Grants for your Scout Group - Example Projects

Grants for your Scout Group - Example Projects

The following advice applies to all grant funding opportunities and will help you with the application process by providing examples from previously successful grant projects. We recommend you read this advice in advance of commencing a grant funded project to maximise your chances of success. For further details refer to the Scouts Queensland Website Grants Homepage.
Plan your Project
This is the most important step because without good planning your project is unlikely to be approved for funding.
  1. What do you want to do?
  2. Why do you want to do it?
  3. What will you achieve / benefits?
  4. How much will it cost?
  5. Where are you going to source funding?
  6. Who will manage the project?
  7. How long will it take?
  8. Who do you need to consult?
  9. Are we eligible to apply for grant funding?
For building, facilities and grounds related projects you will be required to complete an F14A Building Approval Form.  For advice regarding the building approval process please contact the Facilities Team: facilities@scoutsqld.com.au

The F14A Building Approval Form requires the following information:
  1. Applicant Information - Formation / District / Region / Contact Name / Email and Phone
  2. Description of the Proposed Project - Title / Description / Location
  3. Land - Is the site Freehold or Lease or Trust / Do you have approval from the land owner? (attach) / Name of local Council
  4. Explain the need for the project
  5. Plans - plans and specifications (attach)
  6. Costs - how must will the project cost and provide quotes (attach)
  7. Project Funding - how with the project be funded? grant / group funds, if so, provide a bank statement as evidence of group funds (attach)
  8. Eligibility Check - Formation must have completed the latest Finance Return and Property Return
  9. Formation Signatures - form to be signed by Chair / Secretary and Formation Leader
  10. District Endorsement - District Commissioner to complete this section
  11. Region Endorsement - Region Commissioner to complete this section
  12. Branch Support Office - Facilities Team will arrange for the General Manager and Chief Commissioner to complete this section
  13. Checklist - Check you have attached all the required documents set out in the checklist

An example of a completed F14A Building Approval Form is attached
Only once the F14A has been approved can the project move to the next stage of sourcing grant funding.




An example of quotes and approvals for an equipment grant are attached
Only once the application is approved can the project move to the next stage of sourcing grant funding.


Seek Approvals
For building, facilities and grounds projects, approvals are confirmed through the F14A process above.
For services, equipment and training projects forward details of the project the Grants Officer with copies of your quotes and email approvals from your District and Region Commissioners (sample attached)
*Note: expressions of interest for grant funding must follow the same process as a grant application and should not be submitted without prior approval*

Identify Suitable Grant Funds
Once you have your project plan, project budget, quotes and approvals you will be ready to apply for grant funding when the right grant fund opens for your project objectives and outcomes.

Find a grant program that fits – take time to understand the Fund Providers own vision and objectives, the money is made available to serve a purpose — you will need to demonstrate how your project will deliver their objectives so read the guidelines carefully.

Complete a Grant Application
Every grant fund has a different application form with different questions and requiring different supporting information. Once approved to proceed we recommend you login (using your Scouts email address and a simple password e.g. Scouts[postcode]), read the questions and answer those you can. Forward your login details to the Grants Officer who will then assist with any questions you find difficult and include any 'organisation' information and attachments required.

Do's and Don'ts:
  1. Don’t start by saying ‘We need money’!
  2. Do start with a statement summarising the project that you need to deliver for the benefit of the community.
  3. Don’t be too emotional with pleas for funding or suggest that the Group is struggling. 
  4. Do communicate a genuine need and emphasis the solution rather than the problem.
  5. Don’t waste time applying for grants where your Group or your project does not meet the Fund guidelines.
  6. Do follow the guidelines and align your application to the Funds objectives, state how your project will help deliver their mission.
  7. Don’t provide unnecessary attachments and lengthy explanations.
  8. Do keep it brief, informative and concise. The Assessor will be reviewing a lot of applications so make it easy for them to prioritise your application.
Note:
  1. When applying for grant funding all Scout Formations do so under the Auspice / Sponsorship of the legal entity, The Scout Association of Australia Queensland Branch Inc. Therefore, the applicant is 'The Scout Association of Australia Queensland Branch Inc - xxxxx Scout Group'.
  2. As the Auspice / Sponsor, Scouts Queensland may be required to provide a letter of support which is arranged through the Grants Officer.
  3. The ABN is that of the organisation as is the Certificate of Incorporation, Charity Status and Insurance all of which can be obtained from the Grants Officer.
  4. If asked to provide bank account details these should be for the Scouts Queensland bank account and not your Group bank details.  Successful grant funds will be held in individual accounts by Scouts Queensland and the GST will be accounted for on your behalf against tax invoices submitted for payment from grant funds.
  5. The person authorised to apply for grant funding on behalf of the organisation is the Chief Commissioner and they are the Approving / Authorised Officer for your application. The Grants Officer will liaise with the Chief Commissioner to obtain support for your grant applications.
If in doubt ask, contact the Grant Funds own Support Team, they are always happy to answer your questions as they would rather receive good quality, relevant applications.


Examples of different grant application forms are attached
Only once the application is approved by the Chief Commissioner can the grant be submitted.



Remember:
Draft your application first and share access with the Grants Officer who can provide guidance and feedback on content, also forward a copy of all the grant application documents; quotes and approvals (confirmation of your District and Region Commissioners' support.) to the Grants Officer prior to submission.

Grant Success and Funding Agreements / Project Delivery / Grant Acquittal and Audits
You will be advised on the outcome of your grant application and if successful a funding agreement or Deed may need to be completed. As the legal entity this is the responsibility of Scouts Queensland who are entering into the agreement with the Fund. Forward all correspondence to the Grants Officer who will complete this process and advise you when the funds are received, and when you can commence your project. Advice regarding how to expend the grant funds correctly and any acquittal or audit requirements will be provided when the grant is confirmed.

For facility related funding, you will be required to complete an F14B Building Approval Form with updated quotes from your preferred contractor.

Support:
The Scouts Queensland Grants Officer, Belinda Anderson, administers all Scouts Queensland Formation grants to ensure that we adhere to Fund, Government, and Scouting guidelines and legislation and she is here to assist you with your grant applications to maximise your chance of success. Contact:

Belinda Anderson - Grants Officer
07 3721 5734

The rules for grant applications are outlined in QBSI 6.5 Grants and further guidance regarding the processes, links and tips are available on the Scouts QLD Grants Homepage.  Formations eligible to apply for grant funding must have submitted the latest Finance and Property Returns and must not have any un-managed debt.