City of Swan Swan Community Funding Scheme Guidelines

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1 City of Swan Swan Community Funding Scheme Guidelines

2 What is the Swan Community Funding Scheme? The City of Swan Community Funding Scheme aims to build sustainable local communities, and enhance the social wellbeing and development of the City of Swan community. The City of Swan welcomes submissions from community groups and not-for-profit organisations that are seeking support for projects, activities and events that address identified community needs. Applicants are expected to provide as much contribution as possible to their projects. Applicants can only receive funding once in a financial year. Applicants will not be funded for two financial years in a row. The Community Funding Scheme comprises of six programs: Small Grants to support seeding, and small scale local initiatives. Swan Community Grants project grants to support seeding, small scale and larger activities. Swan Event Sponsorship supports community based events developed and conducted in the City of Swan. Swan Cash Donations supports individual endeavour in competitive activities including sport, culture, and the arts. Swan Non-Cash Donations contribute to the viability of community projects and events by the waiver or reduction in City of Swan venue hire. Access All Areas subsidised access to recreation and cultural activities. Photos (right and front cover top left) by Chris Webster 2

3 Types of Funding Swan Small Grants Swan Small Grants provides up to $1,000 for a wide range of activities by local community organisations. These grants are open to both incorporated and non-incorporated auspiced organisations. Swan Community Grants The Swan Community Grants program provides up to $20,000 to support projects with community development objectives. Applicants must be incorporated or supported by an auspice organisation. Swan Event Sponsorship Swan Event Sponsorship provides support of up to $20,000 for various types of events. These may be small lasting only one day and involving a local community. Others may run over several days and attract thousands of people. Sponsorship can be provided in cash or in kind. Applicants must be incorporated or supported by an auspice organisation. Levels of Support Applications will be assessed according to the level of support requested. Level 1 Up to $5,000 Applications can be made at any time. Applications must be received twelve (12) weeks prior to the commencement of the project or activity. Level 2 $5,001 to $20,000 Support is offered twice per year with the following schedule: Round 1 Round 2 Applications open January August Applications close March October Assessment April November Notification of outcomes May December Applications received after a round closing date will be considered in the following grant round. The Swan Community Funding Scheme will not fund projects that have started prior to the granting of funds. Swan Cash Donations Swan Cash Donations supports individual endeavour in competitive activities including sport, culture and the arts. There are three types of support, depending on the level of competition: International Up to $500 per applicant per year; National Up to $250 per applicant per year; and State Up to $100 per applicant per year. Applicants must be students up to twenty-five (25) years old, and must have a valid student card. Swan Non-Cash Donations Swan Non-Cash Donations aim to contribute to the viability of community projects and events. Examples are, a waiver on the cost of the provision of rubbish bins at an event, or venue hire of a City of Swan building. This in-kind support is provided up to a maximum of $1,000 in any financial year to an organisation. Funding will not be approved more than once a year. 3

4 Access All Areas Access All Areas provides vouchers for subsidised access to life skills, recreation, and cultural activities. The vouchers should be considered as part of a support program which enables people to gain benefits from social and recreational participation. Registered organisations such as community health providers may recommend and issue vouchers to their clients. A number of sporting clubs, leisure services and arts organisations in the City of Swan are registered to accept Access All Areas vouchers. Access All Areas vouchers are issued for a value of up to $200 a financial year per client. Vouchers must be used within three months of issue. The funds are provided on a one-off basis and should not be considered to be ongoing. General Funding Criteria Eligibility To be eligible for funding applicants must satisfy the eligibility criteria set out in the relevant Swan Community Funding Scheme Information Paper, and must: Be a community-based or not for profit organisation, except for the Access All Areas or Cash Donations programs; Offer a project or activity within the City of Swan s local government boundaries, or if the applicant is an individual, be a resident; Have completed and acquitted any project for which any City of Swan funding was previously received; Have no outstanding debts to the City of Swan; Undertake the project or activity for the benefit of the wider community; and Submit applications in accordance with the requirements outlined in the relevant Information Paper and on the prescribed form. Ineligibility The Swan Community Funding Scheme does not provide funding for: Activities which have received funding during the preceding financial year; Commercial activities or organisations; Fundraising activities; Core organisational operating costs, for example a permanent position for ongoing work; Projects that duplicate existing City of Swan services and programmes; Activities that are already covered by existing service agreements with the City of Swan; Projects with a political or religious purpose only; Projects that will rely on recurrent funding; Retrospective costs; Costs or activities already funded by another grant; and Capital items including equipment. 4

5 Applications Applications will only be considered if they are submitted on a fully completed application form with all supporting documentation. All applicants must submit their applications in the manner prescribed in the relevant information paper and application form. These are available at our website: Only one application per organisation will be funded in any financial year. Applicants will not be funded two financial years in a row. Auspice Arrangements Photo by Perriwinkle Photography Non- incorporated organisations, must have an appropriate auspice organisation that can support their project, receive, and manage the grant on their behalf. Auspice organisations will apply for funding, receive, hold and administer the funding to the auspiced organisation, so that the auspiced organisation can complete the funded projects. Auspice organisations will also take responsibility for undertaking reporting and accountability requirements for projects. Auspice organisations should share the aims of their nonincorporated partner in order to be effectively involved in the projects. The City of Swan will in no way be involved or responsible for the auspicing arrangements between grant applicants. Acknowledgement of receipt of applications for grants received by the City of Swan will be sent to applicants by . In the case where no is available, a hard copy will be sent. The City of Swan reserves the right to reject any application that does not meet the criteria or the priorities of the Swan Community Funding Scheme. Also, the City will request further information as it sees fit, to support the application. Applicants will be advised in writing of the outcome of their application. If you are interested in applying and would like to discuss the suitability of your project, or require assistance with your application, please contact the Community Development Coordinator for your Place Community: Altone Place Ballajura Place Ellenbrook Place Midland Place Rural Place Please call Customer Support on telephone

