DCS COMMUNITY GRANT APPLICATION INFORMATION FOR COMMUNITY ORGANISATIONS

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1 DCS COMMUNITY GRANT APPLICATION INFORMATION FOR COMMUNITY ORGANISATIONS

2 Background The Department for Correctional Services (DCS) is committed to strengthening strategic partnerships with Community Organisations (COs) through the provision of Community Grants in order to assist organisations to fund community based initiatives. These initiatives may directly or indirectly contribute in assisting offender and prisoner populations as well as local communities. Consideration will be given to those initiatives that involve imagination, creativity and innovation. The purpose is to assist community groups and organisations to approach new ideas and concepts that may or may not have been undertaken previously. The establishment of a DCS Grants funding process is aligned with the strategic directions of the State Government, as outlined in the State Strategic Plan and in particular the Seven Strategic Priorities (Strategic Priority 2: Safe Communities, healthy neighbourhoods). Additionally, the Funding process will be established in accordance with the DCS Strategic Plan Organisations are encouraged to apply to DCS for Community Grant Funding. Grant funding is available in two categories: Community Program Grants up to $40,000 and Community Grants (Non-Recourse Grants) up to $10,000. The objective of this information is to assist organisations with the application process for community grant funding. Purpose The purpose of the grants are to encourage initiatives that benefit the general community and cover a broad range of community activities across the State which will foster or enhance community networks for members of the community and/or prisoners and offenders either directly or indirectly. Suggested examples include, but are not limited to: Educational programs i.e. basic maths for home budgeting; Art and craft initiatives; Basic musical instrument tuition; Design a DVD for training/education within a correctional facility using internal TV system; Site safety courses for possible employment; Community sports facilities looking to recruit team members design a new kit initiative or supply a kit to new members, using grant monies. DCS Grant Funding Community Grant Funding is available in the form of Community Program Grants (up to $40,000) and Community Grants (up to $10,000). Community Program Grants DCS will provide up to five (5) Community Program Grants of up to $40,000 to the Non-Government Organisation (NGO) or Community Group (CG), for the provision of community programs/services. Community Program Grants are available for programs/services which have a longer delivery time frame or those which require a greater investment of an NGO or CG s resources. Community Program Grants may be delivered in the community, to one or multiple prisons or Community Correctional Centres.

3 Community Program Grants require program/service providers to demonstrate they have met defined key performance indicators (KPI s) and achieved defined outcomes. Organisations wishing to apply for a Community Program Grant are required to submit a Community Grant Funding Application Form (Appendix B) to the Chief Executive DCS (in consultation with relevant Regional Directors/General Managers as appropriate), specifying the type of grant applied for. Community Grants DCS will provide up to ten (10) Community Grants of up to (but not exceeding) $10,000 to the community organisations sector for the provision of community programs/services. Community Grants are suitable for short term or one-off programs/services and may be delivered in the community, to one or multiple prisons or Community Correctional Centres. Community Grants are ideal for programs/services specifically designed to address location or regional needs. It is anticipated that organisations would consult with General Managers/Regional Directors on regional needs in the preparation of applications for DCS Community Grant Funding. Organisations wishing to apply for a Community Grant are required to submit a Community Grant Funding Application Form (Appendix B) to the Chief Executive, DCS (in consultation with relevant Regional Directors/General Managers as appropriate) specifying the type of grant applied for. Grants will be a one-off cash grant for the project/initiative specified and are not intended as a recurring funding source. Application The application process will include collaboration with potential applicants and relevant DCS staff to discuss proposed initiatives. In this way the potential for a successful application will be increased. Application for grants will open from 5 August 2013 and close on 13 September Information sessions will be delivered to interested community groups/organisations by DCS personnel to assist them with application details and process. Consultation with relevant DCS personnel will also be arranged and conducted to assist in discussion for finalising details of initiatives prior to application. Suitability and Merit The following types of organisations can apply for DCS Community Grants Funding: Community organisations or those organisations with a community development focus; Australian registered charities; Individuals wishing to form a group to begin a project in their area; and Existing DCS customer groups or organisations.

