Matching Grants & Stewardship

MATCHING GRANTS
 Through Matching Grants, The Rotary
Foundation matches contributions raised for
international service projects by Rotary clubs
and districts in two or more countries.
 The Foundation provides a 1:1 match for
(DDF)/SHARE contributions and a 0.5:1
match for cash contribution.
 Grant awards range from $5,000 to
$200,000. (Competitive above $25000)
District 3170 TRF Seminar - 4th December 2011
MATCHING GRANTS & STEWARDSHIP – DGSC PRAKASH SARASWAT

FIRST 4 STEPS

 A worthy project qualifying under the eligible
list as specified in the Application Form
141EN
 Proper Community Need assessment and
planning
 AN INTERNATIONAL PARTNER

 Submission of the duly completed Application
to TRF

PROJECT

 Passionate
 Responsive

 Obsessed

 Junoon

 Energetic

 Confident

 Trustworthy


YOUR BEST BET

 Your past partners are your best bet
to do another MG project
 It is important to know your past
partners and maintain
communication with the Primary
Contact and Current leadership
even if you are not planning a
project in the near future
 Fellowship is the first step to Service
! th
District 3170 TRF Seminar - 4 December 2011

GLOBAL NETWORKING GROUPS
 Rotary Fellowships are autonomous, international
groups of Rotarians, Rotarian spouses, and
Rotaractors who join together to:
 Share a common interest in worthwhile
recreational activities (sports, hobbies, etc.)
 Further their vocational development through
acquaintance with others of the same profession
 Make new friends around the world
 Explore new opportunities for service
 Have fun and enhance their Rotary experience


GSE TEAMS

 Keep in touch with the GSE
Team Leader / member hosted
by you
 Do not lose out on the outgoing
Team members, get them into
Rotary if they not yet joined
 Keep the Friendship going…
projects will automatically come


RI CONVENTIONS

 Convention provides an
opportunity to network with
thousands of Rotarians
across the globe
 Plan your Convention trip
with ample time for
Networking
 Join Global Networking
groups now.. To enjoy IC12
more…
th

2011-12 PARTNERS

 George Lewis – The WATERMAN has
been the BIGGEST SUPPORTER of Water
Projects in our District this year.
 Rotary Club of Florence, D5110

 Past Partner


2011-12 PARTNERS

 Alan Spinks
 Rotary Club of Great
Yarmouth Haven, UK
D-1080
 Visiting Rotarian on a
holiday


2011-12 PARTNERS

 PDG Leif Carlsson
 Karlskrona, Sweden, D
2410
 Past Partner


2011-12 PARTNERS

 DG Mukesh Malhotra
 RC Hounslow, UK, D 1140


2011-12 PARTNERS

 Jason Piatt
 RC Waynesboro, USA, D 7350

 Past Partner


2011-12 PARTNERS

 Antonio Amoruso
 RC Krotone, D 3170

 Past Partner


2011-12 PARTNERS

 Vittal Bhakta
 RC
Leominster, USA,
D 7910


2011-12 PARTNERS

 DGN Gwenn Ramage
 RC
Westhampton, USA
D-7260
 Past Partner


2011-12 PARTNERS

 DGN Shirley Grace
 RC Fresno, USA, D 5230

 Past Partner


2011-12 PARTNERS

 PDG Geri Appel
 RC Wichita, USA,

 DRFC - D 5690


2011-12 PARTNERS

 District 5890, USA


 District 2290, Norway

These are locations where our
District E-Club members have
promoted our projects and
awaiting qualified projects.

PROJECT PLANNING &
IMPLEMENTATION

KEYS TO SUCCESS
 Project meets real needs of
receiving community
 Rotarian, club, district, and
community support (host and
international)
 Proper fiscal oversight
 Strong partnerships
 Project plan with goals and
anticipated outcomes

EFFECTIVE COMMUNICATION

 Know project partners
 Anticipate cultural misunderstandings

 Discuss problems openly and freely

 Communicate in a timely manner

 Practice patience and good humor


EFFECTIVE PARTNERSHIP

 Clearlydefined responsibilities
 Detailed plan of action

 Clear and open lines of communication

 Knowledgeable and motivated partners

 Mutual respect


PROJECT COMMITTEE

 Oversees and implements project
 Reports to board of sponsoring clubs

 Comprised of at least three members

 President may be part of the 3, but not
mandatory


COMMITTEE MEMBERS

 Committed

 Experts

 Accessible

 Respected

 Responsive

 Multi-lingual

 Net-savvy


APPROPRIATE FUNDRAISING

Expectations:
 Service Above Self
 Beneficiaries should not
contribute funds to receive
assistance.
 Club must keep
accurate, detailed records of
donations.


