Local Facilities for Local Clubs Program 2014/2015. Application Guidelines

Transcription

1 Local Facilities for Local Clubs Program 2014/2015 Application Guidelines

2 Sport and Recreation Victoria Department of Transport, Planning and Local Infrastructure 1 Spring Street Melbourne Victoria 3000 August 2014 Authorised and published by the Victorian Government 1 Treasury Place Melbourne Unless indicated otherwise, this work is made available under the terms of the Creative Commons Attribution 3.0 Australia licence. To view a copy of this licence, visit creativecommons.org/licenses/by/3.0/au/ It is a condition of this Creative Commons Attribution 3.0 Licence that you must give credit to the original author who is the State of Victoria. 2 Local Facilities for Local Clubs Program 2014/2015 Application Guidelines

3 Message from the Minister for Sport and Recreation The Victorian Government is committed to building a more active and healthy Victoria and recognises that local community sport and recreation clubs and organisations are vital in supporting this outcome. In recognising the unique role clubs can play in developing their facilities, I am delighted to open the new Local Facilities for Local Clubs Program. This new program aims to reward community clubs and organisations, working in partnership with local government, who have worked hard to bring together resources to develop sport and recreation facilities. The Victorian Government values the contribution that communities can bring to deliver local infrastructure, in particular the ability for local community groups to provide in-kind support such as in-kind labour and materials. This program is a great opportunity for the government to recognise and reward those sport and recreation clubs which may be able to source materials or have qualified tradespeople such as electricians or plumbers, so that clubs can get important upgrades to their facilities. The Local Facilities for Local Clubs Program provides the opportunity to maximise and enhance the potential for community clubs and organisations to mobilise community in-kind contributions to get small facility projects off the ground. For each Local Government area, the State Government will match community contributions such as in-kind or cash contributions dollar for dollar up to $50,000, towards up to two projects for a wide range of sport and active recreation projects. Projects eligible for funding include sports infrastructure upgrades to outdoor sports surfaces, sports lighting installations, netball court developments, change spaces for umpires and female participants. Active recreation projects such as skate parks, play spaces and BMX tracks will also be eligible for funding. These are just some of the ways we are working with Victorians to deliver on our strategy to build a better Victoria by growing the economy, building infrastructure and contributing to the health and wellbeing of Victoria. I look forward to seeing your new and exciting projects as part of the Local Facilities for Local Clubs Program. DAMIAN DRUM MLC Minister for Sport and Recreation 3

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5 Contents 1. What is the Local Facilities for Local Clubs Program? Why is the Victorian Government funding these grants? 7 2. Who can apply? 8 3. What types of projects might be funded? What will not be funded? What are the funding details? What can community contributions include? What is the application process? How will applications be assessed? Information you will need to provide as part of your application Resources and additional information Timelines Conditions that apply to applications and funding Funding agreements Payments Acknowledging the government s support and promoting success 20 5

6 1. What is the Local Facilities for Local Clubs Program? The Local Facilities for Local Clubs Program is a Victorian Government funding program that encourages, rewards and recognises the role of community clubs and organisations who have worked hard to bring together resources to develop sport and recreation facilities. The program supports innovative local clubs, with the Victorian Government matching the total club and community contribution (both cash and in-kind) up to $50,000 for small facility projects that: increase or maintain sport and recreation participation increase female and junior participation increase access to sport and recreation places improve safety, address risks and ensure compliant facilities provide innovative sport and recreation facilities provide environmentally sustainable facilities provide universally designed facilities. The Local Facilities for Local Clubs Program promotes the importance of developing more inclusive partnerships between clubs, local governments and State Government to build a more active Victoria. The program recognises that clubs can mobilise significant local support for small facility projects. This program seeks to reward these efforts by local clubs and organisations by recognising in-kind cash and material in particular. The Victorian Government will match community contributions up to $50,000 for facility projects with a total cost of $150,000 or less. Community contributions are defined as non-council contributions and include, but are not limited to: in-kind labour donated materials project management contributions design and planning contributions cash contributions philanthropic contributions business contributions. Local clubs and community organisations can only access funding from this program through their local council, which will oversee and ensure delivery of the project. Councils can apply for up to $50,000 towards two projects. Each project can have a total project cost up to $150,000.* * Further information regarding funding details is provided in Section 4. 6 Local Facilities for Local Clubs Program 2014/2015 Application Guidelines

