CITY OF GREATER GEELONGCOMMUNITY ARTS GRANTS (Professional Development) GUIDELINES

PLEASE READ THESE GUIDELINES CAREFULLY, THEN COMPLETE THE FOLLOWING CHECKLIST:

Have you: Contacted a relevant Council Project Officer to discuss your application? (Required)

Read these Grant Guidelines thoroughly?

Acquitted any previous City of Greater Geelong grants?

Prepared a current professional CV for you/ your Arts Practice?

Collected at least three appropriate Letters of Support?

Obtained your ABN and/or GST details (if applicable)?

Completed all questions in the Sample Application Form?

Completed the Budget Section (to be sure the numbers balance)?

Obtained quotes for all items for which you will use grant funds?

Previewed the Online Application Form?

NOTE : THIS DOCUMENT IS NOT AN APPLICATION – To apply, you must go to www.geelongaustralia.com.au/grants and follow the grant program links to Community Arts & Festivals Grants and the relevant Online Application Form.

COMMUNITY ARTS GRANTS (Professional Development) (09/2015) PAGE 1 of 11All rights reserved.  No part of this document can be reproduced except for the purposes of this grant program.

ATTACHMENT 4

Last Printed 06/05/2023 1:21:04 AM

COMMUNITY ARTS GRANTS (Professional Development)SECTION 1: GUIDELINES

What Is The Community Arts Grants (Professional Development) Program?• The City of Greater Geelong is a municipality with great

cultural strengths. Council is working to build on these strengths, and position the City of Greater Geelong as an exciting cultural centre of innovation and excellence.

• The Community Arts Grants (Professional Development) Program aims to support locally based professional artists, arts workers and volunteer arts community workers through the provision of limited funding opportunities to facilitate participation in professional skills development activities occurring outside the municipality – including intrastate, interstate or overseas travel.

• Applicants must provide a strong rationale as to why funding is necessary, should provide excellent references from relevant arts & cultural industry and arts community representatives, and should demonstrate how their participation in the activity will result in long-term cultural benefit to the Geelong region, its artists or arts organisations.

Who Can Apply?• Professional artists or arts organisation volunteers residing

permanently within the Greater Geelong municipality can apply for funding under this program.

• Except in special cases, grant funds should ideally be used to finance selected professional or arts skills development activities that are not available within the municipality.

• If you have received funds from Council previously, you must ensure that you have spent the funds in accordance with the purpose for which the funds were provided (and as per the terms outlined in the Funding Agreement). You will need to have returned an Acquittal Form to Council to show that this has occurred to ensure that you are considered eligible to receive any further funds.

• You will also need to ensure that you are not in arrears to the City of Greater Geelong to be considered for funding.

How Much Can You Apply For?Applicants to Community Arts Grants (Professional Development) can apply for amounts of up to $1,000.

These funds are drawn annually from the Community Arts Grants program, which has a total allocation of $120,000 per financial year for applications across all four Arts streams (Arts Project, Quick Response, Biennial and Professional Development).

When Can You Apply?Funds allocated within this stream are limited, and occur on a first come, first served basis. Applications will be accepted all year, subject to availability of funds.

Applicants may not apply more than once a year to this stream.

Applicants should allow a minimum of 4 weeks for assessment.

Privacy Information• The personal information on the Community Arts Grants

Application Form is collected by Council for the primary purpose of processing your grant application. Should you wish to access this information, you may contact Council on 03 5272 5272.

What Can Be Funded Under This Program?In general, grants awarded within this program should be used for the reimbursement of travel and accommodation costs or registration fees relating to the applicant’s participation in:

• Cultural conferences

• Professional or skills development programs

• Training programs in arts business and/or admin skills

• Arts mentorships

• Residencies

• Other cultural learning activities for individuals (not formal study courses).

Travel for the purposes of networking leading to the programming of professional arts activities within the municipality may also be appropriate in selected instances.

What will NOT be Funded?• Submissions from applicants under the age of 18;

• Study expenses;

• Additional expenses not specifically allocated for reimbursement of travel, accommodation and registration costs, e.g. Meals and drinks, dry-cleaning and other hotel services, product/merchandise purchases, etc;

• Expenses not directly related to the development opportunity.

