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MORNINGTON PENINSULA SHIRE

CREATIVE COMMUNITY GRANTS

Guidelines Authorised by Robin Adams, 21 Marine Parade, Hastings, Vic, 3915

INTRODUCTION

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This document is designed to provide assistance to organisations in preparing a funding application through the Creative Community Grants Program.

Mornington Peninsula Shire through its annual Community Grants Program seeks to contribute to as many creative projects and services as possible, providing effective community support to the residents of the Mornington Peninsula.

The Mornington Peninsula Shire is committed to working in partnership with other community stakeholders to nurture and develop a strong sense of community by strengthening the cultural vitality of communities through its support for creative programs and projects with public outcomes. Priority is given to projects and organisations that focus on strengthening local involvement in planning, management and provision of services and programs that complement the Shire’s identified priorities as per the Shire Strategic Plan & Arts and Culture Strategy and other related and significant strategies.

The total cost of providing an annual funding program is significant, however, it is recognised as an important component of the Shire’s community support programs. It is the Shire’s intention to ensure funds are available to assist as many eligible groups as possible therefore only one application per organisation can be accepted.

Please Note: In addition, the Shire also supports community groups indirectly through a variety of other ways including the provision of buildings, maintenance, planning advice and assistance and staff input through various committee structures. If you think your project requires feedback from the Shire please contact the Cultural Planner to first discuss your program or project ideas. Each year the Shire receives significantly more eligible submissions for funding than the amount that is available. The average grant provided is usually about $2,000 but can be as low as $500. Applications however, can be given for up to $5,000 for innovative proposals. It is expected that the demand for the larger grants will be high and therefore applicants are strongly encouraged to consider application for grants of smaller amounts where this will adequately meet the project needs.

FUNDING PRINCIPLESCreative Community Grants funding is made available to support the initiation, development and delivery of quality art projects that nurture a sense of place and identity through innovative arts and cultural programs, projects and activities with a public outcome. The limit for this program is $5,000.

ONLINE APPLICATIONSMornington Peninsula Shire uses SmartyGrants, an online grants application process. This is the preferred method of application however if there are compelling reasons why this process cannot be used, please call Chris Hawke on 5950 1650 for assistance or to arrange for an alternative method of submitting an application. Visit http://www.mornpen.vic.gov.au/Our_Shire/Community_Grants

APPLICATION PROCESSIt is recommended that you contact the Cultural Planner to discuss your idea or project proposal before you apply for funding from the Creative Community Grants Program. E: artsandculture@mornpen.vic.gov.au or T: 5950 1716.

The following information will further guide applicants in preparing a submission and we strongly encourage you to read through carefully and comply with these conditions as this will strengthen your application. Applications can be received from community-based and managed groups and organisations who

demonstrate an intended positive impact for the Mornington Peninsula by developing and progressing a stimulating and creative program or activity for shire residents.

Applicant organisations should be community-based, preferably incorporated, and managed as a “not for profit” group with an open membership to Mornington Peninsula Shire residents. Unincorporated organisations may only apply if an auspice arrangement is agreed to with another organisation that has incorporation status and the Shire’s recommended Auspice Agreement Letter signed

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by the auspice group. An auspice arrangement refers to the practice of an organisation that does not have incorporation status applying for funding under the name of an organisation that does. The organisation that agrees to auspice another group must be involved in the conduct and financial management of the project for which a grant is being sought. See conditions associated with the Auspice Agreement Letter.

Applicants should also be debt free with the Shire and able to provide details of their GST status including a copy of ABN/ACN registration and satisfactory evidence of their not-for-profit status.

All applicants will be formally advised of the Shire’s final decision.

SELECTION CRITERIAGenerally creative projects which meet the following criteria will be allocated a higher priority: Sustainability – aligning the Arts and Culture Strategy with the Shire Strategic Plan and state and federal policies. Cultural vitality – fostering creativity, inspiration, innovation and celebration. Community building – nurturing local identity and connection to place. Social inclusion – fostering health and wellbeing outcomes through creative engagement Diversity – acknowledging cultural differences, expressions and abilities. Opportunities and involvement in the cultural life of the community. Projects that display an innovative approach to meeting arts and cultural needs. Seeding new community-place-based projects. Groups that have aims and objectives, a clear evaluation process and capacity for communications and audience

development.

Council reserves the right to fund any project at its sole discretion however in order to arrive at this decision the following process will be undertaken.

ASSESSMENT PROCESS Applications are assessed by an Evaluation Panel comprising Shire officers who are required to make a declaration

of their ability to participate without their judgment or decision making being compromised. Projects will be assessed annually following the closing date for applications and in accordance with the timelines. Projects will be scored against the Selection Criteria (above) that will assess both the merits of the project proposed

and the ability of the sponsor organisation to achieve the stated objective/s. Applicants may be requested to provide additional supporting information or to meet with the Evaluation Panel if

considered necessary. Projects will then be ranked in order of score. Where an amount requested is in excess of the notional maximum allocation Shire staff may attempt to ascertain if

the project can proceed at a reduced funding level. A report will be prepared for Council consideration and determination. Successful Applicants will be notified of Council’s decision in December.

