District 5040 Rotary Foundation Grant Management Seminar Welcome ! Thanks For Coming

District 5040 Rotary Foundation Grant Management Seminar Agenda Overview of Future Vision Plan Management of a Rotary Foundation Grant Foundation stewardship expectations Club Qualification Implementing the club Memorandum of Understanding Grant Projects Grants

District 5040 Rotary Foundation Grant Management Seminar Handouts (One per Club) 1.Club Memorandum of Understanding 2.Global Grants Guidelines 3.District Grants Guidelines 4.District Foundation Committee 5.Future Vision Grants Terms & Conditions 6.TRF Code of Policies: Conflict of Interest 7.Application for District Grant 8.Future Vision Grant Management Manual 9.Today’s PowerPoint by request

District 5040 Rotary Foundation Grant Management Seminar 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

District 5040 Rotary Foundation Grant Management Seminar The Rotary Foundation Future Vision Plan

District 5040 Rotary Foundation Grant Management Seminar

District Governor Penny Offer + * Programs Chair Art Erasmus + Scholarships Chair John Anderson + Vocational Teams Chair Garry Shearer + Humanitarian WCS Chair Tom Smith Peace Scholars Chair Gloria Tom Wing Staudt + * Fundraising Chair Del Paterson Annual Programs Fund Chair Sheri Davis Permanent Fund Chair Darcy & Doug Long Paul Harris Society Chair Vacant Polio Plus $200m Challenge Jan Gisborne Foundation Dinner Chair Vacant + * District Grants Chair Dave Hamilton + * Global Grants Chair D’Arcy Warner DRFC Chair * Kevin Conway * FVP Steering Committee + Grants Review Committee DRFC Vice Chair Art Erasmus Financial Review District Committees Membership Public Relations Finance Committee Training Committee Rotary International District 5040 Inc. The Rotary Foundation Future Vision Plan District Committee March, 2010

District 5040 Rotary Foundation Grant Management Seminar Future Vision Plan Grants Model Rotary Foundation District Grants Rotary Foundation Global Grants Rotary Foundation Packaged Grants

District 5040 Rotary Foundation Grant Management Seminar Discontinued: Grants for University Teachers Grants for University Teachers Ambassadorial Scholarships Ambassadorial Scholarships Group Study Exchange Group Study Exchange District Simplified Grants District Simplified Grants Volunteer Service Grants Volunteer Service Grants Matching Grants Matching Grants 3-H Grants 3-H Grants Future Vision Plan Grants What’s Changed …………………….

District 5040 Rotary Foundation Grant Management Seminar New: Global Grants Minimum Grant ……………...$15,000 Minimum Grant ……………...$15,000 Minimum Project Budget …...$30,000 Minimum Project Budget …...$30,000 Six Areas of Focus Six Areas of Focus International & Host Rotary Partners; Pilot Districts International & Host Rotary Partners; Pilot Districts World Fund Match: World Fund Match: $1 : $1 District Funds (DDF) $1 : $1 District Funds (DDF) $0.50 : $1 Club Generated Funds $0.50 : $1 Club Generated Funds Future Vision Plan Grants What’s Changed …………………….

District 5040 Rotary Foundation Grant Management Seminar New: District Grants Local or International Projects Humanitarian, Educational, Travel, Disaster Recovery DDF Match (max. $10,000) $0.50 : $1 Future Vision Plan Grants What’s Changed …………………….

District 5040 Rotary Foundation Grant Management Seminar New: Packaged Global Grants Partner Organizations Selected By TRF Partner Organizations Selected By TRF Large / Comprehensive / Sustainable Programs Large / Comprehensive / Sustainable Programs TRF Developed TRF Developed 100 % Funded by: Partner Organization 100 % Funded by: Partner Organization TRF World Fund Match $1 : $1 Implemented by Rotarians Implemented by Rotarians Future Vision Plan Grants What’s Changed …………………….

District 5040 Rotary Foundation Grant Management Seminar PolioPlus PolioPlus Rotary Centres for International Studies Rotary Centres for International Studies (Peace Scholars) (Peace Scholars) Future Vision Plan Grants What’s NOT Changed …………………….

