Grants Club Qualification Seminar 2015-16 District 5450 Grants Club Qualification Seminar: 2015-16...
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Grants Club Qualification Seminar 2015-16
District 5450District 5450
Grants Grants Club Qualification Club Qualification Seminar: 2015-16Seminar: 2015-16
December 6, 2014December 6, 2014
1
Grants Club Qualification Seminar 2015-16
WelcomeWelcome
Peter EwingPeter EwingDistrict Governor 2014-District Governor 2014-
1515
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Grants Club Qualification Seminar 2015-16
IntroductionIntroduction
Carolyn SchraderCarolyn SchraderGrants ChairGrants Chair
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Grants Club Qualification Seminar 2015-16
Training for 2015-16 Training for 2015-16 Club Qualification Club Qualification
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District Policies Grants
District Grants Global Grants
Humanitarian Projects Scholarships
Club Qualification
Grants Club Qualification Seminar 2015-16
Training for 2015-16 Training for 2015-16 Club Qualification Club Qualification
5
Introduce the latest policies for Rotary Grants:
• RI
• District 5450
Help Clubs become comfortable with grants
Share what we know
Grants Club Qualification Seminar 2015-16
The Rotary The Rotary FoundationFoundation
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Grants Club Qualification Seminar 2015-16
District Foundation District Foundation CommitteeCommittee
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Grants Club Qualification Seminar 2015-16
Rotary DirectRotary DirectWeb: Easiest and preferred method “Frequency”
Handout: Rotary Direct Form
Contribution Form: TRF Contribution Form (123)
Phone: 1-866-976-8279
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https://www.rotary.org/en/document/10951
Grants Club Qualification Seminar 2015-16
Rotary District 5450Rotary District 5450Ambassadorial Ambassadorial ScholarshipsScholarships
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Adams PriceScholarship Committee
Grants Club Qualification Seminar 2015-16
Scholarship Program Scholarship Program BackgroundBackground
THEN
Oldest program of TRF (1947)
40,000 scholars from 150 nations
75++ scholars from D5450
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NOW
New program of DISTRICT
Global Grant
2013 was inaugural year
Grants Club Qualification Seminar 2015-16
What Does Scholarship What Does Scholarship Cover? Cover?
$30,000 to be used to defray costs associated with:
Round-trip transportation
Tuition
Room and board
Educational supplies
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Grants Club Qualification Seminar 2015-16
Areas of Focus – Global Areas of Focus – Global GrantsGrants
Candidates must have a past, present AND future in:
1. Promoting Peace2. Fighting Disease3. Providing Clean Water4. Maternal and Child Health5. Supporting Education6. Growing Local Economies
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1. Architecture & related (Temple Buell)
Grants Club Qualification Seminar 2015-16
Other Key RequirementsOther Key Requirements Will use to study abroad Graduate level Funds spent during Rotary year Work, school or residence in District
5450 NOT Rotarian, or within 2 generations in
past 3 years Rotary Host in study region Reporting requirements same as other
Global Grants13
Grants Club Qualification Seminar 2015-16
Process & TimingProcess & Timing
Spring 2015 Clubs Begin Recruitment
Fall 2015 Pre Qualification Form
Fall 2015 Full Application
Winter 2015 Interviews
Winter 2015 University Acceptance & Global Grant Application
Winter 2015 Global Grant Award
Spring 2016 Pre Departure Training
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Grants Club Qualification Seminar 2015-16
What Can You Do?What Can You Do?