4 In order for an application for DCS Community Grants Funding to be considered suitable, the following criteria must be met: The program/service should contribute to the Seven Strategic Priorities as outlined in the State Strategic Plan as well as meeting the DCS Strategic Plan Priorities for (Appendix C); The proposed program/service must address a recognised community need; The application should clearly detail how the program/service will address its objectives; The rationale for selecting the target group is explained; Include any research or consultation information as to why the project would be beneficial to the community; Which groups and networks from the community have been involved in the development of the project; How the proposed program/service will take into account any relevant gender or cultural needs; The cost breakdown for the program/service; The number and background of staff required to deliver the program/service; An explanation of reporting arrangements consistent with Treasurers Instruction (Appendix A); An explanation of the intended outcome once the program/service has been delivered; and The proposed program/service should not give rise to any significant, foreseeable risk to DCS, participants (prisoners/offenders, where applicable) or service providers. DCS Community Grants Funding will not fund initiatives such as (but not limited to): Activities, programs or projects with the objective of making financial profits; Projects where alternative sources of funding are more appropriate; Salaries where the salary form part of the organisations/individuals usual responsibility; Recurrent operating or maintenance costs for day-to-day operations of the organisation/group; Projects that are a duplication of an existing service, program, project or event in that location; Traveling allowances; Prize money; Projects which have a political or religious purpose or objectives; Projects which are deemed to be inappropriate and offensive; and Overseas organisations Merit Analysis of a number of programs/services within Australia, reveal some critical components that lead to effective outcomes. These crucial elements include: Sharing our vision and focus for the community; Appropriate and well trained facilitators viewed as creditable; Strong communication between DCS, service providers and recipients; Availability of relevant and up to date information and resources;

5 Promotion of the program/service to participants, generating awareness and eagerness to take part; Practical and financial resources dedicated to addressing individual needs; Extended follow up of exiting prisoners (3-6 months following release), especially those subject to community corrections supervision. Therefore, the assessment of the merits of an application will take into account these and the following aspects: a) The extent to which the proposed program/service would add value to DCS and contribute to the achievement of State and DCS strategic priorities; b) The NGO s previous experience in working with community groups and in the provision of services; c) DCS and other government departments previous experience with the NGO/Community group; d) Whether NGO/Community group staff members are sufficiently qualified and/or skilled and experienced to deliver the proposed program/service and; e) Value for money and benefit to the community overall. About the Assessment of Applications All applications will be reviewed and assessed by the DCS Community Grants Assessment Committee, comprising DCS personnel from Statewide Operations, Community Corrections and Central Office. Grant Applications will be assessed from Mid- End September. The committee will meet no more than 14 days after close of applications. Notifications could take up to six weeks from closing date. Applications will be initially assessed to ensure eligibility has been met. They will then be further assessed and considered for awarding of grant funding. Awarding of Grant Funding All applicants will be notified by end September, if successful or unsuccessful. Successful applicants will be forwarded a Grant Agreement Form, including Terms and Conditions for completion before any funding will be transferred. Grant funds will be granted by Electronic Funds Transfer (EFT) to successful applicants following the formal application review and validation process. The funds will only be deposited into an account held by the community organisation.

6 Reporting Community Program Grants Organisations in receipt of Community Program Grants are required to submit written reports on program / service delivery outcomes covering the following aspects: Achievement of Key Performance Indicators as defined in the Service Agreement; Number of participants (prisoners/offenders where applicable) receiving the service including number of Aboriginal Non-Aboriginal and Male/Female; The number of sessions/hours of delivery; Feedback from staff and participants (prisoners/offenders where applicable); Any issues of concern. Outcome reports for all Community Program Grants are required on a monthly basis and a final closure report is to be submitted within two (2) weeks of the close of the program/service. Community Grants NGO s/community Groups in receipt of Community Grants are required to submit a closing report within two weeks of the completion of the program/service. Communication Plan This communication plan should outline methods the NGO/Community organisation will utilise to inform and promote the Grant Funding program/service to DCS managers, staff and prisoners/offenders. Communication within DCS Contact with Managers, Community Correctional or Custodial staff; DCS Intranet and (if applicable); Presentations to local and regional work groups; Identification of an enquiries/contact person; Attendance at staff meetings, presentation of information flyers, pamphlets Communication with prisoners and offenders (where applicable) Information provided verbally; Flyers, pamphlets, posters and possibly (for offenders), DCS Webpage

