Community Facility Infrastructure Fund

community investment & support fund

community facilitY infrastructure fund

The Community Investment Support Fund (CISF) provides a variety of funding opportunities to assist our community to undertake a range of projects and activities.

Our goal is to enhance the health, well-being and quality of lifeof Greater Geelong communities. Indicators of a successful community are:

(Based on the City of Greater Geelong’s ‘Our Future’ Project)

WHAT IS THE COMMUNITY FACILITY INFRASTRUCTURE FUND?

The Community Facility Infrastructure Fund is one of the funding programs offered by the City of Greater Geelong that aims to assist in achieving the outcomes. Proposals for funding need to also align with Council's strategies and objectives, in particular our City Plan 2013-2017 priority areas relating to:

• Community Wellbeing
• Sustainable and Natural Environment.

The Community Facility Infrastructure Funding program is offered to support funding for the planning and delivery of capital works projects within the City of Greater Geelong - in or on Council owned community and sporting facilities. This includes facilities on public land managed or owned by Council, or Crown land where the management of the facility is community based and there is access for the broader community.

The Fund is open to not for profit community organisations (incorporated or registered under company law) to assist with capital costs associated with the construction of new, or the upgrading of existing, infrastructure that will benefit the local community.

This includes feasibility studies and planning activities as well as capital works. This also incorporates projects aimed at improving facilities that assist with the development of meeting spaces, disability access, change facilities for junior or female use, sports surfaces, universal design principles and improved environmental sustainability initiatives.

Projects that increase community access and participation, demonstrate collaboration between groups, and result in greater use of facilities are our priority.

GRANT GUIDELINES

General OVERVIEW

•On line applications will be accepted from 5.00pm on 18 August until midnight on 25 September 2017. Access to the forms will be through the site

•Funding amounts offered to successful applicants are based on outcomes determined during the assessment process and in line with budget limitations.

•There are two levels of funding as follows:

Level 1 Allocations of up to $50,000 for proposals associated with the planning of future capital works
Level 2 Allocations of up to $300,000 for detailed design & capital works

•Co-contribution requirement (refer to Funding Amounts section onpage 6 for detail).

•Only one proposal can be considered per applicant organisation per financial year.

•Applicants must fit within the eligibility criteria as outlined in this document.

•Community Facility Funding project ideas must be submitted through our online application forms. You will need an email address to access the online program. (Support can be provided by grants staff if required).

•All applications will be reviewed and all applicants will be advised of the grant outcomes.

•All applications are required to supply three quotes/estimates of expense. All quotes need to be itemised and clearly show details of the cost of each individual item, labour charges or aspect of the project. For projects $50,000 and over, a quantity survey will be required.

•Evidence of permits and/or approvals (for capital projects) must be provided with your application.

•A current detailed profit and loss statement, audited financial statement or the financial statement presented at your AGM must be provided with the application.

•A grants assessment panel will review applications.

•Assessments will be made against the stated assessment criteria and applications will be ranked in relation to each other.

•Council has a Conflict of Interest declaration which all parties involved in the assessment process must complete to ensure any interests are declared prior to the assessment of grants commencing

•All applicants will be notified of the outcome.

•Successful grant applicants will be required to enter into Funding Agreement that will establish the terms and conditions of funding and set out the activity details, agreed actions and payment schedule.

•Organisations who receive grants are required to complete and submit a project report and online acquittal form on the completion of their funded activity. Some projects will also be required to provide progress reports based on agreed milestones at the time of funding.

KEY DATES FOR SUBMISSIONS

To assist in planning your project, please refer to the following key dates. Late or incomplete applications will not be accepted.

FUNDING ROUND 2017/2018

OPEN

OUTCOMES ADVISED BY

APPLICATION PROCESS

On line applications will be accessible through our website –

For further information regarding this grant program please call 5272 5039 or 5272 4736 or email

WHO CAN APPLY?

This table identifies who can apply and those that are not eligible to receive funding from this funding program.

*If your group is not for profit but is unincorporated you will need to obtain an ‘Auspice’ (i.e. sponsor or manager) for your grant application. Further information about an Auspice is on page 8.

