4. Policy
4.1. Key Principles
All philanthropic partnerships and sponsorship arrangements must be guided by the following principles:
4.1.1. Ethical Conduct & Probity
4.1.1.1. Councillors must not actively seek sponsorship, including financial commitments,butmayfacilitateawarenessofCouncil-approvedand publicallyavailablesponsorshipopportunities,ensuringadheranceto Section 4.4 of this Policy and limited to non-selective dissemination of information and referral to Councilofficers.
4.1.1.2. Council officers must not actively seek sponsorship, including financial commitments, unless it is supported by either a delegated officer or Council approved and publicly available prospectus.
4.1.1.3. Councildecisionsordelegatedofficer approvalfor sponsorshipmust be impartial, evidence-based and made inthe public interest.
4.1.1.4. Both Councillors and Council officers’ actual, potential or perceived conflicts of interest must be identified, disclosed and appropriately managed in accordance with legislative requirements.
4.1.1.5. Sponsorship-arrangements must not compromise Council’s independence, integrity or regulatory obligations.
4.1.2. Public Interest & Council Plan Alignment
4.1.2.1. Sponsorships must align with Council’s adopted plans, strategies and statutory responsibilities.
4.1.2.2. Sponsorships and Philanthropic partnerships must demonstrably deliver community benefits.
4.1.3. Transparency & Accountability
4.1.3.1. All arrangements must be documented, approved and reported in accordance with Council requirements.
4.1.3.2. Any decision-making must occur within delegated authority and be open to scrutiny.
4.1.4. Efficiency & Effectiveness
4.1.4.1. Arrangements must deliver value for money and make appropriate use of Council resources.
4.1.4.2. Administrative and compliance effort must be proportionate to the size, complexity and risk of the arrangement.
4.1.4.3. Sponsorship monies received must be attributed to the approved Sponsorship program to which they relate and must not reallocated or applied for other purposes. Any unspent sponsorship monies will be retained carried forward for use within the same program in subsequent financialyears, subject toCouncil’sbudgetand financial management processes.
4.1.4.4. Following completion of the program, and where applicable, in-kind contributions received through sponsorship or philanthropic parternships may be retained and applied to the program in future years, or otherwise disposed of or donated.
4.1.4.5. Any decision regarding the carry forward, retention, disposal or donation of sponsorship funds or in kind contributions must be documented, approved in accordance with the relevant delegation, and recorded in Council’s Sponsorship and Philanthropic Partnerships Register.
4.1.5. Risk management
4.1.5.1. Reputational, financial,legal, operational andstrategicrisks must be identified and managed and reported appropriately.
4.1.5.2. Council will not enter into arrangements that expose it to unaccepatable risk in accordance with Council’s risk management framework.
4.2. Types of Arrangements
4.2.1. Outgoing Sponsorships
4.2.1.1. An outgoing sponsorship is an arrangement where Council provides contributions to an external organisation, event, program or activity thatalignswithCouncilobjectivesandprovidesacommunitybenefit.
4.2.1.2. Council may provide outgoing sponsorship support to external organisations for events or activities that enhance the municipality, including hallmark, community and special events.
4.2.1.3. Councillors must not initiate, sponsor, endorse or advocate for outgoing sponsorship arrangements on behalf of specific organisationsorevents,includingorganisationswithwhichtheyhave formal or informal associations.
4.2.1.4. AnyCouncillorwith anactual,potentialor perceived association with an applicant for outgoing sponsorship must declare that association andmustnotparticipateindeliberationordecision makingrelatingto that arrangement, in accordance with the Model Councillor Code of Conduct and Council’s Conflict of Interest Policy.
4.2.1.5. Outgoing sponsorship may be in the form of in-kind support only, such as venue hire orpromotional assistance.
4.2.1.6. The approval of in-kind support, based on its assessed value, must comply with the applicable financial delegations of the relevant Coordinator, Manager or Director.
