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District 6650 Grant Management Seminar

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District 6650 Grant Management Seminar District 6650 Grant Management Seminar Global Grant Financing DDF matched 100% with World Fund Rotarian cash contributions ... – PowerPoint PPT presentation

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Date added: 3 June 2019
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Title: District 6650 Grant Management Seminar


1
District 6650 Grant Management Seminar
District 6650 Grant Management Seminar
2
Purpose
  • 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

District 6650 Grant Management Seminar
3
Grant Management
  • Ensures that projects
  • Are administered with proper financial control
  • Adhere to superior technical standards
  • Meet the needs of the beneficiaries
  • Fulfill their objectives
  • Safeguard donors funds

District 6650 Grant Management Seminar
4
Successful Grant Projects
  • Meet community needs
  • Have frequent partner communication
  • Have implementation plan
  • Are sustainable
  • Practice proper stewardship of funds

District 6650 Grant Management Seminar
5
Stewardship
  • Stewardship 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

District 6650 Grant Management Seminar
6
Misuse of Grant Funds
  • Clubs and the District are required to track,
    investigate and resolve reports of misuse of
    grant funds
  • Have those with concerns of misuse submit reports
    in writing to the DRFCC with their signatures to
    ensure credibility
  • No new grants will be approved until the
    situation is resolved
  • TRF may intervene in the process

District 6650 Grant Management Seminar
7
Qualification Requirements
  • Submit signed club MOU
  • Attend a grant management seminar
  • Club president, president-elect, foundation chair
    sign MOU and attend GMS
  • Be current with District and RI dues
  • Be current with all grant reports

District 6650 Grant Management Seminar
8
Terms 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

District 6650 Grant Management Seminar
9
Maintaining Qualification
  • Follow terms of club MOU
  • Appoint club member/committee to manage club
    qualification
  • Fully implement stewardship practices to prevent
    misuse of funds
  • Any misuse or mismanagement of grant funds will
    result in either suspension or revocation of the
    clubs qualification

District 6650 Grant Management Seminar
10
Successful Grant Projects
  • Real community needs
  • Frequent partner communication
  • Implementation plan
  • Sustainable projects
  • Proper stewardship of funds

District 6650 Grant Management Seminar
11
Needs Assessment
  • Choose a project that is based on the communitys
    need
  • Assess resources of your club and potential
    partners
  • Talk to the community

District 6650 Grant Management Seminar
12
Project Planning
  • Form a three-person grant committee
  • Assign roles
  • Implementation plan
  • Budget
  • Contingency plan
  • Document retention plan

District 6650 Grant Management Seminar
13
Creating a Budget
  • Goals of the project
  • Realistic
  • Competitive bidding
  • Reasonable prices
  • Disclose conflicts of interest

District 6650 Grant Management Seminar
14
Setting Goals
  • Gather baseline data
  • Measurable
  • Sustainable
  • Qualitative (descriptive)
  • Quantitative (numeric)
  • Determine method of measurement

District 6650 Grant Management Seminar
15
Oversight and Reporting
  • Identify best practices for managing funds and
    record keeping
  • Identify which documents need to be retained
  • Understand conflict of interest
  • Understand reporting requirements

District 6650 Grant Management Seminar
16
Financial Management Plan
  • Bank account for funds
  • Use checks/bank cards to track funds
  • Distributing funds
  • Detailed ledger
  • Include local laws
  • Written plan for transferring custody of bank
    accounts when signatories change

District 6650 Grant Management Seminar
17
Bank Account Requirements
  • Separate bank account required for TFR grant
    funds
  • Accounts must be low or no interest bearing
  • Grant funds shall not be placed in investment
    accounts
  • No comingling of TRF and local funds

District 6650 Grant Management Seminar
18
Conflict 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)
  • Reporting Conflict of Interest is part of
    Stewardship

District 6650 Grant Management Seminar
19
Why Disclose Conflict of Interest?
  • Rotarians have a reputation for honesty
  • It ensures a fair process transparency
  • Potential Conflict of Interest doesnt mean
    automatic disqualification from participation
  • TRF Grant Coordinators can help resolve questions
    about Conflict of Interest

District 6650 Grant Management Seminar
20
Resources
  • Document retention worksheet
  • Financial management plan worksheet
  • Transferring custody of a bank account
  • More on Rotary.org

District 6650 Grant Management Seminar
21
Document Retention
  • Retain for a minimum of seven years
  • Transfer records to District Office
  • Scan originals
  • Make copies
  • Provide access
  • Audit

District 6650 Grant Management Seminar
22
What You Must Keep
  • Signed Club MOU
  • Grant Management Seminar attendance record
  • Correspondence on Club qualification, including
    emails
  • Legal documents
  • Bank information (Account details, statements,
    signatories)
  • General ledger
  • Annual financial assessment results
  • Reports of misuse of grant funds
  • Document retention procedures
  • Succession plans
  • Other documentation

District 6650 Grant Management Seminar
23
What You Must Keep
  • Application
  • Approval Notices
  • Grant Agreements
  • Grant Correspondenceincluding e-mail
  • Club Cash Contribution Forms
  • Other fund requests and commitments
  • Quotes for materials

