Agenda of Community and Culture

Georges River Council – Community and Culture Standing Committee Meeting - Monday, 12 February 2018 Page 2

4. Committee Reports

Item: COM001-18 Major Events Advisory Committee Meeting Minutes - 13 November, 21 November, 13 December 2017, 16 January 2018 and 5 February 2018.

Author: Manager Communications, Customer Service and Events

Directorate: Community and Culture

Matter Type: Committee Reports

Recommendation

(a) That Council note and retrospectively endorse the proposed expenditure increase from $120,000 as adopted in Council’s 2017/2018 Lunar New Year event budget, to $224,000 (87% expenditure increase) and the General Manager be requested to provide recommendations to Council as to possible funding sources as part of the Quarter 2 finance report.

(b) That Council adopt the retrospective recommendations contained within the minutes of the Major Events Advisory Committee meetings held on 13 November, 21 November, 13 December 2017, 16January 2018 and 5 February 2018.

Executive Summary

1. The minutes of the Major Events Advisory Committee (MEAC) meetings held at 5pm on 13 November, 21 November, 13 December 2017, 16January 2018 and 5 February 2018 are attached for Council’s consideration and adoption.

2. Many of the Advisory Committee’s recommendations propose an increase in the expenditure budget for the Lunar New Year event as detailed below. As the Committee has no delegation to incur expenditure above the adopted event budget of $120,000 approval from Council is now required.

Financial Implications

3. The Advisory Committee has recommended the following increases in expenditure:

Item	Council approved budget 2017/18	Recommended budget
Income · Stalls · Sponsors · Rides (*estimated income)	$6,000 $60,000 $0	$16,000 $78,000 $10,000*
*TOTAL INCOME*	*$66,000*	*$104,000*
Expenses · Staff and administration · Production and operations · Performers · Festival floats · Rides and activities · Traffic management · Marketing · Contingency	$16,000 $65,000 $4,000 $0 $6,000 $16,000 $14,000 $3,000	$16,000 $72,000 $20,000 $50,000 $20,000 $16,000 $20,000 $10,000
*TOTAL EXPENDITURE*	*$120,000*	*$224,000*
NET COST TO COUNCIL	$54,000	$120,000

4. As the expenditure exceeds the adopted budget for the event, the General Manager will explore appropriate alternate funding sources as part of the Quarter 2 budget review process in the coming month.

File Reference

ATTACHMENTS

Attachment ⇩1	Minutes - Major Events Advisory Committee 13 November 2017
Attachment ⇩2	Minutes - Major Events Advisory Committee 21 November 2017
Attachment ⇩3	Minutes - Major Events Advisory Committee 13 December 2017
Attachment ⇩4	Minutes - Major Events Advisory Committee 16 January 2018
Attachment ⇩5	Minutes - Major Events Advisory Committee 05 February 2018

Georges River Council - Ordinary Meeting - Monday, 12 February 2018

COM001-18 Major Events Advisory Committee Meeting Minutes - 13 November, 21 November, 13 December 2017, 16 January 2018 and 5 February 2018.

[Appendix 3] Minutes - Major Events Advisory Committee 13 December 2017

Page 9

Major Events Advisory Committee

MINUTES OF MEETING

Wednesday, 13 December 2017

Present

Council Members

Councillor Christina Wu (Chair)

Councillor Vince Badalati

Councillor Nick Katris

Councillor Colleen Symington

Community Representatives

Mr David Dawson

Mr Dominic Sin (left meeting at 6.15pm)

Council Staff

Ms Margaret Le, Manager Communications, Customer Service and Events

Ms Melinda McNaughton, Acting Coordinator Events

Ms Samantha Glanville, Coordinator Events

Mr Andrew Williams, Coordinator Entertainment Centre

Ms Vicky Wong, Events Officer (Minute Taker)

Opening

The Major Events Advisory Committee Chairperson, Councillor Christina Wu, opened the meeting at 5:00pm.

Acknowledgement of Country

The Chairperson acknowledged the traditional custodians of the land, the Biddegal people.

Apologies

Apologies were passed on from Councillor Nancy Liu, Annie Tang and David Tuxford – Director Community & Culture

Disclosure of Interest

There were no disclosures of interest made.

Minutes of previous meetings

Major Events Advisory Committee - 21 November 2017

RECOMMENDATION Councillor Katris and Councillor Badalati

That the Minutes of the Major Events Advisory Committee held on 21 November 2017 be adopted.

