Clarence City Council

COMMUNITY SUPPORT GRANTS

GUIDELINES

PROGRAM PHILOSOPHY

The Community Grants Program has been developed with a philosophy of partnership, whereby council provides a range of grants to encourage, engage and support individuals and groups in the community to make a positive and ongoing contribution to the City’s community wellbeing, economic prosperity, and environmental sustainability.

PROGRAM OBJECTIVES

The Grants Program is a strategic investment tool, assisting the community to meet and respond to Council’s priorities and vision as outlined in the Strategic Plan. It enables Council to contribute to the community by:

  • supporting local communities to build on existing capacity and progress their health and well-being;
  • supporting local communities to sustainably manage and enhance the natural and built environments of the City;
  • supporting local communities to work together for a vibrant, prosperous and sustainable city; and
  • encouraging engagement and participation in the community

COMMUNITY SUPPORT GRANTS

Community Support Grants of up to $1,500 are available to support groups or not-for-profit organisations for activities or one-off events or projects that benefit the Clarence community.

If your group is not incorporated, you can still apply for a grant provided that your application is auspiced and administered by an organisation that is incorporated. Auspicing entities must accept responsibility for the management of advanced funds and acquittal requirements as well as all insurance risk of the funded project. A letter of support from the auspicing entity is required at the time your application is submitted (see attached proforma).

Schools cannot apply in their own right, however an application can be considered if it is submitted by the School’s Parent Association (P&F or P&C). It must be for a one-off event, project or activitythat is not the core responsibility of the schooland is open to or involves the wider community.

FUNDING AREAS

Yourproject, activity or event must align with the goals and strategies of any of the adopted Council Plans,for example: Strategic Plan; Cultural Arts Plan; Positive Ageing Plan; Youth Plan; Access Plan; Cultural History Plan; Health & Wellbeing Plan; or Economic Development Plan. These are available on Council’s website

WHAT WILL BE FUNDED

Examples of what may be funded include:

  • One-off events, activities or projects that benefit the Clarence community
  • A new component of an existing event
  • New equipment required an the event, activity or project (excluding consumable items, uniforms, replacements)
  • Skill development e.g. community workshops, coach accreditation

WHAT WILL NOT BE FUNDED

Ineligible activities/applicants will include, but are not restricted to:

  • Landcare and Coastcare projects that are eligible for funding through Council’s Landcare/Coastcare Grants program
  • The purchase of land
  • The core business of educational, religious and medical organisations,
  • The development, upgrading or renovating of government owned or privately owned facilities (built infrastructure and fixtures)
  • Events, programs or services run solely for commercial profit
  • Payment of debt or insurance premiums
  • Political activities
  • Work to meet council development approval conditions or requirements
  • Items included in another grant application or to top-up funding for a previous grant or any other council grant or funding
  • A government agency or department of Local, State or Federal levels of Government
  • Organisations with gaming machines
  • Normal operational costs of the organisation or group, including but not limited to: Council lease costs, existing and on-going salaries, auditing, rent, uniforms, consumables and other administrative expenses.
  • Funding for prize money, prizes or trophies
  • Funding for items or expenses that would normally be provided for by charitable or welfare organisations
  • Projects/activities that are under the jurisdiction of the State or Federal Government (including improvement to Government owned buildings)
  • Activities/events/projects that have already commenced prior to funding being approved

Other eligibility restrictions may apply to specific funding.

Low priority will be given to events, programs, or services:

  • that have received funding previously for like events, programs, or services
  • run solely for fundraising purposes

If you are unsure about your project, please contact the Community Grants Officer.

FUNDING ROUNDS AND LIMITS

Community Support Grants are assessed twice a year and funding is provided for projects or events occurring in the following 12 months.

Closing dates for Community Support Grants are 15 March and 15 September each year and all applications must be received by the Clarence City Council no later than 5pm of the round closing date.

All applicants will be advised of the outcome of their application in writing 6 – 8 weeks following the closing date of each round. Please do not contact individual Aldermen for an earlier decision on the funding outcomes.

There is a limit of one application per organisation/group for each financial year.Organisations/groups that have been successful in receiving a grant will be unable to apply for another Community Support Grant until the acquittal form is completed and returned for the current funding agreement.

THE BUDGET

The purpose of the budget in your application form is to paint a picture of the wholeproject. This helps the assessment panel to:

  • Feel assured that you have thought about all aspects of the project and have the resources to complete the project; and
  • Understand what amount of the project Council is funding, and which parts of the project the grant will cover.

