District 5520 Grant Management Training by 5MC90ld

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									                      Grant Management Training


 Bobby Wallace

 District Governor
 2011-2012
 9211 Hilton Place, NE
 Albuquerque, NM 87111
 H: (505) 291-0991
 W: (505) 881-3363
 F: (505) 888-1595
 C: (505) 269-4204
 bobby@theranches.org
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                 Grant Management Training


   Tom Walker

   Foundation Chair
   2010-2013

   1551 Libia Street, NE
   Albuquerque, NM 87112-6653
   H/C: (505) 237-0237
   F: (505) 843-8809
   ftwalker1@comcast.net
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                      Grant Management Training


   Ron Salley

   Grant Chair
   2011-2014

   921 Tramway Lane, NE
   Albuquerque, NM 87122-1309
   H: (505) 798-9904
   F: (505) 843-8809
   jrsalley@comcast.net
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                Grant Management Training
   • Submit questions
        – Via GoToWebinar (Marshall Poole)
        – Email: ftwalker1@comcast.net (Tom Walker)




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                      District Simplified Grants
   • Local, humanitarian, short term (i.e., < 1 year)
        – Fiduciary responsibility (i.e., account for project funds)
        – Rotarian participation
        – Media coverage (TV, radio, print where available)
        – Community visibility
        – Grants $250 - $2,000 per club per year
   • Clubs must at least match D5520 Grant
   • $200K-worth of DSG projects in past 2 years
   • $45,000 available for FY 2012 (2011-2012)
   • Approximately 30 DSGs per year
   • Joint projects with up to 3 clubs
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                      District Simplified Grants

   • Applications accepted: May 1 - June 15, 2011
   • DSG Approval: June 16 - 30, 2011
   • DSG Fund Distribution: July 31, 2011 (est)
   • Reports due: NLT June 30, 2012
         FY 2011 DSG Reports Due NLT 30 Jun 2011




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                Simplified Grant Applications

   • Reference Materials*
         – 2011 DSG Application (PDF & Word)
         – 2011 DSG Application Guidelines
         – Terms and Conditions
         – Cooperating Organizations



         *Foundation Grants webpage (http://rotary5520.org/foundation/grants.html)



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                Simplified Grant Applications

• Block 2: Project Description, Location, Objectives
     – Summarize what you want to do
     – Where is your project going to be conducted?*
     – What will this project achieve? (How would you determine
       if you succeeded?)
     – Address other special issues (e.g., notable person is
       supporting another aspect of this project, entire town is
       involved, etc.)
     – Repeat projects from prior year? (Different beneficiaries?)

     * Since Rotary doesn’t fund religious activities or things without general public access, if
        necessary, address why your project is open to general public access.


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       Example: Description, Location, Objectives




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                Simplified Grant Applications

• Block 2: Project Description, Location, Objectives
     – Start Date: NETJuly 1, 2011
     – Estimated Completion Date: NLT June 30, 2012
     – REMEMBER, the Final Report is due NLT June 30,
       2012
• Block 3: Community Benefit
     – Give a couple of ways the community will benefit
       from your project.




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               Example: Community Benefit
   The food pantry serves the less fortunate population of our
   community. This project will improve the ability of the pantry to
   process the thousands of pounds of food product that it
   distributes to the less fortunate residents of Cibola County.
   Given that the pantry is also primarily staffed with volunteer
   help this project will allow those who volunteer who do not have
   the ability to move the food product up and down the stairs to
   bring it from the trucks it arrives on into the pantry… It serves
   over 1,900 households throughout Cibola County. Monthly
   distribution of produce (excluding commodities) averages
   16,000 pounds…




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                Simplified Grant Applications

• Block 4: Non-Financial Rotarian Participation
      – Give at least two examples of how your Rotarians are
        going to actively participate in this project.
      – Financial support doesn’t count
• Block 5: Project Contact Information
      – Primary POC attended this training
      – Three Rotarians responsible for project execution
      – Include VALID email addresses



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   Simplified Grant Applications

   • Block 6: Media Coverage
         – How will the media and your community
           know about your project?
         – Display the Rotary wheel or club banner
           at the project site?
         – Coverage from local media? Press
           release?
         – Coverage by radio/TV? PSA?

