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Community Fund Grant Application
Application Pack for Projects Seeking
Over $5,000
Closing Date for Applications:
14 September 2018
1
APPLICATION SUMMARY
Overview
White Rock Wind Farm Community Fund aims to share the benefits of White Rock Wind Farm by
investing in the communities around the wind farm. The Funds are intended to provide financial
support for community-based initiatives, projects and events that produce lasting community
benefit and reflect local priorities.
The Community Fund targets a range of community needs including health and social welfare,
safety, environment, education and youth, sport and recreation, culture and heritage, arts and
economic development.
Who Can Apply
Applications are open to any not for profit or incorporated community-based organisations.
Project Duration
Projects receiving grant funding of $5,000 or over are required to be completed within 12 months
from signing the funding agreement.
Assessment Criteria
Applications will be assessed on their merits, based on their benefit to the community, perceived
suitability, the background of the applicant, etc. Projects will also be weighted according to their
proximity to White Rock Wind Farm with closer projects carrying more weight.
How to Apply
Applicants should complete the application form and complete and sign the checklist. For all
enquiries please phone Anna Watt on 02 6730 2317.
Post to: Deliver by hand to: Attention: Glen Innes Severn Council
WRWF Community Fund Application
c/- Glen Innes Severn Council
P.O Box 61
GLEN INNES NSW 2370
Glen Innes Severn Council
WRWF Community Fund Application
265 Grey Street
GLEN INNES NSW 2370
Email to:
Subject: WRWF Community Fund Application
All applicants will be notified in writing of their success, or otherwise, after the 26 October 2018.
Funds will be issued by cheque to the contact details provided on the application form.
Please Note: Applications received after 4.30pm on 14 September, 2018 will
not be accepted under any circumstances.
2
APPLICATION FORM FOR PROJECTS OVER $5,000
Before completing this form, please read the guidelines attached to this document. Please write legibly when completing this application form.
A: ORGANISATIONAL DETAILS
1. Name____________________________________________________________________
____________________________________________________________________________
2. Postal Address_____________________________________________________________
____________________________________________________________________________
3. ABN: __ __ __ __ __ __ __ __ __ __ __
4. Are you registered for GST? Yes No
5. What do you do? (brief description of who you are and what you do)
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
B: WHO DO WE TALK TO REGARDING THIS APPLICATION?
1. Name of Contact for this Application_____________________________________________
2. Position of Contact within the Organisation_______________________________________
3. Contact Details Work Phone__________________________________________________
Mobile Phone_________________________________________________
Email Address________________________________________________
3
C: PROJECT DETAILS
1. Name ____________________________________________________________________
2. Summary of the Project (250 words)?
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
3. Outcomes of the Project (250 words)?
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
4. Who will Benefit from the Project (250 words)?
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
4
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
5. Referring to the Eligibility Criteria and General Principles in the Guidelines, please describe
how your Project benefits the Community (250 words)?
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
6. Project Start Date_________________ Project Finish Date_________________
7. How much funding are you seeking? $__________________________________________
8. In what Zone is the Project located (see map in Guidelines)? A B C D E
5
D: PREDICTED BUDGET (ALL FIGURES MUST INCLUDE GST)
Please complete the following template or attach a separate budget sheet if required.
Income $ Value (incl GST)
Money provided by your organisation
Income from other sources
Funding from the WRWF Community Fund
In Kind Contributions
Materials
Volunteer Labour
Total Project Income $
Expenses
Materials
Labour
Promotion
Printing
Other (please list)
Total Project Expenses $
Note: Income and Expenses must equal each other.
Please attach further information if necessary.
6
CHECKLIST
Have You
Yes
No
Attached quotes for your project (if required)?
Identified the goal/s your project supports?
Identified the aim/s your project meets?
Organised for the bottom of this checklist to be signed and dated by the head of the organisation?
If you have ticked “no” to any of the above please explain why.
I hereby confirm that Information contained in our application is correct and accurate at the time of submitting for approval.
Signed:
Name:
Position in Organisation:
Date:
8
ACQUITTAL STATEMENT BY GRANT RECIPIENT
The Acquittal and Feedback Forms are to be completed and returned only once the project has been completed.
Organisation
Project
Amount Received
Certified by an authorised officer of the grant recipient organisation. I confirm that: An amount equal to the total Grant paid ($ ) has been expended on the Project in accordance with our original application and the WRWF Community Fund Guidelines. AND A complete set of financial records, or equivalent, relevant to the project have been maintained and are attached to this acquittal together with photos of the completed project. I hereby certify that I have the authority to sign this Acquittal Form on behalf of the recipient organisation.
Date:
Signature:
Name:
Position:
Please return the Acquittal and Feedback Forms to:
Post: Glen Innes Severn Council, WRWF Community Fund Acquittal Form, PO Box 61, GLEN
INNES NSW 2370
Email: [email protected] (Subject: WRWF Community Fund Acquittal Form).
9
FEEDBACK FORM
Did you have any problems completing the project on time/budget?
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Were there any unforeseen complications with the project?
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Can you suggest any improvements to the process of applying for funds?
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Were the applications forms and requested information too complex?
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Any other comments or suggestions?
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Thank you for any feedback you can provide, it is very helpful!
11
Introduction
The White Rock Wind Farm (‘WRWF’) Community Fund (‘the Fund’) has been established by
White Rock Wind Farm Pty Ltd. WRWF is committed to building and maintaining positive
relationships with the local community and aims to keep an open dialogue with local residents,
stakeholders and the wider community throughout all stages of the wind farm lifecycle. The Fund
is a key element of WRWF’s broader Stakeholder and Community Engagement Plan (the Plan).
The focus of the Plan is to successfully integrate the project into the local community and to work
towards equitably sharing the project benefits.