Council gives priority in providing assistance to applicants who can demonstrate that they are making a significant contribution to the project. This can be a combination of monetary and in-kind support.

Creating a budget is usually the most time-consuming part of an application form, and because each project is different, there is no set way to present a budget. You can use the template in the application form, or provide a budget that better reflects your project needs as a separate attachment.

Calculating voluntary support

Community groups often rely heavily on in-kind support from its members. It is important to include this in your application.

A general rate for volunteer contribution is $30 per hour for non-skilled labour, and at relevant rates for professional services.

APPLICATION ASSESSMENT

Community Support Grant applications are assessed by a panel of council officers and recommendations are provided to Council for final approval. Applications will be assessed upon the following criteria:

  • The alignment of the event / activity / project with Council plans;
  • The benefit to the people or environment of the Clarence region;
  • The opportunities the project offers for community partnerships;
  • The ability of the applicant to successfully complete the project;
  • A balanced, realistic and complete project budget, including significant cash or in-kind contribution by the applicant and/or others towards the project; and
  • The Community Support Grants are competitive and there is a limited amount of funding available.

YOUR OBLIGATIONS IF YOU ARE SUCCESSFUL IN RECEIVING A GRANT

If Council approves the grant, you are required to:

  • Enter into a formal funding agreement with Council;
  • Expend the grants monies only in the manner outlined in your application;
  • Publicly acknowledge the grant received from Clarence City Council in any programs, correspondence or promotion associated with the project;
  • Invite the Mayor and Aldermen to attend any relevant function or event associated with the funded project; and
  • Complete an acquittal form including a financial summary and projectreport within 6 weeks of your project completion date as specified in your application.

If you would like to find out more, a copy of the acquittal form is available to download from Council’s website

POINTS TO REMEMBER

  • Ensure you are using the correct application form and guidelines;
  • Ensure your application is legible;
  • AnswerALL the applicable questions;
  • Give a clear description of the grant proposal;
  • Remain focused about your key points when writing the application. Unsuccessful applicants usually provide too much, or not enough detail about how the project will be implemented and managed;
  • Remember to relate the outcomes of your proposed project to goals and strategies of Council’s adopted plans;
  • Give clear information about your organisation. Do not assume the group will be known to the assessors;
  • Ensure the application is signed. Unsigned applications will not be considered;
  • Keep a copy of the application;
  • Ensure the budget is detailed and accurate;
  • Applicants must include a copy of their current certificate of incorporation, and a recent financial statement with their application;
  • Letters of support from organisations and individuals directly involved with, or benefiting from the proposed project can add strength to your application;
  • Include copies of written quotes for services or materials;
  • Lodge the application with Council by the due date. Late applications will not be accepted;
  • Ensure the proposed project / activity does not commence before the application for funding is submitted and the outcome notified;
  • Consider the costs of permits and insurances if they are required for an event; and
  • Applications are to be secured with paper clips only. Please do not staple or place in binders.

SUPPORT AND ASSISTANCE

Application forms and Guidelines can be downloaded from Council’s website or picked up at the Council offices. If you would like a copy of the application form posted to you, or have any further questions please contact the Community Grants Officer by:

Phone:6245 8611

Email:

Mail:Community Grants Officer

PO Box 96

ROSNY PARK TAS 7018

Community Support Grant Application updated August 2015Page | 1

Clarence City Council

COMMUNITY SUPPORT GRANT

APPLICATION FORM

Please read the guidelines to ensure your project is eligible before completing the application form.

Name of group:
Title of project:
Amount requested:
Are you prepared to accept partial funding?
(In highly competitive rounds, Council may offer less than the amount requested.) / Yes / No

1. Applicant Details

Contact name: / Postal address:
Position: / Suburb: / Postcode:
Daytime Phone: / Mobile phone:
Email: / Website:
Is your organisation not-for-profit? / Yes / No, your organisation is not eligible
Is your organisation incorporated? / Yes / No, you require an auspicing organisation (see guidelines)
Name and address of auspicing organisation
Is your organisation registered for GST? / Yes / No
What is your organisation’sor auspicing organisation’s ABN:
Briefly outline the aims and general activities of your organisation.

2.Your Project

Your application must align with any of adopted Council Plans including: Strategic Plan; Cultural Arts Plan; Positive Ageing Plan; Youth Plan; Disability Access Plan; Cultural History Plan; Health & Wellbeing Plan; Reserve Activity Plan (available on Council’s website

Council Plans support social inclusion opportunities for all individuals and groups in Clarence under the following project areas.Please select any of the following areas that are relevant to your project.

