/ CITY OF WHITEHORSE
COMMUNITY GRANTS PROGRAM
2018-2019 FINANCIAL YEAR
(1 July 2018 to 30 June 2019)

MINOR GRANT APPLICATION FORM

FOR GRANTS UP TO $5,000

(ONE APPLICATION PER ORGANISATION ONLY)

SUBMISSIONS OPEN MONDAY 26 FEBRUARY 2018

SUBMISSIONS CLOSE FRIDAY 6 APRIL 2018

This Grant Pack can be downloaded from Council’s Web Site at

IMPORTANT NOTICE - COMMUNITY GRANTS REVIEW

The City of Whitehorse is currently completing a review of the Community Grants Program. To ensure that funding under the Grants Program meets Council’s and the community’s needs and expectations into the future, the review will consider the overall purpose and focus of the Community Grants Program and will cover all aspects including objectives, eligibility and grant categories. Recommendations will be made to Councilin 2018 with a view to implementation of the new Grants Program for the 2019/2020 financial year.

IF YOU NEED HELP WITH THIS APPLICATION FORM

If you wish to speak to someone at the City of Whitehorse regarding Community Grants and have difficulty speaking English, please phone the Telephone Interpreter Service on 131 450 and ask to be connected to the Council’s Community Development Department on 9262 6434.

如果希望就社區撥款事宜與白馬市政府人員進行討論，但說英文有困難，請撥電話傳譯服務處，號碼131 450，要求接通市政府社區發展處，號碼9262 6434。

Αν θέλετε να μιλήσετε με κάποιον υπάλληλο του Δήμου Whitehorse σχετικά με τα Κοινοτικά Κονδύλια και δυσκολεύεστε στα αγγλικά, μπορείτε να τηλεφωνήσετε στην Τηλεφωνική Υπηρεσία Διερμηνέων στο 131 450 και ζητήστε τους να σας συνδέσουν με το Τμήμα Κοινοτικής Ανάπτυξης της Δημαρχίας στο 9262 6434.

Se desideri parlare con qualcuno presso la Città di Whitehorse riguardo alle sovvenzioni comunitarie e fai fatica a parlare in inglese, mettiti in contatto con il Servizio Interpreti Telefonico al numero 131 450 e chiedi di parlare con l’addetto della Sezione Sviluppo Comunitario del Comune (Council’s Community Development Department) al numero 9262 6434.

Nếu muốn nói chuyện với nhân viên tại Thành Phố Whitehorse về Tài Trợ Cộng Đồng nhưng không thạo tiếng Anh, xin quý vị điện thoại cho Dịch Vụ Thông Dịch qua Điện Thoại số 131 450, rồi yêu cầu họ liên lạc với Ban Phát Triển Cộng Đồng của Hội Đồng Thành Phố số 9262 6434.

CLOSING DATE

Applications for all cash grants close at 5.30 pm on Friday 6 April 2018 and any cash grant applications received after that date maynot be eligible.

現金撥款申請於2018年4月6日下午5.30截止，凡在此日後收到的現金撥款申請，均屬不合條件而將被退回。

Η προθεσμία υποβολής αιτήσεων για όλα τα κονδύλια σε μετρητά κλείνει στις 5.30μμ τη Δευτέρα, 6Απριλίου 2018 και οποιαδήποτε αίτηση για κονδύλιο μετρητών που θα ληφθεί μετά την ημερομηνία αυτή θα είναι άκυρη.

Tutte le richieste di sovvenzioni in contanti devono essere presentate entro le 17.30 del 6 aprile 2018 e qualsiasi richiesta di sovvenzione in contanti ricevuta dopo tale data verrà restituita perché ritenuta non valida.

Hạn nhận đơn xin tài trợ tiền mặt chấm dứt lúc 5 giờ 30 chiều ngày 6 tháng Tư năm 2018. Tất cả các đơn xin nộp trễ hạn đều là bất hợp lệ và sẽ bị gởi trả.