7 1.1. Why is the Victorian Government funding these grants? The Victorian Government is committed to supporting community initiatives that build an active Victoria. The Government recognises the important role that sport and active recreation clubs and organisations play in partnership with local government, in providing communities access to high quality facilities. This program aims to reward the hard work of volunteers and administrators at local clubs and organisations by providing financial support to small facility projects that make a big difference to local people. The purpose of this funding also acknowledges the current challenges faced by local government in bridging the gap in the development of new, and redevelopment of existing community sport and recreation infrastructure to meet the needs of their communities. This program seeks to support local government to alleviate this demand by recognising and maximising the value of in-kind contributions that community groups can provide to projects. The Local Facilities for Local Clubs Program has been developed to: reward the involvement of community organisations in the development of sport and recreation facilities promote more inclusive partnerships between clubs, local governments and State Government to build a more active Victoria stimulate the local economy and generate additional economic activity for local communities encourage greater participation in sport and recreation strengthen communities through the development of sustainable sport and recreation facilities and partnerships encourage broader access to participation opportunities. 7

8 2. Who can apply? Only local government authorities can apply directly to the Department of Transport, Planning and Local Infrastructure (DTPLI) for funding from this program. Local clubs and community organisations interested in seeking funding from this program should contact their local council to discuss their project, ensuring it meets the program s objectives and criteria by completing a project proposal available from Local government authorities are encouraged to discuss potential projects with their Victorian Government sport and recreation representative before submitting an application. 8 Local Facilities for Local Clubs Program 2014/2015 Application Guidelines

9 3. What types of projects might be funded? Improving participation outcomes is the primary aim of the program. Sporting projects that could be funded include, but are not limited to: outdoor sports surfaces outdoor playing field developments unisex accessible change rooms, toilets and showers for facility users outdoor sports lighting indoor sports surfaces including sports lighting permanent/fixed equipment such as gymnastics floors water sports facilities multi-purpose training facilities seasonal pool upgrades to support club activities temporary facilities such as change rooms. Active recreation projects that could be funded include, but are not limited to: skate parks play spaces BMX tracks equestrian courses and arenas multi-purpose spaces such as courts youth recreation spaces outdoor fitness stations. Other considerations include: projects on private land are eligible, but will be subject to the establishment of a legally binding agreement between the organisation and local government to ensure ongoing public access. Such proposals should demonstrate evidence of a legally binding agreement in the Application projects on school land are eligible subject to a completed Community Joint Use Proposal to the Department of Education and Early Childhood Development (DEECD) The replacement of sport spaces (eg. tennis hard-court surface replaced by a similar hard-court surface) will be considered, with priority given to projects which provide greater participation, are multi-purpose or provide safety, risk and compliance outcomes. 9

