191111 Grants Presentation - frasercoast.qld.gov.au

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Leisa Donlan www.committee.com

Managing Community & ClubsWorkshop Series


Grants

Everything you ever wanted to know:www.goodgovernanceconsultants.com.au

Disclaimer: This is practical advice based on our work with associations and charities. The contents of this presentation do not constitute legal advice, are not intended to be a substitute for legal advice and should not be relied upon as such. You should seek specialist advice in relation to any particular matters you or your organisation may have. This presentation is the intellectual property of Good Governance Consultants and may not be re-presented without our permission


• Most community organisations need more money. It’s a priority that can get lost in doing the business of your club

• It requires good planning and a basic knowledge of what grants are out there and what information you’ll need to lodge an application,

• Everyone involved in club management has a liability for its proper financial management

• An important element is carefully and thoughtfully planning for and applying for grants and properly acquitting them.

Show Me the Money

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What we will cover…• How to develop and implement documents to give you a better chance of successful

applications

• Unusual places to find other money & grants

• How to keep up to date with every opportunity out there so you don’t miss a chance at more money

• The most common funding schemes that are available to your own organisation, no matter what your focus and how to apply for them

• What funding bodies want to know for any application

• What’s happening with Council funding and how to apply

• Holding a successful community event!


Ask Any Time!


1. Someone is giving out free money.2. They owe us, we pay tax.3. Funding will help pay our operational costs.4. The funding body has lots of money.5. My project is important & unique.

Funding Myths

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Your Application Is A Job Interview

v Funding isn’t free money, there will be a cost in labour & managementvWhy would someone pay to subsidise the costs of running your

clubv Your project is special & unique … and so is everyone else’s.v The grant provider needs to see a return on their investment for

you to be successful.v You can prepare a range of documents to help make you much

more likely to receive a grant ….


Track trends over timeDescription 2009-10 2010-11 2011-12 2012-13 2013-14

Club Members

Media Publicity

Competitors/Performers

Volunteers

Income

Expenditure

Profit

Facebook followers/website hitsMerchandise

Economic Impact (spend)


Prepare Your Arguments

• Develop some surveys to ask members & community questions– www.surveymonkey.com– Simple suggestion box– Emails etc

• Consider doing even a one page strategic plan and include identified needs to support your applications

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Getting Ready For Grants

Form a planning committeeA small group of committed people should get the planning process underway and ensure a plan is developed for your project.

Hold a planning workshopInvite a group of people (e.g. administrators, coaches, officials, athletes, sponsors and facilities managers) to attend a planning meeting to develop the framework of your project plan.

Consult with a Council Staff Member or Sport and Recreation Services Regional AdvisorIt is recommended you discuss your project with the staff from the granting body to ensure it meets the objectives of the program. They may also be able to assist you with your application and answer any questions.


Getting Ready For Grants


Sustainability

Long term viability is important to funding bodies.

After the grant monieshave gone how will you keep going if it’s a new initiative?

Prepare a succession plan

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Before You Start

• Are we eligible to apply? Check it out online or call the hotline and ask the staff, they are always happy to help.

• Is your project eligible? – Is it in the “priority” category or only just possible?– Do you need to reconsider the priorities?– Consider adjusting your application to closer meet the grant

priorities. Eg can you move money around and apply for something else?


Before You Start

• Register your organisation, even if you don’t eventually apply it’s a good thing!

• Check out your association’s legal situation and documents …– Is your paperwork up to date with OFT– Will the funding change your level of association?– Do you need an audit (if you don’t normally have one)


What Are You Really Trying To Achieve?

• Are you applying for lighting? Or trying to get more working women into sport?

• Do you want a photocopier? Or do you need marketing expenses to increase participation?

• Are you wanting to sponsor a local artist? Or are you trying to increase tourism dollars coming into your rural community?

