2013 Rotary Matching Grant Writing Seminar


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This class was taught in Roanoke, VA for District 7570 Rotarians interested in writing matching grants for local and international projects.

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  • As Rotarians, we must have compassion for the people we service. That compassion turns into a passion. In turn, we tell a story with passion and get people to help us who turn into friends. We build a team of friends with a common purpose and passion. As a result, Rotarians are changing lives.
  • Your first goal to get started is to be able to write one paragraph that clearly states what you want to accomplish with your humanitarian project. The one paragraph summary will be used in emails to club presidents and other leaders who may be potential donors to your project. The one paragraph summary is used to get the leaders to read the one-page summary that is usually in a Word or PDF document. It is helpful to have at one picture which tells the whole story. You can send the one paragraph summary and one page summary to the grants team. We will assign a mentor to your project which will be your main contact to get this work done.We don’t want you to do everything and then come to us for approval. We want to help when the project is at the idea stage. Talk to your grants team about what is possible. We will also encourage you to think about potential partners who can help you achieve the goal.
  • The Rotary grants team can mentor you and your club from the idea stage to the final report. We won’t do your work, but we hope to inspire and encourage you how to take the next step. We want to strengthen, encourage and lift up our Rotary Club in our district to do good in the world. We want you to tell the world what you want to do and how it can get done. We also want to celebrate the successes. The Rotary Foundation paperwork has changed. It is online, but we want you to start with the grants team first. We’ll give you a sample Word and Excel document to get started.
  • The District Grants will fund local or international projects grants with smaller budgets. The maximum size for a local district grant will continue to be $3,000. Educational, travel, disaster relief, scholarships and other projects can be funded by District Grants.The Districts Grants are under the control of our Rotary District. The District Grants will also fund our district GSE team and other projects. The most that a district grant can match is $10,000. District grants support the mission of the Rotary Foundation and may also target an area of focus. There are no minimum budgets for district grants. Our Rotary Clubs have applied for a $250 or $500 local district grant match in the past for dictionaries. District grants can provide scholarships to students attending colleges locally in the USA. District grants are simpler, but still adhere to the grant terms and conditions.
  • District grants are flexible, simple, and innovative. We have a lot less red tape with a district grant. The rules and funding is left primarily up to the district leadership. District grants support smaller projects and allows for more local decision making. The budget for a district grant is the combined contributions from the club and the district. The district grants will have different guidelines from global grants which will vary from each Rotary district. The key factor is that the Rotarians are still making the commitment to spend the money wisely.
  • District grants can have a major impact in your community. We are asking you to be original and creative. It is important to find the real need for the community. Ask the community leaders what is needed? Get feedback from community, schools and other civic organizations. Can we build pride in the community by improving a park or downtown area? Can we help children and families have a place to play and enjoy your community. Can we develop a project that impacts our economy or grow jobs in a positive way? Can we help people find better jobs? District grants can also prototype
  • The district grants are loosely tied to the six areas of focus. The district projects focused on economic development, community development, education and literacy and hunger. The projects tried to increase jobs in their community. They want to set up mentors to improve jobs and businesses. Several grants focused on victims of domestic violence and the homeless.Community development was a high priority for clubs this year. We are building playgrounds and walking trails. We are revitalizing our communities with new landscaping in our downtown areas and parks. We are even providing sanitation with new sewers.Education and literacy is always a big priority for our clubs. Rotarians are supporting reading programs and dictionaries. We are sending desks to Costa Rica and we are helping adults get their education.Our clubs have been focused on hunger during the recession. We are filling food pantries, providing meals, growing gardens and teaching composting. Several clubs support a elementary school back pack program that sends food home on the weekends.
  • I’ve noticed that Rotary is more visible around the world. The host clubs remember to install a sign. Are you doing projects that can have a sign when the work is done? Many clubs just give a check to a charity. It is more meaningful to fund a long-term project that will benefit your community for a long time.
