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CITY OF GREATER GEELONGCOMMUNITY ARTS GRANTS (Professional Development)GUIDELINES

The City of Greater Geelong is a municipality with great cultural strengths. Council is working to build on these strengths, and position the City as an exciting cultural centre of innovation and excellence.

The Community Arts Grants Program helps achieve this goal, and is underpinned by the following Strategic Directions referred to in the City of Greater Geelong’s City Plan 2013-2017:

‘Community Wellbeing’ Priority Areas:

• ‘Connected, Creative and Strong Communities’

‘Growing Our Economy’ Priority Areas:

• ‘A Prosperous and Innovative Geelong’,

• ‘A Successful and Vibrant City Centre’ and

• Greater Geelong is a Leading City for Tourism, Arts, Culture and Events’.

What are Community Arts (Professional Development) Grants?• This grant program aims to support locally based professional artists, arts or heritage workers and volunteer arts

community workers to participation in professional skills development activities occurring outside the municipality – including intrastate, interstate or overseas travel. Except in special cases, grant funds will target activities that are not available within the municipality.

• Applicants must provide a strong rationale as to why funding is necessary, should provide excellent references from at least three relevant arts, culture or heritage bodies/representatives, and should demonstrate how their participation in the activity will result in long-term cultural benefit to the Geelong region, its artists or arts or heritage organisations.

APPLICATION PROCESS

All applications are submitted online via a link provided at the Expression Of Interest sessions. Contact the Arts & Culture Department on 5272 4878 if you require assistance.

APPLICATION TIMELINESApplications will be accepted until midnight on the final day of each round. N.B. Incomplete submissions will not be accepted.

Grant Rounds 2016/2017 Information Sessions Grant Round Dates Outcome Announcement Dates

Community Arts Grants (Quick Response) RoundandCommunity Arts (Professional Development) Round

By arrangement: Phone 03 5272 4878

Opens 1 OctoberCloses 31 AprilSubject to availability of funds.

Within (approx) four weeks from submission date

COMMUNITY ARTS GRANTS (5/2016) PAGE 1 of 10All rights reserved.  No part of this document can be reproduced except for the purposes of this grant program.

COMMUNITY ARTS GRANTS (Professional Development) - SECTION 1: GUIDELINES

ELIGIBILITY

Eligible Applicants Ineligible Applicants

• Individuals / Sole traders. Professional artists or arts organisation volunteers residing permanently within the Greater Geelong municipality can apply for funding under this program.

• Members of an arts, culture or heritage organisation, representing themselves.

• Groups.

• Commercial entities and businesses.

• People with outstanding debts or arrears to the City of Greater Geelong.

• People who have not returned a satisfactory Acquittal to Council for all previous funding.

Legal and Taxation Requirements:• All applicants must have an Australian Business Number (ABN) or provide a completed Statement by a Supplier Form*.

(written advice from the Australian Tax Office that no withholding tax is required from the grant payment)

• *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 to “The Arts & Culture Department” within one w 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.

Privacy Information• The personal information on Grant Application Forms is collected by Council for the primary purpose of processing your

grant application. Should you wish to access this information, you may contact Council on 5272 5272.

• Council will publicly report grants awarded on an annual basis.

How Much Can You Apply For?• Applicants to Community Arts Grants (Professional Development) can apply for amounts of up to $1,000 subject to

availability of funds.

• These funds are drawn annually from the Community Arts Grants program (for further detail, visit www.geelongcity.vic.gov.au/arts) .

What Can You Apply For?

Activities Considered For Funding What will NOT be Funded

In general, grants awarded within this program should be used for the reimbursement of travel and accommodation costs or registration fees relating to the applicant’s participation in:

• Cultural or Heritage conferences• Professional or skills development programs• Training programs in arts business and/or admin

skills• Arts mentorships• Residencies • Other cultural learning activities for individuals (not

formal study courses). Travel for the purposes of networking leading to the programming of professional arts activities within the municipality may also be appropriate in selected instances.

