Making Matching Grants Work June 11, 2011 1 Nick Frankle International Services Chair District 5240 - Rotary Year 2011-12 Email: [email protected].

Making Matching Grants Work

June 11, 2011

1

Nick FrankleInternational Services Chair

District 5240 - Rotary Year 2011-12Email: [email protected]

Heather FrankleGrants Committee Co-Chair

District 5240 - Rotary Year 2011-12Email: [email protected]

The Year In Review

• The Rotary Foundation– 1600 Matching Grants Approved– Total budget of $21.5M has been committed

• District 5240– 27 MGs approved– $134,012.00 in D5240 DDF– $851, 437.00 total value

– 38 DSG submitted– 37 approved– $60K of DSG DDF exhausted in early March

D 5240 Grants Seminar 061111 Final 2

TRF Budget Expected To Be $21.5M For RY 2011-12

3

Understanding Matching Grants

Simply PutA Matching Grant Funds

A Community Service ProjectIn Someone Else’s Community

&Sometimes In Our Own Community

In RY 2010-11, there were 2 MGs (sometimes called ‘reverse’ grants) in USA/D5240

D 5240 Grants Seminar 061111 Final

4

What Is a Matching Grant?


• Addresses humanitarian conditions that benefit a community in need

• Involves at least two countries (host and international)

• Requires direct Rotarian involvement• Provides World Fund matching funds

• Basic Education and Literacy• Disease Prevention and Treatment• Economic and Community Development• Maternal and Child Health• Peace and Conflict Prevention/Resolution• Water and Sanitation

Areas of Focus


6

Matching Grant Process


Plan the Grant

Write the Grant

Fund the Grant

Close the Grant

Do the Work

Submit the Grant

Prepare the Grant Implement the Grant

APPROVAL

7

The Matching Grant Process


Plan the Grant

Write the Grant

Fund the Grant

Close the Grant

Do the Work

Submit the Grant


APPROVAL

Defining Need?

• In Developed Countries – need is perceived to be a lack of things– Water– Health Care– Education

• In Developing Countries – need is perceived to be a lack of opportunity– Hope– Voice– Dignity– Visibility


A Successful Matching Grant Solves a Need and Provides Hope, Voice, and Control of the Future

9

Defining A Need


Your Club

Beneficiaries

Host Club

Government LocalInstitutions

Other NGOsCommunityInfluencers

Project FairsExisting RelationshipsDistrict Travel Grants

District/RI Events

Matchinggrants.orgProject Link

Personal KnowledgeResearch

Projects Are Not Done “For” BeneficiariesThey Are Done “With” Beneficiaries

Finding a Host Partner

• Clubs that you have relationships with today• Districts doing matching grants with D 5240• People in your club who have knowledge of a host

country• People in your club who have an interests in a host

country• Clubs that are in good standing with The Rotary

Foundation


Successful Projects Are Founded On Relationships

The Story:Famine Strikes Niger

You can start with an idea but –

• You need to be– open and flexible– sensitive to local cultures– ensure that the beneficiaries are invested in the process and

the results– ready to learn that your solution does not fit the need


Your Beneficiaries Know What They NeedAll You Have To Do Is Ask And Listen

The Story:Thank you for your offer of wheelchairs but what we really need is a factory to make artificial limbs

Ask Open Ended Questions

• What is the need?• Who has the need?• How is the need best addressed?• What will Rotarians do as part of the grant?• What other entities need to be involved in the solution?• How will success be measured?• What happens when Rotary leaves?


Don’t Ask Question That Begin “Do You Want?”Be Prepared For Silence

The Story:Can You Help Me?

Requirements of a Matching Grant

• Matching Grants must involve a Rotary club or district in the project country (host) and a Rotary club or district in another country (international) implementing a humanitarian project. Partners are expected to: – Maintain communication for the life of the project – Establish a committee of at least three Rotarians to oversee

the project – Treat grant funds as a sacred trust – Maintain clear and accurate accounting


Requirements of a Matching Grant

• All projects must have active Rotarian participation and oversight. Active participation can include: – Managing project funds – Visiting the project site on an as-needed basis – The international and host partners sharing information via

correspondence – The partners sharing expertise – Purchasing, shipping, or distributing items purchased – Publicizing the project to local media and the district


A Matching Grant Is More Than Just Writing Checks

15

Project Eligibility for a Matching Grant?


ELIGIBLE INELIGIBLERevolving loans/microcredit Establishment of a foundation, permanent trust, or long-term

interest-bearing account Short-term rent or lease of buildings Purchase of land or buildings, rent for housingConstruction of infrastructure such as service roads, wells, reservoirs, dams, bridges, latrines, toilet blocks, water supplies, and other similar structures

Construction or renovation of any structure in which individuals live, work, or engage in any gainful activity. This includes buildings, containers, mobile homes, or structures where individuals carry out any type of activity such as manufacturing, processing, mainte nance, or storage, including provision of new services or upgrade of facilities

Purchase of equipment or appliances Provision of plumbing or electrification inside buildings Short-term and/or contracted labor for project implementation

Salaries for individuals working for another organization

Administrative expenses for project activities Operating or administrative expenses of another organization Primary and secondary education, tuition, transportation

Postsecondary education activities, research, or personal or professional development

Domestic travel for beneficiaries and professional staff needed to implement the project

Domestic travel expenses for opening ceremonies or to report on a project

International travel for qualified Rotarians to implement a project. Eligible costs include airfare, travel insurance, immunizations, visas, lodging, food, and other ancillary expenses.

