Community Grants 2016 Guidelines

Contents

Eligibility criteria

Funding levels

What will not be funded

Assessment process

Assessment criteria

Alignment to the Community Grants outcomes (35 per cent weighting)

Community need (35 per cent weighting)

Budget (30 per cent weighting)

Alignment to the Community Grants outcomes (30 per cent weighting)

Community need (20 per cent weighting)

Organisational capacity (20 per cent weighting)

Access and equity (15 per cent weighting)

Budget (15 per cent weighting)

Other factors that influence the final decisions for funding include:

Additional assessment notes for Capital Works applications:

Essential attachments for all applications

Lobbying

Grant terms and conditions

Completing your application:

Got questions or need help?

Contacts at the City of Melbourne

The City of Melbourne is a dynamic and vibrant place, has a residential population of around100,611 (as of 2011)and hundreds of community organisations, all striving to make Melbourne a great place to be.

The Community Grants program is delivered by the City of Melbourne to support and empower people and communities to become engaged, to connect and to take local action.

Objectives of Community Grants

  • build relationships and allow the City of Melbourne to partner with community to support shared outcomes
  • provide the opportunity for community to identify and respond to local issues, concerns and priorities that link with our priorities
  • build community capacity and empower the community to take an active role in improving their quality of life
  • foster community involvement and participation

Principles

The City of Melbourne’s approach to working with community is underpinned by community strengthening principles. These guide how we work with community and the projects prioritised for funding. These principles include:

  • asset based approach that builds on the strengths that exist within our community
  • evidence based approach that acknowledges the needs and aspirations of our community
  • access and equity to ensure a socially inclusive community
  • valuing collaborations and partnerships
  • valuing the social, economic and environmental sustainability of our city

Eligibility criteria

To be eligible to apply for a Community Grant with the City of Melbourne, applicants must meet the following criteria:

  • Applicants must be a school located in the City of Melbourne or a not-for-profit constituted body such as an incorporated association(or be auspiced by one).
  • Organisations must be located within, or offer a project within, the City of Melbourne municipality.
  • Applications must have a focus on City of Melbourne’s local communities and/or communities who are considered vulnerable.
  • Applicants must have fully acquitted previous completed grants and have no outstanding debts to the City of Melbourne.
  • Activities must take place by 31 December 2016.
  • Applications must be submitted on time. Late submissions are not considered.

Note that a single project, event, activity or program will only be considered for one City of Melbourne grant program at a time.

Community Grants outcomes

To contribute towards our vision for the City of Melbourne, Community Grants are provided to schools and not for profit sports and community organisationsto improve people’s quality of life. Whilst the grants aim to improve the quality of life of all people, priority is placed on proposals that:

  • target sectors of the community that face barriers and are excluded from participation
  • focus on addressing disadvantage

Applicants are required to outline how the application will contribute to one or more of the outcomes listed below.

  • People are healthy:
  • Relates to people’s physical and mental health and wellbeing
  • Relates to increasing opportunities for physical activity.
  • People are safe:
  • Relates to people’s perceptions of feeling safe within their community
  • Relates to people’s knowledge of how to reduce personal injury and harm.
  • People are connected and participate:
  • Relates to people’s connections to their community. Community often relates to geographic locations but can also relate to family networks, support networks, people with common or shared beliefs, values, friendships, interests and activities.
  • Participation relates to people volunteering, participating in civic life, being engaged in decisions and involved in planning, developing and delivering solutions.
  • People have knowledge and skills:
  • Relates to people having the opportunity for lifelong learning and gaining the knowledge and skills required to participate in education, employment and their community.
  • People feel they belong:
  • Relates to people feeling they belong and having the opportunity to freely express and celebrate who they are, regardless of culture or identity.
  • Relates to peoplehaving an understanding of other people, their culture and identity.

Dates

  • Open 9am, 11 May 2015 and close 5pm, 22 June 2015 for projects taking place in 2016.
  • Applicants will be notified of outcome in November 2015.
  • Council will fund one application per organisation.

Funding levels

The total budget for the 2016 Community Grants is approximately $535,000.

There are three levels of funding available within the Community Grants Program.

Up to $3000:

  • This level of funding is aimed at supporting smaller, ongoing social support or communications activities that build community connections.
  • Generally applications are made by local community groups with minimal or no staffing, run by volunteers. Generally the organisations are membership based with little other opportunities for funding.
  • Funding can contribute to administrative, core operational costs and recurring activities.
  • These applications have a shorter application form.
  • Successful applicants will be required to sign a letter of agreement that outlines the terms and conditions of funding.
  • Successful applicants will be required to provide participation data as part of their acquittal.