Council Reports

MAJ001-17 Lunar New Year Festival 2018 - event planning updates

(Report by Manager Communications, Customer Service and Events)

Recommendation Councillor Badalati and Councillor Katris

a) That the Georges River Council Major Events Advisory Committee (MEAC) receives and notes this report which provides event planning updates for Council’s Lunar New Year Festival 2018 on Forest Road, Hurstville,

b) That the MEAC reviews the applications received by Council for performers and stall holders for Lunar New Year Festival 2018 and makes recommendations,

c) That to ensure the overall safety for attendees, Council staff, volunteers, contractors and suppliers, all recommended stall holders are sent an information pack outlining compliance requirements for food safety and Work, Health Safety as well as the penalties to stall holders should Council officers deem any non-compliance issues at the event,

d) That Council officers hold meetings with recommended food stall holders as required, to ensure understanding of compliance requirements prior to the event date,

e) That recommended stall holders are charged the three-tiered fee structure for their street stall site, as per Council’s adopted fees and charges 2017/18 which is:

a. $300 – full fee

b. $225 - includes 25% discount for Local Businesses within LGA

c. $180 – includes 40% discount for Non-Profit and Community Groups within LGA

and any extra Event Management Provisions requested by the stall holders on their applications are to be charged in accordance with Council’s adopted fees and charges.

f) That the MEAC endorses the professional entertainers proposed for the night time entertainment program, with the order of the entertainment to be determined by Council officers.

Conclusion

The Meeting was closed at 6:35pm.

Chairperson

Georges River Council - Ordinary Meeting - Monday, 12 February 2018

COM001-18 Major Events Advisory Committee Meeting Minutes - 13 November, 21 November, 13 December 2017, 16 January 2018 and 5 February 2018.

[Appendix 5] Minutes - Major Events Advisory Committee 05 February 2018

Page 13

Major Events Advisory Committee

MINUTES OF MEETING

Monday, 05 February 2018

Present

Committee Members

Councillor Christina Wu (Chairperson)

Councillor Vince Badalati

Councillor Nick Katris

Councillor Nancy Liu (arrived at 5:10pm)

Councillor Colleen Symington

Community Representative David Dawson

Community Representative Annie Tang

Community Representative Dominic Sin

Council Staff

General Manager, Ms Gail Connolly

Manager Communications, Customer Service and Events, Margaret Le

Manager Community and Cultural Development, Scott Andrew

Coordinator Events and Sponsorship, Samantha Glanville

Events Officer, Vicky Wong (Minutes)

Observers

Councillor Con Hindi (left at 5:47pm)

Opening

The Chairperson, Councillor Christina Wu, opened the meeting at 5:02pm.

Acknowledgement of Country

The Chairperson acknowledged the traditional custodians of the land, the Biddegal people.

Apologies

There were apologies tendered for Director Community and Culture David Tuxford.

Disclosure of Interest

There were no disclosures of interest made.

Minutes of previous meetings

Major Events Advisory Committee - 16 January 2018

RECOMMENDATION: Councillor Vince Badalati and Councillor Nick Katris

That the Minutes of the Major Events Advisory Committee held on 16 January 2018 , as previously made available to each Committee member, be adopted with the addition that Vision Times Media is removed as a Media Partner due to the number of Media Partners already obtained for Council’s Major Events.

Council Reports

MAJ003-18 Lunar New Year Festival 2018 - Event Planning Updates

(Report by Manager Communications, Customer Service and Events)

RECOMMENDATION: Councillor Vince Badalati and Councillor Nick Katris

a) That the Georges River Council Major Events Advisory Committee (MEAC) receives and

notes this report which provides event planning updates for Lunar New Year Festival 2018

b) That the MEAC receives and notes the budget update for this festival of $66,000 over-expenditure due to the various enhancements to the festival

c) That Council increases the 2019 Lunar New Year festival expenditure budget as part of the 2018/19 budget planning process

d) That Council Officers investigate a backup MC within Council staff to support the main MC throughout the day

e) That Council Officers circulate revised seating plan options incorporating the MEAC’s feedback

f) That a group photo with all MEAC members is arranged on the day of the festival

g) That Council Officers invite representatives from a range of community and sporting groups to ride on the Lunar New Year Festival Float

h) That additional community representatives are extended invitations to the Lunar New Year Official Proceedings: Chinese Australian Services Society Limited, CanRevive Inc and Australian Chinese Community Association of NSW

i) That an event debrief meeting occurs for the 2018 Lunar New Year Festival for the MEAC to commence planning and advising on the 2019 Lunar New Year Festival.

Conclusion

The Meeting was closed at 5:55pm.