CLUB
Identify & sponsor scholar candidates
Publicize
Become the Program Chair for your club
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DISTRICT
Outreach
Social Media
Interviews
Orientation
Grant Administration
Grants Club Qualification Seminar 2015-16
District 5450District 5450
Grant PoliciesGrant Policies2015 - 20162015 - 2016
December 6, 2014December 6, 2014Kevin W. O’ Connell - DGEKevin W. O’ Connell - DGE
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Grants Club Qualification Seminar 2015-16
District Grants Goals 2015-District Grants Goals 2015-1616
Deliver highly effective and innovative service projects
Engage more Clubs in the District Grants program
Establish equitable criteria to determine eligibility to apply for grants
Have measurable project objectives
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Grants Club Qualification Seminar 2015-16
Recurring Challenges for the Recurring Challenges for the DistrictDistrict
Encourage larger, more impactful projects
Matching funds available for grants are directly tied to TRF giving levels year over year
Limits on amount and purpose of grants
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Grants Club Qualification Seminar 2015-16
Challenges for the District Challenges for the District (continued)(continued)
Need for flexibility and equity when allocating matching funds
Establishment of best practices and keeping on par with practices used by other Districts in Zone 21b/27
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Grants Club Qualification Seminar 2015-16
Change to Meet District Change to Meet District GoalsGoals
To reflect each Club’s commitment to The Rotary Foundation, District has set a new qualification requirement:
Minimum annual Club per capita giving of $50 to the Annual Fund
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Grants Club Qualification Seminar 2015-16
Change to Meet District Change to Meet District GoalsGoals
Status based on current year for 2015-2016 qualification
Each Club’s giving will be reported monthly in District Newsletter
Three year exception for new clubs
Special calculation for Clubs with Satellite Groups
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Grants Club Qualification Seminar 2015-16
Additional Changes for Additional Changes for District GrantsDistrict Grants
Elimination of first come first serve policy
Other changes discussed in District Grant presentation
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Grants Club Qualification Seminar 2015-16
Grant Policies 2015-2016 – In Grant Policies 2015-2016 – In ConclusionConclusion
Aligned with principles of the 4-Way Test (fairness, equity, beneficial)
A shift in emphasis to encourage more Clubs to participate in District Grants
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Grants Club Qualification Seminar 2015-16
District GrantsDistrict Grants
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Presented by Diane Messamore
Grants Club Qualification Seminar 2015-16
Club initiated and hands on
short-term Rotary projects
that benefit
underserved groups of people
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District District 5450 District 5450 District GrantsGrants
Grants Club Qualification Seminar 2015-16
District Grants Goals 2015-District Grants Goals 2015-1616
More Clubs participating
More equitable way to allocate District match
Link between TRF giving and grants
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Grants Club Qualification Seminar 2015-16
Changes to Meet District Changes to Meet District GoalsGoals
Elimination of first come first served
Lower maximum DDF per Club
Additional engagement with clubs that have not previously participated
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Grants Club Qualification Seminar 2015-16
District Grants District Grants RequirementsRequirements
Hands on participation by sponsoring Clubs Local or international projects that meet
identified community needs Goals that are specific and measurable Focus on new projects, not long term
maintenance
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Grants Club Qualification Seminar 2015-16
Grant RequirementsGrant RequirementsInternational District International District
GrantsGrants Project will help in development of a future
Global Grant
D5450 Rotarians actively participate at the project site
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Grants Club Qualification Seminar 2015-16
District Grant LimitationsDistrict Grant Limitations
Not eligible for funding:
Microcredit Vocational travel teamsScholarshipsYouth Exchange, RYLA, etc.Building construction
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Grants Club Qualification Seminar 2015-16
DDF for District Grants DDF for District Grants 2015-162015-16
Maximum DDF for each Club $2,500 total for all projects
Maximum per project: $2,500 if one Club;
$3,250 for two clubs
$4,000 for three or more Clubs
No additional match from TRF
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Grants Club Qualification Seminar 2015-16
Repeat ProjectsRepeat Projects
For projects that were done in 2014-15, and repeated in 2015-16, DDF will be reduced:
• 65% in second year of the project
• 35% in third year
• No DDF in fourth year.
