Business Improvement District (BID) Grant Program Guidelines … · 2020. 7. 17. · Maribyrnong City Council – Business Improvement District Grant Program 2020 21 2 1.0 Introduction

Business Improvement District (BID)

Grant Program Guidelines 2020/21

Maribyrnong City Council – Business Improvement District Grant Program 2020 21 1

Contents

1.0 Introduction ................................................................................................................................ 2

1.1 Contact details ...................................................................................................................... 2

1.2 More information ................................................................................................................... 2

1.3 Important dates ..................................................................................................................... 3

2.0 Business Improvement District (BID) Grant Program – Stream 1 .................................... 4

2.1 Information session .............................................................................................................. 4

2.2 Grant objectives .................................................................................................................... 4

2.3 Previous examples ............................................................................................................... 4

2.4 Priority in 2020/21 ................................................................................................................ 5

2.5 Timeline ................................................................................................................................. 5

2.7 Eligibility checklist ................................................................................................................. 6

2.8 Application ............................................................................................................................. 7

2.9 Matched funding ................................................................................................................... 8

2.10 Assessment criteria .............................................................................................................. 8

2.11 Payment ................................................................................................................................. 8

3.0 Business Improvement District (BID) Grant Program – Stream 2 .................................... 9

3.1 Information sessions ............................................................................................................ 9

3.2 Grant objective ...................................................................................................................... 9

3.3 Timeline - Stream 2, Round 1 ............................................................................................ 9

3.4 Timeline - Stream 2, Round 2 .......................................................................................... 10

3.5 Eligibility ............................................................................................................................... 10

3.6 Eligibility checklist ............................................................................................................... 11

3.7 Application ........................................................................................................................... 12

3.8 Assessment criteria ............................................................................................................ 12

3.9 Payment ............................................................................................................................... 13

4.0 Business Improvement District (BID) Grant Program – Stream 1 and 2 – Application

Process ................................................................................................................................................ 14

4.1 How do I apply? .................................................................................................................. 14

4.2 Application support ............................................................................................................. 14

4.3 Funding period .................................................................................................................... 14

4.4 Notification process ............................................................................................................ 14

4.5 Reporting and monitoring .................................................................................................. 15


1.0 Introduction

Maribyrnong City Council supports our business community through the Business

Improvement District (BID) grant program, which assists economic development and

business viability across our City.

In the 2020/21 financial year, there will be two streams of funding. Stream 1 will

provide funding to trader associations and groups of businesses for destination

marketing and group strengthening projects, while Stream 2 will provide micro-grants

for innovative new business development activities proposed by either an individual

business owner or a business group.

The BID grant program is highly competitive and all applicants are encouraged to

read the guidelines and meet with Council Officers before applying.

Successful BID grant projects are selected by the Enterprise Maribyrnong Special

Committee (EMSC). EMSC guides economic development in our City by assisting

Council to create vibrant and successful urban places with excellent business

opportunities and meaningful employment.

1.1 Contact details

Business District Officer – Megan Reinwald (03) 9688 0200 or

[email protected]

Economic Development Unit - or (03) 9688 0200 or

[email protected]

In person: Maribyrnong City Council, 61 Napier Street, Footscray

In writing: PO Box 58, Footscray Vic 3011

1.2 More information

Information about the BID grant program is available on Council’s website at

https://www.maribyrnong.vic.gov.au/Business/Support-for-existing-

business/Business-Improvement-District-BID-Grant-Program

mailto:[email protected]


https://www.maribyrnong.vic.gov.au/Business/Support-for-existing-business/Business-Improvement-District-BID-Grant-Program

https://www.maribyrnong.vic.gov.au/Business/Support-for-existing-business/Business-Improvement-District-BID-Grant-Program


1.3 Important dates

Stream 1 – Trader Associations and Business Groups

Opens for application – Friday 3 July 2020 at 9am

Closes for application – Friday 7 August at 5pm

Stream 2 (Round 1) – Innovation Micro-Grants

Opens for application – Friday 3 July 2020 at 9am

Closes for application – Friday 7 August at 5pm

Stream 2 (Round 2) – Innovation Micro-Grants

Opens for application – Monday 14 December 2020 at 9am

Closes for application – Friday 22 January 2021 at 5pm

Figure 1: Summary of key dates

BID Grant Program

(2020/21)