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• Prepare draft letters of support for the project.• Put together a one page outline of the project and

send to stakeholders when asking for their support.• Meet with funding staff or talk to them on the phone

as you work through the application.

Before You Start


Grant Action Plan

Actions (how) – what needs to be done to achieve the objectives? An example of an action to achieve the objective of doubling the number of junior players might be, "to produce a promotional brochure for distribution to local schools and hold a participation event at the school fete to showcase the club and sign new junior players".Action

Start Dates – what is a realistic time flow for each step of the project. Remember to allow some room in case things are delayed to make sure the project is completed in time. List every individual step to show you’ve thought of everything.

Responsibilities (who) – who is responsible for completing the actions? Are they accredited and do they hold a valid blue card to deliver the activities or project?

Resources (what) – how much is it going to cost? Are you getting value for money? Have you gone to the market place to explore costs and do you have quotes to support your application? Will you have in-kind support from club volunteers and other community organisations?

Timeframes (when) –when do the actions need to be completed? Does the school fete and start of junior season align?

Monitoring and reporting – Who is going to monitor and report on the project? Are you monitoring the change from before the event and after? Have you set key milestones to monitor the project, e.g. regular meetings?


Wha

t’sO

utTh

ere

ForM

e?

• Stick to guidelines eg. template, font, folders• Treat the grant staff like a trusted friend• Find your unique selling point and do it quickly, right at the beginning of the

project description• Include what real life benefits the project will deliver• Back up your claims with statistics that are sourced …“we have the best

service” is better written as “according to our annual member survey in 2011/12, 80% of our members rated us as having either good or very goodservice” (see Appendix2 for survey results)

Do’s

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Wha

t’sO

utTh

ere

ForM

e?

• Use endless words … keep it brief & succinct• Only use words .. Include pictures, tables & graphs as well• Forget to include ALL the requirements listed in the applications

..use the checklist or make one• Leave any blanks!

Don’ts


Make sure you include all possible costs eg. insurance, audit fees, bank fees.

Value of in-kind support eg. $19 an hour volunteers or according to the allowable guidelines of the grant (some are specific)

Don’t just say admin or travel – break down and justify.

Include brief, appropriate support documentation eg. audited financial statements, business plans, quotes, CVs, monitoring process, evidence, evidence, evidence

The Budget


DRAFT Cash BudgetBudget Item(s) Grant Funds Matching Cash

Total$

Engineering Plan

$

10,000

$

20,000

$

30,000

Foundations 12,000 12,000 24,000

Construction 50,000 50,000 100,000

Fittings/lighting 5,000 5,000 10,000

Site Manager/Logistics ---- 15,000 15,000

Project consultant 10,000 10,000 20,000

Signage 8,000 10,000 18,000

Media Launch 1,000 1,000 2,000

Administration 4,000 5,000 9,000

(office space/travel/telecommunications)

TOTALGRANT$100,000

TOTALCASHCONTRIBUTION$128,000

TOTALPROJECT$228,000

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TRADE SECRETS FOR WRITING

Check Your Application

• Use the right language for the grant (professional, casual etc)

• Proof read it as many times and using as many people as you can.

• Ask someone from outside the club to read it and see if they know what you are asking for.

• Be convincing and show you are professional and capable.


What Grant Givers Say …..• Does it meet OUR objectives?• Does the applicant have a proven &

legitimate need?• Can they carry out the project?• Do they know how to measure their

results?


https://www.qld.gov.au/recreation/sports/funding/grants-funding/

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Application tipsWhat we're looking for:We want to deliver valuable benefits to the wider community. We want to help children live a more balanced, active and enriched lifestyle. Our sponsorships must reflect a grassroots and community focus.

What we’re not looking for:Being one of many sponsors in a cluttered commercial environment.

