1. District 5490 Grant Management Seminar 1

2. 2 Purpose A quick Overview of new Grant model 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

3. District 5490 Grant Management Seminar Global Grants Administered by TRF Can Receive Match from World Fund Club or District Initiated and Implemented District Grants Initiated & Administered by the District Club or District Implemented Projects Packaged Grants Pre-Packaged by TRF with RI Strategic Partners Implemented by Clubs or Districts New Grant Model Only Grant Types

4. District 5490 Grant Management Seminar Global Grants Longer-term projects Larger grant awards Sustainable outcomes Alignment with areas of focus World Fund match Can be initiated by a Club or District

5. District 5490 Grant Management Seminar Peace and conflict prevention/resolution Disease prevention and treatment Water and sanitation Maternal and child health Basic education and literacy Economic and community development Areas of Focus (Applicable to all Global Grants)

6. District 5490 Grant Management Seminar District Grants Educational and humanitarian activities consistent with the TRF mission, including: Club Projects Scholarships GSE / VTT District Projects Single “block” grant awarded annually to the District District Distributes funds to individual projects by clubs. Fund both local or international activities. Local decision making with broad guidelines. No World Fund match. (Can use up to 25% of total giving from District Rotarians 3 years prior).

7. District 5490 Grant Management Seminar Sustainability A primary goal of the Rotary Foundation is to develop projects and programs which are larger in scope and self sustaining. Clubs and Districts are encouraged to work together on fewer but more impactful projects. Clubs and Districts are encouraged to work with other agencies to combine resources. (note: to receive TRF funds, projects must be Rotarian led).

8. District 5490 Grant Management Seminar Vocational Training Teams and Scholarships Can be funded by either a District Grant or Global Grant. If Global grant, there are additional requirements such as being in an Area of Focus. Traditional GSE’s can still be funded by a District Grant. Global Grant VTTs can include Rotarian team members.

9. District 5490 Grant Management Seminar 9 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.

10. District 5490 Grant Management Seminar 10 Successful Grant Projects Meet community needs Have frequent partner communication Have implementation plan Are sustainable Practice proper stewardship of funds

11. District 5490 Grant Management Seminar 11 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

12. District 5490 Grant Management Seminar 12 Qualification Requirements Attend a grant management seminar Agree to club memorandum of understanding and submit signed MOU to district Additional Requirements from the District

13. District 5490 Grant Management Seminar 13 Additional District Qualification Requirements Appoint a Club Rotary Foundation Chair to a 3-year term. Have at least two members attend the District Foundation Grants Seminar annually. Be current on its RI and District dues, and in good standing with the District, Rotary International, and The Rotary Foundation. Be current on all required tax returns for the Rotary Club and any associated Club Foundation. Have established and reported an annual giving goal to the District Foundation Chair for the current year, and for the next year by February 15th of each year. Contributed to the Rotary Foundation Annual Giving Fund in the previous year or the current year. Have, by January 1st of each year, reported it’s Club President-Elect to the District and to Rotary International. Be current on all Rotary Foundation District and Global Grant reports.

14. District 5490 Grant Management Seminar 14 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

15. District 5490 Grant Management Seminar 15 Maintaining Qualification Follow terms of club MOU Appoint club member/committee to manage club qualification Fully implement stewardship practices to prevent misuse of funds

16. District 5490 Grant Management Seminar 16 Session 1 Creating a Project

17. District 5490 Grant Management Seminar 17 Learning Objectives Identify best practices for choosing a project Develop a plan to implement your project Understand how to create measurable goals

18. District 5490 Grant Management Seminar 18 Successful Grant Projects Real community needs Frequent partner communication Implementation plan Sustainable projects Proper stewardship of funds

19. District 5490 Grant Management Seminar 19 Needs Assessment Choose a project that is based on the community’s need Assess resources of your club and potential partners Talk to the community

20. District 5490 Grant Management Seminar 20 Partners ProjectLINK RI Convention Project fairs LinkedIn Matchinggrants.org/global International meetings

21. District 5490 Grant Management Seminar 21 Project Planning Form a three-person grant committee Assign roles Implementation plan Budget Contingency plan Document retention plan

22. District 5490 Grant Management Seminar 22 Creating a Budget Realistic Competitive bidding Reasonable prices Disclose conflicts of interest

23. District 5490 Grant Management Seminar 23 Setting Goals Measurable Sustainable Qualitative (descriptive) Quantitative (numeric)

24. District 5490 Grant Management Seminar 24 Setting Goals Gather baseline data Set goals Determine method of measurement

25. District 5490 Grant Management Seminar 25 Learning Objectives Identify best practices for choosing a project Develop a plan to implement your project Understand how to create measurable goals

26. District 5490 Grant Management Seminar 26 Session 2 Applying for and Implementing a Grant

27. District 5490 Grant Management Seminar 27 Learning Objectives Write a successful grant proposal and application Understand grant financing Discuss the importance of evaluation

28. District 5490 Grant Management Seminar 28 Applying for Grants District Grants Global Grants Packaged Grants

29. District 5490 Grant Management Seminar 29 District Grants A single block grant given to district, and district distributes to clubs. Clubs can apply for funds under District developed guidelines (similar to District Simplified Grants). Project must relate to the mission of The Rotary Foundation (but not necessarily to the Area of Focus). Can be used for service projects, VTTs, Volunteer Service, Project Planning Travel, etc.