10 3.1. What will not be funded? The Local Facilities for Local Clubs Program will not fund the following activities: tenant clubs that have failed to resolve a breach of the Victorian Code of Conduct for Community Sport projects that do not strongly meet the assessment criteria projects that do not meet the eligibility criteria projects that do not suit the objectives of the program projects that exceed the maximum total project cost of $150,000 projects that do not meet relevant Australian Standards (eg. lighting projects or netball court dimensions) projects where any contributions are not confirmed projects that are deemed not ready to proceed applications submitted after the closing date, unless written approval from DTPLI has been obtained before the closing date which will only be granted under exceptional circumstances requests for retrospective funding, where projects have commenced construction or are completed prior to the execution of a funding agreement (construction includes, but is not limited to, site clearing, earthworks and building works) the purchase of land (in general, the land on which the facility development is proposed will be municipal property, a Crown reserve, land owned by a public authority, or land held for public purposes by trustees) facilities where little or no public access is available applications from organisations other than local government authorities in general, areas designated as licenced areas within a proposed facility will not be eligible for funding. DTPLI may consider applications where a restricted club licence is proposed or in place, provided that the restricted licence does not interfere with the facility s other amenities or services, such as child care or access by young people routine or cyclical maintenance works repair of facilities damaged by vandalism, fire or other natural disasters where the damage should be covered by insurance requests for ongoing operational costs such as, but not limited to, salaries, electricity, water and other utilities costs associated with the purchase of transport or any other type of vehicle upgrading or redeveloping social space, kitchen or toilet facilities, except as part of a larger project that meets the objectives of the funding program purchasing or maintaining recreation, entertainment, sporting, life-saving or any other equipment (except as part of facility fit out) projects previously funded by DTPLI/ DPCD/DSDBI projects that do not support implementing the principles of Universal Design and Environmentally Sustainable Design. 10 Local Facilities for Local Clubs Program 2014/2015 Application Guidelines

11 4. What are the funding details? Councils can apply for up to $50,000 towards two projects. Each project can have a total project cost up to $150,000. The community contributions committed to a project must match or exceed the Victorian Government contribution requested from this program. Furthermore, community contributions must make up a minimum of 25 per cent of the total project cost. Local councils may elect to invest funds towards the project to complement the Victorian Government funding and community contributions, but will not be required to meet funding ratios. The above information is summarised in the table below: Funding available LGA Funding ratios Councils can apply for up to $50,000 towards two (2) projects All LGAs SRV $1:$1 community contribution Each project can have a total project cost up to $150,000 (GST exclusive). The total community contribution must make up a minimum of 25% of the total project cost. Project partners are expected to guarantee the project can be delivered within the prescribed timeframe. 11

12 4.1. What can community contributions include? Community contributions are defined as non-council contributions and can be both non-monetary or monetary. Non-monetary In-kind in-kind labour donated materials or specialised equipment Planning and delivery project management contributions design and planning contributions Projects demonstrating significant in-kind labour and material will be prioritised. Monetary (financial) cash contributions from clubs/ community organisations business contributions philanthropic contributions Sport and Recreation Victoria (SRV) have developed an Information Sheet to assist in identifying and demonstrating in-kind contributions. Included in this Information Sheet are some examples of potential funding scenarios that would be eligible under this program. 12 Local Facilities for Local Clubs Program 2014/2015 Application Guidelines

13 5. What is the application process? There are some important steps to consider before submitting an application to the Local Facilities for Local Clubs Program. Step 1: Check your eligibility Only applications submitted by local councils will be considered by DTPLI for funding. Step 2: Discuss your project Local clubs and community organisations can only access funding through their local council. Clubs are encouraged to notify council of their project as soon as possible and are encouraged to complete a project proposal form available from local-facilities-for-local-clubs and utilise the Project Consideration Information Sheets in preparation for their discussion with council. It is expected that clubs will provide sufficient information to council when expressing interest in accessing funding from this program. Step 3: Council are encouraged to discuss project ideas with a Sport and Recreation representative before submitting an application. They will provide guidance on the development of projects that have merit, that align with program objectives and that are ready to proceed. Step 4: Council must submit their application online using My Grants For access to My Grants please go to Make sure you have the information you need to apply, including required documents, and click on Apply online to submit your application through My Grants. You will receive an Application Number when you submit an application online. Please quote your Application Number in all correspondence relating to your application. An application addressing all criteria must be submitted to the department by the closing date. Late applications will not be considered unless approval is provided by DTPLI prior to the closing date, which will only be granted under exceptional circumstances. Please submit all supporting documentation to cffp@sport.vic.gov.au, quoting your Application Number in the subject line of your . When you submit your application online using My Grants you will receive your application number. Attach all documents to one , zipping the files if required. Please refer to the Application Checklist as a guide to the supporting information required to ensure all relevant information is provided with your application. You can also send attachments on a CD or USB, quoting your Application Number, to: Community Facilities Group Sport and Recreation Victoria Department of Transport, Planning and Local Infrastructure GPO Box 2392 Melbourne, Victoria

