COMMUNITY 19-20 GRANTS · > Mosaic mural developed by local artists with the involvement of local school children; or > Transforming an intersection by painting a large community-created

1 P O R T M A C Q U A R I E - H A S T I N G S C O U N C I L - C O M M U N I T Y G R A N T S | G U I D E L I N E S

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Contents

2 P O R T M A C Q U A R I E - H A S T I N G S C O U N C I L

What is the PMHC Community Grants Program? ...............................3

Program grant categories ................................................................4

What are the program objectives? ...................................................6

Eligible organisations......................................................................8

How do I apply for a Community Grant? ............................................9

How will my application be assessed? ...........................................11

What does Council need once my project is complete? ...................13

Appendix A...................................................................................14


Port Macquarie-Hastings Council believes in a supported and empowered local community that recognises the principles of equity, access and participation. Our Community Grants Program aims to provide financial support to local

not-for-profit organisations that contribute to a connected, supportive, caring, inclusive and engaged community.

Approximately $200,000 has been made available for the 2020 - 2021 Community Grants Program across two rounds, the first in September 2020 and a second in March 2021.

Funding will be split over the two rounds for all of the project categories below, except the Environmental Grants which will only be available in Round One, and the Micro-Grants which are available all year.

What is the PMHC Community Grants Program?


COMMUNITY BUILDERS GRANTS

The Community Builder Grants category provides funding support, up to a maximum of $5,000, for community organisations to establish, strengthen or implement projects, which align with the objectives of the Port Macquarie-Hastings Community Strategic Plan and can demonstrate evidence of benefit to the wider Port Macquarie-Hastings community. Partnerships between agencies/groups are encouraged.

These projects can require funds:

> to undertake minor capital works or the purchase of small capital equipment items provided that these are directly relevant to the particular community development project and that this is clearly demonstrated in the application;

> for establishment costs where the project can demonstrate that it will be self-funded after the initial grant allocation; or

> for one off projects that demonstrate outcomes beyond the life of the project

CULTURAL GRANTS

Cultural Grants category provides funding support, up to a maximum of $5,000 to encourage a range of art, music and cultural community activities to enhance our places & spaces. It would support the development and showcasing of local arts & cultural organisations and individuals and would include art and cultural programs, performances, and installations that are of a broad community benefit.

Note: Individuals can apply for funding in partnership with an auspicing organisation

ENVIRONMENTAL GRANTS

The Environmental Levy has been included in the Community Grants program for projects which seek to assist volunteer environmental groups with environmental restoration works on public bushland. The maximum that groups can apply for is $5,000. Projects should align with the objectives of the Port Macquarie-Hastings Community Strategic Plan and the Bushland Reform Report.

Note: This category of grant is only offered in the first grant round.

Program grant categories

Some examples of Cultural projects are:

> Mural developed by local artists with the involvement of local school children; or

> Transforming a space with a large community-created design.

> Broad musical performances/experiences at community events

> Cultural Programs that benefit community groups


COMMUNITY CELEBRATION GRANTS

Community Celebration Grants are open to the general public and promote a sense of celebration and community connectedness. The amount of funding should be proportionate to the number of people expected to be involved. The maximum available per project is $5,000. Projects should align with the objectives of the Port Macquarie- Hastings Community Strategic Plan.

Some examples of community celebrations include:

Note: Any event must comply with COVID-19 safety requirements

YOUTH GRANT PROGRAM

Youth Grant Program is aimed directly to young people aged 25 years and younger for activities aimed to benefit individual young people, school groups or youth groups. Applications must meet the overall criteria of the Community Grants program and demonstrate an overall benefit to young people and the future of our community and place. The maximum available per project is $5,000 and groups and individual applicants may be auspiced by a community group or a school P&C.

Note: Youth Grant projects cannot take place on school grounds unless the event is open for all young people / the wider community to attend. Any events must comply with COVID-19 safety requirements


MICRO GRANTS

Micro grants are available throughout the year to support unexpected opportunities for our community or for enhancing people, places and spaces. Grants up to a total of $1000 with a total allocation of $10,000 per year.

HERITAGE GRANTS

Port Macquarie-Hastings Council, with support from the NSW Heritage Branch, offers grants to owners of heritage listed properties within the Port Macquarie-Hastings LGA. Funding is provided on a 1:2 ratio, up to $3,000 to owners of heritage items and up to $2,000 to owners of contributory buildings in conservation areas.


> Christmas or New Year’s concerts

> Film screening

> Festivals

> Cultural Celebrations


OBJECTIVES

To achieve social, cultural and recreational outcomes that align with Port Macquarie-Hastings Council plans, such as the Community Strategic Plan.

