District 6380Rotary Foundation Grant Management Seminar

Future Vision OverviewFor District 6380

District Governor Elect Donald Riddell III

PDG Donald ChisholmDistrict Rotary Foundation Chair

Why Future VisionStrengthen impact of club projectsSharpen focus of overall grants activityTransfer more decision-making locallyPartner with other organizationsSimplify the Foundation grants process Increase visibility and image

Three Types of Grants

Rotary Foundation District Grants

Rotary Foundation Global Grants

Packaged Grants

Rotary Foundation District Grants Projects mission-related, flexible and

innovative Educational and humanitarian projects or

activities that support the mission of TRF Smaller activities and projects Local decision making, broader guidelines Follow District rules consistent with TRF

guidelines (similar to last year’s rules) District and Club stewardship strengthened

Rotary Foundation Global Grants Educational and humanitarian purposes

consistent with the six areas of focus Sustainable outcomes with long term impact Must meet specific standards Require Rotarian participation Require host & international partners Larger grant awards (minimum $15,000 World

Fund grant, minimum total grant $30,000)

Packaged GrantsOpportunity to work with Foundation’s

strategic partnersPre-designed activitiesLimited, but increasing, menu of

activitiesSupporting the Six Areas of Focus

Keys to Successful Grant Projects

Meet real community needsHave frequent partner communicationHave implementation plan with

measurable goals and outcomesAre sustainable beyond life of the grantPractice proper stewardship of grant

funds

Rotary Foundation District GrantsFor District 6380

Rotary Foundation District Grants Rules on the District 6380 website under

Foundation Committee, Grants Read terms and conditions on District

Website Application on the District 6380 Website Follow District rules consistent with TRF

guidelines (similar to our rules for last year) Must Relate to TRF mission

Rotary Foundation Mission

To enable Rotarians to advance world understanding,

goodwill, and peace through the improvement of health,

the support of education, and the alleviation of poverty

Applying for Rotary FoundationDistrict GrantsApply on or after July 1, 2012 and no

later than September 15, 2012. Application can be downloaded from the District 6380 website

Submit application to District Grants Chair PDG Terry Youlton

Rotary Foundation District GrantsAre for smaller activities and projects than

those funded by a Global Grant$0.50 for $1.00 match up to $2,500,

which may vary with supply and demand.May be for local or international projects

and activitiesDo not need an international Club as a

partner, but must have Rotarians actively involved at both ends.

Rotary Foundation District Grants Rotary Foundation District Grant funds do not need to

be kept separate bank account Rotary Foundation District Grant funds may not be

kept in an interest bearing or investment account Must disclose any potential conflicts of interest The Club Memorandum of Understanding must be

signed by the Club President and President Elect and returned to DRFC Don Chisholm prior to submission of the application for either a Rotary Foundation District Grant or a Rotary Foundation Global Grant.

Rotary Foundation District Grants A member of your club must attend a District

6380 Grants Training session (This counts) A member who attended the training, appointed

by the Club President must oversee the use of grant funds, reporting and see that the Club Memorandum of understanding is complied with

The project budget as approved must be adhered to unless the District Grants Committee approves changes in advance

The Rotary Foundation considers its funds to be the last funds spent

Club must return any unspent Rotary Foundation District Grant Funds

Rotary Foundation District Grants

All expenses must be documented with receipts

Reports must include copies of canceled checks and documentation of each expenditure

Clubs must preserve records for seven (7) years or as otherwise informed by District and the Rotary Foundation

Club must cooperate with any District or Rotary Foundation Audit

Creating a Project

Successful Grant ProjectsMeet real community needsLarge grants require formal needs

assessmentsHave frequent partner communicationHave implementation plan with

measurable goals and outcomesAre sustainable projects that continue after

grant funds have been expendedPractice proper stewardship of grant funds

Project Planning

Form a three-person grant committeeAssign rolesSet measurable and sustainable goalsCreate a budgetCreate an implementation planHave a contingency plan

Creating a Budget

RealisticCompetitive biddingReasonable pricesDisclose potential or real conflicts of

interest

Applying for a Grant

Applying for Global Grants

Submit grant proposal and application through Member Access

Must meet goals of area(s) of focus Must be sustainableMust involve Rotary clubs in two pilot

districtsMinimum project budget of US$30,000District must confirm club is qualified

Areas of Focus

Peace and conflict prevention/resolutionDisease prevention and treatment Water and sanitationMaternal and child health Basic education and literacyEconomic and community development

Financing Guidelines

Cash contributions must come from orbe raised by Rotarians

Funds cannot be raised from beneficiaries in exchange for receiving the grant

Funds cannot come from other grantsContributions should be credited to

donor

Project Implementation

Evaluation

Ongoing during project implementation and after completion

Based on goals set for the projectAssists with reporting requirementsUse findings to improve future projects

and identify successes you can promote

Rotary Foundation Global Grant Reports: FrequencyProgress reports received within

12 months of first paymentProgress reports required every

12 months through the life of the grantFinal reports due within 2 months of

completion

Rotary Foundation Global Grant Reports: ContentHow both partners were involvedType of activity: humanitarian project,

scholar, vocational training teamEvaluation of project goals and how funds

met the goals of the area(s) of focusHow funds were spentNumber of beneficiaries and how they

benefited

Qualification

StewardshipStewardship is the responsible management and oversight of grant funds, including: Rotarian supervision of projectFollowing standard business practicesReporting of irregularities to TRF Implementing projects as approvedFinancial records reviewTimely submission of reports

Qualification Requirements

Attendance at a district Rotary Foundation Grant Management Seminar (this counts)

Must implement Club MOU requirementsSubmission of signed club MOUMust be current on filing of all Grant reports

to be eligible to apply for any Foundation Grant

Terms of Qualification

Qualification is valid for one Rotary yearThe club as an entity is responsible for

the use of fundsDisclose potential conflicts of interestCooperate with all auditsProper use of grant funds

Maintaining Qualification

Follow the terms of the club MOUFully implement stewardship and grant

management practices to prevent misuse of funds

Appoint a club member or committee to manage club qualification and oversee stewardship

The Club Memorandum Of Understanding (“MOU”)

Let’s look at the Club MOU!

Specific District Requirements Receipts required for all Grant expenditures Do not need separate Bank account or Club

financial management plan for Rotary Foundation District Grants

Must submit copies of cancelled checks and expenditure documentation for Rotary Foundation District Grants as part of your report to District and the Rotary Foundation

Must establish Document Retention plan for all Foundation Grants of no less than seven (7) years.

Thank you