District 7600 Grant Management Seminar · 4/4/2019 · District grants sponsor graduate students...
Transcript of District 7600 Grant Management Seminar · 4/4/2019 · District grants sponsor graduate students...
Purpose
Overview and Team Roster
District Grants 101
Global Grant Basics
Question and Answer Session
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THE ROTARY FOUNDATION
GRANT MODEL
GLOBAL
Humanitarian Grants
VOCATIONAL TRAINING TEAMs (VTT)
SCHOLARS
DISTRICT
D7600 ROTARY FOUNDATION GRANTS
TEAM for 2019-2020
PDG Stephen Beer, DRFC Chair
PDG Bill Pollard, DRFC Treasurer
Audit Chair Don Vaught
Programs/Grants Chair – Rudy
Garcia
District Grants – Shel Douglas,
Lee Harris and Sigur Whitaker
Global Grants – Rudy Garcia,
Adeeb Hamzy & Paul Peter, Ray
Spencer
Scholars – Mike Little
START AT THE END:PRIOR TO APPLYING FOR A NEW GRANT, MAKE
SURE YOUR CLUB HAS CLOSED OUT THE 2018-
19 GRANT. TO DO THIS, YOU SHOULD HAVE:
Copy of the Grant Application
Copies of checks
Copies of invoices and receipts
Other documentation
Photos and videos
District Grant Final Closeout
At the very beginning, start an electronic file:
Copy of the Grant Application
Copies of checks
Copies of invoices and receipts
Other documentation
Photos and videos
Close out as soon as the funds are expended
Don’t wait until May 1, no new applications accepted
Don’t limit to one member, keep others involved
Go out and do good in the community
Questions: [email protected] 804-440-9114
What is a District Grant?
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.
Where Does the District
Designated Funds (“DDF”) Come
From?
1. The DDF comes from the money the
District contributed to the Rotary
Foundation (TRF) three years ago (2016-
17)
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.
What it Looks Like for the
2019-2020 Rotary Year
1. During the 2016-17 Rotary Year, District
7600 contributed $613,749.10 to TRF.
2. Consequently, District 7600 will have
access to DDF in the amount of
$306,874.55
3. Therefore, District 7600 will be able to
fund District Grants in the approximate
amount of $153,437.27 (an increase of
$9,397.97 from 2018-19).
Foundation Donation Flow
$
613,749.10 in Rotary 2016-17
$ 306,874.55
$
2017 2018 2019
50% to World Fund50% to District Designated Fund
$ 306,874.55
At least ½ to Global Grants
$ 153,437.27$ 153,437.27
Up to ½ to District Grants(No TRF Match)
Matches 1:1 DDF $and 50% of cash $
How Does a District get
access to the DDF?
1. The District solicits applications from the Clubs.
2. The Clubs submit the applications for District
Grants no later than May 15th.
3. The District Rotary Grants Committee approves
all or part of the submitted grants.
4. The District creates a Spending Plan that must be
approved by TRF.
5. Once approved by TRF, the District Grant funds
are released to the District as a block.
6. District 7600 disperses the funds pursuant to the
approved Spending Plan.
What Each Club Must Do to
Obtain a District Grant
A. Each Club must execute a
Memorandum of Understanding
(“MOU”) AND upload the executed
MOU to DACdb
B. Have at least one club member
attend a Grants Management
Seminar (“GMS”)
C. The 2019-2020 Club President
(current PE) must submit the club’s
2019-2020 Foundation Goals in
Rotary Club Central by May 1,
2019.
What Each Club Must Do to
Obtain a District Grant Con’t
D. Develop A Project
E. Apply for the Grant through the
Grants Module on DACdb.
District Grants Dos and Don’ts A. Do plan a budget :
1. $5,000 limit per club/10% buy-in
2. $25,000 for joint projects/5 club max
3. Use Zero-based budgets and be sure to include
estimates/documentation of requested
expenses
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. Publicity, publicity, publicity!
G. No repeat projects!
The TOP 5 “TAKE-AWAYS”:
No “MOU” – No Deal!
