The Fantastic Funding Folder

CONTENTS

Page

o INTRODUCTION – A RESOURCE FOR YOU 1

o TEN STEPS TO FUNDING SUCCESS 2

o THE FUNDING PROPOSAL 3

o USING GIVUS 6

o ORGANISATIONAL DETAILS 8

o RECORD OF FUNDING APPLICATIONS SUBMITTED 10

o ANNUAL FINANCIAL REPORT 12

o CERTIFICATE OF INCORPORATION OR REGISTRATION 13

o RULES/CONSTITUTION OR TRUST DEED 14

o INCOME TAX STATUS DOCUMENTATION 15

o BANK DETAILS 16

o LETTERS OF SUPPORT 18

o COPIES OF APPLICATIONS 19

o HAVE YOU THOUGHT ABOUT SPONSORSHIP? 20

o YOUR SPONSORSHIP PROPOSAL 21

o CONGRATULATIONS YOU HAVE BEEN SUCCESSFUL 22 WHAT THE FUNDER NEEDS FROM YOU NOW

o REMEMBER…. 23

o FUNDING AGENCIES 24

A RESOURCE FOR YOU This Fantastic Funding Folder has been put together to make the process of seeking funding easier for your organisation. The material was compiled by the Community Support Team at Waitaki District Council in response to increasing requests from groups and individuals for assistance. The folder prompts you to insert the information specific to your organisation. Follow the prompts and the folder will become your customised funding resource, helping your committee members to complete applications quickly and efficiently. It may take a little time to customise the Fantastic Funding Folder. Work through page by page to find out and gather what’s required. Once your folder is complete, all you need for funding applications will be together, in one place, and the process of submitting an application won’t seem as daunting. For best results, review the folder every year, making sure all the information is current. We hope the Fantastic Funding Folder will reduce the stress of seeking funding, encourage you to broaden the number of applications you make and increase your success rate. Please feel free to contact us if we can help further. Best wishes with your applications. Carole Hansen Waitaki District Council

Waitaki District Council EA to People and Culture Group Manager Ph: 03 433 0300 Email: chansen@waitaki.govt.nz

TEN STEPS TO FUNDING SUCCESS

1. Take time to prepare your Fantastic Funding Folder at the beginning of a year or the beginning of

a project. Done once and done well, the folder will help you to complete applications more quickly. 2. Pre-plan your funding needs, at the beginning of the year, for the whole year and then check out

all possible sources of funding. Start with the givUS programme available at the following locations: Any computer if you have a Waitaki District Library Card and access to the internet

Oamaru Public Library

Kurow Museum and Information Centre

North Otago Citizen’s Advice Bureau

Sport Waitaki

Waihemo Centre

Waitaki Development Board

Waitaki District Council 3. Get copies of applications forms from your list of possible funders and start working on them as

early as possible. Some of what you need to do – for example, getting quotes – takes time. 4. Prepare a funding proposal to define your project and help you answer the funder’s questions in

your application. 5. Ensure that you have answered every question fully, with the information asked for. 6. Check and double check that what you write in your application is accurate and easily

understood. Remember that the people who read this may not have any prior knowledge of your organisation.

7. Make absolutely sure that any documentation requested – for example, audited accounts,

Certificate of Incorporation – is attached to your application. Do not think that you will get away with missing material out or sending it later.

8. Always meet the funder’s deadline. 9. Keep details of the applications you have made (see the Application Record on page 10). This

record will help when you are asked to identify the grants already applied for as part of other applications.

10. Keep copies of all applications. The information on them may be helpful for applications to other

agencies. Keep them at least until you hear if you were successful and have followed up with a thank you and details of the completed project.

THE FUNDING PROPOSAL

When you begin to plan a project for which you need funding, a key part of the process is putting together a FUNDING PROPOSAL. A funding proposal:

o explains who you are;

o details your project;

o is a way of making sure that everyone involved with the project, including your committee/members, has the same information;

o can be attached to funding application forms;

o is a key document when you approach potential sponsors;

o ensures that all of your applications are consistent, because they use the same information. Once you have developed your proposal you will have most of the information needed to complete funding application forms or seek sponsorship. In the long run, this effort put in at the beginning will save you time. There are no rules about writing proposals. The following is a guide on how you might choose to set yours out. As long you include all the relevant information, you will be on track.

