Grant Management Seminar 9 November 2013

Grant Management Seminar 9 November 2013 Facilitator: PDG Jason Chan Panelist: PP Dominic Ko (DRFC Stewardship Sub-Committee Member)

Grant Management Seminar Introduction 3Rotary Year Engage Rotary Change Lives

District Goals Continue to contribute to The Rotary Foundation. Successfully implement the new grants structure. Build effective stewardship in managing Rotary Foundation grant funds Support the Polio eradication efforts 4Rotary Year Engage Rotary Change Lives

New Grants System Why? What? When? Future Vision Plan was introduced 3 years ago and it intended to achieve the followings: Simplify the program and procedure Support sustainable projects Focus on service Greatest impact by addressing priority Increase sense of ownership Greater understanding and enhance global image 5Rotary Year Engage Rotary Change Lives

District Grants (replacing the District Simplified grants) Global Grants (replacing the Matching Grants) Packaged Grants (fully funded) Emphasis on district and club stewardship and financial management Club qualification process and signing of MOU Preparation of the financial management plan and the opening of separate bank accounts for grant funds 6Rotary Year Engage Rotary Change Lives New Grants Structure With effective from

DG Eugene Fong PDG Peter Wan Chair PDG Alexander Mak Stewardship Sub-Committee Chair PDG Ada Cheng Polio Plus Sub-Committee Chair PDG Jason Chan Grants Sub-Committee Chair PDG Johnson Chu Deputy Chair PDG Johnson Chu Deputy Chair 7 Committee Structure Rotary Year Engage Rotary Change Lives PDG Peter Wong Fundraising Sub-Committee Chair

Grant Management Seminar Macao Rotary Foundation Grants PDG Jason Chan (DRFC Grants Sub-Committee Chair) 8Rotary Year Engage Rotary Change Lives

Learning Objectives Increase your knowledge about Rotary Foundation grants. Get motivated to apply for Foundation grants. Understand how clubs can use Foundation grants. 9Rotary Year Engage Rotary Change Lives

Learning Objectives Distinguish between district grants and global grants. Identify the Foundation’s areas of focus and how they relate to Rotary Foundation grants. Demonstrate an understanding of sustainable service projects. 10Rotary Year Engage Rotary Change Lives

11Rotary Year Engage Rotary Change Lives Rotary Foundation Grants

New Grant Model Global grants District grants Packaged grants 12Rotary Year Engage Rotary Change Lives

District Grants Educational and humanitarian activities consistent with Foundation mission Smaller activities and projects Fund both local or international activities Local decision making with broad guidelines Managed by district 13Rotary Year Engage Rotary Change Lives

Global Grants Larger grant awards Sustainable outcomes Alignment with areas of focus Long-term projects Managed by the Foundation 14Rotary Year Engage Rotary Change Lives Packaged Grants Pre-designed projects Funded by the World Fund and strategic partner Educational and humanitarian activities Rotarians focus on implementation

Areas of Focus Peace and conflict prevention/resolution (P) Disease prevention and treatment (D) Water and sanitation (W) Maternal and child health (H) Basic education and literacy (E) Economic and community development (E) WEED HP 15Rotary Year Engage Rotary Change Lives

Sustainability Giving a community the skills and knowledge to maintain project outcomes for the long-term to serve the ongoing need after grant funds have been expended 16Rotary Year Engage Rotary Change Lives

Preparing for Attend your district Rotary Foundation seminar Attend the Grant Management Seminar Appoint a club Rotary Foundation committee chair Train and qualify your club Submit reports for all TRF grants and programs on time Submit project proposals to district for global and district grant funds Apply for global grants online 17Rotary Year Engage Rotary Change Lives

Amount available for grant application for Rotary Year : To be advised in March/April 2014 For information, amount available for grant application for Rotary Year : USD205, District grant (50% of total DDF):USD102,979 Global Grant (50% of total DDF):USD102,979 18Rotary Year Engage Rotary Change Lives Survey of District Funding Request