Arts & culture / Environment / Sports & recreation
Community participation / Heritage & history / Tourism & events
Positive Ageing / Health & Wellbeing / Youth
Disability Access / Volunteering
When will your project commence?
When will your project be completed?
Project description.
(include what are you going to do, why you want to do it, who will be involved, and where your project will take place) / (Please be concise in your description. This description is for the assessors, and for Clarence City Council to publicise your project if successful)

Who will manage the project / activity?

(Please provide a summary of what they will do and any relevant qualifications and experience)

3. Benefits to Clarence

Does your project help to:

(please select one or more that apply to your project)

Enhance community safety and well-being?
Encourage and promote a healthy lifestyle?
Recognise and celebrate our cultural diversity?
Encourage engagement and participation in the community?
Promote our arts and heritage?
Provide accessibility to all?
Encourage people to work together to promote ethical and sustainable development?
Market and promote the natural and / or built tourism assets of the city?
Encourage individuals and / or groups to work together to enhance the City’s built or natural environment?
Promote water conservation and energy conservation in the community?
Promote alternative, energy efficient transport?
Explain how your project will benefit the people of Clarence.
(You may find it helpful to relate this to the answers you selected above.)
How many people do you expect to be directly involved in your project / activity?

4. Acknowledgement of Council

Outline how you plan to acknowledge Clarence City Council’s contribution to the project.

5. Budget

Points to remember when creating your budget:

  • The budget items are suggestions only. Please change the items to correspond with your project description.
  • The key information Council is seeking is what parts of the project Council will be funding, how much these parts cost, and how Council’s contribution fits into the entire project.
  • The Community Grants Guidelines provide further guidance in developing a budget.

Budget
Project Income
Items / Source / Amount / Cash or in-kind / Sub-total
Council Grant / Clarence City Council / $1,500 / $1,500
Your own contribution
Fundraising & Donations
Sponsorship
Other Grants
Any other income
In kind Support
Total Income: / $
Project Expenditure
Items(e.g. Materials, Equipment, Promotion etc) / Amounts to be paid with Council Grant funding / Amounts to be paid for with other funds / Cash or in-kind / Sub-total
Total Expenditure: / $
*Please note: Total project income and total project expenditure must balance.
Please provide details about the contribution made by your organisation.
(This may include cash contribution, or in-kind support such as provision of resources, or volunteer hours.)
Please provide details about any other sources of income for the project. (This may include sponsorship, other grants, and contributions from partnership organisations. Please indicate if confirmed or pending)

6. Declaration

This declaration must be signed by a person authorised to sign on behalf of your organisation.

I certify to the best of my knowledge that the information given on this form is complete and correct.

I understand that approval of the grant is subject to mutual agreement between Clarence City Council and the applicant.

I understand that if Clarence City Council approves a grant, I will be required to accept the conditions of the grant in accordance with Clarence City Council requirements.

I agree to ensure all necessary approvals/permits are obtained prior to the project/program/event taking place.

I understand that Clarence City Council does not accept any liability or responsibility for the proposal in this application and that it is the responsibility of the applicant or their sponsor to provide the appropriate insurance cover.

I will abide by all relevant health and safety standards.

I agree that if funded, funds will be used only for the project described on this application.

I consent to the release of project information in this application for promotional and evaluation purposes relevant to Clarence City Council.

I will seek permission from our group before submitting photographs for use by Clarence City Council.

Signature: / Date:
Print name:
Position in Organisation:
Witness signature: / Date:
Witness Name:

7. Details for payment of grant if approved

Cheque to be made payable to:
Postal address:

Checklist

 / Have you read the Guidelines
 / Have you completed all sections and signed the application form
 / Have you attached a copy of your organisation’s Certificate of Incorporation
 / Have you attached a financial statement or Annual Report for your organisation for the previous financial year
 / If applicable, have you attached a letter from the auspicing organisation
 / If applicable, have you attached any letters of support for your project
 / If applicable, have you attached copies of written quotes

8. Lodging your application

Lodge your application by the close of business on the round closing date (the 15th March or the 15th September)by the following ways:

Post to: / Deliver to: / Email to:
Clarence City Council / Reception /
PO BOX 96 / Council Offices
Rosny Park TAS 7018 / 38 Bligh St
Rosny Park TAS

LATE APPLICATIONS WILL NOT BE ACCEPTED

Privacy Statement

The personal information on this form is required by Council for the Community Grants Program. We will only use your personal information for this and related purposes. If this information is not provided, we may not be able to deal with this matter. You may access and/or amend your personal information at any time. How we use this information is explained in our Privacy Policy, which is available at or at Council offices.

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