[Your organisation’s name] FUNDING PROPOSAL

1. VISION

A brief snapshot of what it is that you want to achieve/do/provide. Be snappy and direct.

2. PROJECT INFORMATION

Detail about your project/initiative/service

o What is it? What is your purpose?

o How will you go about providing/achieving it?

o Who is or will be involved?

o When will it start, finish, be completed?

o Where will it happen? And what area will the people who benefit come from?

o Who specifically is the target group and how will they benefit?

o Who will provide the service/do the work/make it happen? 3. BACKGROUND

Background on how you have come to the decision to undertake this project/initiative/service

You might include, for example:

o Why the project/initiative/service is needed/important

o Official statistics from Statistics New Zealand

o Results of your own research and/or statistical information

o Relevant media coverage related to your project 4. STRUCTURES

Details about your organisation (perhaps a bullet-pointed fact sheet)

o Its purpose and objectives

o Services provided

o Structure (paid and unpaid staff and volunteer numbers)

o Funding overview

o Number of clients served

o Areas covered

o Qualifications/skills of staff

You could include your organisation’s brochure, if you have one.

5. WHAT’S NEEDED?

An outline of what your organisation needs to succeed with this project/initiative/service

o Finance? Equipment? Other resources?

If you need finance, include a budget itemising all funding and detailing what you are asking for.

If you need resources other than funds, identify these and explain why you need them. 6. BENEFITS

If you are approaching a trust for a grant then it’s not necessary to provide details about the benefits to them. If you are seeking support from a business or corporate group, however, you should identify the benefits to them of becoming associated with your organisation. How will you enhance their reputation as a sponsor? What will you do to ensure that they get value for their sponsorship/donation?

7. ATTACHMENTS

Letters of support are useful. They give your organisation credibility in terms of what you have already achieved in the community. These might be letters from clients who have benefited from your organisation. Or they might be specific to the project/initiative/service for which you are seeking funding – for example, parents whose children will benefit.

8. CONTACTS

Always provide clear details on who to contact for further information, discussions or follow up.

USING givME

Seeking Funding? Check out givUS at one of the nominated Centres or via the Library website

How to access givUS on any computer with internet. 1. Go to the Library homepage

http://www.library.waitaki.govt.nz/

3. Enter your library card number and select

the database you would like to search.

2. Scroll down to the generosity section

Click on the givUS logo

4. Enter the region (Waitaki) and select from

the drop down boxes the criteria for your project. Then click on Search

PROMPT Organisational Details

Complete the sheet on the opposite page and return it to the folder. Check these details regularly to ensure that they are up-to-date and accurate.

Name of Organisation Year Established Part of National Organisation

Yes/No

Registered with Charities Commission

Yes/No

Street Address

Postal Address

CONTACT PERSON #1 Phone Numbers

Fax Number Email CONTACT PERSON #2 Phone Numbers

Fax Number Email IRD Number GST Number Charities Commission Registration Number

Number of Members

PROMPT Record of Funding Applications Submitted

This form provides you with accurate up-to-date information about funding applied for, who you applied to and what success you have had. Funding agencies usually require that you provide these details in your application. Each time you make an application, add to the form. Update it with details of the outcome.

RECORD OF FUNDING APPLICATIONS

Funder Date sent Outcome due date

Amount requested

Funding is for … Funds received Yes/No

Amount received

Followed up/audit info sent - date

PROMPT Annual Financial Report

Keep copies of your organisation’s most recent annual financial report in the following sleeve.

PROMPT Certificate of Incorporation

or Certificate of Registration

In the next sleeve, keep copies of your organisation’s Certificate of Incorporation or Certificate of Registration as a trust or charitable society.

PROMPT Rules/Constitution or Trust Deed

Keep copies in the next sleeve of your organisation’s Rules/Constitution or Trust Deed.

PROMPT Income tax status documentation

Keep copies in the next sleeve of your organisation’s income tax status documentation. If your status is charitable, exempt or non-profit, you may be asked to provide Inland Revenue Department proof of this.

PROMPT Bank Details

Many funders prefer to direct credit your grant into your bank account.

Complete the following sheet with details of your bank account.

Store some deposit slips here – these often need to be included with applications.

BANK DETAILS

Bank ____________________________________ Branch __________________________________ Name of Account __________________________ Account Number

PROMPT Letters of Support

Letters of support from other organisations, clients, organisation members or prominent people in the community are sometimes requested by funders. You may like to include them with your application even if they are not asked for: they help prove that your cause is worthy of support. Store copies in the next sleeve.

