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Humanitarian Grants Program

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Title: Humanitarian Grants Program


1
Humanitarian Grants Program
2
Humanitarian Grant Standards
  • Rotarian participation
  • Rotary networks
  • Humanitarian needs
  • Stewardship

3
Rotarian Participation
  • Active participation
  • Participation from both countries
  • Club and district commitment and responsibility

4
Rotary Networks
  • Develop stronger Rotary networks
  • Cultivate Rotarian, club, and district
    partnerships
  • Cultivate relationships with other organizations

5
Humanitarian Needs
  • Host Rotarians and community identification of
    needs and project initiation
  • Sustainable development
  • Involvement of local community and beneficiaries

6
Stewardship
  • Competent and thorough supervision of the project
  • Using funds as approved
  • Timely and complete reporting

7
Humanitarian Grants Program Updates
8
Volunteer Service Grants
  • Formerly Individual Grants
  • Applications accepted 1 July 2006
  • Travel to begin after 1 October 2006
  • Revised criteria

9
Disaster Recovery
  • Master account formed
  • Sub-accounts created for disasters
  • Committees appointed to oversee use of funds
  • Program focused on disaster recovery not disaster
    relief

10
Overdue Grant Reporting
  • Goal of 100 compliance
  • Regular reminders
  • Posting of overdue clubs on RI web site
  • Termination of overdue clubs
  • Suspension of low-reporting districts

11
DGSC Certification
  • Effective 1 July 2006
  • Host or international partner DGSC
  • Required to review applications before submission
    to TRF
  • Certify accuracy and completeness

12
Host Partner Contribution
  • Effective 1 July 2006
  • US100 minimum host partner contribution for
    Matching Grants
  • Greater investment of host partner
  • Increased local oversight

13
Project Committee
  • Effective 1 July 2006
  • Project committee of at least three Rotarians
  • Host and international
  • Lends itself to increased transparency
  • Corporate responsibility

14
Timelines
  • Effective 1 July 2006
  • Application complete within six months of receipt
  • Payment requirements met within six months of
    approval

15
Blane Immunization Grants
  • Program ending by 31 December 2007
  • Deadline for submitting new applications is 31
    December 2006
  • All final reports must be submitted by 31
    December 2007

16
How to Create a Viable Humanitarian Project
17
Keys to Success
  • Project meets real needs of receiving community
  • Rotarian, club, district, and community support
    (host and international)
  • Proper fiscal oversight
  • Effective partnerships and communication
  • Project plan with goals and anticipated outcomes

18
Steps to Success
  • Step One Conduct a needs assessment

19
Needs Assessment
  • Gather information about a community problem
  • Evaluate the clubs and communitys
  • Strengths and assets
  • Challenges and needs
  • Opportunities for projects
  • Hindrances to projects

20
Steps to Success
  • Step One Conduct a needs assessment
  • Step Two Develop a partnership and build needed
    networks

21
Steps to Success
  • Step One Conduct a needs assessment
  • Step Two Develop a partnership and build needed
    networks
  • Step Three Match community needs with the
    interest and strengths of the partners

22
Steps to Success
  • Step One Conduct a needs assessment
  • Step Two Develop a partnership and build needed
    networks
  • Step Three Match community needs with the
    interest and strengths of the sponsors
  • Step Four Create a project plan and budget

23
Creating a Project Plan
  • Cooperative effort of all sponsors
  • Purpose of project who, what, where, when and
    how
  • Community involvement
  • Rotarian participation

24
Creating a Budget
  • Based on the agreed upon project plan
  • Within the means of the sponsors
  • Reasonable
  • Reflect an appropriate use of funds
  • Adhere to TRF eligibility guidelines

25
Budget
  • A good budget contains
  • Items to be purchased
  • A description of the purpose, if unclear
  • Price of the items
  • Corresponding supporting documentation (price
    quote)
  • Exchange rate used to determine US value

26
Steps to Success
  • Step One Conduct a needs assessment
  • Step Two Develop a partnership and build needed
    networks
  • Step Three Match community needs with the
    interest and strengths of the sponsors
  • Step Four Create a project plan and budget
  • Step Five Obtain funding

27
Funding
Contributions plus the Foundation match
Supporting documentation (price quotes)


Budget
28
Cultivating and Sustaining Partnerships and
Communication
29
Purpose of Partnership
  • Meets Trustee standard of developing Rotary
    networks
  • Builds international understanding, goodwill, and
    peace
  • Allows Rotarians to learn and share from each
    other
  • Strengthens Humanitarian Projects

30
Effective Partnership
  • Clearly defined responsibilities
  • Detailed plan of action
  • Clear and open lines of communication
  • Knowledgeable and motivated partners
  • Mutual respect

31
Equitable Partnerships
  • International partner does not impose project on
    host partner
  • Host partner expects active involvement of
    international partner
  • International partner participates in addition to
    providing funds

32
How to Find a Partner
  • WCS Projects Exchange
  • Group Study Exchange
  • International meetings
  • District conferences
  • International travel
  • Volunteers