> Facilitate and support the establishment and or development of innovative community projects in the Port Macquarie-Hastings community.

> Increase the participation, accessibility and range of quality community activities and/or programs for the residents of the Port Macquarie-Hastings Local Government Area (LGA).

> Create authentic and vibrant public places that are valued by their communities and admired by visitors.

> To reach and benefit as many people in the Port Macquarie-Hastings as practically possible.

> Provide opportunities for local entertainers, community groups and the like to connect to the wider community through diverse, accessible and inclusive activities.

What are the program objectives?


ELIGIBLE ORGANISATIONS

To be eligible for funding the organisation MUST meet the following criteria:

> Projects must be located within the Port Macquarie- Hastings LGA to serve its residents.

> Only incorporated Not-for-Profit Community Organisations (NFP) that are directly responsible for the intended project are eligible for funding. Therefore, companies are ineligible.

> Individuals can apply for funding in partnership with an auspicing organisation

> As part of their application Organisations MUST provide:

– An Australian Business Number (ABN);

– A copy of the Certificate of Currency for Public Liability (minimum of $20 million);

– If the applying organisation is more than one-year-old, financial statements for the previous two financial years. This includes Auspicing Agencies where applicable.

> Organisations must have fulfilled their financial or reporting accountability requirements (acquittals and evaluations) associated with previous Council funding otherwise will not be considered. This includes Auspicing Agencies where applicable.

> Applications received after the closing date will not be eligible.

INELIGIBLE PROJECTS

The Community Grant Program DOES NOT fund projects that:

> do not meet the grant program objectives;

> have already commenced or are complete;

> are of a commercial nature or for personal profit;

> are for, or include, ongoing operating costs, for example salaries/wages, electricity, postage, telephone, stationary, cleaning, public liability insurance, rent, uniforms and newsletters;

> reflect or replicate core business of Council and Government Departments;

> have received other funding from Council (for the same project); or

> are for works on private property (except for specific Heritage Grants).

Note: All assets created on Council owned land become a Council asset. Movable assets purchased with grant funds become Council property if the group dissolves.

What is the eligibility criteria?


The Community Grants Program is open to not-for-profit charitable organisations and

not-for-profit public companies limited by guarantee.

To be eligible for funding, an organisation must have an ABN and be a legal not-for profit entity.

Eligible organisations include:

> a co-operative society under the Co-operatives Act 1992;

> a reserve trust;

> a company limited by guarantee;

> an incorporated association under the Associations Incorporation Act 2009;

> an incorporated association or council under the Corporations (Aboriginal and Torres Strait Islander) Act 2006; and

> a charity Registered with the Australian Charities and Not-For-Profit Commission.

An unregistered organisation may apply for funding, in partnership with an auspicing

organisation that fits the criteria as outlined above.

The role of an auspicing organisation is to:

> cover grant funded activities with Public Liability Insurance;

> accept grant monies to the sponsored organisation in accordance with the grant conditions;

> provide project management assistance to the sponsored organisation; and

> ensure the required financial acquittal information is provided to Port Macquarie- Hastings Council after the project is completed.

If applying for funding in partnership with an auspicing organisation, it is

recommended to have a written agreement outlining roles and responsibilities for

both parties.

WHAT IS AN AUSPICE?

An auspicing organisation is an incorporated organisation that assumes the legal and

financial responsibility for the grant, including insurance and reporting. The Funding

Agreement will be between Council and the auspicing organisation. It is good practice

for the Auspice and the unincorporated group to create a written agreement.

Eligible organisations


APPLICATION FORM

To apply for a Community Grant from Council, you will need to complete the relevant Community Grant application form online via pmhc.smartygrants.com.au.

The Smartygrants website has a help guide to step you through the application. For technical issues you can contact the SmartyGrants team for assistance at [email protected] or call (03) 9320 6888.

A preview of the form is available online, you can commence your application, save it, and come back to it later if/when you are ready. You can continue to make changes right up to when you submit your application. If you change your mind and decide against applying, simply exit the program.

This program is run as a series of competitive application rounds, and applications will be assessed and ranked according to the criteria. Incomplete and/or late applications will not be assessed. Council reserves the right to leave funds in the Community Grants Program pool unallocated if an insufficient number of quality applications are received.

The opening and closing dates do vary year to year so please refer to our website at pmhc.nsw.gov.au/community-grants for the latest information.

PROJECT OUTPUTS AND OUTCOMES

The application must clearly describe the project outputs and outcomes. Outputs are actions that will be undertaken during the project to deliver outcomes. Outcomes describe what will happen as a result of the project and go beyond the life of a project.