Clubs may submit funding requests to district for the following projects: Service projects to support local or international projects, volunteer service travel, or disaster recovery; Scholarships for students attending a local university or another school in another country and Vocational Training to support local training needs or to fund vocational training teams to travel abroad to teach or to receive training. 19Rotary Year Engage Rotary Change Lives Survey of District Funding Request

Arrangement in this rotary year concerning the district spending plan was sent to all incoming club presidents on 2 April 2013 with due date for reply on 7 May 2013 (Tue). Reminder was sent on 25 May 2013 (Thur). (Notice for the above would be much earlier in 2014 as District is required to submit the district spending plan by ) Returns from 17 rotary clubs were received. The requests from clubs and other districts amount to over USD60,000 for district grants and USD80,000 for global grants respectively. Strong competition for DDFs 20Rotary Year Engage Rotary Change Lives Survey of District Funding Request

District Spending Plan With reference to the result of the district funding request, details of the district spending plan will be advised in due course. 21Rotary Year Engage Rotary Change Lives

The three-person grant committee will consider inter alia whether to include the following criteria in the applications. Balance fund allocation for service projects, scholarship and vocational training. Application for use of DDF for district project will be considered. For information, USD40,000 was reserved for VTT and scholarship and the remaining fund for district and club service projects in this rotary year. Maximum DDF allocation per project to be advised in due course. The maximum grant for this rotary year is limited to DDF of USD5,000 per project 22Rotary Year Engage Rotary Change Lives DDF allocation criteria for Global Grants Application

When acting as a primary sponsor for global grants, each district and club is limited to 10 open grants at a time. (2 nd paragraph of Section IV How to Apply at p.4 of “Terms and Conditions for Rotary Foundation District Grants and Global Grants” refer) A club or district can only be the primary sponsor on 10 open global grants at a time. The district can be the primary sponsor on 10 and each club in the district can be the primary sponsor on up to 10. For the district’s 10 grants, open district grants do count towards this total. Projects to be undertaken in Mongolia and China (through Hong Kong and Macao) are counted as host district projects. Priority will be given to clubs that are acting as host clubs in our district. 23Rotary Year Engage Rotary Change Lives DDF allocation criteria for Global Grants Application

Continuous contribution of the clubs to the Rotary Foundation Chance that a club can obtain 2 grants is slim; Maximum district grant:HK$39,000 (US$5,000) per club or per project whichever is lower Each application will be considered on its own merits and depending on the available funds 24Rotary Year Engage Rotary Change Lives Selection Criteria for District Grants Application

New clubs without any track record may partner with their mother clubs when submitting applications Only Rotary Club is eligible to apply; Projects already undertaken and in progress, an existing projects, or activities primarily sponsored by another organization, or projects that are already competed are not eligible to apply. Avoidance of conflict of interest 6 areas of focus may not be a must for district grant applications 25Rotary Year Engage Rotary Change Lives Selection Criteria for District Grants Application

DDF allocation criteria (cont’d) Club Qualification and fulfillment of requirements under the MOU including the financial planning management prior to the submission of grant applications As competition for DDFs are strong, clubs may consider to participate in joint clubs projects and area projects. 26Rotary Year Engage Rotary Change Lives

District grant application and approval procedures Details for next rotary year’s arrangement to be advised in due course Reference will be made to the timetable for this rotary year ’s district grants applications procedure including the 2 stages mechanism 27Rotary Year Engage Rotary Change Lives

Grant Management Seminar Macao District Stewardship Committee PP Dominic Ko (DRFC Stewardship Sub-Committee Member) 28Rotary Year Engage Rotary Change Lives

Stewardship of TRF Grants

Stewardship 30Rotary Year Engage Rotary Change Lives Stewardship Subcommittee & TOR Club MOU Financial Management Plan Audit Committee & Role

