Grant Writing Workshop
Scouts Australia NSW
Commissioners’ Conference
Baden-Powell Scout Centre
February 13, 2010
Presented by Jennifer Hamman
Who are the grant makers?
• Philanthropic Trusts &
Foundations
The Ian Potter Foundation
The Shane Warne Foundation
• Corporate Trusts &
Foundations
The Westpac Foundation
The Sony Foundation
• Government Departments
The NSW Department of Sport &
Recreation Participation Grants
FaHCSIA Volunteer Grants
• Clubs NSW CDSE
Community Development Support
Expenditure (www.clubsnsw.com.au)
• Service Clubs
Rotary Australia (www.rotary.com.au)
Lions Australia (www.lionsclubs.org.au)
• Corporate In-Kind
Woolworths
Coles
Caltex
• Local Councils
Where can we find grants?
• Community Builders
www.communitybuilders.nsw.gov.au
All types
Free
• OurCommunity
www.ourcommunity.com.au
All types
$55/year for access to Easy Grants database
and monthly newsletter
• GrantsLINK
www.grantslink.gov.au
Federal and State Government
• FundSeeker
www.fundseeker.com.au
Online magazine $25/year membership fee
Some free resources
• Scouts Australia NSW
www.nsw.scouts.com.au
Grants for Groups page
Newsletters
• Local Council Web Sites
Example: www.wyong.nsw.gov.au
Community page
• State & Federal Government
Department Web Sites
Example: www.dsr.nsw.gov.au
Grants page
• Corporate Web Sites
Example: www.woolworths.com.au
Community Grants page
Which grants do we apply for?
• Read criteria and guidelines thoroughly.
• Find out if you have previously received funding from the grant
maker as there may be restrictions on subsequent funding.
• Check deadlines including methods of submission (i.e. post or
email).
• Verify that you can provide all requested material (i.e. letters of
support, building quotes, research data).
• Find a match between a project/activity you need funds for and
the funding criteria of the grant.
• If you are unsure about any of the above, contact the grant
making organisation and verify your eligibility.
What basic information do we need?
●
Organisation
Scouts Australia NSW
Level 1, Quad 3, 102 Bennelong Parkway
Sydney Olympic Park NSW 2127
PO Box 125
Lidcombe NSW 1258
Phone: 02 9735 9000
Fax: 02 9735 9007
Web address: www.nsw.scouts.com.au
●
●

Proof of Deductible Gift Recipient (DGR)
Status
Certificate is available on the Scouts NSW web site.
Contact Information
Your local Group or Group Leader’s details.

Annual Review
Hard copies can be obtained from Scouts NSW Head Office.
Electronic submissions may ask for the document to be
attached or for a link to the document on the Scouts
NSW web
site.

Most Recent Financial Report
Hard and electronic copies can be obtained from Scouts NSW
head office.
Proof of Incorporation
Scouts Australia NSW was incorporated by an Act of
Parliament in 1928. Scouts Australia NSW has NO
Incorporation Number. A copy of the Act of
Incorporation is
available from Scouts NSW head
office.
Proof of Tax Concession Charity (TCC)
Status
Certificate is available on the Scouts NSW web site.
ABN
42 460 434 054
ABR registered name: SCOUT ASSOC OF AUST
NSW
BRANCH
●


Letters of Support
Templates for letters of support from Local MP’s and others
are available on the Scouts NSW web site.

Signatures for Declarations
Some grants require the signature of the CEO of the
Organisation.
What do these terms mean?

“Organisation”
Scouts Australia NSW will always be the “applicant” or
“organisation” as it is the legal entity. Any
questions
about “the organisation” should
be answered in terms of Scouts NSW.



“Project”

“Aims” & “Objectives”
These two terms are often interchangeable and refer to the
effects you believe your project will have on the target
group. They can be expressed as broad projections
about what you hope to achieve by conducting your
project. For example: The project aims to inspire a
lifelong interest in kayaking and other paddle sports
amongst our youth members and volunteers.
In every case, the “project” will be your Scout Group
and the activity you are seeking funding for.
For
example: The ABC Scout Group Water
Activities
Program. Every project has a
start and end date, even
if it is an ongoing
program.