4.2.1.7. Requests from external organisations seeking outgoing sponsorship support from Council, such as in‑kind contributions, are not considered unsolicited proposals for the purposes of Council’s Unsolicited Proposals Policy where those requests:
Are confined to defined sponsorship or in kind support;
Relate to a program, event, activity or initiative aligned with Councilobjectives; and
Do not seek commercial arrangements, service delivery, use or development of Council land or assets beyond standard sponsorship support.
Where a request seeks broader or bespoke commercial, service, land use or strategic outcomes, it will be treated as an unsolicited proposal and assessed in accordance with Council’s Unsolicited Proposals Policy.
4.2.1.8. SponsorshipsawardedbyCouncilwillbesubjecttoconditionsasset out in a Sponsorship Agreement, and must be signed prior to the finalisation of the in-kind services being delivered.
4.2.1.9. Sponsorship recipients will be required to submit reports regarding the performance and outcomes of their sponsored acitivity.
4.2.2. Incoming Sponsorships and Philanthropic Partnerships
4.2.2.1. Sponsorships or philanthropic partnerships in relation to Council approved programs, services, events, facilities or infrastructure may be supported by Councillors in facilitating awareness of the sponsorship or partnership opportunity, subject to strict compliance with this Policy and without involvement in assessment, negotiation, tier classification,benefit allocation orapproval, andwillbe arranged and managed by Council officers
4.2.2.2. Opportunities may involve:
Financial support;
In-kind support (such as goods, services or expertise); or
A combination of financial and in-kind contributions.
4.2.2.3. All philanthropic partnerships and sponsorships must:
Be endorsed by Councilor approved by an appropriate delegated officer
Be documented in accordance with Council’s record management processes
Be recorded in Council’s Sponsorship and Philanthropic Partnerships Register
Align with Council objectives and strategic priorities
Demonstrate value for money
Not adversely affect Council’s reputation or public confidence
Include a defined termand end date, established prior to commencement
Be evaluated upon conclusion and reported appropriately
4.2.3. Sponsorship Classification
4.2.3.1. Sponsorship arrangements may be classified into tiers to reflect the scale, value, complexity and associated benefits of the sponsorship.
4.2.3.2. Delegated officers may determine the classification level (tier) of a sponsorship based on the requirements of the program, project or activity, including considertion of financial value, in-kind contribution, risk, complexity and expected benefits.
4.2.3.3. Councillorsmustnotinfluence,directlyorindirectly,theclassification of sponsorship tiers, allocation of benefits, determination of bespoke provisions, or any variation from standardsponsorship frameworks.
4.2.3.4. An example of a tiered sponsorship classification model, including indicative contribution levels and benefits, is set out in Appendix 1 of this Policy.
4.2.3.5. The application of sponsorship tiers is intended to support consistency, transparency and propotionality in assessment, approval and management of sponsorship arrangements.
4.3. Sponsorship and Partnership Process
The following sets out the sponsorship process:
Step Details
1 Identification & preliminary evaluation Councilidentifies a potential program, service, event, facility or initiative that may be suitable for sponsorship or philanthropic partnership. Relevantofficers undertake an initial evaluation to confirm the purpose, scope, intended outcomes, indicative value, and proposed timeframe (including commencement and end date).
2 Program Approval
3 Risk assessment
The proposed program or activity is reviewed and approved internally as suitable for sponsorship or partnership consideration, having regardto Council objectives, public value, reputational considerations and available resources.
Relevant officers undertake a risk assessment to identify and evaluate potential reputational, financial, legal, operational and strategic risks associated with the proposed sponsorship or partnership opportunity, including feasibility, resourcing, timelines and interdependencies.
4 Prospectus development
Where Councilis proactively seeking sponsorship or partnership opportunities, a Sponsorship and Partnership Prospectus is prepared by relevant officers in accordance with this Policy.
