Love My Place Grants Program · Love My Place allows Council to advocate for changes, and serve as a broker and facilitator for innovation. 2.2 Love My Place will allow the testing

Love My Place Grants ProgramINFORMATION KIT

Love My Place Grants Program

INFORMATION KIT CONTENT• Grant and Project Guidelines• Example Activations and Initiatives• Frequently Asked Questions• Grant Application Questions - For Review

Only

Apply at lovemyplace.com.au

https://lovemyplace.com.au/

Love My Place Grants ProgramGrant and Project Guidelines

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LOVE MY PLACE GRANT AND PROJECT GUIDELINES

1. Introduction

1.1 These Guidelines are intended by the City of Port Phillip to be used by the Council of the City of Port Phillip (including by its authorised delegate(s)) to inform the making of decisions in relation to the subject matter and objectives of these Guidelines, but they are not to be interpreted as binding the Council (or its authorised delegate(s)) to make particular ‘place making’ decisions in particular circumstances in any particular way. This is on the basis that each application will always be considered on its merits.

1.2 The City of Port Phillip seeks to activate designated placemaking precincts of Fitzroy Street and South Melbourne and create a more vibrant public realm.

1.3 Love My Place is a mechanism to allow Council and stakeholders to:

1.3.1 Quickly implement policies and projects for a trial period to test activation ideas;

1.3.2 Monitor conditions; and

1.3.3 Use the pilot results to review current Council policies and guidelines or consider new approaches.

1.4 Love My Place projects allow a business or association to test a concept before investing in it.

2. Strategic Context

2.1 Love My Place supports Council’s desired role to encourage collaboration and partnerships with the community. 2.1.1 Council understands the various interests that share the future of Fitzroy Street

and South Melbourne. 2.1.2 Love My Place allows Council to advocate for changes, and serve as a broker

and facilitator for innovation. 2.2 Love My Place will allow the testing of small initiatives that contribute to Council’s

strategic outcomes, informing future budgets and capital works programs. 2.3 Love My Place allows members of the community to quickly test new ideas,

quickly respond to a changing environment and contribute to the activation and vibrancy of Fitzroy Street and South Melbourne.

3. Objectives

• Allow for activation of Fitzroy Street and South Melbourne. • Encourage innovation and entrepreneurial partnerships. • Allow for quick implementation and small scale activation, to test concepts for larger

scale implementation. • Allow for broader stakeholder engagement in suggesting projects, partnering in

project implementation and experiencing the effects of projects. • Create an image of Council as government that enables citizens to test and inform

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Council policies. 4. Operating Guidelines

4.1 Governance 4.1.1 The Placemaking Team is responsible for the Love My Place project

design and implementation, to further the Council’s strategic outcomes. 4.1.2 The CEO, the Placemaking Team and other Council employees will

implement the Love My Place program in accordance with their delegations from Council and the provisions of these Guidelines, subject to paragraph 1.1 of these Guidelines (while still reserving to Council the right of Council to make decisions in relation to the Love My Place program where and if the CEO considers it is desirable or appropriate for Council to do so).

4.1.3 Love My Place is a part of the Placemaking program. 4.1.4 The respective Senior Placemaking Facilitators will be the single

point of contact for key stakeholders and applicants.

4.2 Guiding Principles 4.2.1 Community stakeholders will be invited to design and participate in Love My

Place and will work in partnership with Council. 4.2.2 Projects will be safe and low-risk to Council and the community. 4.2.3 Project designs will be flexible for modification during the trial period and can

be quickly and easily reversed. No permanent capital works will be permitted. 4.2.4 As temporary projects, Love My Place projects will not require any formal

community or other consultation before implementation. 4.2.5 Statutory notification will be undertaken where and when required.

4.3 Love My Place Application

4.3.1 Love My Place applications will open on 1 October 2019 and close on 30 October 2019

4.3.2 The successful initiatives will be delivered between 8 November 2019 and 30 June 2020.

4.3.3 Applications are to be submitted online through the Love My Place website. 4.3.4 Applications will (in accordance with these Guidelines and otherwise) be

assessed within two weeks of closing date and applicants will be notified in writing of the outcome of Applications as soon as practicable thereafter.

