Guidelines

2017-18 Regional Museums Grant Support Program Guidelines

Closing Date: 9 October 2017

About the programThe Northern Territory Government sees as a priority the preservation, collection and display of the unique cultural heritage of the region.

To support these important activities, the Department of Tourism and Culture (DTC) make available grants to assist community–based and volunteer–run regional museums, keeping places or community art galleries.

The Regional Museums Grant Support Program aims to assist Northern Territory regional museums, keeping places or community art galleries to:

foster the development of high quality regional museums, keeping places or community art galleries throughout the Northern Territory;

encourage the development of projects which involve local communities;

ensure the preservation of heritage according to the guidelines of the National Conservation and Preservation Policy and Strategy, 1998;

provide an enjoyable learning experience for all visitors; and

encourage increased visitation through quality interpretation of collections.

Regional Museums Support Program Grants are made available annually to assist regional museums, keeping places or community art galleries develop projects that will benefit the facility, meet recognised museum standards, be accessible to the public, and must be completed within a year.

Suitable projects include:

development of exhibits and displays;

development of interpretation plans, a strategic plan, collection management policy, disaster preparedness plan;

employment of consultants or contractors with specialist skills and knowledge including traditional knowledge;

improvement of collection management practices;

conservation and assessment of significance of moveable heritage objects;

accessioning and cataloguing of museum collections which may include the purchase or leasing of items of office equipment, computer database software and the employment of project specific contract curatorial staff;

storage and conservation material; outreach work with the local

community; training and professional

development; and collaborative Regional Museums

Project involving two or more museums.

EligibilityTo be eligible for a grant an organisation must:

be legally constituted and incorporated in the Northern Territory;

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be a ‘not for profit’ (as defined by the Australian Tax Office) museum, keeping place or community art gallery;

be open to the public or developing travelling exhibitions to regional Northern Territory;

be committed to the preservation of cultural heritage by actively conserving, researching and interpreting collections for visitors’ education and enjoyment;

submit a project which is exclusively based in the Northern Territory; and

submit a project which relates to the moveable cultural heritage aspect of the organisation’s activities.

Note: Grant Applications for projects relating to National Trust museums must include the approval of the Director of the National Trust of Australia (NT).

Grants are not provided for:

private organisations; fundraising or charitable events; purchases or acquisition of objects

or collections; activities that are the exclusive

responsibility of other funding bodies or government agencies;

capital works or the restoration and maintenance of buildings;

projects that relate to objects which are not owned by the organisation applying for the Grant;

establishing of new museums, keeping places or community art gallery;

staff salary and wages; or utility costs, such as power and

water.

The Northern Territory Government actively supports local business through procuring its good and services in accordance with the Buy Local Plan.

Government grant recipients are strongly encouraged to adopt similar principles when procuring their own goods and services. For more information visit http://www.buylocal.nt.gov.au/

Conditions of funding1. An organisation should not have

any outstanding Grant Acquittals with this program.

2. An organisation may submit multiple Grant Applications, and/or include separate projects within one Grant Application.

3. Applications must be submitted through Grants Tracker.

4. An organisation may participate in (or co-ordinate) a Grant Application for a Collaborative Regional Museums Project.

5. The DTC may request a copy of the organisation’s Certificate of Incorporation and/or Business Plan before accepting a Grant Application.

6. Priority will be given to Grant Applications that relate to a museum’s Business or Strategic Plans.

7. Priority will be given to museums that can demonstrate good museum practice in their day to day activities.

8. Priority will be given to projects and museums that can be accessed by the public.

9. Successful grant applicants (and their administering organisations) will be asked to sign the Agreement and Conditions Form outlining the conditions relating to the grant. Should these conditions not be met, DTC reserves the right to withdraw the grant. DTC also reserves the right to vary, cancel or waive any of the grant conditions or requirements.

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10. Funds must only be spent for the purpose outlined in the Agreement and Conditions Form.

11. The NT Government logo should appear on all promotional material for the project.

12. The Regional Museums Grant Support Program should be acknowledged in all promotional material, annual reports etc. published by the organisation receiving the Grant.

13. DTC will not be held responsible if the applicant has underestimated the costs of the project and incurs a loss.

14. Applicants cannot be guaranteed funding to the full amount requested.

15. Successful grant projects should be completed within the specified period.

16. Ongoing funding is not guaranteed.

17. Grants will not be made retrospectively.

18. Availability of Grants is not automatic and should not be anticipated.

19. Competition for grant funding is extremely competitive, and it is not always possible to fund every project.

20. Funds must be spent before the date of aquittal.

21. Requests for extensions of time or any other variations must be applied for in writing to the DTC.

22. If a funded project does not proceed, the Grant Applicant must send an email to Corporate.ArtsMuseums@nt.gov.au immediately and return any unspent funds.

23. Unsuccessful grant applications can be resubmitted in following years, if they meet the criteria of that year.

How do I apply for a grant?All applications must be submitted online using Grants-Tracker.

Your application should be submitted and completed online through Grants-Tracker by 9 October 2017.

Please ensure you complete the Assessment Criteria in Grants Tracker and attach a copy of the budget breakdown template with your online application.

Grant applicants should:

check that their organisation is eligible for a grant, that the envisaged project meets the aims of the Grant, and can be completed within the grant conditions, including being able to be completed by the date of acquittal;

show evidence of specific research for the project, including consultation with relevant specialists;

complete the Assessment criteria and budget breakdown template and upload to your online application;

show detailed planning for the project, including sketches and/or drawings or plans where appropriate; and

explain how the project relates to the organisation’s aims and current priorities.