Note: All applicants must possess an Australian Business Number (ABN) or provide written advice from the Australian Tax Office that no withholding tax is required from the grant payment – by completing a Statement by a Supplier Form**

**As per taxation requirements, 46.5% of the grant payment will be deducted from the grant allocation (withholding tax) if the funding recipient does not have an ABN or has not provided the ATO’s Statement by a Supplier Form.

What CAN YOU APPLY FOR?

The Community Facility Infrastructure Fund is offered to support community infrastructure initiatives within the City of Greater Geelong.

We are looking for projects that increase community access and participation and that can demonstrate collaboration between groups and result in greater use of facilities.

These facilities could include those that are managed by:

• Recreation and sporting clubs
• Seniors citizen clubs
• Neighbourhood House Committees of Management
• Community Hall Committees of Management

What can you apply for? (cont’d)

This table identifies ideas and examples of the types of initiatives and projects that will be considered for funding and the types of projects that will not be considered and under this program.

• Accessibility improvements of a facility to comply with DDA (Disability Discrimination Act) Standards.

• Unisex accessible change facilities.

• Sports lighting that improves participation and safety.

• General facility improvements that demonstrate an increase in community access, equity and participation.

• Multipurpose training facilities.

• Public art projects.

• Environmental Initiatives.

• Operational or core funding or recurrent expenses e.g. staff salaries, general administration costs, utilities, services or program delivery.

• Programs or activities that could potentially commit Council funding on an ongoing basis.

• Requests projects that have commenced prior to lodging an or application

• Projects that place outside the City of Greater Geelong.

• Projects that do not align with objectives of the grant program or strongly meet the eligibility criteria

• Funding for Council services where fees are normally charged e.g. Council rates; waste removal; building or planning permit fees; parking fees, etc.

• Projects that have already received support from, and/or meet the criteria of another City of Greater Geelong funding program.

• Costs associated with insurance claims.

• Tenant clubs/organisations that have not resolved a breach of the Victorian Code for Community Sport.

• Projects that do not meet relevant Australian standards (e.g. lighting projects or netball court dimensions).

• Projects that do not obtain and provide evidence of any required building, planning or other relevant permits or approvals.

• Projects where contributions from funding partners or other grant/funding programs are not confirmed in writing within a timeframe stipulated by Council.

• Projects that are deemed by the City of Greater Geelong as not ready to proceed.

• Applications submitted after the closing date.

• The purchase of land.

• Facilities where little or no public/community access is available.

• Facilities designated for electronic gaming machine operations.

• Bar facilities

• Routine or general maintenance works.

• Repair works caused by natural disasters such as fire or as a result of vandalism.

• Costs associated with purchase of transport or vehicles.

• Purchasing or maintenance of equipment (except as part of a facility fit out)

• Projects previously funded by the City of Greater Geelong. (exceptions may be were demonstration can be made of additional or new uses resulting in increases in participation or program outcomes)

• Projects that do not support implementing the principles of Universal Design and Environmentally Sustainable Design.

FUNDING AMOUNTS

The total funding pool for 2017/2018 is $1,000,000.

There are two types of funding levels available:

Level 1

Grants of up to $50,000 to assist with costs associated with planning/feasibility activities that demonstrate strong community benefit and align with Council’s priorities.

Level 2

Grants of up to $300,000 to assist with community Infrastructure. Community infrastructure must be openly accessible to, and have strong benefits for the residents of the City of Greater Geelong and align with Council’s priorities and strategies. Examples of community infrastructure includes, but is not limited to:

• Recreational and sporting facilities
• Community facilities
• Community parks and gardens

Note:

• Level 1 proposals that are successful in obtaining funds for planning does not automatically obligate Council to fund a subsequent application for submitted for a Level 2 project.