6 General Assessment Criteria Applications will be assessed according to the following priorities of the Swan Community Funding Scheme: Build Capacity and Partnerships and Leverage Resources: Increase the human and organisational capacity of recipients; Maximise in-kind, cash donations and volunteer time from community, business and / or other funding bodies; Facilitate ways in which residents can give back to the community; Encourage community participation and capacity building; and Demonstrate an effect that will have an impact beyond the funding period. Demonstrate Accountability for the Expenditure of Public Funds: Adopt a risk-management based approach; Clearly define aims, objectives and outcomes that are measurable; Be well-planned and achievable within clear and detailed timelines; Provide evidence to establish that funds and in-kind support provided by the City of Swan will be used for their intended purpose; and Seek to maximise value for money. Recognise the City of Swan s Contribution: Enhance the image of the City of Swan; and Successful Applicants The City of Swan will send out agreements or letters of offer that will state the terms and conditions of the offer of funding, according to the type of grant funded. This will include any project evaluation, financial reporting, and acquittal requirements. Purpose of funds Funds are allocated only for the purposes of the project as described in the application and must not be used for any other purpose or transferred or assigned to any other party without prior written approval by the City. Funds will be disbursed according to the conditions of each grant funding category. Period of funding and extensions Projects and funding will be expected to be expended within one year of approval OR a written request for an extension and carry-over of funds must be made to, and approved by the City at least twelve weeks prior to the end of each financial year. Maximise media coverage. 6

7 Frequently asked questions Q If our organisation s office is not located in the City of Swan, are we still eligible? A Yes, provided the project is carried out within the City of Swan s Local Government boundaries. Acknowledging the City of Swan support Swan Community Funding recipients are expected to acknowledge the support they receive from the City of Swan. Recipients are required to comply with the City s Acknowledgement Strategy available at: Acquittal Recipients of Swan Community Funding will be required to provide on conclusion of their activity evidence to justify the expenditure of grant funds. This involves a breakdown of expenditure including all relevant invoices and receipts. The evidence may include photos and written assessments. The City of Swan grant documentation will state the acquittal requirements in the relevant program information paper. Funds which are unspent at the conclusion of the funding period must be returned to Council within sixty (60) days of the completion of the project, activity or event. Failure to satisfactorily complete the performance evaluation and acquittal may disqualify recipients from further grants or financial assistance from the City of Swan. Other funding sources Applicants are encouraged to seek additional funding from other sources. A list of agencies providing other funding opportunities is available from Department of Local Government and Communities Grants Directory: Q Does our group need to be incorporated to be eligible for Swan Community Funding? A No, your group does not have to be incorporated, but you will need to apply through an incorporated group under an auspice arrangement. Q I live in Bassendean. What am I eligible for? A You must be a City of Swan resident to be eligible to apply for any program that is for individuals. Q Can we use Swan Community Funding to buy equipment? A No. Q Can I apply for funding with another organisation? A Yes, partnering with an organisation can improve your chances of receiving funding, especially if you can show that the partnership will lead to better outcomes. Q Should the budget include GST? A No, GST where applicable will be added to the funding amount. Q How many times can I apply? A Funding will not be approved more than once a year. Applicants will not be funded two financial years in a row. Q Can an auspicing organisation auspice more than one applicant at the same time? A Yes, depending on the capacity of the organisation to support multiple projects. Q Can an auspicing organisation also apply for a grant at the same time? A Yes, as long as it demonstrates that it has the resources to carry out multiple projects. Q Does fundraising mean raising funds for other activities, or does it include funds raised by the project for its own sustainability? A We will not contribute to any form of fundraising. Q Must applicants liaise with local Community Development Coordinators? A Applicants may contact Community Development Coordinators if they need to. Q Will the City fund an event two years in a row if the applicants are different? A Yes. Please note that no more than one applicant will be funded for an event within the same financial year. 7

8 Ward map of the City of Swan BULLSBROOK AVON VALLEY NATIONAL PARK MELALEUCA WALYUNGA NATIONAL PARK ELLENBROOK AVELEY BELHUS CULLACABARDEE BALLAJURA LEXIA WHITEMAN BRABHAM HENLEY BROOK WEST SWAN MALAGA NORANDA BEECHBORO CAVERSHAM BENNETT SPRINGS DAYTON KIARA LOCKRIDGE GUILDFORD SOUTH GUILDFORD PERTH AIRPORT THE VINES BASKERVILLE MILLENDON HERNE HILL MIDDLE SWAN HAZELMERE UPPER SWAN BRIGADOON RED HILL JANE BROOK STRATTON SWAN VIEW VIVEASH MIDVALE MIDLAND BELLEVUE KOONGAMIA WOODBRIDGE GIDGEGANNUP Wards Altone Ballajura Ellenbrook Midland/Guildford North Swan Valley/Gidgegannup Contact us For further information please contact Phone or Fax Web Street Address Postal Address City of Swan Administration Centre Swan Community Funding Scheme 2 Midland Square (off Morrison Rd), Midland WA 6056 City of Swan Swan Community Funding Scheme PO Box 196 MIDLAND WA 6936 This document is available in alternate format on request. COS /06/14

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