The annual allocation of funding is a voluntary contribution from WRWF and is based on $2,500
per commissioned wind turbine, per annum. An annual indexed increase of 2.5% is fixed for the
lifespan of the Fund.
These guidelines outline all details related to the role and function of the Fund. The guidelines
have been developed in collaboration with the WRWF Community Consultative Committee
(CCC).
Aim of the fund
The aim of the WRWF Community Fund is to financially support initiatives and projects that enrich
and enhance the local community.
Focus areas for the fund
Funding applications will be considered from all sectors, including but not limited to community
development, the arts, education and training (including scholarships through organisations),
health and wellbeing, sport, economic development, environment and sustainability.
Geographic area for the fund
Applications will be considered for projects located within a 50 km radius of WRWF as shown on
the map in Figure 1. Distance weighting will be applied to all projects according to the zone in
which the project is located e.g. zero to 10km from the windfarm (Zone A), 10km to 20km (Zone
B) etc. The applicant must list what zone the project will fall within.
Preference will be given to those projects closest to WRWF. This weighting will be considered
together with other selection criteria such as direct benefit to the community, demonstrated sound
financial management, etc. Further details on selection criteria are outlined in section 8.
12
Figure 1 WRWF Distance Bands (0 – 50 km) and Zone Identifiers (A – E)
Funding amounts
The Fund has three (3) grant categories:
1. Minor Grants are for applications seeking less than or equal to $5,000 (including GST) with
no minimum limit.
2. Major Grants (not infrastructure) are for applications seeking more than $5,000 (including
GST).
3. Infrastructure Grants are for applications seeking improvements to an existing asset or for
the development of a new asset and have no funding amount limit.
For all categories, the amount requested in Grant applications must be inclusive of GST.
13
The requested amount must be satisfactory to complete the proposed project. No additional
funding will be provided once funding is awarded.
Eligibility to apply for funding
The following groups are eligible to apply for funding:
Not-for-profit organisations, and
Incorporated community based organisations.
Projects where the core funding is the responsibility of government entities (including Federal,
State and Local Government and their business entities) are not eligible to apply for funding.
However, applicants of projects that have created partnerships with Local Government are eligible
to apply.
Additionally, applications seeking the following will not be eligible to apply:
1. Funding for ongoing operational costs (e.g. electricity),
2. Retrospective funding (e.g. costs incurred prior to award of funding), or
3. Components that have recurrent implications.
Individuals are not eligible to apply for funding.
Application process
Grant applications across the three categories can be applied for on an annual basis. The annual
application process will adhere to the following timeframes for the 2018 Fund allocation:
16 August 2018 – Applications open and advertised through local media, social media and
websites.
14 September 2018 – Applications close at 4.30 pm, review process begins.
26 October 2018 – Notifications sent to successful and unsuccessful applicants. Funds
distributed to successful applicants.
Organisations are limited to one application per year where they are the principal applicant.
Different applications forms will be used for each of the Fund categories. A short application form
will be used for all Minor Grant applications, a standard application form will be used for all Major
Grant applications and a request for detailed supplementary information application will be used
for all Infrastructure Grant applications. The potential size and complexity of projects applying for
an Infrastructure Grant means detailed information (quotes, building approvals etc.) will be
required for the application to be considered.
All applications must be received within the designated application period and late applications
will not be accepted. The selection panel may request further details or supporting documentation
in order for the application to be assessed.
All applicants will be notified within six weeks of closure of the application period. Unsuccessful
applicants can request feedback from the Committee. Unsuccessful applicants will remain eligible
to apply for future rounds of funding.
14
Successful applicants, the approved project and grant allocated will be advertised annually
through local media together with the total amount of applications received. Media on the progress
and outcome of the projects may also occur.
General principles for evaluating applications
The following general principles underpin the evaluation of all applications and may require
applicants to identify:
Purpose of the project.
Direct and indirect community benefits (including number of people benefitted).
Diversity of community demographics benefited.
Demonstrated viability of the project and the project proponent.
Duration of the project.
Current financial status of the project, e.g. other funding applications, prior and current
funding partners and demonstrated need for financial assistance.
Extent to which the project duplicates other programs/facilities in the area.
Demonstrated collaboration between organisations to maximise benefits e.g. partnership
with local government.
Where the project is situated within the 50 km geographic area criteria.
Reporting
Acquittal of project funds (including financial and project outcomes) must be completed within 12
months of receipt of funding or as agreed upon when funding is awarded.
Interim reporting may be required depending on complexity or scale of the project. This could
include quarterly reporting or reports following particular project milestones. The timing and form
of any required interim reporting will be determined in agreement with the applicant when funding
is awarded.
A final summary of the project must be provided to WRWF on completion of the project regardless
of the Grant category awarded. Unspent funds must be returned to WRWF for reallocation in the
next funding year.
Acknowledgement of White Rock Wind Farm
Successful applicants will be required to acknowledge the financial support provided by WRWF.
The specific requirements for acknowledgment will be agreed upon when funding is awarded.
These could include displaying logos in project material, acknowledgement in media releases,
newsletters or placement of plaques, signage etc. with costs covered in the project budget.
WRWF must approve the final wording and layout for any form of recognition to be used.
15
Governance of the Fund
A committee governs the Fund and oversees the grant process and disbursement of funds.
Committee members include members based on a skills and experience criteria, representation
from local councils, and representation from WRWF. Membership on the Committee is voluntary.
Community members who are able to demonstrate relevant skills and experience are eligible to
apply when expressions of interest are called through the local media.
Review of these guidelines
These guidelines have been developed in collaboration with the WRWF Community Consultative
Committee. It is intended that the guidelines be a living document that may be modified after
regular reviews by WRWF and the committee to ensure that the Fund remains current and
focused on equitably sharing of the project benefits.