4.4. Love My Place Project Nomination, Design and Selection

4.4.1 Love My Place projects will be place-based projects in the public realm. 4.4.2 Love My Place projects are community initiated ideas.

4.4.2.1 Council will encourage the community to participate in projects and submit applications for Love My Place.

4.4.3 To Council’s satisfaction (or its delegate), Applicants must commit to providing sufficient financial and human resources to implement the project if selected and have appropriate insurance cover in place.

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4.4.4 Council will suspend Council policies, where practical and related to the placemaking program, to allow Love My Place projects to occur.

4.4.5 Council will waive fees where applicable for Love My Place Projects. 4.4.6 Council will provide technical and financial assistance to support feasible

Love My Place projects. 4.4.7 The appropriate Council Programs will be consulted on relevant Love

My Place projects. 4.4.8 Council Programs will be able to provide advice on the design of Love My

Place projects to reduce risk, minimise negative impacts, enhance design or maximize activation, however risk will sit with the applicant.

4.5. Love My Place Project Criteria

All Love My Place project nominations are to be submitted by 5 pm 30 October 2019. Late applications will not be accepted. Only one project nomination may be submitted by an individual, group or association. All project nominations must fulfil the following criteria for selection: Criteria Description Check Benefits Outline how the project will contribute to one

or more of the social, cultural, economic, physical and environmental capital of either Fitzroy Street or South Melbourne placemaking precinct.

Contribution Outline the co-contribution to be provided from the applicant. This co-contribution could be financial or non-financial.

Community Outline how the project will promote inclusion and diversity and strengthen the community. What collaboration will occur?

Temporary Outline how the activation is quick to implement and easy to alter in response to community feedback, if required.

Collaboration Outline who is involved in your project and support you have from any neighbours or those who may be affected. A collection of local businesses in collaboration can apply for a Project. Partner organisations may include: • Incorporated community groups under relevant

legislation, including the Corporations Act 2001 (Cth) or the Associations Incorporation Reform Act 2012 (Vic)

• Incorporated and registered not-for-profit organisations

• Schools, kindergartens and child care centres

Eligibility We welcome eligible organisations submitting project ideas, however, they must identify a local Resident who supports the idea and lives in the community where the project is proposed.

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Criteria Description Check Businesses/organisations and individuals outside of Victoria are not eligible for funding. Individual and unregistered groups must seek out an auspice organisation. For example; Auspicious Arts for artists or Fitzroy Street Business Association.

Financial responsibility

Outline who will be responsible for managing funds provided by Council. Each project must have supply a current ABN as they will be responsible for receiving and managing your project funding and be accountable for delivery of the project.

Insurance Public liability insurance to the value of $20 million is needed and extends to cover the activity, as it is most likely going to be considered outside normal business activities particularly if it is an existing Public Liability policy.

4.6 Love My Place Project Selection All project nominations will be selected against the following:

Category Description Weighting Meets Project Selection Criteria

Assessment of the nomination against how well it meets the project selection criteria listed above (40%)

40 %

Cost & Impact The feasibility of the project with respect to the impact it will make and resources required from Council to deliver the proposed initiative

20%

Capacity The demonstrated ability for the project group to plan and deliver their project within the identified timeframes.

20%

Inclusion & Diversity

Assessment of the impact that the nomination will have on community capacity building and fostering greater inclusion and diversity.

20%

4.6.1 The Program Director Placemaking will recommend the most viable Love

My Place nominations, taking on board feedback from the Place Reference Groups, to the CEO.

4.6.2 The CEO will approve final Love My Place projects and authorise implementation, which will be undertaken by the Program Director Placemaking.

4.6.3 The decision-making Panel will consist of the Program Director Placemaking, Fitzroy Street Senior Placemaking Facilitator, South Melbourne Senior Placemaking Facilitator and two representatives from each of the two Place Reference Groups.

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4.7 Love My Place Project Implementation

4.7.1 During implementation, projects will be supported by a Senior Placemaking Facilitator.

4.7.2 The Love My Place Project organiser will be required to monitor their project and provide regular updates on attendance numbers, feedback on design and operations.

4.7.3 The Mayor and Councillors will receive regular updates regarding Love My Place Projects.

5. Review and Analysis At the completion of each funded activity, Love My Place projects will be reviewed based on the following criteria and metrics for success:

Metric Check 1. Did the project achieve the objectives as outlined

in the application?

