DISTRICT 7600 Foundation Workshop - Grants 2016-2017
Grants Overview References Global Grant 10 Steps District Grant 101 Question and Answer Session 2
GLOBAL VOCATIONAL TRAINING TEAMs (VTT) SCHOLARS DISTRICT
GLOBAL VOCATIONAL TRAINING TEAM (VTT) ALIGN WITH 1 OR MORE AREA OF FOCUS BUILD CAPACITY OF THE TEAM OR BENEFITING COMMUNITY HAVE A MEASURABLE AND SUSTAINABLE IMPACT MUST HAVE BOTH HOST & INTERNATIONAL PARTNERs THE $30k THRESHOLD WITH WORLD FUND MATCH APPLY; PAYS FOR BOTH TEAM ACTIVITIES & MEMBER EXPENSES TEAM OF AT LEAST 2 MEMBERS WITH 2 YEARS EXPERIENCE ; NO AGE RESTRICTIONS; SAVVY ROTARIAN LEADER (EXCEPTION) LENGTH OF VTT VISIT DETERMINED BY SPONSORS; SETTINGS IN HOSPITALS, COLLEGES, COMPANIES WITH VARIOUS HOSTINGS CAN BE LINKED WITH A HUMANITARIAN PROJECT UNDER ONE GRANT & CAN SUPPORT MORE THAN ONE TEAM.
The Cape Henry Rotary Club is hosting six (6) people from Olongapo (Philippines) at the Tidewater Regional Fire Academy in Virginia Beach, Virginia (USA). The trainees from Olongapo will complete an academically and physically rigorous training course over a period of 6-7 months and will return to Olongapo and form the core cadre of a public safety training academy. This project will purchase supplies and equipment for this academy as well.
International Graduate-level Study with Sustainable And Measurable Goals Identified To An Area Of Focus Funded In accordance with the D7600 Multiyear Limits Supports An Individual From The International Sponsor District for Academic Studies In The Host Sponsor District Proof of Admission Required with Full Candidate Application Minimum $30,000 Budget (World Fund $15,000 minimum) Application To & Award Decision By TRF Not D7600. District 7600 Has Established A Screening Process Does Not Require Ambassadorial Duties But Encourages Participation In Host Club Events or Service Projects Award Criteria Being Finalized
Student from Blackstone receives scholarship to complete an advanced degree in public international law (specialization in peace, justice, and development) at Leiden University in the Netherlands.
$ 554,514.10 in Rotary 2013 2014 2015 2016 $ 277,257.05 50% to District Designated Fund $ $ 277,257.05 50% to World Fund $ 138,628.52 Up to ½ to District Grants (No TRF Match) $ 138,628.52 At least ½ to Global Grants Matches 1:1 DDF $ and 50% of cash $
AGENDA GRANTS TEAM ROSTER GLOBAL GRANTS BASICS GLOBAL GRANTS 10 STEP TUTOR GLOBAL GRANT ONLINE APPLICATION INTRO GLOBAL GRANT LESSONS LEARNED 2015-2016 DISTRICT GRANT POLICY DISTRICT GRANT 10 STEP TUTOR DISTRICT GRANT ONLINE MODULE INSTRUCTIONS QUESTIONS AND ANSWERS
PDG Chuck Arnason, DRFC Chair PDG Bill Pollard, DRFC Treasurer Audit Chair Don Vaught Programs/Grants Chair SuAnne Bryant District Grants Lee Harris and Sigur Whitaker Global Grants Bill Liepis Scholars Peace Scholars Mike Little
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Conduct Community Assessment; Determine activity and area of focus (planning/design ) Complete Global Grants First Steps and apply (apply phase) Grant review, decision, payment (decision/payment phase) Implement and report on grant (implementation / report phase) Club & District Funding (cash + DDF + partners) TRF Funding (Match 50% for cash 100% for DDF) Total project funding for Global Grant Min. US$15,000 Slide 13
Host and International Partners Required Rotarian Participation Emphasized World Fund Match is $1:1 match of DDF and $.50/1 of Club (Cash)Contributions Record Retention of Closed Grants: Remains 5 years D7600 and its Clubs will use Cloud Storage Reporting -- Progress Reports each 12 months for Grant life; Final within 2 months of completion
Longer Term Projects Aligned with the Areas of Focus Flexibility for example a Humanitarian Project coupled with a VTT or Scholarship Larger Grant Minimums: World Fund Match -- $15K Total Project A $30k Minimum Emphasis on Sustainability and Measurability Options: Club and/or District Developed First Step On-Line Application Process Rolling Continual Cycle with No Deadline Allow 1-2 Person Travel to Implement a Grant if Host Confirms Skill Set is Not Available Locally.