• Submissions from applicants under the age of 18;

• Certificate courses or qualifications;• Study expenses;

• Additional expenses not specifically allocated for reimbursement of travel, accommodation and registration costs, e.g. Meals and drinks, dry-cleaning and other hotel services, product/merchandise purchases, etc;

• Expenses not directly related to the development opportunity.

• Activities which will commit future Council funds to ongoing operational or other funding;

• Salaries and wages for delivery of arts projects or festival activities (may be eligible for funding under the Community Arts Grants or Community Festivals Grants Program);

• Activities that have already taken place prior to the grant application being acknowledged as successful.

How Are Applications Assessed?

COMMUNITY ARTS GRANTS (ARTS PROJECT) (6/2011) PAGE 2 of 12All rights reserved.  No part of this document can be reproduced except for the purposes of this grant program.

COMMUNITY ARTS GRANTS (Professional Development) - SECTION 1: GUIDELINES

Eligible applications are assessed against this set of common criteria by a cross-departmental panel of Council officers, who review each submission before recommendations are sent to the General Manager Investment and Attraction for approval.

In order to ensure a level playing field, all applications are scored against a common set of criteria, as follows:

CRITERIA RELATED QUESTIONS

Benefit to local Cultural Life 25%

• Considers the artistic and cultural merit of the specific activities that will take place. Applicants must provide a strong rationale as to why funding is necessary, and should demonstrate how their participation in the activity will result in long-term cultural benefit to the Geelong region, its artists or arts or heritage organisations.

• Explain how you believe your participation in this activity will result in long-term cultural benefit to the Geelong region or its arts, cultural or heritage workers. (100 word limit)

• What are the planned activities? Please (You will also be required to enter matching amounts in the budget section)? (100 word limit)

• How will you share your learning with the Geelong Arts Community after your activity? (50 word limit)

Benefit to the Applicant 25%

• Considers what the project will actually do for the applicant, their arts practice or the sponsor organisation, including what specific skills will be acquired.

• Describe the specific part/s of the activity in which you wish to participate: What will you be doing during this activity? (50 word limit)

• Skills Development Opportunity - What specific skills will this opportunity provide/develop or enhance. (50 word limit)

• Describe the direct effect this activity will have on you and your arts, culture or heritage work, (other than gaining skills) , and what that will look like? (100 word limit)

CV / References / Letters of Support 25%

• Considers the suitability of the applicant to receive funding in the context of their standing in the community/industry/cultural sector they are representing. Applicants must provide excellent references from at least three relevant arts, culture or heritage bodies/representatives.

• Upload your CV (clearly showing your Arts, Culture or Heritage involvement).

• Upload a minimum of three references/letters of support from relevant arts, culture or heritage organisations or representatives that indicate their support of your participation in this opportunity.

Level of Need/Economic Impact 25%

• Considers the reasons for doing this activity, why financial support for the Applicant is necessary or desirable.

• Why is it necessary for you to participation in this activity? (100 word limit).

• Budget – (very important).

Amendments to Grant RequestFunds are allocated on the basis of information provided in your Application. If you wish to change how you will spend grant funds, change the dates of travel, withdraw from participation in the activity event, or if grant funds cannot be expended within the agreed timeframe, you must contact the Arts & Culture Department immediately to request approval for changes, or to arrange to return grant funds if appropriate.

Project Evaluation• Allocated funds must be expended within 12 months of receiving the funding, unless otherwise negotiated.

• Funds must be spent as indicated in the application (unless a variation request is submitted and approved before funds are used).

• The Acquittal Form is found online via your grant application login on SmartyGrants, or www.geelongaustralia.com.au, and must be submitted within 4 weeks of the concluding date of the funded activity. Individuals who do not submit an Acquittal Form will be ineligible for future City of Greater Geelong grants.

• As part of their acquittal, grant recipients must be able to discuss the ways the community are to benefit from the completed professional development activity.

