Grant Management Seminar 1 District 6000 Grant Management Seminar District Grants Ottumwa

Grant Management Seminar How District Grants Work 2 District 6000 District Clubs Club Application, Due July 1, 2015 District Grant Committee approval (or not) August, 2015

Grant Management Seminar How District Grants Work 3 The Rotary Foundation District 6000 D6000 Application, Spending Plan TRF approval (or not)

Grant Management Seminar How District Grants Work 4 District 6000 The Rotary Foundation 2015 recipients Ames Oskaloosa Ottumwa GrinnellWellman Decatur County Ames Morning North Scott Des Moines AM Fairfield Iowa Quad Cities Keokuk ClintonMt. PleasantAlbia District 6000 (18 clubs)

Grant Management Seminar How District Grants Work 5 District 6000 The Rotary Foundation $ Released to District when prior D6000 Grant responsibilities are met. Completed for 2014 DG before July 1 of Responsibilities are met once the District reports on distribution of funds to clubs. District 6000 Clubs

Grant Management Seminar How District Grants Work 6 District 6000 The Rotary Foundation 2015 recipients, $ December 26, 2014 February 5, 2015 Ames Oskaloosa Ottumwa GrinnellWellman Decatur County Ames Morning North Scott Des Moines AM Fairfield Iowa Quad Cities Keokuk ClintonMt. PleasantAlbia District 6000 (18 clubs)

Grant Management Seminar How District Grants Work 7 District Clubs District 6000 $ Released to clubs when prior Club Grant responsibilities are met. Responsibilities are met once the District receives a clean final report.

Grant Management Seminar Life Cycle for District Grant 8 District Grant Committee First Report not yet made. Stewardship Committee Club Reports

Grant Management Seminar 9 Applying for a District Grants Each club will receive a folder, now. Place “club name - District Grant ” on folder, now. Contents application for a District Grant Terms and Conditions D6000 Local Rules Report form

Grant Management Seminar 10 Applying for a District Grants D6000 Local Rule # 1. Before applying for a District Grant, the club must be qualified by District 6000.

Grant Management Seminar Step 1 - Club name 1. Rotary Club of _______________ 11

Grant Management Seminar Step 2 - Plan your project 2. Describe the project, its location, and its objectives. From The Rotary Foundation District grants are block grants… that fund scholarships, projects, and travel that align with the mission of The Rotary Foundation. 12

Grant Management Seminar Step 2 - Plan your project D6000 Local Rule # 2. A District Grant is used to fund club projects. Projects must align with the mission of The Rotary Foundation and fall within the five areas of focus. Projects must take place within the geographical boundaries of District

Grant Management Seminar Step 2 - Plan your project -no on-going projects will be funded, projects should be sustainable -avoid large projects of which your club is a small part -projects should be finished and an acceptable report received by June,

Grant Management Seminar Step 3 - Justify your project Describe how the project will benefit the community or improve the lives of the less fortunate.

Grant Management Seminar Step 4 – Demonstrate Rotarian involvement Describe Rotarian participation in this project.

Grant Management Seminar Step 4 – This is Rotarian involvement 17 Chariton Decatur County Iowa City Iowa City AM Iowa City Downtown Coralville North Corridor

Grant Management Seminar - grant preparation - fundraising - sitting on a committee to oversee expenditure of grant funds - preparing public relations articles - hours you are paid for or that you spend on another charitable board. Step 4 – This is not Rotarian involvement 18

Grant Management Seminar - transporting food from food bank etc. - helping in packing food bags - distributing materials to teachers and children, reading to children in a classroom - transporting gifts, escorting and assisting children in gift selection - donating job-related expertise Step 4 – This is Rotarian involvement 19

Grant Management Seminar Step 4 – Demonstrate Rotarian involvement 20 D6000 Local Rule # 3. A club may fund up to 25% of the project budget with sweat equity.

Grant Management Seminar Step 4 – Demonstrate Rotarian involvement 21 Please, do not abuse D6000 Local Rule # 3. It is designed to help cash-strapped clubs.

Grant Management Seminar Step 5 – Project Contacts Project contacts. The club must appoint a committee of at least three Rotarians to oversee the project.