Multi or consecutive year projects that include a request a DDF allocation will not be considered. This limit also applies to scholarships. It is recognized that project activities and reports will often extend to more than one Rotary year but funding with DDF will not be certified beyond the year of award. Exceptions may be considered if a defined activity will overlap provided full justification is provided. In funding a grant, clubs must match 60% of the 7600 DDF requested as a direct full or partial grant allocation. (Scholarship Exception) 16
Can trust & friendship be built? Is there a Rotarian willing to visit the target host country? Can you build a personal relationship with the Host? With a reputable Cooperating Organization? Do both clubs have an engaged 3 member committee for the life of the project? Is there a reliable means of information exchange with host? With the cooperating organization when needed? How can clubs participate? Host? International?
Do you have a Rotarian with ties or expertise with project site? Site close enough for hands-on work? Or if not How is the host club engaged? Will the project make a difference? Do you have local community buy-in? Does a potential established cooperating organization exist in host area? And what working association can be established?
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The trustees rely on the integrity of the clubs and Rotarians engaged in project to ensure that funds are used effectively for the purpose for which they were given.
Stewardship is the responsible management and oversight of grant funds, including: Standard business practices Rotarian supervision and engagement Three member committee for life of project Records retention and review Reporting of irregularities or conflicts of interest Timely submission of reports 21
DISTRICT MUST COMPLETE THE DISTRICT MOU FOR TRF ANNUALLY: CURRENT DG, DG-ELECT & FOUNDATION CHAIR CLUBS MUST COMPLETE THE CLUB MOU FOR DISTRICT ANNUALLY: PRESIDENT-ELECT & HIS/HER SUCCESSOR*** CLUB REPRESENTATIVE(S) ASSOCIATED WITH A GLOBAL GRANT MUST ATTEND A DISTRICT GRANTS MANAGEMENT SEMINAR CLUB MUST BE CURRENT ON ALL GRANTS REPORTING AND/OR CLOSEOUT
Attend a grant management seminar Submit & adhere to MOU signed by PE and PE- Nominee. Be familiar with TRF Terms & Conditions Club must be current on all grants reports requirements. Club must be current on all Rotary and District financial obligations. Required for both global & district grants 23
Progress reports at least every twelve months for the life of the grant Final report due within two months of completion Primary report responsibility noted in application; usually sponsor with banking responsibility 70% Compliance or District may be suspended from further grants Records retained by club for transfer to D7600 cloud for 5 years after TRF closure
Needs Assessment & Sustainability
Talk to -- not at host and host community Design project based on the need from the community Fully consider sustainability & measurability Assess resources of your club & potential partner clubs and contributors Seek reputable cooperating organizations (expertise, infrastructure, training, education)
To build the capacity to maintain the desired outcome for a longerterm to meet the need of a beneficiary after grant funds have been expended.