COMMUNITY ARTS GRANTS (ARTS PROJECT) (6/2011) PAGE 3 of 12All rights reserved.  No part of this document can be reproduced except for the purposes of this grant program.

COMMUNITY ARTS GRANTS (Professional Development) - SECTION 1: GUIDELINES

• Copies of receipts MUST be provided for all grant-funded activities. Grant recipients will be required to refund any monies that is unspent, spent inappropriately, or for which a receipt is not provided.

BudgetThe Budget should be as accurate as possible. The budget must:

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

• clearly show personal cash contribution to the activity. It is usually expected that applicants will contribute a reasonable proportion of the activity cost.

• show precisely what grant funds will be spent on.

Funding Agreement• If your application is successful, you will be contacted by phone, and sent an official advice letter, Funding Agreement

and EFT form by Email.

• The agreement will outline the standard conditions of grant funding, plus any special conditions which may be applied.

• Please sign and return the agreement promptly along with your Tax Invoice to Arts & Culture Department, for the amount in the notification. (scanned and sent by email preferred)

• Payment will then be made directly to your nominated back account (usually within approximately 14 days of receiving an invoice)

Please Note The Following:• Activities that are the same or similar to a previous year’s application will generally not be funded again.

• The amount approved may differ from that requested subject to budget assessment and available funds.

• Allocated funds must be used within 12 months of payment, unless otherwise negotiated in writing.

• Check that you have chosen the correct grant program for your activity. Council offers a variety of funding programs aimed at assisting the community with specific activities. See below for information on these other programs.

• Grant funds can not be paid until a Tax to “The Arts & Culture Department has been received.

COMMUNITY ARTS GRANTS (ARTS PROJECT) (6/2011) PAGE 4 of 12All rights reserved.  No part of this document can be reproduced except for the purposes of this grant program.

SAMPLE APPLICATION FORM - FOR REFERENCE ONLY

ELIGIBILITY

About YouTitle First name Surname

Applicant’s Street Address:Number. Street name

Suburb/Town State Postcode

The Applicant must be a permanent resident of the Greater Geelong Municipality to be eligible for this grant program.

Mobile Phone Number (preferred)

Other Business Hours Phone

(Please note: It is important to provide more than one phone number to be sure we can reach you.) Email (essential):

Must be a valid email address that you will check regularly for important notices about your application.

Websites that show your arts practice activity (if available):

If you are applying as a volunteer staff member of an Arts Organisation, use the organisation website here.

About Your Arts Practice, Cultural or Heritage Organisation

The Name of your Practice / Organisation you represent:

Sole Traders – may be your own name. If you are applying as a volunteer staff member of an Arts Organisation, use the organisation name here.

What is the main art/culture/heritage activity you work with?

If your practice extends across more than one artform, list the one that is the subject of the development activity. e.g. Sculpture, Contemporary Dance, Cultural Heritage etc.

For how long have you been involved in this cultural activity?

Number of Years

Please provide a short list of highlights from your arts, cultural or heritage career.

If applying as a volunteer or nominated person for an arts organisation, please tell us about your role and past similar roles. Please also tell us why you have been nominated for this opportunity

Upload your Professional Arts CV:

For Community Volunteers, a letter detailing your involvement with the community is acceptable. Accepted file types: doc, docx, pdf, jpg. Please call the Arts & Culture department if you require technical assistance.

Geelong Region Arts Atlas:

Is your Arts practice listed on the (Free) Geelong Region Arts Atlas?

Yes No

Promote your arts practice, venue or events for free at www.artsatlasgeelong.com.au

How urgently do you require a decision? (min 4 weeks)

Please tell us if a critical milestone is dependent on this funding by a specific date e.g. booking deadline or financial commitment date that will compromise the activity if a delay in funding notification occurred. (N.B. applications require minimum of four weeks to process)

Legal and Taxation Requirements:

ABN and GST(a) ABN (Australian Business Number) If you are making this application as a volunteer arts worker, you may use the ABN of the organisation for which you volunteer.