• Activities which will commit future Council funds to ongoing operational or other funding;

• Salaries and wages for delivery of arts projects or festival activities may be eligible for funding under the Community Arts Grants or Community Festivals Grants Program;

• Activities that have already taken place prior to the grant application being acknowledged as successful.

How Are Applications Scored?In order to ensure a level playing field, all applications are scored against a common set of criteria, as follows:

• Benefit to Local Cultural Life 20%

• Benefit to Applicant 20%

• Level of Need 20%

• Skills Development Opportunity 20%

• References 20%

COMMUNITY ARTS GRANTS (Professional Development) (09/2015) PAGE 2 of 11All rights reserved.  No part of this document can be reproduced except for the purposes of this grant program.

How Do You Apply?There is a two-step application process:

1. Direct Contact with Arts & Culture Department:

To be eligible, all applicants must discuss their activity directly with an Arts & Culture Department officer prior to submitting the application online. This can be done by booking a one-on-one session – contact the Arts & Culture Department on 5272 4703.

2. Online Submission:

All applications MUST be submitted online via Council’s web site at www.geelongaustralia.com.au. Contact the Arts & Culture Department on 5272 4703 if you require support.

• Hard copy applications will not be accepted. However you can download the Guidelines with a sample form for reference only, from www.geelongaustralia.com.au.

• CV’s, letters of support and other documents must be uploaded with the application.

Amendments to Grant RequestFunds are allocated on the basis of information provided in Grant Applications. If you wish to reallocate funds for any use other than that indicated in the interview and application, change the dates of travel, withdraw from participation in the activity event, or if grant funds cannot be expended within the agreed timeframe, you should contact the Arts & Culture Department immediately to request approval for changes, or to arrange to return grant funds if appropriate.

Project Evaluation• Allocated funds must be expended within 12 months of

receiving the funding, unless otherwise negotiated.

• Funds must be spent as indicated in the application (unless a variation request is submitted and approved before funds are used).

• The Acquittal Form is found online via your grant application login on SmartyGrants, or www.geelongaustralia.com.au, and must be submitted within 4 weeks of the concluding date of the funded activity. Individuals who do not submit an Acquittal Form will be ineligible for future City of Greater Geelong grants.

• As part of their acquittal, grant recipients must be able to discuss the ways the community are to benefit from the completed professional development activity.

• Copies of receipts MUST be provided for all grant-funded activities. Grant recipients will be required to refund any monies that is unspent, spent inappropriately, or for which a receipt is not provided.

BudgetThe Budget should be as accurate as possible. The budget must:

• be balanced i.e. the Total Income must be the same as Total Expenses.

• include any In-kind goods or services. “In-kind” refers to goods or services that have been gifted towards the activity

that would otherwise need to be paid for. You must calculate an estimated value for each in-kind item, and list it as an income line and an expense line to show that the cost of the item has been offset by the in-kind gift.

• clearly show personal cash contribution to the activity. It is usually expected that applicants will contribute a reasonable proportion of the activity cost.

• show precisely what grant funds will be spent on.

Please Note The Following:• Activities that are the same or similar to a previous year’s

application will generally not be funded again.

• Allocated funds must be used within 12 months of payment, unless otherwise negotiated in writing.

• Check that you have chosen the correct grant program for your activity. Council offers a variety of funding programs aimed at assisting the community with specific activities. See below for information on these other programs.

• A Tax Invoice must be submitted to “The Arts & Culture Department” to allow the grant to be paid.

Council offers a variety of funding programs aimed at assisting the community with specific activities. In addition to the Community Arts Grants (Professional Development), the City of Greater Geelong provides the following other funding opportunities to support its community.

Community Arts Grants Program (Arts Project)The Community Arts Grants Program aims to support the initiation, development and delivery of quality arts projects, enriching the cultural fabric of the Geelong region and maximising community participation in local arts activity.

The program is structured to enable a wide range of arts and cultural groups to obtain a share of the grant funds for a varied range of projects spanning all arts genres.

Eligible organisations may apply for activities that will take place within the Greater Geelong municipality, and which demonstrate benefit to the cultural life of the Geelong community.