5 Applications / Proposals Proposals may be: solicited through a published Prospectus; or
submitted to the CEO or CEO delegate, via a formal application
All proposals must be submitted in writing and include sufficient information to enable assessment under this Policy.
6 Assessment Proposals are assessed against the criteria set out in this Policy. Assessment effort is proportionate to the value and risk of the proposal.
7 Endorsement and approval
Eligible proposals are presented to the appropriate delegate or Councilforendorsement and approval.
8 Agreement & implementation Approved sponsorships and philanthropic partnerships are documented in a formal Sponsorship or Partnership Agreement prior to commencement. Council officers manage the arrangement in accordance with the Agreement, including finalisation and provision of contribution, delivery of agreed benefits, monitoring, reporting and evaluation.
4.3.1. Sponsorship and Philanthropic Partnership Prospectus
4.3.1.1. Where Council proactively seeks sponsorship or philanthropic partnership opportunities, a Sponsorship or Partnership Prospectus must be prepared and approved by Council or a delegated officer.
4.3.1.2. Whereappropriate, opportunities willbe promoted via a sponsorship or partnership prospectus published on Council’s website.
4.3.1.3. The purpose of the Prospectus is to provide transparency, consistency and equity of access to sponsorship and partnership opportunities. The required content for inclusion in a Prospectus is outlined in Appendix 2. The scope, level of detail and design of a Prospectus may vary depending on the size, scale and nature of each sponsorship program.
4.3.1.4. The Prospectus does not constitute an offer or commitment by Council and Council reserves the right to vary, suspend or withdraw opportunities at its discretion.
4.3.2. Assessment of Incoming Sponsorships
4.3.2.1. The assessment of proposals for incoming sponsorships involving financial contributions to Council will be guided by Council’s governance principles, probity requirements and public interest obligations. The following criteria will be considered:
Criterion Description
Compliance with Prohibited Arrangements
Councilwill not accept financial sponsorship from any organisation or individual that falls within the prohibited categories set out in this Policy. Prohibited arrangements
Lawfulness and Ethical Acceptability
Reputational Impact and Public Confidence
apply irrespective of the value of the contribution, and no flexibility is available in this regard.
The proposed sponsorship must be lawful and ethically acceptable and must not require Council to act inconsistently with its legislative, regulatory or statutory responsibilities. Council will not accept fundswhere conditions attached to the sponsorship would compromise Council’s independence, decision making integrity or ability to act in the public interest.
Councilwill consider whether acceptance of the sponsorship is likely to have a neutral or positive impact on Council’s reputation and public confidence. While Council may be more open to accepting a broad range of funding sources, sponsorships that pose a material reputational risk, create perceived endorsement of inappropriate activities, or may reasonably underminecommunity trust will not be supported.
Alignment with Council Objectives (broad alignment)
Absence of Undue Influence or Conditionality
Alignment with Council’s strategic objectives may be assessed at a broad level, rather than requiring direct program‑by‑program alignment. Sponsorships that support, enable or enhance Council’s ability to deliver community outcomes, services or infrastructure will generally be preferred. Direct alignment with a specific Council Plan action or outcome, while beneficial, is not mandatory where the overall public benefit and community value is clear.
Councilwill consider whether the sponsorship is offered without inappropriate conditions, expectations or influence over Councildecisions, service delivery, procurement, development outcomes or regulatory processes.
Sponsorships that seek to secure preferential treatment, decision making advantage or commercial leverage with Councilwill not be accepted.
Value and Benefit to Council and the Community
Councilwill assess whether the financial contribution represents a genuine benefit to Council and the community, having regardto the scale of the contribution, its proposed use, and any associated costs, obligations or administrative burden.
Where incoming sponsorship involves limited or no promotional return to the sponsor, Councilmay place greater emphasis on the net benefit achieved through the financial contribution.
