GRANT MANAGEMENT SEMINAR - PDF Free Download

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

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

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

Club Foundation Statistics

Club Foundation Statistics District Grant Allocation for -2018 District allocates 50% to District Grants $66,179.00 And 50% to Global Grants $66,179.00

Club Foundation Statistics Grant Year Block Grant Total US $$ Grants Approved Total US $$ Number of Club Participating Avg Grant Award US $$ 2013 $51,161.00 $51,161.00 12/52 $4,263.00 2014 $66,000.00 $62,400.00 16/52 $3,900.00 2015 $53,370.00 $52,275.00 13/52 $4,021.00 2016 $64,298.00 $64,298.00 19/50 $3,797.00 $66,879.00 $59,502.00 YTD 16/48 YTD $2,833.00 Total 2013- $301,708.00 $289,636.00 YTD 30% of 5040 Clubs $3,757.00

Club Foundation Statistics

Club Foundation Tools

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

SESSION 1 DESIGNING A PROJECT

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

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

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

ACQUIRING RESOURCES Rotary Convention Project fairs Schools City Hall Corporations Facebook Rotary events www.matchinggrants.org/global www.rotary.org

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

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

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

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

SESSION 2 APPLYING FOR AND IMPLEMENTING A GRANT

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

ROTARY FOUNDATION GRANTS District grants Global grants

ROTARY FOUNDATION GRANTS Starting a District Grant

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

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

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

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

GLOBAL GRANT FIRST STEPS

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

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

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

IMPLEMENTATION Communication Financial management plan Record keeping Following original plan

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

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

SESSION 3 OVERSIGHT AND REPORTING

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

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

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

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

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

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

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

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

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

SESSION 4 QUALIFICATION

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

QUALIFICATION REQUIREMENTS Attend a grant management seminar Submit signed club MOU

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

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

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

Questions? District Grants: Garry Shearer garrysshearer@gmail.com 604-803-2355 Global Grants: Verona Edelstein vedelstein@novuscom.net