NO GMS-NO DEAL! ATTEND AT
LEAST ONE OF TWO GRANT
MANAGEMENT SEMINARS (3/26 or
4/20)
GOALS NOT ENTERED BY MAY 1?
NO DEAL!
The application deadline is a hard
deadline and it is in 25 days!!
Pave the way for your successor by
timely completing all reports for
2018-2019 grants – DUE MAY 1,
2019!
How to Report your Foundation Goals on My Rotary
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Find your club
in the drop
down list
Make sure the
appropriate
year is listed
EDIT
Click edit to see the list
of Foundation Goals
Foundation Goals on My Rotary- DUE by MAY 1st
3
Identify your
club goals
for all 5
Foundation
Goals
SAVE
Be sure to Save
GLOBAL GRANTS – Features
and Emphasis
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
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.
LET’S TALK ABOUT
SCHOLARS
Presented by
Mike Little, Past President Rotary Club of
Richmond
Rotary Peace Scholar Sub-Committee Chair
A Story of Two Successful
Candidates
Zoe Romano Studying in Latin
America sponsored by the South Richmond Rotary Club
Basic Education and Literacy
2016-17
Club matched $15,000 remainder of $15,000 supported by District World Funds
Ross Wood
Completed Masters
Degree at Bradford
University-UK, sponsored
by Rotary Club of
Norfolk
Peace and Conflict
Resolution 2015-16
Fellowship paid entirely
by Rotary Foundation
$30,000
Want to offer a Global
Scholarship?(Global Grant Scholar program follows same process as any Global
Grant)
Rotary clubs can apply to The Rotary Foundation for district and
global grants to support scholarships.
Global grants are for graduate students studying abroad in a program
with one of Rotary’s six causes:
• Promoting peace
• Fighting disease
• Providing clean water, sanitation, and hygiene
• Saving mothers and children
• Supporting education
• Growing local economies
Recruiting Qualified
Candidates
District grants sponsor graduate students
studying overseas
Students must be accepted by university
prior to applying for scholarship
Candidate must find local Rotary Club to
sponsor them and a Rotary Club sponsor
in their city/country of study
Funding for Global Scholar
Scholarships are funded using cash
and/or District Designated Funds
matched by the RI World Fund
Program Procedures –Global
Grant Scholarship
The Scholarship Committee arranges
interview with applicant to determine
eligibility .
The Committee Chair informs sponsoring
club and the applicant of the decision.
If recommended, the sponsoring club
completes and submits the application to
The Rotary Foundation.
What is the Peace Fellowship
Program?
The Rotary Foundation’s goal is to
promote world understanding and peace.
It supports and advances research and
teachings to promote peace
It inspires people to work for a culture of
peace and tolerance
Peace Fellow Host
Institutions
Chulalongkorn University, Bangkok, Thailand
Duke University and Univ. of North Carolina, USA
International Christian University, Tokyo, Japan
Universidad del Salvador, Buenos Aires, Argentina
University of Bradford, West Yorkshire, England
University of Queensland, Brisbane, Australia
Uppsala University, Uppsala, Sweden
Peace Fellow Target Group
and Eligibility
Candidate must be endorsed by their local Rotary
Club and District 7600
Eligibility:
A strong commitment to international
understanding and peace
Exceptional professional and academic
achievements and personal and community
service activities
Proficiency in a second language
Strong leadership skills
Application & Interview
Process
Rigorous online application process
Must wait six months to one year
before studies for certificate or
Masters degree
Program Deadlines
Global Scholar Program completed application deadline
June 30, 2019 to District 7600
(Contact: Chuck Arnason [email protected])
Peace Scholar Fellow application and club sponsorship
May 1st, 2019
(Contact: Mike Little [email protected])
GLOBAL GRANTS - Basics
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
Areas of Focus
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Peace & conflict prevention/resolution
Disease prevention and treatment
Water and sanitation
Maternal and child health
Basic education and literacy
Economic & community development
Stewardship
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
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
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ANNUAL GRANT QUALIFICATION
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
THE GRANT MUST ATTEND A DISTRICT GRANTS
MANAGEMENT SEMINAR
CLUB MUST BE CURRENT ON ALL GRANTS
REPORTING AND/OR CLOSEOUT
Annual Qualification Requirements
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
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How do you fund a Global
Grant?