31Rotary Year Engage Rotary Change Lives  Part of the DRF Committee  2 Subcommittees:-- Reporting Investigation and Local Compliance Stewardship Committee

Rotary Year Engage Rotary Change Lives32 Reporting: Chairman: PP Dominic Ko (Kingspark HK) Investigation and Local Compliance: Chairman: PP Emba Leung (Kowloon North) Stewardship Committee (2)

Terms of Reference Implementation of district MOU Development of financial management plan Help qualify clubs Ensure district and clubs implement proper stewardship and grant management practices Ensure timely reports to TRF 33Rotary Year Engage Rotary Change Lives

Terms of Reference (2) 34Rotary Year Engage Rotary Change Lives Monitor & evaluate stewardship & management of TRF grants Ensure avoidance of conflict of interest Create system to: - resolve any misuse or irregularities on grants - report to TRF - conduct investigations

35Rotary Year Engage Rotary Change Lives 1.Terms of Qualification 2.Club Officer Responsibilities 3.Financial Management Plan 4.Bank Account Requirements Qualification—Club MOU

36Rotary Year Engage Rotary Change Lives Qualification—Club MOU (2) 5. Report on Use of Grant Funds 6. Document Retention 7. Reporting Misuse of Grant Funds

Rotary Year Engage Rotary Change Lives37 Signature: District Grants—P’s for 2013/14 and 2014/15 Global Grants—above + P for 2015/16 Qualification—Club MOU (3)

Terms of Qualification 38Rotary Year Engage Rotary Change Lives Qualification valid for One Year Club must comply with MOU Responsible for use of grant funds (despite int’l partner) Cooperate with audits & investigations Suspended for misuse of grant funds

Club Officer’s Responsibilities One member to implement, manage and maintain club qualification Ensure proper stewardship and proper management practices for all grants No conflicts for individuals involved

Rotary Year Engage Rotary Change Lives40 Written plan containing procedures to: Maintain a standard set of account Disburse grant funds Maintain segregation of duties for handling funds Inventory system for equipment and assets bought Financial Management Plan

A separate account for TRF funds Signature of at least two Rotarians Bank statements to support receipt and use of grant funds Grant funds cannot be deposited into investment accounts (CD, bonds, stocks, funds) Written plan to transfer bank signatories Bank Account Requirements

Rotary Year Engage Rotary Change Lives42 Adhere to all TRF reporting requirements To report to TRF of grant’s progress and how funds are spent Report on Use of Grant Funds

Rotary Year Engage Rotary Change Lives43 District Grant Report latest by 30 April 2014 for 2013/14 (to be confirmed for 2014/15) Global Grant Report within 12 months of receiving the payment, or within 2 months of the grant’s total disbursement Report on Use of Grant Funds

Rotary Year Engage Rotary Change Lives44 Document Retention 1.Maintained for 7 years and accessible to Rotarians in Club and District 2.Documents include: Club Qualification documents including MOU Bank information, including bank statements Financial management plan Procedure for storing documents and archives Succession plan for bank account signatories

Rotary Year Engage Rotary Change Lives45 Must report any potential and real misuse or mismanagement of grant funds to District How to resolve? Reporting Misuse of Grant Funds

Rotary Year Engage Rotary Change Lives46 Checklist What Clubs are required to do

Rotary Year Engage Rotary Change Lives47 DRF Audit Committee (1) Structure: Chairman: IPP Wilson Cheng (Kowloon Tong)

Rotary Year Engage Rotary Change Lives48 DRF Audit Committee (2) Role Conduct annual assessment of: Financial management plans (District & Club) and their implementation Financial controls and compliance

Grant Management Seminar Club qualification progress and issues Compliance work plan District financial management plan an implementation 49Rotary Year Engage Rotary Change Lives

Grant Management Seminar Questions and Problems Encountered 50Rotary Year Engage Rotary Change Lives

Grant Management Seminar THANK YOU 51Rotary Year Engage Rotary Change Lives