The program is advertised once per financial year, usually in July, and applications are accepted within specified timelines. Interested parties are required to meet with the Arts & Culture Department prior to submitting an application. Further details are available at www.geelongaustralia.com.au or by contacting the Arts & Culture Department on 5272 4773.

Community Arts Grants (Biennial)This Biennial Grant category provides a more substantial level of funding for the development of large-scale arts projects with one or more phases of activity that span across a two-year period.

Grants of up to $12,000, may be disbursed across two years (max $6,000 per year), to successful applicants.

COMMUNITY ARTS GRANTS (Professional Development) (09/2015) PAGE 3 of 11All rights reserved.  No part of this document can be reproduced except for the purposes of this grant program.

OTHER GRANT STREAMS

Community Arts Grants (Quick Response)Quick Response Grants of up to $1,500 support ‘urgent’ arts projects whose timelines prevent the Applicant from applying within the main annual Community Arts and Festivals Grants program application period in July/August.

Applicants must provide a legitimate reason as to why the application could not take place within the timelines of the major annual funding round, and why funding is necessary at short notice (eg. creation of an arts program to support an environmental disaster relief effort).

Applicants who applied in the major July/August round may not re-apply for a Quick Response grant for the same project.

Community Festivals Grants The Community Festivals Grant Program is a Council initiative to further strengthen community festival activities across the municipality and, in doing so, celebrate the diverse and unique communities within the City of Greater Geelong. The Program is available to groups seeking to develop festivals which complement the cultural life of the Geelong community.

Community Festivals Grants are available in three categories: Festival (One-off); Festival (Development) and Festival (Triennial). Triennial Grants are not open to festivals that have been operating for less than three years.

Further details are available at www.geelongaustralia.com.au or by contacting the Arts & Culture Department on 5272 4703

Community Grants ProgramThe Community Grants Program is offered to assist not-for-profit community organisations to provide opportunities that benefit the Geelong community. 

The program aims to contribute funds to assist eligible groups to undertake a wide range of projects consistent with the City’s Community Wellbeing priorities.  The program has an allocation of $240,000 per financial year, with most grant allocations ranging between $500 and $3,000 per applicant.

There are several grant rounds per financial year when requests for funds can made by completing our online application form. Applications are assessed based on the established eligibility guidelines and selection criteria of the program.

For further information, please go to http://www.geelongaustralia.com.au/community/grants or contact the Community Grants staff on 5272 4736 or via email communitygrants@geelongcity.vic.gov.au.

Victorian Seniors Festival Grant ProgramThe Senior Citizens Festival in Geelong is a month-long celebration and acknowledgment of the important contribution that senior citizens make in our community.

Grants are available for amounts of up to $400 for activities that take place during Seniors Week. The program is advertised once per financial year and applications are accepted within specified timelines. Eligible groups are required to meet the grant guidelines and complete an application which is available via the City's website at www.geelongaustralia.com.au or by contacting Council’s Health Promotions Officer – Aged & Disability Services Unit on  5272 5272.

Bis-Sport FundingThis small grant fund (for amounts between $100 to $1,500) is for Individual sports people over 12 years of age who are participating in regional, state and national sporting events or competitions. Funds can be used to assist participants with costs associated with: accommodation; travel; uniforms; special coaching activities; and special equipment etc.

Applicants must conform to the grant guidelines and complete an application form. Further information can be obtained by contacting the Barwon Sports Academy on 5224 9110.

Geelong Major Events Funding (GME) GME aims to develop a broad range of major events in the region by providing financial support to organisations delivering high quality, large scale events.

Further details are available via the City's website at www.geelongaustralia.com.au or by contacting Council’s Events & Marketing Services Unit on 5272 5272.

Swim Sport and Leisure – Sponsorship (In-kind Support)The City of Greater Geelong’s Swim Sport and Leisure Centres provide services to Geelong’s community with a wide range of programs and facilities available. Swim Sport and Leisure Sponsorship looks at investing in a number of opportunities that reflect our vision, corporate values and program initiatives.

Contact the City’s Swim Sport and Leisure Unit on 5272 5272 for further information regarding sponsorship opportunities and how to apply.

COMMUNITY ARTS GRANTS (Professional Development) (09/2015) PAGE 4 of 11All rights reserved.  No part of this document can be reproduced except for the purposes of this grant program.

