Grant Funding Program

Information Kit & Application Form 2016

Applications close 5pm Thursday 30 June 2016

Grant Funding 2016 Information Kit

The Program The City of Bunbury provides funding for a range of programs, events and activities each year to enhance the community and economy. The Grant Program aims to be thorough yet transparent and enable a range of quality and diverse projects to take place. Every proposal seeking funding from the City of Bunbury must complete a Grant Application, which will be reviewed and assessed against a number of criteria around social, economic, strategic and community benefit. Funding Categories include:

• Community Assistance • Arts • Place Making • Events

Important Dates Applications close at 5pm on Thursday 30 June 2016.

Find out more at a FREE Grant Funding Workshop

27 April 2016 12 to 2pm 28 April 2016 4 to 6pm

Where: City of Bunbury Function Room, 4 Stephen Street, Bunbury

RSVP to Krystine on 9792 7251 or kingram@bunbury.wa.gov.au

Discuss your application at a Q & A Session

11 May 2016 4pm to 6pm 18 May 2016 at 12pm to 2pm

26 May 2016 at 10am to 12pm

Where: City of Bunbury Function Room, 4 Stephen Street, Bunbury

RSVP to Krystine on 9792 7251 or kingram@bunbury.wa.gov.au

Funding Rounds The City of Bunbury Grant Funding Program is funded from Council’s annual budget each year. Applications open at the beginning of April and close at the end of June with funding announced in August. A second round of funding may be advertised in all or some of the categories if unallocated funds remain.

Funding Categories Grants are classified against the below categories to determine the level of funding they are eligible for and the assessment model that will apply.

Community Assistance

Events or Projects Capital or Programs

A significant social event that actively engages and adds vibrancy to the community.

A capital purchase or program that will have a positive impact on the Bunbury community.

Will generate limited media coverage and economic benefit. Will benefit the community through capacity building or increased sustainability.

Run by the community for the community. Benefits a wide cross section of the Bunbury community.

Recent examples include fundraisers such as the Silver Chain Australia Day Breakfast or the Des Ugle Christmas Party.

Examples include accessible equipment for the community such as outdoor gyms or drinking fountains.

Funding of up to $2,500 available (City of Bunbury funding request must be matched in cash, $ for $).

Funding of up to $25,000 available (City of Bunbury funding request must be matched in cash, $ for $).

Place Making

An activity or project that will activate a place or places within the City of Bunbury adding vibrancy and interest and enhancing community identity and pride.

Projects that benefit both a local community and wider community.

Examples would include projects celebrating a site, a place or a neighbourhood.

Funding of up to $5,000 available (City of Bunbury funding request must be matched in cash, $ for $).

Arts

Innovative projects that will contribute to arts development and benefit the community by building capacity and skills through arts participation and enhance Bunbury’s profile as a creative city.

Projects by or with Bunbury artists.

Funding of up to $5,000 available (City of Bunbury funding request must be matched in cash, $ for $).

Events

Minor Major Iconic

An annual event attracting over 1,500 people that adds value to the City’s event calendar.

A significant event that generates vibrancy and adds value to the community.

An internationally recognised event that is unique to the region and attracts over 10,000 people.

Will generate media coverage and/or have marketing strategies that include mass media.

Generates significant media coverage, immediate and long term economic benefit and promotional opportunities.

Generates significant national media coverage, immediate and long term economic benefit and promotional opportunities.

Draws visitors from outside the Greater Bunbury area.

Draws visitors from across the state and interstate.

Draws interstate and international visitors.

Recent examples include national competitions hosted by local clubs/associations, the Bunbury City Dolphin Festival or Live Lighter Bunbury Show.

Recent examples include Groovin the Moo and Cinefest Oz.

Bunbury is seeking iconic events!

Funding of up to $15,000 available (City of Bunbury funding request must be matched in cash, $ for $).