PROMPT Copies of Applications

Keep copies of your funding applications (or a note reminding you of where these are filed). These are a ready reference for other applications you may make for the same project.

HAVE YOU THOUGHT ABOUT SPONSORSHIP?

Social responsibility is something that many in the corporate world are beginning to take seriously. Businesses which recognise their part in the big picture are contributing back into their communities. Some businesses give to the community by paying their staff to work a few hours for a charity. Others give product. Some give a percentage of their profit to the community in some form. Sponsorship opportunities are “out there” and your organisation may choose to tap into these, instead of (or as well as) seeking funding through the gaming trusts and other more well-known channels. BEFORE YOU START … Businesses are approached often for funding or to contribute their goods or services at discounted rates or free of charge. It is important that you think hard about your approach. You need to understand the business you are seeking funds from.

Does the business have a link with your organisation?

Are its values in line with yours?

Does your project or purpose fit with the goals of the business?

Can your organisation relate to the values/vision/missions statements of the business?

Do your homework.

Use the Internet and any available written information learn about the sponsorship history of the business you want to seek help from.

Find out what the business has sponsored in the past.

Find out if the business is fully committed or whether it is looking for sponsorship opportunities.

Find out about the dates (if any) for applying, and find out the likely time between application and answer.

If in doubt, telephone and discuss your ideas first. Find the right person to advise you on the company’s sponsorship policy and requirements. This may save you in the long run (we all know the time and effort involved in producing applications). And the business will appreciate your approach, which may save them time too.

Your Proposal Preparing a proposal for sponsorship is similar in most ways to preparing a proposal as part of a funding application (see pages 3-5). The key extras that you need to include are: 1. A clear description of how your organisation and the proposed sponsor “fit”:

What do you have in common?

Why is this particular business the one you’d most like to see associated with your organisation?

Why is the chance to be associated with your organisation one that the business can’t afford to miss?

2. An outline of benefits for the sponsor. Sponsorship needs to be a win-win. Your

sponsor will want to be seen to be making its community contribution. Can you offer:

Access to the company’s target market?

The chance to raise the company’s profile through an event or through the media, or through printed material? Corporate sponsors place high value on opportunities to increase awareness of their brands.

The opportunity for the company to develop links with the wider community?

A way to increase mutual goodwill between the company and the community?

Sponsorship is a challenging but exciting arena. If your organisation is considering approaching a major sponsor, or several smaller ones, be very clear about who you are, why you are important and valuable, and why the sponsor should be sure not to miss the opportunity of giving to you! Tell your story well. The corporate world may seem a long way from the non-profit sector but there are excellent opportunities to build bridges between the two, for the benefit of both.

CONGRATULATIONS – YOU HAVE BEEN SUCCESSFUL

What the Funder Needs from You Now

The biggest complaint sponsors and funders have is that once they have granted funds they rarely receive feedback or acknowledgement, other than an official audit certificate. It’s important to remember that you may at some time go back to the agency which has given you funds, seeking support for another project. Keep this in mind and always spend a little time and energy saying thanks. 1. Say thank you by writing as soon as you receive notification of your success -

a short letter or a card will do. 2. Send a photograph of your completed project or of the people involved, or

people actually working on the project. 3. Do your best to make sure that your funder gets public recognition.

There are several ways to do this:

o Forward details of the funding and the project to local newspaper(s), ensuring the funder’s name is mentioned. Send the funder a copy.

o Put a sign thanking the funder on the office/clubhouse wall.

o Add a short statement to your letterhead paper or any brochures or other written material – “Proudly sponsored by …”

o Display a poster or sign promoting the funder at any event/function connected with your project.

o Acknowledge the funder in speeches. 4. Follow up. If there is a time lapse between receiving the funding and

completing the project make sure the funder is kept informed of progress and notified when the project is completed.

6. Meet the funder’s audit requirements. This is a key part of the process. If

you fail to return the necessary audit information within the timeframe set by the funding agency, that agency is unlikely to consider any future applications you make. Your organisation’s reputation is important so be sure to take care of the details.

