Transcript How to Complete a Matching Grant application

DISTRICT 6400
GRANT WORKSHOP
Mary Kehoe
District Grant Subcommittee
Chair
Learning Objectives
• Humanitarian grant standards
• Appropriate use of funds
• Grants
• Reports
• Stewardship
• Resources
• Future Vision Pilot Program
Humanitarian Grant
Standards
• Development of Rotary networks
• Rotarian participation
– Required & Suggested Activities
• Humanitarian needs
• Stewardship
Eligible Use of Funds
• Humanitarian projects
• Short-term rent or lease of buildings
• Construction of infrastructure (service roads,
wells, dams, bridges, latrines, etc.)
• Purchase of equipment or appliances
• Short-term and/or contracted labor for project
implementation
• Detailed, itemized expenses
Ineligible Use of Funds
• Construction/Renovation
• Purchase of land or buildings
• Salaries of cooperating organization employees
• Cooperating organization expenses
• Post-secondary education activities
• International travel
Ineligible Use of Funds
• 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
3-H GRANT
3-H Grant
After RY 2009-10 3-H grants will be phased
out.
Deadline for a proposal for this year was
June 30, 2009
Deadline for grant application is August 15,
2009
VOLUNTEER SERVICE
GRANT
Volunteer Service Grant
Volunteer Service Grants have been
completely phased out for 20092010.
MATCHING GRANTS
Matching Grant
• Matched funds for humanitarian endeavors
- 1:1 match for DDF
- .5:1 match for cash
• Local and international sponsors
• Matching Grants (US$5,000 - $25,000)
• Competitive Matching Grants (US$25,001$150,000)
Business Cycle Matching
Grant
1 July – 31 March MG applications
1 August – 15 May
Applications/requests approved
Matching Grant
New Fax # for MG Applications
847-556-2151
How to Complete a
Matching Grant Application
Overview of Process
• Application received, acknowledged
• Application reviewed
• Grant approved
• Agreement form, contributions, payee
information returned to TRF
Overview of Process
• Payment issued
• Reports submitted
• Final report reviewed
• File closed
Preparations
• Read Matching Grant application and
The Guide to Matching Grants
• Identify international partner
• Conduct community needs
assessment
Preparations
• Design eligible project to meet need
• Prepare budget
• Request support from your district
Rotary Foundation committee chair
and district grants subcommittee chair
Project Description
• Who, what, where,
when and how
• Continuity of project
after the grant
• Detailed description of
Rotarian activities
Host & International Partners
• Club or district project
• Provide all contact
information
• Contacts must be in
good standing with RI
• All contacts must be in
sponsoring club
Project Budget
• Itemize expenditures
• Supplier names must
be provided
• Invoices not required,
but may be requested
• Indicate exchange rate
Project Financing
• Financing must equal
budget
• Calculate in US$
• Indicate cash or DDF
• DRFC chair and DG
must authorize use of
DDF
Project Planning
• All questions must be
answered
• Equipment cannot be
owned by Rotarians or
Rotary clubs
• Customs clearance
must be arranged
Authorizations
• Authorizations signed by
current year officers
• Club-sponsored vs. districtsponsored
• All signatures must be
submitted with the
application (otherwise
application will not be
processed)
Cooperating Organizations
• Cooperating Organization
vs. beneficiary
• Letter of participation
from Cooperating Org
• Letter of endorsement
from host partner
Final Report
• Both sponsors are
responsible for reports
– Should include input
from both sponsors
• Club / district handling
grant funds should take
the lead in reporting
DGSC Review
• District grants
subcommittee must
confirm that the
application is complete
• Host or international
partner
• Does not guarantee
Trustee approval
Completion Checklist
• Helpful to ensure that
the application is
accurate and complete
Helpful Hints
• Stay current on grant reporting
• Pay RI Membership dues on time
• Communicate with your co-sponsors
• Complete all sections of the application
• Keep copies of all documents
COMPETITIVE MATCHING
GRANT
Competitive Grants
• Grant requests from
US$25,001-$150,000
– Community Needs
Assessment
Competitive Grant
• Submit annual independent financial
reviews
• Include a publicity and spending plan
• Progress report when need next installment
of grant
Business Cycle
Competitive Matching Grant
1 August
Submit application
October-November App. Approved
US$0 World Fund
Awards 2009-2010
Submitted from July 1, 2009 through
March 31, 2010
Part of funding for MG must be DDF
Minimum Project funding total is
US$ 10,000
REPORTS
Reports
• Progress reports are due at least every
twelve months for the life of the project
• Final report is due within two months of the
project’s completion
Report Content
• Project accomplishments
• Rotarian involvement
• Community impact
• Financial Statement
• Bank statement
• Additional information
Reports
HOW TO COMPLETE A
MATCHING GRANT REPORT
Project Information
•
•
•
•
•
Grant number
Project country
Progress vs. final report
Reporting period dates
Partners
Project Narrative
• Original objectives
• Actual
accomplishments
• When, where, who
(beneficiaries)
• Scope change
Rotarian Involvement
• Detailed description of
non-financial Rotarian
involvement—host
and international
• Number of Rotarians
participating
Community Impact
• Number of
beneficiaries
• Project impact on
beneficiaries
• Long-term
community impact
Financial Statement
• Currency and
exchange rate
• Statement of income
and expense
• Bank statement
• Certifying signature
Additional Information
• Optional section
• Information provided
helps to measure
success of program
• Suggestions are
welcome
• Use checklist!