“Target Group”

The “target group” refers to the group or groups that
will benefit from your project. In Scouting, it
could be your youth members, your volunteers, another
community group, the community in general, or
all of
those things.
This refers to any contribution to the project that is not cash
such as volunteer labour hours, equipment, services, or
other resources. An In-kind contribution can be made by
your organisation or a funding body, and should always
be noted in the budget as both as expense and an
income item.
“Partners”
For most applications, the term “partners” refers to
other organisations that will be responsible for
one or more aspects of the planning and/or delivery of
your
project. Groups or individuals you have only
consulted
with in planning the project are
not considered
partners.
“Outcomes”
Outcomes are concrete, often quantifiable results that you will
be able to document or measure at the end of the
project. For example: Six volunteers and 20 youth will
receive advanced kayak training.

“In-kind”
“Project Plan”
A project plan can be as simple as a bullet pointed list but
must be organised in chronological order. A good
project plan includes a list of all major activities that will
take place in the planning, delivery, and wrap up of the
project, and the date when each will be completed.
How do we build the budget?
 Expenses
 Income

List all of the expenses of the project with as much detail
as possible.

List all of your sources of cash income for the project
including future fundraising and other grants received for
the project.

Calculate how many volunteer hours will be involved in
planning, delivering, and evaluating the project.

Match income sources with expenses where applicable.

Your group’s contribution will be in volunteer labour
hours, so list the amount calculated as “in-kind” support.

Some applications will ask you if you have requested
funding from any other source in relation to the project,
so be prepared to list any outstanding applications.

Choose an expense to match with the income you will
potentially receive from the grant maker. For example:
Your Water Activities Program will cost $50,000 in total
and you are asking for $5,000 from the grant maker.
Find an itemised expense/s that equal $5,000 and match
them. Grant makers like to know specifically what their
money is going toward, rather than just to the project in
general.

Total your income and check to make sure it equals your
expenses. A budget with a surplus or deficit will
guarantee that your application is unsuccessful.

Multiply the number of volunteer hours by $20. This
reflects how much labour is required to deliver the
project. This should be listed as an expense.

Try to be as accurate as possible when calculating
expenses, at least to the nearest whole dollar.

Procure quotes on items you intend to purchase and list
them with their specific brand, make or model.

If the total project cost is over $100,000 and not
exclusively infrastructure related, include the cost of an
evaluation.

Total your expenses and decide how much you will be
requesting. It is strongly suggested that you ask for no
more than 50% of the total project cost, ideally, no more
than 30%, and not the maximum request amount.
Simple Budget Table
Budget Item
CDSE
Salaries (specify position):
In-kind Volunteer labour 200 hours @ $20/hr
Fees (specify – egg, sessional staff, tutors etc):
Kayak instruction to certify 6 adult volunteers
4,000
3,200
Administration:
Research and interview potential instructors
500
3,000
Program costs (including telephone, stationery, postage, audit,
promotion):
Fuel and vehicle maintenance costs for travel to activity locations

Capital equipment:
5 new kayaks, 1 used trailer

Rent

Other (please specify):
Food for day and overnight trips
Total funds
Other funding
sources
3,200
5,000
N/A
2,500
15,000
Balanced Budget Table
EXPENDITURE
Item
INCOME
Cost ($)
Source
($) Amount
5 new 2-man kayaks
1 used trailer
5,000
Sony Foundation
5,000
Kayak instruction for
6 adult volunteers
3,200
CDSE Grants
3,200
500
ABC Scout Group
500
Fuel and vehicle
maintenance costs for
travel
to activity locations
3,000
ABC Scout Group
3,000
Food for excursions
2,500
ABC Scout Group
2,500
Volunteer labour
(200 hrs @ $20/hr)
4,000
ABC Scout Group
4,000
TOTAL
18,200
Research and interview
potential kayak instructors
18,200
Top Ten Tips to Remember
1. Read all guidelines and
requirements thoroughly.
2. Complete every item on the
application and provide every
document requested.
3. Do not re-format the application or
attach materials not specifically
requested.
6. Do not recycle past applications.
7. Include a cover letter on Scouts
NSW letterhead with all hard copy
applications.
8. Have someone proof read your
application before sending.
9. Ensure the application arrives on
time.
4. Make sure your budget is balanced.
5. Do not request more than 50% of
the total project cost or the
maximum amount of the grant.
10. If you have questions about the
application or difficulty with the form,
contact the grant maker and ask for
their advice or assistance.