Community Grants 2024 2025 Program - Round 2 - Application Form - One-off Community Event or Project Logo

  • 2024 / 2025 Community Grants Program

    Application Guidelines

    The City of Armadale Community Grants program provides two rounds of funding each financial year with the aim of supporting community organisations and groups to deliver initiatives which benefit the local community.

    Round 1 - Opens Monday 2 September 2024 - Closes Monday 7 October 2024 Round 2 - Opens Monday 10 March 2025 - Closes Monday 14 April 2025

    What Funding is available?

    Community Grants are available in the following three categories:

    1. Equipment: Maximum $1,000 per application. The City will fund up to 50% of the total cost of the equipment. The applicant must provide 50% of the cost in cash.
    2. One-off Community Event or Project: Maximum $2,500 per application. The City will fund up to 50% of the total project budget*. The applicant's contribution can include estimates of volunteer and in-kind contributions by the applicant.
    3. Extended Community Project: Maximum community grant allocation is $5,000 per application. The City will fund up to 50% of the total project budget*. The applicant's contribution can include estimates of volunteer and in-kind contributions by the applicant.

    *The 50% co-contribution requirement may be waived where the majority of funds requested is for the purpose of engaging a professional facilitator to deliver an event or project.

    Who can apply?

     To be eligible for funding applicants must:

    • be either an incorporated not-for-profit community organisation or a charity registered in Australia; or be auspiced by an incorporated not-for-profit community organisation or a charity registered in Australia
    • based in the City of Armadale and / or the proposed project primarily benefits residents of the City of Armadale
    • not have an outstanding acquittal from a previous City of Armadale Community Grant
    • hold public liability insurance to a value as agreed with the City (valid certificate of currency documentation is required).

    One-off Community Event or Project Grant- specific eligibility

    • The applicant must be able to demonstrate their ability to manage and deliver the proposed project
    • The event or project must be shown to primarily benefit residents of the City of Armadale and must be conducted in the City of Armadale (with exception of sporting events where specific infrastructre is not available)
    • Events or projects should be inclusive, welcoming and actively promoted to the wider City of Armadale commuinity for the purpose of social and community engagement
    • The project should not require ongoing or additional funding from the City of Armadale to deliver the event / activity in the future. Alternate funding for annual events should be investigated.
    • Applicants are responsible for checking their requirements relating to holding an event in the City- paying attention to venue hire, public event applications, toilets, rubbihs and food permits. Assiciated costs should be included in the application budget.

    What is covered by a One-off Community Event or Project Grant?

    • venue hire, equipment and event costs
    • minor equipment purchases
    • event activities and entertainment
    • wages, facilitators, consultation fees directly related to the project
    • transport
    • advertising and marketing
    • minor administration costs and consumable items
    • food and non-alcoholic beverages

    What is not covered by a One- off Community Event or Project Grant?

    • an event or project intended to be exclusively for an individual or select members of a group; or which seeks to make a financial profit for an individual or group; or considered to be for the purpose of fundraising
    • events or projects already held or commenced and seeking retrospective funding
    • items already purchased and being reimbursed
    • personal items
    • deficit funding for the organisation
    • staff wages deemed the responsibility of the applicant organisation
    • infrastructure and capital works 
    • prizes and gifts including cash 
    • consumables, administration costs and ongoing organisation costs. While these can be included in the total project cost, these items must be covered by the organisation or community group not the grant funding
    • activities considered the responsibility of other government agencies, ie. school programs which form part of the core curriculum 
    • activities better supported through another category of funding such as donations or sponsorship.

    What else do I need to know?

    • Applications must be submitted using the attached Application Form. 
    • Applicants will only receive grant funding once each financial year. 
    • Applications can be submitted 12 months prior to the project commencing 
    • Applicants should allow 15 days from closing date to receive notification of the outcome of their applicaiton
    • Applicants should allow 28 days from the date of their invoice to recieve funds
    • Applications should clearly demonstrate a community need for the project and be inclusive of the wider community where appropriate
    • Projects should not require ongoing funding from the City beyond the initial funded period.
    • Projects should not duplicate an activity already available in the immediate area. 

    View full details of the City's Financial Assistance Policy on the website at www.armadale.wa.gov.au/community-grants-and-donations 

    Applications that align with the following outcomes of the City's Strategic Community Plan 2020- 2030 will be highly regarded:

    • foster and strengthen community spirit 
    • improve community wellbeing 
    • community facilities meet community needs 
    • an inclusive and engaged community 

    Refer to https://www.armadale.wa.gov.au/community-development-strategy 

    Applications that address one or more of the City's identified Social Priority Areas for 2023 to 2026 will also be highly regarded.

