District Grants Management Seminar Page 1 District Grants Management Seminar Innovative Ways to Transform Lives
May 24, 2015
District Grants Management Seminar Page 1
District Grants Management Seminar
Innovative Ways to Transform Lives
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Five Concepts of Rotary Grants to Change Lives
• Compassion• Passion• Story• Friendships• Team
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First Steps Are Easy
• Write one-paragraph summary• Write one-page summary• Find a picture that “tells the story”• Ask for help and advice at idea stage• Talk to us on district grants team about
your ideas and dreams• Find Rotarian who has done similar work
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Grants Team Here to Help• Grants team will help you achieve goal• Assign a mentor to help your project• We want your club to succeed• We’ll celebrate success with you and
survive challenges together• We’ll give you tools such as Word template
for writing first draft of grant• You still have to do the work
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• In 2013-2014 District Grants will fund: 96% Local projects 4% International projects
• Budget is $80,142 up from $39,613• Managed by our district• Average grant award was $2,500• Group Study Exchange was $13,000
District Grants up to $3,000
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Easy to Use District Grants • Rotary Club Applies annually• Less red tape• Should be innovative & creative• Local decisions• Club matched by district funds• Combine with major club project and
other civic groups to increase scope
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Make Major Impact Quickly• Fastest way to complete a small local
or international project• Find real need in community & fill it
– Ask community leaders what is needed– Can we help children and families?– Can we impact economy/jobs in positive way?
• Project should be original and creative
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District Projects This Year• Economic development – jobs, mentoring,
help from domestic violence & homelessness• Education & Literacy – reading programs,
desks for Costa Rica School, adult education• Hunger –food pantries, meals, gardens and
composting and school “back pack” programs• Community development – playgrounds,
walking trails, town revitalization, sewers, and landscaping projects
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District Grants Next Year
• Application is online at rotary7570.org• Rough draft by Presidents Elect Training• Deadline is April 15th
• Want clubs in all areas to apply• Two-page easy application form• Goal to receive funds by August 2014
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Can you see a District Grant?
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• City and County government
• Parks & Recreation department• Civic organizations• Churches & other faith based groups• Rotary Clubs that are close to home• Interest groups such as friends of rivers• Activists in 20’s & 30’s who want hands-on
projects
Key Partners on a District Grant
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Does it have a sign?
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Design District Grant• Develop project name, start & end dates• Create budget• Describe project (300 words or less)• Describe benefit to the community• Describe the publicity plan• Who are partners/cooperating
organizations?
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Another Playground is $6,998
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Potential PlaygroundSale Price $ 9,488 Regular PriceReg Price $15,938 $16,700
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Research District Project Idea
• Ask District Grants team for feedback• Find subject matter expert on playgrounds• Contact several playground salespeople• Visit playgrounds and learn what kids like• What are the unknown costs?• Does our club like this kind of project?• Does it have a hands on component?
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Develop Grant Budget
$3,000 – District Match
$3,000 – Club match
$7,000 – Discount buying on sale
$5,000 – Lions Club matching grant
$1,000 – Parks & Recreation Department
$2,000 – Church & private contributions
$21,000 – Potential List Price for Playground
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Start Early & Take Photos• Start project with club match as soon as
grant is approved• Take photos of project and post them on:
– Club website, Email, Facebook & Twitter– District and club newsletters– Local newspaper and TV– Don’t forget to include them on final report!
• Get the final report done quickly
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Get District Project Done!• Can’t get next grant without closing grant
from two years ago (2012-2013 projects)• 50% of Project Reports are due May 2014• 100% of Project Reports due May 2015• Scan or photograph and keep receipts• Final report due two months after completion• Need your help to close your project to be
able to apply for next year’s grant
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• Minimum project budget is $30,000.
• Minimum match by foundation is $15,000
• Align with one of the six areas of focus
• Sustainable or longer-term Impact of grant
• Grant managed by Rotary Foundation
• International in scope
Global Grants are BIGGER!
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International Partner Club – our club Host Partner Club – foreign Rotary Club Funding Clubs in our area or district Rotary Foundation country coordinator Partner with US and international
Rotarians Governmental organizations Charitable organizations Churches and other faith based groups
Key Groups in Global Grant
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Grants Designed Jointly to Fund Win-Win Projects
• Needs to be win-win project designed jointly with the host club
• Respond to real needs identified locally • Designed so the community can help itself• Active Rotary Involvement & Partnerships• Good communication is key
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It is their hometown and home country Know the needs of their community like we
do in America It is a requirement of Rotary Foundation It makes sense Americans don’t have all of the answers Takes time to build friendships and
goodwill with host Rotarians
Host Partner Rotary Club Has Good Ideas!
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Global Grant Funding
1. Contributions from Various Clubs $ 8,600
2. District Match ($1:$1) $ 8,600
3. Rotary Foundation Match Match of Club Funds ($.50:$1) $
4,300 Match of District Funds ($1:$1) $
8,600
Total Funding $ 30,100
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A lot of money available …
• Few global grants submitted this year• Other districts will want to join our
projects with lot of funding• You can lead and inspire Rotarians• Mentor and encourage new projects• Be willing to ask for the money
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Grant Management• Ensure proper financial controls• Adhere to superior technical standards• Meet the needs of the beneficiaries• Fulfill “our” objectives • Safeguard Rotary funds• Do good in world• Build friendships
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New!Club Qualification
• Attend Grant Management Seminar Training
• Sign Memo of Understanding• Be good steward• Show results• Be current on all reports• Only needed on Global Grants
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Needs Assessment
• Talk to Everyone. Get ideas and buy-in across community leaders
• Trust local knowledge & ways of working• Choose a project that is based on the
community’s need over the long-term• Assess your club’s resources and
availability and its potential partners to meet the need
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Project PlanningForm a six-person grant teamAssign roles Determine primary contactsSet measurable and sustainable goalsCreate a budgetCreate an implementation planHave a contingency plan Identify cooperating organization to help
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Successful Grant Projects• Use implementation plan• Lasts long after money is gone• Evaluate results of grants• Tell story of good and bad• Talk all the time to Rotary
partners via cell phone, email, texting, calling cards, & Skype
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Principles of Sustainability
Project 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
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Creating a Budget
• Realistic & Usable• Competitive bidding• Reasonable prices• Disclose conflicts of interest• Need More Clubs to Fund Project Now
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StewardshipStewardship is the responsible management and oversight of grant funds, including: Rotarian supervision of projectFollowing standard business practicesReport financial problems to Rotary FoundationImplementing projects as approvedFinancial records reviewTimely submission of reports
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Applying for Global Grants• First Step is to use Word & Excel
Templates• Get feedback from Grants Team• Next step is to submit grant application
through Rotary member access• Must involve two or more Rotary Clubs • District must confirm club is qualified
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Global Grant Website
• Hard to find online• Use www.grants.rotary.org or
https://grants.rotary.org/s_main.jsp?lang=1• Use the online training to get familiar with
global grants• Let’s take a look at www.rotary.org• Use Firefox only as your browser
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Project Implementation
“You can do it, now!”
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Do Good Job & Evaluate It
• Talk with partners• Manage finances• Follow the plan• Achieve “our” goals• Ask for receipts and keep record• Evaluate during project and improve• Celebrate and promote successes
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Global Grant Reports Content• How both Rotary Clubs 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
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HandoutsLook on our district web site for links to handouts.1. Club Memorandum of Understanding2. Today’s PowerPoint on district web site.3. Application for District Grant (being revised)4. Grant Management ManualThank You for All You do for Rotary and the World!