05/2015 CCS May Newsletter

Here is your May CCS Newsletter

Kia ora koutou,
It’s  been a busy couple of months for CCS with most of you running your second (and in some cases third or fourth) round for the year. The reports are showing great diversity in the projects being supported across the country.
Remember that if you or your committee have any questions about the eligibility of a project or specific costs we are only a phone call away. Some frequently asked questions are answered below.  We have also started a FAQ sheet which we will keep updated and in our Dropbox file.

(Re)Introducing Helen

Helen Higgins has re-joined the CCS team after nine months parental leave with her two beautiful boys. Helen has a long background in working within CCS and we are very happy to have her back onboard!  Helen will be your go to person on Monday and Tuesdays, job-sharing with Amber who is in office through the remainder of the week.  They are your first port-of-call for anything to do with reporting, payments, eligibility criteria and so on.  Please contact them on the shared email: ccsadmin@creativenz.govt.nz  or call the Auckland office on 09 373 3066.

Reports returned by 30th June 2015

We thoroughly appreciate the prompt return of GTT reports by the majority of the councils so far this year.  It is so important for the smooth administration of this fund across so many TAs.  As you’re all aware, we’re heading towards the administrative crazy-time that is the end of the financial year.  We ask that everyone please return the report for the final round before 30th June 2015. For some of you this will mean a six week turnaround.  To facilitate this tight timeframe we recommend you work directly on this report during your committee assessment meetings.

2015/2016 recommended closing dates

The recommended CCS funding round closing dates for the 2015/2016 financial year are as follows:
28 August 2015
27 November 2015
26 February 2016
13 May 2016

You are welcome to set your own dates if others would suit better based on the timing of key events in your community or alignment of closing dates with neighboring councils. However, we do ask that you don’t have any closing dates later than 15 May 2016 so that you are able to get your reports completed and to us by the 30 June deadline.

Annual survey

We will soon be sending you a link to our annual survey. This survey captures key information and feedback for us to improve our services to you. The survey is completed on line but we will also send the questions out as a pdf so that you can consider them before you go into the survey. We encourage you to involve your chair, manager and/or assessment committee in answering some of the questions. We will have this survey to you in early June.


If you are looking for current forms and guides and past newsletters remember these can be downloaded from the drop-box file here.

Focus on Waimate

Waimate was treated to a youth production of ‘A Letter to the Trenches’ featuring nearly 60 local children.  The two performances at the Regent Theatre were sold out and the entertaining but thought-provoking story moved many in the audience.  The WW1 story, featuring 10 songs, told of the young men from a rural community going off to war, and the effect on the community left behind and how they supported the war effort.  
Funding from Creative Communities Scheme made this production possible by the Waimate Theatre Company, its first youth production in many years. 
With thanks to Waimate Theatre Company for sharing this story.

Frequently Asked Questions

Each round a few grey areas emerge so we hope that the following provides some clarity re some of these. 

Question:    Are projects allowed to make a profit?
Budgeting to make a profit
Applicants should not be expecting CCS to support them to make a profit. Sometimes applicants inflate costs or minimise projected income sources such as ticket sales to reduce the risk and increase the chances of making a profit.  We would expect an applicant to present an accurate budget, backed up by quotes or past history, which shows what is required for the project to break even.  CCS can then fund the anticipated shortfall. It is appropriate for them to be wisely conservative in their estimations of other income. 
It is up to the administrator and assessment committee to pool their knowledge to identify how accurate a budget is.

Unexpected profit
If, as a result of unexpected ticket sales, for example, a group does make a profit, they do not have to return funds to CCS but we would expect that the extra money is either used as part of that project or for another similar project.
Please remember: Under no circumstances can CCS support fundraising activity.

Question:    Can CCS fund activity that is ‘core business’?
Core business of Government funded organization
CCS cannot support projects that are considered ‘core business’ of the following types of organisations: 
- schools
- other government funded educational institutions 
- councils 
- organisations who have their core business funded by government  

CCS can support projects that may be considered the ‘core business’ of other organisations. 
Example of an eligible project:  An end of year production for a private dance school or visual arts classes for a small arts business. 
Please remember:  CCS can only support costs that are associated with the delivery of a specific project. 

Question:    Are travel costs/accommodation eligible?
Outside your area
People cannot apply for travel or accommodation costs for activity taking place outside your area.

Travel  and  Accommodation to within your area 
A project’s travel and accommodation costs within the area are eligible. If, for example, a group wants to bring in a visiting artist to teach or present work and the project costs include travel and/or accommodation, these are eligible.

Question:    Can groups from outside our area apply for support?
Groups from outside your area are able to make an application for support to deliver local activity so long as it is taking place in your area. Some groups, such as Connected Media, deliver projects throughout New Zealand using CCS funding as a key source of support for these projects.

Questions that your assessment committee will need to consider are:
a)    Good project or just a good application? Groups who are very familiar with putting together funding applications are sometimes at an advantage over first time or occasional applicants. Your committee will need to look closely at the project and allocate the funding on the project’s outcomes or merits
b)    Previous funding results: Has this group received funding previously and what were the results? Make sure that any project completion reports are available for your assessment committee to refer to. 
c)    Community Connection: Does the applicant have a connection/partnership with someone in the local community who will endorse and support the success of this project?
d)    Expertise: Does this group bring in expertise or high quality work that does not otherwise exist in your area? How widely will this expertise or work be experienced by the community?
e)    Engaging young people: If the group is working with young people have they been clear about how they will reach these young people and is there appropriate support in place?

Keeping us posted

It is important that we all continue to share CCS stories. We can help you do this by:
-    Posting details of upcoming projects on our Facebook page and website
-    Passing on invitations to see performances, presentations or exhibitions to our management and Arts Council members
Please ask your successful recipients to send you information, dates, images, publicity material and press releases. We would then ask that you post these on your website and social media channels, such as Facebook, and pass them on to your staff and to us.
Please also forward us any press releases you send out about funding rounds, successful applicants or events and that tag us when you make CCS posts on your Facebook page.

All the best, 

Briar, Helen and Amber