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Grants Club Qualification Seminar 2015-16
District Grant Application District Grant Application 2015-162015-16
Elimination of First Come First Serve
Grants Subcommittee members can help in early stages
Submit draft applications for 2015-16 year between May 8 and May 22, 2015
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Grants Club Qualification Seminar 2015-16
District Grant Application District Grant Application 2015-162015-16
District advises on necessary changes
Final budget and other Club financial commitments due July 1
Total DDF available per Club is $2,500
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Grants Club Qualification Seminar 2015-16
District Grant Application District Grant Application 2015-162015-16
Club may submit two or more applications, ranked by importance (1,2,3)
Eligible applications pooled by rank
Grants awarded by pool
Pro rata award if insufficient matching funds for pool
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Grants Club Qualification Seminar 2015-16
District Grant RequirementsDistrict Grant RequirementsClub Qualification 2015-16Club Qualification 2015-16
Lead Club need not be qualified when submitting draft
Lead Club confirms qualification before July 1, including $50 per capita giving
Grant awards announced by mid July
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Grants Club Qualification Seminar 2015-16
District Grant ReportingDistrict Grant Reporting
Report required 2 months after completion; no later than May 31, 2016
Must report any implementation delays
No new grant if club is late in reporting.
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Grants Club Qualification Seminar 2015-16
District Grant ReportingDistrict Grant Reporting What was accomplished How many Rotarians
participated and what did they do
Spending and funding summary Include any Non-grant funds
and in kind donations Report volunteer hours
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Grants Club Qualification Seminar 2015-16
District Grant ReportingDistrict Grant Reporting Complete receipts required Documentation on how
vendors were chosen and equipment identified
Rotary signage and branding Bank statements showing all
grant fund transactions
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Grants Club Qualification Seminar 2015-16
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A Successful District GrantA Successful District Grant Has active Rotarian involvement Is a collaboration with the
community, including the underserved beneficiaries
Has good documentation Is part of a long-term
relationship with the beneficiary
Grants Club Qualification Seminar 2015-16 41
Best Practices for District Best Practices for District GrantsGrants
Set next year’s club service project budget
Adopt process for deciding grant support
Consider proposals from project champions
Choose the best projects
Submit application to District
Grants Club Qualification Seminar 2015-16
Thank youThank you
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Grants Club Qualification Seminar 2015-16
Let’s take a breakLet’s take a break
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Grants Club Qualification Seminar 2015-16
Oversight Oversight ReportingReporting
Club QualificationClub Qualification
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Tom WolfChair, Stewardship Committee
Grants Club Qualification Seminar 2015-16
PurposePurpose• Understand how to manage a Rotary
Foundation grant
• Learn stewardship expectations
• Prepare clubs to implement the memorandum of understanding
• Qualify clubs to receive grant funds
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Grants Club Qualification Seminar 2015-16
Successful Grant ProjectsSuccessful Grant Projects
• Meet community needs
• Have frequent partner communication
• Have implementation plan
• Are sustainable
• Practice proper stewardship of funds
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Grants Club Qualification Seminar 2015-16
StewardshipStewardshipStewardship is the responsible management and oversight of grant funds, including:
• Standard business practices
• Rotarian supervision
• Financial records review
• Oversight of funds
• Reporting of irregularities
• Timely submission of reports
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Grants Club Qualification Seminar 2015-16
Oversight and ReportingOversight and Reporting
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Grants Club Qualification Seminar 2015-16
Learning ObjectivesLearning Objectives
• Identify best practices for managing funds and record keeping
• Identify which documents need to be retained
• Understand reporting requirements
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Grants Club Qualification Seminar 2015-16
Financial Management PlanFinancial Management Plan
• Bank account for funds
• Distributing funds
• Use checks/bank cards to track funds
• Detailed ledger
• Include local laws
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Grants Club Qualification Seminar 2015-16
ResourcesResources
• Document retention worksheet
• Financial management plan worksheet
• Transferring custody of a bank account
• More on Rotary.org
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Grants Club Qualification Seminar 2015-16
Document RetentionDocument Retention
• Provide access
• Retain for a minimum of five years
• Make copies
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Grants Club Qualification Seminar 2015-16
Conflict of InterestConflict of Interest
• Exists when a Rotarian benefits financially or personally from a grant
• Benefit can be direct (the Rotarian benefits) or indirect (an associate of the Rotarian benefits)
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Grants Club Qualification Seminar 2015-16
Grant ReportingGrant Reporting
Reporting on a regular basis is a requirement for all Rotary Grants
A Club will not be eligible to sponsor an addition Grant if reporting is not current on all open Rotary
Grants
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Grants Club Qualification Seminar 2015-16
District Grant ReportsDistrict Grant Reports
• Final Report no later than May 31 or within two months after completion of grant, whichever is earlier.
