COMMUNITY GROUP RESOURCES

There are countless resources available to strengthen your community group, the resources and links below are only a sample of the support available for you as a community group or leader.

INDEX

CULTURAL COMPETENCY

Reconciliation Australia is one of many organisations who: provide resources to enable all Australians to contribute to the reconciliation of the nation; support Indigenous governance; and meet a broader vision of a just and equitable Australia. Further online resources include training workshops to develop your skills in multicultural and cultural competency.

WORKING WITH CHILDREN REQUIREMENTS

Does your community group work with children? City of Kwinana requires all sporting clubs to comply with working with children law. If this is something that your club or community group needs to do, resources are offered by Play by the Rules. The Child Protection Toolkit created by Our Community also helps not-for-profit organisations comply with legislation in this area. The Toolkit sets out practical advice to help your organisation meet child protection obligations and ensure your environment is a safe place for children.

INSURANCE AND RISK

Insurance coverage for community groups and organisations can be a complex issue, however in an increasingly litigious society, it is necessary to place a greater emphasis on risk management and its importance should not be underestimated. Public Liability Insurance protects your organisation up to a stated amount if a third party sues you for personal injury (including death) or damage to property as a result of an occurrence in connection with your organisation. The Insurance Council, the Local Community Insurance Services and Volunteering WA provide important tips on insurance for your community group. City of Kwinana also have a risk assessment framework guideline in their event toolkit. There are many ways to manage project risks, here are a few risk register tools.

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https://www.reconciliation.org.au/http://www.oric.gov.au/resources/guideshttps://auspire.org.au/https://www.amnesty.org.au/reconciliation/https://workingwithchildren.wa.gov.au/employers-organisations/the-checking-process/who-needs-a-wwc-checkhttps://www.playbytherules.net.au/online-courseshttps://www.communitydirectors.com.au/files/ICDA/Child_Protection_Toolkit_2016_Online.pdf?pdf=child-protectionhttp://understandinsurance.com.au/types-of-insurance/business-insurancehttps://www.localcommunityinsurance.com.au/https://www.localcommunityinsurance.com.au/https://www.volunteeringwa.org.au/#/https://www.kwinana.wa.gov.au/our-services/organising-an-event/Documents/Events%20Toolkit%20-%20booklet.pdfhttp://www.egovernment.tas.gov.au/project_management/supporting_resources/templates

FINANCIAL MANAGEMENT

Good record keeping is essential for your organisation because it makes it easier to manage your cash flow, and understand how you are doing. Using a budget template can make financial management easier (Appendix 1 – Budget Summary Template). To help grant-seeking organisations achieve goals, the following link gives you financial tips, tricks and answers to questions such as: what is a Tax Concession Charity.

GRANTS AND FUNDING

There are many avenues to apply for access to funding. A good place to start is the City of Kwinana website, on the Funding and grants page. Generally, groups will need to be incorporated in order to apply for grants and funding. Established incorporated groups can auspice emerging groups who are not yet incorporated. An auspice organisation takes on the legal and financial responsibility of the grant. Other good places to search include:

• Community grants Government of Western Australia• Sport and recreation grants Government of Western Australia• Community Grants Hub Australian Government• Lotterywest grants Western Australia• Not-for-profits Our Community• Online fundraising systems by improveIT.org

MEETING

These resources may help your group to organise and run effective meetings:

• running meetings by Community Club Toolkit• agenda example and minutes template (Appendix 2 – Agenda Template)• writable agenda template (Mind Tools Resource)• checklist on how to run an effective meeting (Appendix 3 – Checklist on how to run an effective

meeting)• conducting effective community meetings by Bank of Ideas • If your organisation is incorporated you will have some specific reporting requirements, including

holding an Annual General Meeting (AGM). For details view the Guide for Incorporated Associations in Western Australia

MANAGING VOLUNTEERS

Volunteering Australia have resources to assist your community group with the task of attracting and retaining members and volunteer management advice specific to sporting and other clubs. Kwinana Volunteer Centre is a free service provided by the City of Kwinana to assist organisations to find the perfect volunteer.

