Community-Led Initiatives Fund 2023-2024

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Community-Led Initiatives Fund 2023-2024

* indicates a required field.

Purpose of the fund

To provide communities with the resources to deliver their own small to medium scale community-led initiatives, including events and projects, that will primarily benefit Palmerston North communities of identity, place, or interest.

This fund is to support initiatives provided by the community for the community. It gives Council flexibility to support community-led initiatives as they emerge.

See the Guidelines for more information.

Applications must be submitted at least two months prior to the event/project date.

We strongly recommend that you discuss your application with us before submitting it. Contact Cindy Nguyen at communityfunding@pncc.govt.nz or 06 356 8199 to set up a meeting.

Not sure if this is the right fund?

Fill out a Community Funding enquiry form. We will get back to you with advice on the right fund for your project.

Organisation details

Any, but at least one field is required. 
Is your group a registered organisation?

This section is not applicable because of your response to question: "Is your group a registered organisation?" on page 1

Eg registered incorporated society; charitable trust; social enterprise.
The Charity Registration Number provided will be used to look up the following information.
Click Lookup above to check that you have entered the Charity Registration Number correctly.
New Zealand Charities Register Information
Reg Number
Legal Name
Other Names
Reg Status
Charity's Street Address
Charity's Postal Address
Phone
Fax
Email
Website
Reg Date
Must be formatted correctly. 
The NZBN provided will be used to look up the following information.
Click Lookup above to check that you have entered the NZBN correctly.
New Zealand Companies Register Information
NZBN
Entity Name
Registration Date
Entity Status
Entity Type
Registered Address
Office Address
Must be formatted correctly. 

Primary contact person

Must be a New Zealand phone number. 
Must be an email address. 

Conflicts of interest

All known conflicts of interest (whether actual, potential or perceived) must be declared. Council officers involved in the funding process are also required to declare any conflicts of interest.

Are there any Palmerston North City Council staff members or elected members in your organisation? * Required

This section is not applicable because of your response to question: "Are there any Palmerston North City Council staff members or elected members in your organisation?" on page 1

Are you aware of any other conflicts of interest which could affect this proposal? * Required

This section is not applicable because of your response to question: "Are you aware of any other conflicts of interest which could affect this proposal?" on page 1

Umbrella organisation consent (Not Applicable)

This section is not applicable because of your response to question: "Is your group a registered organisation?" on page 1

An umbrella organisation is an established organisation that is willing to oversee and monitor the use of grants made to unregistered groups.

The roles and responsibilities of an umbrella organisation are:

  • To receive and hold the grant on behalf of a successful applicant.
  • To pay out the funds as required by the successful applicant
  • To pay out the funds in line with the purpose of the initiative for which funding was awarded.
  • To endorse accountability reports on the initiative.
  • To repay any unspent funds to the Palmerston North City Council.

The responsibilities of the successful applicant operating under an umbrella organisation are:

  • To keep the umbrella organisation informed of the status of the initiative.
  • To provide the umbrella organisation with access to the initiative if requested
  • To provide the umbrella organisation with appropriate accountability forms for endorsement prior to submitting to the Palmerston North City Council.
Must be a New Zealand phone number. 
Must be a valid email address.
The Charity Registration Number provided will be used to look up the following information.
Click Lookup above to check that you have entered the Charity Registration Number correctly.
New Zealand Charities Register Information
Reg Number
Legal Name
Other Names
Reg Status
Charity's Street Address
Charity's Postal Address
Phone
Fax
Email
Website
Reg Date
Must be formatted correctly. 
The NZBN provided will be used to look up the following information.
Click Lookup above to check that you have entered the NZBN correctly.
New Zealand Companies Register Information
NZBN
Entity Name
Registration Date
Entity Status
Entity Type
Registered Address
Office Address
Must be formatted correctly. 

This section is not applicable because of your response to question: "Is your group a registered organisation?" on page 1

The umbrella organisation contact person named above must agree to the following * Required
Response required.Response required.
Clear the selected value for The umbrella organisation contact person named above must agree to the following

Community-Led Initiatives Fund criteria

Which of the following goals do you align with
Clear the selected value for Which of the following goals do you align with
Eg. the Niuean community, the neighbourhood of Roslyn, the photography club,...
Please identify any priority community or communities that your initiative will benefit: * Required
Response required.Response required.
Clear the selected value for Please identify any priority community or communities that your initiative will benefit:

Initiative details

Please identify your initiative as an event or a project.

  • Events are one-off gatherings, which are celebratory, educational, competitive, commemorative or exhibitive by nature. This fund is not intended for arts or sports events. 
  • Projects, or programmes, are a set of planned tasks or activities that have a defined time-frame for completion. Projects that are new and unique to Palmerston North, or which might otherwise not be achieved, will be prioritised for this funding.
Is your initiative an event or a project? * Required
Response required.

