AUSPICING
If you are a Sole Trader or your group is not incorporated, you will need to be ‘auspiced’ by an Incorporated partner group that has an ABN in order to be paid.
Council cannot pay Sole Traders. An auspice can enter into an agreement to receive the grant funds then pass it on to you.
WHAT IS AN INCORPORATED ORGANISATION?
An incorporated organisation, or incorporated association, is incorporated in a state or territory under that jurisdiction’s laws. Incorporation establishes it as a not-for-profit legal entity separate from its individual members. You can recognise an incorporated association by the word ‘Incorporated’ or the abbreviation ‘Inc.’ after its name.
An incorporated organisation must meet the requirements and regulations of the state or territory in which it is incorporated. More information about incorporated organisations can be found on the Consumer Affairs Victoria website.
WHAT DOES THE AUSPICE ORGANISATION DO?
The auspice organisation is responsible for ensuring that the grant funds are utilised as outlined in the formal ‘Sponsorship Agreement’. This includes:
- receiving, banking, managing and administering the grant funds
- ensuring that the applicant uses the funding on time
- making sure the money is accounted for (acquitted)
- signing the acquittal form.
An auspice organisation may also provide additional support and/or request additional involvement, such as:
- providing insurance for the project
- acting as a mentor for the successful applicant
- monitoring project progress
- administering a fee for auspice services, negotiated between you and the organisation.
WHAT AUSPICE ARRANGEMENTS ARE REQUIRED FOR A GRANT APPLICATION?
As part of the grant application, you are required to provide the auspice organisation’s contact information, financial documents, evidence that they are an appropriate legal entity (such as their Certificate of Incorporation), and an Auspice Agreement Form.
It is important to spend time with the auspice organisation so that they understand your proposed project and you both agree with the auspice arrangement. Once a written Auspice Agreement Form has been obtained and signed, you must provide a copy as part of the application.
WHAT IF AN AUSPICE AGREEMENT IS NOT RECEIVED IN TIME?
Preferably, we would like applicants to have finalised their auspice agreements prior to submitting their applications. However, if for some reason the final agreement has not been received prior to submission, a one-week extension to submit your agreement can be granted. After this time, pre-eligibility checks of applications will commence. If you require this
extension, please include in your grant application all correspondence had with your auspice organisation and advise that the agreement will be provided within the week. It is the applicant’s responsibility to submit this agreement via email to placemaking@stonnington.vic.gov.au.