1. District 5810 Grant Qualification 2016 - 2017 February 13, 2016

2. District Grants District 5810 Foundation Organization: District 5810 Foundation Chair: Bill Slicker District 5810 Grants Committee (2015 – 2016) - Chair: Owen Devlin - Erin Mudie (Grants Chair 2016 – 2017) - Happy Franklin - Sanjeev Khanna - Angela reed - Tom Franklin For questions about District Grants, please contact Owen Devlin (Erin Mudie) at District 5810grants@gmail.com

3. District Grants District grants fund small scale, short-term activities that address needs. Clubs may support a broad range of activities with their district grant funds. Examples of district-grant activities include: Local or international service projects Vocational training teams: – No partnership or international requirements. Scholarships: – No restrictions on the level (secondary, university, or graduate), length, location (local or international), or area of study. – No restrictions on the dollar amount for the scholarships

4. District Grants Rotary Programs: – RYLA – Rotaract – Interact – Early Act/First Knight Construction Projects: – Reconstruction projects to improve existing facility  Several clubs may join to make a larger (international) project – which avoids the paperwork, size and sustainability requirements of a Global Grant. There is no sustainability issue with District Grants.

5. District Grants Some examples of projects District Grants cannot fund: Fundraisers for Rotary clubs or public relations expenses Purchase of land or buildings (remodeling is acceptable) Unrestricted cash donations (i.e. debit cards) Project signage over $500.00 Establishment of a Club foundation Admin expenses of other non-profit organizations The Rotary Foundation has a policydocument called “Terms and Conditions” that establishes the criteria for District and Global Grants. It is available at TRFs website for downloading.

6. District Grants Examples of District Grant Projects: Purchase of prescription medications and lab tests for indigent patients for a community health clinic. Purchase of UNOBOOK Tablets, warranty and software applications for an elementary school. Funds to go toward support of a Challenge Air day for area special needs children. Purchase of medical supplies, personal care supplies, and food for Send Hope Honduras. Funds to go to a bicycle Rodeo and Child Safety Day. literacy supplies for prison release programs, Provide college scholarships of $1,000 per student Provide scholarships to Camp RYLA for local youth..

7. District Grants TOPICS:  Club Eligibility & Planning  Club – Memorandum of Understanding (MOU)  Due Dates  Funding amounts  Forms (available on District 5810 website)

8. District Grants Attend a mandatory District conducted Qualification Session for Club Qualification every Rotary year. Close all previous year District Grants. Be up-to-date on RI and District Dues as well as the IRS 990. Contribute to The Rotary Foundation (TRF) as per capita contributions to TRF’s ANNUAL FUND will be used in the award of Grant funds. To be eligible for a District Grant in 2016-2017, clubs must:

9. District Grants Leadership Responsibilities – Planning: Current Club Management must work closely with incoming President and President-Elect to plan Grant activity for 2016-2017 & file application on time. Partner with other Clubs and/or organizations to increase the scope of your project.

10. District Grants Leadership Responsibilities – Qualification: Club must have at least one Rotarian attend a District Conducted Qualification Session to qualify the Club to obtain Grant. (Did you sign in???) Qualification is obtained only via District training. Clubs must requalify annually.

11. District Grants Club Memorandum of Understanding (MOU): – Mandatory to obtain Grant – Outlines Leadership Responsibilities Financial Management Document Retention Report on Use of Grant Funds Authorization & Agreement MOU must be renewed annually & covers both global and District Grants per Club.

12. District Grants Authorization & Agreement Memorandum of Understanding (MOU) signed by  2016 - 2017 Club President  2016 - 2017 Club President Elect

13. District Grants Due Dates: – Requests for District Grants are due by the July 31, 2016 because: – Our District must submit a spending plan to RI for approval (August 15th). – Grant funding notification will occur by August 31. – Final Report due immediately upon completion of Grant project to receive the District check. – Final report deadline is May 1, 2017

14. Due Dates, continued: – District Grant projects must be completed in the Rotary year for which it is approved. – All receipts must be dated in the 2016-2017 year. – Final reports must be received by the district before May 1, 2017. (Must include a signed Final Report form, copies of receipts and pictures) District Grants

15. Funding: – Funds available in 2016- 2017 = $83,735 Minimum Grant Request is $1,000 Maximum Grant Request is $4,000 Multiple Grant Requests Ok total cannot exceed $4,000 – Clubs are urged to work together or with outside sources to fund Grants. – Club Per Capita ANNUAL FUND contributions are a part of the funding decision. – Grant Funds paid to Club upon submission of the Final Report.