4.3.3. Outgoing assessment
4.3.3.1. The following table outlines the criteria that assessing officers will take into account when assessing outgoing sponsorship opportunities or requests:
Criterion
Strategic alignment
Financial capacity and risk
Description
The extent to which the proposal supports Council’s vision, CouncilPlan outcomes, adopted strategies and statutory responsibilities and demonstrates a clear alignment between the objectives of Council and the external organisation
The financial stability and capability of the external organisation to meet its obligations under the proposed arrangement, including consideration of financial viability, value for money, budget impacts, and identification and management of financial risks to Council
Community benefit
Ethical conduct and compliance
The degree to which the proposal delivers tangible and measurable benefits to the municipal community, including social, cultural, environmental or economic outcomes, community reach, inclusiveness and long term public value
The externalorganisation’s demonstrated commitment to ethical behaviour, transparency and probity, including compliance with applicable laws, regulations,Council policies, conflict of interest requirements and relevant Codes of Conduct
Reputational impact
The potential positive or negative impact of the arrangement on Council’s reputation and public confidence, including alignment with Council values, brand considerations, stakeholderperceptions and any association risks.
4.4. Prohibited Arrangements
4.4.1. Council will not enter into any sponsorship or philanthropic partnership arrangement with anyperson or organisation that is:
4.4.1.1. A current Councillor or Councilofficer;
4.4.1.2. Subject to, or involved in, active Council decisions, including procurements, commercialleasenegotiationsor planningapprovals;
4.4.1.3. A developer that is in a pre-application stage or has a current or pending development or planning application with Council;
4.4.1.4. An international business or organisation where the relationship arises from an existing or proposed sister city or friendship city arrangement;
4.4.1.5. Areligiousorganisation seeking topromote,advanceoradvocateits spritual or religious beliefs;
4.4.1.6. A registered political party;
4.4.1.7. An office holder, currently occupying or is a candidate for, political office at any level of government;
4.4.1.8. Involved in the prohibited or high-risk industries, including (but not limited to) tobacco production, gambling, armaments, pornography or child labour;
4.4.1.9. Otherwise likely to damage, or reasonably be perceived as damaging, Council’s reputation, integrity or public confidence.
Councilretains absolute discretion to determine whether a proposed sponsorship orpartnership falls within any prohibited category, having regard to probity, reputational risk and public interest considerations.
4.4.2. Soastoavoidthepotentialandpercieviedbias,influenceorpreferentialaccess, Councillors must not:
4.4.2.1. Approach, solicit or target specific individuals or organisations in relation to sponsorship or philanthropic partnership opportunities
4.4.2.2. Advocate for or promote a particular sponsor or partner, whether publicly or privately
4.4.2.3. Assist with the preparation, refinement negotiation or submission of any sponsorship orpartnership proposal
4.4.2.4. Provide commentary or express an opinion orindicate a view on the merits,rankingorlikelihoodofsuccessofanyapplicationorproposal
4.4.2.5. Be involved in any procurement, contracting or administrative activities associated with a sponsorship or philanthropic partnership, includingfinancialprocessessuchas invoicing, paymentrequestsor acquittals
4.4.2.6. Seek or imply preferential treatment for any sponsor or partner
4.5. Sponsorship and Partnership Agreement
4.5.1. Any sponsoship or partnership agreement entered into with Council must not, and will not, influence or be taken into account in any current or future decision making of Council.
4.5.2. All approved arrangements must be documented in a written Sponsorship or Partnership Agreement, executed prior to commencement.
Minimum inclusions:
Purpose, scope and term
Treatment of contributed funds or use of in-kind support
Contributions and benefits
Performance measures and reporting
Risk, insurance and indemnity
Conflict of interest and probity provisions
4.6.
Privacy, confidentiality and data management obligations
Termination and dispute resolution
Any othermatters required to protect Council’s legal, financial (GST applicable) and reputational interests.
4.5.3. Bespoke Agreement Provisions
4.5.3.1. To ensure sponsorships and philanthropic partnerships are effective and deliver maximum value, Sponsorship and Partnership Agreements may include bespoke or tailored provisions that reflect the specific objectives, capacity and needs of Council and the sponsor or partner.