REMEMBER … Funders are people too. They are faced with weighing up your needs against the needs of hundreds of others - and almost everyone is worthy. Target your applications to the funders who deal with your kind of purpose/need. Tell your story as well as you can. Meet the funding agency’s requirements as well as you can. And persevere. You believe in the importance of what your organisation is doing. Convince the funders that your project is a worthwhile investment and that you will make the most of every dollar they grant you. They want the best for the communities they work in, just like you.

Good luck!

FUNDING AGENCIES

Sport and Recreation, Tourism, Heritage and Culture

Fund:

Purpose: Funding Available:

Application Dates:

Waitaki District Council Waitaki Heritage Fund

Restore or strengthen historic buildings or preserve archaeological sites. Ph: 03 433 0300

Grants under $1,000, Loans by negotiation

Any time

Waitaki District Council Community Group Grants

One off community projects Ph: 03 433 0300

$30k Waitaki

March August

Donald & Nellye Malcolm Trust

Community projects - must be a charitable trust Ph: 03 433 0300

Unknown August

Waitaki District Council Creative Communities Grant

Promotes arts projects - exhibitions, productions, concerts and festivals Ph: 03 433 0300

$16k Waitaki

March October

The Chinese Poll Tax Heritage Trust

Promote preservation of Chinese NZ history Provide tangible support for Chinese NZ history, language and culture Ph: 04 495 7200

$5m NZ End of February

Lion Foundation

Promote Community (30%), Health (15%), Sport (40%) & Education (15%) http://www.lionfoundation.org.nz Ph: 0800 802 908

$90k Waitaki

Monthly

Alexander McMillan Trust

Capital projects – no application form but expect the same information and a covering letter http://www.gcalegal.co.nz/community.asp Ph: 03 4777312

$500k max Otago

Feb, May, Aug, Nov.

Ngai Tahu Fund

Projects that build cultural knowledge, participation, cultural practices and leadership of Ngai Tahu whanui http://www.ngaitahufund.com Ph: 03 371 2653

$885K March September

Creative NZ Pacific Islands Heritage Arts

Projects that involve Pacific Island heritage, arts, youth as participants, women, cross-cultural exchanges http://www.creativenz.govt.nz/ Ph: 04 473 0880

Unknown Unknown

Lottery National Committee

Projects & events that have a community or social service focus & which help improve well-being or quality of life in the community. http://www.communitymatters.govt.nz/Funding-and-grants---Lottery-grants---Lottery-Community 0800 824 824

$10.8m NZ January May August

Lottery Environment & Heritage Fund

Projects that promote protect and conserve NZ’s natural, physical & cultural heritage. http://www.communitymatters.govt.nz/Funding-and-grants---Checklists---Lottery-Environment-and-Heritage 0800 824 824

March July November

Fund:

Purpose: Funding Available:

Application Dates:

Major Events Development Fund

Projects which keep sustainable major events here grow new and existing major events; attract new major events to NZ. http://www.majorevents.govt.nz Ph: 04 474 2941

$4m NZ March August

The Southern Trust Any purpose that is beneficial to the community – sporting clubs, teams, social service or welfare agencies and education organizations http://www.southerntrust.org.nz/ Ph: 0800 424274

$20m NZ Any time

Pub Charity Inc Applications for charitable purposes – community, culture & arts, education, fire brigade, ambulance, lifesaving, health, youth, sport, recreation & leisure http://www.pubcharity.org.nz/index.php/publications Ph: 04 385 6100

$25m NZ Monthly

Max Foundation for NZ Women

Individuals and initiatives to enhance the wellbeing of women – sport/leisure, work/study, special event/initiative/organization, personal dream/goal http://www.maxfoundation.co.nz

$75k NZ June December

Otago Community Trust

Fund education, health & community welfare, sport & recreation, art & culture, heritage & environment, special events http://www.oct.org.nz/how-to-apply/making-an-application Ph: 0800 10 12 40

$5.5m Otago

Any time

Youthtown Provision of programmes that create opportunities for the Youth of NZ http://www.youthtownfunding.org.nz/grants.html Ph: (09) 3795430

Unknown Monthly

Newmans Own Foundation

For charities running projects (most projects considered) http://paulnewmansown.co.nz/charity/criteria.html 0800 805 255

$100k Unknown

Working Together More Fund

For Community organizations working more closely together on collaborative projects http://workingtogether.org.nz Ph: 09 4867671

Unknown March July November

Department of Internal Affairs community advice and grants

https://communityadviceandgrants.dia.govt.nz/portal

Community Matters www.communitymatters.govt.nz