14 If you need assistance with applying online, please call the Grants Information Line on between 8.30am 5pm weekdays. Make sure your application addressing all criteria and including all additional information is submitted by 11:59pm on 15 September How will applications be assessed? Applications will be assessed against the Local Facilities for Local Clubs Program Assessment Criteria and the required documents set out in section 5.2. The more effort applied to clearly address these questions and provide relevant supporting documentation, the more likely the project will attract grant funding. Questions (eg. What will the project achieve? Why? How? Who?) are incorporated under the Assessment Criteria section for each category. The percentage weightings allocated to each criterion represent the importance of the different weighting DTPLI will use to assess project applications. 14 Local Facilities for Local Clubs Program 2014/2015 Application Guidelines

15 Why do you want to do this project? 20% does the project respond to community needs and/or issues and address a gap in local facilities is the project supported by council and/or club business/strategic planning How and who will deliver this project? 60% identify the project scope identify all project contributions, in particular provide details of Community Contributions (both financial and in-kind) include quotations and/or council cost estimates include concept plans (endorsed by the project partners) that address site considerations identify who will manage the project identify all project partners and provide details of their roles and responsibilities eg. Level of local government involvement and support of community groups involved who has been consulted including relevant clubs/leagues, peak sporting bodies and community groups What will the project achieve? 20% increase (or in certain cases maintain) participation in sport and recreation. As a result of the project, what will be the additional participation and programming outcomes? encourage the broadest possible community participation in sport and recreation activities considers multi-use and improves the quality and range of sport and recreation opportunities. addresses issues around safety, risk management, Universal Design Principles and Environmentally Sustainable Design 15

16 5.2. Information you will need to provide as part of your application Letters of support from community groups, clubs and businesses are encouraged, however letters from State Sporting Associations will not be required. Application Checklist Please submit the following mandatory documentation with your Application. Concept plans endorsed by the project partners Site map/aerial map Quotes or council cost estimates Evidence of all funding confirmations and/or community contributions (eg. community cash contribution, club bank statements) Completed Voluntary Labour and In-Kind Support forms including letters of support from organisations providing in-kind contributions Project Management Framework Completed Victorian Code of Conduct for Community Sport Form for Tenants from all clubs that are tenants of the facility. IF APPLICABLE Lighting plans Technical and/or Access Audits A legally binding land-use agreement for projects located on private land For those projects located on school land, a completed Joint Use Agreement, or a completed Community Joint Use Proposal to enter into a Community Joint Use Agreement, plus a letter from DEECD that indicates endorsement of the project at both the regional office and central office level Attach evidence that the Aboriginal Heritage Act 2006, Aboriginal Heritage Planning Tool has been completed to determine if a Cultural Heritage Management Plan is required for the project. The Aboriginal Heritage Planning Tool can be accessed at Resources and additional information SRV have consolidated a number of helpful tools and resources to assist with application development that can be accessed at 16 Local Facilities for Local Clubs Program 2014/2015 Application Guidelines

17 6. Timelines Stage Date Applications open Mid August 2014 Applications developed and submitted Applications assessed against program criteria Closing date: 15 September September onwards Funding announcements and notification of outcomes Mid October 2014 Projects commence November 2014 Projects completed May