In describing the project applicants should consider how their project outputs and outcomes address the five W’s:

WHO: Who is involved? (Who in the community benefits and who is going to run the project?).

Note: Community project applicants should specify who and how community members will be involved.

WHAT: What do I want to accomplish?

Note: The project outputs and outcomes must link to the Port Macquarie-Hastings Council objectives and the objectives of the grant program.

WHY: Specific reasons for the project.

WHERE: Identify a location where the project will take place.

WHEN: Start and end dates of the project

How do I apply for a Community Grant?

Note: Successful applicants must undertake their projects between 1st July and 30th June of the funding year


BUDGET

The application must include a budget for the project, which should be realistic and cost effective. Please see Appendix A for a sample budget.

The budget should indicate the amount of grant funding being sought and a breakdown of expected expenditure and income, including any in-kind contribution.

The applicant’s contribution may be financial, in-kind materials and/or volunteer labour. For projects that include volunteer labour, the Community Grants Program currently rates voluntary labour at $37.17 per hour. It is important that a breakdown of how the grant will be spent is provided.

Note: Applicants should note the maximum limits for each Program. Applications that exceed the maximum limit within the relevant Program will be considered ineligible.

SUPPLEMENTARY INFORMATION REQUIREMENTS

Community Builder, Community Celebration, Youth, Cultural and Micro Grant applicants will need to attach the following information, where required. If this information is not supplied, the application will be rejected as ineligible.

a. Development Approvals (DA) - Projects that include building or minor capital works, and some events, may require a DA. Where required, a copy of the DA or Exemption must be attached to the application. Applicants are advised to check DA requirements with the Duty Planner at Council on 6581 8111 prior to submitting an application.

b. Leases - On public land not owned by the group, a lease should be in place. If not owned by the group permission of the owner will need to be provided in writing. Grants will not be provided for works on private property.

c. Quotes - Projects requiring building or minor capital works or equipment purchases over $500 must provide two quotes with the application.

d. Building and contents insurance - Building or contents insurance is required for all building works or minor capital works and equipment purchases. A current copy of the insurance certificate will need to be attached to the application.

e. Project need - Statistics, survey results, photos, or other sources of evidence of project need must be provided. Local need relevant to project is required.

f. Support - Applications must include one letter of support from a recognised agency or organisation showing that they consider the project to be important for the community, and that they are happy to be involved. Please see Appendix A for a letter of support example.

Environmental Grants applicants will need to conform to a, b, c, d, and e, and will also need to conform to existing Site Action Plans or have a new Site Action Plan developed in consultation with Council’s Natural Resources Manager, Blayne West - contact (02) 6581 8111. It is anticipated that all sites will have been inspected by Council’s Ecologist prior to the lodgement of Environmental applications.


All applications received under the PMHC Community Grant Program will be screen for eligibility. Once the Grant round has closed, the applications will be screened to check that:

> The applicant organisation is eligible to apply

> The project is eligible for consideration

> The application has been completed in full, and all essential supplementary information has been provided. Incomplete applications will not progress to the assessment panel.

Eligible applications will be reviewed by the Assessment Panel on merit against the assessment criteria. The Assessment Panel will comprise of Council staff members from across the organisation.

Below are the criteria the Assessment Panel will review your application against:

> What benefits will the project bring to the wider community and how will those benefits continue beyond the project.

> How the project objectives and outcomes are linked to the Port Macquarie-Hastings Towards 2030 Community Strategic Plan. For more information, please refer to: pmhc.nsw.gov.au/towards-2030

> The extent to which the organisation has demonstrated the need for the project and pre-planning has occurred. (Applications should provide evidence through statistics, photographs, surveys or other evidence that the project is needed.)

> The extent to which the budget is comprehensive, realistic and demonstrates value for money. This includes ‘in kind’ support and or additional sources of funding.

> The capacity of the organisation to undertake all aspects of the proposed project (as evidenced by pre-planning; budget; evaluation/acquittals; quality of application; financial statements; letters of support).

In assessing applications Council will also give consideration to ensuring an equitable geographic distribution of funding across the Port Macquarie Hastings LGA.

Once the Assessment Panel has reviewed all eligible applications, the final list of successful applicants will be presented to Council’s Senior Leadership Team (General Manager; Director Corporate Performance; Director Strategy and Growth

Director, Development and Environment; and Director Infrastructure) for their endorsement.

Following endorsement by Council’s Senior Leadership Team, the successful applications will be presented to Council at the next ordinary Council Meeting for endorsement.

How will my application be assessed?

Note: satisfying the assessment criteria alone does not guarantee the receipt of funding. The proposed project will also be assessed against the relative merit of other projects in meeting the grant criteria. It is also anticipated that the number of eligible applications and funds sought will exceed the funds available and therefore the Council does not guarantee projects will be successful nor that projects will receive the full amount of funding requested.


