Nelson City Council

Information on Council funding for holiday programmes, including eligibility, safety, application form and contact details.

Background

The Nelson City Council provides a range of services to ensure choices in recreation and leisure opportunities for people in Nelson, encouraging healthy and active lifestyles for all. In regard to provision of holiday programmes the Council offers financial assistance to holiday programme providers to ensure the community has access to safe, affordable programmes of a high standard.

Although there are no mandatory legal requirements for programmes to meet, or childcare regulations or standards of care, the Council encourages providers to become members of the National Association for Out of School Care and Recreation (OSCAR) and to seek voluntary approval from Child, Youth and Family Services (CYFS).

For programmes to be eligible to apply for funding, they do not need to be OSCAR members or be CYFS approved, but they must meet certain criteria. 

Financial assistance

Funding is available for each holiday round (i.e. April, July, September, Summer). However it is expected that provision of council funding will allow for extension or improvements to existing programmes, or the development of new programmes (i.e. over and above what is currently being provided).

The amount of funding granted depends on the number of activities provided, and the expected participation numbers. All programmes that receive council funding must be available to all members of the community.

Eligible purposes

Funding can be spent on:

• Hire of venues
• Materials/resources directly associated with the programme
• Transport
• Hire of specialised tutors
• General wages
• Promotion

Who is eligible for funding?

Funding is available to organisations that intend to run a holiday programme in the Nelson area for children between the ages of 5-16 years. The maximum subsidy available for any application is $1,000 or 60% of the total cost, whichever is the lesser amount. To be eligible for funding interested groups must meet the following criteria.

The programme, where applicable, must:

• be a new initiative or be an extension or improvement of an existing programme;
• cater for a minimum of 15 children per programme
• run for a minimum of 5 half day sessions (or 2 1/2 full days)
• be organised and run by professional and reputable individuals
• Not include any religious teaching, instruction or education
• must include the NCC logo (if funding is achieved) and include at least three or four activities in any holiday period
• be held in safe and secure environment for children
• have safe and secure activities for children
• have appropriate staff/child ratios
• meet the required Minimum Safety Standards (see below)

The organisers need to provide, where applicable:

• a detailed budget of expenditure and income for the programme
• a completed financial accountability form at the conclusion of the programme
• proof that they have a policy on child abuse and child safety
• a copy of the organisation's most current accounts
• (if a new programme) a reference from the local Police as support of their organisation (only required once)
• 2 letters of endorsement or contact details of 2 referees
• a copy of the designated first aid person's first aid certificate

The application must include information on:

• the number of children that will be catered for
• the age of children that will be catered for
• the programme of activities and the venue
• the way in which organisers will publicise their programme
• any other supporting information
• the level of training given to staff

Minimum safety standards

• A minimum of one adult to eight children must be maintained at all times
• A Risk Assessment Management sheet (RAM) must be made up for the whole programme, taking into account variations for each activity. A first aid kit must be carried at all times and access to a phone must be available for each activity.
• At least one adult present for each activity must have a current first aid certificate. All activities/premises/venues must be smokefree.
• All volunteers and staff must be aware of the provider's policies and procedures in relation to any accidents, discipline of children, collection of children, handling of child protection and for dealing with complaints. Accurate records must be kept of children's attendance, contact phone numbers, any relevant information on health conditions and medication administered, and accidents/incidents that occur during the programme.
• All staff/volunteers employed must have 'references' conducted to ensure their suitability to work with children.
• Organisations must be aware of, and are responsible for their compliance with the Health & Safety in Employment Act 1992. 

Get an application form

Download the application form to apply (PDF @ 40KB)

Additional Information

If your organisation is registered for GST (Goods and Services Tax) and your application is approved, you will receive the amount granted plus GST. You will have to account to the Inland Revenue Department for the GST received. If you are not registered for GST, the total your organisation will receive will be the grant amount only.

If your organisation is not legally constituted (i.e. an incorporated society), you can still apply for funding assistance provided you can satisfy the council that you can account for any funds allocated to your organisation.

If your organisation received funding from the Nelson City Council to run a Holiday Programme and for some reason the programme does not operate, then the full amount of the subsidy must be returned to the Council with a letter of explanation.

Download the Holiday Programme Assistance Funding pamphlet (PDF @ 175KB).

Timelines

Application closing dates in 2009:

• September/October - Due 27 August
• Summer holidays - Due 19 November

Contact

Community Recreation Adviser
Nelson City Council
PO Box 645
Nelson
Phone: +64 3 546 0427
Fax: +64 3 546 0239