What we need from you:In your proposal, please include:Name, details and credentials of your organisation Whether it's a local, state or national sponsorship Description of the event or projectWhere and when the event is held Project timelineProfile of the target audienceDetails of other confirmed sponsorsMedia partners and details of confirmed exposureLevel of sponsorship sought (principal, co-sponsor, supplier etc) Value-in-kind and cash requestedDetails of all the benefits of the sponsorship with an estimation of their worth Any further ideas you wish to include



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Gambling Community Benefit Fund

Q. How much funding is available each year?A. Approximately $50M a year

Q. How much can we apply for?A. Minimum $500 (incl GST), Maximum $35,000 (incl GST)

Q. When do I submit an application?A. Closing dates are 28 February, 31 May, 31 August and 30 November

Q. How often can we apply?A. One application per round.

Must not hold an existing open agreement with CBFU.Legal entities are permitted to sponsor multiple applications in any one round.


Gambling Community Benefit Fund

Q. How competitive is funding?A. Receive around 1300 applications a quarter with 500

applications funded.

Q. Can I change my approved grant?A. Changes to grant agreements or business partner

information must be made using a change request form (located on our website).

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Steps in the funding processStep 1• Complete funding application by closing date.• Application forms are available approximately 6 weeks prior to closing date.

Step 2• Email your application to CBFU.• CBFU will acknowledge your email & return to you the

application number for your records.• Incomplete applications are returned.• Late applications are not accepted.


Steps in the funding process cont.

Step 3• Applications are assessed for eligibility by CBFU.

Step 4• Quarterly, the Gambling Community Benefit Committee

considers eligible applications and makes funding recommendations to the Minister.

Step 5• About five months after the closing date, the Minister

announces successful applications.



If successful for funding –

• A letter will be forwarded from both the Minister and the department. The letter will provide you with details of the approval.

• Read the approval letter carefully. Not all items requested for funding may have been approved.

• Within 10 days of written notification an EFT payment will be made to the legal entities financial institution.

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If successful for funding cont. –• Within 12 months of notification, all items must be

purchased and acquitted.

• Savings of more than $300 must be returned.

• Once acquittal is complete, CBFU will advise and the organisation may submit the next funding application.



If successful for funding cont. –

• All documentation must be kept for seven years after an agreement is closed for quality assurance purposes.

• Breaches of the funding guidelines may result in the funding agreement being cancelled and the return of any monies paid.

• All documents supporting payments must be on commercial terms.



If NOT successful for funding –

• Unsuccessful organisations will be notified in writing.

• If the requested items remain a priority, the organisation is encouraged to submit a new application.

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Is my organisation eligible to apply?

Eligible Organisations -

All organisations must:• have not-for-profit objectives;• be community based; and• be registered (have a business partner number) with

CBFU as a legal entity or sponsored organisation prior to submitting an application form.


Eligible Organisations cont.-

All legal entities must:• have an active ABN;• have a valid bank account; • agree to the terms and conditions;• if sponsoring organisations, they have not-for-profit

objectives; and• if sponsoring organisations, they accept legal and

financial responsibility for the grant.



Eligible Organisations cont.-Organisations must be one of the following:1. Incorporated or registered by an Act of Parliament (other than

those listed below);OR2. A sponsored organisation applying through an organisation

Incorporated or registered by an Act of Parliament; OR 3. Local Ambulance Committee, Rural Fire Brigade or State

Emergency Service Group applying as a sponsored organisation through the Department of Community Safety as their legal entity.


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Ineligible organisations -

• Propriety limited companies are ineligible in their own right and as a sponsored organisation unless they can demonstrate they are wholly owned by an eligible not for profit organisation.

• An organisation found to be ineligible after approval will be required to return the grant payment.



Is my application eligible for submission?

Eligible applications -

All applications must:• be submitted on a new application form;

• demonstrate a benefit to Queensland communities; and

• include a copy of the legal entity’s official bank statement detailing BSB/account number and name of bank account, or a letter from the financial institution.