/ CITY OF WHITEHORSE
COMMUNITY GRANTS PROGRAM – MINOR GRANTS UP TO $5,000
2018-2019 FINANCIAL YEAR (1 July 2018 to 30 June 2019)

FUNDING PRIORITY WILL BE GIVEN TO ORGANISATIONS

  • Whose activities are consistent with one or more of the program objectives (See Page 5).
  • That can demonstrate their project or activity adds significant value to the City of Whitehorse and that their own contribution (eg volunteer hours providing a program or activity that would otherwise not exist) requires particular Council support
  • That rely on Council facilities as a base for their operations and have limited or no access to other sources of funding
  • That requires a particular type of facility which Council is able to provide, such as those with easy access for residents with disabilities.

THE COMMUNITY GRANTS PROGRAM DOES NOT FUND

  • Activities which Council regards as clearly the responsibility of other levels of government. For example activities or programs in the school system or hospital/health system.
  • Salary or wages in their entirety (i.e. ongoing salaried positions)– a portion of an overall grant may be directed towards salary or wages cost to implement a project or service.
  • Political, religious or spiritual activities.
  • Rental, lease or accommodation costs.
  • Individuals, sole traders OR profit making organisations
  • Capital Works/Expenditure Over $1,500 (see explanation below)

Cash grant funding is not available for capital items over $1,500

The grants program does not fund capital purchase such as land, buildings, building extensions, room extensions, building materials, vehicles, major equipment or installations of any type, storage, construction works, refurbishment, renovations, playgrounds, playground installations, retaining walls, shade cloths, landscaping, earthworks, computers, garden redevelopment or installations, water tanks, solar panels, computers and software, uniforms, musical instruments, equipment, resources or supplies of any sort which total more than $1500. Any requests of this nature or forequipment or supplies totalling over $1,500 will be deemed capital expenditure and will not be funded. You can make an application for equipment, supplies and resources but the total of your request must not exceed $1500. Applications for equipment or items similar to those listed above can be made on this Minor Grant application form BUT must not total more than $1500.

PROOF OF FINANCIAL STATUS MUST BE INCLUDED WITH YOUR APPLICATION. YOU WILL NEED TO ATTACH ONE OF THE FOLLOWING:

(See Checklist onPage 6 for details of information required)

  • Balance Sheet AND Summary of Income and Expenditure for the last financial year,
  • ORCopy of most recent audited accounts,
  • OR Copy of last financial year’s annual report (including financial statements)

/ CITY OF WHITEHORSE
COMMUNITY GRANTS PROGRAM – MINOR GRANTS UP TO $5,000
2018-2019 FINANCIAL YEAR (1 July 2018 to 30 June 2019)

ENVIRONMENTAL SUSTAINABILITY

Whitehorse City Council is committed to becoming a leader in sustainable practices through building a sustainable environment, sustainable community and sustainable economy. Council’s Sustainability Strategy outlines key priority areas aimed at protecting and enhancing our environment and community and Council values partnerships and relationships established to achieve sustainability outcomes.

ACKNOWLEDGEMENT OF COUNCIL SUPPORT

A Condition of receiving a Community Grant is that written acknowledgement of Council’s contribution to your organisation be included in publications, advertising material, annual reports etc.

PRIVACY NOTIFICATION

The personal information requested on this form is being collected for the purpose of assessing, processing and allocating Community Grants. The information will be used solely by Council for that primary purpose or directly related purpose and will not be disclosed to any other party except as required by law. If you fail to provide the requested information your grant application may not be considered for funding. Your personal information held may be accessed by you by contacting Council’s Social Planning Officer, Ms Julie Lyons, on 9262 6434.

HUMAN RIGHTS LEGISLATION

Council is committed to the principles contained in the Victorian Charter of Human Rights and Responsibilities Act 2006 that came into full effect on 1 January 2008. The City of Whitehorse Community Grants Program considers human rights in all of its decision making processes.

SUBMISSION

Post or deliver the completed Grant Application Form so that it reaches Council NO LATER THAN 5.30 pm on Friday 6 April 2018. Council’s postal address is Locked Bag 2, Nunawading Delivery Centre, 3131 and the street address is 379-397 Whitehorse Road, Nunawading, 3131.