OTHER FUNDING OPPORTUNITIES AT CITY OF GREATER GEELONG

SAMPLE APPLICATION FORM – FOR REFERENCE ONLY – THIS DOCUMENT IS NOT AN APPLICATION

ELIGIBILITY

(All fields will expand as you type)

1. Legal and Taxation Requirements

You must reside permanently within the Greater Geelong Municipality to be eligible for this program. (a) Do you reside permanently within the Geelong municipality?

No Yes

It is a requirement for all potential applicants to discuss their proposal with the Arts & Culture Unit prior to applying. Applications may only be made after attending a one-on-one grant chat with a grants officer.

(b) Have you met with the Arts & Culture Department directly to discuss your professional development opportunity?

No Yes

If no, please contact the Arts & Culture Department on 5272 4703 to arrange a meeting to discuss your Professional Development opportunity.

(c) When did you attend? (Date) Must be a date and no earlier than 1/07/2015

(d) Which grant officer did you meet with?

2. ABN and GST(a) ABN (Australian Business Number) If you are making this application as a volunteer arts worker, you may use the ABN of the organisation for which you volunteer.

(b) If you do not have an ABN, have you included a ‘Statement by a Supplier’ Form with this application?

Yes If Yes, please proceed to Question 2(c)

No Please be aware that If you do not provide either an ABN or a Statement by a Supplier Form, Council is obliged to send 48.5% of your allocation directly to the Australian Tax Office (ATO). ‘Statement by a Supplier’ Forms can be obtained from the Australian Tax Office.N.B. the application will require you to upload a completed form if selecting 2(b) No.

(c) Are you Registered for GST?

No Yes

If you are registered for GST and you are allocated funds, Council will pay an additional 10% to accommodate the GST.

3. Other Council Funding (for this Activity)? Have you entered into any funding agreement or discussion regarding funding this project with any other City of Greater Geelong Department or Councillor?

No Yes If yes, please provide details below:

Details of other funding arrangements.

4. Past funding details (if applicable)Have you received any funding from the City of Greater Geelong, for any other activity in the last three years? If yes, please provide details below (the on-line form allows you to add more rows):

No Yes If yes, please provide details below:

Past Project Title

Year funding received

Name of Funding Program

Amount Received

Acquitted? Y/N

$

$

$

*NB. If an Acquittal Report has not been received by Council for a previous project, any future projects will not be eligible for funding.

NOTE : THIS DOCUMENT IS NOT AN APPLICATION – To apply, you must go to www.geelongaustralia.com.au/grants and follow the grant program links to Community Arts & Festivals Grants and the relevant Online Application Form.

COMMUNITY ARTS GRANTS (Professional Development) (09/2015) PAGE 5 of 11All rights reserved.  No part of this document can be reproduced except for the purposes of this grant program.

SAMPLE APPLICATION FORM – FOR REFERENCE ONLY – THIS DOCUMENT IS NOT AN APPLICATION

ELIGIBILITY

(All fields will expand as you type)

About You

This Grants Program aims to support locally based professional artists, arts workers and volunteer arts community workers to participate in professional skills development activities occurring outside the municipality.

Applicants must: provide a strong rationale as to why funding is necessary; provide excellent references from relevant arts & cultural

industry and arts community representatives; and should demonstrate how their participation in the

activity will result in long-term cultural benefit to the Geelong region, its artists or arts organisations.

Except in special cases, grant funds should  ideally be used for professional or arts skills development activities that are not available within the municipality.

Title First name Surname

Business hours number After hours number

(Please note: It is important to provide more than one phone number to be sure we can reach you.)

Mobile number (preferred)

Email (essential):

Must be a valid email address that you will check regularly for important notices about your application.

Websites (your arts practice):

If you are applying as a volunteer staff member of an Arts Organisation, use the organisation website here.

Geelong Region Arts Atlas:

Is your Arts practice listed on the (Free) Geelong Region Arts Atlas?

