News, Events and Culture

Council’s fee for Service Contracting Round to open

Thursday July 30 2015

These contracts are based on the delivery of services that will contribute to Council's approved Community Outcomes and have been signed off by Council.

Peter Grey, Community Liaison Team Leader says the Council has increased the annual budget in the 10 Year Plan from $1.36 million to $1.57 million.

Community groups seeking ratepayer support will need to demonstrate how their activities align to aspirations set out in the Arts, Active Recreation, Biodiversity, Maori Community, and Social strategies.

"Community groups will need to show how the services they provide will make a difference to communities in the City," he says. "For some it may be beneficial to partner up with other groups in a bid to deliver outcomes in line with Council's strategies."

The deadline for proposals is 16 October 2015 with a decision announced by mid-December and will cover the contract period from 1 July 2016 to 30 June 2019.

"Public presentations will be held and staff will be available to talk with individual organisations."

For further information contact:

Peter Grey

Community Liaison Team Leader

Palmerston North City Council

356 8199



Frequently asked questions:

What is the level of funding available?

The Council has approved an increase to this budget to $1.57 million per year in the Council's 10 year Plan.

In the past grants and fees-for-service have varied from $5000 to $75,000 per annum in the sports/arts/social/environmental category. It is anticipated that future funding levels will be similar to these but, they will not be necessarily constrained to these levels or funded fully up to these levels. Programmes will be judged on merit and against each other. Council also reserves the right to negotiate with organisations where programmes are identified as having merit but Council wishes the scale to be larger or smaller.

If I got rates remissions in the past won't I get them anymore?

Council has decided that rates remissions will remain as a separate process to their Fee for Service contracting and other grant programmes. This means that rates costs are not eligible for this funding programme and process. Not for profit organisations seeking rates support should refer to the Council's Rates Remission process.

Previously Council adjusted the grants amounts made to existing recipients by inflation each year, will it continue to do that?

We are asking for organisations to submit their costs to deliver. If they believe their costs will increase due to inflation they should be costing their work appropriately.

What will the Council fund?

The Council has determined its community funding outcomes and a copy of these can be found within the guidelines.

How will the allocation decisions be made and by who?

Council officers will make the funding decisions.  The decisions will be based on the assessment criteria that are outlined in the funding guidelines. An organisation may fit the criteria for funding however decisions will be effected by budget constraints. Council officers are required to adhere to the Council's policy pertaining to conflicts of interest.

Who will be eligible for funding?

Funding will be open to any not-for-profit organisations that support the Council to deliver its strategic outcomes.

By when do proposals need to be submitted? 

Hard copies of proposals need to be delivered to the Council by 5pm on 16 October 2015. Decision-making process will be completed by mid- December 2015.

Will these contracts be for three years?

The funding agreements will be for up to three years.  However, consideration will be given to shorter timeframes where it is more appropriate. This may be dependent on the delivery of a specific project's outcomes being met.

Will Council fund one-off projects?

If the project meets the Council's strategic outcomes and can be clearly demonstrate a positive effect on an on-going basis.

How often will we need to report progress?

Accountability requirements will be dependent on the amount of funding received, the expected outcomes and the level of risk that the project carries.  At most groups receiving substantive amounts of funding will be required to provide quarterly reports as well as audited accounts.  The level and types of reporting will be agreed as part of the contractual arrangement. Groups receiving rental subsidies will need to at least acknowledge this in their annual accounts and acknowledge the support provided by the Council.  On-going engagement with Council staff will form part of the contractual arrangement.

Can our organisation be funded for more than one outcome?

Proposals can be for multiple outcomes.  However, the proposals must clearly demonstrate how the proposed service will contribute to achieving each of the outcomes identified. The applicant should refer to evidence or research that shows their activities will have an impact on the outcomes. The application should also identify how they will measure their progress in delivering their targets.  Council is not looking for general proposals that are loosely associated with a multitude of outcomes.

Is other external funding essential?

The Council will require evidence that your organisation is able to deliver the services outlined in your proposal and has on-going long term viability.

Can organisations make joint submissions?

Yes.  The Council is seeking to maximise the resources available across the community sector where groups with common interests and goals are working effectively together.

Can I sub-contract?

Council will consider this based on the proposals submitted.

Is there an appeal process?

There is no appeal process.  All applicants are able to enquire about the basis of the decision and obtain feedback.

What happens when a conflict of interest is identified?

The Council's Conflict of Interest Policy will apply and all staff members involved will need to comply with this policy.

Could funding be used to organise a survey to quantify or evaluate progress?

Methodology to collect data to prove the work is being successful (such as an annual client service feedback survey) should be part of an organisation's service development planning and so should be included in the costing of service delivery. Organisations need to develop their own qualitative assessment measures; they will not be imposed by Council.

Can collaborative proposals be a single application, or does each partnering organisation need to apply individually?

Yes, collaborative proposals can be through a single application that includes a breakdown of costs for each partner to deliver the proposed service/ programme.

Do we have to cost out the Community Outcome?

Once your organisation has identified the Community Outcome your service will contribute to and how, then you need to cost the delivery of that service.

How will outcomes be measured?

The agreed service delivery is what will be measured.

If the number of people served are small. Is it worth applying?

Yes, if there is an identified gap and that it contributes to a Community Outcome/s.

What is the total pool of funding available and is there a certain amount for each sector?

The total level of funding currently available is $ 1.57 million pa.

What happens if an organisation ceases to operate or doesn't fulfil its agreed service outcomes?

The Council is able to terminate the contract and seek alternate delivery options with that contract budget.

What is meant by sustainable funding after the three year period?

It is clearly stated in the funding documents that any agreement does not indicate continuing support beyond the end date of the contract period. Within proposals we would expect to see a clear forecasting plan on how this service/ programme could be resourced in the future.

Can Council Controlled Organisations apply?

Council Controlled Organisations are funded separately by Council so are not eligible for this funding.

Will organisations report to Council officers or to the Councillors?

Organisations will report to Council officers on their agreed service activities and Council officers will report to Councillors on the progress on the Outcomes.

What is the weighting of the assessment criteria? Which is most important?

Decision- making will involve an assessment matrix based on the criteria identified within the Community Funding Guidelines document. Although there is weighting on some of the criteria this will not be identified as it is not standard practice to do so, and Council expects proposals to be strong against all of the criteria.

What are citizenship activities?

In this context it is about encouraging volunteering, particularly at a governance level. It is also about people that are often excluded being able to be actively involved in civic events and democratic processes.

What about organisations delivering services regionally?

This is Palmerston North ratepayer funding so the proposals must demonstrate benefits to these ratepayers through contributing to the Community Outcomes.

Council working with one organisation in a sector. What does this mean?

This outcome is based on a coordinating organisation linking the wider sector. It does not mean that Council will only fund one organisation in this sector.