ENQUIRIES

Please direct any enquiries concerning Council’s Community Grants Program or any questions that you may have in completing this application form to Council’s Social Planning Officer, Ms Julie Lyons, on 9262 6434

TIMELINES

26 February2018(Monday) / Submissions Open and grant packs available from Council service centres or
6 April 2018
(Friday) / Closing Date. APPLICATIONS MUST BE SUBMITTED BY THIS DATE – NO LATE APPLICATIONS ACCEPTED
April/May 2018 / Assessment Process
June 2018 / Consideration by Councillor Panel
July 2018 / Adoption by Council & Notification of Groups
August 2018 / Payment of community grants to successful applicants completed.
/ CITY OF WHITEHORSE
COMMUNITY GRANTS PROGRAM – MINOR GRANTS UP TO $5,000
2018-2019 FINANCIAL YEAR (1 July 2018 to 30 June 2019)

COUNCIL PLAN

The Council Plan 2017-2021 provides a framework for Council budgetary and planning decisions:

  • To support a healthy, vibrant, inclusive and diverse community.
  • To maintain and enhance the built environment to ensure a liveable and sustainable city.
  • To protect and enhance open space and natural environments
  • To provide strategic leadership and open and accessible government
  • To support a healthy local economy

Strategic Direction 1 states the health and wellbeing of the Whitehorse community is a key priority and working with the community is critical to ensuring the delivery of, and access to services and programs that are sufficiently flexible and adaptable to meet the needs of a diverse and changing community.

OBJECTIVES

The Community Grants Program supports the community by facilitating the provision of services, programs, activities and events that meet community needs, provide value for money, promote and strengthen community spirit and celebrate Whitehorse’s heritage and diversity. The Grants Program has four objectives:

  • To support community organisations to provide services, programs, activities and events which meet the social, cultural, economic, recreational and development needs of residents.
  • To foster a sense of community identity across the City of Whitehorse and improve community linkages.
  • To maximise access to services, programs, activities and events by people who have had limited participation in these activities to date
  • To encourage co-operation between organisations leading to enhanced service delivery and more efficient use of resources

ESSENTIAL CRITERIA -

You MUST be able to tick YES to all the Essential Criteria to be eligible for a Grant. / YES / NO
Your organisation is not-for-profit
The proposed activity or project will take place in the City of Whitehorse
Your organisation is a registered not-for-profit (ie incorporated or auspiced by an incorporated body or registered with the Australian Charities & Not-For-Profit Commission)
Your organisation has a minimum $10 million public liability insurance or is covered by an auspicing body.
The proposed activity or project is NOT of a religious or spiritual nature.
The proposed activity or project is NOT of a political nature
The proposed activity or project is NOT the responsibility of another level of Government (ie in the Education or Health System for example)
Your organisation has a GENUINE need for financial support from Council

PREFERRED CRITERIA

You MUST be able to tick YES to three out of four Preferred Criteria to be eligible for a Grant. / YES / NO
Your organisation is based or holds its regular meetings in the City of Whitehorse
Your organisation has a majority of Whitehorse members
Your proposed activity meets one or more of the Community Grant objectives listed above and is responding to a demonstrated community need
Your organisation has the ability to conduct the proposed activity or project and manage its financial aspects

ESSENTIAL DOCUMENTATION

You MUST be able to provide all the required documents and attach them to your application – SEE CHECKLIST ON NEXT PAGE FOR ESSENTIAL DOCUMENTATION / YES / NO
PROOF of current Public Liability Insurance for your organisation for a minimum $10 million
PROOF of Not-For-Profit status
COPY of yourlatest financial records
CHECKLIST BEFORE SUBMITING YOUR APPLICATION / Tick ALL
You have ticked YES for ALL the Essential Criteria
You have ticked YES for THREE out of FOUR Preferred Criteria
You have answered ALL the questions in the application relating to your organisation’s details (Page 7)
You have answered ALL the questions in the sections of the application relating to your grant request
You have COMPLETED the budget component of the application on Page 12 (which must add up to the total you have requested in grant funding)
TWO representatives of your organisation have signed the grant application on Page 12
You have ATTACHED proof of current public liability insurance showing current dates of cover ie a Certificate of Currency for a minimum $10 million
Note:
  • Invoices from Insurance companies, payment slips, renewal notices or insurance product schedules are NOT proof of current cover, nor are Certificates of Currency that are out-of-date