  • The first step is to research potential playgrounds online. Gametime is a good vendor for playgrounds. It is useful to find potential playgrounds and to get a ballpark for what a reasonable playground would cost.
  • The district grant budget just needs $6,000 of details because that is the portion funded by Rotary, but it is really useful to explain that the $3,000 district match will grow into $21,000 worth of playground equipment.
  • The district grant is not finished until you complete the final report. In the future, the Rotary Foundation will allow us to have one active district at a time. That means that we can’t apply for the next district grant until the prior grant is done. We’ll need your final report by May 10, 2014 for this year’s projects. We need your help to get the final report done as soon as your are finished with the local project.
  • The Rotary Foundation is demanding that you create a project that is larger in scope than the projects in the past. Now, the Rotary Foundation wants the minimum match to be $15,000. The club and district contributions would need to be matched $.50 and $1, respectively. The grants will require more partnerships within our district and even outside of our district to raise enough money to qualify for a global grant. The global grants must meet one of the six areas of focus. The application for global grants will be under member access at the www.Rotary.org web site.
  • Global Grants fund large-scale international projects that respond to needs that turn into win-win projects. The project’s goals and objectives should be identified locally with a needs assessment. The community needs to be able to have the knowledge and skills and funds to maintain the project once the grant is done. The global grants will be applied online at the member access page of the www.rotary.org website. As usual, active Rotary involvement is a must. Global grants can also support international graduate-level international studies. Undergraduate scholarships will not be supported. In some cases, global grants will build on the work of previous global grants to make a significant and long-term impact on a community, region, or country. It is expected that Rotarians can develop measurable results that are easy to explain and report.Partnerships are much more important in the vision for the future of the Rotary Foundation. It will no longer be easy to fund a grant with just funds from one Rotary Club. It will require more partnerships of many Rotarians and non-profit organizations. You will need to find the strengths of each organization and take advantage of the strengths of each Rotarian and non-profit organization. Good communication is vital. Remember that Skype, texting to international cell phones, and calling cards may become your best ally in the effort to maintain communications. The host Rotarians in the host country must be invested in this project. It has to be “their project” or it will fail. Better yet, it needs to be “our project” and the three international Rotarians and the three Rotarians from the host club make a real working team.
  • This Global Grant Funding example shows where $8,600 was raised by various clubs in our district. Our district grants team recommended a $8,600 match in district designated funds. The Rotary Foundation provides a match of $4,300 for the club contributions and $8,600 match for the district match. The total match from the Rotary Foundation is $12,900. The total budget with combined club, district, and Rotary Foundation funds is $30,100.The district could also choose to match the club contributions at a smaller amount if the number of grants exceeded our ability to fund the grants. The would need to give enough to get the grant above the $30,000 threshold for a global grant. It is practical to assume that several clubs from other districts may joined us on this project and that district funds from that district may also be included in the project. The district may also use the cash exchange method to convert the club contributions into DDF which would allow the club contributions to be given to the Annual Fund. The cash exchange method does not change the total funding for the grant.
  • There is a lot of money available for humanitarian projects this year because the new grants process is intimidating to small districts.The reason why your club wants to fund a district or global grant is to make a difference in your home community and also around the world. I want you to think big to partner not only with clubs within your area, but with clubs in other districts in the US and around the world. Once you know the ropes, it is good to give back by mentoring and encouraging new clubs to get involved.Other clubs and districts look to District 7570 for leadership and guidance. In turn, they may be afraid to tackle the new global grant model and be willing to contribute to our projects.