Chairperson

Georges River Council – Community and Culture Standing Committee Meeting - Monday, 12 February 2018 Page 21

Item: COM005-18 Georges River Starlight Cinema and Night Market

Author: Administration Officer – Communications & Customer Service

Directorate: Community and Culture

Matter Type: Committee Reports

Recommendation

That the Georges River Council’s Community and Culture Standing Committee notes this report on the upcoming Georges River Outdoor Starlight Cinema series and Night Market series scheduled from February to March 2018 at different locations across the Georges River Area.

Executive Summary

1. The proposed Georges River Starlight Cinema and Night Markets would be a celebration of cultural diversity and would bring the local community of the Georges River area and visitors together for a free family friendly event that would be held from February to March 2018 at different locations across the Georges River Area.

2. The Starlight Outdoor Cinema Series and Night Market Series will be delivered as two separate event series to increase the number of events delivered to the community.

3. Opportunity will be provided to the local business community to participate in both event series as sponsors or stall holders.

4. The dates and locations set for the Cinema and Night markets are as follows:

Cinema Dates	Location	Night Market Dates	Location
Saturday 24February	Jubilee Adventure Park Mortdale Ward	Friday 16 March	Kogarah Town Centre Kogarah Ward
Saturday 3 March	Carss Park Blakehurst Ward	Friday 23 March	McMahon St Hurstville Hurstville Ward
Saturday 10 March	H.V. Evatt Memorial Park Peakhurst Ward

5. The Cinema event date on the 24 February 2018 coincides with the official opening of the Jubilee Adventure Playground day time event.

6. The cinema series have commenced promotion on Council’s website and social media from 19 January 2018 onwards.

7. Hurstville Night Market on the 23 March 2018 will include a movie screening in the Civic Theatre with two films, one at 5pm for kids and then 8pm for adults.

8. The Hurstville event will also signify the end of Hurstville Makeover Month being run throughout March and address some of the findings in the Town Centre Place Score Survey and the Economic Development Strategy and Place Making Program.

9. The sponsorship opportunities for Starlight Cinemas and Night Markets will provide businesses local to the location of each cinema screening and market, providing affordable opportunities for local businesses to promote their businesses on cinema screen prior to the movie.

Financial Implications

10. Within budget allocation.

Community Engagement

11. Community engagement will be conducted including:

· Letterbox drops at least 2 weeks prior to the event

· The Leader advertisement

· Social media posts – Facebook and Twitter

· Council’s website

· Press release

· Face to Face visits to local business to promote the events and offer sponsorship opportunities.

File Reference

D18/4592

ATTACHMENTS

Attachment ⇩1	Night Markets Poster
Attachment ⇩2	Starlight cinema 2018 poster- final

Georges River Council – Community and Culture Standing Committee Meeting - Monday, 12 February 2018 Page 25

Item: COM006-18 2017-18 Community Grants Program Round 2 Timetable and Guidelines

Author: Manager Community & Cultural Development

Directorate: Community and Culture

Matter Type: Committee Reports

Recommendation

That Council approve the 2017-18 Community Grants Program – Round 2 Guidelines with the program to be delivered between March and June 2018.

Executive Summary

1. Round 1 of the Georges River Council 2017-2018 Community Grants Program was launched in August 2017. $200,000 was allocated to 34 organisations for grants of up to $10,000 each to deliver programs and projects that directly benefit the local community across the areas of community development; arts and cultural development; environment and conservation; and sport and recreation. The projects included equipment and capital works to buildings and facilities for community use, and will benefit a large number of community members.

2. Council also awarded Kogarah Community Services Inc. a 21-seater bus through a competitive grants process with the condition that the bus will be used for community purposes for a period of at least three years.

3. An additional $200,000 was budgeted in the 2017-18 financial year for a second round of grant funding. The purpose of this report is for Council to approve the 2017-18 Community Grants Program – Round 2, the Guidelines of which are attached to this report.

Background

4. While Round 1 of the 2017-18 Community Grants Program comprised funding for projects up to $10,000 per organisation, it is proposed that Round 2 offer two discrete funding categories:

a. Major Programs up to $25,000, thus allowing for the provision of projects/programs of more significant impact to the community; and

b. Community Assets and Equipment grants of up to $10,000.

5. Organisations proffering smaller to medium sized projects are still encouraged to apply and will be considered, as there is no minimum amount of proposed grant funding.

6. The Major Programs initiative is designed to encourage community organisations to prioritise place-based programs that help participants to meet and connect with their neighbours, and create an environment where residents feel safe and valued. Programs should contribute towards a vibrant, welcoming and inclusive local government area with strong community spirit, wherein residents are encouraged and empowered to engage in opportunities to take more control over their own neighbourhoods and lives.

