The Funding Guide
A Guide to Accessing Funding for Your Club or
Association
Cliff Freeman
Badminton
Ph 09-529-2800 email
Introduction
This booklet takes you step by step through the basics needed to make a successful funding application from community gaming trusts.
Why make a funding
application?
Charitable trusts are required to put money back into the community from the area that the gaming machines are located. So if you do not apply for that money it will go to other sports such as basketball, rugby, cricket, touch rugby etc.
Funding can:
1) Help reduce your subscription costs for each member
2) Help you provide support to those doing the routine running of the organisation
3) Improve the quality of shuttles you are using
4) Give you a sense of independence and control
5) Free up funds or development should you choose to now or in future. Even if your current committee does not see the benefit should you deprive future committees the right to choose by turning down funding that could help give you more financial security?
6) Help you grow, start up junior clubs, fund personal training and development, fund coaching development, fund a trip to a tournament for senior or junior players, pay your Badminton NZ or association membership fees so you can get extra benefits for free.
Getting to know the trust
you are applying to:
Each trust has it’s own rules and principles that it follows. It is important to know these rules when making the application and to get the application details right first time.
Fortunately alot of the rules are common and are listed in this booklet. However there are subtle differences between funding trusts and it is critical that you know these when making the application.
When making an application ensure that you check the form carefully and read the application rules. If unsure of anything contact either your local representative at the association or the funding agency directly.
Getting the application right first time gives you a
much better chance of success than if the agency has to contact you and ask for
corrections.
A Step by Step Guide to
Making an Application
Step 1) Know what funding
you need for the year.
Make a list of ideas of what your costs are for the year or for a particular project. Some trusts only allow you to make one or two applications per year so work out what you need the most.
Did you know that you can usually apply for:
1) Shuttles
2) Affiliation fees – with some trusts only eg Pub Charity / Oxford Trust / South Auckland Trust
3) Court Hire
4) Travel and accommodation – if for a project such as training volunteers, taking teams to tournaments
5) T shirts for interclub teams
6) Interclub entry fees
7) Uniforms for teams
8) Racquets or restringing of racquets
9) Photocopying of posters for promotion or the provision of membership information packs
You can often raise $1000 to $5000 a year per club
GET in EARLY
– Most applications take 8 to 12 weeks so get in at least 3 months out if you can and 6 months if the trust will allow it.
Step 2) Make a budget
Write down the income and expenditure for your application – examples of some are shown at the back of this document.
Make sure you show some income as the trusts expect you to be making some contribution to your own costs.
Step 3) Check out the
local trusts in your area
The more pubs there are locally the more money they will put into the region. Find out as much as you can about each trust from their application forms– useful website is www.dia.govt.nz – then click on “Community Grant Schemes” highlighted in orange then “Funding for Community Groups” Scroll down to the NZ map and click on your area.
How to gauge the trust
1) The more pubs it has in your region the more funding it will provide - so one with 2 pubs will probably have twice the funding available than those with 1
2) Trusts will list what they fund – some will fund equipment, affiliation fees others will not
3) Some trusts will require more work or may require that you be incorporated – account for this when selecting the trust you want to use
4) You may have applied to that trust in the past and it may have a stand down period – check this
5) Some trusts may require 3 quotes not 2 which may take extra time and influence which one you want to go with
6) Some trusts will not have a problem with you approaching more than one trust for the same application others will – call to check
7) Check the next application meeting date and the date approval of funding is likely – call up if necessary to ensure it matches with your project deadline.
Step 4) Get an application
form
When you have selected a trust you need to get hold of their application form. If you do not have a current one this can be done by:
1) Writing to them with a self addressed return envelope – can take 2 to 4 weeks to get a reply
2) Visiting the pub which is listed as supplying their forms
3) Call them to see if they have a website where you can copy the form or if they can fax you a form (less common)
Step 5) Fill in the
form
Common things required are:
· Contact name, addresses, phone numbers
· Reason for application – eg how will it help the community and your club / association
· Cost breakdown – cop of the budget
· Signature of your secretary giving consent for the trust to audit you if need be – this is a safety requirement for the trust should the money be misused
· Bank account details – so the money can be direct credited to your account if approved
Step 6) Attach extra items
These are required to complete the application and asked for
in the form:
Examples of some of these are in the back of this document and are typically
· Letter of resolution from the committee approving the application and stating the amount applied for. (If you have a letterhead use it).
· A description of the project – your chance to show the benefit of the project and that it matches the focus of the trust. For example Pub Charity is a huge supporter of grass roots development so emphasizing any impact the funds will have on the community and growing the sport is important.
· Copy of your last year’s financial accounts – most require these to be audited, call to check this first if unsure.
· A letter confirming you are affiliated to a regional or national body on their letterhead– eg Canterbury Badminton Association or if an association – Badminton NZ. When doing this the association may also be willing depending on the size of the project to write a letter of support for your application.
· A copy of your bank deposit slip
Step 7) Getting Quotes
This is important as the trusts want proof that you have looked at more than one funding option and are not going for the most expensive option. Most require at least two quotes but the odd one – e.g. Southern Trust require at least 3 quotes from different organizations for each item.
The quickest way to get these is to ring round and get people to fax or mail you a quote. This can take only a few hours but is important.
How the quotes should be laid out - the quotes should have the following:
1) A date at the top of the quotation
2) They must be current – the date of the quote must be within the period required by the funding agency – usually within 8 to 12 weeks of the date of the application submission
3) Addressed to the organization making the application
4) On official letterhead of the organization making the quote
5) As much detail as possible of what the quote is for – eg 12 polo shirts, 15 shorts, 15 tracksuits etc with the total cost
6) Should be either inclusive of GST or have the GST component clearly listed
7) Do not use emailed or website based quotes
When One Quote is allowed:
In rare circumstances there is only one supplier in a region
for a particular quote. Eg if you are
applying for affiliation fees to an association there is obviously only one
association that you can affiliate to so you would only require one quote for
this and would mention in an accompanying letter that they are the sole
supplier or provider or association for that region.
