District 7170 Grant Management Seminar 1 Why

District 7170 Grant Management Seminar 1

Why bother? Grant Management Seminar 2

Meet Martin Winsor The Rotary Club of Edmeston Grant Management Seminar 3

15 -16 – District 7170’s Video Grant Management Seminar 4

Impact of 2016 -17 District Grants Bainbridge - African Rice Farm Sherburne – Food Backpack Program Binghamton – Detox Computer Installation Dryden – Playground Equipment Sherburne – Skis for Rogers Center Edmeston – Pathfinder Fitness Trail Endwell - -Computer for Detox Center Hillcrest – BBQ for Pavilion Ithaca – Diapers/ Personal Care Items JC – Backpacks for Haiti School Children Oneonta – Winter Coats Owego – Community Food Garden Sidney – Addiction Coach Training Supplies Unadilla – Lesotho School Supplies Grant Management Seminar 5

Grant Management Ensures that projects • Have proper financial control • Adhere to technical standards • Meet the needs of the beneficiaries • Fulfill their objectives • Safeguard funds Grant Management Seminar 6

The District Grants Committee DG DGE DGN Foundation Chair Grant Com Chair Dist. Secretary Dist. Treasurer Members-At-Large Richard Matsushima Zoe van de Meulen Jeff Smith Jean Cadwallader Lana Rouff Sheila Abbey Rich Griffis Ray Baker ( Sidney) Donald Tuttle (Unadilla) Grant Management Seminar 7

Funding Available 2016 - 17 – $23, 413 Total requested - $41, 726 Not funded: $4, 002. 90 Granted was $37, 413. 31 DDSF – District Designated Surplus Fund: $14, 000 was taken This year 2017 - 18: $28, 708 Grant Management Seminar 8

$200, 000 ANNUAL PROGRAMS GIVING -- SHARE $ Interest/Earnings for admin costs 2014 -2015 -16 2016 -17 $ $100, 000 50% to District Designated Fund (DDF) $50, 000 50% to World Fund Matching Grants Peace Fellows Polio + $50, 000 Up to ½ to District Grants $100, 000 At least ½ to Global Grants District 7170 Grant Management Seminar 9

Types of Grants Available District grants are block grants to districts that fund scholarships, projects, and vocational travel that align with the mission of The Rotary Foundation. (Community and International Grants) Global grants fund scholarships, projects, vocational training teams, and some travel within the six areas of focus that are sustainable, measurable, and host community-driven. Budget over $30, 000. Grant Management Seminar 10

Prior to Project Proposal Needs Assessment – Why? Is it necessary? Grant Management Seminar 11

District Grants District grants are funded by The Rotary Foundation solely with allocations from the District Designated Fund (DDF). A district may apply for a single grant each Rotary year to support one or more projects using up to 50% of the district’s SHARE allocation, which represents 50 percent of its annual giving from three years’ prior plus any Endowment-SHARE earnings. Grant Management Seminar 12

Funding Requirements - Minimum combined per capita giving to The Rotary Foundation’s (TRF) Annual Fund and/or Polioplus for 2016 -17 of $50 (Tally as of June 30) - Clubs must contribute funding towards the project - Attendance at the Grants Management Seminar - Sign a Memo of Understanding - Application must be submitted by May 31, 2017 - Must comply with Terms and Conditions - Final/Interim Reports are Timely Grant Management Seminar 13

Guidelines Applications are accepted from January – May 31 st Reimbursement will be provided upon the submission of complete and final project unless there is a hardship Incomplete applications will be returned to the club District and RI dues must be current Committee bases selection on project merit, amount requested and past contributions to TRF Clubs not meeting past deadlines will not be considered Grant Management Seminar 14

Terms & Conditions Grants must respect the wishes of the receiving community Direct involvement of Rotarians Evidence of community involvement and ownership Promote the project in the media Grant Management Seminar 15

Terms & Conditions -2 Projects must be initiated by the Rotary club making the application Funds cannot be used for: • salaries, stipends, honorariums, or operating expenses of another organization • Personal or professional development • Projects previously funded • Doesn’t have to meet the 6 Areas of Focus Grant Management Seminar 16

