GRANT MANAGEMENT SEMINAR

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1 GRANT MANAGEMENT SEMINAR DISTRICT 5040 Facilitator: Garry Shearer District Foundation Chair

2 PURPOSE Understand how to manage a Rotary grant Learn stewardship expectations Prepare clubs to implement the MOU Qualify clubs to receive grant funds

3 Agenda Club Foundation Statistics Club Foundation Tools Designing a project Applying for and implementing a Grant Oversight and reporting Qualification

4 Club Foundation Statistics

5 Club Foundation Statistics District Grant Allocation for District allocates 50% to District Grants $66, And 50% to Global Grants $66,179.00

6 Club Foundation Statistics Grant Year Block Grant Total US $$ Grants Approved Total US $$ Number of Club Participating Avg Grant Award US $$ 2013 $51, $51, /52 $4, $66, $62, /52 $3, $53, $52, /52 $4, $64, $64, /50 $3, $66, $59, YTD 16/48 YTD $2, Total $301, $289, YTD 30% of 5040 Clubs $3,757.00

7 Club Foundation Statistics

8 Club Foundation Statistics

9 Club Foundation Statistics

10 Club Foundation Statistics

11 Club Foundation Tools

12 Club Foundation Tools

13 Club Foundation Tools

14 GRANT MANAGEMENT Ensures that projects Have proper financial controls Adhere to technical standards Meet the needs of beneficiaries Fulfill their objectives Safeguard funds

15 SESSION 1 DESIGNING A PROJECT

16 LEARNING OBJECTIVES Identify best practices for designing a project Develop a plan to implement your project Understand how to create measurable goals

17 SUCCESSFUL GRANT PROJECTS Meet community needs Are sustainable Involve a partner Have an implementation plan Maintain proper stewardship of funds

18 PLANNING & ORGANIZING Base projects on communities needs Determine what resources your club and potential partners have Talk to the community

19 ACQUIRING RESOURCES Rotary Convention Project fairs Schools City Hall Corporations Facebook Rotary events

20 IMPLEMENTING YOUR PROJECT Form a three-person grant committee Assign roles Make an implementation plan Establish a budget Have a contingency plan Have a document retention plan

21 CREATING A BUDGET Realistic Competitive bidding Reasonable prices Disclose conflicts of interest

22 SETTING GOALS Measurable Sustainable Qualitative Quantitative Gather baseline data Determine method of measurement

23 LEARNING OBJECTIVES Identify best practices for designing a project Develop a plan to implement your project Understand how to create measurable goals

24 SESSION 2 APPLYING FOR AND IMPLEMENTING A GRANT

25 LEARNING OBJECTIVES Ability to write a successful grant application Understand grant financing Discuss the importance of evaluation

26 ROTARY FOUNDATION GRANTS District grants Global grants

27 ROTARY FOUNDATION GRANTS Starting a District Grant

28 ROTARY FOUNDATION GRANTS Starting a District Grant

29 ROTARY FOUNDATION GRANTS Starting a District Grant

30 ROTARY FOUNDATION GRANTS Starting a District Grant

31 APPLYING FOR GLOBAL GRANTS Online application process Meet goals of area of focus Be sustainable Involve Rotary clubs in two districts Minimum total budget of US$30,000 District confirms club is qualified

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 SUSTAINABLE PROJECTS Giving a community the skills and knowledge to maintain project outcomes for the long term, after grant funds have been expended.

34 GLOBAL GRANT FIRST STEPS Read three documents referenced in this section: A Guide to Global Grants, Terms and Conditions Areas of Focus Find a Rotary Partner and build a relationship Acquaintance, RI Conference (incoming Presidents and delegates meet), on line rotary.org Club Locator, through an NGO, how else Ask the partner host club what they are doing or interested in doing, suggest Global Grant approach Read and re-read the Terms and Conditions Rotary Foundation suggests division of responsibilities as follows: Host Rotary Club Sponsor: Initiates the Project Conducts a Community Assessment Manages Project Implementation and Budget Provides Local Assistance and Support to Vocational Training Teams and Scholars Receives Project Funds

35 GLOBAL GRANT FIRST STEPS

36 GLOBAL GRANT FIRST STEPS

37 GLOBAL GRANT FIRST STEPS

38 GLOBAL GRANT FIRST STEPS

39 GLOBAL GRANT FIRST STEPS

40 GLOBAL GRANT FINANCING Minimum budget for a global grant is US$30,000 DDF matched 100% with World Fund Rotarian and non-rotarian cash contributions matched 50% with World Fund

41 FINANCING GUIDELINES International sponsors provide at least 30% of total sponsor funding Funds cannot be raised from beneficiaries or cooperating organizations in exchange for a grant Funds cannot come from other grants Contributions credited to donor

42 CONFLICT OF INTEREST Exists when a Rotarian benefits financially or personally from a grant Benefit can be direct to a Rotarian or indirect to an associate of the Rotarian

43 IMPLEMENTATION Communication Financial management plan Record keeping Following original plan

44 EVALUATION Assists with reporting Improves future projects Is based on goals Is ongoing Identifies successes

45 LEARNING OBJECTIVES Ability to write a successful grant application Understand grant financing Discuss the importance of evaluation

46 SESSION 3 OVERSIGHT AND REPORTING

47 LEARNING OBJECTIVES Identify best practices for managing funds and record keeping Identify which documents need to be retained Understand reporting requirements

48 STEWARDSHIP Stewardship is the responsible management and oversight of grant funds, including: Reporting any irregularities Rotarian supervision Financial records review Oversight of funds Timely submission of reports

49 FINANCIAL MANAGEMENT PLAN Bank account for funds Distributing funds Use checks or bank cards to track funds Detailed ledger <<Insert local laws>>

50 DOCUMENT RETENTION Provide access to documents for transparency Retain for a minimum of five years Make copies

51 REPORTING REQUIREMENTS Reporting: Verifies grants were managed properly Provides valuable data for your club, partners, and Rotary

52 DISTRICT GRANT REPORTS 12 month progress report Final report due 2 months after completion of project Actual expenses/budget Actual revenue/budget

53 GLOBAL GRANT REPORTS Timeline for reporting: Progress reports within 12 months of first payment Every 12 months through the term of the grant Final report within two months of completion

54 GLOBAL GRANT REPORTS Your global grant report should include: 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

55 LEARNING OBJECTIVES Identify best practices for managing funds and record keeping Identify which documents need to be retained Understand reporting requirements

56 SESSION 4 QUALIFICATION

57 LEARNING OBJECTIVES Understand qualification requirements Understand how to manage your club s qualification process

58 QUALIFICATION REQUIREMENTS Attend a grant management seminar Submit signed club MOU

59 TERMS OF QUALIFICATION Valid for one year Club responsible for grant funds Disclose conflicts of interest Cooperate with all audits Use grant funds properly Implement the club MOU

60 MAINTAINING QUALIFICATION Follow terms of club MOU Appoint a club member or committee to manage club qualification Fully implement stewardship practices to prevent misuse of funds

61 LEARNING OBJECTIVES Understand qualification requirements Understand how to manage your club s qualification process

62 Questions? District Grants: Garry Shearer Global Grants: Verona Edelstein

Welcome to. DISTRICT 9930 District Assembly, Taupo, May GRANT MANAGEMENT SEMINAR For

Welcome to. DISTRICT 9930 District Assembly, Taupo, May GRANT MANAGEMENT SEMINAR For Welcome to DISTRICT 9930 District Assembly, Taupo, May 2017 GRANT MANAGEMENT SEMINAR For 2017-18 PURPOSE To understand the basics about grants To understand about applying for and managing Rotary grants