Funding of up to $40,000 available (City of Bunbury funding request must be matched in cash, $ for $).

Can apply for amounts greater than $40,000 (City of Bunbury funding request must be matched in cash, $ for $).

When assessing Grant Applications the City of Bunbury may find a proposal initially falls short of some of the criteria but may have the ability to satisfy the criteria in the future. In this situation the City may conclude that the proposal should be supported to enable it to develop to its full potential. How to Apply We have tried to make the application process as simple as possible but if you have any questions please make sure you contact the Grants Coordination Officer on 9792 7251. Step 1 Read the Grant Funding Guidelines outlined in this information kit to ensure your project is eligible for funding or attend a Grant Funding Workshop on:

• 27 April 2016 at 12 to 2pm, Council Function Room • 28 April 2016 at 4 to 6pm, Council Function Room

Step 2 We recommend you discuss your application with a City of Bunbury staff member via phone, or attend a workshop or Q & A Session on:

• 11 May 2016 4pm to 6pm, Council Function Room • 18 May 2016 at 12pm to 2pm, Council Function Room • 26 May 2016 at 10am to 12pm, Council Function Room

Please contact 9792 7251 or email kingram@bunbury.wa.gov.au to register your interest. Step 3 Complete the application form and lodge before 5pm on Thursday 30 June 2016 by mail or email: Grants Coordination Officer

City of Bunbury PO Box 21, BUNBURY WA 6231

records@bunbury.wa.gov.au Step 4 Applications are assessed by the assessment panel. Step 5 Applicants are notified of the outcome via letter once Council budgets are approved (generally late August). If successful, you will be provided with a Funding Agreement to read and sign before you can access the funds. Step 6 Send an invoice to the City of Bunbury for the first payment, as per the Funding Agreement, if applicable. Step 7 You deliver your project! Step 8 Complete an acquittal form within 12 weeks of the completion date or by 30th June 2017 (whichever comes first) and return by mail or email:

Grants Coordination Officer City of Bunbury PO Box 21, BUNBURY WA 6231

records@bunbury.wa.gov.au Once the acquittal is completed satisfactorily, please send an invoice to the City of Bunbury requesting the final payment of funds, if applicable.

Funding Eligibility To be eligible for City of Bunbury grant funding the following criteria need to be met:

• The entire event/program/project or a significant portion of the event/program/project must take place within the City of Bunbury boundaries by 30 September 2017.

• The event/program/project must be open to the general public and accessible • Applicants must have an Australian Business Number (ABN) OR a Statement by Supplier form and

incorporation certificate from its auspicing body • The event/program/project must promote the City of Bunbury in a positive manner • City of Bunbury allocation must be matched or exceed in cash, $ for $

The City of Bunbury will consider all applications but preference will be given to those that are not:

• Political in nature or incorporate political activities. • Projects that are primarily for the purpose of education or training. • Religious events (not including charities run by religious groups). • Private functions such as weddings, private parties etc. • Day to day operational funding for the organisation/business including open days, sales or special

occasions with the aim to profit the business. • Ongoing or in-house occurrences such as award ceremonies and other annual happenings that form part

of the group or organisation. • Projects defined as a temporary group activity designed to produce a unique product, service or result. A

planned program of work, unit of work or public work or task that could include activities such as training courses, classes, exhibitions, installations, permanent or semi-permanent construction.

• Applications submitted after the grant round has closed or where the event’s date falls before the funding allocation is to be decided.

• Applications for capital costs including but not limited to equipment, vehicles and office supplies. (with the exception of the Community Assistance – Capital and Programs funding category)

• Applicants who have not acquitted previous grants provided by the City of Bunbury. • Events that already receive funding via any other City of Bunbury program. • Applicants who do not provide copies of relevant and current insurance policies, risk assessments,

management plans, permits and/or any other documentation requested in the application form. • Conflicts with City of Bunbury legislation and/or sponsorship policies. • Exclude or offend minority community groups. • Could present a hazard to the community. • Promote anti-social behaviour, including gambling, smoking or the consumption of other addictive

substances. Suitable costs that may be covered by a cash contribution include:

• Operational and hire cost for equipment. • Entertainment and talent fees. • Advertising and promotional expenses. • Capital purchases/purchase of equipment or materials (only for applications made under the ‘Community

Assistance – Capital or Programs’ category). • External facilitators or presenters. • Travel expenses. • Venue hire.