• Interim Reporting required every two months from May 31 if grant completion is delayed.
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Grants Club Qualification Seminar 2015-16
Global Grant ReportsGlobal Grant Reports
• Progress reports
• Within 12 months of first payment
• Every 12 months through the life of the grant
• Final report within 2 months of completion
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Grants Club Qualification Seminar 2015-16
QualificationQualification
57
Grants Club Qualification Seminar 2015-16
Learning ObjectivesLearning Objectives
• Understand qualification requirements
• Manage club qualification
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Grants Club Qualification Seminar 2015-16
Qualification RequirementsQualification Requirements• Attend a grant management seminar-President
or Appointee
• Agree to club memorandum of understanding and submit signed MOU to district
• Submit current filed IRS Form 990 to District
• All Grant Reporting Current
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Grants Club Qualification Seminar 2015-16
Additional RequirementAdditional Requirementeffective 2015-16effective 2015-16
Club must meet, in previous Rotary year, minimum $50 per capita giving to TRF
•Giving to Annual Fund only
•Special rules for new/ Satellite Clubs
•Club can track through monthly District reports
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Grants Club Qualification Seminar 2015-16
Terms of QualificationTerms of Qualification
• Valid for one year
• Club responsibility for grant funds
• Disclose conflicts of interest
• Cooperate with all audits
• Use grant funds properly
• Implement the club MOU
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Grants Club Qualification Seminar 2015-16
Maintaining QualificationMaintaining Qualification
• Follow terms of club MOU
• Appoint club member/committee to manage club qualification
• Fully implement stewardship practices to prevent misuse of funds
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Grants Club Qualification Seminar 2015-16
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Grants Club Qualification Seminar 2015-16
Club Qualification ChairClub Qualification Chair
PDG Dave Beall
8081 South Albion Street
Centennial, CO 80122
720.851.1414
Fax 720.851.0816
Cell 303.981.2756
E-mail [email protected]
64
Grants Club Qualification Seminar 2015-16
Stewardship ChairStewardship Chair
Tom Wolf
303.628.3670
Fax 303.623.2062
E-mail [email protected]
65
Grants Club Qualification Seminar 2015-16
Thank youThank you
66
Grants Club Qualification Seminar 2015-16
District 5450 District 5450 Global GrantsGlobal Grants
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Presented by Carolyn Schrader
Grants Club Qualification Seminar 2015-16
Sustainable Rotary projects
that benefit
underserved groups of people
68
District District 5450 Global Grants5450 Global Grants
Grants Club Qualification Seminar 2015-16
Global GrantsGlobal Grants
Partnership of Qualified Clubs Both Clubs must be qualified
Project in one of 6 Areas of Focus
Needs Assessment
Sustainable and measureable
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Grants Club Qualification Seminar 2015-16
DDF for Global GrantsDDF for Global Grants
$10,000 maximum DDF for each Club
Maximum per project:
$10,000 if one Club;
$12,500 if two Clubs, and
$15,000 for three or more Clubs
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Grants Club Qualification Seminar 2015-16
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Global Grant FinancingGlobal Grant Financing
DDF matched 100% from TRF
Cash matched 50% from TRF
Non-Rotarians also matched by TRF
Up to a 3 ½ to 1 match
Minimum project: $35,000
Grants Club Qualification Seminar 2015-16
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Minimum BudgetMinimum Budget
Project: Water and Sanitation in Kenya
5450 Clubs Funding $10,000
Host Club Funding $ 0
District Match (DDF) $10,000
Rotary Match $15,000
Total Project $35,000
Grants Club Qualification Seminar 2015-16
Areas of FocusAreas 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
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Grants Club Qualification Seminar 2015-16