No Yes

Promote your arts practice, venue or events for free at www.artsatlasgeelong.com.au

Applicant’s Street Address:

Number. Street name

Suburb/Town State Post code

The Applicant must be a permanent resident of the Greater Geelong Municipality

About Your Arts Practice (or Organisation)

(a) The Name of the Arts Practice/Organisation

Sole Traders – may be your own name. If you are applying as a volunteer staff member of an Arts Organisation, use the organisation name here.

(b) What is the main artform you work in?

If your practice extends across more than one artform, list the one that is the subject of the development activity. e.g. Sculpture, Contemporary Dance, Cultural Heritage etc.

(c) For how long have you been practicing your artform?

(d) Provide a brief précis of career highlights to date.

If applying as a volunteer or nominated person for an arts organisation, please tell us about your role and past similar roles. Please also tell us why you have been nominated for this opportunity

(e) Upload your Professional Arts CV:

For Community Volunteers, a letter detailing your involvement with the community is acceptable. Accepted file types: doc, docx, pdf, jpg. Please call the Arts & Culture department if you require technical assistance.

NOTE : THIS DOCUMENT IS NOT AN APPLICATION – To apply, you must go to www.geelongaustralia.com.au/grants

COMMUNITY ARTS GRANTS (Professional Development) (09/2015) PAGE 6 of 11All rights reserved.  No part of this document can be reproduced except for the purposes of this grant program.

SAMPLE APPLICATION FORM – FOR REFERENCE ONLY – THIS DOCUMENT IS NOT AN APPLICATION

ELIGIBILITY

(All fields will expand as you type)

and follow the grant program links to Community Arts & Festivals Grants and the relevant Online Application Form.

About the Activity

(a) Activity Title (Must use the recommended format):

Action/Title/Location/Date range - e.g. "Attend the Arts Practice Masters Seminar, in London, England from January 2-15, 2016".

Upload activity or event brochures, programmes or other evidence of this opportunity.

(b) Describe in detail, the activity in which you wish to participate:

What will you be doing during this activity? (max 250 words)Activity Start Date Activity End Date

(c) Total amount you are asking for, to the nearest $100? (Max $1,000)

$You will also be required to enter this in the budget section.

(d) How (exactly) do you plan to use the grant funds?

What specifically will you use the grant funds for? You will also be required to enter matching amounts in the budget section. Must be no more than 150 words

(e) How urgently do you require a decision?

Please tell us if a critical milestone is dependent on this funding by a specific date e.g. booking deadline or financial commitment date that will compromise the activity if a delay in funding notification occurred. (N.B. applications require minimum of four weeks to process)

Assessment

1. Benefit to local cultural life (20% of total score)

a) Explain how you believe your participation in this activity will result in long-term cultural benefit to the Geelong region or its artists/arts workers.

Please keep your response specific to the influence of your participation in this opportunity, on the local arts community and wider community. Please limit your response to 250 words.

The Arts and Culture Department is interested in the results of your participation in the activity.Please provide an opportunity for us to observe the results of your learning. For example, provide invites to attend a presentation, workshop, public showing or performance directly related to your Professional Development activity.

N.B: You are not expected or required to create an event specifically for this purpose, but we would like to be invited to observe how your learning has been applied to your Arts Practice.

b) How will you share your learning with the Geelong Arts Community after your activity?

What form will your Public Outcome take? e.g. lecture, workshop/s, performance? Please limit your response to 150 words.Proposed Outcome Date:

Approximate date you will invite official guests to attend a presentation/workshop/public showing or performance related to your Professional Development activity.

2. Benefit to Applicant(20% of total score)

Explain how you believe your participation in this activity will advance your artform practice:

COMMUNITY ARTS GRANTS (Professional Development) (09/2015) PAGE 7 of 11All rights reserved.  No part of this document can be reproduced except for the purposes of this grant program.

SAMPLE APPLICATION FORM – FOR REFERENCE ONLY – THIS DOCUMENT IS NOT AN APPLICATION

ELIGIBILITY

(All fields will expand as you type)

Describe the direct effect this activity will have on you and your arts practice, other than gaining skills. N.B. Skills will noted in question 4 (below). Please limit your response to 250 words.

3. Level of Need(20% of total score)

Why is this funding necessary for your participation?

Tell us why you need this funding in particular to participate in the activity? This relates to why you could not afford to participate without support. Make a case for the support. Please limit your response to 250 words

4. Skills Development Opportunity(20% of total score)

What skills do you intend to gain/develop from this activity?