2. Has the project been a catalyst and produced similar improvements and enhancements by partners, local business, neighbours and the surrounding community?

3. Has the project generated increased use of the public space?

4. Has the public response been favourable? 5. If the project was implemented as a partnership,

is the partner satisfied with pilot results?

6. Based on the benefits produced, was the Love My Place project implementation cost effective?

6. Project Budget

6.1.1 A portion of the Placemaking budget shall be allocated to Love My Place projects.

6.1.2 Funding may be provided to cover operational costs associated with the project delivery, excluding staffing expenses.

6.1.3 Each project will receive funding up to $10,000 ex GST. 7. Delegation Powers

7.1.1 The Council delegates certain powers and functions under various pieces of legislation to the Chief Executive Officer of the City of Port Phillip. To implement Love My Place, the CEO will utilise delegations, in accordance with the Council’s Application of Delegations Policy and the relevant legislation to:

• Waive applicable fees; • Utilise Council’s budgeted resources; • Resolve any issues; and • Deal with any other matters arising from the pilot programs

without Council resolution (where permitted by the CEO’s delegation and relevant legislation).

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8. Responsible Officer The Responsible Officer for these Guidelines is Placemaking Program Director.

9. Date of these Guidelines

These Guidelines were adopted by Council on 12 September 2019 and they take effect from that date.

10. Review These Guidelines are to be reviewed no later than 12 September 2020

Fitzroy Street Placemaking Area:

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South Melbourne Placemaking Area:

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Love My Place Grants ProgramFrequently Asked Questions

LOVE MY PLACE GRANTS PROGRAM FAQS What is Love My Place?

Love My Place co-creates with the community to bring designated placemaking project areas within City Of Port Phillip’s municipality to life through innovative activations, events and projects. The unique, experimental ideas increase the vibrancy and vitality of the places.

The 2019-20 Love My Place program will focus on Fitzroy Street, St Kilda and South Melbourne.

Love My Place provides support to provide the community with an opportunity to trial new ideas or build their brand through experiential activities. Support ranges from marketing assistance and furniture hire, through to road closures, parking controls, permit approvals, permission to use spaces and much more.

The program aims to support unique events and projects ranging from indigenous trails, pop up playgrounds, library or picnic tables, outdoor art installations, a market, outdoor cinema, buskers, a welcomers/ambassadors program etc.

Why does Love My Place exist?

1. To foster creativity and entrepreneurism in Fitzroy Street, St Kilda and South Melbourne

2. To facilitate growth in creative business and industries 3. To ensure the places have an exciting and broad range of events and activities

throughout the year 4. To enable and facilitate community driven projects that build on the ideas and priorities

identified through Place Planning Sessions. 5. To foster inclusion, diversity and strengthen community.

What is the application process?

Do you have a brilliant idea for an event or project that you want to bring to life in the City of Port Phillip’s placemaking precincts? If you’re a passionate community member, a creative, an innovator, an entrepreneur, we can help you activate the space. No matter how big or small the idea, if it livens our places, we’re interested! Whatever your idea, think big, think small, think different. Get involved. For more information about Love My Place, please get in touch with us online at www.lovemyplace.com.au

Are there guidelines that a Love My Place project must adhere to?

Yes, please study the Love My Place Guidelines closely.

What is the total amount of funding available?

$100,000 combined for Fitzroy Street, St Kilda and South Melbourne. Each project will receive up to $10,000 ex GST.

I am receiving a grant from another City of Port Phillip program or another funding body. Can I also apply to be part of Love My Place?

Yes.

Can I collaborate with an existing business and/or community group on my project?

Yes, we encourage collaborations that are mutually beneficial to a variety of stakeholders.

What happens if I am successful?

http://www.lovemyplace.com.au/

You will be contacted by your Senior Placemaking Facilitator who will be your go-to person throughout your experience to guide and assist you in making your event or project a success.

How many times can my event/project be supported by Love My Place?

The same event/project can be supported once only at this time.

Love My Place Grants ProgramGrant Application Questions FOR REVIEW ONLYApply at lovemyplace.com.au

Love My Place Grants Application FormForm Preview

IntroductionBefore Completing this application

1.Ensure you read the Love My Place Grants 2019-20 Information Kit. 2. If youhave any questions discuss your project with your Placemaking Facilitator on 9209 [email protected]

Completing the application

• Save regularly to avoid losing your work! You can also save and return to yourapplication at any time prior to the submission date.