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                Simplified Grant Applications

   • Cooperating Organizations
         - Review “Cooperating Organization” handout
           for definitions and requirements
         - Rotary club is responsible to conduct project
         - Definition of roles and responsibilities
         - Accounting for funds may be difficult




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   Simplified Grant Applications

   • Block 8: Budget
         – Provide a budget based on actual costs
           or estimates/quotes
         – No slush funds (i.e., discretionary funds)


   • Block 9: Funding
         – Club must at least match D5520 grant


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                      Simplified Grant Reports

   • Your DSG Final Report:
         – Celebrates the Success of Your Project
         – Communicates Your Accomplishments to
           D5520 & TRF
         – Shows that D5520 & TRF Funds Were Used
           Appropriately and Effectively
         – Provides Transparency on Use of Funds
         – Meets Legal Requirements
         – Opportunity for Lessons Learned

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                      Simplified Grant Reports

   • Reference Materials*
         – Your Approved DSG Application
         – DSG Final Report Form
         – 2011 DSG Application Guidelines
         – How to Complete a DSG Final Report



         *Foundation Grants webpage (http://rotary5520.org/foundation/grants.html)



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                      Simplified Grant Reports

   • Block 1: Project Description
         – 1 or 2 Paragraphs describing
               • Original Project Objectives
               • Actual Project Accomplishments
               • When(s) the Project Took Place
               • Where(s) the Project Took Place




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               Example: Project Description
   The goals of the Memorial Garden project were:
   • Provide a connection to nature and the outdoors to aid patient recuperation
   • Provide memorial recognition for all families and businesses…
   • Provide recognition to all the business donors and sponsors of the Garden
   • Provide community outreach and educational opportunities for all citizens
   What was done
   The Rotary Simplified Grant enabled the PCMH Auxiliary to purchase the necessary
   materials for the installation of metal edging and crushed granite to construct a circular
   walking path, which is part of the Memorial Garden. The Fort Stockton Rotary Club also
   contributed labor to install the edging, place the granite material in the walkway and
   operate a compacting machine to tamp the material into a hard walking surface during a
   Community Service Day.
   When and where was it done
   On Saturday, October 16, 2010, Rotarians worked a few hours in advance of the
   Community Service Day, in order to prepare, position and level the metal landscape
   edging on the perimeter of the walking path. On Saturday, October 23, 2010, at the
   Memorial Garden adjacent to the hospital, Rotarians provided volunteer labor to install
   weed barrier fabric under the walking path, shovel crushed granite material onto the path
   and then operate a machine to compact the walking path into a hard surface.

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                      Simplified Grant Reports

   • Block 2 & 3: Beneficiaries
         – 1 or 2 Paragraphs describing
               • Beneficiaries
               • How Beneficiaries Were Impacted
               • What Humanitarian Need Was Met




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                      Example: Beneficiaries
   Current and future hospital patients, visitors, nearby
   assisted living residents and the community are able to
   enjoy light exercise outdoors on a level, wheelchair
   accessible, walking path located adjacent to the hospital
   and within a circular adobe walled area. To be able to walk
   within the Memorial Garden means that patients are
   surrounded by natural landscaping of blooming trees,
   shrubs and flowers that make a beautiful, safe and
   peaceful setting to aid healing and recuperation.




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                      Simplified Grant Reports

   • Block 4 & 5: Rotarian Involvement
         – Provide At Least 2 examples
         – (Financial Support Doesn’t Count)




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                      Simplified Grant Reports

   • Block 6: Cooperating Organizations
         – Check Your Application for CO
         – Check Cooperating Organization
           Handout for Definitions
         – If You Had a CO, What Did It Do?




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                      Simplified Grant Reports

   • Block 7 & 8: Financial Report
         – Currency Used: “USD” (U.S. Dollars)
         – Exchange Rate: “1 USD” = 1 USD
         – Income and Expenses Must Match
         – Club Contributions => D5520 Grant
         – No Refunds Required <= $25.00



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                      Example: Financial Report




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                      Simplified Grant Reports

   • Other: Signature
         – Club Officer or Primary POC
   • Other: Grant Numbers
         – FY2011 DSG Number: DS1172371
         – FY2012 DSG Number: DS1274345
         – Individual Project Report – See Number
           Assigned When Project was Approved…
           i.e.,11SG-R-1291-1
   • Other: Photos and Media Coverage
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                       Simplified Grants




                      QUESTIONS?


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                        Matching Grants
• International, humanitarian, short term (i.e., 1-2 year)
     – Fiduciary responsibility (i.e., account for project funds)
     – Active Rotarian participation
     – Media coverage (TV, radio, print where available)
     – Communication with partners
• $200K-worth of local MG projects in past 2 years
• $1.3M-worth of D5520 worldwide MG in past 2 years
• $55,000 available for FY 2012 (2011-2012)
• Approximately 25-30 MGs per year


