Community Assistance Fund

Community Assistance Fund

2018-2019

Guidelines & Application

Applications open Monday 20 August2018 and

Close Friday 28 September 2018 at 5pm

Round 2

Grants available

Community Facilities – Operation & Equipment (Up to $20,000)

Assistance to Community Groups for minor facility refurbishments and purchase of equipment that assists with the delivery of the service.

Community Programs & Initiatives (Up to $5,000)

Assistance to Community Groups for a broad range of community development programs, services, activities or new initiatives.

Introduction

Through the Community Assistance Fund (CAF), Council aims to build stronger communities within the Shire. The program assists to facilitate a self-help culture among community groups and encourage groups to work in partnership with Council to promote long-term outcomes that benefit the wider community. Applicants should demonstrate in their application,the social, environmental and economic benefits to the community.

Guidelines

Applications must be for projects, equipment, programs or activities that will assist in the ongoing development or creation of sustainable programs to meet the needs of residents in the Moyne Shire.

Applications must clearly outline the aims and objectives together witha full description of the service or project, detailing how the project addresses the benefits to the community: socially, economically and environmentally. Council may request additional information.

For projects where the project value is less than $20,000 funding will be provided on a $ for $ basis and applicants are permitted to contribute up to 25% of the total project cost through in-kind costs. For Capital projects where the value of the project is greaterthan $20,000 Council’s contribution will be at a rate of 2:1 ($2 Council dollars: $1 applicant dollar) up to a maximum of $20,000.

Example:Project total value $35K

Council Maximum Contribution capped at $20K

Council Contribution / Community Group Contribution
$0 - $20K / $1:$1 / $10K / $10K
$21K - $35K / $2:$1 / $10K / $5K
Total Contributions / Capped at $20K / $20K / $15K / $35K

Example: Project total value $29K

Council Contribution / Community Group Contribution
$0 - $20K / $1:$1 / $10K / $10K
$21K - $29K / $2:$1 / $6K / $3K
Total Contributions / Capped at $20K / $16K / $13K / $29K
Community Assistance Fund Grant amount / Funding Ratio
Community Facilities – operations & equipment grant where the total project value is greater than $20,000 / $20,0000 Council maximum contribution / CAF grant ratios
$0 - $20K $1Council:$1 Community
$21K and above
$2 Council : $1 community contribution to a maximum Council Contribution of $20K
Community Facilities – operations & equipment grant where the total project value is less than $20,000 / CAF grant $1 : $1 community contribution
Community Programs & Initiatives / $5,000 maximum grant / CAF grant $1 : $1 community contribution

The in-kind rates allowance isannually revised, and is consideredas:

Unskilled labour $25per hour,
Skilled labour $50per hour.

Council has allocated $60,578in the 2018-2019 Round 2 Operational budget for the Community Assistance Funding program, which includes applications by CFA Brigades and Groups as part of the program.

Of these funds, $10,000 will be reserved for CFA applications (if the $10,000 fund is fully subscribed or the brigade has not received support through the VESEP, applications for assistance with purchasing a truck or other forms of firefighting equipment may be assessed on merit against other applications) and $12,500 for Health & Wellbeing project applications.

Where there are insufficient applications, the reserved amounts will return into the general Community Assistance Funding pool.

It is a condition of funding that all Not-For-Profit groups who sell alcohol and are applying for grants under the Community Assistance Fund must have adopted the Good Sports program.

Objectives

Increase the range of, and access to recreational, social, cultural and environmental activities, programs and services.
Support community development initiatives and socially responsible community activities.
Give consideration in particular to those community groups that can give the greatest benefit back to the community.
Encourage and support the principles of access and equity.

You are eligible for a grant if you are …

An organisation or community group.
Not-for-profit.
Incorporated under the Australian Corporations Act.
Located within the geographical boundaries of the Moyne Shire and / or external groups that can demonstrate a clear, predominant benefit to the Moyne Shire communities.

