Rotary Global Grant Initiative Overview
Enhance your knowledge on Rotary Foundation's Global Grant management seminar, district designated funds, grant types, and available resources. Understand the mission to promote goodwill and peace.
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Presentation Transcript
Global Grant Management Seminar John Hein, District 6270 Global Grants Committee Chair Jim Cantrill, District 6220 International Service Chair September 23, 2021
The mission of the Rotary Foundation is to enable Rotarians to advance world understanding, goodwill, and peace through the improvement of health, the support of education, and the alleviation of poverty
OVERVIEW OF SESSION What is a Global Grant (GG)? What are District Designated Funds (DDF)? What a Club must do to qualify? Types of Project Areas of focus Project Planning What is the process? Available resources Lessons Learned
GLOSSARY ROTARY SHORTHAND DDF = District Designated Funds GG & DG = Grant types (Global and District) MOU = Memorandum of Understanding NGO s = Non-Governmental Organizations TRF = The Rotary Foundation VTT = Vocational Training Team WF = Rotary International World Fund DRFC = District Rotary Foundation Committee
WHAT ARE DISTRICT DESIGNATED FUNDS (DDF)? Annual DDF consists of one half of the funds donated to TRF by District Clubs and individuals during the fourth previous fiscal year. Starting July 2021, at the end of each 3-year period, 45% of that amount becomes DDF for use by the Districts. 55% goes to the WF, as Shared funds, available on a competitive basis.
WHAT TYPES OF GLOBAL GRANTS ARE AVAILABLE? Humanitarian Projects Budget, minimum $30,000, WF match, minimum $15,000, max $200,000 VTT or Vocational Training Teams Budget, minimum $30,000, using DDF and WF Scholars Budget, minimum $30,000 using DDF and WF District 6270 has funded VTT and a Scholarship in alternate years, depending on available funds. This year, they are awarding the first Environmental Global Scholarship ever given worldwide! District 6220 has funded Scholarships in 6 of the last 9 years.
WHAT ARE DISTRICT DESIGNATED FUNDS (CONT.) RIWorld Fund Shared Funds In 2015, these funds were used to match 100% of District DDF used for GGs, and 50% of Club Contributions to GGs In 2020 the 50% match for Club contributions was discontinued This year, the match for District DDF was reduced to 80%
WHAT ARE DISTRICT DESIGNATED FUNDS? CONT D Historically, TRF used income from its funds to support its operations In 2014, TRF determined that investment income was not sufficient to cover operating costs 2015 TRF created a reserve fund for those years when the investment return does not cover operating expenses Funded by 5% of cash contributions to TRF
DISTRICT 6270 DDF BUDGET (2020-21) DDF Awarded (based on 2017-18 contrib.) Endowment Earnings 50% DDF Carried Forward (prior unspent) 2019-20 District Grants Global Scholar Polio Plus (20%/50%) DDF approved for prior year GGs 2019-20 Global Grants $118,760 2,000 42,000 -65,000 -15,000 -23,752 -40,000 -19,000
DISTRICT 6220 DDF BUDGET (2020-21) DDF Awarded (based on 2017-18 contrib.) DDF Carried Forward (prior unspent) Estimated DDF from Endowment Additional District Grant funds (per Trustee decision) Matching Grant 2013-Club Funds (not spent) 2019-20 District Grants 2020-21 Global Grants $ 62,421 137,247 1,496 12,586 4,413 -44,545 -33,684
TO QUALIFY FOR A GLOBAL GRANT For District 6220, one Club Rotarian must attend, each year, a District hosted Global Grant Management Seminar. For District 6270, at least two Club Rotarians must attend, each year. Can attend the GG Management Seminar on the RI Website or participate in a training such as the one offered today.
QUALIFYING FOR GLOBAL GRANT (CONT.) Must enter into a MOU (valid for one year) The MOU is an agreement between your club and district that outlines the Foundation s minimum requirements for managing grants. Your club president and president-elect review the MOU, sign it, and submit it to the district. Imposes significant responsibilities on the Sponsoring Club: Appoint a member/committee to implement, manage and maintain club qualification; Adhere to specific bank account requirements; Maintain a written financial management plan, including accounts and records for items purchased, produced or distributed; Assure that all grant activities comply with local law.
