Detailed Funding Guidelines

The information below provides detailed information on specific donation policies adopted by the Otago Community Trust. If you have any questions regarding the below policies, please feel free to contact the Trust on 0800 10 12 40 or email: info@oct.org.nz 

Volunteer Fire Brigades

Assistance may be offered for projects which provide:

  • buildings or extensions that are not fully funded by Fire and Emergency New Zealand;
  • plant, equipment, gear and special protective clothing that is principally required not for firefighting, but for special emergencies such as vehicle accidents, flooding, natural disasters, search & rescue and the like.

Maintenance of Cemeteries & Urupâ

Assistance may be offered towards general maintenance and care of Cemeteries and Urupâ where control is vested in a properly constituted Trust established in terms of the Burial and Cremation Act 1964, or Te Ture Whenua Act 1993.

Assistance may only be offered to Cemeteries and Urupâ under the control a local authority towards the restoration or maintenance of graves, headstones, vaults etcwhich have historical or community significance. 

Assistance may be offered to cover travel costs where travel forms an integral part of providing a service or activity, especially related to volunteers. 

Travel 

The following types of travel may qualify for a donation:

  • Groups, who because of their rural location encounter greater travelling costs to participate in regular local activities;
  • Travel costs by volunteers whose principal service requires regular travel within the region;
  • Travel costs within the area or within New Zealand that is for the principle purpose of training or coaching;

The following examples of travel would not generally qualify:

  • Travel costs to reunions;
  • Travel costs to conferences or seminars unless there is a major element that relates to training or coaching
  • International travel
  • Travel costs to attend sports events.

Service Clubs 

Assistance may be provided to projects undertaken by service clubs where the project:

  • lacks a sponsor or promoter and
  • there is a clear community benefit

Where the project benefits an organisation able to apply to the Trust, then the Trust would expect that organisation to apply directly for funding. 

Motor Vehicles 

Assistance may be offered to organisations for the purchase of a passenger vehicle or a specially modified vehicle where a community need for such a purchase can be demonstrated.

The application would need to show that:

  • The annual usage was high enough to make ownership the most economical option, versus rental, taxis, reimbursing members use of private vehicles, leasing etc;
  • The vehicle was required for service delivery, e.g. transporting clients rather than for core administrative purposes.

Ownership of the vehicle should be registered in the name of the applicant organisation.

Education 

Early Childhood Education Centres 

Applicants must either be a registered Charity or an Incorporated Society and be licensed or certificated by the Ministry of Education.

Assistance may be provided for the following purposes:

  • Entity establishment costs
  • Building extensions or upgrading
  • Playground improvements
  • Education resources
  • Furniture and fittings
  • Technology for teaching (not administration)

Schools

All Schools must be registered as a state or integrated school.

Assistance may be provided for the following purposes:

  • Playground developments, including courts;
  • Sports equipment;
  • Technology hardware for teaching (not administration);
  • Musical equipment;
  • Buildings, including extensions or refurbishment, where there is significant community benefit, e.g. halls, libraries, meeting rooms, gymnasiums;
  • Swimming pools and associated facilities (including repairs) where there is a significant level of community use;
  • Resources for cultural or multi-cultural activities;
  • Equipment for special needs students.
  • School camps within the Otago region

The following purposes will not generally be considered:

  • Travel, accommodation and associated expenses unless relating to school camps within the Otago region
  • Maintaining library book collections;
  • Administration costs or facilities;
  • Operational costs;
  • Basic school equipment.

The Trust also has a specific Learning Impact Fund which has more specific objectives. This Fund is available until March 2020. Schools may apply to either of the General Fund or the Learning Impact Fund once in any financial year (1 April to 31 March). You can learn more about the Learning Impact Fund HERE

Tertiary Institutes 

Assistance may be offered to support:

  • Medical research (through the Otago Medical Research Foundation)
  • Projects that can demonstrate a benefit to the wider or local community.

In recognition of their size and diversity the Trust’s general rule of only one donation each year may be relaxed at the discretion of the Trustees. Each application will require the support of the Trust’s Tertiary liaison at the Institution concerned. 

Performing Arts

Assistance may be offered to projects that support the:

  • Production and performance of arts disciplines;
  • Delivery of teaching programmes or master classes;
  • Purchase or repairs to lighting, sound and other equipment;
  • Purchase of instruments, music scores and costumes.

Events

Assistance may be offered to:

  • Support a local community to run a festival celebrating a region or theme;
  • Bring a national or an international performance to Otago as part of a festival;
  • Stage a national or international sporting event attracting large numbers of participants into the Otago region;
  • An event that showcases local talent and builds the skills of volunteers.

The Event should offer some of the following:

  • Be held in our region;
  • Present a significant opportunity for the local population;
  • Attract people into the region;
  • Offer significant economic benefits;
  • In respect of subject or topic be of unique quality, excellence or technical innovation.

Sport Uniforms

Assistance may be offered to support the purchase of:

  • Junior sports playing strip;
  • Band uniforms;
  • Marching uniforms.

