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Online Form - Annual Community Grants Application

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Annual Community Grants Scheme

Form to be completed in full by the applicant and submitted to the Shire of Wyndham East Kimberley. 

Introduction

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Guidelines

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If you anticipate you will need to save and exit your application, please contact Evea Lousick at evea.lousick@swek.wa.gov.au or  08 9168 4100 to discuss. 

The objective of the Annual Community Grants Scheme is to provide financial support for initiatives and projects that benefit the community in a fair and consistent manner.

Funds are not provided on a recurrent basis and funding success does not guarantee Council contributions in future years.

The Annual Community Grants Scheme offers not-for-profit community, sporting, cultural, environmental, service groups and associations financial assistance to foster high quality programs, community events, facilities and services that provide benefit to the community of the Shire of Wyndham East Kimberley. 

Annual Community Grants close on the final working day in August with the outcome announces approximately 6 – 8 weeks after the application closing date.

 Annual Community Grants Details

Applications Close:              11:59pm 31 August 2016

Minimum Grant Amount:     $500

Maximum Grant Amount:    Applicants may apply for any amount however the total amount available for                                                       all Community Grants is limited by Councils budget.

Considerations

Applicants should consider the following in the preparation of their proposal and application:

  • Projects should be in keeping with Council’s strategic direction and objectives as noted in the Shire of Wyndham East Kimberley Strategic Community Plan;
  • Applicants must provide evidence of their own contribution (either financial or in-kind) as well as contributions from other sources towards the project. Applicants must provide a detailed project budget and outline all the entire project funding sources including their own contributions.
  • Applicants must seek other funding where available. Consideration should be given to multiple funding sources and partnerships.  Applications with multiple funding sources and/or significant contribution from the applicant will be looked upon favourably;
  • All organisations receiving Annual Community Grants will be required to claim, expend and acquit the grant within 12 months of the grant being approved;
  • Applications must be submitted on Council’s prescribed application forms which must be completed in full. Incomplete applications may not be considered by the Grant Assessment Panel;
  • Council employees, equipment or facilities may be used in lieu of cash contributions and will be costed by the Council against the relevant ledger folio;
  • All works are to be completed to the satisfaction of Council, including obtaining all required approvals;
  • Organisations are limited to one successful Annual Community Grant application per financial year;
  • Council does not intend the Grants to be utilised for monetary profit, but that they assist not-for-profit organisations achieve their objectives;
  • Applicants seeking capital/building funding for a project need to ensure that the project relates to Crown reserve or land owned or vested in the Shire of Wyndham East Kimberley (or at Council’s discretion);
  • As the budget for the Community Grant Scheme is limited, Council may decide to offer only part of the requested grant amount.

Eligibility

Applicants:

  • Must be, or be auspiced by, a Community Organisation as defined above;
  • Must not have any outstanding debts to the Shire;
  • Must have no outstanding previously received Grant acquittals to the Shire;
  • May not be an organisation where the primary purpose is to promote political beliefs; or
  • May not be an organisation where the primary purpose is to promote religious beliefs or where people are excluded on religious grounds. 

Grants:

  • Must directly benefit the Shire of Wyndham East Kimberley Community;
  • Will not fund projects that are underway or completed at the time the application is assessed. In the case of Annual Community Grants, this is the date that the grants are adopted by Council;
  • Funding events will be conditional on the event being approved by the Shire and meeting all relevant legislation;
  • Must not be used for trophies, prizes, insurance or operational expenditure (i.e. project management costs, insurance);
  • Must not be used for projects that are primarily fundraiser projects, where the funds raised from the project are to be directly forwarded to another organisation that does not meet the eligibility criteria;
  • In the case of Capital/building works, must be on a crown reserve or land owned or vested in the Shire of Wyndham East Kimberley (or at Council’s discretion); or
  • In the case of Capital/building works, must not be on property directly managed by the Shire. 

