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Applying for community grants

How to apply for a community grant

Grant checklist

    • Seek letters of support and establish partnerships and links with other groups.
    • Get quotes for all expenses for your proposal.
  • While the criteria under each category vary, it is generally preferable for groups applying under the Moreland Community Development Grants Program to be at least incorporated.

    Information regarding incorporation for your group can be obtained by contacting Consumer Affairs Victoria on 1300 55 81 81 or visit Consumer Affairs Victoria.

  • An Australian Business Number (ABN) is compulsory for individual artists (who are not applying through an auspice) and organisations seeking funding under the Operational grant category.

    It is preferable for groups applying under other categories of the Moreland Community Development Grants Program to have an Australian Business Number (ABN).

    Information regarding how to register for an ABN can be obtained from the Australian Taxation Office on 13 28 66 or visit Australian Taxation Office.

  • Incorporated groups or organisations must provide a copy of their most recent annual statement lodged with Consumer Affairs Victoria (financial year).

    Groups with an ABN should provide most recently audited financial statements.

  • It is a requirement of the Moreland Community Grants Program that grant recipients be covered by an appropriate public liability insurance policy.

    It is the responsibility of the applicant or recipient to arrange appropriate insurance. This is in the interest of the group, participants and individual artists as it provides coverage in the event of a claim made against them arising from their activities.

    Applications made through an auspice arrangement may fulfil this requirement through the auspice, dependent upon the nature of the activity and the insurance policies held by the auspice organisation.

  • Applicants are expected to accurately declare their GST status on the application form. Unless otherwise stated Council will consider all grant payments GST inclusive and therefore it is the applicant’s obligation to remit the GST to the Tax Office.

    More information can be obtained from the Australian Taxation Office on 13 28 66 or by visiting Australian Taxation Office.

  • Auspicing helps organisations who are not incorporated or who do not have an ABN access grant funds.

    An auspice organisation must be incorporated and have an ABN. The Auspice organisation accepts legal and financial responsibility for the grant if successful.

    Groups that are being auspiced can submit applications directly, however, the funding agreement for successful grants will be made between the auspice organisation and Council, and grant money will be paid directly to the auspice organisation.

    For more information visit the Justice Connect Not for Profit website.

How Council assesses your grant

  • Council is committed to ensuring that the assessment of all grant applications is completed in a fair and transparent manner.

    Applications will be assessed initially by Council officers to ensure the applications are complete and meet the general and category eligibility requirements based on the guidelines for each grant category.

    If an application is deemed eligible, it is then examined in more detail and assessed against the following criteria:

    Community outcomes

    • Increases access and participation opportunities for Moreland residents
    • Helps build skills in the Moreland community
    • Collaborates with other Moreland community organisations
    • Encourages diversity of activities and opportunities available to the Moreland community, and
    • Addresses a genuine and demonstrated community need and supports Moreland’s disadvantaged communities.

    Demonstrates a capacity to deliver

    • States clear aims and objectives for the project
    • Shows evidence of planning, such as resources, safety and risk, and design
    • Demonstrates innovative or new initiatives resulting in increased participation/programming outcomes in line with the Council Plan and strategies
    • Demonstrates capacity to deliver on the project and meet conditions of funding
    • Seeks, were possible, other sources of financial or in-kind contribution

    An internal multidisciplinary assessment panel will propose recommendations on funding allocations. Officers from across Council are consulted where specialist advice is required in formulating recommendations.

    The funding allocations recommended by the Assessment Panel are reported to Council for consideration, and if appropriate, final approval.

    Applications that require an expression of interest process will undergo a preliminary assessment process and be shortlisted for Council endorsement before further evaluation and final determination by Council.

    Notification to applicants is made in July each year.

  • Quick Response grants, Membership Activity grants, Female Participation grants. Youth Initiative grants and Individual Development grants are assessed throughout the financial year and are available until all monies are expended.

    Applications are assessed by a Council Officer to ensure all eligibility criteria have been met.

