Transcript Document

Module 13 of the series
for Group Leaders
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13 About this self tutoring module
This interactive module
is based on the New
Zealand publication
called “ An Operating
Guide for Managing a
Scout Group”.
These interactive modules may be
downloaded free of charge from this website:
region1.scouts.org.nz/
Note:
Click the BACK and NEXT buttons to
navigate through the module.
It is designed for Group Leaders who are
unable to attend a training course, or who
prefer to learn at their own pace at home.
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13 Contents of this module
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What do you need the funds for and how much is needed
Update the Scout Group financial reports
Develop a Group and a project budget
1. Planning and preparation
Find an appropriate funding organization
Check the documents to see what they will fund
Check what geographic area / communities they fund.
2. Find a funding agency
Collect the supporting documents the funders need
Sell the project, Scouting and yourself – include leaflets and photos
Complete the application form – have someone check and co-sign it
3. Complete the application
Send the application in early – they may want more information
Be available for an interview or for questions
4. Submit and support it
Complete the Accountability Report when the project is finished
Acknowledge the funder in any reports or on buildings
5. Accountability Report and
acknowledgement
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13 Planning and preparation
Why do you need the funds?
Scout Groups and sections in the Group
may need funds for some of these
reasons:
1. Building a new hall or extending
and renovating an existing one.
2. Buying outdoor activity equipment
such as tents, BBQs, cooking
utensils, canoes, etc.
3. Transport to camp or a Jamboree.
4. Adult and youth leader training.
5. New uniforms.
6. National fee subsidy.
7. Administration costs.
8. Hall rental costs.
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While all of these activities are
worthy, funding agencies will rule out
any that they believe are not
compatible with the aims of SCOUTS
New Zealand and their own.
So the very first thing is to justify how
the activity is going to help Scouting
achieve its aims and then include that
justification in your application.
An example might be: “Extending our
hall to provide more storage space
will enable us to buy and store canoes
that will be used for water safety
training both by Scouts and the local
schools.”
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13 Planning and preparation
Some ‘don’ts’…..
A ‘do’…..
Avoid applying for grants for
“nice to” type items such as
buying new scarves because
you have changed the design,
or funds to visit Fiji to show the
youth members what life is like
in the islands etc.
Focus on funding things that
are compatible with our aim
and will have an ongoing
benefit such as a meeting
place, equipment, leadership
training, uniforms etc.
However, funds to take youth to
the nearest City would probably
succeed as it is more realistic
and relevant to their personal
development.
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Our Aim …..
“The aim of Scouting is the
Physical, Intellectual,
Emotional, Social and Spiritual
development of young people
so they may play a constructive
part in society.”
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13 Planning and preparation
A Can’t….
Another can’t….
You cannot apply for a grant for something
you have already bought. Don’t even think
about it……
Any money unspent MUST be returned to
the funding organization. It cannot be spent
on ‘extra’s’ or other gear.
We heard of a club a year or two
ago who asked a member to buy an
expensive trailer. The club then applied
for a grant and once the money was
received, the member sold the trailer to the
club.
Word got around and the Club ended up
having to return the money to the funding
organization as the purchase was considered
a retrospective purchase and as such was
illegal. Embarrassment all round.
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GST: a trap for the unwary…..
The application form is likely to ask if you are
GST registered. As mentioned previously,
most Scout Groups are not.
Make sure you tick the correct box regarding
GST or you could end up receiving 15% less
funds than you need to make the purchase.
More embarrassment.
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13 Planning and preparation
And one more can’t…..
Applying to two or more funders for the same item or
goods is a “no no”. In the event that you are offered a
grant from both funders, you can only accept one of them.
To do otherwise is called ‘double dipping’ and you are
likely to end up on a blacklist, as well as having to refund
the money.
If in doubt about an application being successful, talk to
someone at the funding agency before applying. If their
advice is not encouraging, try somewhere else instead.
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13 Planning and preparation
Budgets and costings
Most grant applications will request a
budget for the Group as a whole, as well
as a quote or budget for the project.
While part of this is to help the funder
determine the ability of the Group to
manage funds, it’s mostly to check that
the Group has thoroughly planned the
project and covered every aspect.
Every Group should have a budget for the
coming year as a matter of course, so that
means you just have to provide a quote or
budget for the project being funded.