District 5040 Rotary Foundation Grant Management Seminar Club Qualification

District 5040 Rotary Foundation Grant Management Seminar Qualification Clubs and districts must be qualified to receive Grant Funds Proper legal, financial, and stewardship controls of Grant Funds Qualification process is simple:  Signed Club MOU (Handout at PETS)  Club Future Vision Grant Management Seminar March 28 – Metro Vancouver April 11 – Quesnel April 18 – Terrace  Club Qualification Renewed Annually  Not Delinquent with Reporting, Payment of Dues

District 5040 Rotary Foundation Grant Management Seminar Terms of Qualification Qualification is valid for one Rotary year Entire club is responsible. Disclose potential conflicts of interest TRF Terms and Conditions Cooperate with all audits Proper use of grant funds Grant Reporting Potential Disqualification

District 5040 Rotary Foundation Grant Management Seminar Club Qualification Checklist  What MOU requirements does your club already implement?  What requirements does your club need to implement?  What type of club members would be good choices to help implement the club MOU?

District 5040 Rotary Foundation Grant Management Seminar 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/committee to manage club qualification Comply with Grant Reporting requirements

District 5040 Rotary Foundation Grant Management Seminar Funding

District 5040 Rotary Foundation Grant Management Seminar Distributable Funds 2010 – 2011 Program Year: Annual Programs Fund Contributions 2007 – 2008 Annual Programs Fund Contributions 2007 – 2008 $323,335 $323,335

District 5040 Rotary Foundation Grant Management Seminar Distributable Funds 2010 – 2011 Program Year: Annual Programs Fund Contributions 2007 – 2008 Annual Programs Fund Contributions 2007 – 2008 $323,335 $323,335 50% SHARE 50% 50% SHARE 50% District Designated Fund TRF World Fund District Designated Fund TRF World Fund $163,167 $163,167 $163,167 $163,167

District 5040 Rotary Foundation Grant Management Seminar Distributable Funds 2010 – 2011 Program Year: Annual Programs Fund Contributions 2007 – 2008 Annual Programs Fund Contributions 2007 – 2008 $323,335 $323,335 50% SHARE 50% 50% SHARE 50% District Designated Fund TRF World Fund District Designated Fund TRF World Fund $163,167 $163,167 $163,167 $163,167 50% (max.) 50% (min.) 50% (max.) 50% (min.) $81,583 $81,583 $81,583 $81,583 District Grants Global Grants District Grants Global Grants

District 5040 Rotary Foundation Grant Management Seminar Creating a Project

District 5040 Rotary Foundation Grant Management Seminar Needs Assessment  Talk with members of the community  Assess your club’s resources and availability and its potential partners to meet the need  Choose a project that is based on the community’s need

District 5040 Rotary Foundation Grant Management Seminar 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

District 5040 Rotary Foundation Grant Management Seminar Successful Grant Projects Meet real community needs 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

District 5040 Rotary Foundation Grant Management Seminar Group Activity Topic Communications plan Discussion Questions What are the benefits of creating this plan? What are the implementation steps? Who will be responsible? What will you do if something goes wrong?

District 5040 Rotary Foundation Grant Management Seminar Group Activity Topic Communications plan Financial management plan Discussion Questions What are the benefits of creating this plan? What are the implementation steps? Who will be responsible? What will you do if something goes wrong?

District 5040 Rotary Foundation Grant Management Seminar Group Activity Topic Communications plan Financial management plan Record keeping plan Discussion Questions What are the benefits of creating this plan? What are the implementation steps? Who will be responsible? What will you do if something goes wrong?

District 5040 Rotary Foundation Grant Management Seminar Principles of Sustainability Project impact after funding is expended Economic, cultural, social & resource Optimal use of local resources Respect natural resources Reach the most beneficiaries New methods in professional fields Prepare professionals to increase impact Use input and skills of grassroots groups

District 5040 Rotary Foundation Grant Management Seminar Creating a Budget  Realistic  Competitive bidding  Reasonable prices  Disclose potential or real conflicts of interest

District 5040 Rotary Foundation Grant Management Seminar Partners  Search for Rotarians who have identified a need in their local communities  Host partners should be invested in the project  Good communication between the host and international partners is key

District 5040 Rotary Foundation Grant Management Seminar Lunch 12:30 – 1:15

District 5040 Rotary Foundation Grant Management Seminar Grants

District 5040 Rotary Foundation Grant Management Seminar 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