International travel for non-Rotarians or Rotarians that do not have a professional qualification needed to implement the project. Additionally, grant funds cannot be used for Rotarian travel to initiate, promote, or evaluate projects.

Detailed, itemized expenses Contingencies, miscellaneous expenses Assistance to land mine victims Land mine removalPublicity expenses such as newspaper fees, or printing of posters, brochures, or fliers to inform the community of an available service

Rotary signage

Vaccines and immunizations, if the project is consistent with the criteria, procedures, and policies of the PolioPlus program and World Health Organization

Transportation of vaccines or immunizations by hand over national borders

New Rotary-sponsored projects not already in progress or completed

Projects already undertaken and in progress, existing projects, activities primarily sponsored by a non-Rotary organization, or projects already completed

Maternal and prenatal health and education Purchase and distribution of birth control devices and ultrasound equipment for use in sex determination

Budgeted and itemized humanitarian goods Unspecified or cash donations to beneficiaries or cooperating organizations

Humanitarian or service activities benefiting a community in need

Fundraising activities or expenses related to Rotary events such as district conferences, anniversary celebrations, or entertainment activities that do not include a humanitarian aspect

Secular, nonreligious activities that benefit a community in need

Projects that support purely religious functions at churches and other places of worship

Important: Carefully Read The Information on the First Page of the MG Application

To Make Sure Your Project Is Eligible

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Plan the Grant

Write the Grant

Fund the Grant

Close the Grant

Do the Work

Submit the Grant


APPROVAL

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Project Description


Please provide the name of the project site, the city or village, state or province, and country. List multiple locations, if applicable.

Project site

City/Village

State/Province

Country

Clearly And Accurately Define The Location Or Locations Where The Grant Activities Will Take Place

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Project Description


Describe the project and the problem or need it will address, including the intended beneficiaries and how the project will benefit the community in need. Provide the estimated length of time needed to complete the project.

• Each grant must stand on its own. There is no special credit given for prior work in an area

• This section of the grant application documents the needs assessment and analysis that you did in the planning process

• Your project must have specific, measurable and time limited goals

• If you have difficulty answering these questions, you should revisit your planning efforts

• Make sure that you highlight the participation of the beneficiaries in the needs assessment process

The Story: We Need Water

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Project Description


Describe how the benefiting community will maintain this project after grant funding has been fully expended.

• How are you going to sustain the benefits after Rotary concludes the project?

• Repetitive grants for additional funding do not meet this requirements

The Story:Who Owns the Well?

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Project Description


Describe specific activities of the host and international partners in implementing the project. What will the Rotarians who are members of the partner clubs do during the project?

Financial Support Is NOT Active Involvement.

• The Rotarians in the Host Partner Rotary Club Will …• The Rotarians in the International Partner Rotary Club Will …

Host Partner• The host partner is the club or district in the project country. • A committee of at least three Rotarians must be established to

oversee the project. All three committee members must belong to the primary club identified below for club-sponsored projects or belong to clubs in the district for district-sponsored projects.

• The committee members must be committed for the duration of the grant process.

• The primary contact will receive all official communication from TRF by e-mail and should be prepared to disseminate this information to the other committee members. Ensure that your primary contacts have email addresses and read and respond to email communications

• Establish agreements on language or other means to facilitate effective communication


Work With The TRF Grants Coordinator For The Host Country To Ensure That The Host Club Is In Good

Standing And Does Not Have Five Open Grants

Effective Communication?곽향숙 귀하 ,

제 이름은 Heather Frankle 이라고 하는데 로타리 5240 지구 GSE 위원장 직책을 맡고있읍니다 .로타리 재단 GSE 담당자이신 Katie Ediger 씨로부터 곽향숙씨가 3690 지구 GSE 위원장이시라는 정보를 알아서 이렇게 이메일을 올리게 되었읍니다 .

우리가 앞으로 서로 긴밀한 연락을 자주 해야 할텐데 불행하게도 제가 한글을 쓰거나 읽을 줄을 전혀 모릅니다 . 혹시 영어로 교신할 수 있을까요 ? 아니면 이렇게 매번 번역하시는 분의 수고를 얻어야 할 것 같읍니다 .

우리 두 지구의 GSE 팀 교환이 큰 성공을 이루기 바라며 금년 9 월에 귀 지구의 팀을 맞이할 것을 기대하겠읍니다 .귀 지구 GSE 팀 단징과 단원들의 건승을 빕니다 .

Heather Frankle 올림5240 지구 2011-12 GSE 위원장Simi Sunrise 로타리클럽 회원전화 001-1-805-492-5453이메일 [email protected]


Houston – 혹시 영어로 교신할 수 .

mailto:[email protected]

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Host Club Contact Information


Primary Club/DistrictClub Club ID number (if known)District Country

Primary Contact: Name Member ID Club Rotary position Address City State/Province Postal code Country E-mail Home phone Office phone Fax

Project Contact #2: Name Member ID Club Rotary position Address City State/Province Postal code Country E-mail Home phone Office phone Fax


TRF Will Send Communications To And Expect Responses From

The Primary Contact On Behalf Of The Host Club

International Partner• The international partner is the club or district outside the project

country. This is the usual role of the clubs in District 5240 in a Matching Grant.