    1. Neighbourhood and Community Connections 
    2. Access to Essential Supports
    3. Home and Community Safety
    4. Children, Young People & Families 

    Refer to https://www.armadale.wa.gov.au/community-development-social-priorities 

    What do I need before I start my application? 

    • Proof of Incorporation or Charity Registration (or proof of Incorporation or Charity Registration for my Auspicing organisation) 
    • Quotes for all items valued over $200.00 
    • Copy of Public Liability Insurance 
    • A Letter of Support from another organisation(refer to Tip Sheet 3 available on the City website - www.armadale.wa.gov.au/community-grants-and-donations
    • Failure to attach all required documents may result in your applicaiton being automatically excluded from the assessment process.

    How are applications assessed?

    The City will convene an internal working group of representatives from Community Development and other departments within the City of Armadale to consider and score applications using a decision making matrix. 

    Applicants will be notified in writing once the decision-making process has been completed. Please allow 15 days for this process to occur. Delays will occur to the final decision-making process if applications are submitted without all items requested on the Application Checklist.

    What are successful applicants required to do? 

    Successful Grant recipient obligations: 

    • The City's financial support is acknowledged in all promotional material, advertising and social media posts associated with the project. Evidence will be required as part of the acquittal process. 
    • All use of the City's logo is approved by the City's Communications team prior to publishing publicly.
    •  Any requests for project or expenditure variations are submitted in writing and approval received in writing prior to proceeding. 
    • Review the information on the City's website regarding community event planning- https://www.armadale.wa.gov.au/event-planning-and-approvals and comply with all event requirements.
    • They provide an acquittal within 30 days of the purchase of equipment or the completion of their project.
    • Provide photos or video from their funded project to support the acquittal.

    What is an Acquittal?

    An acquittal is your organisation's way of proving the City's funding was used in accordance with the approved application and achieved the stated outcomes and benefits. 

    The evaluation of your project must be considered prior to commencing and may include collection of attendance numbers, target demographic information (ie. age, home suburb), attendee feedback forms, photographs, and any other ways to demonstrate the positive outcomes of your project.

     

  • 2024 / 2025 Community Grants Program - Round 2

    One-Off Community Event or Project Grants - Application Form

    Applications Open Monday 10 March 2025 - Close Monday 14 April 2025

  • Section 1: Contact Details and Eligibility

  • Section 2: Project Details

  • The City will only fund up to 50% of the total cost to deliver the event or project. The remaining cost must be matched by your organisation, a sponsor or other grant. *The 50% co-contribution requirement may be waived where the majority of the grant funds being requested is for the purpose of engaging a professional facilitator to deliver an event or project. What is the name of the event or project you are hoping to deliver?

  • Section 3: Project Budget

  • Refer to ‘Tip Sheet 2 – Budgeting’ for assistance with completing the below table, available at www.armadale.wa.gov.au/community-grants-and-donations

    Reminder: The City’s funding will not exceed 50%* of the total project costs. Applicants must contribute the remaining 50% of costs through cash and / or in-kind contributions.

    * The 50% co-contribution requirement may be waived where the majority of the grant funds being requested is for the purpose of engaging a professional facilitator to deliver an event or project.

  • The One-off Community Event or Project grant category should include estimates of in-kind contributions. List contributions made by volunteers (as a guide, volunteer hours can be calculated at $42.43 per hour) and any use of venues or existing equipment.

    Items in the 'In-kind Income' column should be replicated in the 'In-kind Expenses' column so they balance.

    Income and Expenses columns must equal each other.

     

    Provide quotes for all items over $200

  • Income

    List all cash and in-kind sources being used to cover the cost of delivering your event or project.

  • Expenses

    List all items required to deliver your event or project. Provide quotes over $200

  • In-Kind

    List all in-kind contributions from your or other organisations

  • Section 4: How did you hear about the Community Grants Program?

  • Section 5: Declaration

  • I hereby certify I have been authorised by (Organisation's name) to submit this application; and declare the information contained herein to the best of my knowledge is true and correct
    I understand any decision by the City of Armadale is final and is not subject to an appeal process.
    I agree on behalf of my organisation that if our application is successful the funds will be expended according to the details and an acquittal will be completed at the end of the project to the satisfaction of the City.

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  • If your application is being auspiced, a representative of the auspicing organisation must complete the below section.

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  • Section 6: Application Checklist

  • IMPORTANT: Failure by your organisation to attach all items on the below checklist will result in delays to the decision making process for all other Applications in this Round and / or may automatically exclude your application from being assessed.

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  • Submitting Your Application

  • Applications must be submitted before 5pm Monday 14 April 2025.

     Any questions, please contact the Community Development team on 9394 5642.

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