Stream 1

Trader Associations & Business Groups

Open: Fri 3 July at 9am

Close: Fri 7 Aug at 5pm

Stream 2

Innovation Micro-Grants

Round 1

Open: Fri 3 July at 9am

Close: Fri 7 Aug at 5pm

Round 2

Open: Mon 14 Dec at 9am

Close: Fri 22 Jan at 5pm


2.0 Business Improvement District (BID) Grant Program – Stream 1

Overview

Stream 1 of the BID Grant Program supports business districts through targeted

grants to trader associations and business groups of five or more traders within the

City of Maribyrnong.

2.1 Online information session

Join us for a discussion about how the BID Grant Program works, what we fund and

how applications are submitted. This will take place on Wednesday 8 July at 3pm.

Note RSVP is essential, via email to [email protected]

2.2 Grant objectives

Applicants to Stream 1 of the BID grant program must meet one or more of the

following objectives:

Promote destination marketing and other opportunities to increase trade and

business opportunities.

Strengthen business districts through improved public realm initiatives.

Increase the viability of business districts through the development of

innovative business practices.

Promote and strengthen business groups that have a shared and common

economic interest.

Grants from $1,000 up to $50,000 are available. Note funding is allocated at the

discretion of Enterprise Maribyrnong Special Committee.

2.3 Previous examples

In 2016, She Will Shine was awarded a grant to establish an innovative scholarship

program for 20 female entrepreneurs located in City of Maribyrnong, who met

regularly for business workshops and training sessions.

In 2017, the Footscray Asian Business Association was awarded a grant to deliver a

series of five night markets in the Little Saigon Precinct in Footscray, which activated

the space with Vietnamese food stalls and cultural entertainment.



In 2018, the West Footscray Traders Association was awarded a grant to run a pop-

up small business showcase called Becoming Barkly, to diversify shopping in the

village and to gather feedback and activation ideas from residents and visitors alike.

In 2019, the West Wedding Collective was awarded a grant to bring together 12

small businesses in the wedding industry and create a directory for the best local

suppliers and creative services companies in the City of Maribyrnong.

2.4 Priority in 2020/21

For the coming 2020/21 financial year, Council’s primary focus will be recovery from

COVID-19. Projects that bring visitors back into our activity centres and encourage

extended stays, particularly in the hours after 6pm, will be highly regarded by the

Enterprise Maribyrnong Special Committee.

2.5 Timeline

3 July 2020 Stream 1 opens for application

8 July 2020 Online information session

7 August 2020 Stream 1 closes for application

1 September 2020 EMSC meets to assess applications

2 September 2020 Applicants informed of outcome

2 September 2020 – 28 May 2021

Work with successful applicants throughout their project, monitoring milestones and project status

2.6 Eligibility

Who is eligible?

Applications will be accepted from trader associations and groups of businesses (five

or more) within the business district boundaries of the City of Maribyrnong.

Who is not eligible to apply?

Applications will not be accepted from:

Businesses located within a shopping centre which is owned and managed as

a single entity and is not part of a greater retail destination.

Businesses not located in the City of Maribyrnong.


Eligibility Criteria

Applications will be accepted from incorporated trader associations and groups of businesses (five or more) based in business districts across the City of Maribyrnong.

Projects must be delivered and support businesses within the boundaries of

the City of Maribyrnong

Applications must provide a minimum of 10% matched funding in cash. The

funding requested must accurately reflect the proposed project.

Applicants must have acquitted all previous BID grants prior to consideration of a

new application.

General exclusions

Standard operating costs such as rent, wages, electricity, operational printing

or copying or similar.

Existing programs.

Private physical infrastructure.

Capital equipment such as furniture, computers, mobile phones, office

hardware or similar.

Events

Additional criteria applies to applicants who intend to deliver events and other

activations involving participation by members of the public.

A quote for a traffic management plan (TMP), if required, must be included in

the BID grant application and clearly referenced in the project budget.