4.5.3.2. Standard benefits, recognition or activation options may be variedor replacedwheretheyarenotsuitableorwouldnotprovidemeaningful value to either party.
4.5.3.3. Any bespoke provision must:
Align with Council’s objectives, values and public interest obligations
Be clearly documented, measurable and transparent
Represent value for money and community benefit
Be approved in accordance with thisPolicy
4.5.4. All agreements must comply with Council’s procurement and financial policies and be executed in accordance within delegation limits.
Monitoring and Evaluation
4.6.1. Councilwill:
Maintain a register of all sponsorships and partnerships, including Councillor involvement when facilitating sponsorship or partnership opportunities
Monitor compliance with agreements
Evaluate outcomes and community benefit
Report publicly on sponsorship arrangements
Provide annual reporting to Council
4.6.2. Monitoring and evaluation will include, where proportionate to the size and risk of the arrangement:
Ongoing monitoring of compliance with the Sponsorship or Partnership Agreement
Financial acquittal of funding and in-kind contributions
Assessment of delivery against agreed outputs, outcomes and performance measures
Review of community benefit and alignment with Council objectives
Consideration of reputational impacts and stakeholder feedback
Identification of lessons learnt to inform future arrangements
4.7. Large Scale and Complex Sponsorship and Partnership Programs
4.7.1. The categorisation of a sponsorship or philanthropic partnership program as large-scale or complex will be determined by the CEO, having regard to factors suchasfinancialvalue,duration,riskprofile,publicinterest,reputationalimpact and governance complexity, and will requireendorsement by Council.
4.7.2. Where a program is categorised as large-scale or complex, Council will establishaninternalcommitteetoprovidegovernanceoversightoftheprogram.
4.7.3. A Terms of Reference must be developed and approved for any internal committee established under this section prior to commencement of the program.
4.7.4. The Terms of Reference will, as a minimum, address the followingmatters:
The purpose and scope of the committee and the program
Committee establishment arrangements
Councillor and officer representation
Committee tenure and reporting obligations
Frequency of meetings
The level and nature of financial and/or in-kind contributions involved
Decision-making processes, including how financial contributions are allocated, endorsed and monitored
Probity, conflict of interest and risk management requirements
4.7.5. Large-scaleandcomplexsponsorshipandpartnershipprogramsremainsubject to all other requirements of this Policy, including agreement, reporting, evaluation and public transparency obligations.
4.8. Post-Approval and Agreement Conduct
4.8.1. Following approval of a sponsorship or philanthropic partnership, Councillors and Council officers must not advocate for, publicly promote, or represent a sponsor or partner beyond Council approved communications and agreed recognition arrangements. Councillors must not act in a manner that creates a perception of endorsement or preferential association with any sponsor or partner.
4.9. Conflicts of interest
4.9.1. Councillors and officers:
Must not receive personal benefit from any philanthropic partnership or sponsorship
Must not accept gifts or benefits from prospective or active sponsors or partners
Must declare and manage conflicts in accordance with legislation and Codes of Conduct, including non pecuniary, perceived or relational conflicts arising from facilitation of sponsorship or partnership opportunities or associations with sponsors or applicants.
4.9.2. It is expected that any individual or organisation with a sponsorship or partnership agreement with Council will disclose the agreement if lodging development or grant applications ortender proposals with Council.
4.10. Privacy and Information Management
Council is committed to protecting the privacy of personal and confidential information collected, used and disclosed in connection with philanthropic partnerships and sponsorship arrangements. In administering this Policy, Council may collect personal and business information from sponsors and partners for the purposes of assessing eligibility and suitability, managing and monitoring arrangements, meeting governance andprobityrequirements,andfulfillingreportingandpublicaccountabilitycommitments.