  • Your Rotary Clubs must qualify to apply for Global Grants. The first step is attending this grants management seminar. The second step is signing the memo of understanding that explains the commitments the club is making to be a good steward of grant money and to focus on long-term projects. You will need to be a good steward of grant funds and show measurable results and be current on all grant reporting which is due twelve months after receiving the funds for a project.It is important for you to create an account and password for the member access page of the Rotary.org web site. The website only works well with Microsoft Internet Explorer browser. Do NOT use any other browser with the Rotary website. Click on the create account at the bottom of the member access page. The member access page can be found at the top right corner of the www.rotary.org home page. You will need a copy of the Rotary magazine with your mailing label. The mailing label will have your Rotary member number. You will also need to know your club name or number. You will also need a working email address. Everything that is done to apply for a grant is done online. This user information is different from the district web site. The club president and president-elect must sign a Memo of Understanding annually. The entire club is responsible to implement a grant responsibly. All Rotarians must disclose potential conflicts of interest and follow the terms and conditions laid out by the Rotary Foundation. The club promises to complete reporting annually and cooperate with an audit. The commitment is to be a good steward of grant funds. A representative of the club must attend this training annually.
  • The needs assessment is emphasized in the Future Vision plan. Many times, Rotarians had an idea from America and looked for a club overseas to do it. Now, the tables are turned. A needs assessment is required to find out what is needed to be done instead of what we want to do from the United States. The grant project team needs to talk to members of the community to assess what is needed. Next, your club is assessed to determine whether you can meet the need. The project needs to be focused around the need. Is your idea really wanted and needed in your target community? Use available local resources. It is better to hire a local engineer or contractor to extend the local knowledge and expertise and provide outside knowledge to expand their skills. It is important to understand the work to be done and how the work will be done. It is important to trust the local knowledge and use their ways of doing things instead of thinking that everything has to be done “our way.”
  • Future Vision puts more emphasis on project planning. Every grant must have three Rotarians from the host club and the international club for a global grant for a total of six people on a global grants team. Roles need to be assigned for the people on the grants team. The grants team must set measurable and sustainable goals BEFORE the project is done. The final report will need to compare those goals to what was actually accomplished. The grant should have a contingency plan when problems arise and things change. The budget needs to be created using actual bids and accurate cost estimates. The community needs to be helped to generate income that can be used to sustain the project long-term. How will the community take ownership of this project?You are going to be required to do a lot more project planning that was done in the past on a matching grant. Rotarians have a lot of talent, but it is always good to look for a cooperating organization which can help with tasks on the project. The cooperating organization may have knowledge and skills that complement the Rotary project team.
  • Sustainability is the new buzz word for global grants. In some way, district grants will be required to have a longer-term impact. The Rotary Foundation grants and projects from other non-profit organizations did not last. The money was spent, but the impact of the project only lasted a few years. The well broke down. The medical equipment needed a new part or the new librarian needed to be trained how to maintain the library. How will the community maintain the deliverables from the grant after the grant funds are spent? We want the longest impact possible for every grant. We also want to reach the most beneficiaries now and over the long-term because the benefits are long lasting.
  • Creating the budget is probably one of the most important steps in the planning process of writing the grant. The first step is to get competitive bids from at least three contractors or vendors. In some cases, you will get bids from contractors and non-profit organizations to drill a well or provide a service. It may make sense to use the highest bid in the budget so that the budget isn’t the most optimistic scenario. It is best to use an Excel spreadsheet to create a detailed budget, a summary budget, and a funding page. The detailed budget is usually for the project team’s benefit. It is at a low enough detail to understand how the budget is built. The summary budget brings the details up to a high enough level that it can be input in the Rotary Foundation data entry screens. The Rotary Foundation needs some detail, but not too much that it becomes a burden during the reporting process. The funding page shows the contributions from various Rotary Clubs and districts and the matching funds from the Rotary Foundation. The total funding and the total budget should match. The spreadsheet can have a verification that the two numbers match. Walter Hughes, Grants Chair of District 7570 can send you a sample spreadsheet.Conflicts of interest can sink a project. It is important that conflicts of interests are disclosed up front such as the conflict of interest that is caused when the brother-in-law of a Rotarian is selling a critical component for the grant. What happens when the brother-in-law’s product doesn’t work? Similar conflicts of interest can occur with governmental agencies or non-profit cooperating organization.Our projects are bigger now for Global Grants. We will need to partner with more clubs and districts to fund our projects now. We will no longer be able to have a grant that only works between just two Rotary Clubs. Building relationships and friendships that span Rotary Clubs is the new requirement of Global Grants.