Eligible applications -

The legal entity must:• take financial responsibility for the grant;• ensure that all local, state and commonwealth laws and

regulations are followed;• keep a copy of all approvals and documents; and• if sponsoring another organisation, determine how they will

interact with a sponsored organisation.

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Ineligible applications –

• If a repayment is outstanding.• Incomplete, late and old application forms cannot be

submitted.• Copy of bank statement and certificate of

incorporation/registration and constitution (if applicable) are not provided.

• Previous grant agreements must be finalised.


What can I apply for?

Eligible items

• Applicants can apply for any item, except those that are listed as ineligible items.

• Organisations should consider funding priorities.


What can I apply for?

Ineligible items

The following items are ineligible:• grant writer fees;• miscellaneous items; • contingency costs; • auspice fees;• repayment of debts and loans;• overseas travel costs;• project management fees;• gifts; and• items purchased before an organisation is notified of an outcome in

writing from CBFU.

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What can I apply for?Unlikely to be funded items –

The following items are unlikely to be funded• repayment of debts and loans;• salaries and wages;• administration expenses such as stationery, postage, office supplies;• rent and lease costs;• consumable items;• catering;• purchase of equipment/service for an individual;• funding for a staff or member social event;• training not provided by a third party; and• sponsorship.


Why Did You Miss Out & What To Do

– Contact the staff and seek feedback. This will ensure your club improves the quality of any future applications.

• Too many applications– Not enough money

• Your application didn’t shine for some reason– Poor fit with grant’s objectives– Didn’t explain how your project fits in their criteria– Quality of application wasn’t good enough


Yes, You Got The Money!

• Celebrate the objectives of the project as they are achieved, no matter how small e.g. you can distribute a good news story through your club and local community or post Facebook updates.

• Remember to acknowledge the stakeholders who have supported your club through this project.

• Report on the plan and the project that has been delivered

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The Aquittal

• Remember the ‘money for nothing’, here’s where youneed to deliver

• Always be professional and courteous• Always follow the acquittal process and meet reporting

deadlines• Always get your figures audited professionally (if required)

• If you’re successful send a ‘thank you’ note. Invite minister, staff etc to inspectthe results and ‘get involved’, send ongoing photos/updates/newsletters. Here’s where you can be more emotional and ‘pull at the heart strings’


What is your organisations mission statement?*Describe the activities undertaken since receiving the gift*Describe how the activity is tracking against the expected outcomes and performance measures outlined in your application. How are you determining the success of the activity?*Have you experienced any additional outcomes that were not anticipated?Have you experienced any challenges with the activity?*How are you monitoring or evaluating the activity? Describe the results to date.*Do you expect the activity to continue beyond the time of funding provided by Perpetual? Have funding and resources for the continuation of the activity been secured?*

* Denotes word limits usually 100 or 200 words for online template

Example Acquittal Form


Event Planning• Timing & Plans• Volunteers, Staff & Officials• Quotations & Budgets• Officials• Publicity, Promotion & Advertising• Sponsorship• Approvals & Compliance

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The Event Manager

• Timetable• Reporting• Job Descriptions• Volunteer Management• Venue• Media• Risk• Budget• Evaluation


Event TimetableEvent timetable/checklist

NACO Annual Conference 2009

Organising Committee Mtg March 2008 Venue inspection visit March 2008 Accommodation inspection March 2008 Book Venue April Book Accommodation April Organising Committee Mtg May Invite speakers/guests May Prepare Budget May Budget approved Prepare Conference Programme & Registration Form

Book entertainment Book photographer Programme & Reg Form to Printers

August Mailshot Conference Programme September Return date: Registration Forms (6 wks prior)

2nd wk January

Prepare joining instructions Prepare final Programme Final Programme to printers Mail joining instructions (3 wks prior) with attendance list

1st wk February

Printing of speakers name boards

Prepare table plans etc Press Release Attend event 5/6 March


Invitation to speakers/official guests

• Seek commitment as soon as possible• Politicians and others may need lots of notice to

attend or open• Are speakers’ fees/expenses payable• Ensure any “rider” conditions are included

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Venue checklist

• Correct combination of rooms• Accompanying exhibition required • Obtain maximum capacity numbers• What style of seating is required• For sports what facilities are included• Siteplan• Is equipment, lighting, parking additional $• Is insurance required for venue


On-Site Communications

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How will you communicate with:

AttendeesPublicAthletesSpectatorsVolunteers & Staff

(Who pays? Who speaks?)


