FAcilties and Capital Equipment Guidelines 2016-17 Web viewand. Capital. Equipment. Program...

DEPARTMENT OF TOURISM AND CULTURE

Facility and Capital EquipmentProgram Guidelines 2017-18

Table of contents

Overview.......................................................................................................................3Key dates...................................................................................................................... 3Funding priorities..........................................................................................................3How to apply................................................................................................................. 4Who can apply...............................................................................................................4Who cannot apply.........................................................................................................5What can be funded......................................................................................................5What cannot be funded.................................................................................................6Funding criteria.............................................................................................................7Application checklist......................................................................................................8Assessment...................................................................................................................9Notification and feedback..............................................................................................9Payment of funding.....................................................................................................10Resources.................................................................................................................... 11General information....................................................................................................11Buy Local..................................................................................................................... 12Definitions...................................................................................................................12Contacts...................................................................................................................... 13

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OverviewThe Northern Territory Government’s (NTG) Facility and Capital Equipment (FACE) Grant Program funds eligible organisations for infrastructure that supports the development of appropriate, affordable and accessible sport and active recreation opportunities for all Territorians. The program is administered by the Sport and Recreation Division of the Department of Tourism and Culture.

Funding is available for planning, building new, and improving existing sport and active recreation facilities in the Territory as an enabler for increasing access and availability for physical activity and community wellbeing.

The intended outcomes of the program are

• Increased opportunities for all Territorians to increase levels of physical activity through sport and active recreation

• Fit-for-purpose facilities that provide safe participation experiences• Environmentally and financially sustainable community facilities• Well-designed and multi-purpose facilities that encourage inclusiveness and

collaboration.

Key datesApplications open online 1 July 2017‘Soft close’ for applications to receive feedback 31 August 2017Final closing date for applications Midnight 25 September 2017Assessment of applications October 2017Notification of successful recipients November 2017Funds available (project commencement) December 2017

Funding prioritiesProjects that can demonstrate the following outcomes will be prioritised during assessment

• Directly linked to participation or increased levels of physical activity (e.g. playing surfaces/lights)

• Addresses safety/security issues and improved community access• Reduced maintenance costs or improved environmental outcomes• Support for the Northern Territory Government’s Buy Local plan• Multiple use and shared facilities• Proper planning giving consideration to sustainability, future and community

needs.

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How to applyAll applications must be lodged online at www.sportandrecreation.nt.gov.au. For application assistance, contact the department on 1800 045 678 or email [email protected] CloseThe department will assess the completeness of your application and provide feedback if it is lodged before 31 August 2017. Based on the feedback, you can amend your application and resubmit prior to the final closing date. Applications submitted after 31 August will be assessed as submitted.

Who can applyOrganisations must meet the following criteria

Operate within the Northern Territory of Australia Meet the department’s definition of a sport or active recreation organisation Be currently registered as an incorporated body with Licensing NT, Department

of Attorney-General and Justice, or hold another comparable legal status Operate as a not-for-profit organisation (regional councils exempt) Represent the interests of Territorians involved in sport or active recreation Be an affiliate of an organisation recognised as the national body or

Northern Territory peak sporting body (where applicable) Be compliant with Licensing NT, Department of Attorney-General and Justice, or

other relevant authority Have current public liability insurance (minimum $10 million).

Unincorporated bodiesUnincorporated bodies may only apply if they nominate an organisation with an appropriate legal status that agrees to accept legal and financial responsibility for the grant. Payment of funds will be made through the nominated organisation, which will be known as the ‘administering body’.

Organisations based at school groundsSport and active recreation organisations based at school grounds must be able to demonstrate tenure (five years +) and have a Community Use of School Facilities Agreement (or similar) in place, plus permission to undertake the project.

Organisations based on NTG owned landSport and active recreation organisations based on NTG owned land are eligible, with proof of tenure of five years + (excluding any facilities owned and maintained by the government). The organisation must still adhere to the program’s purpose and eligibility, and not include repairs and maintenance or any items to be included in an

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mailto:[email protected]

http://www.sportandrecreation.nt.gov.au/

NTG operational budget.