(b) Please be aware that if you do not provide either an ABN or a Statement by a Supplier Form, Council is obliged to send 48.5% of your allocation directly to the Australian Tax Office (ATO).  The correct form can be obtained by following this ATO link:  Statement by Supplier Form.

Attach a completed Form (if applicable)

SAMPLE APPLICATION FORM - FOR REFERENCE ONLY

The grant system automatically identifies if the ABN provided is registered for GST. If you are registered for GST and you are allocated funds, Council will pay an additional 10% to accommodate the GST.

ASSESSMENT

1. Benefit to local cultural life (25% of total score)

(a) Activity Title - MUST use the set format:

Action/Title/Location/Date range - e.g. "Attend the Arts Practice Masters Seminar, in London, England from January 2-15, 2016".

(b) Upload evidence of the activity e.g. brochures/marketing material, program or session list. File Upload

(c) Explain how you believe your participation in this activity will result in long-term cultural benefit to the Geelong region or its arts, cultural or /heritage workers:

Must be no more than 100 words.

(d) How will you share your learning with the Geelong Arts Community after your activity?

What form will your Public Outcome take? e.g. lecture, workshop/s, performance? Must be no more than 50 words.

2. Benefit to the Applicant (25% of total score)

(a) Describe the specific part/s of the activity in which you wish to participate:

Must be no more than 50 words.

(b) What specific skills will this opportunity provide/develop or enhance, and what that will look like?

Must be no more than 100 words.

(c) Describe the direct effect this activity will have on you and your arts, culture or heritage work, (other than gaining skills).

Must be no more than 100 words.

3. CV / References / Letters of Support(25% of total score)

Provide at least three letters of support/references from relevant arts, culture or heritage bodies/representatives that indicate their support of your participation in this opportunity.

(a) Upload at least three letters of support from relevant arts organisations, clearly stating how your participation will benefit the community. File Upload

Letters of Support should: be on the provider's letterhead and signed, be specifically written in support of this application, state clearly why the organisation recommends support for the applicant to participate in the proposed activity.

REQUIRED - Please label each document clearly with organisation and name of provider before uploading. Only PC format documents (e.g. Microsoft Word), RTF, PDF and .JPG formats accepted. We are not able to read Apple .pages files.

Contact the Arts & Culture department if you require technical assistance.

(b) Comment about your support material (Optional).

4. Level of Need / Economic Impact(25% of total score)

(a) Why is it necessary for you to participation in this activity?:

Must be no more than 50 words.

Total amount you are asking for, to the nearest $100 only? (Max $1,000)

$You will also be required to enter this in the budget section.

(a) How (exactly) do you plan to use the grant funds?

SAMPLE APPLICATION FORM - FOR REFERENCE ONLY

What specifically will you use the grant funds for? You will also be required to enter matching amounts in the budget section. Must be no more than 150 words

(b) How urgently do you require a decision?

Please tell us if a critical milestone is dependent on this funding by a specific date e.g. booking deadline or financial commitment date that will compromise the activity if a delay in funding notification occurred. (N.B. applications require minimum of four weeks to process)

a) Explain how you believe your participation in this activity will result in long-term cultural benefit to the Geelong region or its artists/arts workers.

Please keep your response specific to the influence of your participation in this opportunity, on the local arts community and wider community. Please limit your response to 250 words.

The Arts and Culture Department is interested in the results of your participation in the activity.Please provide an opportunity for us to observe the results of your learning. For example, provide invites to attend a presentation, workshop, public showing or performance directly related to your Professional Development activity.

N.B: You are not expected or required to create an event specifically for this purpose, but we would like to be invited to observe how your learning has been applied to your Arts Practice.Proposed Outcome Date:

Approximate date you will invite official guests to attend a presentation/workshop/public showing or performance related to your Professional Development activity.