In-kind support from the City of Bunbury may include:

• Waste Services: provision of bins and street sweeping. • Rangers Services: road closures, bollard removal, event trailer and traffic management plans. • Public Health Services: noise and health regulations such as food and liquor. • Promotions, marketing through City of Bunbury sources and networks including billboard hire. • Open Spaces Services: venue and ground hire, marking of reticulation, and cleaning of Council owned

grounds.

Evaluation Criteria It is important to apply in the correct category as although all applications are assessed against the same criteria the weighting given to each varies.

Assessment Criteria Grant Category Assessment Weighting

Community Assistance

Arts

Place-Making Events

Community Participation Engages with and accessible to a wide cross section of the Bunbury community.

40%

15%

15%

20%

Vibrancy Extraordinary and innovative, providing activation of public spaces and adding vibrancy to the City of Bunbury.

10%

35%

35%

25%

Stay and Spend A driver of tourism that provides economic benefit and creates promotional opportunities.

5%

5%

5%

25%

Community Benefit Develops skills, awareness and builds capacity amongst the Bunbury community.

40%

30%

30%

5%

Profile Receives significant positive media coverage outside of the Greater Bunbury area, raising the profile of Bunbury as a destination.

5%

15%

15%

25%

When assessing Grant Applications the City of Bunbury may find a proposal initially falls short of some of the criteria but may have the ability to satisfy the criteria in the future. In this situation the City may conclude that the proposal should be supported to enable it to develop to its full potential. Conditions of Funding:

• An acquittal form must be provided within 12 weeks of the completion date or by 30th June 2017 (whichever comes first)

• Organisations that have not provided an acquittal from previous City of Bunbury Grant Funding applications are ineligible to apply until the required documentation has been submitted.

• The final decision on funding allocations lies with the City of Bunbury’s Chief Executive Officer through Delegated Authority from Council and applicants may not request an appeal.

• Funding must be used only for the purposes specified in the Funding Agreement. • The proposed project must take place within the financial year that funding is made available unless

otherwise agreed by the City of Bunbury’s Chief Executive Officer. • If funds are not expended on completion of the project, any unspent funds must be returned to the City

of Bunbury.

Funding Agreement If your application is successful you will receive a Funding Agreement from the City of Bunbury. Statutory requirements will be outlined in this document and must be adhered to. You may be required to report on these items at certain milestones. Your obligations could include but are not limited to:

• Risk Management Plan • Site Plan • Traffic Management Plan • Marketing and Communications Plan • Waste Management Plan • Event Evaluation conditions • Accessibility Plan • Health requirements including noise, food, water and toilets • Public space event application form and permit conditions.

The Funding Agreement will also outline how you will need to acknowledge the contribution made by the City of Bunbury to your event/project or activity. This may include but is not limited to:

• City of Bunbury and/or Tourism (BUNBURY “Where You’re Free To Be”) logos on all advertising, posters, fliers, programs, online sites (website and social media), registration/entry forms, information packs.

• Sponsorship story on social media announcing the City of Bunbury as a sponsor. • Banners/flags displayed at prominent locations at the event. • MC/PA announcements on the day of event.

Application Submission:

• Applications must be submitted by 5pm, 30 June 2016. • Applicants must complete an online application form, located on the City of Bunbury website

www.bunbury.wa.gov.au • For further information please contact 9792 7251.

