District Grants Management Seminar

District Grants Management Seminar Page 1

District Grants Management Seminar

Vision for the Future Transform Lives


Agenda• Overview of Future Vision Plan• Management of a Foundation Grant• Stewardship & sustainability requirements• Club Qualification• Signing the club MOU• Grant Projects• Getting Started


Dreaming Big

We can’t accomplish everything that we dream,

but we only can accomplish things that we dare to dream.


Secret of Our Success is:

We Are Changing Lives

Old Way of Doing Matching Grants

is Done


Five Concepts of Rotary Grants

• Compassion• Passion• Story• Friendships• Team


Encourage & Lift Up Our Clubs

• Strengthen, encourage, and lift up• Don’t keep our success a secret• Paperwork has changed• Grants team will Help you achieve goal• Grants applications are online• Still keep copy in Word and Excel, too.


First Steps Are Easy• Write one-paragraph summary• Write one-page summary• Find a picture that “tells the story”• Send email to district grants team• Ask for help and advice at idea stage• Talk to us on district grants team about

your ideas and dreams


Introductions and Dreams• Why are you here?• What do you want to learn?• What are your dreams?• Is the project at home or overseas?• Stop me and ask a lot of questions…• Want our time to be interactive…


Time to Lead is Now• You can lead• Inspire people• Give to the Annual Fund• Partner with other districts and clubs• Mentor and encourage• Other districts are looking for us for

leadership


D7570 Leading the World• One of Best in the entire World of Rotary• We Can Get it Done!• Recognized for Leadership• You are Leading Best Clubs• We are Trusted, Respected and Known• We Have Best Talent and Results• Right Here, Right Now in VA & TN


Six Grant Areas of Focus

Water Disease and Maternal & Prevention Sanitation Child Health & Treatment


Goodwill Basic Educationand Peace and Literacy

Economic & Community

Development

Six Grant Areas of Focus

http://images.rotary.org/netpub/server.np?original=21362&site=Rotary&catalog=catalog&download


Key Partners on a Global Grant Host Club – In Country Club International Lead Club – Our Club Funding Clubs in our area or district Rotary Foundation Country Coordinator Partnering Rotarians around US or world Governmental Organizations Charitable Organizations Churches and other Faith Based Groups


Why Bother With a Host Club? 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 Takes time to build friendships and

goodwill with host Rotarians Be willing to find win-win project.


We Know Story…Ensuring Achievable,Sustainable, andMeasurable ResultsBe Good Stewards


Key Jobs on Global Grant Team Project Lead Grant Writer Guru Champion Liaison(s) to Host Club & Foundation Reporter It is possible to do it all, but easier to

share work.


Rotary Foundation is Growing• $813.7 Million in Total Assets• $110.1 Million Given to Annual Fund• $77.9 Million for all Grants• $102.8 Million for End Polio Program• $185.7 Million in Program Awards


D7570 Annual Fund GivingGiving Six-Year Average $433,508 to Annual Fund

$113.18 per capita in giving versus $111 for US

'06-'07 '07-'08 '08-'09 '09-'10 '10-'11 '11-'12$380,000

$390,000

$400,000

$410,000

$420,000

$430,000

$440,000

$450,000

$460,000


FundingThe Rotary Foundation invests our Annual Fund Contributions for three years before the funds are used for grants.

2010-2011 Annual Fund Gifts are returned in 2013-2014 for our District Designated Funds.

$446,480 50% SHARE 50%

District Designated Funds TRF World Fund $223,240 $223,240

D7570 2013-14 DDF FundsAnnual Fund Gifts in 2010-2011

$446,480 50% SHARE 50%

District Designated Funds TRF World Fund $223,240 $223,240

34% 19% 5% 42% (min.)$80,142 $44,648 $13,000 $100,000District Polio GSE Global Match from TRF Grants Plus Team Grants

Matches 100% of District $ 50% of Club $

D7570 2013-14 DDF FundsAnnual Fund Gifts in 2010-2011


1. End Polio Now2. Humanitarian

District Grants Global Grants Packaged Grants

3. Educational Scholarships Peace Fellowships Vocational Training Teams

Three Types of Grants


Global Grant Funding1. Contributions from Various Clubs

$10,0002. District Match ($1:$1) max. $20,000

$10,0003. Rotary Foundation Match

Match of Club Funds ($.50:$1) $ 5,000

Match of District Funds ($1:$1)$10,000

US $

Total Funding $ 35,000


• Bigger Budgets Minimum match by foundation $15,000 Minimum project budget is $30,000

• Align with one of the six areas of focus• Longer-term Impact of grant• Grant managed by Rotary Foundation

Global Grants are New!


Global Grants are BIG!• Fund Large-scale International Projects• Respond to need identified locally • Designed so the community can help itself

after the Rotary work is done• Apply online at Rotary website• Active Rotary Involvement• Support Graduate-Level International

Study


Global Grants at Member Access at www.rotary.org


Global Grants at Member Access at www.rotary.org


District Grants will fund: Local or International Projects Humanitarian, Educational & Travel Disaster Recovery & Other

• Grant Match may average $3,000• Grants Managed by Our District• Maximum District match is $7,500

District Grants are Changed!


