Aveley Community Fund – Public Event Grant

IMPORTANT: Please read information below to assist you in completing your application online.

BEFORE YOU BEGIN

Welcome to the Aveley Community Fund Public Event Grant managed by the City of Swan online grant application service, powered by SmartyGrants.

You may begin anywhere in this application form. Please ensure you save as you go.

For queries about the guidelines, deadlines, or questions in the form, please contact us on 0447 827 388 or 0407 520 228 during business hours or email CDEllenbrook@swan.wa.gov.au and quote your submission number.

Keep reading below to view the guidelines.

If you need more help using this form, download the Help Guide for Applicants or check out Applicant Frequently Asked Questions (FAQ's)

PURPOSE OF THE AVELEY COMMUNITY FUND

The Aveley Community Fund is discretionary funding made available annually from the Aveley Community Facilities and Services Reserve Fund (known as the Aveley Community Reserve Account), for local community groups, public events and initiatives. The Aveley Community Fund is supported by the Aveley Community Advisory Group which is made up of representatives from the City of Swan, Stockland Development Pty Ltd and the Aveley community. The Aveley Community Advisory Group has made Public Event Grants available for community groups to deliver any one of a number events in the greater Aveley area.  Funding provided will not exceed $20,000 +GST per event.

Public Event Grants are open for application twice per year:

• March 1, 2024 to be submitted by COB on March 31, 2024 and;
• September 1, 2024 to be submitted by September 30, 2024. Applications will in the first instance be assessed by the Aveley Community Advisory Group with successful applicants notified in July 2024 and January 2025 respectively. 

Applicants should be aware of assessment process outlined below when planning their project.

OBJECTIVES OF THE AVELEY COMMUNITY FUND

The Aveley Community Fund was established to assist the development of new and existing community groups in Aveley and to allow them to deliver projects, events and initiatives that meet the needs of the community and objectives of the fund. Public Event Grants are being made available through the Fund specifically to support the delivery events by local community groups.

Applicants must demonstrate how their event or community group meet one or more of the following objectives of the fund;

• Increase the number and variety of recreational, cultural and social opportunities within the Aveley Community
• Positively contribute to the health and well-being of the Aveley Community
• Increased awareness and appreciation of diversity within the community
• Improved feelings of connectedness and safety within the community

Events can be, but are not limited to, the following areas;

• Culture, Arts and Events
• Sport and Recreation
• Health and Well-being
• Youth and Community Development

Applicants must contact the City’s Ellenbrook Community Development team prior to making an application to discuss how the project fits within these key objectives. Please email  CDEllenbrook@swan.wa.gov.au  or call 0447 827 388 or 0407 520 228 to reach a member of the team.

ELIGIBILITY CRITERIA

Applicants must meet the following criteria to be eligible to receive funding:

• The applicant must be an incorporated, not-for-profit organisation, or be auspiced* by such an organisation. A copy of the appropriate Certificate of Incorporation must be submitted with the completed application.
• Events must primarily be delivered within the local Aveley community, with demonstrated benefit to the greater area (including Aveley, Ellenbrook, Henley Brook and The Vines).
• The applicant must have discussed the event with the City of Swan prior to application.
• The event must align with one or more of the objectives of the fund.

WHO/WHAT IS NOT ELIGIBLE FOR FUNDING?

The Aveley Community Advisory Group will not consider funding the following;

• Individuals, business or government agencies
• Events with political or religious purposes only
• Retrospective costs
• Fundraising activities
• Applicants with any ‘outstanding’ acquittals or debts with the City of Swan or Stockland Development Pty Ltd
• Events or activities that are already covered by a City of Swan service or duplicate existing provisions from within the community
• Costs or activities already funded by the City of Swan or Stockland Development Pty Ltd

ASSESSMENT CRITERIA

Applications need to demonstrate and will be assessed on the following criteria;

• Benefits the event will bring to Aveley and the greater community
• Achievable objectives and outcomes
• Demonstrated ability of the applicant to manage the funds
• Community engagement and partnerships in the event planning
• Demonstrated outcomes aligned to the objectives of the Fund

ASSESSMENT PROCESS

• Completed applications will be presented to the Aveley Community Advisory Group by the Community Development team at the Group’s first meeting following the closing date of each Round  

• Applications will be assessed by the Group against the eligibility and assessment criteria within, and subject to, the available budget for the financial year

• The selection of Recipients will be based on individual application merit with a ‘targeted’ distribution method as outlined in the City of Swan Policy (POL-C-176), and under the Commonwealth Grants Administration Guidelines 2017
• Recommendations from the Aveley Community Advisory Group are presented to the City of Swan Approval Panel Chairperson, along with other City Grant and Sponsorship Funding recommendations to ensure minimal duplication, value for money and efficient use of City resources is achieved