7. The aim of this funding category is to facilitate measurable projects that result in a more connected community.

8. Activities or events involved in the Major Programs category are to be free or low cost, open to all members of the community and be widely advertised. Projects in this category can be implemented over a period of 24 months, whereas other funding categories must be acquitted within 12 months.

9. Grants under the second category, Community Assets and Equipment aims to provide targeted and timely support to community organisations through the funding of equipment and improvements to community assets, for up to $10,000 per organisation. Priorities identified in this category include projects that:

· Assist with the purchase of equipment and/or resources that are essential to the success of a project or organisation/group to improve wellbeing in the community such as laptops, musical instruments, gardening equipment or equipment that improves accessibility;

· Support repairs and renovations to community centres, halls, and other community facilities, in consultation with Council;

· Upgrade sporting facilities, open spaces and recreational facilities including watering systems, safety netting, lighting, sun protection shelters, storage, change rooms, shower and toilet blocks.

10. Pending Council approval, it is proposed to launch Round 2 of the 2017-18 Community Grants Program in March, to the following schedule:

Applications Open	Monday 5 March 2018
Closing date for applications	Sunday 15 April 2018
Internal assessment of applications	Week of 16 – 20 April 2018
Grants Advisory Committee meeting	Week of Monday 30 April 2018
Councillor Workshop	Monday 7 May 2018
Report presented to Community & Culture Standing Committee	Monday 14 May 2018
Report presented to Council	Monday 28 May 2018
Announcement of successful applicants	Tuesday 29 May 2018
Certificate presentation to recipients	June 2018
First progress report due	Monday 3 September 2018
Final project report and acquittal due	Monday 3 June 2019
Connected Communities – Major Projects final project report and acquittal due	Monday 1 June 2020

Financial Implications

11. Within budget allocation of $200,000 from 460007.64654 (Community Grants Program).

Community Engagement

12. Community engagement will be conducted including:

· Grant information workshops throughout March and April 2018

· Surveys of all grant applicants and recipients

· Continuous improvement through feedback gained through progress reports

File Reference

D18/22139

ATTACHMENTS

Attachment ⇩1	Georges River Council Community Grant Guidelines 2017 Round 2
Attachment ⇩2	Georges River Council Community Grants Program 2017-18 Round 2 - Application Eligibility and Scoring Tool

Georges River Council - Community and Culture Standing Committee Meeting - Monday, 12 February 2018

COM006-18 2017-18 Community Grants Program Round 2 Timetable and Guidelines

[Appendix 1] Georges River Council Community Grant Guidelines 2017 Round 2

Page 28

Georges River Council Logo

Agenda of Community and Culture - 12 February 2018

CONTENTS

1. Introduction …………………………………………………………...……………………… 3

2. Program Objectives …………………………………………………………….…………… 3

3. Community Grant Rounds ………...……………………………………………………….. 4

4. Eligibility ……………………….………….....………………………………………………. 5

5. Community Grant Categories – Round 2 ………....………………………………….….. 6

6. Selection Criteria …..………………………………………...………….……………......... 9

7. Application Process…………………….……………..……….….……..…………………..10

8. Accountability and Acquittal of Funds…………………………………..………………… 11

9. Contact ……………………………………………………………………..……………….. 11

1. INTRODUCTION

Georges River Council’s Community Grants Program is intended to provide a basis for Council to allocate its funds to address priority community needs under Section 356 of the Local Government Act in an effective and equitable manner, based on the individual merits of each request.

Community grants are designed to enable community groups to partner with Council to help meet community needs. The purpose of the grants is to assist in the development of programs and activities that encourage community participation and inclusivity by offering alternative approaches to meeting community needs.

These guidelines have been developed to assist organisations and groups to apply for funding from Georges River Council under the 2017/18 Community Grants Program -Round 2.

2. PROGRAM OBJECTIVES

The objective of Council’s Community Grants Program is to:

· Provide a structured and strategic program through which funding can be allocated to meet identified community needs;

· Harness the expertise, skills, research, contacts and networks of community organisations to deliver and facilitate specialised high quality services and programs in the community;

· Support and facilitate the development of a more liveable community and enrich community social capital through targeted and timely support to community organisations;

· Build and support the capacity of community organisations, groups and individuals to deliver ongoing benefits to the local community;

· Recognise the significant and valuable role that community organisations play across a wide range of key program areas, and the services they deliver in our community.