• A committee of at least three Rotarians must be established to oversee the project.

• All three committee members must belong to the primary club identified below for club-sponsored projects or belong to clubs in the district for district-sponsored projects.

• The committee members must be committed for the duration of the grant process.

• The primary contact will receive all official communication from TRF by e-mail and should be prepared to disseminate this information to the other committee members. Ensure that your primary contacts have email addresses and read and respond to email communications


Choose Your Committee Wisely. The Members Are Responsible For The Performance Of

The Grant And Meeting TRF Requirements.

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International Partner Contact Info


Primary Club/DistrictClub Club ID number (if known)District Country

Primary Contact: Name Member ID Club Rotary position Address City State/Province Postal code Country E-mail Home phone Office phone Fax



TRF Will Send Communications To And Expect Responses From The Primary Contact

On Behalf Of The International Club

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Project Budget


• For detailed information on what TRF will fund, please see The Guide to Matching Grants (144-EN).

• Official RI exchange rates can be found at www.oanda.com. Please use the most recent rate.

• You must provide pro-forma invoices for budget items over US$10,000 or when all budget items will be purchased from the same supplier.

Budget item Name of supplier Amount

Subtotal

Exchange rate used US$1=

Total in U.S. dollars

27

Example Project Budget


Budget item Name of supplier AmountDrill Water Well to an estimated depth of 300 feet @$31.57/foot (Addendum 1)

Maquinaria del Pacifico $ 9,471

PVC 2-inch diameter tubing to connect well to tank (Addendum 2)

$ 842

Pump for well and materials (Addendum 3)

BOMHOSA $ 6,543

Composting Latrines:50 latrines @ $398 ea (Addenda 4 and 5)

Venta de Maderas Kenia $19,900

Hand washing stations:50 stations @ $55/ea

Venta de Maderas Kenia $ 2,758

192 pieces of antibacterial soap for hand washing stations ($0.57/piece of antibacterial soap)

Bodega Soni $ 110

$39,624Exchange rate used US$1=19 Lempiras

$39,624

Financing

• Clearly list all financing in U.S. dollars• Use whole dollars noting which funds will be

contributed in cash and which will be contributed from District Designated Funds (DDF).

• Use of DDF must be authorized by the District Rotary Foundation Committee chair and the District Governor.

• TRF matches US$0.50 for every $1 cash contribution and $1 for every $1 contribution from DDF.

• The primary host club or district must provide at least $100 in either DDF or cash.


No Funds Should Be Sent To TRF Prior To Official Trustee Approval

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Example Financing Page

29D 5240 Grants Seminar 061111 Final

Host Rotary clubs or

district inside the

project country

(The primary host club or

district must provide at

least US$100.) Cash (US$) DDF (US$)

DRFC Chair

(Print Name)DRFC Chair

Authorization

District

Governor

(Print Name)

District

Governor

AuthorizationRC Choluteca $100 RC Tegucigalpa $100

International Rotary

clubs or district outside

the project country Cash (US$) DDF (US$)

DRFC Chair


Authorization

District

Governor

(Print Name)

District

Governor

AuthorizationDistrict 5240 $6,000 Mark Vertin Luz Maria

Ortiz

Simi Sunrise $11,216 Westlake Village Sunrise

$4,000

Camarillo $1,000 Simi Valley $2,000

Subtotals, Cash and

DDF $18,416 $6,000

TOTAL cosponsor

contributions $24,416

Total funds requested

from TRF (must be at

least US$5,000) $15,208

Additional outside

funding

(not matched by, or

forwarded to, TRF)

Total project financing

(must equal budget on

page 4) $39,624

30

Host Partner Participation



district inside the

project country




DRFC Chair


Authorization

District

Governor

(Print Name)

District

Governor





DRFC Chair


Authorization

District

Governor

(Print Name)

District

Governor


Ortiz


$4,000


Subtotals, Cash and

DDF $18,416 $6,000

TOTAL cosponsor




least US$5,000) $15,208

Additional outside

funding

(not matched by, or

forwarded to, TRF)



page 4) $39,624

The Host Partner Must Contribute A Minimum Of $100

The host partner contribution. Must be a minimum of $100

31

International Partner Participation


List Rotary Club cash contributions in US Dollars


district inside the

project country




DRFC Chair


Authorization

District

Governor

(Print Name)

District

Governor





DRFC Chair


Authorization

District

Governor

(Print Name)

District

Governor


Ortiz


$4,000


Subtotals, Cash and

DDF $18,416 $6,000

TOTAL cosponsor




least US$5,000) $15,208

Additional outside

funding

(not matched by, or

forwarded to, TRF)



page 4) $39,624

At least 50% of the grant must be funded by the International Partner

32

D5240 DDF



district inside the

project country




DRFC Chair


Authorization

District

Governor

(Print Name)

District

Governor





DRFC Chair


Authorization

District

Governor

(Print Name)

District

Governor


Ortiz


$4,000


Subtotals, Cash and

DDF $18,416 $6,000

TOTAL cosponsor




least US$5,000) $15,208

Additional outside

funding

(not matched by, or

forwarded to, TRF)



page 4) $39,624

Apply rules for DDF allocation

33

TRF Match



district inside the

project country




DRFC Chair


Authorization

District

Governor

(Print Name)

District

Governor





DRFC Chair


Authorization

District

Governor

(Print Name)

District

Governor


Ortiz


$4,000


Subtotals, Cash and

DDF $18,416 $6,000

TOTAL cosponsor




least US$5,000) $15,208

Additional outside

funding

(not matched by, or

forwarded to, TRF)



page 4) $39,624

Dollar for Dollar – DDF: $.50 per Dollar for Cash

Grant Financing Total must match

Project Budget Total!