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Key Steps for a Global GrantKey Steps for a Global Grant
1. Community Assessment
2. Host Rotary Club
3. Collaboration to develop the project
4. Budget and timeline
Grants Club Qualification Seminar 2015-16
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Key Steps for a Global GrantKey Steps for a Global Grant
5. Find funding
6. Send Pre-application to District
7. Apply on line
8. Work with TRF to meet requirements
Grants Club Qualification Seminar 2015-16
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Needs AssessmentNeeds Assessment
Host Club should conduct assessment
Choose a project that is doable and eligible for Rotary funds
Evaluate community resources and integrate them in the project
Include the community in the planning
Grants Club Qualification Seminar 2015-16
Conflict of InterestConflict of Interest
• Exists when a Rotarian benefits financially or personally from a grant
• Benefit can be direct (the Rotarian benefits) or indirect (an associate of the Rotarian benefits)
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Grants Club Qualification Seminar 2015-16
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Project PlanningProject Planning
Form a three-person grant committee
Assign responsibilities
Develop an implementation plan
Create a budget
Establish a document retention plan
Disclose potential conflicts of interest
Grants Club Qualification Seminar 2015-16
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Setting GoalsSetting Goals Measurable
Sustainable
Qualitative (descriptive)
Quantitative (numeric)
Identify baseline data source
Grants Club Qualification Seminar 2015-16
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SustainabilitySustainability
Sustainable projects have continued impact after the funds are spent. They:
Meet community needs
Develop community ownership of the project to create long-term change
Make optimal use of local resources
Increase capacity in assets and knowledge
Grants Club Qualification Seminar 2015-16
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Sustainability QuestionsSustainability Questions What do you need?
What is necessary to meet that need?
• What can you do?
• How can we help you?
How can we make it last?
• New skills?
• Ways to generate income to support the project
• Other resources?
Grants Club Qualification Seminar 2015-16
82
Creating a BudgetCreating a Budget
Realistic
Competitive bidding
Can include 10% for project management
Can have 10% contingency
Up to $500 for project signage
Grants Club Qualification Seminar 2015-16
District 5450 Review ProcessDistrict 5450 Review Process
Pre-Application to District for review firstAssistance in the planning/concept stageWork jointly with District Grant Advisor to meet TRF requirementsPre-Application form and Grant Advisor contacts on the District 5450 website
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Grants Club Qualification Seminar 2015-16
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Applying for Global GrantsApplying for Global Grants
Online application
Rolling deadline
Project Rotarians must be identified
Clubs must be qualified for authorization
Minimum budget of US $35,000
Grants Club Qualification Seminar 2015-16
Global Grant ApplicationGlobal Grant Application
Identify community needs
• Reference community assessment
Describe activities and outcomes
Connect project to an area of focus
Show how Rotarians will be involved
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Grants Club Qualification Seminar 2015-16
Global Grant ApplicationGlobal Grant Application
Detailed plan and budget
Do not show DDF until District approves amount of DDF
How activity is sustainable
How outcomes will be measured
Evaluation reporting to be provided
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Grants Club Qualification Seminar 2015-16
Finances and RecordkeepingFinances and Recordkeeping
Separate Club Bank account for each grant
Receipts for all expenditures
Detailed ledger
Five year retention; can be electronic
Accessible to Club members
District will provide on-line storage
87
Grants Club Qualification Seminar 2015-16
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Global Grant ReportsGlobal Grant Reports• On line reporting