Assessment Criteria

Annual Community Grants shall be assessed against the following criteria:

  • Demonstrated need for funding;
  • Benefits to the community, including: -
  • Improved quality, range and access to services by the community
  • Addressing key social issues within the community
  • Local economic benefit
  • Benefit to a wide range of people from a variety of backgrounds
  • Demonstrated community support for the organisation and the project or activities planned;
  • The organisation’s demonstrated ability or capacity to achieve measurable outcomes for the community and to deliver the project successfully;
  • Demonstration of links to Council’s Strategic Community Plan.

Priority will be given to applications that:

  • Can demonstrate ongoing benefit to the community (i.e. capital works project, equipment purchase or in the case of events, community development or economic development);
  • Demonstrate partnerships with other Community Organisations and funding sources;
  • Demonstrate community support for the organisation and the project or activities planned;
  • Provide co-contribution, whether through other grant funding sources or the applicants own contribution. Applicants should aim to contribute a minimum of 50% of the project costs (this may be in-kind). Applications for more than 50% of a project cost will be considered however the applicant should provide reasoning why they are not able to contribute half of the project costs;
  • Are from Community Organisations that do not already receive financial support from the Shire including subsidised lease fees, subsidised facility hire fees and rates concessions;
  • Provide evidence that grant funding is being spent locally; and/or
  • Promote access and inclusion.

Do I need to meet the word counts?

Applications not meeting the word count will not be excluded from assessment, however;

Grant applications must provide enough information for the assessment panel to make an informed decision. The annual grants assessment is a competitive process with more funding typically requested than is available. It is the responsibility of the applicant to ensure that sufficient information is provided to the panel to be able to make this informed assessment (assume the panel does not know about your organisation or project).

How are Annual Community Grants assessed?

The Shire of Wyndham East Kimberley’s Grant Assessment Panel undertakes the assessment of applications and provides recommendations to Council for consideration regarding approval of Annual Community Grants.

The Grant Assessment Panel will be facilitated by the Director Community Development and consist of a minimum of three Shire Officers.

The Grant Assessment Panel develops recommendations based on which applications best address the assessment criteria and meet Council’s current strategic priorities. All recommendations of the Grants Assessment Panel are to be presented to Council for consideration at the next available Ordinary Council Meeting. 

Will the Shire provide additional services/facilities for free?

No, all Shire services, hire (or other associated) fees MUST be included in your project budget in accordance with the Annual Schedule of Fees and Charges available from the Shire website i.e. further fee waivers, discounts or in-kind contributions on top of the grant application will not be approved. 

What if the Council doesn’t approve your application?

The Shire of Wyndham East Kimberley will provide you with feedback about why your application was unsuccessful. The Shire’s Community Development team can offer guidance and assistance with other funding opportunities.

What happens if grant funds are not claimed, spent or acquitted?

All grants must be claimed, expended and acquitted within 12 months of them being approved at an Ordinary Council meeting. If grants are not utilised within the given time, all grant funds allocated will be forfeited. Failure to complete the required Annual Community Grant acquittal satisfactorily may result in the applicant being ineligible for future Council grants. 

Do you have a question or need help? 

If you need help to fill out the forms or if you have a question about the Annual Community Grants Scheme, please don’t hesitate to contact the Shire’s Community Development team on 9168 4100, mail@swek.wa.gov.au, or PO Box 614 Kununurra WA 6743.

Recognising the Shire Contribution

One of the conditions of receiving funding through the Community Grants Scheme is that the recipients recognise the Shire of Wyndham East Kimberley’s contribution.

This recognition is obviously proportional to the amount of funding received.  Here are some suggested ways that you can recognise Council’s contribution.

  • Include the Shire of Wyndham East Kimberley logo on your printed material
  • Invite a Shire representative to speak or present an award at the event
  • Have the MC of the event recognise the Shire’s contribution
  • Mention the Shire’s contribution in your media releases, programs or posters
  • Talk about the Shire’s contribution if you are doing a media interview
  • Permanently recognise the Shire’s contribution with onsite signage

Summary Information

If Council are not willing to fund 100% of the amount requested, are you willing to accept a grant amount less than the amount requested?