34

Use the MG Financing Calculator


Matching Grants Calculator Ver. 8

1 If you know how much Cash you have: Cash DDF TotalEnter Cash contributions 18,416 Contributions 18,416 6,000 24,416 Enter Budget 39,624 TRF Award 9,208 6,000 15,208 Solve for DDF needed, and Budget [1:2] [1:1] 39,624 Solve for TRF Award maximum

2 If you know how much DDF you have: Cash DDF TotalEnter DDF contributions 6,000 Contributions 18,416 6,000 24,416 Enter Budget 39,624 TRF Award 9,208 6,000 15,208 Solve for Cash needed, and Budget [1:2] [1:1] 39,624 Solve for TRF Award maximum

3 If you know both Cash and DDF: Cash DDF TotalEnter Cash contributions 18,416 Contributions 18,416 6,000 24,416 Enter DDF contributions 6,000 TRF Award 9,208 6,000 15,208 Solve for TRF Award maximum, and Budget [1:2] [1:1] 39,624 Solve for Budget maximum

This calculator solves for different combinations of Matching Grant funding.DDF contributions are matched 100%: $1.00 TRF to $1.00 DDFCash contributions are matched 50%: $1.00 TRF to $2.00 CashMinimum TRF Award is $5000. Maximum TRF Award is $150,000If too much DDF or Cash is offered, the amount left over is displayed.

*Note: As of 1-Jul-05, the minimum award from The Rotary Foundation is $5000.Applications for awards less than this will be returned to the sponsors.

Results

Project Planning (Revisited)• Identify who will own equipment and maintain, operate, and secure

items purchased with grant funds. (A Rotary club or Rotarian cannot own equipment.)

• Will training in use and maintenance of technical equipment be provided? If so, who will provide training?

• Is software necessary to operate any items? If so, has software been provided?

• Indicate what arrangements have been made for customs clearance if items will be purchased and shipped from outside the project country.

• Provision of plumbing and electrification to structures where people live or work cannot be purchased with grant funds and must be funded with other sources. Have the sponsor clubs and/or districts planned and agreed to fund plumbing or electrification for equipment and appliances in existing buildings (hospitals, schools, libraries, orphanages, etc.)?


Answer Each Question. If Yes Provide An Explanation. Use N/A If Not Applicable.

International Travel Expenses• Matching Grant funds can be used for international travel expenses

of Rotarian volunteers who provide direct humanitarian service as part of a Matching Grant.

• You cannot utilize the Rotary International Travel Service (RITS) for arranging travel.

• Include all travel fees and related expenses such as travel insurance, airfare, immunizations, visas, lodging, and food.

• You must attach to the application background information for each Rotarian traveler detailing his/her qualifications and role in the project’s implementation.

• Have you completed all of these requirements and included travel insurance for all travelers?


Grant Funded Travel Can Only Be Used To Provide A Unique Skill Or Expertise To Support The Project

That Is Not Available In The Host Country

Special Grants

• Competitive grants are grants requesting US$25,001 or above from TRF and require a Community Needs Assessment and other fiduciary information

• Micro Credit grants require a special addendum• Grants with Pilot districts require special handling


Consult The D5240 Grants Committee If You Are Considering One Of These Types of Grants

Authorizations• Authorizations ensure that both partners are aware of, and interested in,

pursuing the described project. By signing below, the current club presidents for club-sponsored projects and current district grants subcommittee chairs for district-sponsored projects, as well as the committee members, agree to the criteria listed and affirm their support of the project. – implement the project as presented in this application. – The club and/or district agrees to undertake this project as an activity of the club and/or

district. – • We ensure all cash contributions (as detailed in Project Financing) will be

forwarded to TRF or directly to the project account after Trustee approval of the grant. – RI and TRF may use information contained in this application to promote the project by

various means such as The Rotarian, the RI international convention, Rotary Video Magazine, etc.

– The partners agree to share information on best practices when asked, and TRF may provide partners’ contact information to other Rotarians who may wish advice on implementing similar projects.

– The entire responsibility of TRF is expressly limited to the dollar amounts approved based on the application’s budget. Additional costs due to changes in budget items, airfares, currency devaluations, etc., are the responsibility of sponsors or outside sources.


Your Signature Has Meaning. Signatories Accept Responsibility for Grant Performance

Conflict of Interest• To the best of my knowledge and belief, except as disclosed

herewith, neither I nor any person with whom I have or had a personal or business relationship is engaged, or intends to engage, in benefiting from TRF grant funds or has any interest that may represent a potential competing or conflicting interest. A conflict of interest is defined as a situation in which a Rotarian, in relationship to an outside organization, is in a position to influence the spending of TRF grant funds, or influence decisions in ways that could lead directly or indirectly to financial gain for the Rotarian, a business colleague, or his or her family, or give improper advantage to others to the detriment of TRF. (NOTE: Any and all exceptions must be explained in an attached statement.)


