1. District 5240 Grant Management Seminar
Good Morning! I would like to welcome each one of you for taking the time to attend this very important club qualification seminar.
I know by being here takes time away from your family and activities you enjoy to do during the weekend.
Our intention is to give you useful information so at the end of the seminar you feel it was worth it to take five hours of your Saturday to learn about the New Grants Model.
I also would like to thank District Governor Frank Ortiz not only for being here but for giving me and my Future Vision Transition team all the facilities to develop the policies and procedures needed to reach the Qualified Status with The Rotary Foundation.
Of course my deepest appreciation to our District Governor Elect Jack McClenahan, he worked side by side with us to develop the program.
I thank my Future Vision Team for all the work they have done to prepare the district for qualification and for all the work they will be doing to prepare our clubs for next year when the New Grants Model will be implemented world wide.
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2. Your Future Vision Team
Luz Maria Ortiz-Smith DG , DRFC (805) Janet Napier District Grant Subcommittee Chair (661)
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3. Your Future Vision Team
Gerry Porter District Grant Chair (805) (909) Heather Frankle Global Grant Chair (805) Nick Frankle Documentation Retention Chair (805)
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4. Purpose Understand how to manage a Rotary Foundation grant
Learn stewardship expectations
Prepare clubs to implement the memorandum of understanding
Qualify clubs to receive grant funds
The purpose of this training is to help those attending the seminars to:
* Understand how to successfully manage a Rotary Foundation Grant
Learn Foundation stewardship expectations
Prepare clubs to implement the memorandum of understanding
Qualify clubs to receive Rotary Foundation grant funds
I want to reiterate The New Grants Management plan (what we have known as Future Vision) gives the clubs and district more decision-making power
The leadership structure has been simplified to allow our district to create additional subcommittees and allocate tasks as appropriate
Qualification allows the district a more cost-effective option of creating an internal audit committee, rather than requiring an independent financial review
We will be able to request up to 50% of District Designated Funds for our District Grants compare to the 30% we are now receive. This will allow to have larger district grant activities.
Now clubs as well as districts are able to fund scholars studying at various levels and provide financial support in any amount
Vocational Training Teams will replace Group Study Exchange program, now the district can decide on the size of the team, amount of financial support to provide, etc.
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5. Grant Management Ensures that projects
Are administered with proper financial control
Adhere to superior technical standards
Meet the needs of the beneficiaries
Fulfill their objectives
Safeguard donors’ funds
Grant Management ensures that projects
Are administered with proper financial control
Adhere to superior technical standards
Meet the needs of the beneficiaries
Fulfil their objectives
Safeguard donor’s funds
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6. Successful Grant Projects
Meet community needs Have frequent partner communication Have implementation plan Are sustainable Practice proper stewardship of funds
Meet community needs
Projects should address a real need in the community
Beneficiaries are more likely to support and participate in a project that they need and to ensure sustainable outcomes
Projects shouldn’t be imposed by international partners
Have frequent partner communication
Rotarians should partner with the community and other organizations with technical expertise: however, projects must be managed by Rotarians.
Working together is more than financial participation: it is also using each partner’s expertise to implement the project or activity
Have implementation plan
Have an effective implementation plan with achievable goals develop by Rotarians
Are sustainable
Create sustainable projects that are able to continue after the funds have been spent
Practice proper stewardship of funds
By establishing a financial management plan before applying for grants, clubs ensure that they will have the necessary processes in place to manage funds before any money is received
An established financial management plan increases transparency and the likelihood that club members will discover any potential misuse or mismanagement of grant funds early in a project’s implementation
Involving more than one Rotarian in decisions about how grant funds are spent ensures better monitoring of each grant.
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7. Stewardship
Stewardship is the responsible management and oversight of grant funds, including:
Standard business practices
Rotarian supervision
Financial records review
Oversight of funds
Reporting of irregularities
Timely submission of reports
Stewardship is responsibility of each Rotarian
* Stewardship is the responsible management and oversight of grant funds including:
* Stewardship is part of Rotary’s core values of service and integrity, reflected in the Four-Way test and the Declaration of Rotarians in Businesses and Professions.
* The Rotary Foundation requires clubs to follow standard business practices for managing these funds.
* Rotarian supervision protects the interest of The Rotary Foundation
It is very important to review financial records to confirm proper use of funds. Good stewardship is achieved by putting systems in place that create club wide awareness of use of the funds. Widespread knowledge helps prevent mismanagement.
* Stewardship is also the responsible fiscal management and oversight of grant funds.
* Any irregularities or misuse of grant funds should be reported immediately.
Of outmost importance is the timely submission of complete and accurate reports, which documents the club’s good stewardship of funds to all donors of The Rotary Foundation
Having a stewardship system in place showing transparency and accountability for managing Foundation grant funds will positively impact the donor’s confidence in giving to our Foundation.
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8. Qualification Requirements
Attend a grant management seminar Agree to club memorandum of understanding and submit signed Club Memorandum of Understanding (MOU) to district Agree to the District 5240 Addendum to the club memorandum of understanding and submit signed addendum to district
Clubs are required by The Rotary foundation and the District to obtain qualification to receive Rotary Foundation funds.
This process ensures that clubs are aware of all Foundation requirements before receiving grant funds, and provides clubs with the tools needed to complete these requirements and successfully manage their reports.
These are the requirements of qualification:
1.- At least 2 club members must attend this seminar annually and then share the information with fellow club members.
2.- The Club President and club President-elect have to sign and agree to the Club Memorandum of Understanding (MOU) which explains the Foundation’s minimum requirements for managing grants.
3.- Club President and Club President-elect sign and agree to the District 5240 Addendum to the club memorandum of understanding.
The club MOU is a collection of grant stewardship practices that ensure the clubs manage their grants properly. These practices are beneficial for managing all club funds.
Apendix # 1 in the Grant Management Manual explains each section of the MOU and poses questions that can help clubs implement the MOU
I encourage you to use this Apendix both throughout the seminar and as your club begins to implement the club MOU.
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9. Terms of Qualification
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
* Once a club successfully completes the qualification requirements, the club will receive qualified status for one Rotary year. (See club MOU section 1A)
All club members understand that the club as an entity is responsible for the use of grant funds.
The Club must disclose any conflicts of interest in compliance with the Conflict of Interest Policy as outlined in The Rotary Foundation code of Policies
The club must cooperate with any site visits, reviews, and audits
Misuse of grant funds will result in suspension of the club’s qualification status
Failure to implement the Club MOU could result in a los of qualified status
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