2017-2018 Community Capital Infrastructure Grants Program

As a community initiated project, Council will be seeking to ensure a commitment to the project by the Community organisation, financially and otherwise, whether this be cash, grant funding received from other sources, materials or measurable in-kind labour.

2. Objectives

The objectives of the Community Capital Infrastructure Grants Program are to ensure that:

· Council assists in the provision of innovative community projects that target community needs and result in direct benefits to the wider community.

· Council assists in increasing the participation, accessibility, and range of community organisations for the residents of the Coffs Harbour City Council area.

· Council has a consistent, equitable and transparent process to respond to requests by community organisations for funding of capital infrastructure.

· Encourage partnerships and joint ventures to maximise outcomes from limited resources.

Projects that are closely aligned with Council’s core values of enhancing the economic, social and environmental well-being of the local community will be considered favourably.

3. What funding is available?

Each year, Council will resolve an allocation in the Operational Plan. For 2017-2018 this amount is $300,000.

Council will consider all applications for capital funding in accordance with the assessment criteria. Depending on merit, the Assessment Panel may decide to allocate all of the funding to one application or to fund several applications.

Council will allocate the funds in July of each year. Should all the available funds not be allocated in the initial round, or funding allocations lapse; a second distribution of funds may be allocated in February.

An organisation may make more than one application for funding, for separate projects. However, the organisation will be required to prioritise these applications for the Assessment Panel.

To be eligible for funding under the Community Capital Infrastructure Grants Program, the applicant must be able to demonstrate co-funding to a minimum of 50%. This co-funding can be in cash, grants, in-kind labour, materials supply or other, with the proviso that the applicant is required to make at least a 20% financial cash contribution.

Applicants are encouraged to seek alternate grant funding where available. Council will consider pending grant applications, which represent a component of the non-Council funding for projects.

4. What projects could be eligible for funding?

Projects that could be eligible for funding may include:

· New Community Infrastructure Projects (for example, public facilities, recreational equipment and community sporting facilities)

· Refurbishment of existing infrastructure (halls, public sporting facilities, playgrounds)

· Co-operative projects with Council (walking trails, cycle tracks etc)

· Innovative projects that serve community benefit

· Projects that build capacity into infrastructure

· Projects that align with Coffs Harbour City Council’s Community Strategic Plan.

· Projects that align with the Plans of Management for community spaces.

· Projects relating to Council facilities managed by a S.355 volunteer committee.

· Projects that demonstrate broad support from other key stakeholders.

5. What projects would be in eligible for funding?

Projects that would be ineligible for funding would be any project:

· Not located on public land or where suitable community access has not been established.

· Organised in conjunction with a childcare, educational or religious institution.

· Not located within the Coffs Harbour City Council local government area.

· That is not available or accessible to the general public.

· Where the funding component can not be distinctly identifiable

· That does not have a significant lifespan. This grant program is about providing for long term community infrastructure.

· Where the ongoing costs or maintenance burden to the community is assessed as being unacceptable i.e. proposals that may lead to a dependence on Council funds.

· Where community benefit can not be identified or quantified

· Where funds or projects have commenced and the organisation is seeking a reimbursement of funds.

· Projects which are the responsibility of other government departments (unless funds are to be provided as part of a joint or co-operative funding arrangement).

Any project that can not demonstrate co-funding to a minimum of 50% by the applicant (which can be done in cash, grants, in-kind labour, materials supply or other) will also be deemed as in-eligible to apply, inclusive of a minimum 20% cash contribution.

6. Who is eligible to apply?

The following bodies are eligible to apply:

· Any not-for-profit group, community group or voluntary association that is incorporated.

· Any unincorporated group provided that their application is submitted through an appropriate incorporated body that supports the proposed project, and is willing to accept responsibility for the funding (a letter indicating acceptance of these factors must be attached to the application form).

· Any group or organisation that currently receives funding from Council, providing that they can demonstrate that the project that they are applying for is independent of any current funding conditions that are in conflict with terms and conditions of this program.

Coffs Harbour City Council will only consider applications from groups that operate within acceptable community standards.

As a guide, eligible applicants are seen as those who:

· Can demonstrate the capacity to use the funds effectively for the benefit of the Coffs Harbour community.

· Will be primarily responsible for the project and continue to maintain the infrastructure i.e. not a service club which is fundraising for a third party’s project.

· Respond to a need that leads to tangible outcomes with social, cultural or environmental benefits

· Are willing and able to meet performance measures that focus on outcomes

· Assist a wider group in the community rather than individuals

7. Wha t will make your application in eligible for funding?

The following will render your application ineligible:

· Applications from groups and organisations which have not acquitted funding from previous Council grant programs or rounds.

· Applications from groups or organisations that are not current in their repayment of loans or funding from Council.

· Applications for projects that have been previously funded, unless the application is for funding for a new stage of your project.

· Applications for commercial activities

· Projects that duplicate existing infrastructure or services.

The following costs are also ineligible for receipt of grant funding:

· Money already spent on delivering a project – retrospective costs that have already taken place or began prior to lodgement of the application.