Successful Grant Projects • • • Meet real community needs Have frequent partner communications Solid implementation plan Are sustainable Ensure proper stewardship of funds • Vocational grants ? ? ? Grant Management Seminar 17

Amount of Grants District Community Grants Up to $2500 and not less than $500 District International Grants Up to $5000 and not less that $1000 Competitive Committee may approve less than amount requested Grant Management Seminar 18

Needs Assessment -Service Projects should be based on what the community needs and wants – not what the club wants to give it!! -Make sure no other organization is providing the service. -Organize a committee to survey needs of the community. Grant Management Seminar 19

Ready to Apply? ? Attend grants seminar Make sure club will have the $50 per capita giving at the end of Rotary year – 6/30/2017 Project must not already be in process or expenses incurred. Grant Management Seminar 20

Time Table Grant Seminars: April 1 and 8 Due Date for Applications – May 31 Committee Decisions – June 26 -30 Block Grant Sent to TRF – First week in July Approval - August Grant Management Seminar 21

District Community Grant Review ($500 - $2500) Grant Management Seminar 22

District International Grant ($1000 -$5000) Grant Management Seminar 23

Memo of Understanding (MOU) Club and its officers are responsible for the use of funds and cooperate for any audit. Club must have a written financial management plan to provide administration of grant funds Have a dedicated bank account that is used solely for receiving and disbursing TRF grant funds. Bank statements must be available to support receipt and use of grant funds Clubs must adhere to all reporting requirements Clubs must maintain records for a minimum of five years Grant Management Seminar 24

MOU - #2 District MOU Addendum: Attendance at a grants mgt seminar $50 per capita donation Final report due one month after completion of project and not later than June 1 st of the grant year. Interim report is due no later than the end of January of the Rotary year. Final report will include all receipts of expenditures + 6 pictures preferably on line The club will be reimbursed after the final report is secured. An exception may be made upon approval of the Grants Management Chair. Must be signed by current club president and president-elect and accompanied with the grant application Grant Management Seminar 25

Sign the grant!! Signature of President-Elect Grant Management Seminar 26

Reporting Requirements Final Report must be submitted electronically or through the mail no longer than one month after the project has ended. Interim report must be submitted electronically or through the mail by January of the Rotary year. Grant Management Seminar 27

Reports Final Reports can be found on the District website: Rotarydistrict 7170. org – on the right hand side. Interim Reports can be brief and sent through an e-mail SAVE ALL RECEIPTS AND INVOICES – must have proof how the money was spent! Send bank statements also. Send at least six pictures or videos Grant Management Seminar 28

Reimbursement will be sent to the club once the project is completed and the final report has been approved. Hardships Grant Management Seminar 29

Grant Management Seminar 30

Questions? ? Grant Management Seminar 31

Global Grants Grant Management Seminar 32

Applying for Global Grants • • • Application process online Meet goals of area of focus Involve Rotary clubs in two districts Minimum budget of US$30, 000 District confirms club is qualified • Sustainability & Measurabilty Grant Management Seminar 33

Global Grants Are sustainable. Host communities must be able to address their own needs after the Rotary club or district has completed its work. Are measurable. Sponsors select standard measures from the Global Grant Monitoring and Evaluation Plan supplement, and may add their own measurements in their report to the Foundation. Expenses to measure project outcomes are capped at 10 percent. Are host community-driven. The host community designs the grant based on local needs that they have identified Grant Management Seminar 34

Global Grants • Can include up to 10 percent of the project budget for a project manager • Support humanitarian and educational projects • Provide scholarships to fund graduatelevel coursework or research or its equivalent for a term of one to four years Grant Management Seminar 35

Global Grants • Support vocational training teams that address a humanitarian need by providing or receiving professional training • Support travel for up to two individuals as part of a humanitarian project. These individuals provide training or implement the project should the host club confirm that their skills are not readily available locally. Grant Management Seminar 36