Grant Management Seminar Step 5 – Primary Contact - choose someone who will be responsible and attentive to the grant - should respond to all District 6000 communication within 24 hours - willing to implement document retention plan - willing to write project reports to D

Grant Management Seminar Step 5 – Primary Contact - this is usually the point of failure when a club project fails - does not respond to D6000 communication - not attentive to grant responsibilities (document retention, report writing) 24

Grant Management Seminar Step 5 – Project Contacts - help maintain the document retention plan, they have copies of all documents - fulfill the role of primary contact should it become necessary - provide oversight, they are the club’s checks and balances 25

Grant Management Seminar Step 6 – Project Budget Project budget Include a complete itemized budget for the entire project. Quotes from the supplier or other cost documentation must be attached for each item.

Grant Management Seminar Step 6 – Project Budget 27 - make sure you include quotes - do not do business with Rotarians if it can be avoided - reveal any conflicts of interest

Grant Management Seminar Step 7 – Source of Funding 28 D6000 Local Rule # 4. Club may apply for a maximum of $5000. D6000 Local Rule # 5. A club must match grant funds 1:1 with club funds (or equivalent)

Grant Management Seminar Step 7 – Source of Funding 29 - make sure your Budget and the CASH portion of Funding totals are in agreement. - the beneficiary cannot be a source of funding for club match

Grant Management Seminar Step 8 – Ownership 30 8.Ownership of equipment, materials, or supplies. a. Items purchased with grant funds may not be owned by a Rotary club.

Grant Management Seminar Step 9 – Public Relations How will the general public know this is a Rotary Foundation sponsored project?

Grant Management Seminar Step 9 – Public Relations 32 - recognition of your club - recognition of District recognition of The Rotary Foundation - we want pictures of Rotarians in action

Grant Management Seminar Step 10 – Cooperating Organization Cooperating organizations - the beneficiary is not a cooperating organization - make sure you include letters from cooperating organizations

Grant Management Seminar Step 11 – Document Retention Plan Document retention plan. Retain all documents required by the club MOU in a location that is known and accessible to more than one person. All original documents related to grant-funded expenditures, including receipts, must be retained for a minimum of five (5) years after the project is closed.

Grant Management Seminar Step 11 – Document Retention Plan - application for funds - all communications with the District - quotes from vendors - receipts and invoices - bank statements and checks - all reports 35

Grant Management Seminar Maintain Records Of All Communication with District 36

Grant Management Seminar Step 11 – Document Retention Plan - this is usually another point of failure when a club project fails - not attentive to grant responsibilities regarding document retention 37

Grant Management Seminar Step 12 – Check List Check List Please review your application carefully for each item listed below.

Grant Management Seminar Step 13 – Authorizations 39 13a – Progress and Final Reporting - should be the Primary Contact - easy if you have your document retention system in place

Grant Management Seminar Step 13 – Authorizations 40 13b – Club President’s Signature 13c – Assistant Governor’s Signature

Grant Management Seminar 41 District Grant Reports - crucial to success of this program - future money will not be released until final reports are accepted - do them correctly - submit them in a timely fashion

Grant Management Seminar District Grant Reports steps Project Description 1.Describe the project. 2.How many people benefited from this project? 3.Who were the beneficiaries, how were they impacted by this project, and what humanitarian need was met?

Grant Management Seminar 43 District Grant Reports steps this information is on your application

Grant Management Seminar District Grant Reports steps How many Rotarians participated in the project? 5. What did they do? Please give at least two examples, do not include financial support provided to the project.

Grant Management Seminar 45 District Grant Reports steps sweat equity activities are reported in steps 4 and 5 - this information is also on your application

Grant Management Seminar District Grant Reports step If a cooperating organization was involved, what was its role?

Grant Management Seminar 47 District Grant Reports step 6 - this information is on your application

Grant Management Seminar District Grant Reports steps Financial Report Clubs must document payment of all monies related to this project. Receipts relating to project expenses must show payment has been made; invoices showing an outstanding balance are not acceptable. Submit copies of all such receipts with this report.

Grant Management Seminar 49 District Grant Reports steps you must list specific items - you must provide documentation of all expenses - you must meet you financial match

Grant Management Seminar District Grant Reports signature 50 Certifying Signature - this report must be signed by a member of the club

Grant Management Seminar District Grants Keys to Success - follow the original plan - maintain document retention plan - maintain an attitude of good stewardship 51

Grant Management Seminar District Grants Keys to Success - stewardship : the conducting, supervising, or managing of something; especially: the careful and responsible management of something entrusted to one's care 52