Peace & conflict prevention/resolution Disease prevention and treatment Water and sanitation Maternal and child health Basic education and literacy Economic & community development 28
Disease Prevention & Treatment #1 Economic & Community Development #2 Water & Sanitation #3
Basic Education & Literacy #4 Peace & Conflict Prevention/Resolution #5 Maternal & Child Health #6
*Remember the World Fund $15,000 floor thus the$30,000 grant minimum *Maximize use of DDF but also plan on use of club funds *Consider the required District 7600 60% DDF match - scholarship exception *Start with the cost of the Need not a Want to spend; i.e objective driven *Build bottom up with competitive pro-forma estimates *Consider local procured resources where ever possible *10% for contingencies allowed *World Fund requests over $50k have added requirements
General Rules: Clubs sponsor Global Grants (District does not) Consider four money pots> Club $$, District $$, TRF matching $$, Exchange $$ Global Grant = $30,000 or more to have impact Club needs at least ½ of that amount = $15,000. District can help with District Designated Funds (DDF) Funds are matched by TRF (Club $1 = 50 cents; DDF $1 = $1) Win-win philosophy > Think Skin in the game, DDF leverage, DDF Exchange
Club and District Funds = $28,900 Club had to contribute $11,400 Host Club contributes $100 D7600 Match (not cash) $11,400 Club/District $ >> TRF (WF) match Club cash = $11,400 TRF matches club (50%) = $5,700 Host club cash = $100 TRF matches Host club (50%) = $50 D7600 Club Match (not cash) $11,400 TRF matches D7600 (100%) = $11,400 Total Global Grant = $40,050 With this model, the $11,400 D7600 Club contribution received no Annual Fund credit and Rotarians received no Paul Harris Credit
How does it work for a $40,000 Global Grant when we use DDF Exchange together with Annual Fund contributions? Club and District Funds = $20,000 Club needs to sponsor $12,000 (60% of $20,000) Host Club needs $100 Skin in the game = $3,600 (30% of $12,000 to Grant) DDF (not cash)= $17,250 Total to Grant = $20,950 ($3,600 + $100 + $17,250) Club makes an $8,400 DDF Exchange contribution to the Annual Fund ($12,000 - $3,600) Club/District $ >> TRF (WF) match Club cash to grant = $3,600 TRF matches Club (50%) = $1,800 Host club cash to grant = $100 TRF matches Host club(50%) = $50 DDF (not cash) = $17,250 TRF matches DDF (100%) = $17,250 Total Global Grant = $40,050 Win-Win >>> Grant approved With this model, Rotarians can receive Annual Fund and Paul Harris credit for $8,400.
Global Grant First Steps STEPS
Failure to launch just do it Club grant leadership continuity is key Be prepared for speed bumps and road blocks that impede progress communication barriers, currency exchanges, foreign government red tape Records, records, records Brag and boast Many hands make light work Love your computer and the TRF tools
Global Grant References Global Grant Guide https://www.rotary.org/myrotary/en/document/guide-global-grants Global Grant Application Template https://www.rotary.org/myrotary/en/document/global-grant-applicationtemplate Terms and Conditions for Grants https://www.rotary.org/myrotary/en/document/terms-and-conditionsrotary-foundation-district-grants-and-global-grants Useful Links Rotary Global Grants website https://www.rotary.org/myrotary/en/take-action/apply-grants/globalgrants
Small scale, short-term activities that address needs in your communities and abroad. Same areas of focus as global grants. In D7600, limit is $5,000 per club or five club aggregate of $25,000.
1. The DDF comes from the money the District contributed to the Rotary Foundation (TRF) three years ago What PDG Chuck Arnason sowed, DGE Diane Hagemann reaps! 2. 50% of the District s contributions made three years ago are returned to District 7600 as DDF. 3. Up to 50% of the DDF can be allocated by District 7600 for District Grants.
1. During the 2013-14 Rotary Year, District 7600 contributed $554,514.10 to TRF. 2. Consequently, District 7600 will have access to DDF in the amount of $277,257.05 (an increase of $31,522.34). 3. Therefore, District 7600 will be able to fund District Grants in the approximate amount of $138,628.52 (an increase of $15,761.52).
A. Each Club must execute a Memorandum of Understanding ( MOU ): 1. The incoming President ( PE ) and his or her successor will execute and submit the MOU as an electronic attachment to the grant application. 2. A copy of the MOU is located on the District 7600 website. 3. The MOU is valid for only one Rotary year. B. Each Club needs to Develop A Project: 1. A good project requires a needs assessment. 2. A project works better with a care group of passionate Rotarians.
Apply for a Grant 1. Applications due by May 16 2. Must apply online 3. Process a. Qualify the two officers that will execute the MOU on the DACdb Grants Module:
Click here first May 15 Click here Fill in Application Form and hit the SAVE button
A. Do plan a budget : 1. $5,000 limit per club 2. $25,000 for joint projects 3. Build the budget from the ground up B. Do target a project within the six areas of focus. C. Do make it a project that is sustainable D. Do not start the Project before TRF approves the District Spending Plan generally around August 1 E. Do complete final reports and maintain records for five (5) years F. Go tell it on the mountain! G. No repeat projects! H. MOU! MOU! MOU! (DID I MENTION MOU?)
It s your turn!!!!