You have ATTACHED proof of your registered not-for-profit status
Note: You can provide print-outs from
  • Victorian Consumer Affairs Website Incorporations Register Search ( or
  • Federal Government Australian Business Number Lookup website ( or
  • Australian Charities & Not For Profit Commission website (

You have ATTACHED your financial records
Note: Financial Records can include
  • Latest Annual Report including Financials or
  • Latest Profit & Loss Statement & Balance Sheet or
  • In the case of very small organisations latest Income & Expenditure records and bank account balance information

 / THIS IS IMPORTANT
DO NOT SUBMIT YOUR APPLICATION UNLESS YOU HAVE TICKED ALL ABOVE ITEMS
If you do not provide the requested documents, your application will not proceed to be assessed for a community grant.
/ APPLICATION FOR MINOR COMMUNITY GRANT
2018-2019 (FOR GRANTS UP TO $5,000)

FUNDING SERVICE AREAS

Applications for Minor Community Grants may be made in the following service areas.

Please tick ONEservice area to which your grant submission applies. 

Older Persons Activities
Community Wellbeing & Safety
Recreation & Leisure
Arts & Culture
Environmental Sustainability
One-off Seeding Funding
Minor Capital Items ($1500 Total)
Includes ALLrequests for equipment, resources, uniforms, musical instruments, miscellaneous items and supplies, storage units, computers, software, garden, landscaping or building related items or any requests similar in nature MAXIMUM FUNDING AVAILABLE IS $1,500. ( Refer Page 3)
PLEASE DO NOT MAKE REQUESTS FOR THESE ITEMS TOTALLING MORE THAN $1500