All personal information will be handled in accordance with the Privacy and Data Protection Act 2014 and Council’s Privacy Policy and Information Management Framework. Council will take reasonable steps to ensure that information collected is accurate, up to date, secure and accessed only by authorised officers for legitimate Councilpurposes.
Information collected under this Policy may be used and disclosed internally within Council for assessment, approval, monitoring, reporting and audit purposes, and may also be disclosed where required or authorised by law.
In order to meet transparency and public accountability commitments, Council may publicly disclose selected information relating to sponsorships and philanthropic partnerships, including through Council reports, registers and publications. Public disclosure will be limited to information reasonably necessary to meet these commitments.
Sponsors and partners acknowledge that information provided to Councilin connection with sponsorship or philanthropic partnership arrangements may be subject to public disclosureandcannotbeguaranteedconfidentialitywheredisclosureisrequiredtomeet legislative, governance or transparency requirements.
4.11. Reporting and Transparency
4.11.1. Any facilitation of awareness by a Councillor must be declared to the relevant Council officer and recorded as part of the assessment and approval documentation, including the Sponsorship and Philanthropic Partnerships Register.
4.11.2. Any funds or in-kind contributions received by Council through sponsorships or philanthropicpartnershipsaretobetreatedaspublicmoniesorpublicresources and must be applied solely for the purpose(s) agreed and dcoumented in the relevant Sponsorship or Partnership Agreement.
4.11.3. Council Officers will report back to sponsors and partners on the outcomes of the program within three (3) months after the completion of the arrangement, detailing how the sponsorship was spent/used, return on investment and other relevant information.
4.11.4. A report of sponsorships and partnerships will be provided to Council annually, which will include all approaches, total amount provided/received and other relevant information.
4.11.5. A summarised list of sponsorship arrangements will be made publicly available on Council’s website.
5. Roles and Responsibilities
Role Responsibility
Council Power to endorse or approve sponsorship or philanthropic partnerships or related prospectus
Councillors May facilitate in the awareness of Council endorsed or approved sponsorship or philanthropic partnership prospectus. These instances must be declared to the relevant Officer
Chief Executive Officer Responsible for:
Reviewing and approving sponsorship and philanthropic partnerships and prospectus where required
overall accountability for implementation of the Policy
Directors Responsible for:
Providing oversight of the sponsorship program relevant to their Directorate
Ensuringarrangementswithintheirdirectoratecomplieswiththis Policy and are appropriately managed
Manager Governance Responsible for:
Ensuringacopyofthispolicyandassociatedregisterisavailable on Council’s website or available for public inspection when requested
Ensuring the associated register is reported to Council annually
Providing oversight and advice on the implementation of this Policy
Reviewing this Policy
Governance
Responsible for:
The administration of the Sponsorship and Partnership Register
Uploading a summary of the Sponsorship and Partnership Register to the website on a quarterly basis
Responsible Managers Responsible for:
Identifying and formalising sponsorship and partnership opportunities
Ensuring the sponsorship or partnership activity is registered in the Sponsorship and Partnership Register
Preparing the Prospectus for each sponsorship and partnership program
Overseeing the assessment of sponsorship and partnership applications, Agreement negotiation and execution
Responsible Officers
Ensuring the sponsorship or partnership arrangement is well managed and in accordance with the respective Agreements
Managing the financial contributions in accordance with the sponsorship and partnership program requirements
Providing a report to Council at the conclusion of the program
Responsible for:
Providing administrative support in the assessment, agreement preparation, monitoring of the sponsorship program and undertaking evaluation of the sponsorship and partnership arrangements
Recording Councillor facilitation activities in the Register upon receipt from the relevant Councillor
Preparingareporttothesponsor/partnerontheoutcomesofthe sponsorship and partnership.
6. Policy non-compliance
Failure to comply with this Policy may result in:
Termination or withdrawal from sponsorship or partnership arrangement;
Reputational, financial or legal risk to Council; and
Management action inaccordance with relevant Councilpolicies and procedures.