7 Frequently Asked Questions (FAQs) How do I know if I am a community organisation? A community organisation provides services to the community through a range of activities to address a wide variety of needs in its service area. What is a local community? A local community can be a group of individuals that interact within their immediate surroundings both physically and digitally. Will you fund a program that already exists in the community? Preference will be given to initiatives that do not replicate existing programs, however each application will be judged on its relevance/suitability and merits. Imagination, creativity and innovation will be considered important. Applications for initiatives that complement or expand the capacity of existing programs will be considered. Will you part- fund a program that requires us to find additional funding to complete the project? Preference will be given to initiatives which will be completed with the full funding applied for. Applications that request part-funding will be considered. I am not sure if my grant-seeking initiative fits within the area of eligibility, who can help? You are welcome to your query to or call for any assistance.

8 APPENDIX A TREASURER S INSTRUCTION 15 GRANT FUNDING Reissued: 28 March 2013 Effective: 28 March 2013 Scope 15.1 This instruction applies to public authorities that are administrative units This instruction does not apply to the procurement of goods and services that meet the definition of procurement operations as defined in the State Procurement Act This instruction does not apply to funding provided by an administrative unit to an entity where the administrative unit is effectively acting as an agent or administrator of funding provided by the Commonwealth Government and where the administrative unit has no discretion as to the recipient of the funds or the purpose/use of the funds by the entity Nothing in this instruction precludes the imposition of more rigorous requirements to a grant or class of grants should the Chief Executive determine such arrangements to be warranted. Objective 15.5 To establish appropriate accountability on the part of non-south Australian Government entities that receive a grant(s) from an administrative unit(s). Interpretation and Definition 15.6 For guidance in interpreting the application of this instruction, refer to Treasurer s Instruction 1, which provides general definitions and principles for the application of the Treasurer s instructions "Accounting records" mean formal and informal documents and working papers necessary to explain the methods and calculations by which the accounts of the entity are compiled "Entity" includes a person and an incorporated and unincorporated non-south Australian Government organisation that receives a grant "General Purpose Financial Statements" has the meaning given in the Australian Accounting Standards "Grant" means money given by an administrative unit, including subsidies, to an entity in order to fund or to assist with the funding of any program or project "Minister" means the Minister who is responsible for the administrative unit that administers the grant "Non-recourse grant" means a grant for a specified purpose, and with specified objectives that may or may not have a series of conditions attached. Failure to meet any or all of the conditions does not entitle the Government to recover the grant.

9 Instruction All approvals and authorisations required for South Australian Government employees to enter into contracts and/or incur expenditure, as set out in Treasurer s Instruction 8 Financial Authorisations, apply to the provision of grants Where it is proposed to make a one-off grant payment for $10,000 (GST exclusive) or less, the administrative unit providing the grant will: have written evidence of both the grant request and receipt from the entity; maintain records of the payment and the purpose of the grant made to the entity; require the entity to provide an acquittal for the grant received and expended at the end of the grant term. Schedule 1 of this Instruction provides a template which can be used for this purpose; and require the entity to repay to the administrative unit any grant moneys which are unexpended at the end of the grant period unless specific approval is given by the Chief Executive (or employee of the public authority nominated by the Chief Executive) for those moneys to be retained by the entity This clause applies to all grants with the exception of non-recourse grants and grants to which clause applies. Where it is proposed to make a grant other than a non-recourse grant (other than a one-off grant payment for $10,000 (GST exclusive) or less) to an entity, a written agreement setting out the terms and conditions of the grant must be entered into between the responsible Minister1 and the entity concerned (grant agreement). The Chief Executive of the administrative unit that is responsible for administering the grant will ensure that the grant agreement appropriately records the grant, associated financial arrangements and the administrative unit s control and monitoring requirements and that the grant agreement is legally enforceable. In this regard, the Chief Executive must ensure that the agreement incorporates the conditions set out in the following clauses, together with any additional requirements and conditions which may be specified by the Minister. Generally, a grant agreement may be entered into and executed by a Minister or alternatively an employee at a senior level of the administrative unit as agent of the Minister under a settled program or policy. This would require a written ministerial authorisation to the senior employee to execute this type of grant agreement The grant agreement must record appropriate undertakings from the entity to ensure that: (a) the entity is only to apply the grant for its intended purpose; (b) as required by the administrative unit, the entity will provide appropriate and regular information, records and reports to enable the administrative unit to make an informed assessment of the ongoing financial position of the entity, monitor the entity s compliance with the terms on which the grant is made and form an assessment as to the overall effectiveness of the grant throughout the term of the grant; (c) at the end of the grant period, the entity will provide a report on the level of unexpended grant money and the entity will repay all unexpended grant moneys to the administrative unit unless specific approval is given by the Minister (or employee of the public authority nominated by the Minister) for those moneys to be retained; and

