Community Asset Grant Scheme 2021-22 - GUIDELINES - Clare and Gilbert ...
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Community Asset Grant Scheme 2021-22
GUIDELINES
Opening date – Wednesday, 7 July, 2021
Closing date – Friday, 3 September, 2021
This form is available electronically in word and fillable pdf format from Clare & Gilbert Valleys
Council via:
Email - admin@cgvc.sa.gov.au
Website - www.claregilbertvalleys.sa.gov.au
Hard copy at either the Clare or the Saddleworth Council offices.
The Community Asset Grant Scheme aims to support the Clare & Gilbert Valleys Council’s
strategic objectives by providing community groups with limited financial assistance.
The Council is committed to encouraging community and Council groups in the Council area
to conduct projects that are of benefit to the community. The Community Asset Grant scheme
is a way of empowering communities to apply for funding to progress and improve their local
area through planned assistance and equitable distribution of allocated funding from Council.
These applications are competitive and therefore those that answer all questions and include
supporting documentation are more likely to be successful.
1. FUNDING SCHEME OVERVIEW
SMALL PROJECT
Small projects are those defined as having a total cost of $4,500 or less. Grants of up to $3,000
are available. No cash contribution is mandatory from the applicant for projects up to $3000, but
any contributions, including in kind, will be favourably considered.
LARGE PROJECT
1. Large projects are those with a total project value in excess of $4,500. Grants will be
available ranging from $3,001 to $10,000. Applicants are required to financially contribute a
minimum of 1/3 of the value of projects worth $4,500 or more in total value e.g. if your
project costs $15,000, you must contribute $5,000 to receive a $10,000 grant. In kind
contributions are not considered cash contributions. Refer to the table on the next page.
2. Applicants must demonstrate how the project helps to achieve the objectives of any of
Council’s strategic plans, i.e. CGVC Strategic Plan 2019-29, Open Space and Recreation
Strategy, Disability Access and Inclusion Plan, Economic Development Plan, Cultural Tourism
Strategy.
1EXAMPLE OF FUNDING AND CONTRIBUTION AMOUNTS
Min Applicant Total Grant plus
Project Maximum Grant
Contribution Contribution
SMALL PROJECT
$1,000 $0 $1,000 $1,000
$2,000 $0 $2,000 $2,000
$3,000 $0 $3,000 $3,000
$4,000 $1,000 $3,000 $4,000
$4,500 $1,500 $3,000 $4,500
LARGE PROJECT
$5,000 $1,667 $3,333 $5,000
$6,000 $2,000 $4,000 $6,000
$7,000 $2,333 $4,667 $7,000
$8,000 $2,667 $5,333 $8,000
$9,000 $3,000 $6,000 $9,000
$10,000 $3,333 $6,667 $10,000
$11,000 $3,667 $7,333 $11,000
$12,000 $4,000 $8,000 $12,000
$13,000 $4,333 $8,667 $13,000
$14,000 $4,667 $9,333 $14,000
$15,000 $5,000 $10,000 $15,000
22. BACKGROUND
Permission from Council must be sought if the project is located on council property without
a lease in place.
Projects are sought which will have long-term benefits to the residents of the Clare &
Gilbert Valleys Council area.
Funding rounds will be advertised in the local print media, social media and emailed to
Peak Bodies to distribute amongst their communities.
Application forms will be available from Council and can be provided via email,
available on the Council website or a hard copy can be found at the Saddleworth or
Clare Council offices.
3. ELIGIBLE APPLICANTS
Not for profit organisations only
Incorporated organisations
Committees of Council (Section 41s)
4. INELIGIBLE APPLICANTS , PROJECTS AND ACTIVITIES
Volunteer groups who are associated with Council run facilities, e.g. Libraries.
Community groups who have previously failed to provide an acquittal /evaluation to
Council from previous grant rounds.
Projects that have commenced prior to or have been finalised prior to application.
Projects that do not lead to asset development.
Deficit funding - for organisations which are experiencing a shortfall in cash or revenue or
anticipated revenue.
Recurring operating costs.
Proposals where alternative sources of funding are available.
Upgrading of Government or privately owned assets.
Projects for other Government bodies.
Projects for private organisations.
Previously purchased items.
Wages, management or administration costs.
35. APPLICATION DETAILS
Only one application from each organisation will be considered in each funding round.
The only exception to the above is Peak Bodies with multiple sub committees who may
submit three fully supported and authorized applications in any single funding round for
separate projects.
All applications to be preferably typed, or neatly hand written.
All questions on the application form must be answered fully – refer to the checklist
included.
If the project has received funding from another source, ensure it is outlined in the budget
information provided.
All projects must be completed within a 12-month period from the date of notification of
funding.
Any advertising, promotional materials, media interviews/articles, fliers, signage, etc., must
reference Council’s contribution towards the project. A logo can be supplied upon request.
Signed applications are to be received or post marked before 5.00pm on the closing date,
as advertised, of 3 September 2021. There will be no exceptions. Late applications will not
be considered.
The funding applications will be assessed by Council’s Community Grants Evaluation
Committee, prioritised according to the assessment criteria, and referred to full Council for
endorsement.
Due to the limited funds, you may still be unsuccessful even if all criteria have been met for
your project.
It is essential that you provide sufficient information for each of the questions to provide you
the best chance of success.
Applicants will be notified by email of the outcomes of the funding round.
If your project is on Council land contact must be made to Council’s
Community Engagement Officer, Lol Hill, by 30 July 2021 to ensure the
project will be supported. Please allow time for this process prior to
submission.