On-Site Signage Plans

• Overall site placement of signs• Sign literacy of attendees• Signage permits• Supply of signs – setting up & removal

• Types of signs needed:– Directional– Warnings– Operational– Facilities – Sponsors

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Inclusive Event Planning

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Inclusive environment should be:• Equitable• Dignified• Promote independence• Safe & affordable

Use appropriate language: • “people with a disability”• “people with disabilities”• “accessible facility” instead of a “disabled toilet”


The Budget• Anticipated number of

delegates• Is the event to break-

even or profit desired• Is sponsorship to be

sought• Always allow a

‘contingency’• Be REALISTIC.

Anticipated No. of delegates 100 Projected

£ Actual

£ General Event: Printing

• Prel iminary Programme & Reg Form

• Conference Programme • Menu cards • Speakers name boards

250.00 500.00 60.00 45.00

Stationery • Name badges • Delegate Wallets

80.00 150.00

Entertainment • After dinner Band • Caricature Artist

500.00 100.00

Photographer 95.00 Flowers 50.00 Speakers’ expenses

• Fees • Travel • Overnight accom

1,200.00 450.00 720.00

Audio visual hire 780.00 Conference Office expenses (travel, accommodation & catering)

550.00

Total General 5,630.00 Contingency 15% 844.50 TOTAL GENERAL 6,474.50


YES! We Have A Sponsor

• Sponsorship Agreement– Must be in writing & include:

• Sponsorship dates• What the sponsor will do (Eg amount)• What the club will do (Eg Offer)• Force Majeur (Disaster Clause)• Details of renewal or renegotiation• Conditions for termination• Indemnification for both parties

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Dealing with media interest

• If the media are interested in your story, they will contact you as organiser first

• Always protect your guest/speaker• Check with him/her to see if they are happy to give

an interview • Schedule with journalist at a

convenient time.


Risk Assessments

• The safety of your delegates/guests is paramount –reason enough to prepare one!

• It’s a careful examination of what could cause harm to people, allowing you to assess if you have taken enough precautions or should do more to prevent harm.Its being prepared!


Preparing a Risk Assessment

• The 5 steps are:• Identify the hazard • Decide who might be harmed• Evaluate risks & decide on precaution• Record your findings• Review assessment & update if

necessary

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Health & Safety Issues

• Knowing your delegates/guests• Having access to venue first aider or consider your

own training• Knowing the venue emergency evacuation procedure

& alarm• Consider making a ‘formal’ announcement at the

opening of your event.


Event Risk Management


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Insurance

• Never make assumptions things are covered– Event venue might be specified (can’t change venue)– Volunteers (age or definition)– Participants (cover minimal)– Act of God / Negligence (can catch you)

• Pay particular attention to volunteers• You can’t reduce risk by disclaimers


Registration Form

• Include to whom the form is to be returned to with contact information

• Include the closing date for receipt – ? weeks prior to event

• Include request for special requirements –dietary/disabled access/help in an emergency.