• Navigate the form by clicking Next Page or Previous Page or using the index list.• Having trouble answering a question? Look below each question for hints to help youanswer the question.

• A confirmation email will be sent to you once you submit your application, including aPDF copy of the application for your records.

• You can also return to https://portphillip.smartygrants.com.au at any time to viewa copy of your application.

• After submission, no changes can be made without the assistance of the CommunityGrants and Funding Officer.

Documentation required to be uploaded in this form:

• Public Liability Insurance Certificate of Currency• A recent profit/loss statement of your organisation.• If you are apply through an auspice organisation you will need a letter ofconfirmation from the Auspice

Eligibility* indicates a required field

Before completing this application Love My Place Grants Information Kit 2019-20 if yourequire clarity please contact us on 9209 6433 or [email protected]

Have you read and understood the Love My Place Grants Information Kit? *◯ Yes ◯ No

Are you an incorporated legal entity or auspiced by an incorporated entity? *◯ Yes ◯ No

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Is your organisation a not-for-profit? *◯ Yes ◯ No

Does your organisation operate within the Port Phillip municipality or are youable to demonstrate that the program benefits residents in the municipality? *◯ Yes ◯ No

Are you able to demonstrate financial viability? *◯ Yes ◯ NoYou will need to provide a copy of your most recent annual report or annual statement/ financialstatement submitted to Consumer Affairs

Do you have appropriate insurance for this project? *◯ Yes ◯ NoIncluding but not limited to, public liability, personal volunteer accident insurance, professionalindemnity etc.

If you have answered NO to any of the above eligibility questions you should not proceedwith this application. If you have any questions please contact a Placemaking Facilitator on03 9209 6433 or [email protected]

Lead Organisation Details* indicates a required field

Applicant Organisation * Organisation Name

Primary Address * Address

Address Line 1, Suburb/Town, State/Province, Postcode, andCountry are required.

Postal Address * Address

Address Line 1, Suburb/Town, State/Province, Postcode, andCountry are required.

Primary Website

Must be a URL.

Provide a briefdescription of yourorganisation? *

Word count:What is its core business? 100 words or less

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Name of contact person*

First Name Last Name

Position held withinorganisation *

Contact Telephone * Email Address * Are you applying as * ◯ An Incorporated

Organisation◯ An Organisation or Groupwith an Auspice

Are you partnering withany other organisationsor businesses to deliverthis project/program? *

◯ Yes ◯ No

Incorporated Organisations or Business

What is yourorganisation's AustralianCorporation Number(ACN) *

Must be an ACN https://abr.business.gov.au/

ABN * The ABN provided will be used to look up the followinginformation. Click Lookup above to check that you haveentered the ABN correctly. Information from the Australian Business Register

ABN

Entity name

ABN status

Entity type

Goods & Services Tax (GST)

DGR Endorsed

ATO Charity Type More information

ACNC Registration

Tax Concessions

Main business location

Must be an ABN.

Auspice Organisation Details

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http://abr.business.gov.au/HelpTaxConcessions.aspx


* indicates a required field

Auspice Organisation Details

Auspice Organisation * Organisation Name

Auspice Postal Address * Address Address Line 1, Suburb/Town, State/Province, Postcode, andCountry are required.

Has the AuspiceOrganisation agreed tomanage the grant? *

◯ Yes ◯ No

Please attach a signedcertification letter bythe Officer Bearer of theAuspice Organisation *

Attach a file:

Auspice Contact Person*

Title First Name Last Name

Auspice Contact PersonPosition *

Auspice Contact PersonOffice Phone Number *

Must be an Australian phone number.

Auspice Contact PersonOffice Email *

Must be an email address.

What is the auspice'sAustralian CorporationNumber (ACN) *

Must be an ACN https://abr.business.gov.au/

Auspice ABN * The ABN provided will be used to look up the followinginformation. Click Lookup above to check that you haveentered the ABN correctly. Information from the Australian Business Register

ABN

Entity name

ABN status

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Entity type

Goods & Services Tax (GST)

DGR Endorsed

ATO Charity Type More information

ACNC Registration

Tax Concessions

Main business location

Must be an ABN.

