Who Is Eligible For Funding?
We accept applications from formally constituted, not conducted for profit organisations serving one or more Bay of Plenty Communities.
The following entity types are formally constituted organisations:
- Charitable Trust
- Incorporated Society
- Limited Liability Company with Charitable Status
We do not accept applications from individuals or informal organisations (with the exception being our Scholarships)
The work the organisation does needs to align with at least one of our nine Outcomes.
Organisations will need to provide a budget, verification of their bank account and their last years financial accounts to be eligible to apply (organisations under one year old do not have to provide financials.)
What Types Of Costs Are Eligible?
We support operating costs and/or project costs
Operating cost grants are available to support the operating and administration costs of generally health, social and community development organisations. This may include operating costs for programmes for these types of organisations, and can include salaries or a salary component, plus general overheads of rent, power, phone and administration costs etc.
Project cost grants are available to assist with funding one-off community projects, events, assets or programmes, within the ability of our Trust funds.
For both operating and project costs, The Trust not usually support applications in excess of 50% of the total cost (exceptions can be made for the Communities Amenities Fund and Strategic Partnership Funding.) Applicant organisations are encouraged to have the balance in hand (or at least applications filed with other funders) before applying.
What Types Of Costs Aren’t Covered?
Applicable to all grants unless stated otherwise:
a) The Trust will not generally fund Funders;
b) The Trust will not accept:
- Applications from individuals (except for scholarships), informal organisations; or for political purposes;
- Applications for travel, accommodation or uniforms;
- Applications to build endowments (i.e. to build capital bases);
- Applications for the repayment of debt;
- Retrospective applications (i.e. lodged after the event);
- Applications for projects or activities that support the spiritual activity of religious organisations.
The Trust funds organisations that are not conducted for profit, where ownership is not held by an individual and where any surpluses do not accrue to an individual;
The Trust will not usually consider:
- Applications where the funds will be passed on to another organisation or organisations except where they meet the ‘umbrella’ requirements;
- Applications for costs/projects that are deemed to be the primary (over 80% funded) responsibility of local, regional or central government;
- Projects where at least 50% of the funding requirements are not being met by other parties (exceptions for Srategic Partnership Funding and Community Amenities Fund and for applications that are Innovative as determined on a case by case basis after discussions with Trust staff);
- More than one application from any organisation within a 12-month period, but flexibility may be allowed for in the following circumstances decided by staff on a case by case basis:
- Organisations applying for SPF or the Community Amenities Fund where their application is for a separately identifiable project and/or is clearly innovative outside of general operating costs/business as usual;
- Organisations that have multiple activities or programmes that are clearly distinguishable, or cover more than one BOP sub region, with separate cost centres and income streams.
- Projects or activities outside of our area
General Practices – how and who BayTrust will work with
All applicants who do not align with BayTrust’s Outcomes and their priorities will be advised to first contact BayTrust staff prior to submitting a grant request.
- All applicants who do not clearly align with BayTrust’s Outcomes and their priorities will be advised to first contact BayTrust staff prior to submitting a grant request.
- Community Support applications up to $15,000 will be considered monthly;
- Community Impact applications over $15,000 and less than $100,000 will be considered quarterly;
- Community Amenities Fund applications for grants over $100,000 will be considered on an annual basis;
- Strategic Partnership Funding applications for grants over $100,000 will be considered on a quarterly basis.
Bay Brighter Future Funding applications with the delegated authority budget will be considered at the quarterly joint committee meetings, with applications over this threshold to be considered at BayTrust’s quarterly grant meetings.
- will be considered on a case by case basis for Community Impact and Strategic Partnership Funding applicants;
- Payments will be made annually subject to review;
- Subsequent year’s grants will be paid out on receipt of a satisfactory audit/accountability form, budget for next financial year and evaluation report (where applicable).
- The Trust will accept applications from a groacting as an “umbrella” for a collaborative project or an informal or un-constituted organisation, without this affecting the 12-month timing rule for the umbrella organisation. The application will be processed under the name of the umbrella organisation, with accountability for the grant being the responsibility of the umbrella organisation.
- The financial position of organisations applying for support must be considered, and a judgement will be made as to the level of Cash Reserves (generally the equivalent of six months operating costs) needed to adequately protect the organisation.
- Cash Reserves are defined as the organisation’s current assets minus current liabilities plus any non-current term deposits/savings (which may include funds held on behalf of the organisation by another entity) as provided in the organisations latest set of financial statements. Those orgnisations with Cash Reserves over this level will be given lower priority for funding.
Insolvent organisations and organisations with Negative Cash Reserves
- Due to the risk that any grant may not be used to provide services in the future, but used to cover past losses, BayTrust will generally not provide funding to organisations who are Insolvent, that is where their liabilities exceed their assets or where they have negative Cash Reserves.
- Organisations applying to the Trust who are in this position, will need to demonstrate how they are going to remedy this situation without the use of BayTrust grants before being eligible for funding.
The community impact of ogranisations applying for support will be considered with those organisations with limited community impact (for example they only benefit a few people in the community) being given lower priority for funding.
All applicants will be required to submit Financial Statements that comply with the accounting standards applicable to them set by the External Reporting Board (XRB) – the Not-for-Profit Public-Benefit-Entities (NFP PBE) Standards.
Audit or Review of Financial Accounts
While BayTrust does not require an organisation to have their financial accounts audited or reviewed, it does require that organisations comply with both their deed and the Charities Act 2005.
One application per organisation per year.
Under certain circumstances organisations may be permitted to have more than one application considered within a 12-month period:
- Organisations applying to the Strategic Partnership Fund or the Community Amenities Fund where their application is for a separately identifiable project and is clearly innovative outside of general operating costs/business as usual;
- Organisations that have multiple activities or programmes that are clearly distinguishable, or cover more than one region, with separate cost centres and income streams.
An organisation considering a further application will need to discuss their case with staff in the first instance.
Accountability of Grants
Organisations that receive grants are asked to verify within twelve months, that the funds have been spent for the purposes specified in the approval;
- Recipients of grants over $15,000 will also be required to complete an accountability and impact assessment form. Completion of the form is mandatory and no further payments will be released until the form is submitted;
- Where the grant is for Project Costs, copies of invoices for individual items over $5,000 are required ($20,000 for Strategic Partnership and Community Amenities Fund grants);
- For Operating Costs evidence from the organisation's accounting system or Annual Financial Statements.