33
Effective Communication
  • Know project partners
  • Anticipate cultural misunderstandings
  • Discuss problems openly and freely
  • Communicate in a timely manner
  • Practice patience and good humor

34
Project Committee
  • Oversees and implements project
  • Reports to board of sponsoring clubs
  • Comprised of at least three members (effective 1
    July 2006)

35
Committee Members
  • Committed
  • Experts
  • Accessible
  • Respected
  • Responsive
  • Multi-lingual
  • Without conflicts of interest

36
Primary Contacts
  • Must be member of the
  • club if club- sponsored
  • district if district-sponsored
  • Represents the committee
  • Should have access to email and fax

37
District Simplified Grants
38
District Simplified Grants
  • Utilize a portion of the districts DDF
  • 20 of DDF
  • 1 grant per district per Rotary year
  • Humanitarian Endeavors
  • Local community
  • International service
  • Direct Rotarian involvement

39
Policies and Guidelines
  • Adherence to standard grant policies
  • Respect wishes of receiving community

40
Rotarian Involvement
  • Community needs assessment
  • Project committee
  • Project implementation
  • Liaison with community leaders and beneficiaries
  • Project promotion

41
Request Procedure
  • Districts are strongly encouraged to submit
    requests in year prior to funds being spent
  • Requests accepted 1 July 31 March
  • Requests approved 1 August 15 May

42
Request Form
  • Amount requested
  • DRFC chair and DGE authorization
  • Payee Information (bank account)

43
Payment Procedure
  • Payment released at start of Rotary year
  • 50 rule
  • Maximum of two paid open grants

44
Grants Over US25,000
  • Payment made in installments based upon a
    spending plan
  • Subsequent payments released after progress
    reports are received
  • Publicity plan required prior to payment
  • Annual independent financial review

45
Report Content
  • Cumulative, District-level information
  • Statement of income and expense
  • Bank statement
  • Individual project reports

46
Individual Project Report
  • Narrative statement about beneficiaries
  • Itemized list of expenditures
  • Detailed description of project
  • Description of Rotarian involvement

47
Matching Grants
48
Matching Grants
  • Address humanitarian conditions that benefit a
    community in need
  • Direct Rotarian involvement
  • Match at least two countries (host and
    international)
  • 11 match for DDF and 0.51 match for cash
    contributions

49
Matching Grant Types
  • Matching Grants
  • Award US 5,000 - 25,000
  • Competitive Matching Grants
  • Award US 25,001 - 150,000

50
Competitive Grants
  • Community needs assessment
  • Publicity and spending plan
  • Annual independent financial review

51
Policies and Guidelines
  • Adherence to Terms and Conditions of Matching
    Grant Award
  • Must be humanitarian project
  • Project must benefit a community in need

52
Rotarian Involvement
  • Communicate with partners for life of project
  • Establish committees to oversee project
  • Plan and implement project jointly
  • Visit project site
  • Submit reports to TRF
  • Ensure proper stewardship of grant funds

53
Application Procedure
1 July 31 March Applications accepted
1 August 15 May Applications approved
1 January 1 August Competitive Matching Grant application deadline
54
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

55
Report Content
  • Project accomplishments
  • Rotarian involvement
  • Information on the beneficiary
  • Statement of income and expenses
  • Bank statement

56
Volunteer Service Grants
57
Volunteer Service Grants
  • Support international travel (individual or
    group)
  • Direct service
  • Planning projects
  • Host and international partners
  • Minimum stay
  • 5 days for planning projects
  • 10 days for direct service
  • Maximum stay 60 days

58
Volunteer Service Grants
  • Flat grant award
  • US3,000 for individual travel
  • US6,000 for group travel
  • Maximum of two grants awarded to individual
    volunteer per Rotary year
  • Project site may receive only one grant at a time
    (3 days overlap)

59
Participant Qualifications
  • Active Rotarians and spouses
  • Eligibility
  • Defined community need
  • Need that can be met by traveler
  • Skills and experience of traveler not available
    locally

60
Policies and Guidelines
  • Adherence to standard grant policies
  • Compliance with TRF travel insurance policies
  • Eligible budget items
  • Economy class airfare
  • Minimal daily living expenses
  • Ancillary expenses
  • Remaining funds spent on project costs

61
Application Timeline
  • Applications accepted on rolling basis
  • Received 3 months prior to departure
  • Approved 2 months prior to departure

62
Role of Host Club
  • Invite applicant
  • Confirm need for skill/assistance
  • Organize meetings with local officials
  • Visit or volunteer at project
  • Provide home hosting

63
Role of International Club
  • Endorse applicant
  • Communicate with host Rotarians
  • Publicize project

64
Reporting Procedures
  • Traveler submits final report upon return
  • Host club submits post-service evaluation

65
Health, Hunger and Humanity(3-H) Grants
66
Philosophy of 3-H
  • Give them a fish and they eat for a day.
  • Teach them to fish and they eat for a lifetime.

