Completing the Form

Information to assist you in completing the Form

The MOST important thing that any group can do to help itself is to complete the application fully. It is therefore essential that you return the form, fully completed, ensuring that no areas are left blank, and that the information requested is provided in the allotted space.

(Do not say "see attached" for any section.) You are welcome to attach any supplementary information, but please make sure you attach all the required information. (A checklist is included for your convenience.)

Faxed information will not be accepted.

• Question 1 – Registered Name
  This should be the name indicated on your Certificate of Incorporation. Always use exactly the same title for every application made to the Trust. (We suggest you keep a copy of any application made so the same title can be used for future applications.)
   
• Questions 2 - 5
  Self explanatory.
   
• Question 6 – Bank Account
  Please state full number of this bank account and holders name.
   
• Question 7 – Elected Officers
  Please complete as fully as possible.
   
• Question 8 – Aims & Objectives
  What is the aim or objective of the organisation? State it as completely and clearly as possible in one sentence. It is often a mission statement for the organisation. Donations must be used by an organisation to assist them in achieving their aims and objectives and for the project stated in this application.
   
• Question 9 – Area or District your organisation serves
  Self explanatory – please complete fully.
   
• Question 10 – Number of People
  (a) Indicate how many paid staff and how many volunteers in your organisation.
  (b) Applicants should properly assess the exact number that will benefit from the proposed project and not just the total number of people who can participate, or the number of potential individuals or clients. Please be specific about the number of people that will directly benefit from the project. It may not be your entire organisation or the community.

• Question 11 b) – Project Title
  Concisely state the exact project for which you are seeking funding. Ensure there is enough detail to fully describe the project you are planning. Include such details as size, how much, how long, how many, numbers attending etc. If an association or large group is submitting on behalf of several sub-groups, indicate sub-groups’ projects and costs.
   
• Question 12a) & b) – Project Costs and Funding
  This section has two distinct parts. The left-hand column asks for the full costs of the project, broken down into individual items. Project items should be listed and costed out. The total cost of the project should be indicated at the bottom of the column. The right hand column is your plan for financing the project. List all sources of funding. You should include the amount requested from the Canterbury Community Trust in this column. The total amount of funding from Number 13 should be indicated on either the "confirmed" or "requested" lines of Number 12. Note that the Total Cost of the project must equal the Total Funding of the Project.
   
• Question 13 – Funding Assistance from Other Organisations
  If you are applying to other organisations for funding assistance, please complete the next few lines. List funding sources for the project, the amount requested and the amount confirmed. The total confirmed and total requested should be the same figures indicated in the "Intentions for Financing" column in Number 12 above.
   
• Question 14 – Previous Funding from The Canterbury Community Trust
  We are interested in your donation history. Prior funding from the Trust does not prejudice an application.
   
• Question 15 – Describe your Organisation
  How is your group organised? How many committees work within your group? Are the main coordinators paid or volunteers? Are AGM's held routinely and on time? What kind of user/participant volunteer time is available? Do you hold regular meetings? If there is a commercial entity, please provide financial statements and describe the relationship between yourselves and that entity.
   
• Question 16 – Benefit to the Community
  How does your project fulfil a recognised need in the community? Describe how effective your organisation has been in fulfilling this need. If the project was not funded, would there be a sense of loss or detriment that is not covered by other groups? How does this project make a positive impact in the community? Does it focus on long-term benefits or on preventative measures etc?
   
• Question 17 – Staff Salaries
  The Canterbury Community Trust will consider staff salaries, but we are concerned about the issue of dependence. What is your plan for future funding? If the Trust does not supply funding, what will happen? How has your group attempted to achieve self-reliance? Is the Trust the only supplier of staff salaries? (Funding for one year does not make staff funding automatic in following years).
   
• Question 18 – Expected Outcomes
  How do you measure your results? After the completion of this project, what outcomes will be produced? What are your measures of effectiveness?
   
• Question 19 – Fund Raising Effort to date
  Describe some of the methods you have used for fund raising. It is expected that all groups should have done some fund raising towards the specific project for which this application is being made. If you request is for an initial "kick-start" how will your group reach your total fund-raising goal?
   
• Question 20 – Similar Groups
  Please list other groups that deal with a similar aim in the same generic area as your own group. (eg crime, pregnancy, youth aid, music etc) Tell us how your group is different or unique.

• Question 21 – Past Track Record
  Indicate past successful outcomes and past achievements you have accomplished in the last 3 years, eg: people trained, events held, clients completing programme, capital projects completed etc.
   
• Question 22 – Financial summary
  Financial information about your organisation or association is important to the decision making process. Refer to your most recent audited annual financial statements. Indicate the year you are reporting, Total Revenue, Total Expenses and Net Income or Loss. If you have recorded a loss you must state why and outline your remedy. If there is a net income, state if any of these funds can be used towards the project.
  • Net Assets
    Cash at the bank, investments and accounts receivable are also indicated on the audited financial statement. An amount for other capital assets should also be included. The total net assets should reflect all assets available to the organisation.
     
• Question 23 – Financial Snapshot
  We are asking for your written assessment of where you stand financially. We are not seeking an accountant’s statement or disclaimer. We want to know if you think you are in good shape or bad shape and why. What relevance does your current financial state have to your application? Has your financial position changed since the completion of your annual accounts?
   
• Question 24 – Proposed Budget Revenue
  We are looking for detail on the total current fiscal year’s revenue budget. We are also interested in the budget plan for the next two years. Please include the main sources of funding. Indicate which organisations you are expecting funding from, and how much is expected for this year. Then indicate the revenue expected for the next two years.
   
• Question 25 – Proposed Budget Expenditures
  We are also looking for detail on the total current expenditure budget for this fiscal year. We would like to see the budgeted expenditure for the next two years. Please include the main areas of expenditure.
   
• Question 26 – Financial Systems
  Do you have the following: An appointed treasurer; a properly maintained cashbook; a wages book (where appropriate); cheques signed by two signatories; all payments listed in the group’s minutes etc. Please describe your group’s financial control systems.
   
• Question 27 – Internal Audit Functions
  How do you audit your funds? What is your method for correcting discrepancies? How could we verify that the donation was used properly?
   
• Question 28 – Checklist
  A checklist is provided for your convenience. Please tick off the items you are including. The required items are indicated. The Chairperson’s Report is that report given by the Chairperson or Principal at the AGM. (Certificates of Incorporation from schools/churches are not required.) If these items are not submitted, the application will be returned for resubmission. Your accounts should be audited by a member of the Institute of Accountants of New Zealand.
   
• Question 29 – Current Tax Status
  Please ensure you tick one of the boxes in this section.
   
• Question 30 – Optional Attachments
  These are suggested additional attachments, however, you may choose not to submit anything.
   
• Question 31 – Signature
  The application must be signed by an officeholder within the organisation.  The signature should be legible and the position of the person should be indicated.