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Please ensure that you have read theprior to completing the application form. Southern Mallee District Councjls'Communjty DonatFM:'mld-'S'p6nsorship Program Policy'

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Applicant Details

Name of organisation:

Postal address:

Business contact number:

ABN:

If you do not have an ABN please complete an ATO (Australian Tax Office) Statement by Supplier form.Is your organisation registered for GST? [j' Yes 0 NoI/we are (please tick whichever applies)0 avoluntary organisation(3 other S,lhcol

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(Note.' These aCouncrl ln?Krnd' ilems refer lo Council owned' equipmenl, venues, services, goods or slaff lrme. Please refer lo. Counals 'Fees and Charges' documenl avaHabks al Ihe CouncH. IJJtlnglS re08 BnO un8rgeS rX)Cumerfl aVallaDW3 a[ me IiOlJnCll

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Will the donation benefit residents of the wider Southern Mallee District Council area? If so, how?

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Community Donation/Sponsorship ProgramApplication Form

Payment for successful applications

Should your application for a donation or sponsorship be successful the Southern Mallee District Council will make a payment byElectronic Funds Transfer (EFT) into the nominated bank account. A remittance advice confirming the details of the EFT paymentwill be forwarded to you either by mail or email.Your bank details will be securely stored electronically in a confidential file used by Finance staff only.

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AcCOunfName Lcamerc<2 %sav,rs Covh2,lvsA7 Sckocl (oyvtci'l -zyi.Do you request a presentation/attendance by the Mayor, Elected Member, Chief ExecutiveOfficer or Stafl Member?

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Terms and Conditions of the Donation

Please complete the details below:

1, being the authorised offIcer of the organisation making this declaration, confirm and agree that:1 . The information giveri in this application, including any attachments hereto, is true and correct in every particular.2. The donation received from the Southern Mallee District Council will be used for the approved activity or project as outlined inthis application. The Council must approve in writing any changes to the activity/project.

Any moneys not expended on completion of the project/activity will be returned to the Southern Mallee District Council.The Southern Mallee District Council will be acknowledged in any publications or publicity regarding the activity.I am authorised by the applicarit organisation to prepare and submit this application for financial assistance.

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Please forward application to: Community Donation/Sponsorship Program,Southerri Mallee District Council,PO Box 49, PINNAROO SA 5304

Enquiries: Phone (08) 8577 8002 or Email [email protected]

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PO BOX 49 Pinnaroo. Sorith Austraiia 5304Tclel:itu'itiV: (08') 8577 8002Emaij : pouncil (tZ so?ithcri iiiiall ce. s;l.g('l s:. au,'},[3'l'J: 2(i 2('}8 -/l 7 728

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SOUTHERN MALLEEDISTRICT COUNCIL

Community Donation & Sponsorship Program Policy

Adopted

Recommendation Number

Review Date

17 August 2016

19/0816

August 2018

File No: 9.63.1/16 Version1

Southern Mallee District Council


1 Introduction

The statements that Council make in this Policy are of the Councils position inrelation to these matters and its intention to facilitate its aspirations wherever it isreasonable to do so. The Council is not irrevocably bound by this Policy.

2 Definitions

Grant:

Grants are non-repayable funds disbursed to a recipient, often a not for profitentity, or similar. In order to receive a grant, an application is required. Grantsare made to fund a specific project and require some level of compliance,acquittal and reporting. Each grant category is budgeted for each financialyear. Funds are only awarded to those applicants that have been assessed aseligible and in order of merit. All available funds may not be allocated eachgrant round if there are insufficient eligible applicants.

Sponsorship:

Sponsorship is a cash and/or in-kind fee paid to an organization (typically insports, arts, entertainment). Sponsorship can deliver increased awareness andbrand building, and therefore may attract a requirement for reporting,photographs and some kind of use for advertising or promotional purposes.

Donation:

Financial or in-kind support given with no reporting or acquittal requirements bythe recipient. A fixed amount will be budgeted each financial year.

Contribution:

On-going/recurrent financial support which may or may not include reporting oracquittal requirements. This is budgeted for individual organisations annually.

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3 Policy Objective

The purpose of this Policy is to:

* Define the methods by which Council assesses solicitations from communitygroups seeking donations from Council;

* Demonstrate fairness, accountability and responsibility to ratepayers for theexpenditure of public money;

* Be transparent and equitable to all parties involved;

* Enable all processes to be monitored and recorded;

* Ensure that the best possible outcome is achieved for Council and thecommunity;

* Ensure that Council is consistent with strategic, corporate and financialdirections.

A maximum of $2,000 in any one financial year will be allocated to fund theCommunity Donation and Sponsorship Program.

4 Background

Donations by the Council may be made to charity and to not for profit communitygroups and organisations, with preference given to those located in, or which provideservi'ces to benefit the Southern Mallee District Council area. This Policy is intendedto provide a clear and consistent process for the determination of requests for one-offmonetary, in-kind and other donations from Council to individuals, community groupsor organisations for charitable purposes.

Council recognises its obligation to make decisions responsibly, accountably andtransparently and within the community's interests and expectations. It is consideredthat the types of donations that this Policy seeks to address uphold this responsibility,provided-that they occur within the parameters of this Policy. Funds that enabledonations to be made are allocated within the Council budget each financial year.

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s Policy

Application for donations may be made by organisations that meet the Council'scriteria.

Applications will be accepted in June and November of each year and will be paid inAugust and January respectively of each year.

In accordance with Iegislative requirements and to maintain fairness, transparencyand accountability, all donations, including financial, chattels, realty or services willbe made either with the support of the Mayor and an appropriate ward Councillor orotherwise by Council by formal decision.

The Council's Application for Community Donation Form and relevant supportingdocumentation must be fully completed and submitted to the Council in order for thecriteria for donation to be assessed. To meet the eligibility criteria, applications mustinclude the following:

* Name and address of the group or organisation;

* Name and contact details of office bearer, or authorised contact person;

* Amount requested - either financial, in-kind or both;

* Purpose of the donation;

* Benefit to the residents of the Southern Mallee District Council area, ifapplicable;

* Any other relevant details such as a copy of incorporation documentation (ifapplicable) and bank account details;

* Any request for ceremonial presentation by the Mayor, Elected Member or staffmember;

* Applicants may also be required to provide an audited financial statement anddetails of their GST status.

Elected Members must declare any conflicts of interest regarding the applicantorganisation prior to decisions being made whether consulted as a wardcouncillor or at the Council meeting if the application is referred to Council fordecision.

Applications for recurrent funding, including operating expenses, refundablebonds, or insurance will not usually be considered.

Applications that involve personal benefit to an individual will not usually beconsidered.

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s Policy

Applications which may be eligible for a community grant will instead bereferred to that process.

All donations made by Council will be published on the Council's website.

6 Documentation

To assist in demonstrating that the above processes are cost effective, fair,transparent and accountable, and meet community needs, all applications fordonations, as well as their respective outcomes, will be documented.

7 Availability of Policy

This Policy will be available on the Council's website www.southernmallee.sa.gov.auand for inspection at Council's principal office during normal business hours. Copiescan also be provided to interested members of the community upon request, andupon payment of a fee in accordance with Council's Schedule of Fees and Charges.

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