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https://community.net.nz/resources/community-resource-kit/contents-of-the-community-resource-kit/#FinancialManagementhttps://www.business.gov.au/finance/accounting/cash-flow-and-budgeting/how-to-create-a-budgethttps://www.frrr.org.au/community_group_resources#Applying%20&%20Reportinghttps://www.kwinana.wa.gov.au/our-city/funding-and-grants/community-funding-program/Pages/default.aspxhttps://www.dlgc.wa.gov.au/GrantsFunding/Pages/Community-grants-programs.aspxhttps://www.dsr.wa.gov.au/fundinghttps://www.communitygrants.gov.au/https://www.lotterywest.wa.gov.au/grants/grant-typeshttps://www.ourcommunity.com.au/search/?q=fund+raisinghttps://improveit.org/learn/online-presence/online-fundraising-systems]http://www.communityclubtoolkit.com/RunningMeetings.htmlhttps://www.mindtools.com/CommSkll/RunningMeetings.htmhttps://s3-ap-southeast-2.amazonaws.com/boifiles/wp-content/uploads/2016/06/Conversation+and+Facilitation/CONDUCTING-EFFECTIVE-COMMUNITY-MEETINGS.pdfhttp://www.commerce.wa.gov.au/sites/default/files/atoms/files/incaguideforincorporatedassociations.pdfhttp://www.commerce.wa.gov.au/sites/default/files/atoms/files/incaguideforincorporatedassociations.pdfhttps://www.volunteeringaustralia.org/https://www.dsr.wa.gov.au/support-and-advice/people-development/volunteershttps://www.kwinana.wa.gov.au/our-services/volunteering/Pages/default.aspxhttps://www.kwinana.wa.gov.au/our-services/volunteering/Pages/default.aspx

COMMUNICATION

Communication is key to the success and sustainability of a community group. Effectively communicate your goals throughout the year with the following:

• marketing action plan template (Appendix 4)• working with the media by Bank of Ideas• communication cheat sheet (Appendix 5)• getting started on social media by improveIT.org

EVENT AND PROJECTS

To plan, implement and evaluate the success of your event or project, the following planning tools may help:

• event strategy sheet and Eventbrite checklist• City of Kwinana Community Events Toolkit • writable project planning template and task tracker (Appendix 6 - Planning Task Tracker)

STRATEGIC PLANNING

A strategic plan will assist your group to align your activities with your long term goals. The following templates may assist in these endeavours.

• one page strategic plan template (Appendix 7)• example strategic plans on one page, 1 and 2

The resources and web links provided are only a drop in the ocean of the support available for community groups and leaders. The City of Kwinana wants community groups, leaders and events to be successful, and is here to provide advice, guidance and support.

We know that local communities have a vast stock of knowledge about what works and what doesn’t so please provide your feedback on these resources and advice on other suitable topics and information. Provide your feedback to customer@kwinana.wa.gov.au or call 9439 0200.

When communities are in charge of their own destinies and are able to set their own priorities; when they receive the practical support they need to design their own approaches and create their own solutions; Kwinana is a happier, healthier, and livelier place.

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https://www2.cortland.edu/dotAsset/c1a635f6-a099-4ede-8f15-79b86e315088.pdfhttps://s3-ap-southeast-2.amazonaws.com/boifiles/wp-content/uploads/2016/06/Conversation+and+Facilitation/WORKING-WITH-THE-MEDIA.pdfhttps://improveit.org/learn/online-presence/getting-started-social-mediahttps://www.eventbrite.co.uk/blog/academy/event-plan-and-template-ds00/https://mkto.eventbrite.com/rs/269-CEG-133/images/Eventbrite_Event_Strategy_Sheet-.pdfhttps://www.kwinana.wa.gov.au/our-services/organising-an-event/Documents/Events%20Toolkit%20-%20booklet.pdfhttp://www.sportnorthland.co.nz/newsarticle/10472https://nirsa.net/nirsa/about/strategic-plan-2018-2021/

