Humanitarian Grants Program The Rotary Foundation’s Structure and Procedures District 5020 Foundation Seminars 16,23,30 September 2006

ROTARY’S MOTTO: ROTARY’S MOTTO: OUR THEME FOR THE 102nd ROTARY YEAR: Lead the Way Rotary Serves Peace

Objectives for Today Familiarize you with the current Rotary Humanitarian Grant structure Discuss Matching Grants Ways to Create a viable int’l service project Discuss District Simplified Grants Procedures Problem areas in grant writing – Example Application problems

The Rotary Foundation Allocation of DDF for : $192,190 District 5020 DDF Budget ( ) Initial Allocation of Funds for : +Peace Scholarships$ Ambassadorial Scholarships$ GSE teams$ Program Enhancement:$ District Simplified Grants (DSG):$ Humanitarian (Matching Grant Allocation for from Share):$ Matching Grant carryover from previous year $19278 (un-obligated DDF for grants in ) +Other District Discretionary Projects/additional carryover from prior year_______ Total DDF for $220,052 Note: Humanitarian Grant total allocation = $108281

How have your $ been spent? ClubProjectLocation$Amt DuncanPrenatal careGuatemala12.6k PoulsboVoc Tng WomenBolivia20k Strathcona SRSchool DesksIndia10.6k PuyallupWater WellsMorocco57.5k Port AlberniMultiple projectsKenya32k Qualicum BchFamily StovesGuatemala12k S. Puget SoundWater WellsZambia16k BremertonWater Pump replaceMexico12.5k CourtenayWater wellsIndia24.8k

How has your $ been spent (2) ClubProjectLocation$Amt OakBayElec&water to schoolS. Africa39k Shelton SkAdult Ed&WellsS. Africa17.5k S. CowichanHomeless clothesS. Africa21.8k OlympiaMed. Equip to GeorgeS. Africa11.8k LakewoodSchool EquipThailand14.5k Victoria HbsdWater supplyHonduras29.9k Bainbridge IsDrill 48 wells (3H)Uganda$289k OlympiaWater System upgradeMalawi$79k Plus 19 other grants still open from 2 previous years

Humanitarian Grant Standards Rotarian participation Rotary networks Humanitarian needs Stewardship

Rotarian Participation Active participation Rotarian Management & oversight Participation from both countries Club and district commitment and responsibility

Active Participation Visiting the site, collecting bids and evaluating vendor proposals, purchasing materials, publicity, installation of equipment (if qualified), working with beneficiaries, weekly status reports to partners, direct service if appropriate

Oversight & Management Plan the project, including vendor selection, contract negotiation and award (if appropriate), establish goals/objectives, timetables, responsibilities of each party, financial commitments, regular oversight during execution, quality control check Management includes stewardship of funds, ensuring Rotary funds are expended per the approved grant budget, accounting for all the monies designated for the project, and coordinating with the partners.

Rotary Networks Develop stronger Rotary networks Cultivate Rotarian, club, and district partnerships Cultivate relationships with other organizations

Humanitarian Needs Host Rotarians and community identification of needs and project initiation Aim of Sustainable development Involvement of local community and beneficiaries Generally, “humanitarian” means: A project involving the health, safety, living conditions for groups such as handicapped children, orphans, the disabled, senior citizens, indigent, abused, disease stricken. Projects might include literacy, clean water, medical programs, agricultural development, school furnishings, basic education, hygiene, nutrition, etc. (not all inclusive)

Eligible/IneligibleProjects (not all inclusive) EligibleIneligible Service Roads, wells Construction/renovation of Dams, latrines, waterBuildings, containers Supplies, short term specializedmobile homes, work buildings Labor, basic educationupgrade of utilities, salaries/stipends Support, Assistance forfor EE of cooperating organization Landmine victims, Basic healthAdmin expenses of other organizations Programs, Orphanages, literacyProjects in progress or completed. Must benefit at least 6 people. Matching Grants are not designed for or intended for short term disaster relief or repetitive relief projects. Successful programs or projects may be replicated in different communities.

Minimum Grant Award Effective 1 July 2005 Minimum US$5,000 award from TRF – Sustainable projects – Increased community impact

“ “The Match”( ) District 5020 Matching Grants : SMALLEST MATCHING GRANT FOR AN INTERNATIONAL SERVICE PROJECT USING CURRENT MATCHING SCHEME International Club “Seed Money” $ Host Club “Seed Money $ District 5020 DDF Match (100% of Int’l sponsor’s seed $) $ Foundation Match (50% of each club’s contribution) $ |$5k Foundation Match (100% of District DDF $) $ | Total Project (minimum MG $): $11, Note: Minimum Total TRF contribution is $5000 Host clubs must contribute $100US to project Host clubs must contribute $100US to project District matches club seed at 50% for grant apps initiated by clubs District matches club seed at 50% for grant apps initiated by clubs outside the district. outside the district.