If funding is awarded, the final TMP must be submitted to Council and

approved no later than 4 weeks prior to the event. Furthermore, a detailed site

plan, risk management plan, running sheet, list of suppliers, draft notification

letter to nearby shops and residents, details on how you will maintain social

distancing requirements and deliver any additional cleaning / cleansing must

all be provided to Council no later than 3 weeks prior to the event.

Failure to provide any of this documentation by the required deadline may

result in termination of BID grant funding and early acquittal of the project.

2.7 Eligibility checklist

Applicants should consider the following checklist to assist in preparation of the

application:

Does your proposal meet the grant program objectives?

How does your proposal facilitate economic recovery from COVID-19?

Is your proposal able to meet COVID-19 guidelines (ie. by maintaining social

distancing requirements)?


Is your proposal genuinely innovative, creative and does it demonstrate a

strong point of difference?

Can you demonstrate how the City of Maribyrnong will benefit from your

proposal?

Does your proposal enhance the city’s reputation for innovation, business

vitality and environmental sustainability?

Does your proposal create employment opportunities and increase the level of

business investment?

Do you have a complete, up to date set of financial statements?

Does your project plan include measurable outcomes and an evaluation

process?

Have you had a pre-application meeting with a Council Officer?

For trader associations, in addition to the above:

Does more than 85% of your membership have a business located in the City

of Maribyrnong?

Does your membership represent a cross-section of local businesses?

Does your proposal deliver significant tangible outcomes for your members?

Council may request the following forms of evidence from trader associations:

A current membership register including member names, contact details,

business names and the amount and date on which membership was paid.

Tax invoices for current members.

2.8 Application

All applications are subject to review against the eligibility and assessment criteria.

Applicants are encouraged to carefully consider their capacity to meet program

requirements and the assessment criteria before committing resources to developing

an application.

Stream 1 applications must include:

A completed application form that is well thought through and well-

developed, addressing all criteria and questions.

A detailed project plan which clearly indicates the measurable project

outcomes, evaluation process plan and level of intended activity by the

applicant and details how the project meets one of the four BID grant

program objectives.


A costed budget that details the financial viability of the project and

demonstrates value for money with a minimum of 10% matched funding in

cash. Quotes from all suppliers (which includes their ABN) must be attached.

Analysis which indicates how the proposal facilitates the recovery of the

activity centre from COVID-19 and delivers economic benefits to the City of

Maribyrnong.

Written evidence demonstrating a high level of consultation with local

businesses, of relationships and regular discussion (e.g. letters of support,

meeting minutes, and correspondence).

A clear timeline which shows how the project will be delivered, in full,

through the period 2 September 2020 to 28 May 2021. Note funding will be

released in installments as the applicant meets key project milestones.

2.9 Matched funding

Applications must provide a minimum of 10% matched funding in cash. The funding

requested must accurately reflect the proposed project.

2.10 Assessment criteria

Applications will be assessed by EMSC against the following criteria:

Meets one or more of the objectives of Stream 1 of the BID grant program

50%

Financial viability, measureable outcomes and value for money

30%

Supports the recovery of the local economy from COVID-19

20%

2.11 Payment

The payment schedule will be determined as part of the Funding Agreement.

1. Council will release funding in installments according to the size and scope of

the project. The schedule may consist of two, three, four or five part-payments

which are tied to key milestones.

2. For all projects, the final installment of 20% is withheld until Council has

received the project acquittal report and financial reconciliation, and is

satisfied with the execution of activities.


3.0 Business Improvement District (BID) Grant Program – Stream 2

Overview

Stream 2 of the BID grant program supports individual business owners and groups

of businesses by awarding micro-grants of up to $1,500 for innovative new business

development activities within the City of Maribyrnong.

3.1 Online information sessions

Join us for a discussion about how Stream 2 of the BID Grant Program works, what

we fund and how applications are submitted.

The information session for Round 1 will take place on Wednesday 8 July at 4pm.

