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Dunedin City Council – Kaunihera-a-rohe o Otepoti

Grants funding management

Last updated: 22 Jan 2021 3:30pm

4. DCC grants funding management

4.1 DCC management responsibilities

  1. Information on DCC grants funding opportunities, eligibility criteria, application closing dates and associated application forms and documentation will be made publicly available at all DCC Service Centres and Libraries, and on the DCC website. Notification of funding opportunities will also be advertised within appropriate local media channels.
  2. DCC staff shall be made available to provide information and support to ensure all eligible parties have full and fair opportunity to apply for Council funding. This includes holding grants funding workshops as required to ensure community awareness of grants funding opportunities and understanding of the application process (annually at a minimum).
  3. All grants funding applications shall be directed to the relevant staff member responsible for the processing and recommendation of applications for approval to the Grants Subcommittee, or other group or individual that is delegated authority by Council to approve grants funding.
  4. The DCC Grants Subcommittee and any other group or individual that is delegated authority by Council to approve grants funding shall review all applications that have met eligibility criteria.
  5. DCC staff responsible for assessing funding applications, and DCC Grants Subcommittee members or other groups or individuals delegated authority by Council to approve grants funding, shall disclose any conflicts of interest and withdraw from the assessment or allocation process of identified applications.
  6. DCC staff shall ensure that records of all grants funding applications, assessments, approvals, funding terms and conditions, allocation and expenditure of funding be kept in accordance with the DCC's Document and Records Management policies.

4.2 Funding applications

  1. All grants funding applications must be submitted in accordance with the requirements and format specified by individual grants criteria.
  2. DCC grants funding applications may be required to include:
    • Latest reviewed or audited financial accounts and balance sheet
    • Details of previous Council grants, discretionary funding, loans and any other funding received from the DCC
    • Outstanding Expenditure Returns for previous funds received from the DCC
    • A deposit slip with account number and name
    • - A GST number if registered.
  3. Applicants may only apply for one project per grants funding application.
  4. The application process, from the closing deadline until notification, is expected to take a maximum of nine weeks. Applicants will be informed should it be necessary to extend this period.
  5. No late applications will be accepted, subject to point f) below.
  6. Applicants are expected to submit full and complete applications. Where an applicant has failed to complete an application correctly or has not provided all necessary documentation, the applicant shall be made aware of the error and given an opportunity to return the amended documentation in full.

4.3 Application assessment and approval

  1. The DCC shall at all times act with integrity, objectivity and in a fair and reasonable manner.
  2. The DCC shall ensure full probity in its decision-making processes. All grants funding decisions shall be appropriate and transparent, fair and defensible, within budget, and free from any real or perceived bias or conflict of interest.
  3. The DCC shall maintain comprehensive records of all grants funding applications, assessments and allocation, to ensure transparency in its decision-making, appropriate funding accountability and monitoring practices, and provide an informed evidence base for future grants funding allocation and management.
  4. Where the DCC decides that an application should be declined, applicants shall be provided with a full explanation for the decision, if requested.
  5. All decisions made by the DCC Grants Subcommittee or any other entity delegated authority to make grants funding decisions on behalf of Council are considered final.

4.4 Funding accountability

  1. All recipients of DCC grants funding must ensure that the funded activity remains compliant with all relevant legislation, regulations and terms and conditions, including health and safety legislation.
  2. A failure to meet all relevant terms and conditions associated with DCC grants funding may result in a termination of funding, decline of future funding, and/or the repayment of part or all of the allocated funding.
  3. All recipients of DCC grants funding are required to complete an accountability report, and provide any other funding expenditure or evaluation documentation requested by Council. These must be completed either:
    • as soon as the funds are spent, or
    • within one calendar year of receipt of grants funding, whether allocated funds were spent or not.
  4. A failure to return required funding accountability or evaluation documentation may result in a denial of funding in future grants applications.
  5. Any unspent funds must be returned to Council within one year of receipt unless there is prior agreement with the Council to carry over such funds.
  6. Any discrepancies in funding (e.g. funds spent on activities other than those specified in the approved grants funding application) may result in an audit of the organisation’s accounts and the funded activity, and the potential return to the Council of grants funding received.
  7. Funding allocation may be reviewed on a case-by-case basis, in order to evaluate project outcomes, assess the extent to which the funding achieved Council’s strategic objectives, and ensure the DCC grants programme continues to reflect community needs and expectations. In reviewing funding, Council shall apply a robust project evaluation framework including an annual audit of up to 10% of all funding recipients as well as an economic impact assessment of major events.

4.5 Recognition of DCC grants funding:

  1. All funding recipients are required to acknowledge publicly the receipt of DCC grants funding (including significant rates relief), by at a minimum one of the following methods:
  • Acknowledgment in the Annual Report (mandatory for all grants)
  • Acknowledgment on publicity material, including use of the DCC logo (mandatory for all grants)
  • Acknowledgment by plaque or signage on equipment, building or vehicles where significant amounts of funding have been allocated
  • Acknowledgment at events through the use of DCC flags, banners, posters and/or logos, where appropriate.

4.6 Review of the policy:

The DCC Grants Policy shall be reviewed at a minimum every three years, in conjunction with the Council Long Term Plan / Annual Plan process.

This policy should be read in conjunction with:

  • DCC Grants Management Standard Operating Procedures
  • DCC Committee Structure and Delegations Manual
  • DCC Conflict of Interest Policy
  • DCC Gifts and Hospitality Policy.

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