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Continue or cancel?• cancellation may incur:

– lost deposits on venues– refunds of any prepayments– speakers spending in anticipation of event– “all that effort for nothing”

• continuation may result in:– negative budget– “loss leader” informing future events– loss of reputation, if delegate expectations not met


Crowd Risk Management Factors

Accumulation of variables:

• Size of crowd• Size & nature of event• Time of day• Nature of event• Consumables (food, water, alcohol)• Age of crowd• Weather conditions• Location of event venue (urban, rural)

(Tarlow, 2002)


Managing Fire Risk

• Inspect fire alarms

• Evaluate fire evacuation plan

• Practice fire drills – fire prevention & evaluation plans

• Meet with fire officials to discuss fire evacuation plan and worst case scenario

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Crowd control factors

• Young people more potential for violence

• Summer/good weather

• Alcohol

• Large amounts of board people

• Inadequate security

• Darkness

• Panic


At the event

• Arrive at least the day before• Meet key organising personnel• Establish first aid contact• Complete final risk assessment• Ensure registration desk in prime location• If something goes wrong:

DON’T PANIC!


Establish a Command Centre

• Centralise communication channels: – office, caravan, tent– accessible– spot trouble

• Adequate room:– store equipment– first aid

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Event Volunteer Induction Meeting• Only needs to be 10-15 minutes• Should cover:

– Their position description– Read through of policies relating to them– Discussion of the clubs management flow chart– Any special rules or regulations– Written acknowledgement of:

• Any equipment they have taken custody of• Their willingness to abide by the club’s policies• Proof of identification and blue card (if required)• Contact details for their supervisor• Details of any training they currently have or are willing to undergo


Member Protection Policy Is A Vital Tool• Discuss A Club Culture You All Want

• Anti Harassment• Bullying• Discrimination

• Complaints Procedure• Always use the same system• Have clear instructions for emergencies• Put together a “contact tree”

• Remember once you have it you have to “police” it.

Policies For Volunteers


Event Volunteering

• Consider partnering with Aged organisations for volunteers

• Make the process as easy as possible (blue cards etc)• Supply transport & cover out of pocket expenses• Encourage a long term relationship between

volunteers and club• Get youth to help with technology

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Why Don’t People Volunteer?

• Never been asked!• Face to face or on the phone• Newsletters don’t work

• Worried they are going to be flogged.• Strict rules about time volunteering

• Afraid they can’t do the job!• Easy to solve with information & training


You Have To Remind Volunteers

Ensure a committee position is solely responsible for volunteers:• Call shortly before the event and make sure they will be

available• Try to reduce the amount of hours each has to work• Be aware of any financial contribution made by volunteer

and offer to reimburse or make a clear policy• Make sure all volunteers know about any changes• Consider using SMS, email or other technology


Evaluation of Events

– Why evaluate events?

• Measure the success of an event• Feedback lessons• Understand event audience better• Report to stakeholders• Build professional image & reputation

(Harris & Allen, 2002)

– Begin with the end in mind!

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EVALUATION FORM Your feedback is essentia l to monitor the effectiveness of our events.

Name: Company: Conference: Workshop(s) attended:

How would you rate the content and relevance of today’s Conference? (Excellent = 4 Very Good =3 Good = 2 Poor = 1)

Comments:

Score

...

What could be done, if anything, to improve the quality of today’s workshop? (consider timing and duration, loc ation and environment ) How would you rate your Workshop Leader in the following key areas? (Excellent = 4 Very Good =3 Good = 2 Poor = 1) Made you feel comfortable and at ease Communicated well and provided clear and concise instructions Encouraged ques tions and feedback Knowledgeable about subject mat ter

Score

...

...

...

...

How would you rate the Conference materials in terms of : (Excellent = 4 Very Good =3 Good = 2 Poor = 1)

Quality

Suitability as post-event support

. ..

. ..

Have your personal object ives for attending th is event been met? (Yes = 3 Mostly = 2 No = 1) If not, why not?

Thank you for completing this form.

Measuring Success

Debrief meetings:– Paid event staff– Volunteers– Representatives of host orgs/public authorities– Sponsors– Event performers– Event attendees



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Good Governance Consultants

www.GoodGovernanceConsultants.com.au

Leisa [email protected] 932 095

Adrian [email protected] 709 473

Documents

191111 Grants Presentation - frasercoast.qld.gov.au