Event details (Not Applicable)

This section is not applicable because of your response to question: "Is your initiative an event or a project?" on page 1

Have you confirmed venue availability and requirements with the owner? * Required
This includes PNCC if the event is on public grounds or road closures are required.
Must be a date and no earlier than 1/8/2023. Applications must be submitted at least two months prior to the event date.
Must be a date. 
Must be a number. 
Will your event cost anything for people to attend? * Required
Response required.
This includes any activity charges as well as admission costs.

Health & Safety and Waste Minimisation (Not Applicable)

This section is not applicable because of your response to question: "Is your initiative an event or a project?" on page 1

We need to make sure that events funded by PNCC are safe for all attendees. Depending on the nature and size of your event, you may need a formal health and safety plan. This plan should cover the hazards and risks of the initiative, including things like traffic management, recycling and waste minimisation, healthy beverages, sun protection, and first aid.

See the Council's Health & Safety Guidelines here.

Please fill out the Health and Safety Template below and upload it into your application.

Download the Council's template for Health and Safety plan here.

Attach a file: Select stored file

    Project Details (Not Applicable)

    This section is not applicable because of your response to question: "Is your initiative an event or a project?" on page 1

    What will be included in your project?
    Must be a date and no earlier than 1/8/2023. Applications must be submitted at least two months prior to the project date.
    Must be a date. 
    Must be a number. 
    List any community groups, government agencies, businesses etc who are involved in this project.

    Outcomes

    Please tell us about the outcomes you expect to result from your initiative AND how those outcomes align with Council's Goals (2,3,4) and Priorities (use the drop down options).

    For example: your intended outcomes may align with Goal 3 - 'A connected and safe community', Priority 1 - 'Develop, provide, support or advocate for services, facilities, and events that create a connected, welcoming and inclusive community'

    See the Council's Goal and Priorities here.

    Your intended outcomesAlignment with Council's Goals and Priorities
    What changes do you expect will occur as a result of your initiative (e.g. People feel more connected within community; The initiative celebrates the city's diversity,...)? Please be brief. One per row.
    Which of Council's Goals and Priorities does this contribute to?
     * Required
    Word count:
     * Required
    Word count:
    Word count:

    Must be between 1 and 3 rows

    Performance measures (Not Applicable)

    This section is not applicable because of your response to question: "Is your initiative an event or a project?" on page 1

    Please note we would like you to provide the following information after your event has happened, in the acquittal report:

    • How many people attended your event.
    • How many volunteers were involved in your event.
    • Feedback from attendees on their experience of the event.
    • Feedback from performers and/or others involved in organising the event.
    • Description of how well your intended outcomes were achieved.
    Do you agree to report all of the above information after your event has happened? * Required

    Performance measures (Not Applicable)

    This section is not applicable because of your response to question: "Is your initiative an event or a project?" on page 1

    Here we would like you to tell us which data you will provide to demonstrate how the outcomes above will be measured. 

    Please select in the first column "Measure" the same Council Goals and Priorities you selected above in the drop-down, then select the relevant measure.

    For example, if you selected "Goal 3: A connected and safe community => Priority 1: Develop, provide, support or advocate for services, facilities, and events that create a connected, welcoming and inclusive community" you must select the relevant measure (%) i.e.

    • % of participants in the initiative who agree or strongly agree that the project/event has positively contributed to creating a welcoming and inclusive community.

    If you have more than one outcome, please choose the second one in the next row. Note: you can choose up to three.

    MeasureTargetCollection methodExplanatory notes
    Which of our measures will you track? You may be required to report on your progress. Add more rows if you want to list additional measures.
    Must be a number and no more than 100. Identify a target (in %) for the measure you have chosen by dividing a total estimated participants who agree or strongly agree with total estimated number of participants.
    How will you collect and verify the data? E.g. survey, headcount, observation/estimation, externally verified sources (e.g. government or public datasets).
    Add notes if you need to provide more context.
     * Required
     * Required
     * Required
    Word count:
    Word count:
    Word count:
    Word count:
    Word count:
    Word count:

    Must be between 2 and 6 rows

    Communication/Marketing

    Initiatives supported by Community-Led Initiatives Fund should be open and accessible. A communication/marketing plan shows how you will promote your event/project to your intended audience.

    Download a template for a Communication/Marketing plan here.

    Attach a file: Select stored file

      Budget

      Are you GST registered? * Required
      Response required.
      Clear the selected value for Are you GST registered?