  • It seems that we’ve spent a lot of time doing planning, organizing, and communicating without doing the “real work.” It is our hope that the planning and communicating with the partners of this project will pay off now that you can actually get the project done. You can do it! The hardest lesson to learn is that the way that it is done at home is not necessary the best way to do it in the community where the project is planned. Also, many of the Rotarians involved in the funding of the project now has to trust the Rotarians in the host country to oversee the actual work to be done.
  • We are able to do good in the world because Rotary has built a reputation for getting a job done right. You will need to constantly talk with the partners and make decisions that impact the success of your project. The finances need to be managed carefully. The plan that was created to get the grant approved needs to be followed during implementation. It will be a problem if the expenses don’t match up with the expenses outlined in the original budget. If the scope changes, ask for a waiver from the Rotary Foundation country coordinator for your project. Ask for receipts. The best motto is “No Receipt, No Money.” Evaluate the project as it goes along. Problems will arise. It is the team that is best able to handle the problems who are able to celebrate the victories along the way and then be able to say that “the job was well done.”
  • The progress report explains how all Rotary Clubs were involved. The report varies depending upon whether it is a humanitarian project, educational project, or a vocational training team. The expenses need to be summarized exactly the same way they were presented in the original budget. The measurable outcomes need to be in the final and progress reports. It is also good to have a summary version of this report which can be sent in email to the Rotarians involved in the project.
  • Our district will be providing most of these handouts to you in your training material. We will keep copies of a lot of this material at the district web site and also on the Future Vision pages of the Rotary web site. Thank you for coming and all that you do for Rotary and your humanitarian service.
  • 2013 Rotary Matching Grant Writing Seminar

    1. 1. District Grants Management Seminar Page 1 District Grants Management Seminar Innovative Ways to Transform Lives
    2. 2. District Grants Management Seminar Page 2 Five Concepts of Rotary Grants to Change Lives • Compassion • Passion • Story • Friendships • Team
    3. 3. District Grants Management Seminar Page 3 First Steps Are Easy • Write one-paragraph summary • Write one-page summary • Find a picture that “tells the story” • Ask for help and advice at idea stage • Talk to us on district grants team about your ideas and dreams • Find Rotarian who has done similar work
    4. 4. District Grants Management Seminar Page 4 Grants Team Here to Help • Grants team will help you achieve goal • Assign a mentor to help your project • We want your club to succeed • We’ll celebrate success with you and survive challenges together • We’ll give you tools such as Word template for writing first draft of grant • You still have to do the work
    5. 5. District Grants Management Seminar Page 5 • In 2013-2014 District Grants will fund:  96% Local projects  4% International projects • Budget is $80,142 up from $39,613 • Managed by our district • Average grant award was $2,500 • Group Study Exchange was $13,000 District Grants up to $3,000
    6. 6. District Grants Management Seminar Page 6 Easy to Use District Grants • Rotary Club Applies annually • Less red tape • Should be innovative & creative • Local decisions • Club matched by district funds • Combine with major club project and other civic groups to increase scope
    7. 7. District Grants Management Seminar Page 7 Make Major Impact Quickly • Fastest way to complete a small local or international project • Find real need in community & fill it – Ask community leaders what is needed – Can we help children and families? – Can we impact economy/jobs in positive way? • Project should be original and creative
    8. 8. District Grants Management Seminar Page 8 District Projects This Year • Economic development – jobs, mentoring, help from domestic violence & homelessness • Education & Literacy – reading programs, desks for Costa Rica School, adult education • Hunger –food pantries, meals, gardens and composting and school “back pack” programs • Community development – playgrounds, walking trails, town revitalization, sewers, and landscaping projects
    9. 9. District Grants Management Seminar Page 9 District Grants Next Year • Application is online at rotary7570.org • Rough draft by Presidents Elect Training • Deadline is April 15th • Want clubs in all areas to apply • Two-page easy application form • Goal to receive funds by August 2014
    10. 10. District Grants Management Seminar Page 10 Can you see a District Grant?