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Who cannot apply• Individuals• Organisations that do not meet the department’s definition of a sport or

active recreation organisation• Parents and citizens/parents and friends associations• State and federal government departments• Political organisations• For-profit groups/commercial organisations• Tertiary education institutions, schools, school councils, student groups• Organisations that are not based in the Northern Territory• Organisations with outstanding government grant acquittals.

What can be fundedThe following are eligible for funding

• New or upgraded facilities that will increase participation and/or levels of physical activity

• Upgrades that result in facilities meeting minimum safety, compliance or competition standards

• Upgrades that result in enhanced or increased function of facilities or capital equipment

• Upgrades of facilities that have reached end of useful life (that has not been caused by neglect or lack of maintenance)

• Projects that address gaps in community needs identified through facility planning processes

• Projects that broaden community access and increase and/or maintain opportunities for participation and levels of physical activity.

Examples of eligible projects• Development of facility master plans, asset management plans or feasibility

studies, particularly for multi-use and shared facilities• New, upgraded or extended outdoor sport or active recreation facilities, such

as fencing, pitches, court surfacing or floodlighting• New, upgraded or extended specialist facilities, such as climbing walls and

gymnastics pits• Watering systems and shade• Essential support facilities, such as changing rooms, showers, toilets for

participants and officials, equipment stores• Improvements to make facilities accessible to people with disabilities, women

and children• Capital equipment where ongoing use can be demonstrated and a positive

cost/benefit in comparison to hiring• Capital equipment especially adapted for use by people with disabilities

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• Circumstances where safety and/or compliance issues are evident.

What cannot be funded• Projects that do not have the consent of the landowner• Projects that require ongoing funding and support from the Northern Territory

Government• Projects that are for facilities where little or no public access is available• Projects that are for activities considered to be related to arts, hobbies, craft,

fishing, music, historical re-enactments, pets, livestock or wildlife• Requests where the project is not deemed ready to commence or other funding

sources have not been confirmed• Projects that do not add value, or are routine or cyclical

maintenance/replacement or repair works to existing facilities• Ongoing operational costs, such as electricity, water and other utilities• Areas designated for gaming machine operations or licensed areas• Project management fees (where project is managed by, or on, council land)• Replacement of like-for-like surfaces, unless additional uses are proposed or

circumstances where safety and/or compliance issues are evident.

Examples of ineligible projects• Aesthetic landscaping where there is no demonstrated benefit for increased

participation or levels of physical activity• Purchase of land• Kitchen facilities (as a singular project)• Car parks, driveways and roads• Developing bikeways/pathways for the purpose of transport• Transport (or any other vehicle)• Caretaker residences/residential buildings• Swimming pools/aquatic facilities• Non land-based facilities (boat ramps, ocean pools and marinas)

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Funding criteriaOrganisations may apply for up to $100 000 in a financial year. The minimum total project cost under this program is $10 000.Funding amounts are dependent on the total eligible costs of the project. The minimum contribution from the applicant is 20 percent of the total project cost. A contribution by the applicant demonstrates planning, reserves and alternative fundraising efforts. A breakdown of funding contributions for the project is required and should include organisations’ reserves, donations and include hours of labour worked.

• Contributions can include cash, in-kind contributions and donations. Exception: Councils cannot include any in-kind contribution (project management, internal costs or other purposes). Applicant contribution cannot come from another Northern Territory Government department funding program.

• All funding requests and expense quotes and costings must be ex-Goods and Services Tax (GST) if the organisation is registered for GST, or including GST if not registered.

• All funding requests must include two quotes for each (major) expense outlined in the project (where practicable).

• Applicants must provide evidence that their contributions are secured, including contributions to cover any ineligible project costs.

• Inclusion of unconfirmed amounts may impact assessment, however, funding can still be nominally approved pending confirmation of other funds.

• In-kind contributions for professional services or materials must be accompanied by a quote.

• General labour (volunteer hours) is valued at $25 per hour for the purposes of calculating the organisation in-kind contribution.

Funding contribution example

To install floodlighting at a sporting field, there is a total project cost of $130 000 (plus GST). In this example, $26 000 (20% of total project cost) is the minimum required contribution. The organisation has been able to raise $40 000 and secure other NTG funding of $10 000.