Endnotes

1 Institute of Company Directors Australia https://www.communitydirectors.com.au/icda/tools/?articleId=21242 Australian Taxation Office http://www.sba.ato.gov.au/Small-Business-Assist/Search/?section=Starting-your-business&node=Choosing-your-business-structure&text=business+structure#Are-you-operating-a-business-or-hobby-3 Small Business Development Corporation, Government of Western Australia https://www.smallbusiness.wa.gov.au/business-advice/business-structure/business-structures4 Australian Charities and Not-for-profits Commission https://www.acnc.gov.au/for-charities/manage-your-charity/governance-standards5 Diffen https://www.diffen.com/difference/Mission_Statement_vs_Vision_Statement6 Australian Charities and Not-for-profits Commission https://www.acnc.gov.au/tools/templates/governing-document-templates-and-model-rules7 Community Net Aotearoa https://community.net.nz/resources/community-resource-kit/stages-of-development/8 (DMIRS) http://www.commerce.wa.gov.au/consumer-protection/changing-your-rules9 Department of Mines, Industry Regulation and Safety, Government of Western Australia (DMIRS) https://www.commerce.wa.gov.au/books/inc-guide-incorporated-associations-western-australia/sporting-and-recreational-clubs10 Our Community Group https://www.ourcommunity.com.au/11 Reconciliation Australia https://www.reconciliation.org.au/12 Office of Indigenous Corporation, Australian Government http://www.oric.gov.au/resources/guides13 Auspire, Australia Day Council of Western Australia https://auspire.org.au/14 Amnesty International https://www.amnesty.org.au/reconciliation/15 Working with Children Check, Government of WA https://workingwithchildren.wa.gov.au/employers-organisations/the-checking-process/who-needs-a-wwc-check16 Play by the Rules https://www.playbytherules.net.au/online-courses17 Foundation for Rural & Regional Renewal (FRRR) https://www.frrr.org.au/resources/Child_Protection_Toolkit_2016_Online.pdf18 Insurance Council of Australia http://understandinsurance.com.au/types-of-insurance/business-insurance19 Local Community Insurance Services https://www.localcommunityinsurance.com.au/20 City of Kwinana https://www.kwinana.wa.gov.au/our-services/organising-an-event/Documents/Events%20Toolkit%20-%20booklet.pdf21 eGovernment http://www.egovernment.tas.gov.au/project_management/supporting_resources/templates22 Business, Australian Government https://www.business.gov.au/News/Record-keeping-for-small-business-owners23 Business, Australian Government https://www.business.gov.au/finance/accounting/cash-flow-and-budgeting/how-to-create-a-budget24 FRRR https://www.frrr.org.au/community_group_resources#Applying%20&%20Reporting25 City of Kwinana https://www.kwinana.wa.gov.au/our-city/funding-and-grants/community-funding-program/Pages/default.aspx26 Department of Communities https://www.dlgc.wa.gov.au/GrantsFunding/Pages/Community-grants-programs.aspx27 Department of Local Government, Sport and Cultural Industries, Government of Western Australia (DLGSC) https://www.dsr.wa.gov.au/funding28 Community Grants Hub, Australian Government https://www.communitygrants.gov.au/29 Lotterywest https://www.lotterywest.wa.gov.au/grants/grant-types30 Our Community https://www.ourcommunity.com.au/search/?q=fund+raising31 https://www.mindtools.com/CommSkll/RunningMeetings.htm32 https://s3-ap-southeast-2.amazonaws.com/boifiles/wp-content/uploads/2016/06/Conversation+and+Facilitation/CONDUCTING-EFFEC-TIVECOMMUNITY-MEETINGS.pdf33 Volunteering Australia https://www.volunteeringaustralia.org/34 (DLGSC) https://www.dsr.wa.gov.au/support-and-advice/people-development/volunteers35 City of Kwinana https://www.kwinana.wa.gov.au/our-services/volunteering/Pages/default.aspx36 Garber, P.R. https://www2.cortland.edu/dotAsset/c1a635f6-a099-4ede-8f15-79b86e315088.pdf37 https://s3-ap-southeast-2.amazonaws.com/boifiles/wp-content/uploads/2016/06/Conversation+and+Facilitation/WORKING-WITH-THE-ME-DIA.pdf38 Eventbrite https://www.eventbrite.co.uk/blog/academy/event-plan-and-template-ds00/39 City of Kwinana https://www.kwinana.wa.gov.au/our-services/organising-an-event/Documents/Events%20Toolkit%20-%20booklet.pdf40 http://www.sportnorthland.co.nz/newsarticle/1047241 https://nirsa.net/nirsa/about/strategic-plan-2018-2021/

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BUDGET SUMMARY Budget incomeIncome source Income type and

details Evidence required

In-kind Cash

[e.g. where it is coming from] [e.g. cash sponsorship, cash or in-kind]

[e.g. quotes, receipts, photos]

[e.g. amount]

[e.g. amount]

Total overall income (ex GST) $ $

GST$ $

Total overall income(including GST) $ $

Budget expenseExpense item Details Cost

$

$

$

$

$

$

$ Total overall cost

(ex GST) $ GST

$ Total overall cost

(including GST) $

“Budgeting has only one rule: Do not go over budget.” Leslie Tayne

Appendix 1

AGENDA

Topic

Day Date / / Time : am/pm

Meeting address:

Invited/attended Phone Email

AGENDA AND MINUTES

ITEM ASSIGNED TO

TIME ALLOWED

MINUTES FOR NEXT ACTION

1. Welcome, present/apology, assign roles

Chair (Record who is present or an apology assign people to take minutes, keep time or chair consider a short introduction or icebreaker)