Stewardship Treating TRF funds as a sacred trust Competent and thorough supervision of the project Standard business practice Reporting irregularity to TRF

Stewardship Implementing projects as approved Financial review of projects Timely and complete reporting 4-Way Test Declaration of Rotarians in Businesses and Professions

Business Cycle Matching Grants: 15 July-31 March: Submit applications 15 Aug-15 May: Approve applications 1 Aug -30 June: Make grant payments 15 May – 15July: Submit Reports/Plan

Reporting Requirements VOLUNTEER SERVICE GRANTS – Final Report within 2 months of return. – Host club must submit post service evaluation report MATCHING GRANTS – Progress reports every 12 months from date grant is paid (new 7/1/05) – Final report: 2 months after completion – Annual Independent Financial review required if grant >$25k (TRF funds)

Humanitarian Grants Program Updates

Recent Changes - Rationale Ensure available resources Increase transparency Improve quality of reports

Report Content Project accomplishments Rotarian participation Statement of income and expense Bank statement Impact on beneficiary

Progress Report Contents ( New Requirments ) Matching Grant Progress Reports require: >Statement of income & expense (I&E) >Bank stmt that correlates to I&E >Receipts cross reference to I&E >Narrative statement about the beneficiary >Full description of Rotarian oversight, mgmt, & involvement in the project >A detailed description of the project > Submission every 12 months from payment date Note: It is intended that the reports be self standing.

New Requirments Effective 1 July 2006 US$100 minimum contribution by host Progress Reports due every 12 months Minimum TRF award: $5000 Project Committee: At least three persons** DGSC review of all grant applications Apps must meet req’mts for approval within 6mo Appvd grants must meet req’mts for payment within 6 months after approval

Break

How to Create a Viable International Humanitarian Project ( Matching Grants )

How to Find a Partner/a Project WCS Projects Exchange Group Study Exchange International meetings District conferences Rotarian International travel (makeups) Personal contact with needy community Volunteers

Steps 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

Needs Assessment Gather information about a community problem Note: Volunteer Service Grants are designed to help you scope out projects Evaluate the club’s and community’s: – Strengths and assets – Challenges and needs – Opportunities for projects – Hindrances to projects

Project Committee Oversees and implements project Reports to board of sponsoring clubs Comprised of at least three members ( effective 1 July 2006)

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

Primary Contacts Must be member of the: – club if club- sponsored – district if district-sponsored Represents the committee Should have access to and fax

Keys 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

Creating a Project Plan Cooperative effort of all sponsors Purpose of project – who, what, where, when and how Memorandum of Understanding (MOU) can be used effectively to define responsibilities. Community involvement Rotarian participation

Creating a Budget Based on the agreed upon project plan Within the means of the sponsors Reasonable [start small and build relationships and organization] Reflect an appropriate use of funds Adhere to TRF eligibility guidelines

Budget A good budget contains: Items/services to be purchased A description of the purpose, if unclear Price of the items Corresponding supporting documentation (price quote and names of vendors) Exchange rate used to determine US$ value

Funding Budget Supporting documentation (price quotes) Contributions plus the Foundation match = =

A Budget Format

A Budget Example

A Budget Example (continued)

The Budget Page (block 4)

The Financing block (block 5)

Cultivating and Sustaining Partnerships and Communication

Purpose 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 Communication Know project partners Anticipate cultural misunderstandings Discuss problems openly and freely Communicate in a timely manner Practice patience and good humor

Effective Partnership Clearly defined responsibilities (MOU or equivalent suggested) Detailed plan of action Clear and open lines of communication Knowledgeable and motivated partners Mutual respect

Equitable 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

Problem Areas Asking for the wrong thing Not describing a Rotary project Not enough involvement by Rotarians Letters of cooperation/endorsement Budget Overdue reports/ host has 5 grants open Project already started Signatures

Example Matching Grant Problems Viewgraph/handouts

For Humantiarian Grant Questions District Grant Coordinator – D. Rand Hillier – P.O. Box 246 – Tel: – Poulsbo, WA – Fax: foundation/humanitarian programs New reference:

Call your friendly District Grant Coordinator: Contact Points:

District Simplified Grants

DSGs this year (06-07) ClubProjectLocAmt EGraysHbrThermalIm EGray$1.5k SheltonThermalIm EGray$2k AberdeenThermalIm EGray$2k LadysmithDyslexic prog Nanaimo$.8k SookeGazeboSooke$2.5k SequimClinic EquipSequim$2.5k CumberlandFireDeptDeFibCumberland$2.5k

District Simplified Grants “Big DSG” : TRF to District 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

District Policies and Guidelines Adherence to standard grant policies Partner club not required, use for local project or limited scope international project in a Rotary country. Two person committee required** One DSG project/club for the first 6 months $for$ match of club contribution up to $2500 First come first served until $=0 District program is on a cost reimbursable basis

Eligible/IneligibleProjects (not all inclusive) EligibleIneligible Service Roads, wells Construction/renovation of Dams, latrines, waterBuildings, containers Supplies, short term specializedmobile homes, work buildings Labor, basic educationupgrade of utilities, salaries/stipends Support, Assistance forfor EE of cooperating organization Landmine victims, Basic healthAdmin expenses of other organizations Programs, Orphanages, literacyProjects in progress or completed. Must benefit at least 6 people. Matching Grants are not designed for or intended for short term disaster relief or repetitive relief projects. Successful programs or projects may be replicated in different communities.

Budget A good budget contains: Items/services 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

DSG Application Procedure Application is two pages. Approval takes two weeks if application is in good order. Can’t start project until DFC approves the project DSG information, application, and report form is on the District Website.

Completion & Reporting DSG Projects Club projects using DSG $ must complete the project by 1 May. Final project summary must be reported to District Grant Coordinator by 1 June. If you don’t complete the project by 1 May and report by 1 June you suffer the consequences----  next slide.

END DSG PRESENTATION

END PROGRAM