You Are Responsible For Ensuring That There Are No Conflicts Of Interest Associated With The Grant

Application Or Performance

40

The Final Signatures


Host Partner International Partner Club president (club-sponsored)* District grants subcommittee chair (district-sponsored)*

Club president (club-sponsored) District grants subcommittee chair (district-sponsored)

Name Name Title Title Rotary Club

Rotary Club

District # District # Signature Signature Date Date

Primary Contact Primary ContactName Name Signature Signature Date Date Project Contact #2 Project Contact #2Name Name Signature Signature Date Date Project Contact #3 Project Contact #3Name Name Signature Signature Date Date

Club President And The Members Of The Project Committee Must Sign And Confirm Responsibility

For Project Performance

Signatures can be provided on separate pages

Cooperating Organization

• A cooperating organization is an entity directly involved in the implementation of a grant project, offering technical expertise and/or project coordination.

• A benefiting entity is the recipient of goods or services and is not considered a cooperating organization.

• A cooperating organization is considered to be a Rotarian cooperating organization when one-third or more of its Board of Directors and/or governing body is comprised of Rotarians and/or senior management who are also Rotarians directly involved with the grant project


Cooperating Organization• If this project involves a cooperating organization (neither a Rotary club

nor the beneficiary of the project), provide the following:

• The following must be attached: – A letter of endorsement signed by the host club president confirming that the

cooperating organization is reputable and acts within the laws of the project country

– A signed letter of participation from the cooperating organization that specifically states:

– Its responsibilities and how it will interact with Rotarians to implement the grant project

– The organization’s agreement to cooperate in any financial review of the project

– The names of Rotarians on its Board of Directors and/or organizational governing body in addition to any senior management who are also Rotarians and are directly involved with the grant project, if applicable


Name of organization

Street Address

City, State/Province Postal code Country

Office phone Fax

E-mail Web address

Cooperating Organization or Contractor?

• A contractor is paid for a specific job to be performed in the performance of the grant. Contractors do not receive funds from TRF. They are paid by a Rotary Club.

• A cooperating organization uses its skills, expertise and local knowledge to support the performance of the grant. Cooperating organizations do not receive funds from TRF but may receive funds from a Rotary Club to implement the project.


TRF Wants To Ensure That The Project Is Performed By Rotarians And Not

By The Cooperating Organization

Final Report

• Although both partners are responsible for completing progress and final reports, the Trustees require that one partner take primary responsibility for submitting the final report to TRF.

• It is recommended that the club or district receiving the funds should take primary responsibility.

• “By signing below, our club or district accepts primary reporting responsibility.”


Print name Signature

Rotary club District

Even If The Host Partner Signs To Provide The Final Report You Are Responsible For Monitoring And Ensuring That The Report Is Completed On Time

Completion Checklist Does the project meet all grant policies and guidelines (see The

Guide to Matching Grants [144-EN] or the RI website at www.rotary.org)?

Does the project description clearly state how the project will assist those in need?

Are the activities of the host and international partners clearly explained? Will the Rotarians be actively involved in the project?

Have both the host and international partners created committees to oversee the project? Are these individuals correctly listed on the application with their complete contact information?

Is a detailed, itemized budget included in the application?


You Must Fill Out The Completion Checklist Before Sending The Application To The

District Grants Subcommittee Chair

Completion Checklist

Are pro-forma invoices attached for budget items over US$10,000?

Are all partner contributions listed in the application, noting which contributions will be cash and which will be DDF?

• Have the DRFC chair and the district governor provided their signatures authorizing the use of District Designated Funds?

• Have the club presidents or district grants subcommittee chairs from the host and international partner provided their authorizing signatures?

Have all six committee members provided their authorizing signatures?



If a cooperating organization is involved, are the following letters included with the application:– A signed letter of endorsement from the host partner

confirming that the cooperating organization is reputable and acts within the laws of the project country

– A signed letter from the organization specifically stating its responsibilities, how it will interact with Rotarians, its agreement to cooperate in any financial review of the project, and if applicable, the names of Rotarians on its Board of Directors and/or organizational governing body in addition to any senior management who are also Rotarians directly involved with the grant project



• If the project involves a revolving loan or microcredit, is the Revolving Loan Fund Supplement and Credit Group Plan included?

• If the grant requests TRF matching funds of US$25,001 or more, is a community needs assessment attached?

• Has the district grants subcommittee chair from either the host or international partner certified the application as complete and eligible?

• Is there a minimum of nine authorizing signatures included in the application?

• Have the partners made copies of all documents for their files prior to submitting them to TRF?