16. District Grants Funding: RI YearDist. TTLGrants Totals – 2014/2015$157,450$78,725 – 2015/2016$180,638$90,319

17. District Grants Record retention: – Clubs must archive all Grant documentation for a minimum of five (5) years Grant documents Emails Receipts Bank Records Pictures

18. District Grants – Forms: Club MOU Grant Request Form Final Report All forms are available from the District 5810 web site (www.rotary5810.org)

19. District Grants Report on Misuse of Grant Funds: – Clubs must report abuse or misuse of Grant Funds to the District Foundation Chair or District Governor.

20. District Grants Authorization & Agreement: – Memorandum of Understanding (MOU) signed by » 2016/2017 Club President » 2016/2017 Club President-Elect – MOU is valid only from July 1, 2016 through June 30, 2017. The MOU is for both District and Global Grants (one MOU only per club)

21. District Grants Proposed Grant Fund Allocation – 2016-2017 Grant Funds Available: $83,735 – 2014-2015 District Per Capita Funds: $118.00 Clubs whose Per Capita average > $118.00 go into Tier 1. Per capita is for ANNUAL Fund only. Clubs whose Per Capita Average < $118.00 go into Tier 2. Tier 1 clubs eligible for 75% of Grant Funds ($62,801) Tier 2 clubs eligible for remaining 25%. Limit of $4,000 in total grants for one club

23. The Rotary Foundation

24. We are responsible leaders: Responsible leadership means being both efficient and trustworthy with our donations. We’re committed to making the most out of every dollar we receive — that’s why we use nearly 90% of our funding for program expenses in an industry where the average is only 65%.

25. The Rotary Foundation This commitment has earned the Rotary Foundation high ratings from charity evaluators such as:

26. The Rotary Foundation What we do with our donations: – Each year, gifts to the Rotary Foundation fund thousands of projects around the globe. Here are a few examples: – $102.8 million spent on fighting polio in areas including India, which is now polio-free. – $2 million raised by Korean Rotary members to build a maternal and child health complex in Tanzania, serving an area of more than a million people. – $40,000 spent to provide safe drinking water, sanitation and facilities, and training in India.

27. Grant Management Seminar 27 District 5810 Global Grants

28. Grant Management Seminar Global Grant Policies 1.Notice of Intent to District Governor and District Foundation Chair 2.Global Grant Applications approved on first- come-first-service basis. 3. Additional 5% of cash contributed to pay for overhead to process applications. 28

29. Grant Management Seminar Global Grant Policies Example Club(s) contribution (15%)$ 4,500 TRF matching (0.50 per $1) 2,250 DDF (1/2 of balance) 12,750 TRF matching DDF 12,750 TRF Overhead (5% of cash) 225 Total project costs$ 32,475 29

30. Grant Management Seminar 30 WHY ARE YOU HERE? Managing Global and District Grants Stewardship expectations Implement the MOU Certify clubs to receive grant funds

31. Grant Management Seminar 31 Certification Requirements Attend grant management seminar Agree to club Memorandum of Understanding (MOU) Submit signed MOU to DGSC RI and District dues are current Current reports on any open grants

32. Grant Management Seminar 32 Terms of Certification Valid for one year Club responsibility for grant funds Disclose conflicts of interest Cooperate with all audits Use grant funds properly Implement the club MOU

33. Grant Management Seminar 33 Grant Management Ensures that projects Have proper financial control Adhere to technical standards Meet the needs of the beneficiaries Fulfill their objectives Safeguard funds

34. Grant Management Seminar 34 Project Planning Form a three-person grant committee Assign roles Implementation plan Budget Contingency plan Document retention plan

35. Grant Management Seminar 35 Successful Grant Projects Meet community needs Include frequent partner communication Have implementation plan Are sustainable Maintain proper stewardship of funds

