TITLE D6780 Grant Qualification & Management
Description: TITLE D6780 Grant Qualification Management Seminar Fall 2025 For the 2026 - 2027 Rotary Year GOAL FOR TODAYS TRAINING Understand District Grant Basics: Timeline Qualifying Your Club Funding Creating a Project Management Applying for a
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slide1. TITLE D6780 Grant Qualification & Management Seminar Fall 2025 For the 2026 - 2027 Rotary Year<br>
slide2. GOAL FOR TODAY’S TRAINING Understand District Grant Basics:
Timeline Qualifying Your Club
Funding Creating a Project
Management Applying for a District Grant
Stewardship Implementing Your Project<br>
slide3. AGENDA OVERVIEW
CLUB QUALIFICATION
CREATING A PROJECT
APPLYING FOR A DISTRICT GRANT
PROJECT IMPLEMENTATION<br>
slide4. OVERVIEW Joe Mikulecky
District Grant Chair<br>
slide5. 2026-27 DISTRICT GRANT TIMELINE President Elect (PE) and Club identify project in 2025 (NOW)
Club becomes qualified to submit a District Grant
Applications accepted Nov. 1, 2025 to Jan. 31, 2026
Applications reviewed beginning 02-01-2026<br>
slide6. 2026-27 DISTRICT GRANT TIMELINE 5. All District Grant applications are bundled and submitted to The Rotary Foundation for approval – target date May 2026
TRF approves the bundled District Grants & Clubs are notified, after TRF approval, they may begin their project – target date June 2026
Project Implementation<br>
slide7. 2026-27 DISTRICT GRANT TIMELINE Progress report due midway through the project and no later than October 1, 2026
Project Completion: March 31, 2027
10. Final report due by May 31, 2027, including receipts and proof of payment for all expenditures
11. District disburses funds after approval of Final Report<br>
slide8. GRANT BASICS Must be humanitarian but are NOT limited to The Rotary Foundation’s seven (7) areas of focus – must be entered this way.
May be local or international
Funded by donations to the Annual Fund by D6780 Rotarians 3 years prior
For Year 2026-2027 donations from the 2023-2024 Rotary year fund District Grants<br>
slide9. Rotary’s Seven Areas of Focus<br>
slide10. Annual Fund Donations 2022-23 = $587,360 SHARE + EARNINGS District Grants 50% (max) District Designated Fund 47.5% 47.5% World Fund 50% (min) Global Grants (World Fund match to DDF and Other Other (Cash, DAF, Endowment Fund) District Controlled Trustees Controlled 2025- 2026 Funding – current Rotary Year $274,266
actual $151,972 $274,266 $149,990<br>
slide11. Annual Fund Donations 2023-24 = $579,038 SHARE + EARNINGS District Grants 50% (max) District Designated Fund 47.5% 47.5% World Fund 50% (min) Global Grants (World Fund match to DDF and Other Other (Cash, DAF, Endowment Fund) District Controlled Trustees Controlled 2026- 2027 Funding $275,043
$270,324 $149,990 $275,043 $149,990<br>
slide12. ANNUAL FUND GIVING’S IMPACT ON AVAILABLE DISTRICT GRANT FUNDS<br>
slide13. Grant Management Ensures that your Grant project:
Has proper financial controls in place
Meets the needs of the beneficiaries
Fulfills objectives
Safeguards donor funds
Review the “Terms and Conditions for Rotary Foundation District Grants” on the District’s website<br>
slide14. Stewardship Responsible Management & Oversight of Funds:
Rotarian supervision
Standard business practices
Irregularities to be reported to Grant Coordinator, Chair, then TRF
Projects shall be implemented as approved
Financial records: maintain, summarize, & review.
Reports shall be submitted on time.<br>
slide15. CLUB QUALIFICATION<br>
slide16. Qualification Requirements At least two (2) Club members associated with the Grant shall attend the District Rotary Foundation Grant Management Seminar
Club fully completes and signs the Club Memorandum of Understanding (MOU)
Club submits Club MOU & Qualification Plan prior to the Grant application if possible
District reviews the Club MOU and Qualification Plan<br>
slide17. Club Qualification & MOU Required annually
Review last year’s Qualification Plan
Please review the document as it is slightly different from last year.
Fully complete both forms – Club name, signatures, date, etc.
Sign new Memorandum of Understanding (MOU)<br>
slide18. Maintaining Qualification Follow the terms of the Club MOU
Fully implement stewardship and grant management practices to prevent misuse of funds
Appoint a Club member or committee to manage the Club qualification. Has this person changed from last year?<br>
slide19. Best Practices/Issues Grant Manager(s)
Conflicts of Interest
Training
Bank Account
Financial Management Plan
Document Retention – 5 years
Progress & Final Reports
Misuse of Funds Plan<br>
slide20. Overview & Club Qualification Questions?<br>
slide21. CREATING A PROJECT<br>
slide22. Objectives Identify best practices for choosing a project
Develop a plan to implement your project
Develop a financial management plan
Consider doing something new!<br>
slide23. Successful Grant Projects Meet real community need(s)
Have frequent partner communications
Have implementation plans with measurable goals and outcomes
Are sustainable beyond the life of the grant
Practice proper stewardship of grant funds<br>
slide24. Community Assessment Talk with partners and members of the community
Assess your club’s resources and availability and its potential partners to meet the need
Choose a project that is based on what the community needs, not what you want to do!<br>
slide25. Partners How can partners help you make your project more successful?