CONDITIONS Applicants must attempt to submit an online application unless alternative arrangements have been made for groups

experiencing genuine hardships or barriers to submitting an application online. Please refer to the Shire’s website for detailed instructions for submitting an application online.

Funded projects must be for a specific project or activity and have a defined operating period. Funding cannot be used for any other purpose without prior consultation and agreement from the Shire. Groups must indicate all other sources of funding they have sought and/or received and listed in the budget section

of the application. A maximum of one grant will be made available to an organisation per year. The application must indicate how the project will contribute to the cultural vitality of the community. (refer to

Selection Criteria) Groups that receive a grant must sign and return the Conditions of Grant Form including GST status before they are

eligible to receive the allocated funds. It is suggested that your group devise an evaluation program that can be lodged on completion of the project. In general, grants are to be a supplement to the total income of the applicant and therefore groups should not rely

solely on Shire funds. The Shire can provide a support services with assistance to source other funding partners. Successful applicants will be required to complete an online Acquittal Form to report on the outcomes of the project. Community Grants are made on the basis of a one-off payment and no ongoing commitment by the Shire should be

implied. Request to Vary the Project must be made in writing with the Cultural Planner before a new project can take place.

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Grant monies must be accounted for separately within the organisation’s records and any unspent funds must be returned to Shire in the event the project is discontinued.

INELIGIBLE FOR FUNDINGThe following areas are not considered eligible for funding under this scheme and will therefore not be considered by the funding panel. Politically based organisations or those who operate principally as a pressure group. Organisations that operate on a ‘for profit’ basis or are unable to provide satisfactory evidence of their not-

for-profit status. Festivals or events. A separate scheme exists for festivals and events through the Shire’s Communications

and Events unit. Groups previously funded who have failed to comply with the financial and project evaluation or monitoring

requirements of the Shire’s Community Grant Programs. Requests for contributions toward major capital works projects. These should be referred to the Shire’s

Capital Works program. Requests for donations as part of a larger fundraising initiative.

GST INFORMATIONAll organisations applying for funding must provide their ABN and GST details. Organisations that have applied for an ABN or for GST registration but have not yet received confirmation must state so in the application. Successful applicants will be required to provide complete details before funding can be paid. Successful organisations which are registered for GST will receive 10% extra for them to remit to the Australian Taxation Office (e.g. $1,000 application, $1,100 paid for $100 to be paid by the organisation to the Australian Taxation Office).

Successful organisations which are not registered for GST but have an ABN will have the amount paid to them that was agreed (e.g. $1,000 application, $1,000 paid).

TIMELINESCall for Applications: August/ SeptemberAssess Applications: OctoberCouncil Decisions: DecemberNotify Successful Applicants: DecemberDistribute Funds: JanuaryMornington Peninsula Shire will publicly report grants awarded after the Council decision has been made.

PRIVACY INFORMATIONThe personal information on the application form is collected by the Shire for the primary purpose ofprocessing your grant application. Should you wish to access this information, you may contact Mornington Peninsula Shire on 1300 850 600 or 5950 1000.

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GRANT WRITING TIPSPlanning – Identifying the need for projects or a program: Why do a project? Who will do it? Who will benefit? Would a project achieve something for the group, new learning or new skills? Is the activity available elsewhere on the Peninsula and have you enquired how the project worked for them? Are there new partnerships to be developed? Scope the project; what, why, with whom, when, where and what the public outcome will be. Ensure there is a full commitment to the project idea from members of the committee.

Brainstorming and planning sessions – problem solving.Ensure the project is aligned to your organisational goals.Regularly agenda “Grant Finding” for discussion at meetings.Create a role for finding funds – e.g. Grants & Fundraising officer who has the ability to complete Grant Application Forms.Familiarise yourself with the grant guidelines and areas of eligibility.Understand minimum and maximum amounts available.All questions to be answered in the Application Form. Understand the requirements of each question; about the project, evaluation, marketing and acquittal requirements.Financial requirements (budgets, financial statements).In developing your project description be specific, realistic and descriptive.Give some consideration to developing partnerships and relationships with similar organisations.

CHECKLIST Online Application password received from SmartyGrants (the email address used must be used throughout the

program of funding support) Committee in full support of proposal Evidence gathered about the project Letters of Support gathered Signed Letter of Auspice uploaded Australian Business Number received Application questions answered clearly Roles of committee members or project group are clear Contact with the Cultural Planner to discuss the project

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FURTHER INFORMATION Andrea Ebsworth, Cultural Planner E: artsandculture@mornpen.vic.gov.au T: 5950 1716