18 7. Conditions that apply to applications and funding 7.1. Funding agreements Successful applicants must observe the Header Agreement signed by DTPLI (formerly DPCD) with each local government authority. Header agreements have established the parties and their commitments and obligations to each other and set out the general terms and conditions of funding. It is recommended that you view the DTPLI standard terms and conditions. These are accessible via manage-my-grant Different terms and conditions apply to different types of grants and grant recipients. These terms and conditions are not negotiable. For each Activity, an Activity Schedule is required to be signed. It sets out the: activity details funding amounts agreed actions and payments reporting requirements acknowledgement and publicity requirements other activity specific requirements notices. Funds must be spent on the project as described in the application and outlined in the Activity Schedule, unless changes are agreed to in writing. Projects are to be completed and funds claimed by 31 May The facility tenant club(s) or association(s) are expected to adhere to the Victorian Code of Conduct for Community Sport. The Victorian Code of Conduct for Community Sport Forms for Tenants must be completed and signed by each facility tenant club and submitted with the Application to DTPLI. Applications without this form will not be considered for funding.* A request to vary the timing or scope of an approved project must be submitted to DTPLI for approval prior to implementation. Local government authorities must inform the participating organisation(s), where applicable, of all funding arrangements and obligations in relation to the grant allocation. This includes ensuring the funded project does not commence prior to the endorsement of the Activity Schedule. Local government authorities are obligated to liaise with their sport and recreation representative on the progress of funded projects, as requested throughout the life of projects as outlined in the Activity Schedule. * Further information about the Victorian Code of Conduct for Community Sport can be obtained from 18 Local Facilities for Local Clubs Program 2014/2015 Application Guidelines

19 A local government officer must be designated to oversee/support the project and provide information to the department according to the following key reporting requirements: a Project Management Framework** must be completed and submitted with the Full Application local government authorities must secure Victorian Government Sport and Recreation representative s endorsement of key documents such as concept/ schematic plans and briefs prior to work commencing local government authorities must provide project acquittal documentation as required project partners are expected to guarantee the cash flow payments towards works where a community organisation is providing funding contributions for a project. Successful applicants will be required to contribute information on activity outcomes for use in outcomes reporting, program evaluation reviews or DTPLI publications, 12 months after project acquittal Payments Upfront payments for funded projects will be made as long as: the Activity Schedule has been signed by both parties and any special conditions have been met grant recipients provide reports as required, or otherwise demonstrate that the activity is progressing as expected other terms and conditions of funding continue to be met. For all grants at least 10 per cent of the total funding is paid in arrears on evidence of satisfactory completion of the activity. ** A Project Management Framework is a statement/spreadsheet that includes the name of the local government officer responsible for the project, project activities and project timelines. The Project Management Framework fact sheet, along with a basic Project Management Framework template, can be obtained from 19

20 7.3. Acknowledging the government s support and promoting success Successful applicants need to acknowledge the Victorian Government s support through the Local Facilities for Local Clubs Program. Acknowledgement and publicity guidelines form part of the Activity Schedule and include the requirement that all activities acknowledge Victorian Government support through logo presentation on any activity-related publications, media releases and promotional material; and placement of a permanent Victorian Government endorsed sign/plaque at the site of completed infrastructure activities. The Minister for Sport and Recreation is to be given the opportunity to participate in any formal activity associated with the progress or completion of a facility, or to officially open or launch the project. Openings and launches of Local Facilities for Local Clubs projects are to be coordinated through the Office of the Minister for Sport and Recreation. Councils considering staging an opening or launch should give adequate notice. Acknowledgement and Publicity Guidelines can be found at: 20 Local Facilities for Local Clubs Program 2014/2015 Application Guidelines

21 Accessibility If you would like to receive this publication in an accessible format, such as large print, please phone contact the Grants Information Line on or This publication is also published in Word format at Privacy Any personal information about you or a third party in your application will be collected by the department for the purpose of grant administration. This information may be provided to other Victorian government bodies for the purposes of assessing your application. If you intend to include personal information about third parties in your application, please ensure that they are aware of the contents of this privacy statement. Any personal information about you or a third party in your correspondence will be collected, held, managed, used, disclosed or transferred in accordance with the provisions of the Information Privacy Act 2000 (Vic) and other applicable laws. DTPLI is committed to protecting the privacy of personal information. You can find the DTPLI Privacy Policy online at Click on the Privacy Statement link at the bottom of the page and then click on the Department s Privacy Policy. Enquiries about access to information about you held by DTPLI should be directed to the Department's Freedom of Information Unit by phone (03) or to: foi@dtpli.vic.gov.au

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