How do you identify potential partners?
Other Rotary Clubs in your community or nearby?
Other non-profits or NGOs or government organizations?<br>
slide26. Project Planning Form a Grant Committee: 3-members? NEWER
Assign roles
Set measurable and sustainable goals
Create a budget
Create an implementation plan
Have a contingency plan<br>
slide27. Creating a Budget Realistic
Competitive bidding for project components
Reasonable prices
Disclose potential or real conflicts of interest<br>
slide28. Creating a Project Questions?<br>
slide29. APPLYING FOR A DISTRICT GRANT<br>
slide30. District Grants Forms Instructions
District Grant Checklist
Club Qual and MOU
Single Club Application
Multi-Club Application
District Grant Progress Report Template
District Grant Final Report Template Forms can be found on the District 6780 Website
https://rotarydistrict6780.com/applyfordistrictgrant.php<br>
slide31. SAMPLE BUDGET One of the most important components:<br>
slide32. IMPLEMENTATION AND REPORTING<br>
slide33. Objectives Understand how to monitor the progress of your plan
Identify best practices for managing funds and record keeping
Discuss the importance of evaluating a project and applying the lessons learned
Understand the reporting requirements<br>
slide34. Successful Project Implementation Personal Contact
Communication
Financial Management
Record Keeping
Follow the Original Plan (or Approved Update)<br>
slide35. Evaluation Ongoing during project implementation and project completion
Based on goals set for the project
Assists with reporting requirements
Use the findings to improve future projects and identify successes you can promote!<br>
slide36. DISTRICT FUNDS REQUESTED<br>
slide37. Implementation and Reporting Questions?<br>
slide38. DISTRICT GRANT FORMS – (pull up on computer) Information and Instructions 2026-27
Single Club District Grant Application Form
Checklist
Progress Report
Final Report
MOU and Qualification Plan<br>
slide39. DISTRICT 6780 DISTRICT GRANT CONTACTS Joe Mikulecky, District Grants Chair
Cell: 865.816.4310 joe.mikulecky@gmail.com
Beth Duggar, 2026-2027 District Grant Coordinator Email: RotaryBeth26-27@outlook.com<br>
slide40. Thank You!<br>
slide2. GOAL FOR TODAY’S TRAINING Understand District Grant Basics:
Timeline Qualifying Your Club
Funding Creating a Project
Management Applying for a District Grant
Stewardship Implementing Your Project<br>
slide3. AGENDA OVERVIEW
CLUB QUALIFICATION
CREATING A PROJECT
APPLYING FOR A DISTRICT GRANT
PROJECT IMPLEMENTATION<br>
slide4. OVERVIEW Joe Mikulecky
District Grant Chair<br>
slide5. 2026-27 DISTRICT GRANT TIMELINE President Elect (PE) and Club identify project in 2025 (NOW)
Club becomes qualified to submit a District Grant
Applications accepted Nov. 1, 2025 to Jan. 31, 2026
Applications reviewed beginning 02-01-2026<br>
slide6. 2026-27 DISTRICT GRANT TIMELINE 5. All District Grant applications are bundled and submitted to The Rotary Foundation for approval – target date May 2026
TRF approves the bundled District Grants & Clubs are notified, after TRF approval, they may begin their project – target date June 2026
Project Implementation<br>
slide7. 2026-27 DISTRICT GRANT TIMELINE Progress report due midway through the project and no later than October 1, 2026
Project Completion: March 31, 2027
10. Final report due by May 31, 2027, including receipts and proof of payment for all expenditures
11. District disburses funds after approval of Final Report<br>
slide8. GRANT BASICS Must be humanitarian but are NOT limited to The Rotary Foundation’s seven (7) areas of focus – must be entered this way.
