AT Community Bike Fund AT Community Bike Fund

Fund outcomes

• Encourage and support people new to riding a bike
• Further normalise riding a bike as a viable mode of transport
• Support initiatives that showcase cycleways and shared paths to local people and the wider community
• Support an increase in cycle safety
• Encourage community collaboration and partnerships via bikes
• Encourage everyday journeys by bike
• Empower groups to champion cycling within their community
• Encourage cycling as a recreational activity
• Support groups to consider how they can increase cycling within their community

Eligibility and scope

Groups eligible to apply are not-for-profit, incorporated societies, charitable and voluntary organisations, as well as groups with no formal legal structure, who:

• Deliver Auckland based projects and events
• Have a project idea that will meet the fund outcomes
• Align with what the grant will fund
• Have the capability and resources to achieve the proposed project and outcomes.

Groups not eligible to apply

• Political parties
• Commercial entities e.g. limited liability companies, for-profit companies
• Schools
• Auckland Council, Local Boards and Council Controlled Organisations
• Business Associations
• Groups applying to run projects outside the Auckland area.

Groups with no formal legal structure

Groups with no formal legal structure may apply for grants up to $1,000, for grants over $1,000 they will need to either:

• Partner with an organisation that does have a formal legal entity.
  The organisation will need to agree to accept funds on the group’s behalf and will be accountable for using the funds as set out in the funding agreement. The organisation is referred to as an “umbrella organisation” within the application process. Groups may approach any umbrella organisation of their choosing, who is either a non-for-profit, incorporated society, charity or voluntary organisation. Where possible, AT encourage using an umbrella organisation who the group already have a relationship with. Applicants will need to include a letter from the umbrella organisation in your application, advising they have agreed to take on this role.
• Apply to have the funding released retrospectively.
  The group will be reimbursed for pre-approved expenses after the project or activity has been satisfactorily completed.

Groups with no legal entity are encouraged to contact AT for guidance prior to submitting an application.

What we will fund

Applicants will be required to provide an overview of the project costs they are applying to have covered by the fund. The applicant should also detail any contributions to the project being made by them or other contributors, including other grants, sponsorship, the applicant’s own cash reserves, volunteer labour, donated materials or donated professional services.

The fund can be used for the following three types of activities:

• Community events, activities or projects that align with the fund outcomes
• Programmes that encourage the safe use of the Auckland cycle network
• The development of community focused cycling information and resources.

The primary use of funds must be for expenses that are directly related to cycling. The fund can cover the following project costs:

• Event or project expenses such as venue hire, equipment hire, instructor fees, limited catering (excluding alcoholic beverages)
• Marketing, advertising and printing costs
• Limited funds can be allocated to staff time, for event planning and coordination, based on a community rate to be agreed with Auckland Transport.
  
  

Projects and events must be delivered before 30 June 2023, or the funds will be returned.

What we won't fund

The following activities:

• Member-only events, social functions, prize-givings or awards ceremonies
• Anything that leads to personal or commercial gain
• Professional or organised competitive club sporting events
• School-related events
• Activities or services that are delivered by Auckland Transport, Auckland Council or Waka Kotahi NZ Transport Agency
• Projects or events that have already happened.

The following items:

• Capital purchases of equipment (including the purchase of bikes and helmets), the building or maintenance of facilities/buildings or infrastructure
• Permanent or fixed bike parking
• Purchase of alcohol
• Uniforms, travel or accommodation expenses
• Organisation running costs such as rent, administration, salaries or wages, utilities, debt servicing, legal expenses
• Retrospective costs for activities or projects.

Assessment, prioritisation and notification

Applicants need to complete an online application form through Auckland Council Smarty Grants.

Grants will be awarded through a contestable process during the 2022/23 financial year.

An AT Community Bike Fund evaluation committee, consisting of a minimum of 3 AT staff, will assess each application, make allocation recommendations, and set any grant conditions based on the proposal’s merit and alignment with AT’s cycling priorities.

During the assessment and prioritisation of a grant application, the evaluation committee will consider whether the applicant has:

• Clearly defined the purpose and details of their project or activity.
• Made a compelling case for how their proposal aligns with Fund Outcomes and What We Will Fund.
• Identified exactly how the grant would be spent.
• Shown understanding of who the target audience is for their project and that they have the appropriate networks, experience or profile to be able to access this group.
• The capability and capacity to deliver the project to an appropriate standard, meet all health and safety requirements and complete post project reporting.

The committee will also consider applicants historical ability to complete previous projects.

Due to a limitation on funding, not all applications may be approved. In some cases, AT may only provide part funding as a contribution to an applicant’s project.

Applications that are unclear or lack detail will not be considered.

Groups will be notified on the outcome of their application approximately four weeks following the grant closing date. Payment will be made to successful applicants approximately six weeks following the grant closing date, pending their completion and return of required documentation. Groups must ensure the project for which they are seeking funding does not fall within this time for their application to be considered.

Contact us for support with your application 

AT staff are available to answer any questions regarding eligibility or criteria and to provide guidance with applications to ensure they align with grant aims.

Staff can be contacted at cyclingevents@at.govt.nz or phone 09 355 3553 (request Active Modes Specialists).

Funding obligations

Appropriate outcomes for the level of funding AT provide will be negotiated with recipients, and any special conditions for how the grant can be spent will be reflected in the service level funding agreement.

Failure to report adequately or meet the requirements of the service level funding agreement may result in a group being considered ineligible for any future funding.

All recipients are obligated to:

• Sign a funding agreement with Auckland Council (who are administering the grant on behalf of AT) and meet the terms and conditions.
• Meet with your assigned AT representative to discuss any support you may need to deliver your project. AT has a wealth of experience delivering community cycling initiatives and might be able to help you to enhance your project outcomes.  At this meeting you will agree how you will work together and how you will keep AT informed with progress updates.
• Provide progress updates as required upon request of AT.
• Meet all Health and Safety requirements, as per the agreement.
• Alert AT at the earliest opportunity should you experience delays or challenges affecting delivery of your project or event.
• Seek approval from AT of any potential changes to project or event delivery prior to spend.
• Acknowledge AT’s contribution to the activity that is being funded, by word or logo on advertising material, as per the funding agreement.
• Submit an accountability report at the end of their project, including receipts and photos with media consent.
• Return any unspent portion of the grant.