District 5040 Rotary Foundation Grant Management Seminar Grant Management  Administered with proper financial control  Adhere to superior technical standards  Guided by humanitarian and educational principles  Meet the needs of the beneficiaries  Fulfill their objectives  Safeguard donors’ funds

District 5040 Rotary Foundation Grant Management Seminar Financing Guidelines Club generated contributions must come from or be 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

District 5040 Rotary Foundation Grant Management Seminar Applying for a Grant

District 5040 Rotary Foundation Grant Management Seminar 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

District 5040 Rotary Foundation Grant Management Seminar Global Grants Guidelines At Least One of Six Areas of Focus Host and International Rotary Partners Minimum Project Budget $30,000 Minimum TRF Grant $15,000 District Match $1 DDF (maximum $20,000) to $1 Cash TRF World Fund Match:  TRF World Fund $1 to DDF $1  TRF World Fund $0.50 to Cash $1

District 5040 Rotary Foundation Grant Management Seminar Areas of Focus Goodwill and Peace 1. Peace and Conflict Prevention/Resolution Health 2. Disease Prevention and Treatment 3. Water and Sanitation 4. Maternal and Child HealthEducation 5. Basic Education and Literacy Alleviation of Poverty 6. Economic and Community Development

District 5040 Rotary Foundation Grant Management Seminar Global Grant Financing Rotary club generated contributions District Designated Fund Rotary Foundation World Fund award Non-Rotarian cash contributions (not sent to or matched by the Foundation)

District 5040 Rotary Foundation Grant Management Seminar Global Grant Funding 1.Club Generated Contribution 10,000 2.District Match (DDF $1 : $1) max. $20,000 10,000 3.TRF World Fund Match min. $15,000 Club Generated Funds ($0.50 : $1) 5,000 District Funds (DDF $1 : $1) 10,000 US $ Total Funding (excluding Non-Rotarian Contribution) 35,000

District 5040 Rotary Foundation Grant Management Seminar District Grants Simple, flexible, innovative Educational and humanitarian projects / activities consistent with TRF mission Smaller activities and projects Local decision making District Grants Guidelines

District 5040 Rotary Foundation Grant Management Seminar District Grants Guidelines Local or International Projects Rotary or Non-Rotary Partner Pilot or Non-Pilot Partner Grant Applications Processed Locally District Match $0.50 DDF (maximum $10,000) to $1 club generated funds No TRF World Fund Match

District 5040 Rotary Foundation Grant Management Seminar Examples of Grant Activity District Grants Global Grants International travel for local doctor to volunteer. International travel for local doctor to volunteer. Scholarship for student to attend local university. Scholarship for student to attend local university. Donation of art supplies to assist local youth. Donation of art supplies to assist local youth. Mixed profession vocational training teams Mixed profession vocational training teams Shelterbox containers. Shelterbox containers. Other Examples ? Other Examples ? International safe drinking water, sanitation, and hygiene education International safe drinking water, sanitation, and hygiene education Sponsorship of Rotary Scholar to Study Abroad. Sponsorship of Rotary Scholar to Study Abroad. International malaria project International malaria project Single vocation Rotary Vocational Training Team sent abroad Single vocation Rotary Vocational Training Team sent abroad Other Examples ? Other Examples ?

District 5040 Rotary Foundation Grant Management Seminar Project Implementation

District 5040 Rotary Foundation Grant Management Seminar Successful Project Implementation Communication Financial management Record keeping Following original plan

District 5040 Rotary Foundation Grant Management Seminar 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

District 5040 Rotary Foundation Grant Management Seminar Grant Reports !

District 5040 Rotary Foundation Grant Management Seminar Global Grant Reports 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 Report to TRF; copy to the District Document Retention

District 5040 Rotary Foundation Grant Management Seminar 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

District 5040 Rotary Foundation Grant Management Seminar District Grant Reports Initial Report within 12 months of Grant Award Progress Reports each 12 months thereafter Final Report within 2 months of Project Completion Report to the District Document Retention

District 5040 Rotary Foundation Grant Management Seminar Resources District Foundation Committee - Future Vision Pages Future Vision Plan Newsletter District Governor Penny Offer Rotary Foundation Staff: –Global Grants: Krista Batey –District Grants: Adam McCormack Regional Rotary Foundation Coordinator Chris Offer

District 5040 Rotary Foundation Grant Management Seminar Thank You for all You do for Rotary