Co-contributions

Co-contributions from successful applicants are mandatory as follows:

• Council to contribute up to two-thirds (2/3) of the total project cost, with the club/organisation to contribute a minimum one-third (1/3) of the total project cost including any other funding sources.
• Achieving the club/organisation funding threshold of one-third (1/3) does not automatically obligate Council to fund the project.
• Organisations/clubs that can demonstrate hardship may apply for exemption from the contribution policy funding ratio. In applying for exemption, clubs must agree to an audit of their finances and administration.

ASSESSMENT CRITERIA

• Applications are assessed by determining the eligibility of each request and how it addresses the general grant guidelines and criteria and meets our funding priority areas. Each application is then assessed rating the key aspects of the project against the criteria. To assist in determining the grant outcomes, a scoring system forms part of the assessment process and is based on answers to the questions in the online application. These scores are based on the following:

• Project Rationale

• Well Scoped Project and Sound Budget

• Considers how the project positively impacts on the built and natural environment. Takes into account how the project aligns with one or more of the ten One Planet Living principles Council has adopted in order to:

What is an auspice?

•If your group is a not for profit organisation but is not incorporated or registered under company law, you will need to find another organisation that meets the eligible status. You must obtain approval from that organisation to act as an ‘Auspice’ for your grant application. If this application is successful, Grant funds will be paid to the Auspice organisation for distribution to the Applicant.

•The Applicant must obtain advance approval from the organisation before listing them as Auspice. The Applicant must keep the Auspice fully informed of the details of the application and all project aspects and progress.

•In some instancesan applicant might request that the Auspice provide Public Liability Insurance (PLI) for their project. Should this occur, the Applicant must obtain a PLI Certificate of Currency from the Auspice for inclusion with this application. (a policy statement or receipt is NOT sufficient).

•Some Auspice organisations may charge an Auspice fee, at their discretion.

legal and taxation requirements:

•If required, you must arrange Public Liability Insurance to cover the activity detailed in the grant application.

•All applicantsmust possess an Australian Business Number (ABN) or provide written advice from the Australian Tax Office that no withholding tax is required from the grant payment by completing aStatement by a Supplier Form*.

•*As per taxation requirements, 46.5% of the grant payment will be deducted from the grant allocation (withholding tax) if the funding recipient does not have an ABN or has not provided the ATO’s Statement by a Supplier Form.

•A Tax Invoice must be submitted within one month of notification that the application has been successful.

•Allocated funds must be expended within 12 months of receiving the grant, unless otherwise negotiated(see ‘Changes to Project Prior to Completion’)

•Allocations for which Council has not received a Tax Invoice will be automatically withdrawn at end of the financial year.

Permits & Approvals

Evidence of permits or approvals must be provided with your application where applicable.

budget

The budget is provided in two parts. List ALL project costs, and attach quotes from suppliers/contractors where possible. (add extra rows if needed).

Part (a) Income and Expenditure - MUST:

•Be balanced i.e. the Total Income must be the same figure as Total Expenses.

•Show specifically what grant funds will be spent on.

•Show that the Applicant will contribute a significant proportion of the project cost (including cash contribution).

•Other items you may wish to include in your budget

Part (b)In-kind Contributions - refers to FREE labour, goods or services received or anticipated.

•The suggested figure to estimate voluntary labour is $20 per hour.

•Provide details of the inkind e.g. Free use of a venue; donated equipment; assistance from volunteers

•Information should be as accurate as possible.

PROJECT EVALUATION REPORTS

•You need to define the plan, process or strategy you will use to evaluate whether your project has been successful.

•For Council audit purposes, an Acquittal must be submitted upon conclusion of any funded project including discontinued projects. Acquittal is conducted online. Login to your grant application to complete the associated Acquittal Form.

•Copies of receipts for expended items, as well as any photos, promotional materials or other supporting documents will also be required.

•Organisations that do not submit a completed Acquittal Form, including an accurate statement of actual expenditure of funds, will be ineligible to apply to City of Greater Geelong for future grants.

•Some projects will also require progress reports to be provided based on agreed milestones at the time of funding.

•Unless written permission is obtained from the Community Development & Engagement Unit, grant funds must only be used as indicated in the Grant Application budget. Funds not used as originally intended may need to be returned to Council. (see “Changes to Project Prior to Completion”).

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