3. COMMUNITY GRANT ROUNDS

2017-2018 Community Grants Program

Georges River Council allocates $400,000 annually to the Community Grants Program. The funds are distributed to community groups and organisations in two rounds. Each round has a combined funding pool of $200,000 and allocation to each category will be made on the basis of the merit of eligible applications.

Round 1 of the 2017/18 Georges River Council Community Grants Program closed on Sunday 25 June 2017, with the 34 successful grant recipients announced on Friday 11 August 2017.

The timeframes for the Georges River Community Grants Program 2017/18 are:

ROUND 1:

Applications closed	Sunday 25 June 2017
Progress report due	Monday 26 March 2018
Final report and acquittal due	Friday 31 August 2018

ROUND 2:

Applications open	Monday 5 March 2018
Closing date for applications	Sunday 15 April 2018
Assessment of applications	April – May 2018
Announcement of successful applicants	Tuesday 29 May 2018
Certificate presentation to recipients	June 2018
First progress report due	Monday 3 September 2018
Final report and acquittal due	Monday 3 June 2019
Connected Communities – Major Programs final report and acquittal due	Monday 1 June 2020

The categories and maximum grant funding limits for the Community Grants Program 2017/18 are:

ROUND 1:

Grant Category	Maximum grant funding
Community Development	$10,000
Arts and Cultural Development	$10,000
Environment and Conservation	$10,000
Sports and Recreation	$10,000

ROUND 2:

Grant Category	Maximum grant funding
Connected Communities – Major Programs	$25,000
Community assets and equipment	$10,000

4. ELIGIBILITY

4.1 Applicants must be a registered not-for-profit organisation, and be able to provide evidence of their not-for-profit status. Organisations must also demonstrate that they provide or have the capacity to provide services, activities and/or programs that benefit the Georges River Council community.

4.2 Groups not registered as a not-for-profit organisation are encouraged to consider being auspiced by a registered not-for-profit organisation to be able to apply for a community grant. A letter from the auspicing organisation outlining the arrangement will need to be attached to the application by the unregistered group.

4.3 Organisations are able to submit one (1) application only in each category of the Georges River Council Community Grants Program 2017/18 Round 2. If an organisation is auspicing one or more groups, this will not impact the eligibility of the auspicing organisation to apply for a community grant.

4.4 Partnership applications may be submitted, and are encouraged, and will not negatively impact an individual application submitted by any of the partnership organisations. Please note, where partnership applications are submitted, support letters from each eligible organisation outlining their role in the program/activity are required for the partnership application to be considered.

4.5 When grant applications relate to modifications to Council’s facilities, or the purchase of equipment to be stored in Council’s facilities, the organisation must attach written Council approval for their application to be considered. Applications that do not meet this requirement will not be deemed eligible.

4.6 Applicants, who have not provided an evaluation or progress report for an existing grant application, will not be eligible to apply in Round Two of the 2017-18 Program.

4.7 Applications will be deemed ineligible and not accepted for:

· Programs/activities that have already commenced (retrospective programs)

· An organisation’s operating and/or maintenance costs

· Commercial programs for personal profit

· Uniforms, travel or subsistence costs

· Funding for organisations whose main purpose is fundraising

· Any unlawful or unethical purposes, or towards any political purposes

· Submissions from schools or Government agencies

5. COMMUNITY GRANT CATEGORIES – ROUND 2

Connected Communities – Major Programs

Council invites applications for programs/activities from community organisations that will result in more connected communities throughout Georges River Council. Priorities identified in this area are programs that:

· Are place-based programs/activities that assist participants to meet and connect with their neighbours, and where residents feel safe and valued

· Have strategies for facilitating and supporting initial neighbour meeting opportunities, preferably utilising asset-based community development principles

· Contribute towards a vibrant, welcoming and inclusive local government area with strong community spirit, where residents are encouraged and empowered to engage in opportunities to take more control over their own neighbourhoods and lives

· Clearly measure the impact of the programs and are able to demonstrate with evidence that the program has resulted in a more connected community.

Any activities or events involved in the programs must be free or low cost, open to all members of the community and be widely advertised. Please note that programs in this category can be implemented over up to 24 months from the time of funding allocation, with the final evaluation report and financial acquittal due on 1 June 2020.

Research shows that many Australians experience a steady decline of social capital in Australia when compared to the 1960’s and 1980’s^{^[1]}. Furthermore, the Lifeline Loneliness Survey (2016) found 60% of Australians ‘often feel lonely’ and 82.5% said feelings of loneliness are increasing in society^{^[2]}.