General Rules:
Clubs sponsor Global Grants (District does not)
Consider different money pots>
Club $$, District $$, TRF matching $$,
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
BUDGET BUILDING*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
*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
Reporting Requirements
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
Clubs and districts that apply for a global grant to support a humanitarian
project or a vocational training team will be asked to conduct a community
assessment first and include the results in their grant application.
The process of doing the assessment helps you build valuable relationships
and encourages community members to participate in making and
maintaining improvements. The results of the assessment will give you a
better understanding of the community’s strengths, weaknesses, and
potential, so you and the community can plan the best possible project and
get results that last. Important points and tips:
You can use district grant funds to cover the costs of conducting the
assessment.
Rotary’s Community Assessment Tools offers instructions for several
assessment methods, including community meetings, surveys, interviews, and
focus groups.
Needs Assessment
START WITH THE COMMUNITY TO UNDERSTAND THEIR
NEEDS
CONSIDER LOCAL VALUES & CULTURE TO BEST ALIGN THE
PROJECT
ENCOURAGE LOCAL OWNERSHIP WITH KEY LOCALS
PROVIDE TRAINING FOR USERS
BUY LOCAL
SEEK LOCAL FUNDING AND BUY-IN
ESTABLISH MEASURES OF SUCCESS BASED ON DESIRED
OUTCOMES
Right Host Club?
▪ 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?
Right Project Site?
▪ 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?
SUSTAINABILITY
To build the capacity to maintain
the desired outcome for a longer-
term to meet the need of a
beneficiary after grant funds have
been expended.
• Start with the community
• Encourage Local Ownership
• Provide Training
• Buy Local
• Find Local Funding
• Measure your success
SIX STEPS TO SUSTAINABILITY
GLOBAL VOCATIONAL TRAINING TEAM (VTT)
APPLICATION PROCESS & CRITERIA THE SAME (AREA OF FOCUS,
SUSTAINABILITY, HOST & INTERNATIONAL PARTNERS,
STEWARDSHIP AND REPORTING, ETC)
OBJECTIVE IS TO BUILD TEAM CAPABILITY OR TO USE TEAM
EXPERTISE TO TRAIN OTHERS WITH EYE TO BENEFITING THE
COMMUNITY. CAN LINK TO HUMANATARIAN PROJECT
THE $30k THRESHOLD WITH WORLD FUND MATCH APPLY; PAYS
FOR BOTH TEAM ACTIVITIES & MEMBER EXPENSES
TEAM OF AT LEAST 3 MEMBERS WITH 2 YEARS WORK
EXPERIENCE IN THE AREA OF FOCUS ; NO AGE RESTRICTIONS;
“SAVVY” ROTARIAN LEADER
ALL TEAM MEMBERS SUBMIT INDIVIDUAL APPLICATIONS AS
GRANT APPLICATION SUPPLEMENTS
DETAILED BY DAY ITINERARY ATTACHMENT REQUIRED
LENGTH OF VTT VISIT DETERMINED BY SPONSORS; SETTINGS IN
HOSPITALS, COLLEGES, COMPANIES WITH VARIOUS HOSTINGS
ExampleThe Williamsburg Club, in conjunction with the Rotary Club of Kigali-Gasabo participated in a VTT to train Emergency Medical Services workers in Rwanda. This project developed and implemented context-specific curricula on management of medical, obstetric, pediatric and trauma emergencies and evaluated the project through an electronic prehospital data registry. Training certifications were awarded to newly trained pre-hospital staff in the capital city of Kigali, Rwanda and at the five Provincial hospitals in the country to ensure high quality care. A cadre of course instructors will be created in Rwanda to facilitate conduct of these courses in the future which will ensure the sustainability of the project will result within the country.
Links to InformationGlobal 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-application-
template
Terms and Conditions for Grants
https://www.rotary.org/myrotary/en/document/terms-and-conditions-rotary-
foundation-district-grants-and-global-grants
Useful LinksRotary Global Grants website
https://www.rotary.org/myrotary/en/take-action/apply-grants/global-grants