Note – These items should belong to the club or band, not to individuals.

The Trust will not generally support:

  • Senior team playing strip.
  • Off field uniforms, e.g. tracksuits, wet weather gear;
  • Sports bags
  • School uniforms

Published Histories

Assistance may be provided to projects where there is a significant community of interest and the focus of the history relates to a locality or organisation within the Trust’s specified area.

Trustees will consider:

  • The extent to which the project is likely to be viable without funding support;
  • The hours of volunteer input and associated expenses;
  • The degree of volunteer input can be an indicator of commitment to the project by the community of interest.

Territorial Local Authorities

In recognition of their size and diversity the Trust’s general rule of only one donation each year may be relaxed at the discretion of the Trustees. 

Waste Recycling 

Waste disposal activities are considered the responsibility of local authorities.

Local authorities often promote community based organisations to develop programmes aimed at zero waste generation which extend the life of landfills and generally promote our ideal for a “clean and green” image and such programmes could become self-sustaining from revenues generated.

Assistance may be offered for the following purposes:

  • The project is relating to the cost of facilities/equipment rather than operational costs;
  • Improves facilities for volunteers
  • Provides employment opportunities.

Conferences 

Assistance may be provided to assist community organisations build skills, knowledge and confidence of staff and volunteers by supporting national and international conferences that are hosted locally.

The Trust recognises the benefits and opportunities of conferences held in Otago including:

  • Exposure to speakers, information and knowledge not otherwise locally available;
  • Networking and sharing of knowledge between attendees;
  • Economic benefits to the broader community including accommodation, meals and entertainment.

The Trust’s contribution will be towards the direct costs of hosting a conference, for example venue hire, speakers, expenses etc. The conference should have relevance for the not for profit sector.

Assistance will not generally be provided for:

  • Individuals to attend conferences;
  • Conferences held outside Otago;
  • Commercial or business purposes.

From time to time community organisations will be invited to apply to a contestable fund which the Trust may establish to contribute towards the cost of sending staff and volunteers to conferences that the Trust has identified are of benefit to the wider community. 

Vulnerable Communities 

The Trust may over ride exclusions to its Donations policies and may assist organisations working with and supporting members of our community who are considered vulnerable through geographic location, disadvantage or disability.

Each situation will be assessed on its own merits and the Trust would encourage organisations working with vulnerable communities to contact the Trust to discuss their proposed project.

Rest Homes 

As a general policy, Trustees will not consider applications from organisations for rest home facilities, as these services, including meals on wheels, operate in a competitive environment;

Assistance may however be provided towards the cost of fitting out spaces that would be available for community use and may be provided towards the cost of capital items for rural rest home facilities.

Community Facilities and Other Buildings

Assistance may be provided for the upgrades, extensions or refurbishment of community facilities, including community halls.  Where new community facilities are anticipated the Trust will not consider an application until resource consent for the building has been applied for and received. Where a building is an Historic Places Trust, Category I or II listed building then the Trust will require a copy of the approved conservation plan.

The Trust will expect the applicant to be able to demonstrate that the facility will have significant community use and that alternative facilities are unsuitable or are not available or building is of significant historical significance. 

Where upgrades, extensions or refurbishments are planned for buildings which are leased and/or are on leased land then the Trust will require that the lease has at least a 20-year term to run.

Where buildings have been constructed prior to 2004, the Trust will require a copy of the building’s structural performance assessment undertaken by a qualified structural engineer.

If the building has been assessed by a qualified structural engineer and is below the 34%, of New Building Standard (NBS) then the Trust will require details of what provision is being made to bring it up to minimum requirements. (If no plans are in place the application will not be considered).

The Trust does not accept applications solely for earthquake strengthening.

Tracks and Trails 

Assistance may be provided towards regionally significant tracks/trails projects. All applications must include:

1. Written acknowledgement/information from the Department of Conservation (DOC) or the relevant Territorial Local Authority (TLA) that:

  • They recognise the applicant group as having the expertise, management skills to complete the project and all safety aspects of the project have been signed off;
  • They approve the Project Manager for the project, i.e. DOC, TLA or the applicant, or they will act as Project Manager;
  • The relevant staff of DOC or the TLA have had input into details of costing for the construction of the track/trail.

2. Confirmation that all legal easements have been obtained.

3. Confirmation that the appropriate local authorities have provided all necessary consents and approvals.

4. Written confirmation of who would be responsible for ongoing maintenance and repair and that there will be a written agreement in place.

5. Details of accessibility of the track/trail to the public

6. Details that show the track will meet or exceed the standards as specified in SNZ HP 8630:2004 Tracks and Outdoor Visitor Structures.

7. A scoping report on the project should be provided and include:

  • Details of the planning/investigation that has taken place;
  • Project costing (quotes should be included);
  • Consents required;
  • Ownership of the completed track;
  • Project management (who will be undertaking this role);
  • Timeframes for the project from start to completion;
  • Details of other funding
  • Economic impact report