YOUR COMMUNITY GROUP DETAILS PLEASE PRINT CLEARLY

Name of organisation (in full)
Is your organisation known by another name
Address of organisation
Postal address for correspondence if different from above
Address of meeting place in Whitehorse if different to address of organisation
Australian Business Number (ABN)
Incorporation Number & Date
How long has your organisation been operating
If not incorporated, under which organisation are your auspiced?
Is your organisation GST registered?
Name of contact person for enquiries and correspondence
Position of contact person
Phone of contact person
Email of contact person
How many individual members in your organisation?
How many of your organisation’s members are Whitehorse residents? (Give a number not a %)
Describe your organisation’s core business (ie what does your organisation mainly do?)
GRANT REQUEST DETAILS – MINOR GRANTS UP TO $1500
SECTION 1 –APPLICATIONS FOR EQUIPMENT, RESOURCES, SUPPLIES & MINOR CAPITAL ITEMS (See Explanation Page 3 – Maximum Funding $1500)- COMPLETE Pages 8 and 12 only.
What $ amount you are requesting from Council for Minor Equipment/Resources? DO NOT INCLUDE GST.
NOTE - This is the amount that you put in Section 3 BUDGET of this application form (on Page 12).
List the items, resources or equipment that you wish to purchase (You can attach further information to this application)
What is the total cost of the equipment and resources if more than $1,500? (Note Council will only contribute up to a maximum of $1,500).
If the cost of the equipment or resources is more than $1500, where is the additional funding coming from? (ie your organisation? or another source?) Explain.
If you are not allocated the full amount of funding you have requested, what is the minimum amount of funding that would enable you to go ahead with purchase of equipment/resources?
Explain in detail why your organisation needs Council assistance to purchase these items?
What specific target group in the City of Whitehorse will benefit from your organisation making this purchase? IeWho are your targeted client group and why? (low income, ethnicity, gender, older persons)
How will this equipment purchase respond to a demonstrated need within the community and why it is an effective strategy to address the identified need? (Ie How does this purchase respond to need in the Whitehorse Community?).
List at least TWO benefits to your organisation, its members or the Whitehorse community from the purchase of the requested equipment/resources.
PLEASE GO TO PAGE 12 AT THE END OF THIS FORM AND COMPLETE ALL SECTIONS 3, 4 AND 5.
GRANT REQUEST DETAILS – MINOR GRANTS UP TO $5,000
SECTION 2 – APPLICATIONS FOR PROGRAMS, SERVICES, ACTIVITIES AND EVENTS - COMPLETE SECTIONS 2, 3, 4 AND 5 (Pages 9 to 12 inclusive)
Funding Request Title
How much funding ($) are you requesting for this project/activity/service/event
DO NOT INCLUDE GST.
NOTE - This is the amount you put in the budget section under INCOMEon Page 12.
What is the total cost of your project, activity, service or event?
(If more than the requested amount, is additional funding is being provided by your organisation or another funding body? - EXPLAIN)
What is the length of your project, activity, service or event ?
When will it start, when will it finish etc.
What specific client target group in the City of Whitehorse is your project, activity, service or event aimed?
How many people in the client target group do you expect to participate in your project, activity service or event?
How many of the proposed participants above are (or are likely to be) Whitehorse residents?
Explain in detail the service, project, activity or event for which you are seeking funding.
SECTION 2 CONTINUED – MINOR CASH GRANT- UP TO $5,000
List TWO objectives you are hoping to achieve in undertaking this activity, service, project or event.
Does your project, activity or service benefit or target people who have limited access to community resources or activities due to disability, low income, ethnicity, gender or isolation?
Who are your targeted client group and why?
Explain how the proposed project, activity or service is responding to a demonstrated need within the community and
Why it is an effective strategy to address the identified need. (ie How does this project respond to need in the Whitehorse Community?).
Why does your organisation need Council support in the form of a Minor Community Grant to undertake this project or activity?
What experience does your organisation have in running projects or activities such as the one you are proposing?
Will any other community organisations be working with you on this project or activity? If so, list them and the role they will have.
How do you propose to evaluate the project, activity or service at its completion? (Ie participant surveys).
SECTION 2 CONTINUED – MINOR CASH GRANT- UP TO $5000
Have you sought financial assistance for this project, activity or service from other sources? If successful, provide details, including levels of funding.
Financial Sustainability – ONLY ANSWER IF YOUR ACTIVITY IS LIKELY TO RUN FOR MORE THAN 12 MONTHS. How will you sustain the project or activity beyond the life of the community grant?
Environmental Sustainability. Whitehorse City Council is committed to becoming a leader in sustainable practices through building a sustainable environment, sustainable community and sustainable economy.
Detail any environmentally sustainable initiatives that your organisation has undertaken or is proposing to undertake.
The Victorian Charter of Human Rights and Responsibilities came into full effect in January 2009
How does your organisation take into consideration the principles of Human Rights when it is planning and implementing programs, activities and services?
If you are not allocated the full amount of funding you have requested, what is the minimum amount of funding that would enable your project or activity to go ahead and why?
Any other comments you wish to make in support of your application for a Minor Community Grant.
SECTION 3 – BUDGET – ALL MINOR CASH GRANT REQUESTS
PLEASE LIST ITEM OR ITEMS YOUR GRANT IS GOING TO BE SPENT ON (NO GST). DO NOT INCLUDE ANY INKIND CONTRIBUTIONS (See Table below for any INKIND contributions)
ITEM / AMOUNT (NO GST)
1 / $
2 / $
3 / $
4 / $
5 / $
6 / $
7 / $
8 / $

TOTAL MINOR CASH GRANTREQUEST / $
PLUS ANY CASH CONTRIBUTION BY YOUR ORGANISATION
(no GST) / $
TOTAL COST OF PROJECT ACTIVITY AND EVENT
(no GST) / $
SECTION 4 - INKIND BUDGET (IF APPLICABLE)
List any INKIND support your organisation will be providing towards this project or activity(ie non-cash support in the form of goods, services or labour)
ITEM / ESTIMATED INKIND VALUE (No GST)
1 / $
2
3 / $
4 / $
ESTIMATED VALUE OF INKIND SUPPORT (IF APPLICABLE) / $
SECTION 5 – DECLARATION (Two authorised representatives to sign)
We, the undersigned, certify that the information contained in this application is a true record of our intentions and financial status and agree to acknowledge Council Support as required on Page 4 if this application for a Minor Community Grant is successful.
……………………………………… Signature
……………………………………. Print Name
………………………………….…… Position
………………………………………..….Date / ……………………………………..………… Signature
……………………………………..………. Print Name
……………………………………………..… Position
………………………….……………………….….Date

Page 1 of 12City of Whitehorse Minor Grant Application