Supplementary Agenda of General Meeting - Wednesday, 14 February 2024

Director's Report No. CE1/24

Community and Environment Division

Date of Meeting: 14/02/2024

12 COMMUNITY EVENT GRANTS PROGRAM

EXECUTIVE SUMMARY

· Council operates a Community Event Grants Program that provides seed funding to community-driven, event-based initiatives with a view to events being sustainably delivered by the community over time.

· Council recently called for a third round of Expressions of Interest from community groups under the Place Activation category that provides, grants of up to $3,000 to one-off events.

· A total funding pool of $17,638 was available for grants of up to $3,000 and expressions were sought through Council’s website and social media from 27 November to 31 January 2024.

· At the close of the expression period, 10 applications seeking a total of $26,451 in funding support had been received.

· Officers have undertaken an assessment of the applications having regard to Council’s Policy and Guidelines for the program, and a summary of each application including whether it satisfies Council’s guidelines is provided for Council’s consideration.

· Noting that funding sought exceeds the available budget, Council will need to determine to whom and how much to distribute in respect of the applicant organisations.

RECOMMENDATION

THAT Council determine the groups and quantum of funding it wishes to allocate from the Community Events Grants program.

PURPOSE

The purpose of this Report is to provide Council with the information required to consider expressions of interest from community groups for funding under Council’s Community Event Grants Program and to allocate funds under the Program.

BACKGROUND

At the November 2023 General meeting Council considered Director’s Report No. CE14/23 and resolved that: Council advertise an additional Place Activation funding round.

Council subsequently advertised for expressions of interest from community groups seeking funding support under its Community Events Grants Program to deliver sustainable local community events. Expressions were open from 27 November 2023 to 31 January 2024 inclusive.

Staff provided Councillors with an overview of the applications at an Informal Briefing on 7 February 2024.

DISCUSSION

The purpose of Council’s Community Event Grants Program is to provide funding to community driven, event-based initiatives with the view to events being sustainably delivered by the community over time.

The objectives of the program are to:

· Encourage community-based organisations to develop and run sustainable events which meet and enhance community activities in the LGA, and preference be given to events that involve residents.

· Promote the active participation of residents in community initiatives, and the development of their capacity, skills, knowledge, and opportunities.

· Provide assistance to the community to develop initiatives and services, which are consistent with Council objectives and programs, but not directly operated by Council.

· Place Activation grants are designed to support one-off, smaller scale events up to $3,000 per application, with priority given but not limited to ward boundaries.

Public expressions of interest for community groups seeking funding support to deliver events were sought, specifically within the Place Activation funding pool. At the close of the expressions of interest period on 31 January 2024, a total of ten community applications seeking a total of $26,400 in funding support had been received.

A total of $17,638 remains in the program budget for Council to distribute, requiring Council to determine to whom, and how much to distribute in respect of the applicant organisations.

To assist in this A summary of applications received is provided below:

1. Hawkesbury River Waste Less Fest (A Ward)

· Applicant is the Brooklyn Sustainability Committee (Brooklyn Community Association).

· Seeking $3,000.

· Event to be held at the Brooklyn Community Meeting Room.

· Event open to the wider community but targeting residents of the lower Hawkesbury River (estimating 500 – 1000).

· Full day of workshops in zero waste living ‘hacks’, market stalls, repair stations for clothing, ceramics and homewards, info on Council rebates and waste reduction options.

· Also requesting in-kind support from Council Waste Education officer.

· Meets Community Events Grants program criteria.

2. Big Bang Science Show (A Ward)

· Applicant is the Big Bang Science Show.

· Seeking $3,000.

· Science show for children at Lilian Fraser Gardens.

· The Big Bang Science Show is an existing program that has strong attendance from community.

· Application was incomplete as it did not include relevant financial information. The applicant has stated that they are a not-for-profit however no other supporting information was provided. Officers have reached out to the applicant to seeking clarify status, however at the time of preparing this report insufficient information has been provided to adequately ascertain the status.

· Incomplete submission means that officers have not been able to adequately assess whether the application meets the Community Events Grants program criteria.

3. Brooklyn Spring Fair (A Ward)

· Applicant is the Hawkesbury River Childcare Centre.

· Seeking $2,851.

· Market fair as a major fundraising event for Hawkesbury River Childcare Centre, which is a not-for-profit centre providing the only local long day care for local families.

· Local school groups performing.

· Free stalls offered to local groups (Brooklyn P&C, Men’s Shed).

· Expecting 1,500 people in attendance.