Between $3001 and $10,000:

  • Applications above $3000 can only be funded two years in a row for the same project and must be focussed on a new initiative beyond core business activities.
  • Successful applicants will be required to sign a letter of agreement that outlines the terms and conditions of funding.
  • Successful applicants will be required to provide participation data, and in some instances data that demonstrates if the funded application has achieved Council’s outcomes.

Between $10,001 and $20,000

  • Applications above $3000 can only be funded two years in a row for the same project and must be focussed on a new initiative beyond core business activities.
  • The same application form is used for applications between $3001 and $20,000, though it is expected that applications over $10,000 will have more thoroughly addressed and responded to the questions on the application form.
  • The evidence of need linked to outcomes and the evaluation of the project will need to be appropriately addressed in the application.
  • Successful applicants will be required to sign a funding agreement.
  • Successful applicants will be required to provide participation data, and data that demonstrate if the funded application has achieved our outcomes.

What will not be funded

  • commercial activities and organisations
  • fundraising activities, competitions, prizes and award exhibitions
  • permanent staff costs
  • organisational core operating costs such as funding for permanent staff members, insurance and utilities (only applications under $3000 can apply for core operating costs)interstate or international travel costs
  • projects that duplicate existing services and programs
  • projects with a sole religious or political purpose
  • activities, projects, programs and events that have already taken place
  • activities, projects, programs and events that have already been funded through other City of Melbourne programs or activities, another grant and sponsorship program, or through an existing funding agreement with the City of Melbourne.
  • City of Melbourne owned or run activities, projects, programs and events.

Assessment process

After the grants program has closed and we have received your application:

  • You will receive an email confirming receipt of your application
  • Council officers review all applications for eligibility. Ineligible applicants will be notified that their application is ineligible
  • An independent external assessment panel use the Assessment Criteria to assess all eligible applications
  • Assessment panel members are published online at Grants and Sponsorship[1]
  • The external panel make recommendations to Council for funding.
  • The City of Melbourne considers the assessment panel’s funding recommendations at a confidential council meeting
  • The City of Melbourne makes the final decision on the outcome of all eligible applications
  • All applicants will receive a letter with the result of their application in November 2015
  • Information about grant decisions will not be released over the telephone
  • The list of successful applicants will be published on the City of Melbourne’s website approximately a month after all applicants have been notified of the outcome of their application. It will be available at Grants and Sponsorship1

Assessment criteria

The Community Grants program is a competitive application process. Applications are assessed against the assessment criteria below. The City of Melbourne receives more funding applications than it can support. Therefore, successful applications are those that best respond to the assessment criteria.

We reserve the right to reject any application that does not meet the eligibility criteria or the assessment criteria. The City of Melbourne also reserves the right to request further information in considering applications.Assessment panels may recommend part funding. This decision is carefully considered with the view of maintaining the integrity of the proposal

To give your application the best chance, ensure the information included in the application addresses these criteria.

For applications up to $3000

Given the small level of funding for applications up to $3000, there is a shorter application form and simpler assessment criteria are applied.

Alignment to the Community Grants outcomes(35 per cent weighting)
  • Does the application support the Community Grants outcomes?
  • How many local and / or vulnerable people are likely to participate?
  • Does the application target sectors of the community that face barriers and are excluded from participating and focus on addressing disadvantage
Community need (35 per cent weighting)
  • Is there a clearly identified need for this application?
  • Does the application fulfil this need?
  • Has the application appropriately engaged with the local community?
Budget(30 per cent weighting)
  • Does the budget accurately reflect the scope of the application?
  • Is the application financially viable?

For applications over $3,000

Alignment to the Community Grants outcomes(30 per cent weighting)
  • Are the application’s aims and outcomes clearly identified?
  • Does the application support the Community Grants outcomes?
  • How is the project evaluated – how will they know if the project has achieved the community grants outcomes?
  • Does the application address environmental sustainability?
Community need (20 per cent weighting)
  • Is there a clearly identified and demonstrated local need for this application?
  • Does the application and activities identified effectively address this need?
  • Has the application appropriately engaged with the local community?
  • Have local people, participants, members or service users been involved in identifying this need and have input into the response?
Organisational capacity(20 per cent weighting)
  • Is the application well planned and achievable within the timeframe?
  • Is there a clear link between the community need, the community outcomes and the activities that will be delivered?
  • Does the application identify appropriate partners that will work with them in a collaborative way?
  • Is the scope of the project appropriate?
Access and equity (15 per cent weighting)
  • Does the application address issues of social exclusion or barriers to participation?
  • Does the application target vulnerable sectors of the community?
  • Is the application accessible and inclusive?
  • Does the application address issues of disadvantage?
Budget(15 per cent weighting)
  • Does the budget accurately reflect the scope and scale of the application?
  • Have other funding sources been identified?
  • Have the resources that are required to deliver the project been clearly identified?
  • Is the application financially viable and does it demonstrate sound management?