7. Definitions
Term Definition
Agreement
Means a written Sponsorship Agreement, Partnership Agreement or Letter of Agreement entered into by Council that sets out the terms and conditions of a sponsorship or philanthropic partnership arrangement.
Arrangement Means any sponsorship or philanthropic partnership entered into by Council, including financial and/or in-kind support, whether incoming or outgoing.
Bespoke provisions Means customised benefits, recognition, activation or other terms included in an Agreement that are specifically tailored to meet the needs and objectives of Council and the sponsor or partner.
Developer Means an applicant, or prospective applicant, for a planning application or similar, including a planning scheme amendment. This includes any consultants, advisors, agents, representatives, landowners or persons closely associated with the developer who is appointed to promote or advocateforthedeveloper’sinterestsorproposal.
Facilitate Awareness
Means the passive communication of publicly available information about a Council-endorsed sponsorship or philanthropic partnership opportunity,includingreferraltoCouncilpublicationsorofficers.
Financial contribution
Incoming sponsorship
In-kind support
Philanthropic partnership
Probity
Public interest
Sponsorship
Outgoing Sponsorship
Facilitation of awareness does not include targeted approaches, advocacy, endorsement, assistance with proposal development, commentaryonlikelihoodorsuccess,oranyrepresentationthatimplies preferentialtreatmentorCouncilsupportbeyondthatformallyapproved.
Means a monetary contribution provided under a sponsorship or philanthropic partnership arrangement, including cash payments or funding support.
Means a sponsorship agreement where Council receives financial and/or in-kind support from an external organisation or individual in exchange for defined recognition, promotional opportunities or other agreed benefits, subject to Council’s governance, probity, transparency and public interest obligations.
Means non-financial contributions provided under an arrangement, including goods, services, facilities or resources or professional expertise.
Meansacollaborative,values-basedrelationshipfocusedprimarilyon achieving shared social, environmental or community outcomes rather than commercial gain.
Uprightness, integrity, honesty, proper and ethical conduct and propriety in dealings. It is often also used in government in a general sense to mean good process
Meansthecollectivebenefitorwellbeingofthemunicipalcommunity, including present and future generations.
Means a commercial or promotional arrangement involving the provision of financial or in-kind support in exchange for defined marketing, promotionalor brand recognition benefits.
Means a sponsorship where Council provides in-kind support to an external organisation, event, program or activity that aligns with Councilobjectives and providesa community benefit
Sponsorship Tier Means a classification level assigned to a sponsorship arrangement based on its scale, value, complexity and associated benefits.
Unsolicited Proposal A proposal submittedto Councilthathasnotbeen requestedthrough a competitive process, and that may include commercial, service, infrastructure, or development opportunities.
Value for money
Means an assessment of efficiency and effectiveness having regard to cost, quality, benefit and risk, including the achievement of public value and community outcomes.
8. Related documents
8.1. Legislation
Local Government Act 2020
Financial Management Act 1994
8.2. Documents and resources
Model Councillor Code of Conduct
Procurement Policy
Financial Management Policy
Strategic Partnerships Framework (under development)
Risk Management Framework
Philanthropic Partnerships and Sponsorships Assessment Protocol
Philanthropic Partnership and Sponsorship Register
9. Implementation of the Policy
This Policy will be made available on Council’s website following its adoption and made available as part of Prospectus documents developed by Council.
Appendix 1
The below table sets out an example contribution Tier structure with sample benefits for the sponsor. Each program may undertake an evaluation of their own proposed Tier structure.
Sponsor Tier Financial contribution or inkind equivalent
Tier 1
Highest level of sponsor contribution
$10,001 and greater
Highest level of financial contribution
Example Sponsor benefit
Naming rights for a limited period of an event or asset.
Significant presence on marketing collateral related to the event, season or program (including logo on all material).
Opportunities for significant presence at events/activities in a premium position.