    11. 11. District Grants Management Seminar Page 11 • City and County government • Parks & Recreation department • Civic organizations • Churches & other faith based groups • Rotary Clubs that are close to home • Interest groups such as friends of rivers • Activists in 20’s & 30’s who want hands-on projects Key Partners on a District Grant
    12. 12. District Grants Management Seminar Page 12 Does it have a sign?
    13. 13. District Grants Management Seminar Page 13 Design District Grant • Develop project name, start & end dates • Create budget • Describe project (300 words or less) • Describe benefit to the community • Describe the publicity plan • Who are partners/cooperating organizations?
    14. 14. District Grants Management Seminar Page 14 Another Playground is $6,998
    15. 15. District Grants Management Seminar Page 15 Potential Playground Sale Price $ 9,488 Regular Price Reg Price $15,938 $16,700
    16. 16. District Grants Management Seminar Page 16 Research District Project Idea • Ask District Grants team for feedback • Find subject matter expert on playgrounds • Contact several playground salespeople • Visit playgrounds and learn what kids like • What are the unknown costs? • Does our club like this kind of project? • Does it have a hands on component?
    17. 17. District Grants Management Seminar Page 17 Develop Grant Budget $3,000 – District Match $3,000 – Club match $7,000 – Discount buying on sale $5,000 – Lions Club matching grant $1,000 – Parks & Recreation Department $2,000 – Church & private contributions $21,000 – Potential List Price for Playground
    18. 18. District Grants Management Seminar Page 18 Start Early & Take Photos • Start project with club match as soon as grant is approved • Take photos of project and post them on: – Club website, Email, Facebook & Twitter – District and club newsletters – Local newspaper and TV – Don’t forget to include them on final report! • Get the final report done quickly
    19. 19. District Grants Management Seminar Page 19 Get District Project Done! • Can’t get next grant without closing grant from two years ago (2012-2013 projects) • 50% of Project Reports are due May 2014 • 100% of Project Reports due May 2015 • Scan or photograph and keep receipts • Final report due two months after completion • Need your help to close your project to be able to apply for next year’s grant
    20. 20. District Grants Management Seminar Page 20 • Minimum project budget is $30,000. • Minimum match by foundation is $15,000 • Align with one of the six areas of focus • Sustainable or longer-term Impact of grant • Grant managed by Rotary Foundation • International in scope Global Grants are BIGGER!
    21. 21. District Grants Management Seminar Page 21  International Partner Club – our club  Host Partner Club – foreign Rotary Club  Funding Clubs in our area or district  Rotary Foundation country coordinator  Partner with US and international Rotarians  Governmental organizations  Charitable organizations  Churches and other faith based groups Key Groups in Global Grant
    22. 22. District Grants Management Seminar Page 22 Grants Designed Jointly to Fund Win-Win Projects • Needs to be win-win project designed jointly with the host club • Respond to real needs identified locally • Designed so the community can help itself • Active Rotary Involvement & Partnerships • Good communication is key
    23. 23. District Grants Management Seminar Page 23  It is their hometown and home country  Know the needs of their community like we do in America  It is a requirement of Rotary Foundation  It makes sense  Americans don’t have all of the answers  Takes time to build friendships and goodwill with host Rotarians Host Partner Rotary Club Has Good Ideas!