Based on the research available Council acknowledges that:

· Many residents feel isolated from one another and urban living, especially in medium and high rise buildings, makes it harder for people to connect and develop relationships

· Community relationships, including neighbours, are central to people’s wellbeing and capacity to thrive

· Stronger community relationships could assist in addressing a range of issues including social isolation, community harmony and lack of information about services

Examples of programs eligible in this category:

· Programs/activities to improve public spaces through organised volunteer work in order to increase a sense of place and belonging in the neighbourhood (community murals, community gardens, play spaces, etc)

· Supported shared meals, street parties or working bees for specific streets or residential units that aim to increase intergenerational contact and a sense of community

· Programs/activities that encourage volunteerism in the community, especially those that involve and benefit the individuals who are most socially isolated in our community

· Support to new or existing free community events that build a sense of place or community, bring people together and provide opportunities for socially isolated people to have positive interactions in the community

· Celebrations of, or resources related to, significant days which are likely to generate interaction between neighbours such as World Kindness Day, Neighbours Day or International Day of Friendship

· Support to multicultural festivals or festivities where there is a strong focus on community education about the particular festivity or cultural group to the wider community

· Pop up community classes or workshops on topics such as sustainable living practices or healthy living which provides strategies for implementation at local levels

Please note that if a program/activity is already existing, evidence must be provided on how the funding will allow for the program to expand or have a greater focus on creating connected communities.

Community assets and equipment

Council recognises that the provision of targeted and timely support to community organisations through equipment and improvements to community assets, facilitates the development of a more liveable community.

Priorities identified in this category are programs/activities that:

· Assist with the purchase of equipment and/or resources that are essential to the success of a program or organisation/group to improve wellbeing in the community such as laptops, musical instruments, gardening equipment or equipment that improves accessibility

· Support repairs and renovations to community centres, halls, and other community facilities, in consultation with Council

· Upgrade sporting facilities, open spaces and recreational facilities including watering systems, safety netting, lighting, sun protection shelters, change rooms, shower and toilet blocks.

Funding for community assets and equipment that assist in the delivery of community programs, especially those that benefit our most vulnerable communities.

Funding may be for programs/activities that fall within the four defined category areas of:

· Community development

· Arts and cultural development

· Environment and conservation

· Sport and recreation

Example of previously funded program: St George Little Athletics, ‘Athletics Equipment Upgrade’

A capital grant of $10,000 contributed to the cost of upgrading to a new timing gate for St George Little Athletics. The new equipment automatically captures and uploads the results of the athletes so they are available online at the end of the day. It improves accuracy and efficiency and is estimated to have reduced the time spent by volunteers on set up, pack up and manual data entry by 25 hours a week. This has allowed for the participants to have a more enjoyable experience while participating in the club’s activities, and for volunteers to be able to focus on other areas such as coaching.

Example of previously funded program: Poulton Park Bush Care Volunteers, ‘Plant Propagation for Bush Care Projects’

Poulton Park Bush Care Volunteers wished to create plants from local plant stock for use in Georges River Council bush care projects. Previously, to regenerate a bushland area, plants were sourced from outside the area, thereby leading to a loss in local distinctiveness and over time, reduced diversity in the flora of the Sydney area.

The $2,000 grant was used to purchase a large plant propagation bench and frame which bush care volunteers use to grow from seed and cuttings local species not represented elsewhere. Future regeneration works will now have a source of local plants, protecting the unique biodiversity of Georges River reserves and parks.

6. SELECTION CRITERIA

Grants will be awarded to programs/activities that demonstrate the greatest impact on the wellbeing of the community as determined by Council. The following criteria will be used by the assessment panel to determine funding allocation:

· The program is well-defined and addresses an identified community priority in its category

· The program has the potential to deliver social, cultural, economic or environmental benefits to the Georges River community

· The organisation demonstrates the capacity to manage funds and deliver the program successfully

· The program has a clear and realistic budget and demonstrates value for money, and where appropriate, that the program is sustainable.

Other elements the panel will consider are:

· Avoiding duplication of programs

· The level of contribution from the organisation (and partners) to the program, both financially and in-kind

· The breadth of support that Council already provides to the organisation

7. APPLICATION PROCESS

· Determine the eligibility of your organisation and program/activity by reading these guidelines and attending an information session.

· Select the Community Grant category that best suits your program/activity.

· Complete an application form addressing the assessment criteria for the category for which you are applying.

· Prepare and submit your application together with any required supporting documentation by the closing date. Round 2 applications must be received by Council by midnight Sunday 15 April 2018.