1. Benefit to Applicant(20% of total score)

Explain how you believe your participation in this activity will advance your artform practice:

Describe the direct effect this activity will have on you and your arts practice, other than gaining skills. N.B. Skills will noted in question 4 (below). Please limit your response to 250 words.

2. Level of Need(20% of total score)

Why is this funding necessary for your participation?

Tell us why you need this funding in particular to participate in the activity? This relates to why you could not afford to participate without support. Make a case for the support. Please limit your response to 250 words

3. Skills Development Opportunity(20% of total score)

What skills do you intend to gain/develop from this activity?

Please explain which specific skills this opportunity will provide/develop or enhance, and what that will look like. Please limit your response to 250 words.

SAMPLE APPLICATION FORM - FOR REFERENCE ONLY

NOTE : THIS DOCUMENT IS NOT AN APPLICATION – To apply, you must contact the Arts & Culture Department for a link to the Online Application Form.

Continued over…

Budget(b) Please detail all income and expenditure required to participate in the activity and detail all costs associated with your professional development activity.

Change any of the suggested labels to the specifics of your activity, and add as many extra rows as you need.

Total Income MUST equal Total Expenditure.

INCOME Please list ALL sources of income

EXPENDITUREPlease list ALL costs required for your participation

Nb. Mark confirmed income sources using the selection box next to each item. X Nb. Show how you will spend the grant funds using

the selection box next to each item. X

Amount requested in this application $ Registration Fees $

Other grants and donations $ Workshop Fees $

Amount that you will provide $ Airfares $

Other (specify) $ Accommodation $

Transport costs

(taxi, car rental, etc.)$

Meals $

Workshop related materials (not

eligible)$

Other (specify) $

TOTAL INCOME* (Must equal Total

Expenditure)$

TOTAL EXPENDITURE* (Must equal

Total Income)$

Need any help completing your application?Please contact the Arts & Culture Department on 03 5272 4703 who can provide you with assistance and further information about your application and this program.

Funding Agreement If your application is successful, you will be contacted by phone, and sent an official advice letter, Funding

Agreement and EFT form by Email.

The agreement will outline the standard conditions of grant funding, plus any special conditions which may be applied.

Please sign and return the document by post return the agreement promptly along with your Tax Invoice to Arts & Culture Department, for the amount in the notification. (scanned and sent by email preferred)

Payment will then be made directly to your nominated back account (usually the following Thursday).

NOTE : THIS DOCUMENT IS NOT AN APPLICATION – To apply, you must go to www.geelongaustralia.com.au/grants and follow the grant program links to an Online Application Form.

COMMUNITY ARTS GRANTS (Professional Development)SECTION 3: Sample Funding Agreement (For Reference Only)Please read, and sign the second page of this agreement.

THIS AGREEMENT IS MADE BETWEEN GREATER GEELONG CITY COUNCIL ABN 18 374 210 672 (“the Council”) of 30 Gheringhap Street, Geelong and (Insert Name)

(“the Applicant”) of

Number Street Name

Suburb/Town State Post code

PROJECT TITLE

Application Reference:

Funding Amount Approved: Office use only

$ Ex-GST

BACKGROUNDA The Council makes funds available for community programs

and activities each year for the benefit of residents of, and for activities that take place in, the City of Greater Geelong Municipality.

B The Grant Program criteria must be met by the Applicant before funding is provided as set out in this Agreement.

AGREEMENT1. This Agreement will only take effect if the Applicant’s

submission is approved by the City of Greater Geelong General Manager Community Services, under Delegation.