District Grants are Flexible!• Simple, flexible, innovative• Educational & humanitarian projects• Align with Rotary Foundation mission• Smaller budgets & local decisions• Local decision making, less red tape• No Match from Rotary Foundation


Area Clubs Team on Grants

• We Had Three Area Global Grants for South Africa, Bangladesh & South Sudan

• Adding an area “Collaborative Grant” for District Grants in 2013-2014– Team of Four (4) Clubs– Award of $7,500 for “Area” Project– Local Project Preferred


District Grants Next Year• Application is Online at rotary7570.org• Rough Draft by President Elect Training• Deadline is April 15th

• Want Every Area Represented with Grants this Year

• Short and Easy Application Form


Online District Grants www.rotary7570.org/district/grants


Examples of Grant ActivityDistrict Grants Global Grants

International travel for local doctor to volunteer.

Scholarship for student to attend local university.

Donation of art supplies to assist local youth.

Mixed profession vocational training teams

Dictionary project in Jamaica and Virginia

Other Examples ?

International safe drinking water, sanitation, and hygiene education

Sponsorship of student to Study Abroad.

International malaria projectSingle vocation Rotary

Vocational Training Team sent abroad

Other Examples ?


Does it have a sign?


What Can We do with Rotarians?


Do You See a District Grant?


• Predesigned Large Projects• Educational & Humanitarian Projects• Comprehensive in Scope• Sustainable Programs• Funded by Strategic Partner & Rotary• Implemented by Rotarians• Initial Partners include Mercy Ships,

Oikocredit, UNESCO – Institute for Water Education and Aga Khan University

Packaged Grants are New!


Great Add-on for Global Grant• Packaged Grants ideal for small clubs who

want to contribute their time and some money

• Good way to expand a global grant with economic stimulation with micro-credit loans by experienced partner

• We’ll need to study potential uses over next year.


New!Club Qualification

• Attend grant training• Sign MOU• Be good steward• Show results• Be current on all reports• Only needed on Global Grants


Terms of Qualification• Club Must Qualify Annually • Entire club is responsible• Disclose potential conflicts of interest• Follow Foundation Terms and Conditions• Cooperate with all audits• Grant Reporting• Attend this training annually


Rules are Changing• Grant game has changed • Check out new terms

guiding Global Grants• More flexible on projects• Key factor: areas of focus• A “reasonable test” is

applied to many ideas


Creating a Project

Requires compassion, passion, telling a story, friendships and a team


Needs AssessmentTalk to Everyone. Get ideas and buy-in

across community leadersTrust local knowledge & ways of workingChoose a project that is based on the

community’s need over the long-termAssess your club’s resources and

availability and its potential partners to meet the need


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


Setting Specific Goals• Measurable• Sustainable• Qualitative (descriptive)• Quantitative (numeric)• Gather baseline data• Decide how to measure


Successful Grant ProjectsUse implementation planLasts long after money is goneEvaluate results of grants Tell story of good and badTalk all the time to Rotary

partners via cell phone, email, texting, calling cards, & Skype


Principles of SustainabilityProject 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


Plans Needed for GrantTopic• Communications plan• Financial

management plan• Record keeping plan• Needs Assessment

Plan• Measurable Results

Questions• What are the benefits of

creating these plans?• What are the

implementation steps?• Who will be responsible? • What will you do if

something goes wrong?


Food for your

thoughts

Questions?


Creating a Budget

• Realistic & Usable• Competitive bidding• Reasonable prices• Disclose conflicts of interest• Need More Clubs to Fund Project Now


PartnersSupported by strong partnershipsSearch for Rotarians who have identified a

need in their local communitiesTeam of Host & International Rotarians

Host Rotarians should be invested

Good communication between the host and international partners is key


StewardshipStewardship is the responsible management and oversight of grant funds, including: Rotarian supervision of projectFollowing standard business practicesReporting of irregularities to TRFImplementing projects as approvedFinancial records reviewTimely submission of reports


Grant Management• Ensures that projects has proper financial

control• Adhere to superior technical standards• Meet the needs of the

beneficiaries• Fulfill their objectives • Safeguard funds


Financing GuidelinesClub generated contributions must come

from or be raised by RotariansFunds cannot be raised from beneficiaries

in exchange for receiving the grantFunds cannot come from other grantsContributions should be credited to donor


Applying for a Global Grant

Bring patience, understanding, and

cup of coffee


Global Grant First Steps

Create Account at www.rotary.org


Applying for Global Grants• First Step is to submit grant proposal

through Rotary member access• Next step is to submit grant application

through Rotary member access• Must meet goals of area(s) of focus • Must be sustainable• Must involve two or more Rotary Clubs • District must confirm club is qualified


Project Implementation

“You can do it, now!”


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


Financial Management Plan• Dedicated Bank account for funds• Distribute funds Carefully• Use checks/bank cards to track funds• Detailed ledger• Follow local laws


Grant Reports !?!

• Grant is not done until reports are accepted by the Foundation.

• Reports are due 12 months after payment

• Final report due within 2 months of end of project


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


Resources• District Foundation Committee• District Grants Team• www.rotary.org - Future Vision Pages• Future Vision Plan Newsletter• District Governor• Rotary Foundation Staff• Regional Rotary Foundation Coordinator• Ask a Neighboring Club or District


HandoutsLook on our district web site for links to handouts.1. Club Memorandum of Understanding2. Global Grants Guidelines3. District Grants Guidelines4. District Foundation Committee5. Future Vision Grants Terms & Conditions6. Application for District Grant7. Future Vision Grant Management Manual8. Today’s PowerPoint on district web site.Thank You for All You do for Rotary and the World!

District Grants Management Seminar

Documents

rotary district

district grants teamask

matching grants

grant management training

local district grant

page summaryfind

new rotary foundation

new dream