30. District 5490 Grant Management Seminar 30 5490 District Grants Process District Solicits for projects from Clubs. Clubs apply on-line (www.matchinggrants.org) District agrees on projects to be funded. District develops a spending plan. District applies for a District Grant. District distributes funds to clubs after approval of the District Grant by TRF. Clubs provide project reports to District. District and clubs maintain records.

31. District 5490 Grant Management Seminar 31 Applying for Global Grants Online Proposal and Application (two steps). Must meet goals of an Area of Focus. Be Sustainable. Involve Rotary clubs in two districts. Minimum budget of US$30,000. District confirms club is qualified.

32. District 5490 Grant Management Seminar 32 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

33. District 5490 Grant Management Seminar 33 Sustainability Impact continues after funds are spent. Optimal use of local resources. Prepare professionals to increase impact.

34. District 5490 Grant Management Seminar 34 Proposal (Step One) Completed Online (Member Access) Identify community needs. Describe activities and outcomes. Relate activity to area of focus. General budget.

35. District 5490 Grant Management Seminar 35 Application (Step Two) Completed Online (Member Access) Detailed plan How Rotarians will be involved. How activity is sustainable. Detailed budget.

36. District 5490 Grant Management Seminar 36 Global Grant Financing DDF matched 100% with World Fund Rotarian / Club cash contributions matched 50% with World Fund Non-Rotarian cash contributions (with exception of cash from Cooperating Organizations and Beneficiaries).

37. District 5490 Grant Management Seminar 37 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.

38. District 5490 Grant Management Seminar 38 Financing Guidelines Question How can small Clubs meet the higher threshold for Global Grants (larger projects)?

39. District 5490 Grant Management Seminar 39 Implementation Communication Financial Management Plan Record Keeping Following original plan

40. District 5490 Grant Management Seminar 40 Evaluation Assists with reporting Improves future projects Based on goals Ongoing process Identifies successes

41. District 5490 Grant Management Seminar 41 Learning Objectives Write a successful grant proposal and application Understand grant financing Discuss the importance of evaluation

42. District 5490 Grant Management Seminar 42 Session 3 Oversight and Reporting

43. District 5490 Grant Management Seminar 43 Learning Objectives Identify best practices for managing funds and record keeping Identify which documents need to be retained Understand reporting requirements

44. District 5490 Grant Management Seminar 44 Financial Management Plan Bank account for funds Controls on Distribution of funds Use checks/bank cards to track funds Detailed ledger Include local laws

45. District 5490 Grant Management Seminar 45 Resources Document retention worksheet Financial management plan worksheet Transferring custody of a bank account More on Rotary.org

46. District 5490 Grant Management Seminar 46 Document Retention Provide access to records Retain for a minimum of five years Make copies Scan and Store on the Cloud (ClubRunner, DropBox, Google Drive, etc.).

47. District 5490 Grant Management Seminar 47 Types of Documents to Keep Bank statements Receipts of US$75 or more. Inventory tracking for equipment or other assets purchased, produced, or distributed through the grant. Grant applications, reports, and agreements. Communication between grant partners

48. District 5490 Grant Management Seminar Reporting Requirements 48

49. District 5490 Grant Management Seminar 36 District Grant Club Reports Frequency Final Report – within two months of project Completion (No Later than March 31 of the Grant Year) Interim Report – March 31 of Grant year and every six months thereafter until project completion

50. District 5490 Grant Management Seminar District Club Grant Reports: Content Summary of Project –Completion vs Goals Complete Financial Accounting – including all Receipts & Invoices for all Purchases and Services contracted List of Rotarians involved and what each did on the Project Photographic documentation is nice 36A

51. District 5490 Grant Management Seminar 51 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

52. District 5490 Grant Management Seminar 52 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

53. District 5490 Grant Management Seminar 53 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)

54. District 5490 Grant Management Seminar 54 Learning Objectives Identify best practices for managing funds and record keeping Identify which documents need to be retained Understand reporting requirements

55. District 5490 Grant Management Seminar 55 Maintaining Qualification Follow terms of club MOU Appoint club member/committee to manage club qualification Fully implement stewardship practices to prevent misuse of funds

56. District 5490 Grant Management Seminar 56 Thank you