Information

Please describe what you are requesting an Annual Community Grant for?
Include details about your project / activity including:

  • What is the project;
  • It's location;
  • When it will occur;
  • Who and how many people will be involved (may include participants, spectators, organisers);
  • A project timeline. 

Please describe the benefits of your program to the Shire of Wyndham East Kimberley community.
This may include:

  • How your project improves quality, range and access to services by the community;
  • How your project addresses key social issues within the community;
  • How your project benefits the local economy;
  • How your project benefits a wide range of people from a variety of backgrounds. 

If your grant application was unsuccessful, what impact would this have on your planned project?

  • Will the project be able to proceed?
  • What components of the project will not be possible without funding?

Please outline your organisation's history of achieving measurable outcomes for the community, particularly in the past 12 months.
How does the proposed project / activity support your organisation's goals and objectives?

Please demonstrate how the proposed project / activity is supported by the community. 
Include which stakeholders, organisations and community members have been consulted about this project / activity, why and how they support the project / activity and other information to demonstrate community support. 

Please describe how you will work in partnership with other organisations / stakeholders to achieve the maximum community benefit of the project / activity?
Include specific details of partner / stakeholder roles and responsibilities, how the project will be managed, and your history of working in partnership, particularly in the past 12 months. 


Disability Access and Inclusion Requirements

Disability Access and Inclusion information must be considered prior to submitting this application and is available from www.disability.wa.gov.au

How has your organisation considered the Disability Service Commission Access and Inclusion Requirements in regard to your proposed project?
Include details of access and inclusion strategies undertaken by your organisation and how your proposed project will include access and inclusion strategies. 

These may include:

  • Event held at an accessible venue
  • Consideration during promotion and marketing
  • Provision of additional services
Question 2. Does your activity involve an event/s?

If yes, how has your event been planned in accordance with the Disability Service Commission 'Accessible Events: A Guide for Organisers'?

Please note. Funds for successful Annual Community Grants for events will only be released on a Shire Event Permit or Event Acknowledgement has been issued. 


Financial Assistance

What attempts have been made to secure financial assistance from other sources?
(For example, Department of Sport and Recreation, Lotterywest, Healthways, commercial sponsorship, etc)

Approved
Approved
Approved
Approved
Approved

Relevant Applications

Please identify all relevant licenses, permits and approvals required for your project.
If licenses, permits or approval have been approved or are being sought please attach copies of applications and approvals. 

Approved
Approved
Approved
Approved

Please attach copies of approvals and/or applications below:


Project Budget

Please complete the below Project Budget, and include all details.
You must identify (highlight) specifically which components of your project will be paid for by the grant. 

Project Budget Template

Please note. Your total income should equal your total expenditure.


Recognising SWEK Contribution

It is a requirement that you acknowledge Council's contribution to your project / activity. 

Evidence of this recognition must be provided with the final acquittal. Absence of reasonable recognition may be a consideration in assessment of future funding requests. 

  • Include the Shire of Wyndham East Kimberley logo on your printed material
  • Have the MC of the event recognise the Shire's contribution
  • Acknowledge the Shire's contribution in your media releases, programs or posters
  • Acknowledge the Shires contribution during radio and other media interviews.

For larger projects:

  • Consider inviting Councillors to your event
  • Permanently recognise the Shire's contribution with on-site signage
  • Discuss your ideas with us by calling the Shire's Community Development team on 08 9168 4100.

Referees


Additional Documentation

Please attach any additional information about your organisation or project that would support your application including building plans, quotes, financial statements and letter of support from stakeholders.


Confirmation

I acknowledge that I am authorised to make this application on behalf of the organisation

I acknowledge that the information in this application is true and correct

I acknowledge that I may be required to supply further information prior to consideration of this application by SWEK

I have attached the organisation's most recent financial statements

I have attached copies of any approved or pending licenses, permits or approvals

I acknowledge that I will complete the required acquittal report and submit it within 12 months of the grant being approved

I acknowledge that the acquittal report must include financial statements, along with any media releases, promotional material, reports, statistics or photographs of the project / activity.

I provide permission for the SWEK to promote this Annual Community Grant proposal as part of any communications and public relations activities.


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