Road safety Fund Guidelines

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Table of Contents

Road Safety in the Moreton Bay Region......................................................................................................................

Road Safety Priorities...................................................................................................................................................

Funding........................................................................................................................................................................

Important Dates...........................................................................................................................................................

Eligibility Criteria..........................................................................................................................................................

Applicant Checklist.......................................................................................................................................................

How to Apply...............................................................................................................................................................

Budget..........................................................................................................................................................................

GST...............................................................................................................................................................................

Assessment..................................................................................................................................................................

Notification..................................................................................................................................................................

Funding Agreement.....................................................................................................................................................

Contacts and Support..................................................................................................................................................

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Road Safety in the Moreton Bay RegionThere are more than 3,500 kilometers of roads in the Moreton Bay Region and a substantial network of pathways. It is council’s vision that this road network is safe for use by all road users.Road safety is everybody’s business and council recognises the important role that road safety stakeholders and the community play in delivering solutions that address local road safety issues. The Road Safety Fund has been developed with a philosophy of partnership, whereby Council provides funding to community organisations for projects and initiatives that deliver solutions to support road safety priorities within the Moreton Bay Region.

Road Safety PrioritiesPreference will be given to applications that deliver on the following road safety priorities:

School safety Vulnerable road users -

o Pedestrianso Bicyclistso Motorcyclistso Young road userso Senior road users

Licensing, unlicensed and disqualified driving Fatigue Drink and drug driving Anti-social driver behaviour (hooning) Seat belts Speed Distraction General road safety issues

It is Council’s aim that, by improving road safety, the Moreton Bay Region will be an even better place to live, work and play in the future.

FundingUp to $10,000 (GST inclusive) is available per application.For applications over $5,000 applicants must meet with a Grants Officer to discuss their application.Organisations may apply for funding to deliver multiple initiatives, however a separate application is required for each initiative.

Important DatesApplications are invited in one round per year.

Opening Date Closing Date Notification Project Start Date

Disbursal of Funds

1 August 5:00pm, 29 September December January

Two (2) weeks from receipt of invoice

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Eligibility Criteria

El ig ib le app l icantsApplicants must:

Be an eligible entity (described below); Have $20 million Public Liability Insurance; and Have acquitted all previous Moreton Bay Regional Council grants.

The following entities are eligible entities: Incorporated not-for-profit community organisations; and Schools.

If the Grants team cannot clearly identify if your organisation is eligible through public registers, you may be asked to submit supporting documents to confirm your eligibility status.

The following entities are not eligible entities: For-profit entities; Any entity operating more than 30 gaming machines; Government department and agencies (other than state schools); Individuals; Unincorporated not-for-profit community organisations.

Unincorporated not-for-profit community organisations (including Parent and Citizens’ Associations) may apply through an eligible entity, which is able to accept legal and financial responsibility for the project. If you have any questions about your eligibility, please contact a Grants Officer on (07) 3205 0555 or email grants@moretonbay.qld.gov.au .

El ig ib le pro jects Projects and initiatives that work to address local road safety priorities (See above).

Ine l ig ib le projects Road crash injury rehabilitation projects Road engineering, line marking and permanent signage Law enforcement projects Facility and road development or maintenance Defensive or advanced driver training programs Projects that occur prior to the receipt of funding

Ine l ig ib le expenses Ongoing salaries/wages. Administrative and operating costs (such as vehicle registrations, mileage, electricity) Payment of debt Insurance costs Purchase of capital items such computers and / or machinery

Part icu lars Project must be based within the Moreton Bay region or be able to demonstrate how it will

achieve road safety outcomes for the Moreton Bay region and residents. Council funding aims to provide limited financial assistance and is not intended to be relied

upon as the sole source of income. Council encourages co-funding from other external funding sources. Council reserves the right to part fund a grant application. Projects will be ineligible at the finalisation of the second round of funding.

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Applicant Checklist The following documents are required for all applications under the Road Safety Fund. Please ensure the following are attached to your application form:

Public Liability Certificate of Currency Most recent Annual Report including audited or reviewed financial statements Quotes, from a registered business/s, for all items to be funded by the grant

In addition to the required documents, the following supporting information may also be provided if it is felt that this would improve your case for funding:

Strategic or business plan Feasibility studies, needs assessments etc. Letters of support

How to ApplyApplications must be submitted no later than 5:00pm EST on the specified closing date . Applicants are encouraged to submit their application via Council’s online application system.

The online application system is powered by Smarty Grants and can be accessed via the Council website. Applicants are required to register a user name and password login the first time they use this system. The online application system will allow applicants to save, develop and print out applications before they choose to submit them. Support material can also be attached to the online application through this system.