67
Program Requirements
  • Improve health
  • Alleviate hunger
  • Enhance human and social development
  • Advance international understanding, goodwill and
    peace

68
Program Requirements
  • Long-term, self-help benefits
  • Integrative approach
  • 2-4 years
  • Previous Matching Grant partnership
  • US100,000 - 300,000 award
  • 10 minimum contribution

69
Program Requirements
  • Community needs assessment
  • Rotarian support and participation
  • Beneficiary participation

70
Integrative Approach
  • Components of integrative approach
  • Training
  • Community participation
  • Capacity building
  • Technical expertise
  • Equipment and materials

71
Rotarian Involvement
  • Work with community to design and implement
    project
  • Participate in project activities
  • Liaise with government officials
  • Visit project site
  • Control project funds
  • Publicize project

72
Beneficiary Participation
  • Assist with project design
  • Attend training sessions
  • Develop Rotary Community Corps
  • Provide manual labor
  • Develop local resources
  • Organize to address new needs

73
Application Procedure
1 July 31 March Proposals accepted Eligible proposals receive application.
1 August Application deadline
1 November Final deadline for application completion
December Trustees select applications to receive advance site visit.
December February Advance site visitors visit projects and report to Trustees.
April Funding decision
74
Proposal Form
  • Partner information
  • Matching Grant number (previous partnership)
  • Project description
  • Rotarian, community and cooperating organization
    participation
  • Sustainability
  • Budget

75
Stewardship
76
Stewardship
  • Treating TRF funds as a sacred trust
  • Competent and thorough supervision of the project
  • Standard business practice
  • Reporting irregularity to TRF
  • Implementing projects as approved

77
Stewardship
  • Financial review of projects
  • Timely and complete reporting
  • 4-Way Test
  • Declaration of Rotarians in Businesses and
    Professions

78
Stewardship
  • The trustees rely on the integrity of the clubs
    and Rotarians engaged in project implementation
    to ensure that funds are used effectively for the
    purpose for which they were given.

79
Appropriate Fundraising
  • Expectations
  • Service Above Self
  • Beneficiaries should not contribute funds to
    receive assistance.
  • Club must keep accurate, detailed records of
    donations.
  • Reciprocal relationships should not be formed.

80
Appropriate Fundraising
  • Expectations (continued)
  • Funds should be used for intended purpose.
  • Paul Harris Fellow recognition should be obtained
    only by
  • contributing US1,000 to TRF
  • receiving the voluntary recognition of another
    entitys US1,000 contribution

81
Appropriate Use of TRF Funds
  • Humanitarian projects
  • Rotarian participation in projects
  • Development of Rotary networks
  • Spend consistently with TRF guidelines and
    approved application
  • Vigilant oversight

82
Eligibility Guidelines
  • Grant funds must not be used for
  • Construction/renovation
  • Purchase of land or buildings
  • Salaries
  • Cooperating organization expenses
  • Post-secondary education
  • International travel (except Volunteer Service
    and 3-H Grants)

83
Eligibility Guidelines
  • Grant funds must not be used for
  • Establishment of foundation or trust
  • Personal benefit
  • Duplication of TRF or Rotary program
  • Reimbursement of existing project
  • Excessive support of beneficiary
  • Inauguration parties or meetings

84
Accounting
  • Separate accounts should be established for each
    grant
  • Project account name should be such that it is
    easily identifiable with the club and project
  • All grant payments should be made by check to
    facilitate record-keeping

85
Stewardship
  • As stewards of The Rotary Foundation, the
    trustees are responsible to the donors to
    demonstrate that donations were used
    appropriately.

86
Stewardship
  • A donor who understands that funds were used in
    an appropriate and responsible manner is more
    likely to give to the Foundation again to support
    projects.

87
District LeadershipRoles and Responsibilities
88
District Rotary Foundation Committee
89
District Leadership
  • Ease administrative burden of DG
  • Streamline administrative procedures
  • Local expertise
  • Build district team
  • Continuity of leadership

90
DRFC Chair Qualifications
  • Should be a PDG
  • Respected throughout the district
  • Current DG cannot serve as DRFC Chair
  • Appointed for three-year term

91
DRFC Responsibilities
  • Allocate and distribute SHARE DDF
  • Establish and maintain strict adherence to
    stewardship guidelines
  • Work with
  • DG to plan, coordinate and evaluate TRF
    activities
  • DGE to establish goals
  • District Trainer on TRF programs

92
DRFC Chair Responsibilities
  • Serve as primary contact person for District
    Simplified Grants
  • Serve on 3-H Grant project committee

93
DGSC Chair Qualifications
  • Successful participation in Humanitarian Grant
    project
  • Familiarity with Humanitarian Grant program
  • Multi-lingual
  • Professional expertise in public health,
    international development or grant-making

94
DGSC Responsibilities
  • Certify grant applications as accurate and
    complete prior to submission
  • Assist clubs to develop viable projects
  • Serve as district experts on humanitarian grants
  • Work with DRFC to distribute DDF
  • Authorize district sponsored grants

95
Role of Chair vs. Committee
  • Chairs represent committees
  • Decisions should be made by full committees
  • Chair decisions should represent wishes of
    committee

96
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