36. Grant Management Seminar 36 Partners RI Convention Project fairs LinkedIn Matchinggrants.org/global International meetings Rotary Showcase / Facebook

37. Grant Management Seminar 37 Needs Assessment Talk to the community Base project on the community’s needs Assess resources of your club and potential partners

38. Grant Management Seminar 38 Setting Goals Measurable Sustainable Qualitative (descriptive) Quantitative (numeric)

39. Grant Management Seminar 39 Setting Goals Gather baseline data Set goals Determine method of measurement

40. Grant Management Seminar 40 Creating a Budget Realistic Competitive bidding Reasonable prices Disclose conflicts of interest

41. Grant Management Seminar 41 Stewardship Rotarian Supervision Financial records review Oversight of funds Reporting irregularities Timely submission of reports The responsible management and oversight of grant funds

42. Grant Management Seminar 42 Bank account for funds Distributing funds Use checks/bank cards to track funds Detailed ledger Include local laws Stewardship

43. Grant Management Seminar 43 Applying for and Implementing a Global Grant

44. Grant Management Seminar 44 Areas of Focus Peace and conflict prevention/resolution Disease prevention and treatment Water and sanitation Maternal and child health Basic education and literacy Economic and community development

45. Grant Management Seminar 45 Applying for Global Grants Two-step application process online Meet goals of Six Areas of Focus Be sustainable Involve Rotary clubs in two districts Minimum budget of US$30,000 District confirms club is qualified

46. Grant Management Seminar 46 Sustainable Projects

47. Grant Management Seminar Global Grant Application Two Step On-Line Process Proposal Application District Certification & DDF 47

48. Grant Management Seminar 48 Global Grant Financing DDF matched 100% with World Fund Rotarian cash contributions matched 50% with World Fund Non-Rotarian cash contributions Minimum grant $15,000.00 Minimum project $30,000.00

49. Grant Management Seminar 49 Financing Guidelines Contributions raised by Rotarians Funds cannot be raised from beneficiaries in exchange for a grant Funds cannot come from other grants Contributions credited to donor DDF allocation by District

50. Grant Management Seminar 50 Implementation Communication Financial management plan Recordkeeping Following original plan

51. Grant Management Seminar 51 Evaluation Assists with reporting Improves future projects Based on goals Ongoing process Identifies successes

52. Grant Management Seminar 52 Resources Document retention worksheet Financial management plan worksheet Transferring custody of a bank account More on Rotary.org

53. Grant Management Seminar 53 Document Retention Provide access Retain for a minimum of five years Make copies Electronic

54. Grant Management Seminar 54 Global Grant Reports: Frequency Progress reports Within 12 months of first payment Every 12 months through the life of the grant Final report within 2 months of completion

55. Grant Management Seminar 55 Global Grant Reports: Content How partners were involved Type of activity Evaluation of project goals How area of focus goals were met How funds were spent Number of beneficiaries and how they benefited

56. Grant Management Seminar 56 Conflict of Interest Exists when a Rotarian benefits financially or personally from a grant Benefit can be direct (the Rotarian benefits) or indirect (an associate of the Rotarian benefits)

57. Grant Management Seminar ELIGIBILITY CRITERIA Specific Activities allowable for both District and Global Grants ELIGIBLEINELIGIBLE Construction of infrastructure including, but not limited to toilet blocks and sanitation systems, access roads, dams, bridges, storage unites, fences & security systems, water/irrigation systems and greenhouses Purchase of land or buildings Renovation, repair and refurbishment of structures that are currently occupied or operational in which individuals live, work or spend significant amount of time – may include new services or upgrade of utilities, repair of roofs, additions to existing schools or hospitals, elevators and renovation of bathrooms New construction of any structure in which individuals live, work or engage in any gainful activity, such as buildings (homes, schools, hospitals, etc.), containers and mobile homes, or structures in which the individuals carry out any type of activity including manufacturing. Purchase & distribution of contraceptives for use in disease prevention and maternal health projects. Unfairly discriminate against any group, promote a particular political or religious viewpoint, support purely religious functions at churches and other places of worship, support activities that involve abortion or that are undertaken solely for sex determination. International travel for scholars, vocational training teams (VTTs) and project beneficiaries. International travel for spouses or other relatives. Travel to National Immunization Days (NIDs) Domestic travel for scholars, VTTs and project beneficiaries and those professionals (Rotarian & Non- Rotarian)needed to implement project Domestic travel for spouses or other relatives. Travel to National Immunization Days (NIDs) 57