You will be advised in writing (usually via email) of the outcome of your application within four weeks of the relevant round’s closing date.

The decision is final and Council will make best endeavours to provide feedback to unsuccessful applicants at the time of notification. However, no further correspondence will be entered into in regards to the decision.

Successful applicants will receive a notification detailing:

> The amount Community Grant funds Council will contribute to support their project

> The Funding Agreement will be provided by Council and has to be signed by the applicant and Council.

> The agreement will outline the conditions pertaining to the acceptance of grant funds and expectations of both parties

> Additional documentation that the applicant is required to supply to Council (where applicable).

> The need to acknowledge Port Macquarie-Hastings Council in all media as well as display either a sticker or sign at the event/project.

> Two tax invoices for cash sponsorship recipients: 65% of the funds will be dispersed prior to your project starting, upon signing of an event agreement; the remaining 35% of funding will be dispersed on post project after satisfactory completion of your project acquittal.

> Certificate of incorporation (where applicable)

> Public liability insurance of $20 million, noting Port Macquarie-Hastings Council as an interested party

Note: Successful applicants must undertake their projects between 1st July and 30th June of the funding year with project acquittal reports (with photographs/media clippings/ evidence included) to be submitted within 60 days of project completion.

What happens after the applications are assessed?


All projects receiving Community Grants funds through the program will be required to complete a Grant acquittal form with evidence-based data, and submit it to Council no later than 60 days’ post project completion. If you do not submit the information required and/or you do not meet the projects outcomes, you may not receive the remaining 35% of your Grant funding. Also, you may be ineligible to apply for further Council sponsorship under this program in future.

You will need to complete your acquittal form online via smartygrants at pmhc.smartygrants.com.au.

The grant acquittal requires the following information:

> How your project achieved its objectives (as specified in your grant application)

> How did the project strengthen the community and or organisation?

> How did you measure the success of your project outcomes?

> Who did the project help?

> Indicate the number of people involved with the project.

> Include evidence of your project - photos, social media posts, newspaper articles etc

> Did the project occur within the timeframe outlined in the application? If not explain why

> Outline any issues related to the project plan, budget or delivery

> Project budget amount received & was it all spent?

> Outline Grant expenditure & provide receipts.

What does Council need once my project is complete?


SAMPLE BUDGET

EXAMPLE LETTER OF SUPPORT

Appendix A

Income

Grant sought

In-kind contribution (voluntary labour: 150 hours @ $37.17).

In-kind cake and food donations

Total Project

$

$5,825 $5,575 $1,200 $12,600

Expenditure

Printing brochures and fliers ($22 x 100 flyers; $17.50 x 50 fliers).

Hire of chairs and table sets ($25 x 150).

Total grant sought

Volunteer labour

In-kind cake and food donations

Total Project Cost

$

$2,075

$3,750

$5,825

$5,575

$1,200

$12,600

Happy Garden Group PO Box XYD Port Macquarie NSW 244419 May 2015

RE: General Community Grants Program - Letter of support

It is my pleasure to write a letter of support for the Happy Garden Group’s grant application submitted to Council’s Community Grants Program.

This is an important project that will provide the residents of Wauchope an opportunity to learn how to grow, harvest, and prepare fresh fruit and vegetables with the help of the Happy Garden Group at the garden’s Autumn Harvest Festival. It will be a fun event that will bring people together and provide a chance for everyone to share in the harvest, get involved in cooking sessions, learn about different vegetables, and hopefully inspire people to grow their own food at home.

Small Seeds Garden Supplies has provided the Happy Garden Group with gardening supplies for over 3 years now, since the group’s establishment, and have observed the growing community interest in the garden and strengthening community connections of the group. Small Seeds Garden Supplies will be providing free packets of seeds and seedlings to give to Wauchope residents who come along on the day.

We are confident that the Autumn Festival will be delivered with the same diligence and enthusiasm with which the Happy Garden Group successfully delivered the Kitchen Day in September 2019, where 50 local residents learnt how to cook 30 minute meals using freshly grown produce.

In conclusion, we fully support the efforts of the Happy Garden Group in seeking funding to support improvement of the health and wellbeing of Wauchope’s residents.

Yours sincerely Bill Smith Manager, Small Seeds Garden Supplies


For further information or assistance, please contact:

the Community Inclusion Team

P (02) 6581 8111

E [email protected]

W pmhc.nsw.gov.au/community-grants

Documents

COMMUNITY 19-20 GRANTS · > Mosaic mural developed by local artists with the involvement of local school children; or > Transforming an intersection by painting a large community-created