The information session for Round 2 will take place on Wednesday 16 December at

4pm. Note RSVP is essential, via email to [email protected]

3.2 Grant objective

Applicants to Stream 2 of the BID grant program must show how their proposed

business development activity is innovative and will facilitate increased trade and

other opportunities for doing business (in accordance with the eligible activities

outlined in section 3.5).

A maximum of 25 micro-grants will be awarded in both Round 1 and Round 2 (total

of 50 micro-grants for the year). Applicants may request financial support of between

$100 and $1,500. Note funding is allocated at the discretion of Enterprise

Maribyrnong Special Committee.

3.3 Timeline - Stream 2 (Round 1)

Date Action

3 July 2020 Stream 2 (Round 1) opens for application

8 July 2020 Online information session

7 August 2020 Stream 2 (Round 1) closes for application

1 September 2020 EMSC meets to assess applications

2 September 2020 Applicants informed of outcome

2 September – 2 December 2020 (three months)




3.4 Timeline - Stream 2 (Round 2)

Date Action

14 December 2020 Stream 2 (Round 2) opens for application

16 December 2020 Information session

22 January 2021 Stream 2 (Round 2) closes for application

2 March 2021 EMSC meets to assess applications

3 March 2021 Applicants informed of outcome

3 March – 3 June 2021 (three months)


3.5 Eligibility

Who is eligible?

Applications will be accepted from either individual business owners, or groups or

businesses, located in “bricks and mortar” commercial premises in recognised

activity centres within the City of Maribyrnong.

Who is not eligible to apply?

Applications will not be accepted from:

Businesses located within a shopping centre which is owned and managed as

a single entity and is not part of a greater retail destination.

Businesses located within a residential premises.

Businesses not located in the City of Maribyrnong.

Eligibility Criteria

Applicants must have an ABN active since at least 13 March 2020

Applicants must be considered a “small business” with 10 or fewer employees

and an aggregated annual turnover of less than $2 million

Be located in a “bricks and mortar” commercial premises in one of the activity

centres identified on page 17. Businesses currently operating from a co-

working space in City may apply but must provide proof of at least six months

paid membership in the 2019/20 FY at a co-working space in our City

Be focused on innovation for their business operations

Have been negatively affected by COVID-19

Applicants must have no outstanding fines or pending issues with City of

Maribyrnong. An internal check will be undertaken prior to the awarding of micro-

grants.

Businesses may only apply once per funding round, and a business or business

group which is successfully awarded funding in Round 1, is not eligible to receive

funding again in Round 2.


Individuals who own more than one business are encouraged to put forward

applications for each entity, as long as they meet the funding criteria.

Eligible activities

The grant money may be spent on innovative business development activities,

including but not limited to:

the development of a new product or service

staff training or up-skilling

undertaking market research

the introduction of new business technology or software

enhancing online sales capability

adding a new feature to a website

trying a new advertising platform

engaging a graphic designer to create new marketing material in order to

become more competitive, or

purchasing new business equipment or infrastructure. If the applicant wishes

to purchase any physical items, they must clearly explain how it meets the

criteria of being an innovative business development activity.

General exclusions

The business development activity the owner wishes to undertake must be new –

funding will not be awarded retrospectively.

Other items which are excluded:

Standard operating costs such as rent, wages, utilities bills and ongoing

printing/copying needs

Renewal or continuation of any existing initiatives such as platform

subscriptions, website domains, long-term contracts and memberships

Existing programs and projects

Personal equipment and private infrastructure

3.6 Eligibility checklist

Applicants should consider the following checklist to assist in preparation of the

application:

Does your proposal meet the Stream 2 grant objective?

How does your proposal facilitate economic recovery from COVID-19?

Is your proposal genuinely innovative, creative and does it demonstrate a

strong point of difference?

Can you demonstrate how the City of Maribyrnong will benefit from your

proposal?


Does your proposal enhance the city’s reputation for innovation, business

vitality and environmental sustainability?

Have you had a pre-application phone call with a Council Officer?

3.7 Application

Applications are subject to review against the eligibility and assessment criteria.

Applicants are encouraged to carefully consider their capacity to meet program

requirements and the assessment criteria before committing resources to developing

an application.