Congratulations! You are ready to submit your grant to the D5240 Grants Subcommittee

49



Plan the Grant

Write the Grant

Fund the Grant

Close the Grant

Do the Work

Submit the Grant


APPROVAL

District Grants Subcommittee Review• Grants are submitted electronically in PDF format to District Grants

Subcommittee Chair Larry Smith. Do not send hard copies, Word documents or Excel spreadsheets. Do NOT send files in .jpg format

• The District Grants Subcommittee reviews the grant for compliance with TRF requirements. They do not judge the merits of the grant but may ask questions about it

• The objective of this review is to identify areas of concern that might result in questions or delays at TRF

• Comments from the District Grants Subcommittee are sent to the grant primary contact

• The primary contact is responsible for responding to the comments of the Subcommittee and resubmitting the grant to the Subcommittee


Do Not Send MG To TRF Until It Has Been Certified By The Chairperson Of The D5240 Grants Subcommittee

District Grants Subcommittee Approval

• The Trustees require that the district grants subcommittee chair (DGSC) from either the host or international sponsor district certifies the application as complete. If the application is not complete or eligible, it will not be processed and the partners will be notified accordingly.

• “On behalf of the committee, I hereby certify that to the best of my knowledge and ability this grant application is complete, meets all TRF guidelines, and is eligible for funding”


Print name of DGSC Signature

District Date

Larry Smith Will Certify the Grant Application Only After It Has Been Reviewed And Approved

By The D5240 Grants Subcommittee

District Grants Subcommittee Approval

• When the District Grants Subcommittee approves the grant application, the Subcommittee Chair will obtain the signatures of the District Governor and the DRFC.

• The Subcommittee Chair will certify the grant and return the completed application to the primary contact.


You Are Now Ready To Submit The Grant Application To TRF

Grant Submission

• The Matching Grant application is sent electronically by the Club (not the District) to The Rotary Foundation Contact Center or directly to the Host Country Grants Coordinator.

E-mail: [email protected]

Email: [email protected]


Make Sure That You Have Retain Copies Of All Materials Submitted To TRF.

The list of TRF Staff Host Country Grant Coordinators has been posted on the District 5240 website



TRF Application Key Dates

1 July – 31 March Applications accepted

1 August – 15 May Applications approved


The busiest times for grants submission are the beginning of the Rotary Year (July 1) and at the end of the submission period (March31).

Expect delays if you submit at these times.

55

TRF Application Process


TRF Processing

• TRF acknowledges receipt of the Matching Grant application and assigns a unique Matching Grant Number

• Always use this unique number when referring to the Matching Grant in communication with the TRF Grants Coordinator or D5240 Grants Subcommittee Chair.

• The TRF Grants Coordinator will interact with the primary contact to provide clarifications and answers to questions. The D5240 Grants Subcommittee is a resource to assist in responding to TRF.

• You do not have to resubmit to the D5240 Grants Subcommittee unless there is a change in requested DDF


Receipt Of An MG Number Does Not Signify Approval. It Is An Identifier Used By TRF to Track The Grant

TRF Approval

• If the Matching Grant Application is approved, TRF will send an award letter via email.

• Notification is sent to the primary contact, the DRFC and the District Grants Subcommittee Chair.

• It is the responsibility of the Primary Contact to notify other stakeholders.

• The date of approval begins the timetable for funding the grant.


Congratulations! Your Grant Application Has Been Approved

58



Plan the Grant

Write the Grant

Fund the Grant

Close the Grant

Do the Work

Submit the Grant


APPROVAL

59

TRF Payment Phase


60

The Financing Page



district inside the project

country




DRFC Chair


Authorization

District Governor

(Print Name)

District Governor

AuthorizationRC Choluteca $100

RC Tegucigalpa $100

International Rotary clubs

or district outside the

project country Cash (US$) DDF (US$)

DRFC Chair


Authorization

District Governor

(Print Name)

District Governor


Ortiz

Simi Sunrise $11,216

Westlake Village Sunrise

$4,000

Camarillo $1,000

Simi Valley $2,000

Subtotals, Cash and DDF $18,416 $6,000

TOTAL cosponsor



from TRF (must be at least

US$5,000) $15,208

Additional outside

funding

(not matched by, or

forwarded to, TRF)



page 4) $39,624

The Time Table

• TRF must receive funds for the Matching Grant within 6 months of the date of approval

• DDF is credited immediately by TRF. You do not have to do anything regarding DDF from our district or any other district

• Cash must be submitted to TRF clearly identifying the amount of the contribution and the correct MG Number using the forms provided by TRF with the award letter

• It is the responsibility of the primary contact to notify contributing clubs when the grant is approved

• Always follow up. TRF makes mistakes.


Do Not Send Cash To TRF Until The Grant Application Has Been Approved

It Will Not Be Refunded

Collaboration and Funding • If your club has agreed to contribute to a matching grant, you have

an obligation to provide the funding in a timely manner after notification of approval ( target: forty five days)– Identify the source of the funds before you make the commitment– Adjust budgets and funding sources to reflect the amount of the

commitment– Remind your board of directors and/or the donor of their

commitment at least monthly– Maintain contact with the Grant Primary Contact to monitor

status– When sending contributions, make copies of everything that you

send.– If mailed, contributions should be sent so that they can be

tracked

• Note: many clubs prefer that the contributions be sentto them for aggregation before sending to TRF

• Always follow up. TRF makes mistakes.D 5240 Grants Seminar 061111 Final 62

Receiving Funds• TRF requires that the Rotary Club receiving funds from TRF

establish and maintain a separate bank account or subaccount for Matching Grant funds

• TRF funds cannot be comingled with club operating funds or accounts

• The grant will be funded 4-6 weeks after receipt of all contributions.

• TRF will notify you when the funds have been transferred. • The Primary Contact is responsible for informing collaborating

clubs that the grant has been funded.