· Meets Community Events Grants program criteria.

4. Persian Markets (B Ward)

· Applicant is the Yarra Foundation for Disadvantaged Children.

· Seeking $2,999.

· Markets are a cultural and fundraising event celebrating Persian New Year, with an expected audience of 1,000 – 2,000 people.

· Aiming to raise funds for the Yarra Foundation (www.yarrafoundation.com), which supports disadvantaged children in Iran.

· Meets Community Events Grants program criteria.

5. Young Musicians Concert and Community Workshops (B Ward)

· Applicant is the Russian Community Group.

· Seeking $2,950.

· Music concert for young musicians to be held at Beatrice Taylor Hall.

· Application does not meet the Community Events Grants program criteria as the group has received Council funding within the past 12 months for a for a ‘rock concert’/Christmas event in November 2023.

6. Thornleigh West Public School Fair (B Ward)

· Applicant is the Thornleigh West Public School P&C.

· Seeking $3,000.

· Spring fair/carnival on the grounds of Thornleigh West Public School, open to the wider community.

· Estimating 1,000 people attending.

· Raising funds for the school community, playground repair.

· Meets Community Events Grants program criteria.

7. Seniors Week Afternoon Tea Dance (B Ward)

· Applicant is the Hornsby RSL Sub-Branch.

· Seeking $1,800.

· Social afternoon tea and dance with live music for seniors, reminiscent of ‘old time social dance’ and encouraging seniors to be active and healthy.

· Held at Hornsby War Memorial Hall.

· 100 – 150 participants estimated.

· Meets Community Events Grants program criteria.

8. Toastmasters Public Speaking competition (B Ward)

· Applicant is Eulora Toastmasters.

· Seeking $800.

· Public speaking competition where contestants present speeches in front of a large gathering and are evaluated, with winners proceeding to district level.

· Event held at Thornleigh Community Centre.

· Meets Community Events Grants program criteria.

9. Bobbin Head Cycle Classic 2024 (B Ward)

· Applicant is the Bobbin Head Cycle Classic (owned by five Rotary Clubs).

· Seeking $3,000.

· 13th year of established cycling event owned by 5 Rotary clubs, raising funds for Lifeline and other charities who operate within the Hornsby Shore Local Government area.

· The application highlights that approximately 10km of the event takes place in the Shire, and advertising for the race would also be featured throughout the Shire.

· Meets Community Events Grants program criteria.

10. Hornsby Heights Netball Club Community Connection Event (B Ward)

· Applicant is Hornsby Heights Netball Club.

· Seeking $3,000.

· Fundraising event for parents, players and Shire residents to connect with HHNC through a bowling event at Asquith Bowling Club.

· Event intended to also connect participants with the Asquith Bowling Club and the After Dark community campaign.

· Meets Community Events Grants program criteria.

BUDGET

In line with the program guidelines financial information has been requested for each applicant as part of the application process. When received this information has been reviewed by Council Officers with the aim of providing assurance that each applicant is in a stable financial position. The information obtained from some applicants is unaudited, which is typical for smaller community groups that do not have external statutory reporting requirements. Councillors are therefore advised that only limited assurance over the financial health of applicants can be provided.

Financial information for some applicants was not received, as indicated within the Report. Therefore, no assurance over the financial health of these applicants can be provided.

A total of $17,638 is available for distribution from an initial Community Event Grants budget allocation of $60,000. As received applications exceed the available budget, Council will need to determine to whom and how much to distribute in respect of the applicant organisations.

POLICY

This Report has been prepared in accordance with Council’s Community Grants and Sponsorship Policy.

CONCLUSION

Public expressions of interest for community groups seeking funding support to deliver events were sought between 27November 2023 and 31 January 2024. A total of $17,638 is available for distribution under the Community Event Grants budget allocation and at the close of the EOI period a total of 10 community applications seeking a total of $26,400 in funding support had been received.

Officers have assessed each application having regard to the program guidelines and this report provides the outcomes of this assessment to enable Council to determine the groups and quantum of funding it wishes to allocate from the Community Events Grants program.

RESPONSIBLE OFFICER

The officer responsible for the preparation of this Report is Manager, Community and Cultural Development – Neil Chippendale – who can be contacted on 9847 6523.

Cheryl Etheridge

Manager - Library and Community Services

Community and Environment Division

Stephen Fedorow

Director - Community and Environment

Community and Environment Division

Attachments:

There are no attachments for this report.

File Reference: F2010/00630

Document Number: D08805911