Global Grants - Funding Are sponsored by at least one Rotary club or district in the country where the grant project will take place (primary host sponsor) and one or more outside that country(primary international sponsor) Global grants are funded by The Rotary Foundation from the World Fund, and awards range from US$15, 000 to $200, 000. The Foundation matches cash at 50 percent and DDF contributions at 100 percent. All global grants have a minimum budget of US$30, 000. Grant Management Seminar 37

Designing a Project Grant Management Seminar 38

Funding Formula Global Grant Funding Example $10, 000 Club(s) (2: 1 match) 10, 000 DDF (1: 1 match) 15, 000 TRF from World Fund $35, 000 Total Grant Management Seminar 39

Global Grants - Funding • The Foundation will match non-Rotarian contributions toward a grant, provided they do not come from a cooperating organization or a beneficiary of the project. • International sponsors for humanitarian projects are required to provide at least 30 percent of the total sponsor funding. Host sponsors for humanitarian projects are encouraged to contribute toward the financing of the grant. Grant Management Seminar 40

Practical Exercise Grant Management Seminar 41

Sustainability: Providing long-term Solutions to community problems that The community can support after the f Funding ends: Encourage local ownership Provide Training Buy local Find local funding Measure Your Success Grant Management Seminar 42

Global Grants in Progress Defecation Free Zone – Nepal (Curtis) EEG Machines – Ismir, Turkey (Ross) Water Wells – Uganda (Rouff) Grant Management Seminar 43

Global Grants - Funding • Grant financing cannot be changed after approval. • Paul Harris Fellow recognition credit will only be given for sponsor contributions sent to The Rotary Foundation and will not be granted for contributions sent directly to the project. • Contributions sent prior to grant approval may not be available for that specific grant. • All global grant contributions are considered irrevocable contributions to The Rotary Foundation and will not be refunded. 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 Grant Management Seminar 45

Grants Management Issues Grant Management Seminar 46

Needs Assessment • How do you conduct a needs assessment? • Why do a community needs assessment? Grant Management Seminar 47

Partners Where do you find partners? • District Assembly • RI Convention • Project fairs • Matchinggrants. org/global • GSE Teams • Rotary Showcase / Facebook Grant Management Seminar 48

Project Planning • Discuss the idea with District Grants Chair or committee member • Form a three-person grant committee • Implementation plan • Budget • Contingency plan • Document retention plan Grant Management Seminar 49

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 Grant Management Seminar 50

Setting Goals • • Measurable Sustainable Qualitative (descriptive) Quantitative (numeric) Grant Management Seminar 51

Setting Goals • Gather baseline data • Set goals • Determine method of measurement Grant Management Seminar 52

Creating a Budget • • Realistic Competitive bidding Reasonable prices Disclose conflicts of interest Grant Management Seminar 53

Financial Management Plan • Bank account for funds • Distributing funds • Use checks/bank cards to track funds • Detailed ledger • Transferring custody of a bank account Grant Management Seminar 54

Document Retention • • Provide access Retain for a minimum of five years Make copies See Handout Grant Management Seminar 55

Evaluation • • • Assists with reporting Improves future projects Based on goals Ongoing process Identifies successes Grant Management Seminar 56

Implementation • Communication • Financial management plan • Recordkeeping • Following original plan Grant Management Seminar 57

Oversight and Reporting Grant Management Seminar 58

District Grant Reports • D 7170 District Grant Report Form • Two months after completion • Interim reports at 6 months Grant Management Seminar 59

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 Grant Management Seminar 60

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 Grant Management Seminar 61

Qualification Requirements • Attend a grant management seminar • Agree to club memorandum of understanding and submit signed MOU to district • To be an International Partner or Host Partner a club must meet minimum annual per capital giving requirements (D 7170) Grant Management Seminar 62

Applications for District Grants Clubs start work on District Grants Jan 1, 2014 in conjunction with development of Club Goals and plans for 2014 -2015 year Find a grants mentor to work with Grant Management Seminar 63

Applications for District Grants • June 1, 2014 – last date for applications • June 2013 – Committee selects projects and creates the Spending Plan • June 2013 - Spending Plan is submitted to RI. • July 30 – clubs notified of awards Grant Management Seminar 64

Global Grants Submit at any time Grant Management Seminar 65