Facility and Capital Equipment Program Guidelines 2018-19 · Web viewThe Northern Territory...

DEPARTMENT OFTOURISM AND CULTURE

www.nt.gov.au

Facility and Capital EquipmentProgram Guidelines 2018-19

Conte

1 FACILITY AND CAPITAL EQUIPMENT PROGRAM GUIDELINES

Overview....................................................................................................2Key dates...................................................................................................2Funding priorities.......................................................................................2How to apply...............................................................................................3Who can apply............................................................................................3Who cannot apply.......................................................................................4What can be funded....................................................................................4What cannot be funded...............................................................................5Funding criteria..........................................................................................6Application checklist...................................................................................7Assessment................................................................................................8Notification and feedback............................................................................8Payment of funding.....................................................................................9Goods and Services Tax (GST)......................................................................9Resources...................................................................................................9General information..................................................................................10Buy Local..................................................................................................10Definitions................................................................................................11Contacts...................................................................................................12

Overvi


The 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 Active 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 2018

‘Soft close’ for applications to receive feedback 28 August 2018

Final closing date for applications Midnight 25 September 2018

Assessment of applications October 2018

Notification of successful recipients November 2018

Funds available (project commencement) December 2018

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.• Increasing participation of minority groups

How to


All applications must be lodged online at https://nt.gov.au/leisure/sport/apply-for-a-sport-or- active-recreation-grant-online. For application assistance, contact the department on 1800 045 678 or email [email protected].

Soft CloseThe department will assess the completeness of your application and provide feedback if it is lodged before 28 August 2018. Based on the feedback, you can amend your application and resubmit prior to the final closing date. Applications submitted after 28 August will be assessed as submitted.

Who can applyOrganisations must meet the following criteria• Be based within the Northern Territory of Australia• Meet the department’s definition of a sport or active recreation organisation• Be recognised as a show society in the NT Show Council Incorporated agreement with the

NorthernTerritory of Australia

• 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,

How to


and not include repairs and maintenance or any items to be included in an NTG operational budget.

Who cannot


• 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• Show societies not recognised by the NT Show Council Incorporated• Political and religious 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• Circumstances where safety and/or compliance issues are evident.• Solar panels where there is a clear cost saving benefit

What cannot be


• 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• Transportation equipment e.g. bus (or any other vehicle)• Caretaker residences/residential buildings• Swimming pools/aquatic facilities• Non land-based facilities (boat ramps, ocean pools and marinas)

$130 000Total project funding

$10 000$10 000$10 000$10 000$40 000$10 000

Applicant contribution:organisation reservesanonymous donation (confirmed)in-kind steel (with quote)in-kind volunteer labour (400 hrs x $25)Total applicant contributionOther NTG Funding

$80 000Funding request:

Funding contribution exampleTo 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.

Actuallysecured$40000

Minimumrequired

$130000 x 20%= $26000


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.


Application checklistThe 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 statements Certificate of currency (minimum $10 million public liability)

Consultation It 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 objective Project brief/scope of works Articulating ‘the program outcomes’ and demonstration of need Current and expected use of facility

Planning Schematic plans/sketch design/site plans endorsed by the project partners Project timelines/stages Evidence of risk assessment/management of the project Feasibility 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 information Project budget (including staged costing) Two quotes and/or internal cost estimates Evidence of other confirmed funding sources (non Northern Territory Government funding) Consideration of operational and maintenance costs

Support and permission Endorsement by peak sporting body or sport service provider (if appropriate) Endorsement by NT Show Council Incorporated (if appropriate) Development/building approval (if required) Land owner permission Support from other user groups Joint use agreement or similar (for school-based applications) Evidence of tenure

Assessm


The 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/reasonablebudget

• Adequacy of the organisation’s total funding capacity to successfully complete the project and/orthe 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

servicetheir 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.dtc.nt.gov.au. Individual feedback is available on request.

Payment of


Payments will be processed on receipt of• A signed grant 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.

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 LINKDepartment of Local Government, Sport and Cultural Industries

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

http://www.dsr.wa.gov.au/ support-and-advice/facility- management/managing- facilities/asset-management

Victorian Department of Sport and Recreation Sport and Recreation Victoria

Artificial grass for sport guide http://www.sport.vic.gov.au/ artificial-grass-sport-guide

Sport and Recreation Tasmania Department of Premierand Cabinet –

Sharing sport and recreation facilities

http://www.dpac.tas.gov. au/__data/assets/pdf_ file/0005/228677/Facili

Payment of


Tasmanian Government ty_ Sharing.pdf

Sport New Zealand Whole-of-life costs model for sports fields, indoor facilities guide and good practice case studies

https://sportnz.org.nz/ managing-sport/search-for-a- resource/search

General


• These guidelines supersede all terms and conditions in previous guidelines administered by thedepartment 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 writtenapproval from the department

• Funds are not granted retrospectively (funds will not be granted for projects that have alreadyoccurred 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 berecovered 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. This includes legislatively required reporting of grant payments to the Australian Taxation Office where the recipient has an Australian Business Number (ABN).

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

Buy LocalThe Northern Territory Government is committed to supporting local Territory businesses through its Buy Local Plan. Applicants must use labour, services, supplies and material available withinthe Northern Territory, except where it can be reasonably demonstrated that it is impractical for commercial, technical or other reasons.

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

Definiti


Active 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”.

Grant 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.

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

Definiti


• 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 Floor, JHV2,Jape Homemaker Village 356 Bagot RoadMillner NT 0801Tel: 1800 045 678

KatherineParks & Wildlife Building32 Giles StreetKatherine NT 0871Tel: 1800 045 678

Alice SpringsAnangu HouseCnr Bath St and Gregory TerraceAlice Springs NT 0871 Tel: 1800 045 678

Facility and Capital Equipment Program Guidelines 2018-19 · Web viewThe Northern Territory...

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