To be considered for funding, organisations must complete a Georges River Community Grants application form in full ensuring that all required documentation is provided, including:

· Proof of not-for-profit status

· Authorisation for use of/modifications to Council land/facilities (where appropriate)

· Other relevant supporting information as requested in the application form.

Note: Where an organisation is registered for and required to pay GST on goods and or services, then that amount needs to be included in the budget. Note it is the responsibility of the funded organisation to pay GST, so the amount required must be included in the grant budget.

All applications will be considered on their individual merits. All information pertaining to the assessment, prioritisation and decisions about grant applications will remain

confidential. A panel will recommend a list of programs to Council for funding, and Council will make the final decision on successful programs.

In some instances Council may offer an organisation a partial amount and not the full amount applied for. If this occurs, Council will liaise with the organisation and re-negotiate the outcomes of the programs based on the amount funded.

Late applications will not be accepted.

Advice on completing your application can be arranged by contacting Council Community Development staff on 9330 6400.

8. ACCOUNTABILITY AND ACQUITTAL OF FUNDS

Grant applications must provide a full and appropriate costing of all aspects of the proposed program. Applicants must demonstrate that grant funds can be expended within the timeframe as nominated in the grant application. Expenditure of funds will be monitored by Council to ensure compliance with the purpose of the grant and the conditions specified. All grant acquittals should demonstrate that value for money has been sought, including a minimum of two quotes for budgeted items over $2,000.

Applicants must immediately advise Council of any changes from those detailed in the application in relation to the expenditure of grant funds, program timeframes, aims or objectives.

To complete/finalise the grant process, recipients are required to submit a final program evaluation report that includes a grant acquittal and financial statement. Acquittals must show that funding was spent on the items listed in the budget of the application. Any unexpended funds must be refunded to Council. Any organisation that does not provide a final report and financial acquittal at the end of the funding round will not be eligible for any further funding from Council under this program.

All grant allocations made by Council are made on the assumption of honest and full disclosure of information contained in the application. Evidence of any breach will render the grant null and void in which case any funds paid under the scheme must be returned to Council.

Successful applicants are required to acknowledge Council by using the following statement depending on the category of funding:

‘Supported by Georges River Council Community Grants Program’

If your organisation would like to use Council’s logo on publications, or on your website, please contact Council’s Communications team on 9330 6400 to seek permission and guidelines for correct usage.

9. CONTACT

For any enquiries and assistance, please contact Council’s Community Development Officer – Grants on 9330 6400.

Georges River Council - Community and Culture Standing Committee Meeting - Monday, 12 February 2018

COM006-18 2017-18 Community Grants Program Round 2 Timetable and Guidelines

[Appendix 2] Georges River Council Community Grants Program 2017-18 Round 2 - Application Eligibility and Scoring Tool

Page 39

Georges River Council
Community Grants Program

Application Eligibility and Scoring Tool

The information provided in the application form and supporting documents will inform the assessment of the application against the following eligibility and selection criteria.

Assessor’s Name: ________________________________

APPLICATION DETAILS

Application Number: _______________ Assessment Date: ___________

Organisation’s Name: _______________________________________

Funding Categories:

o Connected Communities – Major Programs o Community Assets & Equipment

Target area:

o Community development o Environment and conservation

o Culture and arts development o Sports and recreation

ELIGIBILITY CRITERIA

Eligibility Criteria	Result
Eligibility of the applicant organisation (Applicants must be non-profit groups or organisations which provide or are able to provide services in the Georges River LGA).	Pass/Fail
Eligibility of the proposed project (Community projects that respond to community needs and aspirations; or assistance with capital works, such as improvements to facilities or the purchase of equipment).	Pass/Fail
Eligibility of the application (Application completed in full and includes relevant documents and evidence attached).	Pass/Fail

Applications that do not pass the eligibility criteria will not be further assessed or considered for funding.

ASSESSMENT CRITERIA

Applications will receive a score between 1 and 10 against each selection criterion.

Score descriptors will be applied as follows:

10	Exceptional	9	Outstanding	8	Excellent	7	Very Good	6	Good
5	Satisfactory	4	Marginal	3	Poor	2	Very Poor	1	Extremely Poor

Assessment Criteria 1 (weighted 30%)

The program/activity has the potential to deliver social, cultural, economic or environmental benefits to local communities.

Assessment Criteria	Score	Comments
Which area benefits primarily from the proposed program service? Does the program service an: · Established community? · New/emerging need? · Underserviced group? What are the key benefits? · Capacity building · Skills development · Increased participation in local communities · Combination · Other How well are community benefits defined? How many people would benefit from the project? Could the project be considered innovative? If so, is it: · Well thought out? · Scalable? · Replicable in other areas? Will the program bring any economic benefit to the local government area/businesses/charities?

