FAQs - Grants

If you require assistance with your application, keep your eyes open for one of our grants and funding sessions held at Te Takeretanga o Kura-hau-pō, Te Awahou Nieuwe Stroom and the Shannon Library in January / February and July / August each year.

Or contact the Community Development Team on 06 366 0999 or email community@horowhenua.govt.nz

Accountability forms specifically assigned to your grant allocation can be found by logging back into your online HDC SmartyGrants account.

Whether your grant is approved or declined, we will let you know the outcome within 14 days following the Funding and Recognition Subcommittee meeting – this will be by email.

If you are successful, you will then be sent a letter of intent which must be completed and signed before the funds are paid to you.

You must complete your accountability requirements once the grant has been spent, or within nine months after the grant has been approved.

Funding awarded will vary, but for the majority of HDC funds the average grant approved is between $500 and $3,000.  Please read the criteria for each Council Facilitated fund for average grant approved.

If your requirement for funding is not eligible for HDC facilitated funds, there are many other funding agencies that may be able to assist you. You can download our Grants and Funding Guide which has a list of funding agencies and what they fund.

You are able to apply as often as you like to our grants, however, you must have completed your accountability form before being able to apply again.

Council Officers prepare the applications for the Community Funding and Recognition Committee.  This involves checking that the application is complete and that it meets the grant criteria.

The Community and Funding Recognition Committee then receive a report for each of the grants with all of the applications attached.  The Committee is given one week to review all the applications before they meet.

This is the important part! The Committee members meet during April and September to discuss all of the applications and the allocation of the funds. The Councillors debate and vote for who the funds should go to. We want to support as many community organisations as possible with our funding which is why we ask you to tell us the minimum amount you need to fund your project. The Committee has the hard job of weighing up the benefits and impacts of each project on our community.

After the hui, the Council Officers input the Committee’s decisions into our system for our records and for processing. We then generate letters which we send out via email to all applicants letting you know if you have been successful or not.

If you are successful, you will receive a link back to the Horowhenua District Council Smarty Grants portal to complete your Letter of Intent, a short document confirming that you still intend to use the funds.

Once we have received your Letter of Intent, the Council Officers will process your grant for payment. If you are a GST registered organisation, we will ask you to send us an invoice which we will pay within 14 days of receiving it. If you are not GST-registered, we will not require an invoice and you will be paid within 14 days.

The Horowhenua District Council operates and administers a number of Grant funds as follows:

Grants that are open annually for funding:

• Shannon Community Development Trust
• Horowhenua Rural Halls Fund
• Waste Minimisation Fund
  
• Operations and Small Assets Fund

Grants that are open six-monthly:

• Community Events and Programmes Fund
• Creative Communities Fund

Special Purpose funding:

• Horowhenua Mayoral Relief Fund

Grants that are open year round:

• Horowhenua Major Events Fund

Visit our Council Facilitated Grants page to see more information about each of the grants and opening and closing dates to apply.

1. Check eligibility: Before applying, review the criteria to ensure you're eligible. If uncertain, contact the Community Development team at 06 366 0999 for clarification.
2. Start early: Begin working on your application as soon as the application window opens. Save your progress and refine it until you're ready to submit.
3. Clear objectives: Clearly state what your project aims to achieve and explain its importance. Make sure these goals align with one of the Horowhenua District Council’s principles for enhancing community connection.
4. Detailed, justified budget: Provide a clear, itemised budget that justifies the costs. Council wants to know how the funds will be used to benefit both your project and the community.
5. Relevant supporting material: Only include supporting documents that are directly relevant to your application or specifically requested.
6. Polished and error-free: Ensure the application is well-written, concise, and free from errors. A clear, professional application is more likely to stand out.
7. Avoid jargon: Assume the reviewer knows nothing about your project. Avoid using jargon or acronyms unless they’re clearly explained.
8. Tailor every application: Even if you’ve applied before, don’t just copy and paste. Update your application to reflect any changes in your project or Council’s priorities.
9. Follow the guidelines: Ensure you comply with all submission requirements, including format, word limits, and deadlines.
10. Proofread: Before submitting, proofread your application—or better yet, have someone else review it. A fresh set of eyes can catch mistakes you may have missed.

Incorporating these elements you’ll increases your chances of success by demonstrating that your project is well-planned, aligns with the Council’s principles for enhancing community connection, and is capable of delivering a meaningful impact.

You are only able to start spending the funds once you have completed, signed and returned the letter of intent.

Council will not accept any payments made prior to notification of approval of funding.