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Horses, Clubs and Grants to Help Protect the Environment
Julie Fiedler from Horse SA has kindly provided the following information (updated May 2011)
Thoughts about Grants
Clubs who have a strategic plan will be better able to target specific grants to grow their organisation and keep the sporting grounds up to standard.
A grant application has to be a “whole of club” agreement, as some grant programs can be quote protracted between the time of application, announcement, funds arrival and project completion. If instigating club members leave, is someone else willing to take on the program?
Check to see if your club can afford the grant. Carefully read the funding program information, and contact the grant provider for any clarifications. Some programs require you to spend first and then reclaim monies, others pay when milestones are reached, some will have clauses about non-payment if your club is unable to finish the project on time, even if you have outlaid club monies to get that far.
Some grants are only found out about at the last minute. A “wish list” pre-approved by the club committee will streamline the decision making process.
Make up a kit with several copies of common documentation sought by grant providers. That way it speeds up grant writing process if each and every time you do not have to run around at the last minute getting standard items that should be on hand.
This generally consists of
Copy of the club Constitution
Copy of last financial year audited accounts
ABN (not essential but highly desirable)
GST Registration (as above)
Evidence of Not-for-Profit status – usually a number given out by the Office for Consumer Affairs in your state.
Fact sheet about your club (number of members etc)
Contact list for all members of the Committee
Clubs are often disenchanted if a grant calls for “matching” contribution which can be cash and/or in-kind.
In-kind contributions are calculated at a $ per hour of volunteer time. Contact the grant program to see if they have a set rate – many do- and ask if there are set rates for professional and non-professional volunteer hours. Prepare a list of things that you are considering putting into the application to make sure they are all acceptable, or at least, not excluded from consideration.
In-kind contributions may include
· Project Management – Someone at the club to oversee the grant program and write the report
· Hours of labour- general hand labour that may help bring down the cost of a project e.g. painting a shed or site preparation
· Fuel – it may be estimated how many Kilometres will be travelled and for what purpose in direct association with the project
· Accommodation- may be able to be counted. Keep rates mid-range
· % of your clubs insurance if it is a requirement as part of the project
· $ value of a workstation (Computer on internet, printer ink, stationary) per week or month
· $ value of your member database, especially if extensive and reaches the grant program target market
Brainstorm a big list! And always talk to members of any other sport and recreation club to see what ideas they have come up with.
Sometimes, deciding where to go to look for grants for a project can be daunting, here are just two examples that help to demonstrate about thinking outside the square
· Improving Cross Country Course: Evaluation of cross-country course tracks and fences may highlight the need to maintain creek bed and creek banks in a more sustainable manner as erosion is present. This may mean redesign, relocation or decommissioning of unsuitably located fences. Grants under the heading of Environment may suit your purpose. Recreation, Sport, Community Safety are other considerations.
· Clubroom Improvements: Many clubs have old fridges, leaky urns and ancient heaters, which are not energy efficient. Check out grants under the headings of Energy Efficiency, Climate Change, Environment or grants for Volunteers.
Sources of Funding
Every Council will have a range of small community level grants on offer at least once a year. These are promoted in the local paper and on the Council website.
Your local government elected member should be invited periodically to your club functions and be sent club newsletters. In return, invite the elected member to keep you informed of Council initiatives, and put you in touch with the right Council officer who oversees the grant programs. Your elected member should be aware of any grant applications being put in by the club and in some cases, may be asked to provide a letter of support.
Active clubs will have members who regularly visit the Council website, attend local public meetings which update clubs on council initiatives and participate in council activities related to community facility strategic planning & community land management. You are more likely to be successful with grants at all levels if your local horse grounds are featured in Council strategic planning, tourism, sport, trails and related strategic planning documents.
Grants typically provided through Local Governments are:
• Community Grants (for equipment and program support)
• Sponsorship Schemes (to support participation in high level events)
• Cultural Events (for initiatives that promote community harmony)
• Minor Capital Works (funding for minor works to enhance fixed structures)
• Capital Works (larger scale funding for infrastructure development
Many councils also provide a lot of “in-kind” support in the way of slashing grass, spraying for weeds on the club grounds or perhaps donating spare fill or recycling of public furniture such as seating. It is important to recognise councils for this contribution.
State Government Grants
Taking the next “step up” sees your club working closely with your local council, state horse organisation, horse council or other suitable state body to gain support through the grant preparation process.
More funds are available, but application and reporting requirements rise accordingly. There will also frequently be a requirement to provide “matched” funds or in-kind contributions. A separate financial audit of just that program is required, separate from your normal club audit.
Visit the websites of government departments that cover recreation & sport, regional development, environment, planning regulations, tourism, agriculture, animal health, employment, education, small business development and social/volunteering areas for grant program information. Horses cover a lot of portfolio areas!
Grants at state level will require you to demonstrate how you are working to improve a region, a catchment or grow active participation in sport or tourism in horse activities. Your application process will need to include linkages not only to the EA (if applicable) strategic plan, but the relevant plans state government department supplying the funds.
Local government support is generally required. This can be “in-kind” e.g. officer time to help project manage or earthmoving tasks are often within reach of a council.
Commonwealth Government Grants
A guide to grants available from Commonwealth Government agencies can be found through GrantsLINK. http://www.grantslink.gov.au/
GrantsLINK makes it easier to find suitable and relevant grants for community projects from the many Commonwealth grants that are available. The site can be browsed by subject, agency or grants name or searched by key word. GrantsLINK also offers advice on finding the best source of funding and on writing application forms.
Australian Business Funding Centre http://www.australiangovernmentgrants.org
Our Community provides a wide range information for community groups in Australia including a selection of links to sources of grants and funding. http://www.ourcommunity.com.au/
Philanthropy Australia http://www.philanthropy.org.au/