You will be ineligible for a grant if you are …

A registered business and / or profit-making organisation.
Seeking funding for recurrent operational costs including staffing and wages.
Seeking retrospective funding for activities, programs and projects that have already started or have been completed.
Requesting funding that would otherwise be covered by insurance.
Not meeting financial commitments negotiated with Council.
Unable to properly account for prior funds allocated by Council; have not spent funds for the agreed purpose as allocated by Council; or have not acquitted the funds as allocated by Council for the previous years’ Community Assistance Funds, or other Council projects.
Requesting funding for projects already funded by Council.

What will befunded?

Community Facilities – Operation & Equipment

Upgrading or extensions of existing facilities such as kitchen upgrades, or a new roof.
Development of new facilities such as an accessible toilet or a verandah – including development of concept plans.
Energy efficient and environmentally sustainable options such as solar power or installation of water tanks.
Protecting the natural environment such as interpretive signage.
Acquisition of equipment:

Used for facility maintenance, such as mowers,

used for delivering an activity, such as electrical equipment,

Safety and first aid, such as goal post padding or defibrillator.

Community Programs & Initiatives

Coaching clinics and education courses for Officials, Administrators or relevant community members. Relevant community group, club and/or association must support this initiative.
General leisure activities that promote fitness and physical activity through sport and recreation activities.
Projects that promote the health and wellbeing of residents and groups within the Shire.
Projects that support the cultural diversity of the municipality.
Assisting the integration of people who have limited opportunities to be active in the program.

What will not be funded?

Commercial “for profit” activities or projects.
Projects already allocated funds from other Council programs.
Projects that are considered the responsibility of State or Federal Governments.
Projects related to faith based curriculum.
Sponsorships for fundraising events, and equipment for events.
Representative participation in sporting or recreation events is to be referred to the Mayor’s discretionary fund. These applications must also be supported by the applicant’s sporting organisation.

Other things to consider when applying for this funding

For projects seeking to construct or alter buildings, the land owner’s consent plus any relevant Council planning and/or building permits must be submitted as part of the application process.
Council reserves the right to publicise any aspect of the activity associated with its Community Assistance Funding program. Recipients must assist Council with publicity as required and adhere to the accompanying Moyne Shire Acknowledgment Guidelines – Appendix 2.
Upon request, successful applicants may be required to provide an evaluation report to Council on the outcome of the project/activity when completed.
Applicants are to provide an Australian Business Number (ABN) unless proof is supplied they are exempt whereby, a “Statement by a Supplier” form should be completed and forwarded with the application. -refer Appendix 5.
All applications are to EXCLUDE GST.
Receipts must be submitted to Council as soon as the project is completed or no later than 30June for acquittal and verifications purposes using Appendix 4.
Groups or organisations receiving funding in immediately preceding rounds of Community Assistance will receive a lower priority than those who have received no such funding.
Projects identified in community plans are to be given priority in funding over other projects.
All application will close Friday 28 September 2018.

Conditions of the Grant

No additional Council funding will be provided for a project to meet cost escalation or over-runs once the initial grant has been approved.
Moyne Shire is to be acknowledged by the successful applicant on occasions as per the Moyne Shire Acknowledgment Guidelines – Appendix 2.
With the exception of groups exempted by Council, provide financial statements identifying the group’s capacity to meet their agreed contribution.
Supply of quotes for delivery of service or equipment as part of the application is required.

Other Information

Applications

Applications open: 20 August 2018

Applications close: 28 September2018

Online Applications

An electronic application form is available at

Send written application to

Kim Freeman

Recreation Development Officer

Moyne Shire Council

PO Box 51

PORT FAIRY VIC 3284

Email:

Feedback

Feedback on the Community Assistance Fund and its process is always welcome. Please address your comments to the Recreation Development Officer.

All groups MUSTcontact the Recreation Development Officer prior to submitting an application.These discussions are to assist in the application process but do not infer any approval of the application.