QUALIFYING FOR A GLOBAL GRANT (CONT.) Additional MOU Obligations: Adhere to all TRF reporting requirements Cooperate in any TRF reviews or audits Report to the District any potential or actual misuse or mismanagement of grant funds The Host Club, and any participating NGO must also enter into a similar MOU
SEVEN 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 Environment
AREAS OF FOCUS (CONT.) Guidelines for each, with sample applications, are posted on the Rotary Foundation Website, rotary.org
PROJECT PLANNING Locate and identify an overseas Host Rotary Club concerned with one of the Areas of Focus Make sure a Community Needs Assessment is conducted Identify who will implement the project Determine funding sources
IDENTIFY THE HOST ROTARY CLUB The Most Important step for a Club that wants to be an International Sponsor a GG Project (oversee Host Club compliance or do from afar) Conduct the Community Needs Assessment Control the funds Assure compliance with RI bid requirements Maintain required record keeping Assure compliance with local law Assume primary responsibility for RI reporting
COMMUNITY ASSESSMENT TIPS Tips for Community Assessment : Conducting the Assessment Hosting a Community Meeting Designing a good Survey Designing and conducting a good Interview Conducting a Focus Group See: Community Assessment Tools (located rotary.org )
ADDITIONAL PROJECT PLANNING Project Committee The host and international sponsors each have a project committee of at least three Rotary members. Having a project committee ensures that you have team support of your project. You all know the details of the project. You make decisions together. And you make sure you re meeting your goals and following your budget.
ADDITIONAL PROJECT PLANNING Develop a realistic budget for project Adjust as needed Cannot be changed after final submission Confirm the financial management plan Develop a project management timeline Confirm the document retention plan: a minimum of 7 years Plan for Contingencies not required but urged
ADDITIONAL PROJECT PLANNING Decide Who Will Do What: Assign Key Tasks Volunteer Coordination Community Outreach/PR By assigning responsibilities at the beginning, you can save time later, ensure the jobs are done, and let your project committee focus on the overall outcome of your grant-funded project.
MONITORING AND EVALUATION Global grant sponsors for humanitarian projects Must incorporate monitoring and evaluation measures within the area of focus section of the online grant application 1. Establish clear project goals. 2. Identify applicable Rotary Foundation standard measures. 3. Identify additional project specific measures.* *Add only measures that clearly link to specific goals and will demonstrate the project s impact on participants lives, knowledge, or health.
MONITORING AND EVALUATION (CONT) 4. Establish baseline data and the methods you ll use to collect data. 5. Submit the plan as part of the online application 6. Collect data during the project, and monitor progress.** 7. Evaluate data and submit results to the online report. Modify the documentation to include actual results. **When collecting data, be sure to avoid double-counting. The number of people benefiting from a project is not the number living in the community
FINANCIAL MANAGEMENT PLAN Separate bank account, no co-mingling of funds Accounting must track all income and expenses Need paper trail invoices, receipts, checks, credit card statements (make copies, as some receipt ink fades)
GLOBAL GRANT BUDGET EXAMPLE El Tesoro Water System Project *Plus 5% administrative fee if funneled through the Rotary Foundation Partners: Vista Hermosa Club, EWB USA-Guatemala, City of El Tesoro, Joyabaj Hospital Project budget DDF (6220 & 6270) WF 80% match Clubs Anonymous Donor $20,000 $16,000 $ 3,152* $20,875 $60,027 $60,027
PROCESS FOR REQUESTING DISTRICT DDF Go to District website and download the Preliminary Project Information Sheet. Complete that form and submit it to the District Global Grant Committee Chair. District 6220: Jim Cantrill, jcantril@nmu.edu District 6270: John Hein, john.sara.hein@gmail.com District GG committee members are here to help and guide. District GG committee will evaluate, give recommendations and decide whether to authorize use of DDF.
PROCESS FOR GLOBAL GRANT APPLICATION If the DGGC authorizes use of DDF, it will forward the request to the DG and the RFDC for their approval. Complete the on-line application on the TRF website. The application should begin before the request for District DDF, to get a Project Number. Application can be changed until it becomes final (with required authorizations). Must be completed within one year.
WHAT HAPPENS NEXT? After your completed application has been submitted, it will be reviewed by your regional grants officer and other staff if necessary. Most global grant applications are reviewed within two to four weeks. Applications that request a match of more than $50,000 may be reviewed by the Cadre of Technical Advisers. If additional information is needed, your regional grants officer will contact you to get a better understanding of the project. They may also recommend ways to enhance your project plan. Your regional grants officer is your main Rotary contact and will help you throughout the life of the grant.
RESOURCES -- WHERE TO FIND OR GET HELP District websites Global Grant Review Procedure District MOU Preliminary Project Information Sheet Committee Chair/Members Rotary website rotary.org Terms and Conditions for Rotary Foundation A Guide to Global Grants Areas of Focus Policy Statements Community Assessment Tools
PARTNERS -- OPTIONS Rotary Clubs in & out of district Other community-based organizations NGO s Check rotary.org login to: My Rotary Showcase Idea exchange Grants District Showcase Social media LinkedIn/Facebook/other sites
LESSONS LEARNED Kenya Reforestation Project-funding Guatemala Bridge Project-economic development Guatemala Water/Sanitation Project-training Kyrgyzstan Medical Project and VTT-reporting Guatemala Water System-reporting Haiti Micro Loan Project
Questions? Thank you
