Rotary District 1230 Foundation Grant Management Seminar 2017

Rotary District 1230 Foundation Grant Management Seminar 2017 Rotary International

WELCOME The Rotary FOUNDATION grants seminar: To Support clubs with help from District Officers & Committee Chairs Encourage & Inform clubs about GRANTS Encourage the use of ‘Rotary Club Central’ Rotary International

PURPOSE • Qualify clubs to receive grant funds • Understand the Memorandum of Understanding (Mo. U) • Design a project § How to apply for and implement a grant § Oversight; Reporting & managing a Rotary grant Rotary International

Types of Grant • Two types: • District grants, • Global grants • (includes Scholarships & Vocational Training Teams) • Funded by contributions to Foundation • District Designated Fund (DDF) • Eligibility guidelines set out by RI Rotary International

Grant Qualification • For a CLUB to receive a Global or District Grant, it must also: • Attend the Foundation Grants Seminar • Sign the Memorandum of Understanding Rotary International

Grant Qualification • Valid for one year • Club accepts responsibility for proper governance of grant funds • Disclose conflicts of interest • Cooperate with all audits • Use grant funds properly Rotary International

Funding Model Example ANNUAL PROGRAMS FUND (US $100 Donation) US $50 SHARE District Controlled District Designated Fund Up to US $25 District Grants US $50 US $5 Admin’ Trustees Controlled World $45 Fund Remaining DDF Balance (Minimum of US $25) Other (Cash, Permanent Fund Earnings) Global Grants (World Fund match to DDF and cash) Rotary International

District Grant Project requirements: • Adheres to mission of Rotary Foundation “To enable Rotarians to advance world understanding, goodwill & peace through the improvement of health, the support of education & the alleviation of poverty” Rotary International

District Grants Project requirements • Club must have contributed to Foundation in last two Rotary years e. g. for grant application in 2017/18, contributions made during 2015/16 &/or 2016/17) • Club has to make a reasonable contribution • Active Rotarian involvement • Projects at home or abroad Rotary International

District Grants Process (1): • Clubs develop projects • Clubs apply to District for share of block grant to help fund their project by giving an outline of projects & budgets to DRFC by 30 June for use in following year • Application form available on District Web-site • District Grants Committee approves/rejects/modifies amount applied for etc • District Grants Chair advises club of outcome of application Rotary International

District Grant Process (2): • District applies to RI for their block District Grant (up to 50% DDF) - only one application by District per year. • This application has to outline all individual club projects and grant applied for • Total club grant applications (including contingency) becomes the Block grant approved by RI • Grant in £ sterling sent to District Treasurer • Cash sent by District Treasurer to Club Treasurer Rotary International

District Grant Other aspects: • Up to 3% of grant for grant related admin expenses e. g. bank fees • Up to 20% of grant for contingencies (pre approval) • Technically can fund scholarships, VTT & related travel but usually Global Grant (NB usually initiated by District using a Global Grant – approaches to clubs for scholarship hosting – refer to DRFC) Rotary International

District Grant Rotary International

District Grant reports • The grant project must be completed within 24 months of you receiving the grant from District. • Clubs to provide a report to District Grants Chair on completion of project and copy receipts for expenditure. • Report as soon as project is complete, or, if • Not going to be complete by 30 June 0 f Rotary year in which grant is received, provide an interim report before 30 June • District Grants Chair reports to RI on projects, but • Failure to complete the District Report to RI within 24 months, prevents District receiving any further grants until further notice. Rotary International

District Grants § Report to District Meeting, March 2017 § A total of $8, 442 (£ 6, 414) was drawn down from this year’s DDF – representing under 20% of DDF for the block District Grant. § All 9 clubs receiving grants have provided around 50% of the costs of the projects. § There are Club Projects ( in Scotland & abroad) and amounts given to these projects are as follows: - Rotary International

Club Activity Type Alloway Education: General To supply 6 prefabricated toilets, appropriate plumbing & waste disposal to a school in Nepal damaged in the 2015 earthquake Nepal Amount of grant £ 1, 500 Clydebank Education: General Education & Literacy To provide musical instruments to the two Secondary Schools in Clydebank Provision of Dictionaries for Life to P 7 pupils moving to secondary school Scotland 750 Scotland 650 Provision of Dictionaries for Life to P 7 pupils moving to secondary school End of Life care, to equip a family room at the Prince and Princess of Wales Hospice currently under construction Provision of Dictionaries for Life to West Kilbride primary P 7 pupils moving to secondary school Provision of Dictionaries for Life to P 7 pupils on the Island of Bute moving to secondary school Scotland 700 Scotland 1, 500 Scotland 75 Scotland 100 Cumnock East Kilbride Education & Kittoch Literacy Eastwood Health: General Hunterston Rothesay Education & Literacy Activity Location Rotary International

Largs Education & Literacy To provide Dictionaries for Life and winners shields to all participants in the annual Largs Rotary Primary Schools quiz Scotland Largs Health 300 Erskine & District Community Development: general To purchase personal audio and ancillary equipment for the charity Scotland Playlist for Life To contribute to and provide support for the local Christmas Scotland Community outreach event D 1230 TOTAL Contingency To cater for late applications for District/International Projects 664 6328 89 175 Rotary International

District Grants What type of project might qualify for a district grant? e. g. listen to last years grant applications… Do you have a PROJECT which you do? (Take a couple of minutes in your groups to list projects you think may qualify for a District grant) Rotary International

District Grants • Is your club qualified? • Has it signed the year’s Mo. U? • Does the project fit the Rotary Foundation Mission statement? • Has the club contributed to Foundation in last 2 years? • Can the club contribute a substantial contribution (around 50% of project budget)? • How will the club raise the money required? • Is there a project plan & good governance in place? • Can you complete within 24 months? Rotary International

District Grants Any Questions? Rotary International

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

Global Grants § § § Project must be in another country Separate account within the Club accounts Use experts in club and/or on site of project Make sure it’s what the community needs/wants Safeguarding Funds – need a partner Rotary Club in the other country § Channel funds through them or another authorised source Rotary International

Global Grants - partners • Rotary Conferences • Project fairs • Linked. In • Facebook • Rotary events • www. matchinggrants. org/global • www. rotary. org Rotary International

Global Grants Aspects & requirements • Controlled by RI • Project Minimum total budget of US$30, 000 - up to 10% can be allocated for project management costs • Project Maximum is total budget of $250, 000 • Adheres to at least one of the six Areas of Focus • Measurable and sustainable outcomes • Involves Rotary clubs in two districts - primary sponsor & international sponsor • District or Club must be qualified • Active Rotarian involvement • Comply with RI policies Rotary International

Global Grants The 6 areas of focus. What are they? (Take a couple of minutes in your groups to list those you can remember) Rotary International

Global Grants The six areas of focus are: 1. Peace & Conflict Prevention / resolution 2. Disease Prevention & Treatment 3. Water & Sanitation 4. Maternal & Child Health 5. Basic Education & Literacy 6. Economic & Community Development Rotary International

Global Grants Successful Grant Projects: • Meet community needs • Are sustainable • Involve a partner • Have an implementation plan • Maintain proper management & care of funds Rotary International

Global Grants Project Planning • Form a grant committee – host & international sponsors • Make an implementation plan • Establish a budget • Have a contingency plan • Have a document retention plan Rotary International

Global Grants Set Goals • • • Measurable Sustainable Qualitative Quantitative Gather baseline data Determine method of measurement Rotary International

Global Grant Needs Assessment: • Base projects on communities’ needs • Determine what resources your club and potential partners have • Talk to the community Rotary International

Global Grants Sustainability • Giving a community the skills and knowledge to maintain project outcomes for the long term, after grant funds have been expended. Rotary International

Global Grants • • Budget Accurate & comprehensive Competitive bidding Reasonable prices Disclose conflicts of interest Rotary International

Global Grants Budget: • Clubs may allocate up to 10% of project budget for management costs • May allocate up to 10% of budget for contingencies • Global Grant or Ambassadorial Scholarships • Vocational Training Team (VTT) • Support travel for up to 2 individuals as part of a humanitarian project Rotary International

Global Grants Financing • DDF contributions matched 100% with World Fund • Cash contributions matched 50% with World Fund Rotary International

Global Grants • • • Sources of Funds: Club Cash Other club(s) in District or another District Outside body (eg Lottery) District or other District DDF Rotary International

Global Grants Financing • 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 Rotary International

Global Grants On-Line Application Process • Sign into Rotary International – you need to have an account and sign in • Click - The Rotary Foundation • Click - Apply for Grants • Click - Global Grants • Types of Grant/Lifecycle/District Qualification • Apply for Grant • Chose Global • Tools • Start your grant application • NB - Club responsibility to make the application etc but please consult DRFC and/or DRGC who have to approve your application Rotary International

Global Grants § § § § Guidance Available A Guide to Global Grants (PDF) Areas of Focus Policy Statements (PDF) Cooperating Organization Memorandum of Understanding (DOC) Global Grant Application Supplement for Microcredit Projects (DOC) Global Grant Application Template (DOC) Global Grant Calculator (XLS) Global Grant Monitoring and Evaluation Plan Supplement (PDF) Global Grant Report Supplement for Microcredit Projects (DOC) Global Grant Scholarships Supplement (PDF) Lifecycle of a Project Six Steps to Sustainability (PDF) Terms and Conditions for Rotary Foundation District Grants and Global Grants (PDF) Training Plan for Global Grants (DOC) Vocational Training Team Itinerary (DOC) Rotary International

Global Grants Stewardship is the effective & transparent management of grant funds, including: • Reporting any irregularities • Rotarian supervision • Financial records review • Oversight of funds • Timely submission of reports Rotary International

Global Grants Financial management plan • • Bank account for funds Distributing funds Use cheques or bank cards to track funds Detailed ledger Rotary International

Global Grants Document retention • Provide access to documents for transparency • Retain for a minimum of five years • Make copies Rotary International

Global Grants Reporting requirements: Reporting: • Verifies grants were managed properly • Provides valuable data for your club, partners, and Rotary International

Global Grants 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 Rotary International

Global Grants Reports (contd): • 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 Rotary International

Global Grants Question? Do you have a PROJECT which you do? (Take a couple of minutes in your groups to list those you think may qualify for a Global grant) Rotary International

Global Grant Checklist (1) • Has club signed MOU re use of funds? • Has the club contributed to Foundation in last 2 years? • Does it support at least one area of focus? • Do you have an international partner? • Is the budget at least $30, 000? • Where will the money come from? Rotary International

Global Grants Checklist (2) • Is there a Rotary club involved in the local area? • Is there a project plan/have you set goals? • Has a community needs assessment been done? • Is it sustainable, e. g. provision of maintenance? • Do you have a document retention plan? • Complete application form • Appoint member with responsibility for reporting Rotary International

Global Grants § Project to equip 2 farm schools in South Africa. § Budget $64, 998 § Project Sponsors – the Rotary Club of Orkney, Klerksdorp, South Africa § The Rotary Club of Hunterston have a close relationship with the club through previous projects and visits to SA and them to Scotland § Funds were raised over 2 Rotary years. Funding was as follows: Rotary International

Global Grants § § Cash Rotary Club of Orkney Rotary Club of Hunterston Rotary Club of Mount Pleasant (USA) RI Match (match $0. 5 per $) Sub total District Grant D 1230 No RI Match Sub Total DDF District 9370 District 1230 District 6000 (USA) RI Match (match $ for $) Sub total Grand Total $ 4, 000 $ 1, 926 $10, 090 $ 8, 008 $24, 024 $ 1, 136 $ 3, 000 $ 1, 784 $15, 135 $20, 099 $39, 838 $64, 998 Rotary International

Global Grants QUESTIONS? Rotary International