Using Supplier that did not submit Quotes in the
Application:
If you find a cheaper supplier or an equivalent priced supplier after receiving the funding check with the funding agency whether it is ok to use them. Usually they will approve it but it pays to check rather than have a problem later which could lead you having to return funds already spent.
Step 8) Double check: The checklist and ring the trust if you are unsure in any way. You want to make sure the application passes the initial checks and avoid any reason for it to be rejected or delayed.
Step 9) Post the
application!!!
Step 10) When you Receive
Funding
Make sure you get receipts for all expenditure and complete a summary of where the money has gone along with receipts for the funding agency. Return this with a thank you letter, you will be surprised how few trusts get thanked for the money they give out.
DO NOT SPEND MONEY
on NON APPROVED ITEMS
– if unsure about what
is covered contact the agency before spending otherwise they may ask for their
money back.
Membership Fees:
Here are some trusts that fund membership fees to Badminton NZ or to Associations. A good way to do this is to ensure clubs know that they can apply and make sure they apply for the fees the association is charging.
Trusts that fund these include:
Pub Charity
Community Grants – check may have recently changed their name
NZ Community Trust
Common reasons people give
for not making a funding application and another view on those reasons:
1)
We don’t have financial accounts it takes time, money and effort to
have them audited
The cost of having financial accounts should not be large and they can also be audited for a small cost. In some cases you can even apply for the auditing costs. Having this opens up a huge amount of money that you can access for your club - $1000 to $5000 a year that is currently going to other sports.
2)
It takes too long.
Once set up it should only take 10 to 20 hours to complete an application. This can be split up among 2 or 3 people. Even being conservative and this will raise you $2000 which is $100 per hour – a much better rate and easier way to raise money than doing sausage sizzles or stock takes.
3)It’s too complicated.
All together it can seem complex but broken down step by step and with the examples shown here a lot of it is merely copying down information you already have available and getting some signatures. The most complex part can be the quotes but for most projects this is straight forward.
3)
We don’t know how.
The association – if a club - or Badminton NZ are all sources of support for completing funding applications and will help you get started and become more independent and skilled in making applications which can transform your club.
Examples of Extra Items
for the Application
Resolution Letter – for an
application made on 6th April – on letter head if you have it.
To Whom it may concern
The Imaginary Badminton Club Committee made the following resolution
on
That a request be made to Pub Charity for funding towards the costs of shuttles and court hire for the 2004 year to the total of $3000.
I certify that the above is a true and correct copy of a resolution of the Committee of the Imaginary Badminton Club
Kind regards
Signature
John Smith
Secretary
Imaginary Badminton Club
Confirmation Letter and
Support
The Grants Application Manager
Pub Charity Inc
Dear Grants Application Manager
Interclub
Funding Application
I am writing to support the application of one our member clubs for funding assistance for their interclub teams for the season of 2004.
I can confirm that the club is an affiliated member of the Imaginary Badminton association.
The Association runs interclub competitions as a way of increasing the participation of the community in the sport and as a showcase of local talent to the community. It provides a setting in which we can develop the skills of our region and identify talent for the future development.
It forms the base of selection for our representative teams and is a crucial feeder of talent into regional and national teams.
We are very supportive of the club in its efforts to grow participation in the sport from the local community and to enhance the skills of its members.
The club works very hard on developing the sport and support of it’s interclub teams will provide a much needed boost to their efforts to grow and develop.
Best Regards
signature
Mike Brown
Secretary
Imaginary Badminton Association
.
Explanation of the Project
The Grants Application Manager
Pub Charity Inc
Dear Grants Application Manager
Interclub
Funding Application
Project Outline
We are applying for funding assistance for ensuring our interclub teams can take part in the associations interclub competition for 2004.
We have 5 teams that we are keen to enter into the competition that consist of players ranging from 15 to 56.
The competition provides them with a valuable opportunity to advance their skills and allows us to promote the sport to the wider community.
Why we need your support:
Your assistance with funding for team t shirts and the entry fee for interclub will help the club ensure that the teams are well represented and able to enter the competition.
Uniform and pride are important components for the club’s goal in encouraging more players to take part in the sport and to develop their skills. It also serves to help promote the club to the wider community which is crucial in our plans to grow the club and encourage others in the community to take part in the sport.
Team Entry and Clothing Details
Each of our 5 team consists of 6 players – 3 men and 3 women giving a total of 30 shirts.
The entry fee for each team is paid to the local association, this charge is $25 per team per game giving a total of $500 for the year.
Helping the Community
Our club is currently involved in promoting the sport to the local community. Part of this promotion is the emphasis on the social and health benefits of taking part in healthy competition against other clubs in the region.
This forms a very important motivator for many in the community to get involved in clubs and in sport.
By supporting our application you will be:
1) Providing a way to promote the sport to the local community through the t shirts the teams wear
2) Ensure that the teams look smart and attractive so that those who have not yet played the sport are encouraged to take part
3) Help provide a sense of pride to those that have committed to their sport and are taking part in interclub
4) Help us encourage club members to take part in competition and to enhance their skills and encourage their friends and family to get involved in the sport and administering the club.
In summary the ability to walk out on the court with pride and take part in meaningful competition will help develop the strength of young talented players in our community as well as inspire players of all ages and levels in the community they represent. If you have any questions regarding this letter or the application please don’t hesitate to contact me.
Yours sincerely
signature
John Smith
Secretary
Imaginary Badminton Club
Ph / Fax / email details / postal details