If you require assistance in completing the application, please contact:

Kim Freeman

Recreation Development Officer

5568 0579

MOYNE SHIRE COUNCIL | CAF guidelines 2018-2019 Round 2 | PAGE 1

APPENDIX 1

Community Assistance Fund

APPLICATION

2018– 2019 Round 2

The information requested on this form will be used solely by the Moyne Shire Council. We will not use your personal information for any other purpose without first seeking your consent, unless authorised or required by law. The Council may not be able to process your request unless sufficient information is given. You may apply to the Moyne Shire Council for access to and/or amendment of the information on 5568 0555

Please tick the category you want to apply for.

Community Facilities – Operation & Equipment (CAF grant up to $20,000)

Community Programs & Initiatives (CAF grant up to $5,000)

PART A: Applicant Details

1Applicant organisation: ......

......

2Postal address for organisation:

......

3Contact person:......

4Position held in the organisation:......

5Phone contact:Day:......

Mobile:......

6Email contact:......

7Legal status:

Please provide the Incorporation Number for the organisation making this application.

Incorporation number: ......

8Goods & Services Tax conditions:

Does your organisation have an Australian Business Number (ABN)?

NOplease attach a completed “Statement by supplier” form –

Appendix 5

YESplease provide the ABN:......

Is your organisation registered for GST?

NO

YES

9Is your organisation registered in the Good Sports Program?

NO

YESplease state what level:......

PART B: Project Details

Applications must be for a well-defined project or for distinct parts of a major project.

1Project title:......

2Project location:......

3If the project relates to the use of a building or land, please nominate the owner of the building or land where the project will occur:

......

Do you have the owner’s consent for the project?

NO

YESplease attach written consent from the land owner.

4Is the project for on-ground work?

NO

YESplease attach a site map and photos of the project work site.

5Tell us about your project:

What are you going to do?

......

How are you going to do it?

......

Why are you doing it? - You should address the impact the project will have on the local community, the environment, job creation and employment and any other economic benefits the project will achieve.

......

6Who will be responsible for management of the project?
Please list their contact phone and email

......

7What date do you propose to start the project?......

8What date do you propose the project will finish?......

9Who is the Moyne Shire Council Officer you have discussed this project with?

......

PART C: Financial Details

Please Note: Grant applications are to EXCLUDE GST

Budget – Please provide details as appropriate, itemising the cost of the project (excluding GST). Please use table below as an example or attach your own.

EXPENDITURE / Project ex GST
$ / GST
$ / Total Project Cost
$
Venue hire
Travel
Materials
Equipment purchase *
Equipment hire
Facilitator / project worker fees
Advertising
Photography
Insurances
Catering
Administration
In-kind labour*
* The maximum In-kind contribution is 25% of the total project cost.
In-kind rates allowance is: unskilled labour $25 per hour, skilled labour $50 per hour.
Other (please specify)
Total

** Please ensure you have provided written quotes for equipment purchases

INCOME / Project ex GST
$ / GST
$ / Total Project Cost
$
Moyne Shire Community Assistance Fund
Your contribution: (It is a requirement that all organisations must make a financial contribution)
Additional funding sources:
Funds from other organisations
Funds from other businesses
In kind support from your group*
In kind support from other sources*
* The maximum In-kind contribution is 25% of the total project cost.
In-kind rates allowance is: unskilled labour $25 per hour, skilled labour $50 per hour.
Other (please specify)
Total
Balance – Expenses less Income

PART D: Permit and Contact Checklist

Please check that your project requires the appropriate permits and that you have spoken with the relevant Council Officer to verify your requirements.

Required / Obtained / Attached / Name & Contact
Planning / NO
YES / NO
YES / NO
YES / Michelle Grainger
ManagerStatutory Planning

5568 0583
Building / NO
YES / NO
YES / NO
YES / Darren Dumesny
ManagerAssets

5558 7806
Environment / NO
YES / NO
YES / NO
YES / Robert Gibson
ManagerEnvironmental Sustainability

5568 0568
Land Manager / NO
YES / NO
YES / NO
YES / Kim Freeman
Recreation Development Officer

5568 0579
Heritage Victoria / NO
YES / NO
YES / NO
YES / Michelle Grainger
ManagerStatutory Planning

5568 0583
Cultural Heritage Victoria / NO
YES / NO
YES / NO
YES / Robert Gibson
ManagerEnvironmental Sustainability

5568 0568
Good Sports Program / NO
YES / NO
YES / NO
YES / Kim Freeman
Recreation Development Officer

5568 0579

APPENDIX 2

CAF Acknowledgment Guidelines

Moyne Shire is proud to be a partner in your project so it is important that everyone knows we are working together. The Community Assistance Fund Acknowledgment Guidelines explains when, where and how Moyne Shire can be acknowledged for their financial support.

