Eligibility

Groups are eligible for grants if the proposed activity is to be held within the Shire of Mundaring and they meet at least one of the following criteria:

• Incorporated not-for-profit organisation based in Shire of Mundaring
• Un-incorporated community group under the auspices of an incorporated association
• A Parents and Citizen’s Association based in the Shire

Under the fund, one-off financial support to assist groups to become incorporated is available.

Groups are ineligible for grants if they:

• Have not acquitted a previous Shire of Mundaring grant
• Are profit-making, or represent a profit making enterprise.

Other requirements

• A Working with Children’s Check (WWCC) will be required for any person who has direct contact with young people in the delivery of a program or event. Funding of staff wages will require evidence of a WWCC upon appointment of the successful applicant.
• Applicants are required to obtain all appropriate permits, consents or approvals, including but not limited to those required by the Shire’s planning, building or health departments. Funding may be withdrawn or withheld if the necessary steps are not taken to meet this condition.
• If a group does not have an ABN, an Australian Taxation Office “Statement by Supplier” form must be completed and received prior to the release of funds.
• The amount of financial assistance from the Shire is GST inclusive. All GST obligations are the responsibility of the applicant.
• The applicant organisation will provide banking details to enable the electronic transfer of funds.
• Referees should be people who are familiar with your group and its activities, but not a member of your organisation. Shire Councillors and staff cannot act as referees on grant applications.
• Where an organisation is to be auspiced, evidence of such auspice must be attached to the application.
• The group must provide a copy of their public liability insurance prior to the grant being provided.
• Funds must be spent in accordance with the details and time line described in the application.
• Funds will not be available for projects prior to approval being given in writing.
• Unexpended funds must be returned to the Shire on the completion of the event/project.

Assessment of grant applications

Each application will be assessed in the context of the purpose and requirements of the grant program and against the respective grant program criteria.

Grant decision making process

All grants are assessed by Shire Officers and the Youth Advisory Group who provide a report and recommendations to:

• The Chief Executive Officer for those applications $1000 or under; and
• The Grants Selection Committee, which is comprised of five Councillors who make decisions to fund grants over the value of $1000. 

Members of the community are able to attend and observe these meetings. Details of the meetings are placed on noticeboards at the Shire's libraries and on the Shire website.

Successful grants

Applicants will be informed of the outcome of the grant application as soon as possible. This information will be sent to the person nominated in the “Contact Details” provided in the application.

Grants under $1000

Groups in receipt of these grants are required to sign a grant acceptance form. The acceptance form will be provided at the time the applicants
are informed of the success of their application.

Funding will be provided to groups through electronic funds transfer to the group’s bank account.

Grants over $1000

Groups in receipt of these grants are required to sign a Service Agreement. The agreement form will be provided at the time the applicants are informed of the success of their application.

Funding will be provided to groups through electronic funds transfer to the group’s bank account.

The following undertakings and conditions will form part of your contract with the Shire.

The applicant group agrees:

• All the information described in the application is true and correct and permission is given for a representative from the Shire to contact any relevant person or organisation in the processing of this funding agreement to confirm additional sources of funding.
• The event/project will be completed within timelines identified, and the group agrees to undertake the event in full within 12 months of signing the funding agreement.
• To inform the Shire in writing of any circumstances which may result in the event/project not being completed as described in the application.
• Not to use, apply or extend any portion of the Grant, other than in, and towards, the cost of the specified project unless otherwise agreed in writing by the Shire’s Manager Libraries & Community Engagement.
• To meet the promotional requirements described under Promotion.
• Where the activity is a community event the group must submit a risk management plan 30 days prior to the event.
• To provide a copy of their public liability insurance prior to funds being released.
• To obtain the relevant permits and approvals required by the Shire prior to the event. This may include stallholder permits and electrical permits, as well as checking the need for additional portable toilets, rubbish bins and post-event cleaning. All permits must be in place 10 days prior to the event.
• If the activity includes provision of food, applicants must comply with relevant legislation such as the Food Act.

Promotion

Organisations that obtain a Shire grant are required to acknowledge the support they receive. This helps people understand one of the ways Shire revenue is spent on the local community. It may also encourage other community organisations to consider applying for a grant. As part of acceptance of funding through this program, your organisation is required to:

1. Provide a written invitation to a Council representative to attend the event launch (invitations should be received at least two weeks prior to the launch).
2. Publicise the Shire’s financial support for your event through:
   • At least one media article
   • Promotion on social media accounts
   • The Shire’s name or logo on any promotional or program material produced for the event
   • The display of Shire of Mundaring signage during the event (photo evidence to be included in the acquittal)
   • Verbal acknowledgement of the Shire’s support during speech activities.

Please contact the Shire regarding approval for all marketing materials. This is to ensure appropriate signage is used to help meet the above requirements.

Grant acquittal

An acquittal report is to be provided to Shire of Mundaring within 3 months of the completion of the project. An acquittal form will be provided via SmartyGrants at the time the grant is paid.

Documentation to show how the grant has been expended is required, ie. invoices and receipts. The evaluation can be a statement of approximately 300 words, with photos and media articles. Evidence of how the Shire’s contribution was recognised must also be supplied. Participant feedback and program evaluation is also required.