expenses

• Post-secondary education

• International travel (except Individual Grants)

Eligibility GuidelinesEligibility Guidelines

Grant funds must not be used for:• Establishment of foundation or trust• Personal benefit• Duplication of TRF or Rotary program• Reimbursement of existing project• Excessive support of beneficiary• Inauguration parties or meetings

AccountingAccounting

• Separate accounts should be established for each grant

• Project account name should be such that it is easily identifiable with the club and project

• All grant payments should be made by check to facilitate record-keeping

StewardshipStewardship

As stewards of The Rotary Foundation, the trustees are responsible to the donors to demonstrate that donations were used appropriately.

StewardshipStewardship

A donor who understands that funds were used in an appropriate and responsible manner is more likely to give to the Foundation again to support projects.

District LeadershipDistrict LeadershipRoles and ResponsibilitiesRoles and Responsibilities

Grants PolioPlus GSE Alumni

Annual Giving

Scholarships Permanent Fund

District Subcommittee

Chairs

The Rotary Foundation

RRFCs

District Governor

Immediate PDG DGE

District Rotary Foundation Committee Chair

District Rotary Foundation District Rotary Foundation CommitteeCommittee

DRFC Chair DRFC Chair QualificationsQualifications

• Should be a PDG

• Respected throughout the district

• Current DG cannot serve as DRFC Chair

• Appointed for three-year term

DRFC ResponsibilitiesDRFC Responsibilities

• Allocate and distribute SHARE DDF• Establish and maintain strict adherence to

stewardship guidelines• Work with:

– DG to plan, coordinate and evaluate TRF activities

– DGE to establish goals– District Trainer on TRF programs

DRFC ResponsibilitiesDRFC Responsibilities

• Serve as primary contact person for District Simplified Grants

• Serve on 3-H Grant project committee

DGSC Chair DGSC Chair QualificationsQualifications

• Successful participation in Humanitarian Grant project

• Familiarity with Humanitarian Grant program

• Multi-lingual

• Professional expertise in public health, international development or grant-making

DGSC ResponsibilitiesDGSC Responsibilities

• Certify grant applications as accurate and complete prior to submission

• Assist clubs to develop viable projects

• Serve as district experts on humanitarian grants

• Work with DRFC to distribute DDF

• Authorize district sponsored grants

Role of Chair vs. Role of Chair vs. CommitteeCommittee

• Chairs represent committees

• Decisions should be made by full committees

• Chair decisions should represent wishes of committee

District LeadershipDistrict Leadership

• Ease administrative burden of DG

• Streamline administrative procedures

• Local expertise

• Build district team

• Continuity of leadership

Questions?Questions?