Stream 2 applications must include:

A completed application form that is well thought through and well-

developed, addressing all criteria and questions.

A costed budget which demonstrates value for money and includes full and

final quote(s) from third party suppliers for the new business development

activities the applicant wishes to undertake. Note once funding is awarded,

the applicant may not change supplier without written permission from a

Council Officer.

A written statement which explains how the applicant’s new business

development activity is innovative and meets the objective of Stream 2 which

is to facilitate increased trade and other opportunities for doing business.

An explanation of how COVID-19 has negatively impacted the applicant’s

business, and how they anticipate the awarding of a micro-grant will support

their recovery and that of their local business district.

If the business owner is not located in a street-facing shopfront, for example

because they operate from a co-working space, they should clearly explain

the economic benefit to the City of Maribyrnong.

3.8 Assessment criteria

Applications will be assessed against the following criteria:

Meets the objectives of Stream 2 of the BID Grant Program

Demonstrates innovation by small business

Facilitates increased trade and other opportunities for doing business

50%

Financial viability, measureable outcomes and value for money

30%


Supports the recovery of the local economy from COVID-19

20%

3.9 Payment

The terms of payment will be outlined in the Funding Agreement. For all recipients of

Stream 2 micro-grants:

1. Council will transfer the funds in full upon receipt of all required

documentation from the successful applicant

2. Council will require evidence of the funds being used as awarded by EMSC,

upon acquittal. This may take the form of invoices or bank statements, and

other evidence such as photos may also be required.


4.0 Business Improvement District (BID) Grant Program – Stream 1 and 2 – Application Process

Information on the application process for both Stream 1 and 2 of the BID Grant

Program is outlined below and summarised in Figure 2.

4.1 How do I apply?

Applications can be made by completing the electronic form which will be available

on Council’s website throughout the relevant application period, as follows:

Stream 1 – 3 July 2020 to 7 August 2020

Stream 2 (Round 1) – 3 July 2020 to 7 August 2020

Stream 2 (Round 2) – 14 December 2020 to 22 January 2021

Applicants will be prompted to attach the required documentation online, in order to

proceed through the form. Incomplete applications will not be considered.

4.2 Application support

Applicants must submit a well-developed application that addresses all the criteria,

answers all questions and provides the documentary evidence and support required.

To enable potential applicants to submit quality applications, the Economic

Development team provides information sessions, as well as staff who are available

to meet in person or provide advice over the phone.

4.3 Funding period

Projects are required to be completed (including delivery of final project report)

according to the timeline specified in these guidelines. If the applicant is

experiencing any difficulty meeting their obligations, they should contact the

Economic Development Unit for advice.

4.4 Notification process


Successful applicants will be sent a Letter of Offer and a Funding Agreement.

Applicants are required to execute the Agreement and return one complete copy to

the Council along with any payment deliverables as identified in the Agreement.

Funds will only be released after the Agreement has been received by the Council

and all payment deliverables achieved.

4.5 Reporting and monitoring

All applications must indicate the anticipated small business and local economic

development outcomes as well as the processes for identifying these.

Examples include:

Increased employment

Extended trading hours

Increased sales

Increased online traffic

Increased foot traffic.

All grant recipients are required to report on outcomes and acquit their project as

detailed in their funding agreements. Grantees are also required to submit financial

reports and may be requested by Council to provide further documentation and

evidence of expenditure


Figure 2: Summary of steps in the BID Grant application process

1. Preliminiary discussion with Council's Economic Development

team

(Essential)

2. Submit online application

3. Initial assessment process

(Further details may be requested)

4. Enterprise Maribyrnong Special Committee considers applications

5. Applicants notified of outcome

Unsuccessful applicants

(Feedback provided)Successful applicants

6. Applicant accepts grant conditions

7. Project commencement & first payment received

8. Project outcome evaluation & reporting

(with evidence of expenditure)


Figure 3: Activity Centres in City of Maribyrnong

Documents

Business Improvement District (BID) Grant Program Guidelines … · 2020. 7. 17. · Maribyrnong City Council – Business Improvement District Grant Program 2020 21 2 1.0 Introduction