An online Help Guide for Applicants and Ap p licant Freq ue ntl y As ked Que stion s (F AQ ’s ) is available to assist applicants to navigate the online application. Council’s Grant Officers are also available to provide assistance. Please contact a Grants Officer on (07) 3205 0555 or email grants@moretonbay.qld.gov.au

BudgetAn itemised budget is required to be completed. A budget template is provided in the application form. The budget must include the total income and expenditure of the project. This includes other sources of funding and costs covered by the requested grant funds.A quote, from a registered business, is required for all items to be funded by the grant.

GSTAll project budgets must be GST inclusive. An applicant’s GST registration status will not impact the total amount paid if successful. For advice on GST, please contact the Australian Taxation Office (ATO) on 13 24 78 or via its website on www.ato.gov.au

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AssessmentAll applications will progress through the following assessment stages:

Stage Tasks

Pre-eligibility check

All applications are checked to determine applicant and project eligibility and to ensure that they are complete. Ineligible and incomplete applications will not progress to the assessment stage.

Assessment

All eligible and complete applications are scored against the following Assessment Criteria:

1. Demonstrated community need- The project is clearly and concisely communicated.- The need for the project is clearly demonstrated and relevant

consultation, evidence and support is provided.2. Level of road safety benefit

- The project aligns with the road safety priorities of Road Safety Fund.- The road safety benefit and intended outcomes of the project are

clearly articulated and well developed.- The applicant describes a plan to monitor and evaluate the road

safety outcomes of the project.3. Value for money

- The budget is balanced, realistic and expenditure items are relevant to the project.

- The applicant demonstrates additional investment in the project.- The applicant describes a plan to self-sustain the project and/or

project outcomes into the future.4. Capacity to deliver the project

- The applicant demonstrates the skills, experience and internal resources to deliver the project to a high standard, on time, and within budget.

Council endorsement Recommendations are presented to the Council for endorsement.

NotificationAll applicants will be notified of the result of their application via email.Successful applicants will receive a Funding Agreement. The Funding Agreement will include terms and conditions of the grant. The standard terms and conditions are detailed in the ‘Funding Agreement’ section of these guidelines below; in some cases additional conditions may be added. Applicants are required to complete and sign the Funding Agreement and provide an invoice before funding will be released. Successful applicants will receive payment by electronic transfer within two (2) weeks of notification.Unsuccessful applicants are invited to seek feedback on their application by phoning or emailing a Grants Officer on (07) 3205 0555 or email grants@moretonbay.qld.gov.au

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Funding AgreementSuccessful applicants are required to comply with the following standard conditions:

Maintain appropriate insurance cover for the duration of the project. Ensure all employees (paid and volunteer) have the required skills and licenses i.e. Blue Card. Obtain all necessary permits/approvals prior to the beginning of the project i.e. park bookings. Meet all relevant workplace health and safety requirements. Complete the project within the start and completion dates as specified within the funding

application budget. Expend the funding for the approved project and for the prescribed items as described in the

application. Return an outcome report to Council within six (6) weeks of project completion. Council

reserves the right to request receipts, tax invoices and other evidence of project expenditure at any given time.

In the event that the funds are not fully expended for the purposes outlined in the application, the unspent funds will be returned to Council at the time of the outcome report.

In the event of a project variation or change of scope (for example change of project partners, budget variation greater than 10%, change of project timeline), the applicant must notify Council’s Grants team via email (grants@moretonbay.qld.gov.au ) and receive approval before implementing the proposed changes.

Appropriately acknowledge Council for the funding provided in all publicity relating to the funded project. This includes using Council’s logo, in accordance with the corporate style guide, in printed material, on the applicant’s website and acknowledgement at the event or activity.

Council reserves the right to promote funded projects. At the request of Moreton Bay Regional Council, applicants may also be required to include:

- Provision of space for a welcome message by the Mayor, or his representative, in any official event, program or website.

- An opportunity for the Mayor, or his representative, to participate in any official proceedings leading up to and during the project.

Contacts and Support If you require further information, please contact a Grants Officer on (07) 3205 0555 or email grants@moretonbay.qld.gov.auTTY – Nat ional Re lay Serv iceA 24 hour national relay service offers an over-the-phone solution for people who are deaf or have a hearing or speech impediment:TTY and Voice: 133 677Speak & Listen (SSR): 1300 555 727SMS Relay: 0423 677 767

Trans lat ing and Interpreter Serv ice (T IS )Interpreter assistance is available in 160 languages and dialects. To use an interpreter, please phone 131 450.