Hutt City Council

Community Events Fund

Purpose

The purpose of the Community Events Fund is to help resource and strengthen one-off local community-driven events and festivals that enhance community participation and social cohesion within Hutt City. 

Applications are considered twice a year for one-off grants up to a maximum of $5,000 per application. The Leisure Active Business Unit of Hutt City Council administers and allocates the Fund.

Criteria

Applications for funding must meet the following criteria:

  • The maximum amount of funding any organisation or group may apply for each round is $5,000.
  • The funding must be used for running an actual event
  • The event must be held in a public place within Hutt City Council boundaries and/or be primarily of benefit to the Hutt City community
  • The event must be open to anyone who wishes to attend and not restricted to particular sectors of the community
  • The event must make a positive contribution to achieving Council’s Community Outcomes as listed in the current Long Term Council Community Plan (LTCCP)
  • The event should be free or low-cost to attend
  • Applications cannot be retrospective - the event must not have started before an application for funding is assessed
  • Demonstrate that the event will benefit Hutt City residents
  • Applicants must disclose the details of funding successfully applied for or under consideration from any other Hutt City Council funding source
  • Only one application per organisation per funding round is accepted.

                   

Applicant Criteria

Applicant/organisation must be an: 

  • Incorporated Society (certificate or documentation of proof must be supplied);
  • Trust or Association (please supply documentation);

 

Groups that are not legally constituted may apply under an appropriate umbrella organisation.  A copy of the umbrella agreement should be provided with the application. 

Assessment

The Council’s Leisure Active Business Unit will assess and make decisions on applications to the Community Events Fund.   They will take the following into consideration when assessing applications:

  • Whether the application complies with the purposes of the Community Events Fund.
  • Whether the organisation contributes to the outcomes outlined in the Hutt City Council Long Term Council Community Plan (LTCCP).
  • The level of compliance of any previous grant from Hutt City Council.
  • The community support for the application (demonstrated by funds raised, volunteer support, other donations and support).
  • Any independent assessments or comments sought from relevant government or community agencies or groups
  • Other possible sources of funding available to the organisation or group and its fund-raising capabilities.
  • The organisation’s or group’s compliance with all relevant legislative requirements and standards of good practice.
  • The level of existing funding support the applicant currently receives from Hutt City Council.

 

Eligible Purposes 

Funding may be granted for the following costs associated with the event:

  • Event production costs – e.g. venue hire, equipment
  • Advertising and promotional costs including use of Hutt City Council’s signboards

 

Ineligible Purposes

Funding will not be granted for the following: 

  • Facility development or funding for capital works (i.e. the cost of buildings or items necessary to operate the facility);
  • Elimination of accumulated debt or debt servicing;
  • Administration costs e.g. telephone, electricity, employment costs, vehicle costs
  • Prize monies;
  • Food and beverage costs;
  • Vehicles and travel costs;
  • Feasibility studies;
  • Fundraising costs;
  • Uniforms/costumes/t-shirts;
  • Retrospective costs for events which have already taken place (i.e. costs incurred before the application for funding is considered);
  • Events of primarily a political or religious nature (although some in-kind support may be available)

                

Accountability and Compliance

 

Organisations must adhere to the following minimum accountability requirements: 

  • Funds must be used only for the purpose for which they were sought and/or approved and in accordance with any terms or conditions imposed by the Council.
  • Funds must be used by the recipient for the purposes for which they were intended
  • A complaint must be laid with the Police if any funds received under this scheme are stolen or misappropriated. The Council must be notified of all such complaints to the Police.
  • The recipient must allow an audit on the use of the funds should Hutt City Council wish to undertake such an audit.
  • The recipient must recognise the support of Hutt City Council in all publicity material, annual reports and similar publications and at the event.
  • The recipient must provide an accountability report to the Council outlining the use and benefits to the community of the funds no later than 3 months after the event has taken place.

 

Closing Dates

There are two funding rounds for the 2008/2009 year.  

  • For events in the period 15 September 2008 to 31 December 2008 (Round ONE) applications close on 29th August 2008.  
  • For events in the period 1 January 2009 to 30 June 2009 (Round TWO) applications close on the 28th November 2008 .              

Please note that late applications will not be accepted.

 

Application Form

Please click to download the 2008-09 Community Events Fund Application Form (125kb pdf)

 

Further information

Events Coordinator, Leisure Active Business Unit, Hutt City Council,

Private Bag 31 912, Lower Hutt 5040  Phone: 04 560 0307, Fax: 04 560 0400

eventlink@huttcity.govt.nz