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Minimum required

$130 000 x 20%

= $26 000

The following is a checklist of documents and actions that are required for your application.Organisation details

Organisation contact details, including committee/board members Latest audited financial statementsCertificate of currency (minimum $10 million public liability)

ConsultationIt is in the best interest of applicants to speak to a department representative prior to applying. The department representative will provide guidance to project eligibility

Scope and objectiveProject brief/scope of worksArticulating ‘the program outcomes’ and demonstration of need Current and expected use of facility

PlanningSchematic plans/sketch design/site plans endorsed by the project partners Project timelines/stagesEvidence of risk assessment/management of the projectFeasibility study, business case, relationship to a master plan or plan attached (required for applications of $50 000 or more)Asset management plan (highly recommended)

Budget informationProject budget (including staged costing) Two quotes and/or internal cost estimates Evidence of other confirmed funding sources (non Northern Territory

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Funding request: $80 000

• organisation reserves $10 000• anonymous donation (confirmed) $10 000• in-kind steel (with quote) $10 000• in-kind volunteer labour (400 hrs x $25) $10 000Total applicant contribution $40

000Other NTG Funding $10 000Total project funding $130

000

Actually secured $40 000

Government funding)Consideration of operational and maintenance costs

Support and permissionEndorsement by peak sporting body or sport service provider (if appropriate) Development/building approval (if required)Land owner permissionSupport from other user groupsJoint use agreement or similar (for school-based applications) Evidence of tenure

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AssessmentThe department will only assess applications that are complete and submitted by the closing date.

Project assessment (to determine the viability and merit of the project)

• Compliance with eligibility requirements• Participation and/or membership rates and existing service provision (other

available facilities)• Appropriateness of the project in relation to the activities of the organisation• Amount of funding sought in relation to total cost and demonstration of value for

money/reasonable budget• Adequacy of the organisation’s total funding capacity to successfully complete

the project and/or the ability to complete the project in stages• Adequacy of information provided in the application.

Organisation assessment (to determine the organisation’s capacity to efficiently manage the funding and achieve the grant outcomes)

• Potential to achieve the outcomes and initiatives applied for• Performance on previous grants• Structure and service delivery (affiliates and the organisation’s commitment and

ability to service their needs)• Good governance and organisational management• Practical business and strategic planning• Financial viability and historical financial records• Compliance with the Associations’ Act• Support from other stakeholders• Acquittal of previous grant funding from the Northern Territory Government.

Notification and feedbackApplicants will be notified of the result of their application by mail or email. Successful applicants and funding details will be published on the department’s website: www.sportandrecreation.nt.gov.au. Individual feedback is available on request.

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Payment of fundingPayments will be processed on receipt of

• A signed agreement• If the organisation does not have an Australian Business Number (ABN), a

‘Statement by Supplier’ form• A completed ‘new vendor’ form, if applicable.

Funding will be paid via electronic funds transfer (EFT) to the organisation’s nominated bank account.

Goods and Services Tax (GST)If the organisation is GST registered, the actual total is subject to GST and the following will apply

• The total will be ‘grossed up’ by 10 per cent• It is the organisation’s responsibility to ensure that the GST component is

remitted to the Australian Taxation Office• A ‘Recipient Created Tax Invoice’ will be generated showing the ‘grossed

up’ amount and forwarded to the organisation once the funds have been released.

If the organisation is not registered for GST, the organisation is not required to pay GST and will not receive a ‘grossing up’ provision.The organisation must advise the department of any changes to its ABN or GST registration status.

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ResourcesThese websites have resources that can help with your planning phase. Good planning will increase your chances of a successful grant application.Organisation Topic Website linkWA Department of Sport and Recreation

Guides for asset management, synthetic turf, indoor and outdoor lighting

www.dsr.wa.gov.au/ support-and-advice/facility- management

Victorian Department of Sport and Recreation

Artificial grass for sport guide

www.dtpli.vic.gov.au/sport- and-recreation/find- sport- facilities/community-facilities/ artificial-grass- Sport and Recreation

TasmaniaSharing sport and recreation facilities

www.dpac.tas.gov.au/ data/ assets/pdf_file/0005/228677/ Sport New Zealand Whole-of-life costs model

for sports fields, indoor facilities guide and good practice case studies

www.sportnz.org.nz/managing- sport/guides/sport-field- development-options

Lottery West Managing assets http://bit.ly/1nVxmwy

General information These guidelines supersede all terms and conditions in previous guidelines

administered by the department and form part of any agreement for funding provided under this program