May be local or international
Funded by donations to the Annual Fund by D6780 Rotarians 3 years prior
For Year 2026-2027 donations from the 2023-2024 Rotary year fund District Grants<br>
slide9. Rotary’s Seven Areas of Focus<br>
slide10. Annual Fund Donations 2022-23 = $587,360 SHARE + EARNINGS District Grants 50% (max) District Designated Fund 47.5% 47.5% World Fund 50% (min) Global Grants (World Fund match to DDF and Other Other (Cash, DAF, Endowment Fund) District Controlled Trustees Controlled 2025- 2026 Funding – current Rotary Year $274,266
actual $151,972 $274,266 $149,990<br>
slide11. Annual Fund Donations 2023-24 = $579,038 SHARE + EARNINGS District Grants 50% (max) District Designated Fund 47.5% 47.5% World Fund 50% (min) Global Grants (World Fund match to DDF and Other Other (Cash, DAF, Endowment Fund) District Controlled Trustees Controlled 2026- 2027 Funding $275,043
$270,324 $149,990 $275,043 $149,990<br>
slide12. ANNUAL FUND GIVING’S IMPACT ON AVAILABLE DISTRICT GRANT FUNDS<br>
slide13. Grant Management Ensures that your Grant project:
Has proper financial controls in place
Meets the needs of the beneficiaries
Fulfills objectives
Safeguards donor funds
Review the “Terms and Conditions for Rotary Foundation District Grants” on the District’s website<br>
slide14. Stewardship Responsible Management & Oversight of Funds:
Rotarian supervision
Standard business practices
Irregularities to be reported to Grant Coordinator, Chair, then TRF
Projects shall be implemented as approved
Financial records: maintain, summarize, & review.
Reports shall be submitted on time.<br>
slide15. CLUB QUALIFICATION<br>
slide16. Qualification Requirements At least two (2) Club members associated with the Grant shall attend the District Rotary Foundation Grant Management Seminar
Club fully completes and signs the Club Memorandum of Understanding (MOU)
Club submits Club MOU & Qualification Plan prior to the Grant application if possible
District reviews the Club MOU and Qualification Plan<br>
slide17. Club Qualification & MOU Required annually
Review last year’s Qualification Plan
Please review the document as it is slightly different from last year.
Fully complete both forms – Club name, signatures, date, etc.
Sign new Memorandum of Understanding (MOU)<br>
slide18. Maintaining Qualification Follow the terms of the Club MOU
Fully implement stewardship and grant management practices to prevent misuse of funds
Appoint a Club member or committee to manage the Club qualification. Has this person changed from last year?<br>
slide19. Best Practices/Issues Grant Manager(s)
Conflicts of Interest
Training
Bank Account
Financial Management Plan
Document Retention – 5 years
Progress & Final Reports
Misuse of Funds Plan<br>
slide20. Overview & Club Qualification Questions?<br>
slide21. CREATING A PROJECT<br>
slide22. Objectives Identify best practices for choosing a project
Develop a plan to implement your project
Develop a financial management plan
Consider doing something new!<br>
slide23. Successful Grant Projects Meet real community need(s)
Have frequent partner communications
Have implementation plans with measurable goals and outcomes
Are sustainable beyond the life of the grant
Practice proper stewardship of grant funds<br>
slide24. Community Assessment Talk with partners and members of the community
Assess your club’s resources and availability and its potential partners to meet the need
Choose a project that is based on what the community needs, not what you want to do!<br>
slide25. Partners How can partners help you make your project more successful?
How do you identify potential partners?
Other Rotary Clubs in your community or nearby?
Other non-profits or NGOs or government organizations?<br>
slide26. Project Planning Form a Grant Committee: 3-members? NEWER
Assign roles
Set measurable and sustainable goals
Create a budget
Create an implementation plan
Have a contingency plan<br>
slide27. Creating a Budget Realistic
Competitive bidding for project components
Reasonable prices
Disclose potential or real conflicts of interest<br>
slide28. Creating a Project Questions?<br>
slide29. APPLYING FOR A DISTRICT GRANT<br>
slide30. District Grants Forms Instructions
District Grant Checklist
Club Qual and MOU
Single Club Application
Multi-Club Application
District Grant Progress Report Template
District Grant Final Report Template Forms can be found on the District 6780 Website
https://rotarydistrict6780.com/applyfordistrictgrant.php<br>
slide31. SAMPLE BUDGET One of the most important components:<br>
slide32. IMPLEMENTATION AND REPORTING<br>
slide33. Objectives Understand how to monitor the progress of your plan
Identify best practices for managing funds and record keeping
Discuss the importance of evaluating a project and applying the lessons learned
Understand the reporting requirements<br>
slide34. Successful Project Implementation Personal Contact
Communication
Financial Management
Record Keeping
Follow the Original Plan (or Approved Update)<br>
slide35. Evaluation Ongoing during project implementation and project completion
Based on goals set for the project
Assists with reporting requirements
Use the findings to improve future projects and identify successes you can promote!<br>
slide36. DISTRICT FUNDS REQUESTED<br>
slide37. Implementation and Reporting Questions?<br>
slide38. DISTRICT GRANT FORMS – (pull up on computer) Information and Instructions 2026-27
Single Club District Grant Application Form
Checklist
Progress Report
Final Report
MOU and Qualification Plan<br>
slide39. DISTRICT 6780 DISTRICT GRANT CONTACTS Joe Mikulecky, District Grants Chair
Cell: 865.816.4310 joe.mikulecky@gmail.com
Beth Duggar, 2026-2027 District Grant Coordinator Email: RotaryBeth26-27@outlook.com<br>
slide40. Thank You!<br>