Assessment and notificationAssessment

Each grant application is assessed on its own merits and in the context of other applications, and against the Grant Assessment Criteria listed above by a Panel.

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Assessment criteria:1. How will the project raise the quality

of your museums, keeping places or community art gallery?

2. How will the project increase the level of enjoyment and learning of your visitors?

3. How will the project increase the level of good museum practice?

4. How will the project demonstrate the use of appropriate preventive conservation techniques?

5. How will the project demonstrate the establishment of curatorial practices and policies?

6. How will the project demonstrate particular benefits to a specific region or community group?

The assessment process occurs by an independent Panel of experts, in conjunction with the DTC and approved by the Minister for Tourism and Culture.

The Evaluation Panel consists of three members. Their decisions will form the basis of recommendations presented to the Minister for Tourism and Culture for approval.

Notification

All applicants will be advised in writing of the outcome within six weeks after the close of submissions.

All successful grant applicants will receive a Letter of Offer, and a Grant Agreement setting out the grant conditions for signature.

Appeals Grants decisions are not subject to appeal.

Funding Acknowledgement Recipients who receive funding through the Northern Territory Government including the Regional Museums Grant Support Program must prominently acknowledge this support in all media releases and promotional activities.

The Northern Territory Government reserves the right to limit and withdraw the use of its name and logo by the grant recipient.

You must use the Northern Territory Government logo or where it is not possible, funding must be acknowledged by using the phrase:

Proudly sponsored by the Northern Territory Government

For further information on funding acknowledgment visit: www.nt.gov.au/leisure/arts-culture-heritage/arts-funding-and-grants/how-to-acknowledge-grant-funding

How do I acquit the grant?You must acquit your grant online through Grants-Tracker. Acquitting a grant means accurately accounting for the funding provided. This is done by submitting an Acquittal Report including statistical and financial information when your project is finished.

1. Financial Report:

For grants less than $50,000

The Grant Applicant must prepare an income and expenditure statement signed by an office bearer of the administering organisation, certifying that the funds have been expended on

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the specified project as stated on the Grant Agreement.

For grants of $50,000 or more

The grant applicant must prepare an independently audited financial statement clearly identifying the grant funding provided. An income and expenditure statement detailing the breakdown of the expenses should be attached to the audited statement.

2. Project Report

The grant applicant must report on the delivery of the funded project. The project report should include information on how well the project achieved its aims and objectives, other achievements and/or potential future developments, and any difficulties.

It should also include copies of the promotional material and the demonstrated use of the NT

Government logo, as set out in the Grant Conditions.

Acquittal Reports for Collaborative Regional Museums Projects are the responsibility of the administering body stated in the Grant Application.

Acquittal Reports should be submitted by the acquittal date of 30 June each year.

Interpreter Services If you have difficulty with the English language and would like an interpreter please contact (08) 8999 8981 to arrange an interpreter. Alternatively, you can also contact the Interpreting and Translating Service NT on (08) 8999 8506 or http://www.itsnt.nt.gov.au/

Important Dates:

Applications open 11 September 2017Applications close 9 October 2017Notification to applicants within six weeks after the close of submissionsProject completion and acquittal 30 June 2018

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Application ChecklistEssential documentation required to support your application

Yes No A complete and upload a copy of the Income and Expenditure Budget

to the application in Grants Tracker

Yes No Addressed the Assessment Criteria in Grants Tracker

Yes No The previous grant funding has been acquitted as per conditions of

funding

Yes No D

etailed information on the proposed project/s (curriculum vita and

quotes from contractors, consultants, etc) has been uploaded to my application

Yes No A

copy of our Collections Policy to the application has been uploaded

to the application

Yes No A copy of the Strategic Plan for the next three years of the museum’s

operation has been uploaded

Yes No We are currently writing

/ have written a Disaster Plan (upload a copy

to the application)

Yes No Upload any additional support materials, quotes, etc

For more information please contact:

Regional Museums Grant Support Program 2017-18Manager, Executive ServicesDepartment of Tourism and CultureGPO Box 1448DARWIN NT 0801

Phone: (08) 8999 5052Email: corporate.artsmuseums@nt.gov.au Website: https://nt.gov.au/leisure/arts-culture-heritage

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ANNEXURE AAssessment criteria and budget breakdown template

Applicants applying for the above Grant must address the criteria below and attach with your online application through Grant-Tracker.

1. Assessment Criteria Questions

Project Aims

1. How will this raise the quality of your museum/keeping place? Why is it a priority?2. How will this project increase the level of enjoyment and learning of your visitors?3. How will this project increase the level of good museum practice in your

museum/keeping place?4. How will this project demonstrate the use of appropriate preventative

conservation techniques?5. How will this project demonstrate the establishment of appropriate curatorial

practices and policies?6. How will this project demonstrate particular benefits to a specific region or

community?

Project Planning

Outline the key tasks and stages to be completed. Show evidence of detailed planning and specific research for the project.

Expertise

Show evidence of contact with recognised museum specialist (e.g. Conservator, Curator, Collection Manager, and Registrar).

Community Access

How will this project be promoted to and accessed by the community?

2. Project BudgetPlease upload a comprehensive Income and Expenditure Budget to your application and provide any notes to the budget where required.

Retain all receipts for this project.

A budget template is available and will be provided on request.

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