Other factors that influence the final decisions for funding include:

  • Supporting as many local organisations as possible and providing opportunities for new and emerging organisations and communities.
  • Other funding provided to organisations by the City of Melbourne.
  • Supporting a variety of organisations, community outcomes and community target groups.

Additional assessment notes for Capital Works applications:

  • Building or landscape works for establishment, upgrade or renewal are a priority over routine maintenance applications.
  • Facilities must be within the City of Melbourne boundary and owned by not for profit organisations.

Essential attachmentsfor all applications

  • Ideally applicants must provide a certificate of currency for public liability or other relevant insurance. Alternatively, applicants can provide a risk assessment document identifying risks associated with their application and explaining how these risks will be managed. Council may determine that the risk assessment document is inadequate and require appropriate insurance coverage prior to releasing funding.
  • If you are applying for capital works or maintenance on a community facility, you must submit at least one quote.
  • To give your application the best chanceat being successful, it is recommended that significant single expenditure items (eg single items like computers or items over $1000) include full details within the budget or ideally a quote.
  • If quotes are provided by family, friends or committee members, you are required to declare this.

Lobbying

Canvassing or lobbying of councillors, employees of the City of Melbourne or assessment panel members in relation to any grants and sponsorship application is prohibited during the application process.

No further consideration will be given to an application submitted by an applicant that canvasses or lobbies a councillor, City of Melbourne employee or assessment panel member in relation to their application.

Grant terms and conditions

If your application is successful, you will be required to:

  • Sign a funding agreement or a letter of agreement with the City of Melbourne that provides details about the terms and conditions of funding.
  • The funding agreement or letter of agreement will outline data collection and reporting requirements specific to your application.
  • All applications are allocated a grant manager who is the primary contact for the delivery of the successful project.
  • In some instances, you may be required to meet or discuss your project with the grant manager and provide revised information.
  • Issue the City of Melbourne with a tax invoice for the grant amount. If the applicant is GST registered, the City of Melbourne will pay the grant plus GST subject to receipt of a valid tax invoice.
  • Supply all requested information prior to any funding being released.
  • Submit paperwork within the allocated timeframes. Funding is allocated from specific financial year budgets and if paperwork is not submitted within the allocated timeframe, then funding is forfeited by the funded organisation.
  • Use the funding allocated for the purposes specified in the application. Grants may not be used for any purpose other than for which it is granted, without the written permission of the City of Melbourne.
  • Submit a Community Grant Variation Form and have it approved by their Grant Manager, if there are significant changes that you would like to make to your project.
  • Deliver the project within the allocated budget. The City of Melbourne will not be responsible for shortfalls in project budgets if the applicant is unable to meet project costs.
  • The City of Melbourne must be acknowledged in all promotional materials relating to the successful application, including use of the logo.
  • The Lord Mayor and Councillors are to be invited to attend any significant launches or events associated with this project.
  • Complete the project by 31 December 2016.
  • Provide an acquittal report at the end of the project that includes the data collection requirements agreed to in the funding agreement or letter of agreement.

Completing your application:

Applications will be submitted and managed online via SmartyGrants. Application forms can be accessed from the City of Melbourne website Grants and Sponsorship1

Applications will automatically be closed by the SmartyGrants system at 5pm. Do not leave submitting your application until the last minute. If there is heavy use of the system with others submitting applications, there may be delays which will affect your ability to fully lodge your application before the deadline.

Applications submitted after 5pm on 22 June 2015 will not be accepted.

When your application is fully submitted you will receive an automated email containing a PDF copy of your application and confirmation that it has been received.

If you experience technical issues with the SmartyGrants system contact them directly on email[2] or by phone: (03) 9320 6888

Got questions or need help?

Information session:

These sessions are particularly useful for people new to City of Melbourne Community Grants. There is a brief overview presented of the program and grants officers are available to provide general advice and also to discuss your specific project.

  • Tuesday 19 May at 9:30 to10.30am at the Multicultural Hub, 506 Elizabeth Street, Melbourne.

Applicationassistance:

These sessions are for people who may:

  • be applying for a grant for the first time and / or
  • have difficulty with the language on the forms and / or
  • have difficulty with access to or familiarity with technology (ie. online application system)
  • At the assistance sessions, people can make a one on one booking with a staff member to get assistance or you can choose to take a seat at a computer and work on your application with Council workers who will be there to assist as you need them.

Come prepared and log onto City of Melbourne[3], thoroughly read through the guidelines and application forms so you are aware of the type of information required. Bring with you:

  • An email address
  • An idea that you plan to apply for
  • A draft version of the application you may have started already online
  • If you can’t access the application form, let us know when you book and we will provide you with a hard copy.

All online application assistance sessions are as below: