Sports Club Emergency Grant. Supporting community sport post COVID-19

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Table of ContentsIntroduction..............................................................................................4Key Dates...................................................................................................4Maximum funding available......................................................................4Eligibility to apply......................................................................................5

Who cannot apply?................................................................................5Eligible Expenses.......................................................................................5

Expenses Covered..................................................................................5Expenses not covered............................................................................6

Funding allocation.....................................................................................6Assessment Criteria...................................................................................6

Vulnerability Matrix...............................................................................7Application Process...................................................................................8

Required documents..............................................................................8Required response.................................................................................8

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Acknowledgement of Traditional Owners

The City of Whittlesea recognise the rich Aboriginal heritage of this country and acknowledge the Wurundjeri Willum Clan as the Traditional Owners of the land on which we work.

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All enquiries relating to the Sports Club Emergency Grants should be directed to;

Sports Club Coordination Team Phone: (03) 9404 8841 Email: sportsgrounds@whittlesea.vic.gov.au

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IntroductionThe Sports Club Emergency Grant was established in response to the impact of COVID-19 on community sport within the City of Whittlesea.

The financial impact of COVID-19 will likely see many local clubs face significant hardship due to cancelled or interrupted seasons. Clubs may experience financial outlays that are unlikely to be covered by forecast income, and the impacts of COVID-19 will pose a risk to the financial viability of many clubs.

The Sports Club Emergency Grant will provide emergency financial relief to sports clubs, in the City of Whittlesea, who are unable to fulfil financial commitments.

Clubs expecting to be operational at this time of year will be more significantly impacted, as will Clubs whose phased return to play dates are prolonged, delayed or even cancelled.

The Sports Club Emergency Grant aims to assist clubs to remain viable so they can get back out on the field and continue to provide opportunities for the community to engage in physical activity through sport.

Key DatesApplications open Monday 8th June 2020Applications close Friday 31st August 2020 *

or when funds are exhausted Assessment period Within 10 workings days of being received.

Applicant’s notified of outcome Within 10 workings days of being received.

Late or incomplete applications will not be accepted.

Maximum funding availableA maximum grant amount of $2,000 for high priority clubs, and $1,000 for medium priority clubs, will be available in this Sports Club Emergency Grants program. Low priority clubs maybe eligible for up to $500 if any funds are not exhausted and a satisfactory justification can be made.

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Eligibility to applyTo be eligible for Emergency Sports Funding Clubs must meet the following criteria:

o Not-for-profit sports club located within The City of Whittleseao Registered club with State Sporting Association o Club must be incorporated and hold current public liability insurances o Evidence of the payment of an eligible expense must be provided.o Only one application for an Emergency Grant will be approved per club

Who cannot apply?o Schools, places of worship, community support groups, health services or for-

profit operations (e.g. businesses)o Professional sporting bodies and elite sport teamso Individualso Clubs of a political nature.

Eligible ExpensesExpenses CoveredInvoices that are eligible for a Sports Club Emergency Grant include but are not limited to;o Utilities o Uniform orders o First aid supplies o Insuranceo Service provided by local small business o Promotion and marketing costs for seasons/events that had to be cancelled.o Cancellation fees of any services due to shut down.o Any reasonable service provided and/or paid during the shutdown period.

Evidence will need to be provided to demonstrate;o Orders cannot be returned and/or refundedo Orders were placed and confirmed prior to 18th March, 2020.o Service and/or provider are not willing to waive costs for the shutdown

period, commencing March 18th, 2020.o Cost of goods will not be able to be recouped next season

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o Current bank statements of club to demonstrate financial position

Expenses not coveredo Staff or player paymentso Consumables o Purchase of new equipment o Subscriptions o Outstanding invoices owing to Council relating to casual ground use, seasonal

pavilion or ground hire fees; or utility fees relating to a period predating COVID-19 restrictions commencing March 18th, 2020.

Funding allocationSports Club Emergency Grants are not a cash pool grant, rather Council will contribute to the payment of an invoice. Invoices can be submitted as paid or outstanding, however they must meet the criteria of an eligible expense.

Successful applicants will receive an EFT transfer for their approved invoice.

Clubs will need to provide receipts of paid invoices for acquittal. Applicants will need to sign a Conditions of Grant to receive funding.

Assessment Criteria Local sports clubs are all in varying positions of hardship dependant on their level of governance, participation and engagement with community and sponsors, and some have the advantage or disadvantage of the timing of their season.

The application contains criteria applicable to the Vulnerability Matrix to determine each club’s emergency priority. Club vulnerability will be weighted against the criteria in the matrix to determine if they are considered a HIGH, MEDIUM or LOW priority for emergency grant funding.

The Vulnerability Matrix is weighted to ensure that the clubs who need to receive an emergency grant, get support first.

High Priority Clubs weighting above 60 $2,000Medium Priority weighting between 60 & 45 $1,000Low Priority below 45 $500*

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* if any funds are not exhausted and a satisfactory justification can be made.

Vulnerability Matrix

Seasonal allocation: Winter sports clubAnnual sports club Summer sports club

Membership base:Membership base above 75% CoWMembership base between 50 75 % CoWMembership base under 50% CoW

Revenue Impact:Club revenue significantly impactedNo Play – No returnClub revenue impactedReduced Play – Limited returnClub revenue impactedMinimal reduction – Not in season

SEIFA Index rating: Location of your allocated reserve.Thomastown, Lalor & EppingUnder 1,000 pointsWhittlesea, Epping North, Mill Park, BundooraAbove 1,000 below 1,020

Mernda, South Morang, DoreenAbove 1020

Capital Cash Balance:Outstanding Club Invoices and Membership Refunds result in a club working capital cash balance under $5,000Outstanding Club Invoices and Membership Refunds result in a club working capital cash balance under $20,000Outstanding Club Invoices and Membership Refunds result in a club working capital cash balance under $50,000

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Application Process1. Ensure you have carefully read and understood these guidelines before

completing your application. 2. Applications for the Sports Club Emergency Grant are submitted online at

https://whittles ea.smartygrants.com.au

Please note: to apply through SmartyGrants you will need an email address.

If you have difficulties logging into an existing account or registering a new account, please contact the SmartyGrants helpdesk (9am to 5pm Monday to Friday) on 9320 6888.

If you cannot access the internet or require hard copy forms, contact the Sports Club Coordination Team.

Required documentso Invoice for payment Mandatoryo Cash balance Mandatoryo Membership Data Mandatoryo Other documents to demonstrate need Mandatory

Required responsePlease explain the reason your club requires support to make payment. (200 words max)

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