2. Any variation of this Agreement shall only be made in writing between the parties.

3. The Council reserves the right to:a. refuse funding to any applicant;b. provide the applicant with a different amount than that

requested in the application;c. impose additional *Special Conditions on the

Agreement;d. stage or otherwise customise funding to any applicant;e. discontinue funding at any stage, for any reason;f. recall funding in whole or in part, for any reason;g. request progress reports from the Applicant during the

period of the activity; h. undertake an independent audit of the financial books

and records of the Applicant.4. The Applicant confirms and agrees that:

a. It is a Not-For-Profit incorporated association or a natural person authorised by the incorporated association to enter into this agreement;

b. Activities arising from the grant allocation will take place within the City of Greater Geelong and/or benefit City of Greater Geelong residents and workers;

c. It will obtain any necessary Council permits or other permits required for the event/program to take place;

d. It will spend any funds granted by Council on the approved activity;

e. It will not make any significant changes to the activity or how the funds are allocated unless such changes are requested in writing and subsequently approved in writing by Council;

f. It will spend any funds provided under this agreement within 12 months of the date of this agreement, unless an extension is requested in writing and subsequently approved in writing by Council;

g. It will complete an Acquittal process for the grant within one month of the conclusion of the activity;

h. It will return to Council any funds not spent on the activity as originally detailed in the budget submitted;

i. It will maintain accurate financial records of the recipient organisation, and make these records available to the staff of Council in the event of any further audit by Council into the use of the Grant;

j. It shall release and indemnify the Council, its servants, agents and employees against any claim, demand, liability, costs, expenses, actions arising out of or in any way connected with the activities of the Applicant, or the Applicant’s agents in consequence of this agreement except where the claim, demand, liability, costs or action are caused by the Council or its servants or agents;

k. It will not hold the Council responsible for any financial shortfall should the activity run over budget;

l. It will acknowledge Council as a funding source on all marketing and publicity materials. This will include the City of Greater Geelong logo (used in accordance with the Guidelines) and the words ‘This project is supported by City of Greater Geelong through its Community Arts Grants Program’;

m. It will submit a promotional article for inclusion in City of Greater Geelong’s weekly ArtsAtlas Bulletin, at www.artsatlasgeelong.com.au at least two weeks prior to the launch event or public outcome for their project. Phone 5272 4703 for assistance;

n. It will provide invitations to the launch event or public outcome of any funded activities, for the following Council representatives:

1. Mayor of the City of Greater Geelong2. Arts and Culture Portfolio Holder 3. Other members of the Community Arts and Festivals

Assessment Committee4. Arts and Culture Department

Invitations to be sent to: PO Box 104, Geelong VIC 3220 and Electronic invitations for Councillors may be emailed to

councillor@geelongcity.vic.gov.au5. If your entity or organisation is registered for GST, Council will

require a “Tax Invoice” to be submitted prior to payment of the grant.

6. The Applicant agrees to the following *Special Conditions: Office use only

Signature Required on next page.

COMMUNITY ARTS GRANTS (Professional Development)SECTION 3: Sample Funding Agreement (For Reference Only)

APPLICATION FORM AUTHORISATIONThis section requires completion and signature by the Applicant (and where applicable an authorised staff member of the organisation that is sponsoring the Applicant).

DECLARATIONI affirm, that any funds provided by the City of Greater Geelong will be expended in accordance with the terms and conditions outlined in the Funding Agreement.

I affirm that all details supplied in this application and attachments are true and correct to the best of my knowledge (and where applicable, that the application form has been submitted with the full knowledge and agreement of the sponsor organisation).

I acknowledge that the Guidelines and Funding Agreement have been read and fully understood.

PLEASE NOTE:

• At least one signatory must have authority to administer financial activity for the applicant.

• Applicants that have a sponsor organisation must also have that organisation sign this section

SIGNED BY APPLICANT:

Name

Arts Practice or Sponsor Organisation name

Signature

Date

COMMITTEE MEMBER/STAFF MEMBER: (from Sponsor Organisation if applicable)

Name

Position/Title

Signature

Date

COUNTERSIGNED FOR AND ON BEHALF OF THE CITY OF GREATER GEELONG BY:

Office use only

Name

Kaz Paton

Position/Title

Manager - Arts and Culture Department

Signature

Date