Acquittal All applicants must submit an acquittal report within 12 weeks of the event/activity/project completion date or by 30 June 2017 on the form provided with the Funding Agreement. The acquittal report includes:

• An evaluation report which clearly demonstrates key outcomes achieved for the Bunbury community. • Examples of promotional materials acknowledging City of Bunbury as a funding partner. • Financial reports providing details of income and expenditure. • Copies of receipts indicating expenditure on funding provided. Only original or certified copies of receipts

or invoices will be accepted. • Unspent funds for the purposes that they have been approved are to be returned to the City of Bunbury

with the acquittal report.

Grant Funding 2016

Application Form Please read the Grant Funding Information Kit before completing this Application Form. Please complete all fields in the application form and attach all/any relevant supporting materials. Incomplete or late applications will not be accepted. Send your application by email or post to:

Grants Coordination Officer PO Box 21 BUNBURY WA 6231 records@bunbury.wa.gov.au

Project/Activity/Event Summary Project/Activity/Event Title:

Please select the funding category you wish to apply in and include the requested amount.

You can select more than one category but the requested funding amount cannot exceed the total maximum funding available in each selected category. Refer to the Grant Funding Information Kit 2016 for category details.

Community Assistance

Events or Projects $ Capital or Programs $

Funding of up to $2,500 available. Funding of up to $25,000 available.

(City of Bunbury funding request must be matched in cash, $ for $).

(City of Bunbury funding request must be matched in cash, $ for $).

Place Making

Place-Making $

Funding of up to $5,000 available.

(City of Bunbury funding request must be matched in cash, $ for $).

Arts

Arts Development $

Funding of up to $5,000 available.

(City of Bunbury funding request must be matched in cash, $ for $).

Events

Minor $ Major $ Iconic $

Funding of up to $15,000 available. Funding of up to $40,000 available. Can apply for amounts greater than $40,000.

(City of Bunbury funding request must be matched in cash, $ for $).

(City of Bunbury funding request must be matched in cash, $ for $).

(City of Bunbury funding request must be matched in cash, $ for $).

Applications close 5pm Thursday 30 June 2016

Applicant Information

1. Applicant/Organisation Name

Main Contact Person Position

Street Address

Suburb State Postcode

Postal address (if same, please write as above)

Suburb State Postcode

Email Phone Fax

Organisation’s Website Event Website

2. Is your organisation incorporated?

YES NO If no, name of auspicing body or complete question 3 and provide an ABN.

Please provide a copy of the auspicing body’s incorporation certificate.

3. ABN

If you do not have an ABN please complete and attach a Statement by a Supplier form. 4. Is your organisation registered for GST?

YES NO

5. Does your organisation have public liability insurance cover for the duration of the project, which will cover this activity?

YES NO Insured Amount: Please provide a certificate of currency with this application.

Name of Insurance Company:

Project/Activity/Event Information 6. Provide a brief description of your organisation/Business and who will be involved in the

development/delivery of your project/activity/event (maximum 400 words).

7. What is the name of your project/activity/event?

8. What date and where will you deliver your project/activity/event?

9. Provide a brief description of your project/activity/event (maximum 400 words).

10. Have you undertaken this project/activity/event previously?

YES NO

If yes please provide a copy of your evaluation report for the project/activity/event and give a brief summary below.

11. Anticipated number of people that will benefit from the project/activity or attend the event, directly and indirectly. Please detail how this will be measured.

12. Key demographic/groups that will benefit from the projects/activity or event and how.

13. Please detail what you intend to expend Council funds on?

14. If the Council contribution does not meet the requested amount how will the project be financed or

affected?

Evaluation Criteria 15. All City of Bunbury grants are assessed against the same basic criteria, however depending on the category the weighting given to each varies. Refer to the table in the Grant Funding Information Kit 2016 for further details. Outline how your activity/project/event aligns with each of the criteria outlined below: Community Participation Engages with and accessible to a wide cross section of the Bunbury community.

Vibrancy Extraordinary and innovative, providing activation of public spaces and adding vibrancy to the City of Bunbury.

Stay and Spend A driver of tourism that provides economic benefit and creates promotional opportunities.

Community Benefit Develops skills, awareness and builds capacity amongst the Bunbury community.

Profile Receives significant positive media coverage outside of the Greater Bunbury area, raising the profile of Bunbury as a destination.

Budget Information 16. Income Table City of Bunbury request must be matched in cash, $ for $. Matching funds can exceed the amount requested, but not be less.

*To be eligible for in-kind council services (e.g. venue hire, waste services, health and public building approvals) you must contact the City of Bunbury Events department and obtain quotes. Quotes must be attached to this application. **Include a breakdown of all other anticipated grant/sponsorship income as well as any expected revenue from ticket sales 17. Expenditure Table Details Item Cost (Ex. GST) Cash request from

City of Bunbury In-kind request from City of Bunbury*

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

TOTALS $ $ $

Funding Source Cash (Ex. GST) In-Kind* Total Confirmed? Y/N

Request from City of Bunbury (CoB) $ $ $

Funding Source Cash (Ex. GST) In-Kind* Total Confirmed? Y/N

Your organisations cash contribution $ $ $

Other sources of funding** $ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

TOTAL Income

$ This total must match the amount requested from CoB.

$ $

Application Checklist Prior to submitting your application please ensure that all necessary information and supporting documentation has been included. Incomplete applications will not be accepted. SUPPORT MATERIALS (MANDATORY): Copy of current registration/ incorporation. Copy of insurance certificate of currency. Letters of support from community and/or other groups.

SUPPORT MATERIALS (WHERE APPLICABLE): Statement of Supplier Form (if your organisation does not have an ABN). Quotes supporting your budget allocations, including those for Council services if required. Copy of most recent Annual Report including financial statements.

CHECK LIST: I have attached all necessary support materials. Detailed budget has been completed in full. Application Authorisation has been signed by an authorised person from your organisation.

Application Authorisation I, the undersigned, certify / acknowledge that: This application will not be accepted if it is late or incomplete.

The statements in this application are true to the best of my knowledge and the supporting material is my own work or the work of relevant project personnel named in this application.

Any information given to applicants by a City of Bunbury staff member should be seen as information only and that I should not alter my circumstances or act upon expectations arising from such information.

I have no overdue acquittals from previous City of Bunbury funding.

I agree to accept the decision of the City of Bunbury Chief Executive Officer regarding the assessment of this application.

I understand that Council’s decision process concludes in August 2016 and I will be notified by the City regarding the result of this application after this date.

I understand that should this application be accepted I will be required to provide an acquittal within 3 (three) calendar months of the project completion date or 30 June 2017 whichever is the earliest.

Successful applicants will receive a Funding Agreement to outline mutual obligations.

The Funding Agreement will outline all reporting requirements and where required key milestone reporting pre and post event/program.

The Funding Agreement will detail the requirements in recognising the City of Bunbury’s contribution through public relation and marketing activities that are a condition of funding.

A separate event application MUST be made in order for a public space or City of Bunbury venue to be booked. Please be advised it is an offence to operate a public event until a Certificate of Approval (Permit) is issued by the City of Bunbury. Please contact the Events department for further information on 9792 7000 or events@bunbury.wa.gov.au

All events will be required to submit a risk management plan, seek police approvals and comply with all health/liquor licensing regulations and any requirements outlined on their permit for the use of City of Bunbury land.

I authorise the City of Bunbury to reproduce any attachments provided with this form for internal purposes only. I agree to advise the City of Bunbury immediately of any variation to information supplied in this application which may arise. I hereby certify that I am authorised to make this proposal for funding on behalf of the organisation detailed below and that all the information supplied is correct.

Applicant Signature Date

Applicant Name Applicant Position

Witness Signature Date

Witness Name Witness Position