Please explain which specific skills this opportunity will provide/develop or enhance, and what that will look like. Please limit your response to 250 words.

5. Letters of Support / References (Recommend at least three)(20% of total score)

(a) Upload at least three letters of support from relevant arts organisations, clearly stating how your participation will benefit the community.

Letters of support should: be on the provider's letterhead and signed, be specifically written in support of this application, state clearly why the organisation recommends support for the applicant to participate in the proposed activity.

REQUIRED - Please label each document clearly with organisation and name of provider. Only PC format documents (e.g. Microsoft Word), RTF, PDF and .JPG formats accepted.

Contact the Arts & Culture department if you require technical assistance.

COMMUNITY ARTS GRANTS (Professional Development) (09/2015) PAGE 8 of 11All rights reserved.  No part of this document can be reproduced except for the purposes of this grant program.

SAMPLE APPLICATION FORM – FOR REFERENCE ONLY – THIS DOCUMENT IS NOT AN APPLICATION

ELIGIBILITY

(All fields will expand as you type)

NOTE : THIS DOCUMENT IS NOT AN APPLICATION – To apply, you must go to www.geelongaustralia.com.au/grants and follow the Community arts & Festivals grants program links to an Online Application Form.

Continued over…

COMMUNITY ARTS GRANTS (Professional Development) (09/2015) PAGE 9 of 11All rights reserved.  No part of this document can be reproduced except for the purposes of this grant program.

Budget

5. (b) Please detail all income and expenditure required to participate in the activity and detail all costs associated with your professional development activity.

Change any of the suggested labels to the specifics of your activity, and add as many extra rows as you need.

Total Income MUST equal Total Expenditure.

INCOME Please list ALL sources of income

EXPENDITUREPlease list ALL costs required for your participation

Nb. Mark confirmed income sources using the selection box next to each item. X Nb. Show how you will spend the grant funds using

the selection box next to each item. X

Amount requested in this application $ Registration Fees $

Other grants and donations $ Workshop Fees $

Amount that you will provide $ Airfares $

Other (specify) $ Accommodation $

Transport costs

(taxi, car rental, etc.)$

Meals $

Workshop related materials (not

eligible)$

Other (specify) $

TOTAL INCOME* (Must equal Total

Expenditure)$

TOTAL EXPENDITURE* (Must equal

Total Income)$

Need any help completing your application?Please contact the Arts & Culture Department on 03 5272 4703 who can provide you with assistance and further information about your application and this program.

Funding Agreement If your application is successful, you will be contacted by phone, and sent an official advice letter, Funding

Agreement and EFT form by Email.

The agreement will outline the standard conditions of grant funding, plus any special conditions which may be applied.

Please sign and return the document by post return the agreement promptly along with your Tax Invoice to Arts & Culture Department, for the amount in the notification. (scanned and sent by email preferred)

Payment will then be made directly to your nominated back account (usually the following Thursday).

NOTE : THIS DOCUMENT IS NOT AN APPLICATION – To apply, you must go to www.geelongaustralia.com.au/grants and follow the grant program links to an Online Application Form.

COMMUNITY ARTS GRANTS (Professional Development)SECTION 3: Sample Funding Agreement (For Reference Only)Please read, and sign the second page of this agreement.

THIS AGREEMENT IS MADE BETWEEN GREATER GEELONG CITY COUNCIL ABN 18 374 210 672 (“the Council”) of 30 Gheringhap Street, Geelong and (Insert Name)

(“the Applicant”) of

Number Street Name

Suburb/Town State Post code

PROJECT TITLE

Application Reference:

Funding Amount Approved: Office use only

$ Ex-GST

BACKGROUNDA The Council makes funds available for community programs

and activities each year for the benefit of residents of, and for activities that take place in, the City of Greater Geelong Municipality.

B The Grant Program criteria must be met by the Applicant before funding is provided as set out in this Agreement.

AGREEMENT1. This Agreement will only take effect if the Applicant’s

submission is approved by the City of Greater Geelong General Manager Community Services, under Delegation.

