Recreation & Wellbeing Community Donations 2024-2025

The purpose of the Recreation and Wellbeing Donations program is to strengthen the community through supporting ‘not for profit’ organisations, community groups and sporting groups, to make positive contributions to the community and enhance vibrancy of the City.

The program aims to provide support to organisations and clubs to increase opportunities for participating in physical activity, healthy eating and general community wellbeing initiatives that support Our Holdfast 2050+ Strategic Plan

You may apply for a donation of up to 50% of the project cost to a maximum of $5,000 (plus GST where applicable) in the areas of:

• Physical activity
• Healthy eating and nutrition
• Mental health
• Sport and recreation
• Youth
• Social inclusion

*Please be aware funds are subject to the Community Donations Program budget allocated for the relevant financial year.

• Your club/organisation must be a not-for-profit group, community group or voluntary association that is located within the City of Holdfast Bay or whose service area covers the City of Holdfast Bay.
• Your club/organisation must be established as a legally constituted incorporated organisation or be auspiced by an incorporated organisation who will receive the payment and be legally responsible for the administration of the donation.
• Your club/organisation must have an Australian Business Number (ABN) or be prepared to fill out a ‘Statement by a Supplier’ declaration form from the Australian Taxation Office.
• Your club/organisation must be able to show that the project has an identified benefit to the wider community and must be located within the Council area.
• Schools and Early Learning Centres are eligible to apply if the initiative has an identified benefit to the wider community outside of the school environment and is accessible by the wider community.
• Your club/organisation must be able to demonstrate how the project aligns with the City of Holdfast Bay “Our Place” 2030 Strategic Plan.

Ineligible Projects:

• Programs, projects or activities that have already commenced.
• Club/organisations with outstanding Financial Project Reports from previous grant funding.
• Projects that will take place outside of the City of Holdfast Bay Council boundary.
• Fundraising or sponsorship.
• Salaries or wages (professional services related to the project are acceptable).
• Interstate or overseas travel.
• Education fees or conference costs.
• Political purposes or lobby groups.
• Minor equipment purchases that are ongoing. Equipment purchases included must be for new initiatives that will increase membership and/or benefit the wider community.
• Ongoing expenses including stationary, postage and supplies.
• Maintenance, repairs or building changes which will be permanently part of the structure.
• A purpose where core funding rests with state or federal government.

• Level of community benefit & the extent to which the project will increase the skills, knowledge, awareness and participation of community members.
• Priority will be given to organisations who have not received funding from Council in the previous two years.
• Provision of long term benefit for the community.
• Contribution to the sustainability of a group.
• Innovative nature of the project.
• Funding received from other external bodies for the project.
• Extent the project meets a demonstrated need and is appropriate to that need.
• Applications will be assessed on detail & quality. All necessary questions must be answered appropriately, all paperwork and essential information documentation i.e. quotes and attachments all submitted at once and on time.

• It’s recommended that you discuss your project with Council’s Active Communities Team before submitting your application.
• Late or incomplete applications will not be considered.
• All applications must be received on the Council approved Application Form and submitted electronically.
• Your proposed project must be able to be completed by 30 June 2019.
• If a high number of applications are received from schools and kindergartens, a maximum of three will be approved.
• If your application is for equipment purchases of $1,000 and over, you must submit a minimum of two quotes with your application.
• Council will contribute up to 50% of the project cost to a maximum of $5,000 (plus GST where applicable) only.
• The maximum ‘In-Kind’ contribution from your organisation is 20% of the total project budget.
• 'In-Kind’ volunteer hours are to be calculated at $40.35 an hour as per the Australian Bureau of Statistics and must correspond directly to the project. Time to prepare the application or to acquire the materials will not be considered.
• Other ‘In-Kind’ contributions can include:
  • Donated materials
  • Professional expertise
  • Venue hire
  • Other tangible costs being absorbed by the organisation/club
• Council makes the final decision on whether your application is successful and reserves the right to transfer your application to a different donations category if deemed more appropriate.

• Recipients must sign a Community Recreation and Wellbeing Donations Agreement which details the terms and conditions of the grant prior to funds being provided.
• Funds must be spent according to the terms outlined in the Funding Agreement. Any changes must be submitted to Council in writing for approval.
• You must provide a letter of support from a governing body or supporting organisation with your application.
• A signed letter must be provided on behalf on an auspicing body which confirms its agreement to auspice the grant on your behalf submitted with your application.
• Applicants will be responsible for obtaining any other approvals and for any costs associated with those approvals. Council will not release grant funds until advised that necessary approvals have been obtained.
• Successful applicants must acknowledge the City of Holdfast Bay in any publications or publicity regarding the project.
• Your organisation/club agrees to provide Council with an electronic photo relating to the project.
• Council reserves the right to promote and publish your project on the City of Holdfast Bay website and use images in Council publications and marketing material
• You are required to submit an online Acquittal Form within one month of the project completion. Applicants that do not meet this obligation will be ineligible for future funding.