Project Criteria* indicates a required field

Project Benefits and Community Inclusion

How will your project contribute to one or more of the social, cultural, economic,physical and environmental capital of either Fitzroy Street or South Melbourneplacemaking precinct?

Word count:Must be no more than 100 words.What is the justification for doing this project? How does it contribute to these areas?

How will your project promote inclusion and diversity and strengthen yourcommunity?

Word count:How will your project attract, include and celebrate all different types of people? (max. 100 words)

Co-Contributions

Outline the co-contribution to be provided for your project. This co-contributioncould be financial or non-financial.

Word count:Must be no more than 100 words.What funding or resources will you be providing to deliver this project?

Temporary in Nature

Can your project be quickly implemented and altered in response to communityfeedback, if required?

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http://abr.business.gov.au/HelpTaxConcessions.aspx


Word count:Explain how, if needed, your activation could be promptly removed or altered. (Max. 100 words)

Collaboration

Outline who is involved in your project and support you have from any neighboursor those who may be affected. A collection of local businesses in collaboration canapply for a Project.

Word count:Must be no more than 200 words.Outline who is involved and how you will work together

Name of partnership organisations and businesses? How will the organisations work together to achieve the project goals *

Word count:Must be no more than 100 words.What are your group's roles and responsibilitites, the terms of the partnership?

Project Details* indicates a required field

Project Title * Brief description of theproject *

Word count:Please provide a brief PUBLIC PROJECT DESCRIPTION that ifsuccessful we can use it to promote your project on our website.Please include: who, what, where and when in no more than 30words.

Project Start Date * Must be a date and no earlier than 8/11/2019.Projects must delivered between 8 November 2019 and 30 June2020

Project End Date *

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Must be a date and no later than 30/6/2020.Projects must delivered between 8 November 2019 and 30 June2020

Which City of Port PhillipPlacemaking Precinctwill your project bedelivered in?

☐ South MelbournePlacemakingPrecinct

☐ Fitzroy StreetPlacemakingPrecinct

Projects cannot be delivered outside the defined placemakingprecincts. See Love My Place Grant Guidelines for definedprecinct locations

Project Proposal* indicates a required field

Please provide the core details of your project (for example, what, when, who, why, whereand how). From reading this answer, someone should be able to understand the corepurpose and activities you plan to deliver.

Please provide an overview of your proposed project: *

Word count:Must be no more than 200 words.Please include location if valid.

What are the expected outcomes of the project? *

Word count:Must be no more than 100 words.Describe three things you want the project to achieve in terms of benefits for participants and/orothers ?

Demonstrated need for the project

Why is this projectneeded? How did youidentify this need? *

Word count:How did you identify the need for this project? Have youconsulted with the community? Does your project link to thecommunity's Placemaking Program priorities? Do you have anyresearch/evidence to support your claims? Must be no more than100 words.

Participation

How many people willparticipate in thisproject? *

Must be a number.

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Does your projectinvolve volunteers? *

◯ Yes ◯ No

* This space must be completed for your application to beprocessed.

Marketing & Promotion

What strategies will you use to engage participants? *

Word count:Must be no more than 100 words.

Environmental Sustainability

Does your project improve our environment by measurably reducing waste,energy use and or water? *

Word count:Must be no more than 100 words.Projects that show

Planning and Management* indicates a required field

Project Planning

How will the project/program be planned,managed andimplemented? *


Milestones

In this section we ask that you outline the top 3 Milestones of the project/program.

Milestone 1 Name *

Example Planning; MajorActivities; Evaluation

Milestone 2 Name *

Milestone 1 Description *

Brief overview no more than 50words.


Milestone 1 Expected Completion Date *

Must be a date and between8/11/2019 and 30/6/2020.


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Milestone 3 Name *








Evaluation

How will you knowwhether you haveachieved the project aimand outcomes? *


Project Budget* indicates a required field

Grant Request

There are many resources that can help you with writing a budget including Our CommunityWebsite

Total funds sought fromPort Phillip CommunityGrants: *

$Must be a dollar amount and no more than 10000.

Overall cost of thisproject: *

$Must be a dollar amount

What is the minimumamount of fundingrequired for yourprojects viability? *

$Must be a dollar amount.