· Payment of salaries (payment for quoted services from service providers related to the project are acceptable eg tradespeople, engineers and other professionals)

· Recurrent operational costs (eg telephone, electricity, maintenance and public liability insurance, lease costs and accounting fees)

· Costs related to Council fees (eg Planning and Building Fees and associated State Government Levies)

· Administration costs (including newsletters)

· Fundraising activities

· Purchase of capital equipment – for example:

a. Laptops / computers / projectors

b. Portable shade shelters / gazebos

c. Capital assets such vehicles, trailers, mowers

d. White goods such as refrigerators

e. Office supplies / tables / chairs / PA systems

8. General Consideration for Projects

The following factors should be considered when determining whether a project is suitable for receipt of funding:

· This program is designed to assist with the development of public infrastructure. Council has guidelines for the construction of sports amenity buildings, with the minimum size and function outlined in Council’s 2010 Sports Facility Plan. These guidelines aim to assist in ensuring that any new amenities are built to a standard that is cost effective for management and maintenance. All designs are also required to comply with the relevant Building Codes and Australian Standards, including disability access. Similar guidelines also apply to projects concerning Council’s parks and recreational facilities.

Community organisations seeking to construct such infrastructure are required to consult with Council staff, prior to submitting an application under this Program, to ensure that the proposed project meets these guidelines. Assessment of the application is conditional upon this consultation being conducted prior to submission of an application.

· Projects should have a community benefit that is clearly identifiable and where possible quantifiable.

· Projects funded must be distinctly identifiable, i.e. they must not be embedded so deeply into a project that you can not specifically indicate what Council’s funding was used for.

· Projects may be part of a multi-stage project

o If a project is part of a larger or multi-stage project, individual stages can be applied for, provided that details of all stages, including time-lines and commitments are supplied;

o A staged project must not be reliant on subsequent years funding;

o Where a stage of a larger project is applied for the project must be at a suitable point where if no further funding (any source) was applied then that project would appear suitably complete.

· Projects should align with the organisation’s goals and strategic plans and not just be a ‘good’ idea.

· It is conditional upon receiving a grant under this program, that the successful applicant will assume all normal commercial responsibility including public risk and/or any other appropriate insurance cover for the project. Council is to be noted as an interested party on all insurance certificates for the purposes of the grant.

9 . Application Process

The application process for the Community Capital Infrastructure Grants Program is as follows:

Step One Requests for Applications

· Council will advertise in local media and on Council’s website from 15 March 2017 for applicants to the Community Capital Infrastructure Grants Program.

· A public information session will be held to provide applicants with general information about the program, assistance with completing the application form and a list of Council staff that could provide further information.

· Applicants are requested to contact Council about their proposed project and budget by Friday 28 April 2017 prior to submitting an application.

· Applications are to close at 5pm Friday 5 May 2017.

· Should all the available funds not be allocated in the initial round, or funding allocations lapse; a second distribution of funds may be allocated in February.

· Applications received after the closing date will not be considered.

Step Two Receipt of Applications

Upon receipt of the application the following process will be followed:

· The application will be acknowledged as received in writing within 7 days of receipt of the application.

· Applications will be assessed to ensure that all sections of the application form are complete, all the relevant approvals / conditions are met and the required information is supplied. It is important that the entire application form is fully completed as incomplete application forms may not be accepted.

· Should an application not comply with the criteria, the organisation which submitted the application will be contacted by letter.

· If the application complies with the program’s eligibility criteria, then a report will be prepared with a recommendation for the Assessment Panel. This report may include an independent professional opinion, risk management assessment and financial assessment.

Step Three Consideration by the Assessment Panel and Council

· A decision by the Assessment Panel will be based on the eligibility, merit of the project in accordance with a triple-bottom line assessment (taking in to account social, economic and environmental factors), and the ability of the applicant organisation to manage the project. The application form reflects the information for this assessment.

· In the event of a member of the Assessment Panel having a direct interest in an application, they will not participate in the decision making process for that application only.

· A report is then submitted for formal approval by the elected members of Council.

· If approval is granted by Council, the applicant will be advised of the outcome in writing within 14 days.

· If not approved, then Council will write to the applicant advised that the project was not approved.

· The process of consideration and determination may take up to 60-90 days from the date of submission of the application.

Step Four Formal Documentation

· Council to prepare the formal documentation

· Payment is made in accordance with the agreement between Council and the applicant, for the project

Step Five Completion of Project

· Successful applicant to complete the project

Step Six Acquittal

· Formal notification of completion of the project

· Formal acquittal of the funds including completed financial statements

· Inspection by relevant Council officer for sign off

· Report to Council.

Application Process - Community Capital Infrastructure Grants Program

10 . Applicant’s Checklist for a Successful Application

In completing the application form, the applicant may need to provide a variety of documents and reports to support the application, which include:

q Project Determination and organisational acceptance

q Project scope / plan / concept prepared

q Identify project manager

q Project delivery time line

q Costings and quotes

q Financial details for project budget

q Application for grant funding – if applicable (outside of this grant program)

q Engineering Report (if required)

q Landholders consent (if required)

q Surveying (if required to identify exact location for development)

q Approvals (including permissions and approvals)

q Discussions with Council regarding financial factors

q Forward application to Council, to be received by the due date.

The above list is designed as a guide for applicants. The number of documents required will vary depending upon the size, scope and cost of the applicant’s proposed project. Some projects may require additional or alternative documents to support the application.