Grant Management Seminar 1
District 5180 District 5180 Club Certification &Club Certification &
Grant Management SeminarGrant Management Seminar
Grant Management Seminar
District OrganizationDistrict Organization
District Rotary Foundation Chair (DRFC)
Jo Ann Lemmon
District Grants Subcommittee Chair (DGSC) Steve Lemmon
Global Grants Chair (GGC)
Beverly Brautigam
District Grants Chair (DGC)
Joann Hilton
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Grant Management Seminar 3
WHY ARE YOU HERE?WHY ARE YOU HERE?
• Managing Global and District Grants
• Stewardship expectations
• Implement the MOU
• Certify clubs to receive grant funds
Grant Management Seminar 4
Grant ManagementGrant Management
Ensures that projects
• Have proper financial control
• Adhere to technical standards
• Meet the needs of the beneficiaries
• Fulfill their objectives
• Safeguard funds
Grant Management Seminar 5
Successful Grant ProjectsSuccessful Grant Projects
• Meet community needs
• Include frequent partner communication
• Have implementation plan
• Are sustainable
• Maintain proper stewardship of funds
Grant Management Seminar 6
StewardshipStewardship • Rotarian supervision • Financial records review• Oversight of funds• Reporting irregularities• Timely submission of reports
Grant Management Seminar 7
Certification RequirementsCertification Requirements
• Attend grant management seminar
• Agree to club Memorandum of Understanding (MOU)
• Submit signed MOU to DGSC Steve
• RI and District dues are current
• Current reports on any open grants
Grant Management Seminar 8
Terms of CertificationTerms of Certification
• 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
Grant Management Seminar 9
Session 1Session 1
Designing a ProjectDesigning a Project
Grant Management Seminar 10
Learning ObjectivesLearning Objectives
• Best practices for designing a project
• Developing an implementation plan
• Creating measurable goals
Grant Management Seminar 11
Successful Grant ProjectsSuccessful Grant Projects
• Real community needs
• Frequent partner communication
• Implementation plan
• Sustainable
• Proper stewardship of funds
Grant Management Seminar 12
Needs AssessmentNeeds Assessment
• Talk to the community
• Base project on the community’s needs
• Assess resources of your club and potential partners
Grant Management Seminar 13
PartnersPartners
• RI Convention
• Project fairs
• Matchinggrants.org/global
• International meetings
• Rotary Showcase / Facebook
Grant Management Seminar 14
Project PlanningProject Planning
• Form a three-person grant committee
• Assign roles
• Implementation plan
• Budget
• Contingency plan
• Document retention plan
Grant Management Seminar 15
Creating a BudgetCreating a Budget
• Realistic
• Competitive bidding
• Reasonable prices
• Disclose conflicts of interest
Grant Management Seminar 16
Setting GoalsSetting Goals
• Measurable
• Sustainable
• Qualitative (descriptive)
• Quantitative (numeric)
Grant Management Seminar 17
Setting GoalsSetting Goals
• Gather baseline data
• Set goals
• Determine method of measurement
Grant Management Seminar
GOALS CASE STUDYGOALS CASE STUDY
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Grant Management Seminar 19
Session 2Session 2
Applying for and Applying for and Implementing a GrantImplementing a Grant
Grant Management Seminar 20
Learning ObjectivesLearning Objectives
• Write a successful grant application
• Understand grant financing
• Importance of evaluation
Grant Management Seminar
Rotary Foundation GrantsRotary Foundation Grants
• Global grants
• District grants
• Packaged grants
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Grant Management Seminar 22
Applying for Global GrantsApplying for Global Grants
• Two-step application process online
• Meet goals of Six Areas of Focus
• Be sustainable
• Involve Rotary clubs in two districts
• Minimum budget of US$30,000
• District confirms club is qualified
Grant Management Seminar 23
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
Grant Management Seminar 24
Sustainable ProjectsSustainable Projects
Grant Management Seminar
Global Grant ApplicationGlobal Grant Application
• Two Step On-Line Process
• Proposal
• Application
• District Certification & DDF
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Grant Management Seminar 26
Global Grant FinancingGlobal Grant Financing
• DDF matched 100% with World Fund
• Rotarian cash contributions matched 50% with World Fund
• Non-Rotarian cash contributions
• Minimum grant $15,000.00
• Minimum project $30,000.00
Grant Management Seminar 27
Financing GuidelinesFinancing Guidelines
• Contributions raised by Rotarians
• Funds cannot be raised from beneficiaries in exchange for a grant
• Funds cannot come from other grants
• Contributions credited to donor
• DDF allocation by District
Grant Management Seminar 28
ImplementationImplementation
• Communication
• Financial management plan
• Recordkeeping
• Following original plan
Grant Management Seminar 29
EvaluationEvaluation
• Assists with reporting
• Improves future projects
• Based on goals
• Ongoing process
• Identifies successes
Grant Management Seminar
Sustainability Case StudySustainability Case Study
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Grant Management Seminar 31
Session 3Session 3
Oversight and ReportingOversight and Reporting
Grant Management Seminar 32
Learning ObjectivesLearning Objectives
• Best practices for managing funds• Document retention• Reporting requirements
Grant Management Seminar 33
Financial Management PlanFinancial Management Plan
• Bank account for funds
• Distributing funds
• Use checks/bank cards to track funds
• Detailed ledger
• Include local laws
Grant Management Seminar 34
ResourcesResources
• Document retention worksheet
• Financial management plan worksheet
• Transferring custody of a bank account
• More on Rotary.org
Grant Management Seminar 35
Document RetentionDocument Retention
• Provide access
• Retain for a minimum of five years
• Make copies
• Electronic
Grant Management Seminar 36
Global Grant Reports: FrequencyGlobal Grant Reports: Frequency
• Progress reports• Within 12 months of first payment• Every 12 months through the life of the grant
• Final report within 2 months of completion
Grant Management Seminar 37
Global Grant Reports: ContentGlobal Grant Reports: Content
• 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
Grant Management Seminar 38
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)
Grant Management Seminar
Conflicts of Interest Case StudyConflicts of Interest Case Study
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Grant Management Seminar
District GrantsDistrict Grants
• Local projects
• Min grant $500 max grant $3000
• 15% funding reserved for scholarships
• Club matches grant funding
• Reimbursement on approved report and receipts
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Grant Management Seminar
District Grant TimelineDistrict Grant Timeline
• 11/01/12 Application on District website
• 4/30/13 Application due to DGC
• 5/01/13 District submits to TRF
• 6/01/13 TRF approval anticipated
• 7/01/13 Approved projects start
• 04/30/14 Final report and receipts due
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Grant Management Seminar 42
Session 4Session 4
CertificationCertification
Grant Management Seminar 43
Learning ObjectivesLearning Objectives
• Understand certification requirements
• Manage your club’s certification
Grant Management Seminar 44
Certification RequirementsCertification Requirements
• Attend a grant management seminar
• Submit signed club MOU to DGSC Steve
• RI & District Dues are current
• Current reporting on all open grants
Grant Management Seminar 45
Maintaining certificationMaintaining certification
• Follow terms of club MOU
• Appoint club member/committee to manage club certification
• Fully implement stewardship practices to prevent misuse of funds
• Re-certify each year
Grant Management Seminar 46
Thanks for all you do!!Thanks for all you do!!Please complete evaluationPlease complete evaluation