10 (d) where the entity breaches the terms of the grant agreement, the entity will repay all or a portion of the grant moneys (whether expended or not) to the administrative unit where required by the Minister (or employee of the public authority nominated by the Minister) In accordance with the above undertakings, and unless determined otherwise by the Chief Executive, the grant agreement must include a requirement for the entity to: where requested by the Minister (or employee of the public authority nominated by the Minister) provide management accounts, annual reports, financial statements and any other information or documents relevant to the entity s operations to the administrative unit; prepare financial statements at the end of each financial year, or if a grant period is for less than one year, at the end of the grant period. The financial statements must be prepared in accordance with Australian Accounting Standards2, signed by an appropriate senior office holder of the entity and submitted to the Minister; where a grant is in excess of $1 million (GST exclusive) over the term of the grant agreement, prepare its financial statements in the nature of a General Purpose Financial Statements; where the sum of grants provided by the administrative unit to the entity is in excess of $1 million (GST exclusive) in a financial year, prepare its financial statements in the nature of a General Purpose Financial Statements; provide regular progress reports on any project or program pertaining to the grant, including any change to the authorised scope of the project or program; provide timely advice to the administrative unit of any significant changes to the nature and/or scope of the activities conducted by the entity; For the purposes of TI 15, this includes both Tiers of reporting requirements under the Australian Accounting Standards. Tier 1 Australian Accounting Standards and Tier 2 Australian Accounting Standards Reduced Disclosure Requirements. comply with legislation, any constitution that governs the entity s operations and any conditions attaching to the grant; allow any officer authorised by the Minister to enter the entity s premises to inspect the operations of the entity including equipment, premises, accounting records, documents and information and interview employees of the entity on matters pertaining to its operation; accept that the Minister may direct that the entity s financial accounts be audited and that the Minister may also specify the minimum qualifications to be held by a person appointed to conduct such an audit; and provide regular reporting, with appropriate evidence in support, as to the application of grant moneys by the entity The Chief Executive of an administrative unit which is responsible for administering a grant in accordance with clause must ensure that appropriate reporting requirements are in place by the entity concerned to enable it to satisfy the Minister that the grant is used effectively and efficiently and only for the purpose for which it was made Chief Executives need to be satisfied that any non-recourse grants are justified by the particular circumstances and are in the public interest Non-recourse grants exceeding $10,000 require the approval of the Treasurer prior to being issued.

11 15.18 Non-recourse grants for $10,000 or less must be treated in accordance with clauses A grant agreement should not contain any provision which seeks to constrain the entity receiving funding from engaging in political or policy advocacy The administrative unit providing the grant will ensure that the correct GST treatment is applied to the grant in accordance with the A New Tax System (Goods and Services Tax) Act 1999 and public rulings issued by the Australian Tax Office including GSTR 2012/2 Financial Assistance Payments (available from For queries contact: Department of Treasury and Finance Government Accounting, Reporting and Procurement Branch Financial Management Team Telephone No. (08) TI 15 4 Reissued 28 March 2013

12 APPENDIX C DCS Strategic Plan

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