Funding Of The Grant By TRF Starts The Clock For Performance And For Receipt Of The Interim Or Final Report

64



Plan the Grant

Write the Grant

Fund the Grant

Close the Grant

Do the Work

Submit the Grant


APPROVAL

A Grant Is A Project

• It has– A beginning– An end– Tasks– Measurable milestones

• Your project must– Perform the work described in the grant– Ensure that Rotarian participation occurs and is documented– Keep meticulous financial records


Changes Happen

• When they do– Determine how change affects the scope of the project (work,

budget, schedule)– Ensure that the changed scope can be completed within the

approved budget– Both the international and host partners have to be involved in

any change request

• Your revised project and budget must be submitted and approved by TRF in advance of any changes– Interact with your TRF Grants Coordinator – Do not begin work on the changed project until you receive TRF

approval– If you do, you do so at your risk


This Is Part Of Your Stewardship ResponsibilityAsk For Permission – Do Not Beg Forgiveness.

It Will Probably Not Be Forthcoming

Monitor the Project

• Funding of the grant does not end your responsibility– Maintain contact with the host club– If possible, have you or one of your club members visit the project– Request pictures of the work in progress. – Request copies of monthly bank statements for the grant account

• Inform your club members and your primary funding partners of status. They like to know how their money is being spent

• Send informal reports and pictures to your TRF Grants Coordinator• Work with your host club if the project is not progressing as planned


Remind Your Club Members That The Matching Funds From Both The District And TRF Came

As A Result Of Their APF Contributions

The Story:“I’ll always look back on this Honduras participation as one of the most important things my club was able to do during my year”

Stewardship: Taking Care of TRF Funds• Keep accurate financial records. If your club did not receive

TRF funds, request bank statements showing activity on grant funds from your host partner.

• Use grant only as detailed on the approved project budget, which shall be strictly interpreted:– Any deviation from the approved budget or changes in the implementation of

the project must receive prior written authorization from TRF.– Funds expended on unapproved or ineligible items and/or for unapproved or

ineligible purposes must be refunded to TRF.

• Monitor use of funds for potential conflicts of interest and notify TRF of any potential irregularities


Matching Grant Awardees Must Treat TRF Grant Funds As A Sacred Trust To Be Constantly

Safeguarded From Loss, Misuse, Or Diversion

Care of TRF Funds• Conduct all financial transactions and project activity in consonance

with the Declaration of Rotarians in Business and Professions and in the full spirit of The Four Way Test. This requires:– Maintaining regular accounts of all transactions and retaining

original receipts and invoices for a minimum of five years (or more, if required by local law/regulations)

– Keeping grant funds in the established project account without diversion, except for direct payment of project expenses and/or to return funds to TRF

– Establishing an inventory system for the control of equipment and other assets purchased with grant funds, and maintaining records for items that are purchased, produced, and/or distributed through the project

• Exercise the highest care to the prevention of even the appearance that TRF grant funds are being used in an improper manner. Such care is expected to go beyond that afforded to the use of private or corporate funds.

• Return any unused funds and/or interest earned to TRF at the completion of the project


70



Plan the Grant

Write the Grant

Fund the Grant

Close the Grant

Do the Work

Submit the Grant


APPROVAL

71

TRF Reporting Phase


Submit Progress and Final Reports• Progress reports are required every twelve months after the initial payment is

received, detailing the project’s progress. • Final reports are due within 2 months of the project’s completion. • Both progress and final reports must include the following:

– A detailed description of the project– How Rotarians from the international partner club/district participated in the project– How Rotarians from the host partner club/district participated in the project – A full description of Rotarian oversight and management– A statement of income and expense– A bank statement which correlates to the statement of income and expense– g. Where expressly requested, receipts appropriately cross-referenced to the

statement of income and expense– h. A narrative statement about the beneficiary– i. The role of the cooperating organization (if applicable)– j. Photo proof that shelter recipients are occupying the homes (Low Cost Shelter

projects only)

• New applications will be returned without processing if project partners have not provided timely progress reports for current grants or have overdue final reports (this includes overdue reports for all grant types). This will affect

both the international partner and the host partner in the project country.


Avoid The Penalty Box At All Cost

Cooperate with TRF Audits• TRF reserves the right to conduct an audit of or send a monitor

to any grant, regardless of size, at any time. A site visit is required for those grants with award amounts of US$50,001 or more.

• In addition, TRF reserves the right to review the project at any time, require the submission of additional documentation, and suspend any or all payments if in its sole discretion progress is not considered to be satisfactory.

• The sponsoring club or district will maintain detailed, accurate, and complete financial records throughout the life of the grant and for a period of five years, or more if required by local law, after the grant closure date. These financial records would include original receipts, canceled checks, invoices, etc. Further, if the grant is selected to receive an audit, the sponsoring club or district must maintain all documentation until such time as TRF advises the documents may be discarded.


74

Project Information


Project Information

Project Information

Matching Grant Number Project Country

Progress report

Final report

Reporting Period from: to

Host Partner Rotary Club: District:

International Partner Rotary Club: District:

Begin With The Grant Application As A Resource

Project Narrative

1. Briefly describe the project. What were your original objectives?

What was actually accomplished? (Photographs can help to tell your story. Submit photos that show beneficiary participation and demonstrate Rotarian involvement in the project)

When and where did the project take place, and who were the beneficiaries?