BACKGROUND

The Moyne Shire Community Assistance Funding program includes:

Community Facilities – Operation & Equipment
Community Programs & Initiatives.

AIM

To acknowledge Moyne Shire Council for the financial contribution received as a part of the Community Assistance Funding program.

REQUIREMENTS

Any press releases or announcements regarding the project should recognise the Moyne Shire’s contribution, support, and the nature of funding, e.g. the Community Assistance Fund.
Any promotion material or other information such as newsletters published at the completion of the project should indicate the Moyne Shire’s contribution and support and the nature of funding, e.g. the Community Assistance Fund.
Recognise Moyne Shire at any launch or event as part of the project and provide invitations to the Moyne Shire Councillors.

IMPLEMENTATION

The community group receiving Community Assistance Funds is required to acknowledge the Moyne Shire as a funding contributor.
Any use of the Moyne Shire logo must be advised with the completion of the Moyne Shire Council Logo Use Permission Form – Appendix 3.

APPENDIX 3

MOYNE SHIRE COUNCIL LOGO USE PERMISSION FORM

Name: ......

Organisation: ......

Address:......

Phone:......

Email:......

Date lodged:......

Reason for request – what documents will the Moyne Shire logo be used on?

......

I/we hereby certify that the Moyne Shire logo will not be used for any purpose other than that which is stated above.

Signed:......

Name:......

Date:......

Office use only

Approved

Chief Executive Officer:......

Date: ......

Communications Officer: ......

Date: ......

Logo sent to: ......

APPENDIX 4

Project Financial Acquittal and Completion Report 2018/19 Round 2

NAME OF ORGANISATION......

NAME OF PERSON AND POSITION COMPLETING REPORT

......

CONTACT NUMBER......

Financial Details

Please note: Grant expenses are to EXCLUDE GST

Please provide details as appropriate and receipts, itemising the cost of the project and how the grant was spent (excluding GST) Please use below table as an example for showing expenditure or attach your own

*In Kind Labour – Must be supported by evidence

EXAMPLE BELOW

Task/Activity / No. of Volunteers / Rate / Hours / Total
Remove old fencing / 3 / $25 per hour / 4 / $300
EXPENDITURE Excl. GST
Venue hire / $
Travel / $
Materials / $
Equipment purchase** / $
Equipment hire / $
Facilitator/project worker fees / $
Advertising / $
Photography / $
Insurances / $
Catering / $
Administration / $
In-kind labour*
* The maximum In-kind contribution is 25% of the total project cost.
In-kind rates allowance is: unskilled labour $25 per hour, skilled labour $50 per hour. / $
Other (please specify) / $
Sub – Total Expenses / $

** Please provide all receipts for equipment and all purchases **

INCOME
Moyne Shire Community Assistance Fund Grant / $
Your contribution:
(It is a requirement that all organisations must make a financial contribution) / $
Additional funding sources:

Funds from other organisations

/ $

Funds from other businesses

/ $

In kind support from your group*

/ $

In kind support from other sources*

/ $
* The maximum In-kind contribution is 25% of the total project cost. In-kind rates allowance is: unskilled labour $25 per hour, skilled labour $50 per hour.
Other (please specify) / $
Income Sub Total / $
Expenses Sub Income / $
Balance / $

Project Details -Please give a summary of the project and describe the success.

It would be great if you could attach photographs that can be used by Moyne Shire Council for future promotion.

......

Signature______Date_____/____/_____

MOYNE SHIRE COUNCIL | CAF Application2018-2019 Round 2 | PAGE 1

APPENDIX 5

ATO Statement by Supplier