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Group Budget (example)
Project Budget (Canoes)
Income:
Income
Subscriptions
Uniforms (used)
Hall income
Bank interest
Grant (Canoes)
Total
$ 8000
$ 100
$ 4400
$ 500
$ 9000
$22000
Expenses
National fees
Hall Insurance
Hall maintenance
Admin exes
Uniforms Ldrs
Travel for Ldrs
Training for Ldrs
Programme exes
Equipment (canoes)
Total
$ 4950
$ 3500
$ 1200
$ 400
$ 500
$ 800
$ 500
$ 500
$ 9500
$21850
Grant
Savings Account
Total
$9000
$ 500
$9500
Expenses
Canoe quote
Additional PFDs
Signwriting
Total
$9000
$ 300
$ 200
$9500
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13 Planning and preparation
Financial Reports
Account Review
Most, if not all funding agencies
require the following:
1. A copy of the last years
financial report signed and
dated by the person who
reviewed the accounts.
2. A copy of the income and
expenditure account
(financial transactions) for
the current year.
3. A copy of the latest bank
statement showing the
balance and the bank
account number.
All Scout Groups are required to
have their financial reports
reviewed by a qualified person.
This may be an accountant or a
similarly qualified financial
advisor.
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An audit may be required for
bigger grants. The costs for an
audit by a qualified Auditor
usually starts at $700 and may
take a month or so to do.
The funding agency application
form will indicate if an audited
copy of the accounts is required.
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13 Planning and preparation
Cooperation
If you are applying for a grant make sure the
Group Treasurer is given adequate warning to
produce the required statements for you.
Incidentally, near enough is not good enough.
You must give the funding agency the exact
reports asked for.
Failure to do this will result in the application
being returned almost immediately.
Think of it as a test by the funder. If applicants
cannot get this right, what other shortcuts
might happen when they go to spend the
grant?
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13 Find an appropriate funding organisation
About funding organisations
The consequences
Almost every funding organisation
funds different things. Some fund
sports only, others buildings and
equipment, or specific communities.
(of getting it wrong)
If you apply to the wrong agency:
1. You will be frustrated by doing
all that work and then being
turned down.
2. The funders will be irritated
about wasting time reading your
application and then declining it.
3. You give Scouts a poor name as
other Groups apply for funds
and the funding staff think, oh
no, is this another time waster.
A few fund training and development,
and a rare few will fund administration
and salaries.
It is very important that you choose a
funding organization that actually
funds the activity or event you are
applying for and in your community.
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13 Find an appropriate funding organisation
So where do we find these Trusts?
The good news is that an organization
called ‘FUNDVIEW’ have done all the
hard work and listed on their web site
1227 Charitable Trusts that give grants.
You can access their website free at any
public library:
http://fis.org.nz/products/fund-view/
You can use the ‘Trial View’ once to get
started.
This is an excellent but commercial pay
by the hour site. It is only free at the
library.
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Here is a free site that lists a number of pub charities.
‘The Trusts Community Foundation’
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13 Find an appropriate funding organisation
Below and on the next two pages is a list of gaming machine charities from the Department of Internal Affairs
website. Get the latest list here:
http://www.dia.govt.nz/diawebsite.nsf/wpg_URL/Services-Casino-and-Non-Casino-Gaming-List-of-Society-Websites
THE TRUSTS COMMUNITY FOUNDATION
www.ttcfltd.org.nz
TRILLIAN TRUST
http://www.trillian.co.nz/
TRUST AORAKI LTD (Timaru Area)
http://www.trustaoraki.co.nz/
TRUST HOUSE CHARITABLE TRUST
(Wairarapa and Rimutaka)
http://www.trusthouse.co.nz/cms/page.php?
view=home_page
WHITEHOUSE TAVERN TRUST
(Papakura)
http://www.whitehousetaverntrust.co.nz/
YOUTHTOWN INC (Auckland)
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Use the web links provided to see:
• What communities these charities make grants to.
• What type of projects they will fund.
• The opening and closing dates for applications.
http://www.youthtownfunding.org.nz/
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13 Find an appropriate funding organisation
FIRST SOVEREIGN TRUST LTD
(BOP, Rotorua, Tokoroa, Putaruru)
http://www.fst.net.nz/index.html
FOUR WINDS FOUNDATION LTD
(Auckland)
http://www.fourwindsfoundation.co.nz/
GRASSROOTS TRUST LTD
Waikato, Auckland, Northland))
http://www.grassrootstrust.co.nz/
www.bluesky.org.nz
CONSTELLATION COMMUNITIES TRUST
LTD (Northshore Auckland)
www.constellationtrust.org.nz
ILT FOUNDATION (Southland)
www.iltfoundation.org.nz
www.dragon.org.nz
INFINITY FOUNDATION LTD
(Hastings)
www.infinityfoundation.co.nz
DRAGON COMMUNITY TRUST LTD
(Auckland Asian groups)
ENDEAVOUR COMMUNITY FOUNDATION
LTD (North Island)
www.endeavourcommunityfoundation.co.nz
KAIWAKA SPORTS ASSOCIATION INC
(Kaiwaka, Northland)
www.kaiwakasports.co.nz
FIRST LIGHT COMMUNITY FOUNDATION
(Hawkes Bay)
http://www.firstlightfoundation.co.nz/
LIONS CLUB OF OHAI-NIGHTCAPS
INC (Southland)
www.ohainightcapslions.co.nz
ASB COMMUNITY TRUST
(Auckland and Norhland)
http://www.asbcommunitytrust.org.nz/
MAINLAND FOUNDATION LTD
(Canterbury)
www.mainlandfoundation.co.nz
WEL ENERGY TRUST
(Waikato)
http://www.welenergytrust.co.nz/
MANA COMMUNITY GRANTS
FOUNDATION ( Porirua)
www.mcgf.co.nz
AHAURA/GREY VALLEY LIONS CLUB INC
(Greymouth)
http://www.ahauragreyvalleylions.co.nz/apply
-for-a-grant.php
BLUE WATERS COMMUNITY TRUST
(Auckland)
www.marcomanagement.co.nz
BLUEGRASS TRUST (Blenheim)
www.bluegrasstrust.org.nz
BLUESKY COMMUNITY TRUST LTD
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13 Find an appropriate funding organisation
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SOUTHERN VICTORIAN
CHARITABLE TRUST INC
(Otago area)
www.svct.net.nz
www.mwfl.org.nz
THE AKARANA COMMUNITY
TRUST LTD ( Auckland)
www.akaranacommunitytrust.co.nz
NEW ZEALAND COMMUNITY
TRUST (NZ wide)
http://www.nzct.org.nz/news-andupdates/home/
THE BENDIGO VALLEY
SPORTS & CHARITY
FOUNDATION (Otago)
www.bendigovalley.co.nz
OXFORD SPORTS TRUST INC
(Whangarei based – NZ wide)
www.oxfordsportstrust.org.nz
THE LION FOUNDATION (2008)
(NZ wide)
www.lionfoundation.org.nz
PELORUS TRUS(Auckland to
Nelson/Marlborough)
www.pelorustrust.net.nz
THE NORTH & SOUTH TRUST
LTD (Auckland wide)
www.nstl.co.nz
PODIUM SPORTS FOUNDATION
(NZ wide)
www.psf.org.nz
www.pegasussportsfoundation.co.nz
PRIME COMMUNITY TRUST
(Wairarapa)
http://www.primecommunitytrust.n
et.nz/applications.htm
THE PEGASUS SPORTS
FOUNDATION LTD
(Pukekohe and Counties Area)
THE SOUTHERN TRUST
(NZ Wide)
www.southerntrust.org.nz
PUB CHARITY (NZ wide)
www.pubcharity.org.nz
REDWOOD TRUST INC
(Blenheim)
http://www.redwoodtrust.org.nz/ap
plications.asp
THE PORTAGE TRUST
(West Auckland only)
http://thetrusts.co.nz/
THE AUCKLAND COUNCIL
(Community funding grants –
Auckland only)
Link to the Council site.
MANUKAU COUNTIES
COMMUNITY FACILITIES
CHARITABLE TRUST (Sth Akld)
www.marcomanagement.co.nz
MT WELLINGTON FOUNDATION
LTD (East Auckland area)
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13 Find an appropriate funding organisation
This is the home of the COGS Lottery
Grants site.
(Community Organisation Grants)
They are one of the few funders that
will accept applications for admin
expenses and salaries. They are very
supportive of leadership training and
development.
Be aware of the warning about
Internet Explorer and follow the
instructions listed.
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http://www.communitymatters.govt.nz/Grants-online---Login
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13 Find an appropriate funding organisation
Some hints about applying to COGS
Troubleshooting…..
There are three steps involved when
working with this site.
1. First set up your online account.
If the application form won’t submit
or won’t print, it’s likely the problem
is your web browser. It’s probably the
latest version. Follow the instructions
on the COGS website and the problem
will go away.
2. Start writing the application. You can
work on this site as and when you have
time and give other people the logon so
they can review what you have done.
When finished, SUBMIT the application.
1. After submitting the application online,
you will be prompted to print it. Once
printed, get the appropriate members
of your committee to sign it, add the
documents requested and mail it to the
Department of Internal Affairs.
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Other Lottery Grants.
There are a variety of grants available
from the Lotteries Commission that
cover buildings, marae’s, and some
cultural events. It could be
worthwhile exploring these as well.
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13 Find an appropriate funding organisation
The interview…..
COGS will usually send a person to
interview you about the application. This
person will be a volunteer like you and
belong to a community organization of
some sort.
However, do not assume they know
anything about Scouts.
Be prepared with photos of activities
and news articles.
Above all be available, or arrange for
someone else to be the contact.
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13 Part A of this module is now complete
Congratulations
Please open Part B to complete
this module.
A copy may be downloaded using this link if you
have not already done so.
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EXIT
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