2. Any variation of this Agreement shall only be made in writing between the parties.

3. The Council reserves the right to:a. refuse funding to any applicant;b. provide the applicant with a different amount than that

requested in the application;c. impose additional *Special Conditions on the

Agreement;d. stage or otherwise customise funding to any applicant;e. discontinue funding at any stage, for any reason;f. recall funding in whole or in part, for any reason;g. request progress reports from the Applicant during the

period of the activity; h. undertake an independent audit of the financial books

and records of the Applicant.4. The Applicant confirms and agrees that:

a. It is a Not-For-Profit incorporated association or a natural person authorised by the incorporated association to enter into this agreement;

b. Activities arising from the grant allocation will take place within the City of Greater Geelong and/or benefit City of Greater Geelong residents and workers;

c. It will obtain any necessary Council permits or other permits required for the event/program to take place;

d. It will spend any funds granted by Council on the approved activity;

e. It will not make any significant changes to the activity or how the funds are allocated unless such changes are requested in writing and subsequently approved in writing by Council;

f. It will spend any funds provided under this agreement within 12 months of the date of this agreement, unless an extension is requested in writing and subsequently approved in writing by Council;

g. It will complete an Acquittal process for the grant within one month of the conclusion of the activity;

h. It will return to Council any funds not spent on the activity as originally detailed in the budget submitted;

i. It will maintain accurate financial records of the recipient organisation, and make these records available to the staff of Council in the event of any further audit by Council into the use of the Grant;

j. It shall release and indemnify the Council, its servants, agents and employees against any claim, demand, liability, costs, expenses, actions arising out of or in any way connected with the activities of the Applicant, or the Applicant’s agents in consequence of this agreement except where the claim, demand, liability, costs or action are caused by the Council or its servants or agents;

k. It will not hold the Council responsible for any financial shortfall should the activity run over budget;

l. It will acknowledge Council as a funding source on all marketing and publicity materials. This will include the City of Greater Geelong logo (used in accordance with the Guidelines) and the words ‘This project is supported by City of Greater Geelong through its Community Arts Grants Program’;

m. It will submit a promotional article for inclusion in City of Greater Geelong’s weekly ArtsAtlas Bulletin, at www.artsatlasgeelong.com.au at least two weeks prior to the launch event or public outcome for their project. Phone 5272 4703 for assistance;

n. It will provide invitations to the launch event or public outcome of any funded activities, for the following Council representatives:

1. Mayor of the City of Greater Geelong2. Arts and Culture Portfolio Holder 3. Other members of the Community Arts and Festivals

Assessment Committee4. Arts and Culture Department

Invitations to be sent to: PO Box 104, Geelong VIC 3220 and Electronic invitations for Councillors may be emailed to

councillor@geelongcity.vic.gov.au5. If your entity or organisation is registered for GST, Council will

require a “Tax Invoice” to be submitted prior to payment of the grant.

6. The Applicant agrees to the following *Special Conditions: Office use only

Signature Required on next page.

COMMUNITY ARTS GRANTS (Professional Development)SECTION 3: Sample Funding Agreement (For Reference Only)

APPLICATION FORM AUTHORISATIONThis section requires completion and signature by the Applicant (and where applicable an authorised staff member of the organisation that is sponsoring the Applicant).

DECLARATIONI affirm, that any funds provided by the City of Greater Geelong will be expended in accordance with the terms and conditions outlined in the Funding Agreement.

I affirm that all details supplied in this application and attachments are true and correct to the best of my knowledge (and where applicable, that the application form has been submitted with the full knowledge and agreement of the sponsor organisation).

I acknowledge that the Guidelines and Funding Agreement have been read and fully understood.

PLEASE NOTE:

• At least one signatory must have authority to administer financial activity for the applicant.

• Applicants that have a sponsor organisation must also have that organisation sign this section

SIGNED BY APPLICANT:

Name

Arts Practice or Sponsor Organisation name

Signature

Date

COMMITTEE MEMBER/STAFF MEMBER: (from Sponsor Organisation if applicable)

Name

Position/Title

Signature

Date

COUNTERSIGNED FOR AND ON BEHALF OF THE CITY OF GREATER GEELONG BY:

Office use only

Name

Kaz Paton

Position/Title

Manager - Arts and Culture Department

Signature

Date