Progress reports
First due within 12 months of payment
Prudent to accelerate first report
Document progress to date
Show spending for receipted expenses
All reports require 4 authorizations
Grants Club Qualification Seminar 2015-16
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Global Grant Reports:Global Grant Reports: Frequency Frequency
Progress reports
Within 12 months of first payment
Every 12 months thereafter
Final report within 2 months of completion
Reports require receipts over $75
Grants Club Qualification Seminar 2015-16
90
Global GrantsGlobal Grants Material included in handout and
on District website Portal.clubrunner.ca/50085
More information on Rotary website www.rotary.org In My Rotary Under The Rotary Foundation, or Learning and Reference
Grants Club Qualification Seminar 2015-16
Thank youThank you
91
Grants Club Qualification Seminar 2015-16
Foundation Funding ModelFoundation Funding Model
92
Presented by Carolyn Schrader
Grants Club Qualification Seminar 2015-16
Model: Investment income for first 3 years after contributions received is used to fund expenses
Since 2009, operating expenses paid from World Fund
Time to develop a new model
93
Current Foundation Funding Current Foundation Funding For Operating Expenses For Operating Expenses
Grants Club Qualification Seminar 2015-16
Effective July 1, 2015
Administrative Charges on cash contributions:
• 5% on contributions to Annual Fund
• 5% on pass-throughs for Global Grants
• 10% or less on certain corporate gifts Not PolioPlus or Endowments
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New Foundation Funding New Foundation Funding For Operating Expenses For Operating Expenses
Grants Club Qualification Seminar 2015-16
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Current Foundation Funding Current Foundation Funding Cash from RotarianCash from Rotarian
Your contributions to TRF:
50% to Annual Fund
50% held in separate account for 3 years
• After 3 years: available to District as DDF
Grants Club Qualification Seminar 2015-16
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Foundation Funding ModelFoundation Funding ModelCash from RotarianCash from Rotarian
Grants Club Qualification Seminar 2015-16
97
Foundation Funding ModelFoundation Funding ModelClub Payment to Global GrantClub Payment to Global Grant
$100Club commitment to Grant $100
Administrative Charge $ 5
Total Club Payment $105
Contributions direct to Grant Project Account do not incur Admin Charge, butNo Paul Harris creditLikely wire and currency fees
Grants Club Qualification Seminar 2015-16
Impact of Pass-ThroughImpact of Pass-Through
Cash contributions require additional 5% payment
Both Club and Rotarian contributions
Paul Harris points awarded on full contribution
Full contribution deductible to donor
Likely 6 weeks+ delay on receipt of funds
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Grants Club Qualification Seminar 2015-16
Impact of Sending FundsImpact of Sending Funds to Project Account to Project Account
No additional 5% payment
Wire transfer and currency fees
No Paul Harris points awarded
Full contribution deductible to donor
Funds sent (after Grant approval) immediately available for project
99
District Assembly June 2014
Annual Fund Contributions from D5450
50% returned to D5450 in 3 years (DDF)
45% to the TRF World Fund
District Grants use DDF (up to 50%)
Global Grants use:
Remaining DDF, and
TRF Funds from Rotarians worldwide
Sources of the Rotary MatchSources of the Rotary Match
100
District Assembly June 2014
Thank youThank you
Next:
Return on Rotary
District Assembly June 2014
What to do?What to do?
Decide what works best for your Club
District Assembly June 2014
Return on RotaryReturn on Rotary
Showing the impact of
Service Above Self
Peter Ewing
District Assembly June 2014
All humanitarian or youth service activities
Collecting information for 2013-2014 2014-2015
Accessible data base for Rotarians
Info on:• Cash and in-kind donations
• Volunteer hours
Return on RotaryReturn on Rotary
104
District Assembly June 2014
Return on RotaryReturn on Rotary
105
District Assembly June 2014
Thank you for joining us Thank you for joining us todaytoday
Service Above Self