Reporting
If sponsors do not comply with
reporting requirements, they will not
be eligible to receive future grants.
DISTRICT SIMPLIFIED GRANTS
Traci Sincock
District Simplified Grant
Subcommittee Chair
District Simplified Grants
• Administered by district leadership
• DDF (maximum 20% of new DDF)
• Local or international projects
• District is sole sponsor
• Direct Rotarian involvement required
District Simplified Grants
Rotarian Involvement by:
• Assessment of community needs
• Establishment of a committee of at least 3
Rotarians for project oversight
• Oversight of funds
• Involvement in the implementation
• Promotion of project in the local media
District Simplified Grants
• Application accepted from Aug 1, 2009 through
Sept. 15, 2009
• One application per club and one collaborative
project with one or more clubs
• Dollar value of requested DSG grant: Minimum
$1000 – Maximum $2500
• Annual Giving Donation for 2008-09 must be $75
per capita
WORLD COMMUNITY SERVICE
DISTRICT 6400 MATCHING
GRANT
DG Neil McBeth
Chair: PDG Jennifer Jones
World Community
Service Dist.6400 Grant
• Project Name and Description
• Host Club’s Name and Information
• Budget
• Signatures
District 6400 Designated
Funds
2009-2010
DIST. DESIGNATED
FUNDS (DDF)
50% Annual Giving 2006-07
$132,961.54
Carry forward 2008-2009
47,560.65
TOTAL DDF
$180,522.19
DIST. DESIGNATED
FUNDS (DDF)
Total DDF available 2009-10
$180,522.19
2 Cultural Scholars
22,000.00
Dist. Simplified Grant
26,357.00
Pending/Decision Grants
15,972.00
Polio Plus/Intn’l Study/GSE
Total DDF money Available $116,193.19
STEWARDSHIP
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.
Stewardship
• Implementing projects as approved
• Financial review of projects
• Timely and complete reporting
KEYS TO SUCCESS
Keys to Success
• Know project partners
• Detailed plan of action
• Clearly defined responsibilities
• Anticipate cultural misunderstandings
• Discuss problems openly and freely
• Practice patience and good humor
RESOURCES
Resources
• District Rotary Foundation committee
• District Grants Subcommittee
• www.rotary.org
• TRF staff
Resources
HOW TO FIND APPLICATIONS ON RI
WEB SITE
• http://www.rotary.org
• Type in Grant Applications
Resources
HOW TO FIND APPLICATIONS ON
DISTRICT 6400 WEB SITE
• http://www.rotary6400.org
• Go to Resources near top of page
• Click on Download Center
• Click on District
• Click on D6400 Foundation Application
10 Matching Grant Pitfalls
• Budget does not equal financing
• Rotarian Participation consisted only of
contributing funds
• Contributions were sent to the TRF before
grant approval
• Application is submitted in piecemeal fashion
• Partners are delinquent on Reporting
10 Matching Grant Pitfalls
• Application is missing signatures
• Communication between Partners is weak
• Project does not meet real needs of
community
• Partner clubs are not in good standing with RI
• Partners change project scope without
obtaining prior approval from TRF
FUTURE VISION PILOT
PROGRAM
Future Vision Pilot
Program
District Grants – 50% of District DDF
Global Grants – 50% of District DDF
Two types of Global Grants
Club and District Global Grants
Minimum World Fund award is
$15,000 Maximum is $200,000
Packaged Global Grants
QUESTIONS?