Co-Contribution Requirements

All applicants are required to make a co-contribution to the project in line with the requirements outlined below.

The co-contribution may come from the applicant organisation or from other sources but must not be from any other Victorian Government or Council program or source.

Applicants must provide evidence that demonstrates they have sufficient funds available for the required co-contribution amount.

The co-contribution may partly be met by in-kind contributions. An in-kind contribution is a contribution of a good or service rather than money. The in-kind contribution may be up to 50% of the applicant’s total contribution. In-kind contributions will be assessed to ensure the rates provided are deemed reasonable.

The following co-contributions apply:

In-kind Contributions

An in-kind contribution refers to the donation of goods, services, or time - rather than money - that directly supports the project.

All in-kind contributions will be checked to ensure their value is fair and the value of in-kind contributions must be quoted in monetary terms. In-kind contributions must be of a high quality and recognised as professional work.

Successful applicants will be required to:

• Provide Latrobe City Council with any additional information requested to assist in assessing your application within the timeframe specified in the request.
• Enter into a funding agreement and adhere to the conditions of the agreement. Additional funding conditions may be applied to your project during the assessment phase.
• Spend the grant money for the purpose stated in the original application.
• Submit a written request to Council for any variation to the project including changes to the original project scope, project dates, or requests for extensions of time. Approval must be received by Council prior to any changes commencing.
• Expend funds within 5 months of signing a Funding Agreement unless written approval has been given for an extension.
• Acquit funds within 6 Weeksof identified project completion unless written approval has been given for an extension.
• Applicants who have an outstanding acquittal form will not be able to apply for further Council funding.
• Return any underspent and excess funding to Latrobe City Council when submitting the acquittal form.
• Seek the appropriate permits and approvals to deliver the project. Approval of funding does not constitute permission to deliver your project. It remains your responsibility to seek the appropriate permits and approvals required to deliver the project.
• Publicly acknowledge Latrobe City Council’s and the Victorian Government’s contributions to your project. This acknowledgement, depending on the amount of funding received, may include logo presence on supporting publications, displays or signage. You will be provided with copies of the Latrobe City Council and Victorian Government, ‘Supported by’ logos and guidelines on correct use when you receive your outcome notification.
• Consent to Council using non-confidential information in public forums, Council meetings and all other forms of communications.

What is the process once your application is submitted?

1. Applications are checked for eligibility against the grant program guidelines.
2. Applications are assessed by an assessment panel consisting of Latrobe City Council Officers and weighted out of 100 using the below assessment criteria:

  3. Recommendations will be developed by the assessment panel.

  4. Applicants will receive an email notifying them of the outcome of their application.

  5. Successful applicants are required to complete a funding agreement and provide any further information requested.

  6. For other grant funding, on receipt of your funding agreement and any further information requested, funding will be deposited into your nominated bank account within 6 weeks.

NOTE: The outcome notification email does not mean that your funds have been paid. You are required to complete a funding agreement prior to funds being paid into your nominated bank account. No grant funds should be spent until you have completed all relevant documentation and you have received your funding.

Applicants who fail to comply with the terms and conditions listed in the funding guidelines and supplementary agreements will be required to return the funding to Latrobe City Council.

Supporting Documents

• Proposed Project Budget breakdown
• Confirmation of small business eligibility regarding staff & financial turnover OR Confimation of Not-For Profit statu
• Written quotes from a registered tradesperson or business as outlined:

• Current Certificate of Public Liability that will be used to cover the project.
• Written permission from the asset owner to complete the project (if required).
• Written agreement from any other user group sharing the site associated with the project (if required).

Acquittal

An acquittal is a simple report you must provide after using the grant money. It shows how you spent the funds and what you achieved with them. The Acquittal form will be a reconciled statement of expenditure and income associated with the grant. It will ask the applicant to provide details on the outcomes of the project that were achieved as a result of the funding. You will also be required to attach:

1. Photo evidence that showcases the completed project.
2. An income and expenditure budget for the project, including proof of purchase invoice and/or receipts for all items purchased using funding from Latrobe City Council; and
3. Evidence of how Council’s and the Victorian Government’s support for the project was recognised.

Lobbying

Canvassing or lobbying of Councillors, employees of Latrobe City Council or the assessment panel members in relation to the grant’s application is prohibited.

No further consideration will be given to an application submitted by an applicant who has canvassed or lobbied a Latrobe City Council Staff, Councillors, or assessors in relation to their application.