Tier 2
Medium level of contribution
Tier 3
Low level of contribution
Foundation
Individual sponsorships
$6,001 -$10,000
Medium level of financial contribution to an individual event or activity
$2,000 -$6,000
Low level of contribution to an individualevent or activity
Under $2,000
Lowest contribution amount considered for an individual event or activity
Naming of individual award categories or specific events.
Opportunity for physical presence at event/activity.
Limited presence in marketing campaigns.
Visible signage with logos at the event or activity.
Limited presence in marketing campaigns.
Appendix 2
Sponsorship andPartnership Prospectus – Structure Template
This template may be used by Council officers to develop a Sponsorship and Partnership Prospectus when seeking to proactively invite interest from potential sponsors or partners.
1. Introduction
Provide an overview of Council, including:
Council’s role and functions;
Relevant Council values, priorities and strategic objectives; and
How sponsorships and partnerships support community outcomes.
2. Overview of the Opportunity
Describe the sponsorship or partnership opportunity, including:
Program, service, event, facility or initiative name;
Background and purpose;
Location and duration; and
Target audience or community benefited.
3. Objectives and Intended Outcomes
Clearly articulate:
The objectives of the sponsorship orpartnership;
Desired community, social, cultural, environmental or economic outcomes; and
How success will be measured.
4. Type of Arrangement
Specify the type of arrangement sought:
Philanthropic partnership;
Sponsorship; or
A combination of both.
Include any preferred structure or limitations.
5. Sponsorship or Partnership Options
Where applicable, outline available options, such as:
Sponsorship or partnership tiers or packages;
Exclusivity arrangements;
Naming rights; and
Customisable opportunities.
6. Contribution Requirements
Detail the expected contributions, including:
Financial contributions (including ranges or minimums);
In-kind contributions (goods, services, expertise or resources); and
Any conditions attached to contributions.
7. Benefits and Recognition
Describe the benefits available to sponsors or partners, which may include:
Branding and logo recognition;
Acknowledgement at events or on Councilassets;
Promotional or marketing opportunities; and
Community or reputational benefits.
All benefits must align with Council policies and branding guidelines.
8. EligibilityCriteria
Specify eligibility requirements, including:
Types of organisations eligible to apply;
Any exclusions or restricted industries; and
Compliance with Council values and probity expectations.
9. Assessment and Evaluation Process
Outline:
The assessment criteria that will be applied;
The evaluation methodology;
Any weightings or priorities; and
The approval pathway and decision-maker.
10. Risk, Compliance and Probity
Include information on:
Council’s probity and ethical requirements;
Conflict of interest expectations;
Relevant legislative or policy compliance obligations; and
Any key risks associated with the opportunity.
11. Privacy and Information Handling
Councilcollects personal and business information as part of the sponsorship and partnership application, assessment and management process. Information is collected for the purposes of:
assessing applications;
administering and managing sponsorship or partnership arrangements;
monitoring performance and outcomes; and
meeting Council’s governance, reporting and transparency obligations.
Councilwill handle all information in accordance with applicable Victorian privacy legislation and Council’s Privacy Policy.
Applicants should be aware that:
certain information provided may be disclosed internally within Councilfor assessment, approval, reporting and audit purposes; and
selected information relating to approved sponsorships or partnerships may be publicly disclosed, including via Council reports, registers or publications, inorder to meet transparency and accountability requirements.
By submitting an application, applicants acknowledge and consent to the collection, use and disclosure of information as described above.
12. Timeframes
Set out key dates, including:
Prospectus release date;
Application closing date;
Assessment period;
Expected decision date; and
Proposed commencement date.
12. How to Apply
Provide clear instructions on:
Application method and required documentation;
Submission format;
Lodgement details; and
Enquiries contact details.
13. Disclaimer
Include the following disclaimer:
This Prospectus doesnot constitute an offer or commitment by Council. Councilreserves the right to vary, suspend or withdraw this opportunity, or to accept or reject any application, at its discretion.