Assessment Criteria

Score

Comments

Which area benefits primarily from the proposed program service?

Does the program service an:

· Established community?

· New/emerging need?

· Underserviced group?

What are the key benefits?

· Capacity building

· Skills development

· Increased participation in local communities

· Combination

· Other

How well are community benefits defined?

How many people would benefit from the project?

Could the project be considered innovative?
If so, is it:

· Well thought out?

· Scalable?

· Replicable in other areas?

Will the program bring any economic benefit to the local government area/businesses/charities?

Assessment Criteria 2: (weighted 30%)

The program/activity addresses a well identified documented community need

Assessment Criteria	Score	Comments
What evidence is used to establish need? What community priorities does the program address? Evidence the program is a useful model? · Letters of support from relevant stakeholders? · Relevant research · Evaluation of other/related program · Is it based on a successful program elsewhere? Does the program have planned community consultation Does the assessor consider community consultation important to the program? Does the project duplicate any known program? If the project does duplicate any known programs, is it still valid to fund? Does the assessor know of any other programs this application would benefit liaising with? If yes – please state in comments box

Assessment Criteria

Score

Comments

What evidence is used to establish need?

What community priorities does the program address?

Evidence the program is a useful model?

· Letters of support from relevant stakeholders?

· Relevant research

· Evaluation of other/related program

· Is it based on a successful program elsewhere?

Does the program have planned community consultation

Does the assessor consider community consultation important to the program?

Does the project duplicate any known program?

If the project does duplicate any known programs, is it still valid to fund?

Does the assessor know of any other programs this application would benefit liaising with?
If yes – please state in comments box

Assessment Criteria 3: (weighted 20%)

The organisation has the capacity to deliver the program/activity successfully

Assessment Criteria	Score	Comments
Is the application from a reputable organisation with a good track record? Are program roles clearly defined? Does the organisation have the support to facilitate a grant? Are there any evident gaps/problems the application fails to address? Are timeframes clearly defined and realistic? If a risk management plan is required, is it provided? Are there any obvious and unaccounted for risks? Is evaluation written into the program?

Assessment Criteria

Score

Comments

Is the application from a reputable organisation with a good track record?

Are program roles clearly defined?

Does the organisation have the support to facilitate a grant?

Are there any evident gaps/problems the application fails to address?

Are timeframes clearly defined and realistic?

If a risk management plan is required, is it provided?

Are there any obvious and unaccounted for risks?

Is evaluation written into the program?

Assessment Criteria 4: (weighted 20%)

The program/activity has a clear and realistic budget and demonstrates, where appropriate, that it is sustainable.

Assessment Criteria	Score	Comments
Does the program deliver value for money for Council and the community? Is there a balanced and realistic budget? Is there required supporting material e.g., quotes for items over $500, financial report, acquittals/progress reports Does the applying organisation have any outstanding progress reports/acquittals from previous grant funding rounds? Is this application for: · Seeding money · Development of existing concept · One off program · Other If the program is asset-based, does the application outline how assets will be maintained and the expected life cycle of the proposed asset? Is asset maintenance an important feature of the program? If the program is asset based, does the assessor consider it reasonable to suggest conditions on the asset e.g., increased access for a group that previously did not have access to the service/asset.

Assessment Criteria

Score

Comments

Does the program deliver value for money for Council and the community?

Is there a balanced and realistic budget?

Is there required supporting material e.g., quotes for items over $500, financial report, acquittals/progress reports

Does the applying organisation have any outstanding progress reports/acquittals from previous grant funding rounds?

Is this application for:

· Seeding money

· Development of existing concept

· One off program

· Other

If the program is asset-based, does the application outline how assets will be maintained and the expected life cycle of the proposed asset?

Is asset maintenance an important feature of the program?

If the program is asset based, does the assessor consider it reasonable to suggest conditions on the asset e.g., increased access for a group that previously did not have access to the service/asset.

Scoring Summary

Criteria	Score	Weighting	TOTAL
Criteria 1		30% (multiply score x 3)	/30
Criteria 2		30% (multiply score x 3)	/30
Criteria 3		20% (multiply score x 2)	/20
Criteria 4		20% (multiply score x 2)	/20
TOTAL			/100

Please list any additional thoughts, comments, or suggestions the assessor has for/about the application:

[1] https://tinyurl.com/y7e4vcrx (Decline in Social Capital article)