Eligibility Criteria and Rules
In this section
The following are general criteria that apply for all Selwyn Community Fund applications and grants:
- Financial assistance will only be available for “recognised” groups whose principal functions and/or activities are of a charitable (not-for-profit) nature.
- A “recognised” group fulfils the following criteria: has been in existence for more than two years and provides an open membership to residents of Selwyn.
- For new groups, no less than 2 letters of support are required from referees that are upstanding members of the community, who can verify the group’s purpose is charitable with a community focus and provides open membership to Selwyn residents.
- Community groups are able to apply to the Selwyn Community Fund, providing the funding’s purpose is for a not-for-profit, charitable and community focused project.
- Applicants to the ‘Selwyn Community Fund’ will be required to contribute to one or more of the following goals:
- To increase participation in physical activity across all ages.
- To increase participation, engagement and enjoyment for all.
- To celebrate and promote Selwyn’s uniqueness.
- To build community capacity, collaboration, awareness and understanding.
- To create and promote opportunities for volunteering.
- To encourage visitors.
- To encourage initiatives, activities and approaches that build community spirit, a sense of neighbourliness, belonging and connectedness.
- Applicants must demonstrate the ability to plan and deliver projects in an efficient manner.
- Applicants must be able to show a considered budget for their projects.
- Applications will be assessed on how they contribute to achieving community outcomes, or to achieving other outcomes of the specific fund they are applying to.
- For equipment grants, preference is given to organisations demonstrating that equipment is shared with other community groups.
- Any grants or support received by applicant organisations from Central Government will also be taken into account when assessing grant applications.
The following are the rules that apply for Selwyn Community Fund applications and grants:
- A proportion of overhead costs (salaries, rent, etc.) relating directly to the project may be included in total project costs.
- The Council has a desire to encourage organisations to work collaboratively to achieve common goals. Joint applications will be considered by the Selwyn Community Fund Committee without prejudicing other applications from the individual organisations.
- Where an organisation is already in receipt of a grant administered to the Selwyn District Council or any other type of funding from Council, then these should be disclosed as part of the application. These other funding sources will form part of the consideration by the Selwyn Community Fund Committee.
- Where a grant is for an event, additional event criteria will also apply.
- Evidence of other fundraising undertaken and applicant contribution, including in-kind contributions (e.g. volunteer hours) to the project or initiative must be provided.
- Community grants can be used to cover Council-related expenses (e.g. road closures or the hire of Council facilities).
- All applications must declare any conflict of interest that may exist with the Council, if relevant.
- All successful applicants must acknowledge the support of the Selwyn District Council on any correspondence, advertising or other publicity material.
- Applications received after closing date of the funding round will NOT be considered.
Grants may NOT be used for:
- Repaying or servicing debt.
- Projects or activities to promote commercial, political or religious activities, including political advocacy, employment and/or business initiatives, commercial enterprises or initiatives which look to change legislation.
- Fundraising projects or activities for the applicant. Requests from fundraisers, including commercial or professional fundraisers whose purpose is to distribute money to others will not be considered.
- Projects and initiatives run by, or for the benefit of, commercial or profit orientated organisation, exception such organisations registered with the Charities Commission.
- Travel for meetings, events or conference attendance, except where “volunteer training” is the primary purpose.
- Retrospective projects or costs that have occurred or been incurred before a decision has been made.
- Operations and activities of health and education organisations which are predominantly funded by Central Government or its subsidiary agent. However, organisations or partnerships that receive nominal Central Government funding (including health and education related) may apply for a grant for purposes other than their normal activities, if the purposes have a wider community benefit and the Government does not fund as part of its contracted activities.
- Requests where there is evidence of a conflict of interest which, in the opinion of the Council, has not been disclosed by these requesting the grant or has not been satisfactorily managed or the risk is reduced when the request was made.
There is an expectation that the recipients of grants will provide a level of accountability for their funding. Funding recipients are required to spend funding within 12 months of receiving the funds, unless there is prior agreement to carry of such funds. Without prior agreement, any funds that aren’t spent within this 12 month period are to be refunded to the Selwyn District Council.
Accountability reports are due as soon as funds are spent or within 12 months of receiving funding. Accountability report templates will become available once application success is confirmed. The accountability will include information such as, but not limited to;
- Exact details of how the grant was spent
- A description of how you used the funds, the activities that took place or the equipment that was purchased.
- A written summary or review (min 250 words) of the project including statistics, how the money was utilised, how that benefitted the project, feedback received, and at least three highlights of the project. The review must also include no less than two high resolution (minimum 1MB, jpeg format) photos from the event, video will also be accepted. The text and photos may be shared through Selwyn District Council media channels including but not limited to Council website, social media, newspaper publications, etc. to promote the positive outcomes that come from the Selwyn Community Fund
- A description on how well your project did and a description on who is better off thanks to the project.
Terms and conditions of Selwyn Community Fund grants over $1000:
The recipient shall:
- Provide the accountability reports specified in the letter of confirmation of grant on or before each of the relevant reporting dates
- Provide on or before each of the relevant reporting rates
- Acknowledge receipt of the grant in its annual report if applicable
- Acknowledge support of Council in any publicity material
- Keep and maintain accurate records of the application and expenditure of the grant including, but not limited to, receipts, bank statements and invoices
- Notify the Police and the Council immediately if it has reason to believe that the grant or any part has been stolen or misappropriated
- Notify the Council immediately if it experiences any issues or difficulties which may compromise the use of the grant for the purposes specified in the application
- Advise the Council of any changes to its legal status at any time during the term of this agreement.