    24. 24. District Grants Management Seminar Page 24 Global Grant Funding 1. Contributions from Various Clubs $ 8,600 2. District Match ($1:$1) $ 8,600 3. Rotary Foundation Match  Match of Club Funds ($.50:$1) $ 4,300  Match of District Funds ($1:$1) $ 8,600 Total Funding $ 30,100
    25. 25. District Grants Management Seminar Page 25 A lot of money available … • Few global grants submitted this year • Other districts will want to join our projects with lot of funding • You can lead and inspire Rotarians • Mentor and encourage new projects • Be willing to ask for the money
    26. 26. District Grants Management Seminar Page 26 26 Grant Management • Ensure proper financial controls • Adhere to superior technical standards • Meet the needs of the beneficiaries • Fulfill “our” objectives • Safeguard Rotary funds • Do good in world • Build friendships
    27. 27. District Grants Management Seminar Page 27 New! Club Qualification • Attend Grant Management Seminar Training • Sign Memo of Understanding • Be good steward • Show results • Be current on all reports • Only needed on Global Grants
    28. 28. District Grants Management Seminar Page 28 Needs Assessment • Talk to Everyone. Get ideas and buy-in across community leaders • Trust local knowledge & ways of working • Choose a project that is based on the community’s need over the long-term • Assess your club’s resources and availability and its potential partners to meet the need
    29. 29. District Grants Management Seminar Page 29 Project Planning Form a six-person grant team Assign roles  Determine primary contacts Set measurable and sustainable goals Create a budget Create an implementation plan Have a contingency plan  Identify cooperating organization to help
    30. 30. District Grants Management Seminar Page 30 Successful Grant Projects • Use implementation plan • Lasts long after money is gone • Evaluate results of grants • Tell story of good and bad • Talk all the time to Rotary partners via cell phone, email, texting, calling cards, & Skype
    31. 31. District Grants Management Seminar Page 31 Principles of Sustainability Project impact after funding is expended Economic, cultural, social & resource Optimal use of local resources Respect natural resources Reach the most beneficiaries New methods in professional fields Prepare professionals to increase impact Use input and skills of grassroots groups
    32. 32. District Grants Management Seminar Page 32 32 Creating a Budget • Realistic & Usable • Competitive bidding • Reasonable prices • Disclose conflicts of interest • Need More Clubs to Fund Project Now
    33. 33. District Grants Management Seminar Page 33 Stewardship Stewardship is the responsible management and oversight of grant funds, including: Rotarian supervision of project Following standard business practices Report financial problems to Rotary Foundation Implementing projects as approved Financial records review Timely submission of reports
    34. 34. District Grants Management Seminar Page 34 Applying for Global Grants • First Step is to use Word & Excel Templates • Get feedback from Grants Team • Next step is to submit grant application through Rotary member access • Must involve two or more Rotary Clubs • District must confirm club is qualified
    35. 35. District Grants Management Seminar Page 35 Global Grant Website • Hard to find online • Use www.grants.rotary.org or https://grants.rotary.org/s_main.jsp?lang=1 • Use the online training to get familiar with global grants • Let’s take a look at www.rotary.org • Use Firefox only as your browser
    36. 36. District Grants Management Seminar Page 36 Project Implementation “You can do it, now!”
    37. 37. District Grants Management Seminar Page 37 37 Do Good Job & Evaluate It • Talk with partners • Manage finances • Follow the plan • Achieve “our” goals • Ask for receipts and keep record • Evaluate during project and improve • Celebrate and promote successes
    38. 38. District Grants Management Seminar Page 38 Global Grant Reports Content • How both Rotary Clubs were involved • Type of activity: humanitarian project, scholar, vocational training team • Evaluation of project goals and how funds met the goals of the area(s) of focus • How funds were spent • Number of beneficiaries and how they benefited
    39. 39. District Grants Management Seminar Page 39 Handouts Look on our district web site for links to handouts. 1. Club Memorandum of Understanding 2. Today’s PowerPoint on district web site. 3. Application for District Grant (being revised) 4. Grant Management Manual Thank You for All You do for Rotary and the World!