    Officers from across Council are consulted where specialist advice is required in formulating recommendations.

    Our Community Development Grants Officer then makes a recommendation to a Senior Council Officer for approval.

    Allow at least 4 - 6 weeks for the application process.

Once you have received a grant

Once you have received approval for a grant you will receive notification that will include instructions on how to access your funding agreement and payment options. Payment can only be made once you return your funding agreement to accept the terms of the funding.

Make sure you adhere to any special conditions that are outlined in your funding agreement or letter. Tell us in advance if you anticipate your funded activity or project will be different from your application in any way.

  • Funding conditions as per the Grants Policy (DOC 82Kb):

    • All projects must specify a completion date and must complete the prescribed evaluation/acquittal on completion of the funded project or within 30 days of the end date on the funding agreement, whichever is earlier.
    • Successful applicants will be required to enter into a Funding Agreement with Council, which outlines the responsibilities of the grant recipient and Council.
    • Funding will only be issued after the agreement is signed by Council and the grant recipient. Payments and terms will be specified within funding agreement for each category.
    • Funding must only to be used for the purposes outlined in the offer of the grant by Council. Any request for variation to the agreed purposes must be made in writing.
    • Signing of the Funding Agreement and/or Acceptance of Funding constitutes acceptance of all conditions within this policy and the guidelines relevant to the specific grant.
    • Council reserves the right to withdraw funding if objectives, eligibility or funding conditions are breached.
    • Receiving a letter of offer for a project does not absolve the recipient of statutory approvals required for the given project. The onus to obtain any relevant permits or approvals is upon the grant recipient.
    • Moreland City Council must be acknowledged in all promotional material for the funded project as indicated on the letter of offer and funding agreement. The use of Council's logo is strictly prohibited for any other use.
    • Successful applicants will return unspent funds to Council as per agreed terms specified within the Funding Agreement.
    • Successful applicants will be required to report on the spending of funding (grant acquittal), minimum requirements include, receipts, photographs, flyers and publications.
    • If the funding application is successful, Council requires the applicant to sign a binding agreement to confirm the basis and arrangements for funding. This agreement will include a number of reporting and monitoring requirements in accordance with the amount of funding allocated.
  • Evaluate and acquit the project and tell Council how the project went, the good and bad. Take photos and relevant notes during your project.

    All grant recipients must complete and evaluation and acquittal for their grant.

    • One written and financial report is required at the end of the funding period or as specified in the term of the funding agreement.
    • All copies of receipts for payments to service providers.
    • All copies of publications in relation to the funded activity that clearly identifies Council's contribution by using the Community Grant Logo.
    • Provide photographs of the activity if necessary before and after the event or project.
    • Capital Works Partnership grants must supply copies of all Certificates of Completion as part of the acquittal.
    • Operational grants must provide the audited Financial statements, annual report, Insurance Certificate and evidence of service delivery outcomes as part of the annual acquittal and evaluation.
    • Council may request additional reporting requirements to satisfy an identified benefit or outcome.
    • All successful grants must complete a financial acquittal email Council Grants to request the form to be added to your online application.
  • Funding through grants

    Grant recipients must acknowledge Council with the text "This project is financially assisted by Moreland City Council's (name of grant category and program)".

    • Publication or promotional material - include the acknowledgement and Council logo
    • Media release - include the acknowledgement and Council logo
    • Television advertisement or video - include the acknowledgement and Council logo
    • Speech or radio advertisement - state the acknowledgement
    • Website - include the acknowledgement only

    If you need to use the Council logo, email Council Grants and a copy will be emailed or sent to you.

    Versions of the Council logo are available in vertical and horizontal formats. The vertical version is preferred.

  • In-kind support is when Council gives you services or venues for a reduced or at no cost. For example, using a hall owned by Council.

    When Council grants you in-kind support through a decision at a Council meeting, in your publications use the text "This project is supported by Moreland City Council."

    The Council logo should not be included when Council has provided in-kind support.

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