In kind contributions:What is yourorganisation'scontribution to thisproject? *

Word count:Must be no more than 100 words.i.e. Volunteer time, supervision, phones, venue, printing etc.

If your organisation isoffered a grant less thatthe amount you haverequested would yoube able to proceed withyour project? *

◯ Yes ◯ No

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If yes, please discussany areas whereprogram costs orprogram outcomes mayvary. *

Word count:Must be no more than 100 words.If No please advise not applicable.

Other Project Income

Please list any other income, apart from this grant that would contribute to the project:

Income $ $ $ $

Expenditure Grant Funding

Please list the items and amounts for how you intend to spend this grant funding only.Other project expenditure is to be provided in the next section

• If successful this table will be included in your grant agreement.• Please provide a clear breakdown of items for example

✖️ Travel $8,400

✔️ 6 economy return airfares $6,000

✔️ 2 nights accommodation for 6 $2,400

Expenditure $ $ $ $

Expenditure Other Project Costs

Please outline other project costs that will be incurred but you will not spend the grantfunding on

Expenditure $ $ $ $

Budget Totals

The below totals are calculated from figures you have entered above. The balancecalculation is to check that your budget balances EG:Income - Expenditure = Balance

• The balance must equal 0 or you will not be able to submit. If your balances are not 0please check your figures.

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Income Expenditure BalanceTotal Grant Income

$This number/amount iscalculated.

Total Expenditure Amount


Grant Balance


Additional Information* indicates a required field

Please enclose the following information relating to your organisation:

Copy of most recentannual report or annualstatement/ financialstatement submitted toConsumer Affairs *

Attach a file:

Public liability insurancecertificate *

Attach a file:

Copies of relevantinsurance such aspersonal volunteerinsurance, professionalindemnity etc.

Attach a file:

Letter of support from arelevant organisation

Attach a file:

Other documentationsupporting theapplication.

Attach a file:

Application Checklist* indicates a required field

1. Have you enclosed the following documents?

Most recent annualreport or financialstatement/annualstatement submitted toConsumer Affairs. *

◯ Yes ◯ No

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Brochures and orpromotional material.

◯ Yes ◯ No

Letter of support fromrelevant organisation

◯ Yes ◯ No

2. Have you answeredall the questions on theapplication form? *

◯ Yes ◯ No

3. Has an authorisedperson from theapplicant organisationapproved the applicationform? *

◯ Yes ◯ No

4. Have you includedeither your organisationor the auspiceorganisation's ABN? *

◯ Yes ◯ No

* This space must be completed for your application to beprocessed.

Declaration* indicates a required field

I certify that all details supplied in this application form and in the attached documents aretrue and correct to the best of my knowledge and that the application has been submittedwith the full knowledge and agreement of the management/committee of the applicantorganisation.I have read the Love My Place Grants Information Kit and understand the informationcontained within it forms part of the conditions of payment if this application is successful.I agree to contact the City of Port Phillip in the event that any information regarding thisapplication changes or is found to be incorrect.

* ◯ I agree to the above

Declarant * Title First Name Last Name

Organisation Name * Organisation Name

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The personal information requested on this form is beingcollected by the council for the Love My Place GrantsProgram as a part of the City of Port Phillip PlacemakingProgram. The personal information will be used solely bythe council for that primary purpose or directly relatedpurposes. If this information is not collected the Grantapplication will not be considered eligible, and thereforewill not be considered during the assessment process.The applicant understands that the personal informationprovided is for the verification of Love My Place Grantsapplication and correspondence purposes and that heor she may apply to the council for access to and/oramendment of the information. Requests for access and orcorrection should be made to Council's Information PrivacyOfficer.

Applicant Feedback* indicates a required field

How did you hear aboutthe Love My PlaceGrants Program? *

☐ Local Paper ☐ Word of Mouth☐ Broadcast ☐ Email / Newsletter from

City of Port Phillip☐ E Bulletin ☐ Other: ☐ Council Website

How can City of PortPhillip Love My PlaceGrants program beimproved?


Any other comments? Word count:Must be no more than 50 words.

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Documents

Love My Place Grants Program · Love My Place allows Council to advocate for changes, and serve as a broker and facilitator for innovation. 2.2 Love My Place will allow the testing