Final Report
  • Beneficiary Documentation
  • Needs assessment
  • Agreements
  • Vendor Documentation
  • Quotes for materials
  • Receipts and invoices
  • Agreements
  • Scholar Documentation
  • Receipts and invoices
  • Agreements
  • Vocational Training
  • Documentation
  • Receipts and invoices
  • Agreements
  • Financial Documentation
  • Bank statements
  • Receipts
  • Invoices
  • Vouchers
  • Inventory list
  • Grant Reports
  • Support documentation
  • Photos
  • Project summary
  • Closure Letters
  • Other Documentation

District 6650 Grant Management Seminar
24
Grant Document Retention
Grant Approval
Performing the Grant
Closing the Grant
Emails
Final Report
Pictures
  • Grant Retention Folder
  • Application
  • Approved Grant
  • Supporting Documents
  • DGS Recommendation

Bank Statements
Invoices
Inventory Control
Ledgers
Pictures
Interim Reports
Invoices
Inventory Control
Other
The Rotary Foundation
D6650Rotarians
Acceptance Letter
District 6650 Grant Management Seminar
25
Rotary Foundation Grants
  • District grants
  • Global grants
  • Packaged grants

District 6650 Grant Management Seminar
26
District Grants
  • Block grant given to district, anddistrict
    distributes to clubs
  • 50 of DDF can be used for district grants
  • Formula for awards to clubs based on per capita
    contributions to APF for previous year
  • No TRF match for district grants
  • Final Report

District 6650 Grant Management Seminar
27
District Grant Policies
  • District Grants provide greater parameters
    and much more flexibility
  • District Grants provide funding to Rotary clubs
    and districts to support local and international
    humanitarian and service projects, community
    beautification, scholarships, and vocational
    training teams relating to the project/mission
  • Scholarships with no restrictions on the level
    (secondary, university, or graduate), length,
    location (local or international), or area of
    study
  • Service travel and disaster recovery efforts
  • Vocational training teams for both domestic and
    international travel, Rotary and non-Rotary
    countries

District 6650 Grant Management Seminar
28
District Grant Policies
  • District Grants must
  • Relate to the mission of The Rotary Foundation
  • Comply with all policies and procedures of The
    Rotary Foundation, Terms and Conditions
    prescribed by TRF, and District 6650
  • Include the active participation of all Rotarians
  • Adhere to the governing laws of the U.S. and the
    country where the activity is taking place and
    not harm individuals or entities
  • Demonstrate sensitivity towards host countrys
    culture
  • Only fund activities that have been approved in
    advance
  • Comply with the District Conflict of Interest
    Policy
  • Complete all required paperwork in a timely
    fashion

District 6650 Grant Management Seminar
29
District Grant Policies
  • Only clubs that have been qualified can submit
    district grant applications
  • Non-qualified clubs can participate but cannot
    sponsor or submit an application

District 6650 Grant Management Seminar
30
Applying for District Grants
  • Applications for district grants precede the
    Rotary year in which they are completed
  • Deadline for applying 15 February 2013
  • Submit to
  • PDG George W. S. Hays, DRFCC
  • Rotary District 6650 Office
  • 203 Cleveland Ave. NW
  • Canton, OH 44702

District 6650 Grant Management Seminar
31
Areas 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
District 6650 Grant Management Seminar
32
TRF Principles of Sustainability
  • Continued impact after Foundation funding is
    fully expended
  • Multiple levels of sustainability which involve
    resource management, economic considerations,
    cultural norms and social norms
  • Use of local resources, regional input, and local
    knowledge as much as possible
  • Respect for natural resources and avoidance of
    harm to the local environment
  • Reach the most beneficiaries possible
  • Prepare scholars and individuals to contribute to
    new and innovative methods in professional fields
    within a Foundation area of focus
  • Prepare participants to increase impact and
    improve effectiveness in the communities and
    vocations in which they work
  • Use the input and skills of grassroots
    individuals and groups to ensure continuation of
    projects and activities

District 6650 Grant Management Seminar
33
Global Grants
  • Online proposal and application
  • Identify community needs
  • Describe activities and outcomes
  • How Rotarians will be involved
  • General budget
  • Meet goals of one or more area of focus
  • Demonstrate sustainability
  • Minimum budget of US30,000

District 6650 Grant Management Seminar
34
Global Grant Financing
  • DDF matched 100 with World Fund
  • Rotarian cash contributions matched 50 with
    World Fund
  • Contributions credited to donor
  • Non-Rotarian cash contributions
  • Funds cannot come from other grants
  • Funds cannot be raised from beneficiaries in
    exchange for a grant

District 6650 Grant Management Seminar
35
Implementation/Evaluation
  • Communication
  • Financial management plan
  • Record keeping
  • Following original plan
  • Assists with reporting
  • Improves future projects
  • Based on goals
  • Ongoing process
  • Identifies successes

District 6650 Grant Management Seminar
36
Global Grant Reports
  • Reports
  • Progress report within 12 months of first payment
  • Every 12 months through the life of the grant
  • Final report within 2 months of completion
  • 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

District 6650 Grant Management Seminar
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