      If you already have an Excel budget for your initiative, please upload it here and fill out the total expendire, total income in each box below.

      Otherwise, you are welcome to fill out the budget template below.

      Attach a file: Select stored file
        Must be an Excel file.

        Expenditure

        Please set out the costs for the entire initiative in the table below. Remember to include support in kind (like donated materials) and volunteer hours (number of hours and estimated cost/value per hour).

        If you have quotes (recommended for items over $500) please upload these in the supporting information section below.

        The Community-Led Initiatives guidelines list the kinds of costs that are eligible and ineligible for funding.

        ItemAmountDo you want PNCC to fund this item?

        Must be at least 6 rows

        This number/amount is calculated. 

        Income

        Work out the income for the entire initiative in the below table. It’s rare for us to fund whole initiatives, so think about where else you will access funds. Remember to include support in kind as listed in your expenditure table above.

        The average Community-led Initiative grant range is from $500 to $10,000.

        Source of incomeAmountConfirmed?
        Please do not include Community-led Initiative fund you are applying for.

        Must be at least 6 rows

        This number/amount is calculated. 

        Expenditure - Income

        This number/amount is calculated. 
        Must be a dollar amount. This amount should be not greater than the amount from above question (Expenditure-Income)
        Are you seeking funding from other sources for this initiative? * Required

        This section is not applicable because of your response to question: "Are you seeking funding from other sources for this initiative?" on page 1

        Please provide details of other funding you have requested for this initiative.

        If the other funding is confirmed, please ensure this is included in the income box above.

        FunderAmount requestedConfirmed?Decision date
        Must be a dollar amount. 

        Must be at least 3 rows

        Supporting information

        If you have any additional material you would like us to refer to, please enter it in the sections below. This is not a requirement.

        Attach a file: Select stored file

          Terms of agreement

          You will only be bound by these terms if your application is successful.

          1. In accepting the offer of funding from the Palmerston North City Council, the applicant agrees to:

          • complete the initiative as outlined in the application (or request permission in writing from the Council for any change to the initiative)
          • use the grant money for the expenses identified in the success letter
          • return any unspent funds
          • operate in an open and publicly transparent manner
          • manage the project in a financially prudent manner with full, up to date and accurate records
          • keep invoices/receipts and a record of all expenditure for seven years
          • participate in any funding audit of my organisation or initiative conducted by Palmerston North City Council
          • contact the Council to let them know of any public event or presentation that is funded by the Palmerston North City Council
          • positively acknowledge the support of the Palmerston North City Council in all relevant media and promotional activities, including incorporation of Council's logo in line with the provided identity guidelines.
          • give permission for the applicant's name, brief details about the initiative, and the amount of the grant to be made available to the public.
          • undertake that the applicant has obtained the consent of all people involved to provide these details and the applicant has the right to have access to this information. This consent is given in accordance with the Privacy Act 2020.
          • ensure that service delivery adheres to legislative requirements, including requirements under the Children's Act 2014, Health and Safety at Work Act 2015, and Employment Relations Act 2000.
          • complete and return a written report no later than two months following the initiative. the applicant understands the information given in the initiative result form will be referred to if the applicant applies for further funding
          • notify the Council of any changes to office holders of the organisation, or changes to the organisation’s address or other contact details, should this occur before the applicant return the final report.

          2. Palmerston North City Council shall not be liable for any loss or damage incurred or sustained by the applicant, or any of its employees, agents, contractors, customers or volunteers.

          3. Representatives of both parties to this agreement will discuss any issues relating to the achievement or non-achievement of the expectations outlined in the agreement. If either party identifies any issues, such discussions will take place as soon as practical.

          4. No alteration to, deletion from, or amendment to, any of the provisions of this agreement shall be binding on the parties unless both parties agree, and this agreement is recorded in writing.

          5. Palmerston North City Council may terminate this agreement, with two months written notice, where it considers there are serious performance problems against the expectations outlined in this agreement.

          6. In the event that the applicant fails to comply with these terms of agreement, Palmerston North City Council is entitled to terminate the agreement immediately. In the event of termination the applicant is required to repay the grant money to Palmerston North City Council.

          7. Council has policies to make funded events safe and healthy for our communities, please review the following policies and ensure your event complies where relevant:

          healthy-beverage-policy-2017.pdf (pncc.govt.nz)

          Sun protection policy – PNCC

          auahi-kore-smokefree-and-vapefree-policy-2020.pdf (pncc.govt.nz)

          Do you accept the terms of agreement outlined above? * Required

          Declaration

          You must agree to the below statements before submitting your application: * Required
          Response required.Response required.
          Clear the selected value for You must agree to the below statements before submitting your application: