Grants, Donations and Sponsorship Policy

POLICY

Name of policy:

Grants, Donations and Sponsorships

Adoption by Council:

Minute number:

Last review date: Review timeframe:

2 years

Next scheduled review date:

February 2027

Related legislation:

Local Government Act 1993

Associated policies/documents:

MidCoast Council (MCC) Community Strategic Plan MidCoast 2022-2032 Shared Vision, Shared Responsibility MCC Community Engagement Strategy MCC Destination Management Plan MCC Economic Development Strategy MCC Cultural Plan MCC Aboriginal Action Plan MCC Disability Inclusion Action Plan MCC Youth Strategic Plan MCC Code of Conduct MCC Event Sponsorship Guidelines MCC Arts + Culture Sponsorship Program Guidelines MCC Community and Cultural Development Grant Program Guidelines MCC Small Donations Program Guidelines MCC NAIDOC Week Donation Guidelines MCC Arts Support Program Guidelines MCC Youth Week Donation Guidelines MCC Local Heritage Fund Guidelines

Responsible division:

Liveable Communities

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Policy objective This policy provides a framework for the provision of financial assistance by MidCoast Council to support eligible individuals and organisations for the purposes of delivering community, cultural, heritage or economic benefit to the MidCoast.

This policy is to ensure that where financial assistance (grant, donation, sponsorship, value in-kind support) is given, it is done so in a consistent, equitable and transparent manner that meets the requirements of the individual guidelines and the Local Government Act 1993 (section 356).

Policy statement Council is committed to attracting and supporting local events and activities, programs and practitioners that capitalise on the strengths of the region to create a vibrant and connected community.

Applicants are required to submit a funding application as per the funding program’s guidelines which should outline how applicants will help to deliver the objectives and aspirations of Council’s long-term Community Strategic Plan.

Policy coverage This policy applies to financial assistance (grants, donations, sponsorships and value-in-kind) to eligible applicants for the delivery of a range of projects and activities.

There are eight funding streams that MidCoast Council offers under a contestable application process.

This policy does not apply where: •

The primary purpose of the event is outside the objectives outlined in this policy;

•

The event organiser is Council.

Strategic Plan link Community Outcome 1: A resilient and socially connected community 1.1 We celebrate our history, culture, creativity and diversity

1.1.3 Encourage community connection by supporting and delivering a diverse range of cultural, creative and community programs and events 1.1.2 – Foster a welcoming community where everyone feels included and where cultural diversity is appreciated and valued 1.1.3 – Encourage community connection by supporting and delivering a diverse range of cultural, creative and community programs and events 1.1.4 – Celebrate and preserve the unique and distinctive character, history and cultural heritage of our towns, villages and significant places

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1.2 - We have access to a wide range of services and activities that contribute to the wellbeing of all members of our community

1.2.1 – Provide accessible and safe local community spaces and facilities 1.2.2 – Deliver services and facilities to support the ageing population and people with disabilities 1.2.3 – Strengthen the capacity of our young people to participate and thrive in community life

1.3 - We work towards being a sustainable, resilient and socially connected community

1.3.1 – Encourage and support volunteering to enable community participation opportunities 1.3.2 – Support communities to identify priorities to ensure they are sustainable into the future 1.3.3 – Strengthen social connectedness through programs and partnerships with community groups, government agencies and other service providers 1.3.4 – Support individuals, families and communities to prepare, respond and recover from natural disasters or emergency events

1.4 - We protect the health and safety of our communities

1.4.3 – Encourage physical health and fitness and social connectedness by providing safe and appropriate recreational facilities

Policy content Council’s provision of financial assistance aims to support meaningful, creative and highquality projects and activities for our community and visitors.

Program Guidelines for each funding stream are available on Council’s website.

1. Available funding streams The available funding streams that Council offers under a contestable application process are: Funding Streams

Purpose

Event Sponsorship

This sponsorship program supports the development of new events or enhances existing events in the region.

Events and festivals must support an increase in visitation and expenditure to the region and promote local audience participation.

Arts + Culture Sponsorship Program

This sponsorship program is a collaboration with local businesses to deliver travel subsidies and cultural development experiences at the Libraries, MEC and Gallery.

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Community and Cultural Development Grant Program

This grant program provides one-off funding to support community and cultural capacity-building projects, events and activities or purchase equipment in support of community-based groups and eligible organisations.

Small Donations Program

This donation program provides eligible organisations and community-based groups with one-off small donations up to $250 that delivers a tangible community benefit aligned with the priorities of the Community Strategic Plan.

NAIDOC Week Fund

This donation program supports the delivery of community-led NAIDOC events which are planned and run by a NAIDOC Planning Committee that deliver on the priorities of the Aboriginal Action Plan.

Arts Support Program

This program supports practicing artists and eligible organisations by funding the delivery of arts and cultural projects and activities that deliver on the priorities of the Cultural Plan.

Youth Week Fund

This program supports eligible organisations and community-based groups in the delivery of youth participation and inclusion activities during Youth Week (April each year).

The program is supported with 50% of funds sourced from the Department of Communities Community Development Fund provided to NSW Local Councils.

Local Heritage Fund

This grant program assists owners of places that are heritage listed or within a heritage conservation area to undertake restoration work.

Recurrent Funding Program (Rates & Fixed)

This program provides a fixed number of organisations with pre-existing approval for land rate subsidies and/or recurrent funding to further the delivery of the service functions of Council, and/or support the delivery of emergency services.

This program is closed to further applications.

2. Funding timeframes Funding under these program streams is made available on application through either coordinated annual or biannual rounds; or are available through ongoing applications throughout the year.

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Funding Stream

Application Period

•

Community and Cultural Development Grant Program

Annual

•

NAIDOC Week Fund

Generally, first quarter of calendar year

•

Arts Support Program

•

Youth Week Fund

•

Local Heritage Fund

•

Event Sponsorship

Biannual

•

Small Donations Program

Generally, first and third quarters of calendar year.

Larger / major events which have the potential to attract large numbers of visitors may be able to apply throughout the year.

• •

Arts + Culture Sponsorship program Small Donations Program

Ongoing

3. Criteria and procedures for applications Council’s website provides the following: •

Detailed guidelines for each funding program stream

•

Eligibility criteria and assessment framework for each funding stream

•

Application forms

Applications are to be submitted via the relevant forms and address all criteria within the notified timeframes.

Applications to be considered under this Policy will be assessed by the relevant Council staff, and where relevant an Assessment Panel of Councillors, against the criteria set out in the funding stream’s guidelines and in accordance with the annual budget allocation.

Staff representatives are selected from the appropriate functional areas of Council to reflect the applications received.

All individuals involved in the assessment and decision making must meet the requirements of Council’s Code of Conduct, including the declaring of any interests at the commencement of each meeting to consider applications.

When relevant, the Program Guidelines may set out requirements for convening an Assessment Panel, which may comprise of elected representatives, industry specialists,

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representatives of funding partner organisations, or Council Staff. Not all funding streams require an Assessment Panel of Councillors. Refer to individual funding stream guidelines.

For all funding streams, funding is not final until a formal report is presented to Council and final endorsement of the recommended funding allocations is gained.

4. Eligibility Program Guidelines for each funding stream clearly identify the eligibility requirements for each funding program and will be published on Council’s website.

Council will not consider applications from: • • • • •

A Commonwealth, State or any Government Agency An applicant that has failed to provide satisfactory acquittal reporting for any previous Council funding.

Projects/activities that are retrospective.

Projects that do not align with Council’s Community Strategic Plan.

Applications for general operating expenses.

An applicant with outstanding debts to Council should contact the funding program administrator prior to lodging an application to discuss their eligibility and may be required to show just cause in writing as to why they should be considered.

5. Funding allocation Council reserves the right to: • • • •

Request further information in considering any application for support.

Reject any application that does not address and/or meet the established criteria Award an amount less than that applied for if it is assessed that the amount requested is not justified by the information provided in the application.

Assess an application under another funding category as outlined in this policy, as part of the assessment process if the original funding category selected by the applicant is not deemed the most appropriate.

All decisions of Council are final, and no negotiations will be entered into.

Definitions Community-based group is defined as a group with a clear purpose and objectives, however, may not have progressed to the point of having legal status.

The group must be open, be managed by a committee, maintain up-to-date financial records and contribute in a positive way to the wellbeing of residents in the MidCoast.

Capacity building is defined as promoting the capacity of local communities to develop, implement and sustain their own solutions to problems in a way that helps them shape and exercise control over their physical, social, economic and cultural environments.

Donations are defined as a cash contribution to an eligible recipient with no expectation of any activity or benefit in return. It assumes a philanthropic motivation and is voluntarily and freely given. There are no reporting requirements from donation recipients, unless specified in a funding agreement.

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Grants are defined as a cash contribution given to an eligible recipient for a specified project or purpose as outlined in the funding guidelines, which result in a community benefit. There are reporting and acquittal requirements from grant recipients.

Value-in-kind contribution is defined as a non-cash good, service or benefit provided by Council that has a monetary value.

Sponsorship is defined as a commercial arrangement through providing cash or value-inkind contributions to provide a return on investment for the resources provided. Sponsorship aims to increase brand awareness, reach new audiences and help to drive and enhance the MidCoast image and reputation. Reporting requirements from applicants are required before payment is processed.

Eligible organisation is defined as an incorporated association and not-for-profit organisation that operates and delivers activities in the MidCoast.

Not-for-profit organisation is defined as an organisation whose income, assets and surplus funds are used to achieve its purpose and objectives and are not distributed to members, owners or shareholders while it is operating and ceases to operate. The legal status of these organisations may include incorporated associations, companies limited by guarantee, charities and co-operatives.

Responsible officers (position) Manager Economic and Destination Development Manager Libraries, Community and Cultural Services Manager Land Use Planning

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