2. If the project was changed, how and why was it changed?


If You Have Been Maintaining Accurate And Complete Records Of Project Performance

Writing The Final Report Will Be Easy

Rotarian Involvement and Oversight

3. How did Rotarians manage and oversee the project?

4. How many Rotarians from the host partner club participated in the project?

5. In what way did the host Rotarians participate in the project? Please list all non-financial involvement.

6. How many Rotarians from the international partner club participated in the project?

7. In what way did the international Rotarians participate in the project? Please list all non-financial involvement.


Community Impact

8. How many people benefited from the project?

9. What was the impact of the project on the beneficiaries?

10. What are the expected long-term community impacts of the project?


78

Financial Statement


Currency Used: Exchange Rate: = 1 USD

11. Income

Sources of Income Currency Amount 1. TRF Matching Grant Award and Contributions 2. Other Income (identify): 3. Other Income (identify): 4. Interest Income (if any):

Total Income:

12. Expenses (add rows as needed)

Budget Items Name of supplier Currency Amount

1. 2.

3.

4.

5.

6.

7.

8.

Total Expenses:

A Bank Statement That Supports The Above Statement Of Income And Expenses MUST Be Attached

For final reports, if there is less than US$200 remaining, please spend it on eligible items. If there is more than US$200 remaining, it must be returned to The Rotary Foundation.

79

Certifying Signature


Either the Host or International Partner must certify the report. If the grant is club sponsored the current club president must certify the report.

By signing this report, I confirm to the best of my knowledge that these Matching Grant funds were spent according to Trustee-approved guidelines and that all of the information contained herein is true and accurate. Original receipts for all expenses incurred will be kept on file for at least five years, or longer if required by local law, in case they are needed for auditing purposes. I also understand that all photographs submitted in connection with this report will become the property of RI and will not be returned. I warrant that I own all rights in the photographs, including copyright, and hereby grant RI and TRF a royalty free irrevocable license to use the photographs now or at any time in the future, throughout the world in any manner it so chooses and in any medium now known or later developed. This includes the right to modify the photograph(s) as necessary in RI’s sole discretion. This also includes, without limitation, use on or in the web sites, magazines, brochures, pamphlets, exhibitions and any other promotional materials of RI and TRF.

Rotary Impact

Our club or district’s international Rotary connections are stronger as a result of this project.

Club membership has increased as a result of this project. Visibility of Rotary in our community has increased. Our club’s awareness of the needs in our community has

increased. Volunteer activity in our club or district has expanded. Our club or district is more active in pursuing Foundation

grants and Rotary programs. Awareness of the needs in our community has increased

among Rotarians in other countries. Participation in this Matching Grant has not changed our

club or district in any significant way.


Sustainability

The project will continue to function without Foundation funds.

Equipment purchased with grant funds is being maintained with local materials and expertise.

If training was a component of the project, trainees are using their knowledge and skills.

This project has provided community members with the skills, knowledge, or institutions that will allow them to help themselves.

The community has initiated additional projects related to the same or similar problems.

The project has not been sustainable.


Suggestions

• Given your experience, do you have suggestions to improve the Matching Grants program?

• If your project clearly demonstrates Rotarian involvement and is worthy of publication, complete an RI Newstip Form, available on the RI website at www.rotary.org. Attach action photos showing the beneficiaries or showing active Rotarian involvement and indicate the name of the photographer.


http://www.rotary.org/

Report Checklist

• Does your report include Time period of reporting How and what the project accomplished Rotarian participation, oversight and management Rotary impact Itemized report of income and expenses A bank statement Certifying signature

• Have you done the following Made copies of the report for both the host and international

partner Returned surplus funds over US$200 (except in India where

all unutilized funds must be returned) Made a file to store the report and receipt copies for five

years or longer if required by local law


On The D5240 Website

• Matching Grant Application – 141 EN• The Guide to Matching Grants (144-EN). • Matching Grants Financing Calculator• List of TRF Staff (including Host Country Coordinators)• Final Report Form• Final Report Suggestions and FAQs• Presentations from Today’s Seminar


85

Finding the Forms on the Website


www.rotarydistrict5240.org

Select Service International Service Grants

86

Finding Forms on the Website


Information From the Grants Seminar

International Service Coordinators• D5240 International Service Chair

Nick Frankle, RC of Westlake Village Sunrise

Email: [email protected]

• International Service Area Coordinator – Groups 1,2,3– Michael O’Doherty, RC of Bakersfield Breakfast– Email: [email protected]

• International Service Area Coordinator – Groups 4,5,6– Roger Benson, RC of Thousand Oaks– Email: [email protected]

• International Service Area Coordinator – Groups 7,8,9– Bill Boyd, RC of Santa Barbara Sunrise– Email: [email protected]

• International Service Area Coordinator – Groups 10,11,12– Daudi Kaliisa, RC of Los Osos– Email: [email protected]







Congratulations

Your Matching Grant

&

This Grants Seminar

Are Complete!


Making Matching Grants Work June 11, 2011 1 Nick Frankle International Services Chair District 5240 - Rotary Year 2011-12 Email: [email protected].

Documents

grant slide

grants seminar

matching grant process

final slide

matching grant funds

successful matching

matching grants work

need d