2. Previous minutes Chair (Review previous minutes and todays agenda add business arising and new items to agenda)

Appendix 2

AGENDA

ITEM ASSIGNED TO

TIME ALLOWED

MINUTES FOR NEXT ACTION

3.1 Business arising from last minutes

3.2

3.3

4. Reports or report back

e.g. finance

5.1 New business

5.2

5.3

6. Meeting close (Next meeting – set a date, time and location thank you all for your time and attention!)

“Teamwork divides the task and multiplies the success.” Anon

Appendix 2

CHECKLIST ON HOW TO RUN AN EFFECTIVE MEETING

1. Hold meetings that matter: Set goals for the meeting and prepare.

Prioritise issues to be discussed and issues arising from the previous meeting

Consult with other members of your group to finalise the agenda

Research information to prepare the meeting to make important decisions

2. Ensure participants can prepare: Send agenda, invitations and reminders for the meeting.

Send general and personal invitations early and send reminders

Circulate the agenda, minutes and any background information in advance

On occasion invite a guest speaker to talk on a special topic or issue

3. Stick to a schedule: Arrange logistics to ensure the meeting can run smoothly.

Find a comfortable and convenient meeting place and time

Arrange in advance for any equipment, flip charts, markers and other supplies

Supply refreshments, if appropriate

Arrive early to set up

Check for adequate lighting, ventilation, heat

Locate the nearest restrooms

Set up seating arrangements

Prepare clear and directional signs and post in key spots

Provide nametags or let people write their own names on labels

Greet people as they arrive

4. Stay on topic: Run meetings as you would have others run the meetings you attend.

Start and finish a meeting on time

Set a welcoming tone

Ensure introductions are provided for new people

Remind the group of agreements to be courteous, respectful, and inclusive

Consider using a suitable ice breaker at the start of the meeting

Prepare action plans for major actions which need to occur before next meeting

Engage all participants during the meeting

5. Bring closure: Wrap up with a clear statement of the next steps and who is to take them.

Come to resolutions

Summarise the main points and how, what and by who follow-up will occur

Plan for and set the date and venue for the next meeting

Thank all participants and any special guests for their contribution

“None of us are as smart as all of us.” Ken Blanchard

Top five rules of a good meeting

Appendix 3

MARKETING ACTION PLAN

Last updated: / /

Communication contact person:

1. PROJECT OUTCOME

Project/event

Outcomes

2. KEY AUDIENCE

Audience Communication avenue Timing

Appendix 4

3. KEY MESSAGE

Key message

4. MARKETING AND COMMUNICATION ACTION PLAN

Action Media Date Cost

$

$

$

$

$

$

$

$

5. EVALUATION AND ACTIONS

Evaluation method Success factor/measurement

“A single arrow is easily broken, but not ten in a bundle.” Proverb

MARKETING ACTION PLAN

Appendix 4

COMMUNICATION CHEAT SHEET

For an organisation seeking to attract grants, effective communication can be a great strength. These points and suggestions will help your organisation to write clearly every day, and when applying for grants.

KEY POINTS FOR EFFECTIVE WRITTEN COMMUNICATION

• Include only one topic per paragraph.• Keep paragraphs short.• Ensure the opening paragraph sentence is the topic sentence.• Use short, simple sentence structures.• Omit redundant words.• Use an active voice.• Choose short words rather than long ones where possible.• Make it quick to read, almost 80 per cent of readers scan.• Avoid jargons.• Be specific.• Use headings and subheadings, and make them meaningful.• Use bulleted lists.

SUGGESTIONS FOR WRITING GRANTS

• Describe what your organisation is about, your vision or mission.• State exactly what you want to achieve with the grant.• Make sure your information is specific, include times, dates and locations.• State the audience you are trying to attract.• Follow any provided budget examples for income and expenses.• Make sure you show every part of your expected in-kind income, include all the volunteer hours you

will use – at a rate of $33 per hour.• Attach all the right documents, bank details, quotes, insurance, etc.• If possible, include evidence to show what you have done with previous grants.• Have someone else proof read your application before submission.

“Say a little and say it well.” Proverb

Appendix 5

PLANNING TASK TRACKER

Task Action steps Name Action by date

Status Outcome

1

2

3

4

5

6

Project:

Version: Date:

STATUS KEY On track Possible delay Complete

Appendix 6

7

8

9

10

11

“Simplicity is the ultimate sophistication.” Leonardo da Vinci

NOTES

PLANNING TASK TRACKER

Appendix 6

STRATEGIC PLAN

Our Mission

Our Core Values

Strategic Objectives

Insert long term outcome area

Insert strategic action details

Quotes: “Strategy is thinking about a choice and choosing to stick with your thinking”

“The essence of strategy is choosing what not to do”

“Every effective winning strategy is mapped out by focusing on the desired end goal”

Anon Michael Porter Wayne Chirisa

Name:

Scope: Year:

Appendix 7

Budget summaryAGENDAChecklist on how to run an effective meetingMARKETING ACTION PLANCOMMUNICATION CHEAT SHEETplanning task trackerSTRATEGIC PLANCultural competencyWorking with children requirementsInsurance and riskFinancial managementGrants and FundingMeetingManaging volunteersCommunicationEvent and projectsStrategic planning

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