Funds may not be used for any other purpose without a request for variation and prior written approval from the department

Funds are not granted retrospectively (funds will not be granted for projects that have already occurred or start before a funding agreement has been signed)

Recipients will be required to comply with all conditions of a Northern Territory Government agreement, which includes participation in audits of funding use

The Northern Territory Government reserves the right to withdraw approval for funding at any time if there is a change in circumstances in the nature or financial viability of the project, individual or organisation

If a funding recipient does not meet all requirements in the agreement, monies paid may be recovered as a debt due

Unexpended funds of the approved amount will be required to be refunded Recipients will be required to acknowledge the government assistance provided

(Information on how to do this will be detailed in the agreement) It is a condition of application that details of successful and unsuccessful

applications, including the name of the recipient, amount, purpose, any justification and any special approval conditions may be published or used by the Northern Territory Government in any form and at any time

Program funding is subject to the appropriation of funds through the normal Northern Territory Government budget process each year.

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Buy LocalGrants provided through the program are considered capital grants. All capital grant recipients must now buy from a Territory enterprise, unless it can be proven, through a competitive process that there are no suitable Territory enterprises able to supply the item or service.

For more information visit the Buy Local website http://www.buylocal.nt.gov.au/.

DefinitionsActive recreation organisationOrganisations that administer activities that meet the Australian Sports Commissions definition of active recreation: “activities engaged in for the purpose of relaxation or enjoyment with the primary activity requiring physical exertion and the primary focus on human activity”.

AgreementThe legally binding agreement that the funded organisation enters into with the Northern Territory Government. It includes information on reporting and acquittal requirements, payment schedules and other obligations.

Asset management planAn asset management plan (AMP) outlines the requirements to properly maintain your facility, including risk management, operational costs, and replacement and upgrading expenses over the life of the facility. An AMP enables the organisation to understand the full costs of operating a facility and to budget for it accordingly.

CouncilStatutory bodies responsible for local government in the NorthernTerritory, including municipal and regional councils (Source: LGANT Fact Sheet 2: Local Government in the Northern Territory).

Community use of school facilities agreementsAn agreement between the community user group and a school that outlines the conditions of use.

Facility master planA document that describes the overall infrastructure of an organisation or area, outlining curret status and future plans and priorities.

MaintenanceMaintenance is defined as work on existing buildings or facilities undertaken with the intention of:

• Reinstating the physical condition to a specified standard• Preventing further deterioration or failure• Replacing components at the end of their useful or economic life• Making temporary repairs for immediate health, safety and/or security reasons.

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http://www.buylocal.nt.gov.au/

Routine MaintenanceRoutine maintenance is expenditure made to keep infrastructure (including land, buildings and equipment) in good repair and operating condition, including recurring, preventative and ongoing maintenance necessary to delay or prevent the failure of building systems and equipment.

Examples of routine maintenance• Filter changes/cleaning• Painting or sealing• Re-roofing• Replacement of faulty or broken lights• Replacement of tiles/carpets• Plumbing and air conditioner repairs• Upkeep and upgrade of pools including costs of chemicals• Upkeep of security measures• Pest control• Minor repair of components and activities that should be performed regularly as

recommended by manufacturers or other professionals.

Sport organisationAn organisation that administers a sport that meets the Australian Sports Commission’s definition of a sport: “a human activity capable of achieving a result requiring physical exertion and/or physical skill which, by its nature and organisation, is competitive and is generally accepted as being a sport”.

Strategic planPlan outlining the organisations future direction and identifies key result areas such as participation, administration and development of coaches, officials and volunteers. It includes performance indicators, timeframes, costs and personnel.

ContactsDarwinFirst FloorJHV2, Jape Home Maker Village356 Bagot RoadMillner NT 0801Tel: 1800 045 678

KatherineParks & Wildlife Building 32 Giles StreetKatherine NT 0871Tel: (08) 8973 8892

Alice SpringsAnangu House Cnr Bath St and Gregory TerraceAlice Springs NT 0871 Tel: (08) 8951 6432

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