• Successful applicants will be required to complete and sign an Agreement in order to access the grant funding. Any conditions of funding will be detailed in this Agreement e.g. milestone payments, exclusions, acquittal requirements, acknowledgment of Funders etc
• The processing of the funding payment once an application has been approved, executed, and invoiced, can take up to four (4) weeks. Applicants are therefore to allow 8–12 weeks from the closing date to receive funds, if successful
• Once the event has been delivered, recipients are required to complete an acquittal. The acquittal, which includes a full financial acquittal (including receipts), review of outcomes achieved, and proof of acknowledgement, is due within three (3) months of project completion. The acquittal form can be obtained and submitted online or by mailing CDEllenbrook@swan.wa.gov.au or calling 0447 827 388 or 0407 520 228

ADDITIONAL INFORMATION

• If applying for the purchase of capital items (including IT equipment), the grant may be used to purchase equipment to a maximum value of $1000.
• Acknowledgement of the Fund’s support of an event should be considered when developing the event plan and application. Photographs from the event and copies of promotional material recognising the Fund should be included with the acquittal
• Approval from the Aveley Community Advisory Group must be sought for any change of event, date, or expenditure. This can be raised through emailing CDEllenbrook@swan.wa.gov.au or calling 0447 827 388 or 0407 520 228
• Funding is provided on a one-off basis and the Advisory Group makes no commitment for future funding
• The appropriate use of City of Swan and Stockland Development Pty Ltd logos must be approved both prior to use and distribution. Draft copies must be provided to the Community Development team for approval of use
• All complaints received will be treated with courtesy and respect, appropriately investigated and responded to in a timely manner. For more information, please refer to the City's Complaints Management Policy
• The Freedom of Information Act 1992 (WA) gives the public the right to apply for access to documentation held by the City of Swan

AUSPICE ARRANGEMENTS

*Auspicing is when an incorporated organisation agrees to apply for a grant on behalf of an unincorporated, not-for-profit association or community organisation. The auspice organisation will receive, hold and administer the funding for the applicant. Funding will be provided directly to the bank account of the auspice organisation. It is the responsibility of the auspice organisation and the applicant to independently negotiate and agree upon the terms and conditions of the auspice agreement between them.

CONTACT

If you have any queries or wish to discuss your event or application, please contact the City of Swan’s Ellenbrook Community Development team. Please email CDEllenbrook@swan.wa.gov.au or call 0447 827 388 or 0407 520 228 to reach a member of the team.

NAVIGATING (MOVING THROUGH) THE APPLICATION FORM

On every screen (page of the form) you will find a Form Navigation contents box, this links directly to every page of the application. Click the link to jump directly to the page you want.

You can also click 'next page' or 'previous page' on the top or bottom of each page to move forward or backward through the application.

SAVING YOUR DRAFT APPLICATION

If you wish to leave a partially completed application, press 'save and close' and log out. When you log back in and click on the 'My Submissions' link at the top of the screen, you will find a list of any applications you have started or submitted. You can reopen your draft application and start where you left off.

You can also download any application, whether draft or completed, as a PDF. Click on the 'Download PDF' button located at the bottom of the last page of the application form.

SUBMITTING YOUR APPLICATION

You will find a ‘Review and Submit’ button at the bottom of the Navigation Panel. You need to review your application before you can submit it.

Once you have reviewed your application you can submit it by clicking on 'Submit' at the top or bottom of the screen or on the navigation panel. You will not be able to submit your application until all the compulsory questions are completed and there are no validation errors.

Once you have submitted your application, no further editing or uploading of support materials is possible.

When you submit your application, you will receive a confirmation email with a copy of your submitted application attached. This will be sent to the email you used to register.

If you do not receive a confirmation of submission email then you should presume that your submission has NOT been submitted.

Hint: if you have not received confirmation of your submission, please check that the relevant email hasn't landed in your spam or junk email folder.

ATTACHMENTS AND SUPPORT DOCUMENTS

You may need to upload/submit attachments to support your application. This is very simple, but requires you to have the documents saved on your computer, or on a storage device.

You need to allow enough time for each file to upload before trying to attach another file. Files can be up to 25MB each; however, we do recommend trying to keep files to a maximum of 5MB – the larger the file, the longer the upload time.

COMPLETING AN APPLICATION IN A GROUP/TEAM

A number of people can work on an application using the same log in details as long as only one person is working at a time. Ensure you save as you go.

SPELL CHECK

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