88426400 lhill@cgvc.sa.gov.au
46. ASSESSMENT CRITERIA
These criteria have been collated as a guide only and it is not intended that projects will
necessarily have to meet each of the criteria in order to be successful. The more criteria that
are met, the higher the project will be ranked.
Need for the project
The degree to which the need has been clearly identified and explained.
The level of disadvantage of not having the project
Provision of detail of any consultation undertaken
Community benefit of the project
The level of benefit to the applicant
The level of benefit to the broader community
If others will benefit from the project, there are letters of support explaining the advantages
to them.
If it is a new resource or duplication of an existing resource.
Ability to contribute to the project
The percent of the applicant’s own contribution to the project, including in-kind
The percent of contribution from other partners in the project.
Can the project proceed without full funding?
For the large project stream, the applicant must meet these further criteria:
Alignment with any of Council’s strategic plans
Proof of at least one third financial (cash) co-contribution for projects worth in excess of
$4,500
Provision of an organisational strategic (business/ action) plan and project alignment with
that plan.
8. SUBMISSION
All submissions must be made by 5pm, Friday 3 September 2021
Email to: admin@cgvc.sa.gov.au
Or delivered / posted to either the Clare or Saddleworth Offices :-
Clare and Gilbert Valleys Council Clare and Gilbert Valleys Council
4 Gleeson Street 19 Belvidere Road
CLARE SA 5453 SADDLEWORTH SA 5413
Please contact Council’s Community Engagement Officer, Lol Hill on 08 8842 6400 or
lhill@cgvc.sa.gov.au for any information or assistance.
7. PROJECT COMPLETION
If you are successful you must provide the following upon completion of the project:
A financial acquittal form (this will be supplied to you), including invoices, receipts
and photographic evidence.
Evidence of acknowledgement of Council’s contribution (e.g. The Mayor was
asked to open, a plaque was placed at the site, mention was made in a
newsletter article, etc.)
All Council funding needs to be expended and accounted for. Any unspent
portion is to be returned to Council at the completion of the project
FOR LARGE PROJECTS Council must be publically acknowledged.
59. CHECK LIST
The following checklist has been devised to assist in preparing the application;
Note; To ensure consideration sufficient information must be provided.
Please ensure that:
The application has been proof read
Application will be postmarked or received by Council by 5pm on Friday, 3
September, 2021 (can be emailed)
All questions have been answered
The budget has been completed and checked by another
The financial totals have been placed in the correct budget columns
The Grant amount requested has been placed in the Clare and Gilbert Valleys
Council column
If funding is being sourced from other contributors these organisations are named
The volunteer hours have been calculated and included
The application has been signed by the Committee Chairperson or Secretary
and contact details have been included.
And that the following have been included:
Certificate of Incorporation (if applicable)
Evidence of Committee authorization
Landowner consent for projects on Community owned property
Approval for projects on Council property
Letters of support from other bodies benefiting from the project
ALL QUOTES
Photos
Plans and Maps
If providing the application in hard copy please note the below.
Please submit your application in a single sided format
Please secure applications and attachments with a paper clip- do not bind or
staple your applications as they are to be scanned
A cover page is not necessary
67. a) EXAMPLE BUDGET SMALL PROJECT (maximum $3,000 funding)
PAVING
Project Cost
Item/ Activity Cash Costs (attach quotes) $
Pavers 3000
Sand for base and finishing 1000
Labour to lay pavers (estimation – no quote) 500
Project total Cost* $ 4500
Project Income / Contributions
CASH CONTRIBUTION
Contributor $
Mr. A Donor 1000
Total Cash contributions $ 1000
IN KIND CONTRIBUTIONS
Although not mandatory, in kind contributions are considered favourably by the assessment panel
Please show calculations of any volunteer / in kind contributions associated with this project.
E.g. labour provided for removal of fences, loan of equipment, donated professional services.
For the purposes of this application, the value for voluntary unskilled labour is $25 per hour
and $50 per hour for skilled voluntary labour.
Contributor Activity Calculation
Paving
Applicant 2 people x 10 hours = 40 hours @ $25 = $500 500
labour
Total in kind contributions $ 1000
REQUESTED
Clare & Gilbert Valleys Council Grant contribution $ 3,000
Total Project Income* $ 4,500
*Project total Cost must = Project total Income
77. b) EXAMPLE BUDGET - LARGE PROJECT
Verandah area upgrade
Project Cost
Item/ Activity Cash Costs (attach quotes) $
Verandah – materials - Stratco 4,500
Concrete – Jones and Co 2,000
Labour – Smith Bros 1,500
BB Nursery – plants 1,000
Total Project Cost* 9,000
FOR LARGE PROJECTS, CASH CONTRIBUTIONS MUST = AT LEAST ONE THIRD OF THE PROJECT COST
Project Income / Contributions
CASH CONTRIBUTION
Contributor $
Applicant 1,650
Other - Plant store subsidy 350
Other – Local general store donation 1,000
Total Cash contributions $ 3,000
REQUESTED
Clare & Gilbert Valleys Council Grant $ 6,000
Total Applicant/Co- contributor amount
Total Income* $ 9,000
*Council grant + applicant contribution must equal Total project cost
IN KIND CONTRIBUTIONS
Although not mandatory, in kind contributions are considered favourably by the assessment panel
Please show calculations of any volunteer / in kind contributions associated with this project.
E.g. labour provided for removal of fences, loan of equipment, donated professional services.
For the purposes of this application, the value for voluntary unskilled labour is $25 per hour
and
$50 per hour for skilled voluntary labour.
Contributor Activity Calculation
Landscaping
Applicant 4 people x 5 hours = 20 hours @ $25 = 500 500
labour
A Company Building labour 8 hours @ $50 = $ 400 400
Total in kind contributions $ 900
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