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                              Matching Grants
• MG Partner Roles & Responsibilities
     – Host Partner*
           •   Executes the project
           •   Communicates with Int’l Host Partner and ALL partners IN host country
           •   Agrees to execute project IAW TRF Guidelines
           •   Sets up special bank account
           •   Normally completes Progress/Final Reports
     – International Host Partner*
           •   Responsible for project execution along with Host Partner
           •   Communicates with ALL partners OUTSIDE host country
           •   Agrees to execute project IAW TRF Guidelines
           •   May complete Progress/Final Reports
     – Partner
           •   Supports the project financially
           •   Communicates with Host/International Host Partner
           •   Participates as possible (at least periodically brief club and/or local media)
               *TRF only communicates with Host & Int’l Host
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                          Matching Grants
• Active Rotarian Participation Required
     – Any Matching Grant application must have AT LEAST 3 of the following:
            • Managing project funds
            • Visiting the project site on an as-needed basis
            • The international and host partners sharing information via
              correspondence
            • The partners sharing expertise
            • Purchasing, shipping, or distributing items purchased
            • Publicizing the project to local media and the district

• Every club should at least brief their members and
    participate in as many of the others as practicable



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                      Matching Grants

   • Applications accepted: July 1, 2011 – March 31,
     2012
   • MG Approval: July 1, 2011 – May 15, 2012
   • Must complete funding requirements within 6
     months of project approval
   • Reports due: Every 12 months & within 2
     months of completion




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                          Matching Grants

   • How Do I Know the Status of My Project?
        – Communicate with Host/International Host*
        – Ask D5520 DGSC or DRFC
        – Activity Report (TRF Contact Center)
   • How Do I Know if All Clubs Have Submitted
     Their Money?
         – Ask the Club POCs
         – Ask the TRF Staffer for the Project

               *TRF only communicates with Host & Int’l Host


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                      Example: Activity Report




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                Matching Grant Applications

• Reference Materials*
     – MG Application (141-EN)(710)(PDF & Word)
     – The Guide to Matching Grants (144-EN)(210)
     – Things to Do to Make Your Matching Grant Go
       Smoothly




     *Foundation Grants webpage (http://rotary5520.org/foundation/grants.html)


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                Matching Grant Applications

• General Guidelines
     – Read and follow The Guide to Matching Grants!
     – Read and answer the questions on the
       application!
     – Read and follow Things to Do to Make Your
       Matching Grant Go Smoothly
• Page 1: Project Description
  – At least 3 means of Rotarian participation

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                Matching Grant Applications

• Pages 2 & 3: Host & Int’l Host Partner Data
     – Use the club’s RI “official” name; add club number
     – Use members’ names as “officially” listed; see
       Club Recognition Summary or RI Contact Center
     – Members listed on pp. 2 &3 must agree item for
       item with data on p. 7
     – Put surname in CAPITAL letters




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                Matching Grant Applications

• Page 4: Project Budget
     – Need detailed budget based on estimates/quotes
• Page 5: Project Financing
     – Minimum TRF grant is $5,000
     – See “Things to do…” for detailed instructions
     – Check your funding numbers; must match budget
       (p. 4) exactly



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                Matching Grant Applications
• Page 5: Project Funding (cont’d)
     – 30% Rule
           • At least 30% of the funds contributed by clubs and districts
             must come from outside the host country
     – D5520 District Designated Fund (DDF) Matching
           • For projects hosted outside D5520, $1:$1 up to $2,000
           • For projects hosted inside D5520, $1:$1 up to $3,000
           • For projects of $30,000 or more, $1:$1 up to $5,000
     – TRF Matching
           • TRF matches club contributions $0.50:$1
           • TRF matches district contributions (DDF) $1:$1
     – If funds are available, your $1 results in $3.50

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                      Example: Project Funding




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                Matching Grant Applications

• Page 7: Authorizations
     – Member data must match pp. 2 & 3 item for item
     – TRF checks club officer data; make sure your
       Secretary has updated your President’s data
     – If your club’s data is here and your President
       signs, your club is the Host/Int’l Host… make sure
       you know your responsibilities




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                Matching Grant Applications

• Page 8: Reporting and Review
     – Host or Int’l Host may assume responsibility for
       Final Report
     – DGSC Ron Salley will review and approve ALL
       D5520-hosted MGs; the DGSC review and
       signature is the last thing before submission
     – DGSC Ron Salley may do the review and
       approval for other District-hosted projects
• Page 9: Checklist Review
     – Do it!
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                      Matching Grant Reports

  • Reference Materials*
        – MG Report Form
        – The Guide to Matching Grants (144-EN)(210)
  • Reporting Requirements
        – Every 12 months from “Last Payment Date”
        – Within 2 months of project completion
        – Avoid delinquency; counts against D5520
          reporting statistics AND locks your club out
          from “hosting” another project

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                      Matching Grant Reports

• Read & Follow The Guide to Matching Grants
• Before you start:
      – Review your approved application
      – Review the “Report” Sections of TGMG
            • Photo opportunities
            • Media opportunities
            • Retain invoices/bills, payments, and bank statements
            • Opportunities to involve your Rotarians & Club
            • Make sure EVERYONE understands their role
• Contact Ron Salley with any questions!
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                       Matching Grant




                      QUESTIONS?


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