58. Grant Management Seminar ELIGIBILITY CRITERIA Specific Activities allowable for both District and Global Grants ELIGIBLEINELIGIBLE Direct costs, fees, contracted labor costs, stipends or honorariums related to project implementation. Illegal payments, bribes or special gifts to obtain or expedite project implementation. Activities involving vaccines and immunizations that are consistent with the best practices described by the World Health Organization (WHO) Transportation of vaccines by hand over national borders. Medical camps and lifesaving surgeries providing that if they are funded by global grants, there must be appropriate follow-up. Removal of land mines in cooperation with an experienced partner organization. Rotarians may not personally participate in the physical removal of land mines. International travel for project planning and direct service International travel of spouses or other relatives.. 58 Administrative expenses up to 3 percent of the grant award, necessary for grant implementation including bank fees, postage, software and an independent financial assessment.

59. Grant Management Seminar Global or District Grant Activity Sample Project Global Grant District Area of Focus Sustainable 1.To provide clean water to children in 297 rural schools and 7 orphanages in Belize by supplying water containers and filters, providing education about water borne diseases, and training in the operation and maintenance of filters. 2.To support a village in Uganda by sending a vocational training team from the US to provide training in economic development, education, and health, in addition to sending a VTT from Uganda to the US to receive training in water management and irrigation. 3. To provide a water purification system in Pakistan 4. To fund a scholarship for a master of arts degree in Spanish, with research, academic, and professional interests focused on Latino immigration and obstacles to literacy and basic education in a Latin American country. 5. To fund a vocational training team of special-needs teachers, physical therapists, and an occupational therapist from England to Thika, Kenya, to train teachers at three schools 69

60. Grant Management Seminar Global or District Grant Activity Sample Project Global Grant District Area of Focus Sustainable Grant 6.To fund a scholar to study psychology in Germany for one year. 7.To provide equipment for health care workers and parents in the extended-care pediatric wards of hospitals in South Africa. 8.To provide bed-nets, doctor consultations, and medications to facilitate the prevention, diagnosis, and treatment of malaria in Mali, along with education disease transmission and how to use the bed-nets. 9.To raise community awareness in Benin about child protection by training educators and by creating a comic book on children’s rights. 10. To provide athletic equipment to students from financially disadvantaged families to encourage them to participate in after-school sports and enrichment. 11.To provide orthopedic surgery equipment to hospitals in India. 12.To provide solar panels, a well, a generator, tanks, farm equipment, seeds, furniture, and a projector to help set up an agricultural school in Uganda that will train 50 to 60 students per year. 70

61. Grant Management Seminar Grant Type for Humanitarian Project Determine Grant Type for Humanitarian Project Is project in one of the six areas of focus ? NO District Grants do not need to fall within one of the six areas of focus YES Global grants benefit communities through projects in at least one of the six areas of focus. Is Project Budget at least $30,000? NO District Grants activities have a minimum budget of $1,000 Apply for a District Grant YES Global Grant projects must have a minimum budget of $30,000 Will sponsor partner with an international district or club? NO YES Apply for a District Grant Apply for a Global Grant Apply for a District Grant 68

62. Grant Management Seminar To apply for District Grants go to www.rotary5810.org>District and Global Grants Bottom of page to “downloads” To apply for Global Grants go to www.rotary.org>My Rotary>/Sign In> The Rotary Foundation>Global Grants> Grants Application Tool 62

63. Grant Management Seminar Contact Information District Rotary Foundation Chair (DRFC) Bill Slicker Ph. 469-955-2826, email billslicker@gmail.com District Grants Subcommittee Chair (DGSC) Erin Mudie Ph. 214-300-8362, email erinmudie@gmail.com Global Grants Chair (GGC) Bill Slicker 63

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