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Changing your plan or budget

We understand that circumstances can change and that you might need to vary your project, program or budget. You must always discuss a planned change with a program officer before it occurs as you may be required to seek formal approval from the Tasmanian Arts Advisory Board. You should not proceed with a planned change until you have received written confirmation from Arts Tasmania. In some cases the Tasmanian Arts Advisory Board may need up to six weeks to consider the change before the project/program proceeds.

Reasonable operational variations, such as ordinary increases in costs from the planning stage, may not require a formal variation approval from the Tasmanian Arts Advisory Board. In cases where changes are not material they can be approved by a program officer immediately. Where an urgent change is required, the Tasmanian Arts Advisory Board will take into consideration the funded timelines.

The Tasmanian Arts Advisory Board will not approve variations retrospectively. If you provide a variation in your acquittal that has not been approved, the Tasmanian Arts Advisory Board may require you to return relevant funds.

Conditions of Loan

Payment of any loan is dependent on your acceptance of the formal Conditions of Loan that are contained in the agreement that you are required to sign prior to receiving the loan funds.

Amongst other things, these conditions relate to how the funds can be spent and how they need to be accounted for, acquittal requirements, variation approvals and acknowledgement requirements.

In summary, in signing the loan agreement you undertake to:

  • repay the loan and interest in the set monthly repayments, until the loan is repaid in full
  • pay a dishonour fee of $25 if any payment is dishonoured. This fee will be collected in addition to the dishonoured instalment amount
  • keep the items purchased with the loan proceeds in good repair and condition and not to dispose of them without the written consent of the Minister whilst the loan is still current;
  • keep the items purchased with the loan proceeds insured
  • allow access to Arts Tasmania to inspect the goods upon reasonable notice
  • notify of any change of address within seven (7) working days (noting that where loan recipients leave Tasmania permanently, they are required to repay the loan in full)
  • apply the funds to the purpose approved
  • submit financial statements to Arts Tasmania within six months of the provision of the loan noting that accounts may be subject to detailed inspection under the Financial Management and Audit Act 1990
  • identify the grant separately in your financial statements
  • provide a detailed statistical and financial acquittal report on the funded project or program within three months of its completion or the end of the grant period (see acquitting your grant)
  • provide Arts Tasmania, in writing, with any information requested relating to the project/program funded
  • seek approval from Arts Tasmania for material changes in the budget or program before implementing them (see changing your plan or budget)
  • prominently acknowledge financial investment from Arts Tasmania for the project/program. This acknowledgment should appear in reports, media releases, posters, newsletters, brochures, advertisements, catalogues and other material
  • provide Arts Tasmania with comprehensive details and adequate advance notice (at least two weeks) of events related to the funded program or project
  • observe any special conditions included in the assessment of the application
  • acknowledge that acceptance of the grant does not commit Arts Tasmania to future funding
  • give access to the Auditor-General for Tasmania or their nominee to all financial statements and records relating to the use and expenditure of the grant upon reasonable notice in writing first being given
  • complete the project/program within the time frame as stated in the application and as agreed to by Arts Tasmania
  • warrant that the organisation is financially solvent. The onus is on applicants to satisfy Arts Tasmania of their financial viability to meet the contractual obligations. An applicant should not proceed with an application if they are unable to provide acceptable evidence of their organisation’s financial viability.