APPROPRIATE FUNDRAISING

Expectations (continued):
 Funds should be used for intended purpose.

 Paul Harris Fellow recognition should be
obtained only by:
 contributing US$1,000 to TRF
 receiving the voluntary recognition of another
entity’s US$1,000 contribution


DDF

 DDF is a better way to leverage TRF funding
 2011-12 DDF has been distributed as per
SHARE of 2008-09 to ALL CLUBS that asked
for DDF for their projects
 Every Club even without past giving has
been allocated $500 ~ $1000
 The last DDF request that could get an
allocation came on 28th November

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


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)


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


FINANCIAL RECORDS

 Demonstrates that funds were used
effectively and efficiently
 Meets the conditions of the grant award

 Meets all legal requirements

 Embodies trust and opens the door for future
projects


ACCOUNTS

 Separate Bank account should be
established for each grant
 Payments should be made by cheques
only. No cash payments permitted.
 Project account name should be such
that it is easily identifiable with the club
and project


REPORTING

 Celebrates successes
 Communicates accomplishments to
TRF
 Demonstrates good use of funds

 Provides transparency

 Meets government requirements

 Offers lessons learned


REPORTING DEADLINES

 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
 Typically reports as on 31st March to be sent
before 31st May each year


REPORT CONTENT

 Project accomplishments
 Rotarian involvement

 Information on the beneficiary

 Statement of income and expenses

 Bank statement


WHAT IS 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


STEWARDSHIP

 Financial review of projects independently
and annually
 Timely and complete reporting (usually 31st
May or 2 months of project completion)
 4-Way Test is your guide when confused

 Ethical standards as in the Declaration of
Rotarians in Businesses and Professions


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.
 An essential component of stewardship is the
preparation and submission of timely and
accurate grant reports.


STEWARDSHIP

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


ROLE OF DISTRICT LEADERSHIP

 Facilitate and encourage Rotarians to fulfill:
 Stewardship responsibilities
 Reporting responsibilities

 Partnership obligations

 Legal obligations to TRF and local Government

 Report misuse and suspected misuse of
funds to TRF
 Prevent inappropriate use of funds


3170 REPORTING STATUS

 District 3170 was 47% up-to-date (16/34)
with reporting requirements for grants
sponsored by the district and its clubs as of
the July 2011 analysis.
 District 3170 was 88% up-to-date (28/32)
with reporting requirements for grants
sponsored by the district and its clubs as of
the October 2011 analysis.


TARGET 100% UP-TO-DATE
 As on today 4th December we have reached
97% up-to-date status.
 All efforts are being put to get us 100% up-to-
date by 31st December 2011.
 This is due to the support from both Past
DGSC’s Rtn. S.N. Agrawal (2009-10) and
Rtn. Durgesh Haritay (2010-11) that we have
come so close to the 100%


WHY FUTURE VISION?

 Preparing for The Rotary Foundation
centennial
 Immense growth

 Relevance in philanthropic world

 Evolving organization

 Rotarian feedback

 Sustainability, significance, simplificatio
n

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


WHAT WILL HAPPEN ?

 Long-term projects
 Larger grant awards

 Sustainable outcomes

 Alignment with areas of focus

 World Fund match

 Two options: club- and district-developed
and packaged

ARE WE READY ?

 We need to incorporate elements of
sustainability and measurability into project
design, align projects with the areas of
focus, and look for opportunities for clubs to
work together on larger grants with a
minimum US$30,000 ~ US$45,000 project
budget.
 Less than10% of the Clubs of our District
could win the confidence of Partners for
doing BIG projects.
th

19 MONTHS STILL TO GO…

 Prepare
 Refine

 Adapt

 Know

 Ask

 Share

 Hope


IF YOUR CLUB RAISES
$20,000 FOR APF NOW
EXPECT $40,000 BACK FOR
THE COMMUNITY IN 2014-15

Matching Grants & Stewardship

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