Female Friendly Community Sport Facilities and Lighting Upgrades Grant Program FAQ

Applying for the Female Friendly Community Sport Facilities and Lighting Upgrades Grant Program is a simple process using the SmartyGrants platform. You can download a copy of the application form from the SmartyGrants website prior to commencing your application.

Before you apply, please read the guidelines and related materials including the application checklist to make sure you understand all relevant requirements. 

Applications must be lodged by 1pm on Wednesday 23 November 2022, via the Office of Sport’s SmartyGrants platform.

No. The statutory functions of Parents and Citizens Associations are aimed at assisting the school with which they are associated and promoting the welfare of the students at that school.

No. The focus of the Program is on facility projects that provide benefits to the community, not solely school students. Whilst educational organisations such as schools, TAFEs and universities are not eligible applicants, we encourage partnerships with these organisations and other partners such as sport organisations to provide the community with access to sporting facilities. A project between an eligible applicant e.g., council and a public school using the Joint Use Facility Agreement developed by School Infrastructure NSW would be an eligible project. The eligible applicant e.g., council would need to be the applicant under the Program.

The sporting organisation recognised by the Office of Sport and Sport Australia as the pre-eminent body for the development of their sport in NSW and Australia.

No. Successful and unsuccessful applicants will be notified at the same time. Outcomes of applications under the Program are expected to be advised from January 2023.

Sport is defined as physical activity that can be undertaken by a team or an individual in a social or competitive environment in pursuit of a result. It can be organised or less formal with a greater focus on social outcomes.

Active recreation is defined as physical activity for the purposes of relaxation, health and wellbeing or enjoyment which can be self-directed or facilitated by a provider or organisation.

The grant amount requested by an applicant must be a minimum of $50,000 and cannot exceed $500,000.

It is based on the grant amount requested.

Organisations that cannot meet the 25% funding co-contribution expectation may apply for financial hardship. A financial hardship application provides applicants the opportunity to outline why they should be exempt from the requirement to provide a minimum 25% financial co-contribution of the grant amount requested. Financial hardship applications are to be made through the application process.

Example

If an applicant’s grant amount requested is $200,000, they should demonstrate at least a $50,000 financial co-contribution (or demonstrate financial hardship).

Yes. Applicants are to provide suitable evidence confirming funding contribution(s) from project partner(s). All applications are required to provide a minimum 25% financial co-contribution of the grant amount requested or submit a hardship application.

No. The co-contribution must be a financial contribution.

No. The financial co-contribution must be a financial contribution of 25% of the grant amount requested.

Yes. However, the grant must be for a different component of the project.

No. These fields will only display in the application form if the applicant indicates they have a federal/state contribution.

Yes. The expectation is that the co-contribution will be for infrastructure capital costs. This may include non-sport infrastructure construction works e.g., sport facility car parking, pathways and core service infrastructure.

Applicants are to provide evidence of approval for committed funding co-contribution(s) e.g., funding agreement, letter from fund/grant provider.

Applicants that cannot meet the funding co-contribution expectation may apply for financial hardship. A financial hardship application provides applicants the opportunity to outline why they should be exempt from the requirement to provide a minimum 25% financial co-contribution of the grant amount requested. Financial hardship applications are to be made through the application process.

Financial hardship may be granted where a project is located in a disadvantaged area of NSW and/or is recovering from a significant natural disaster or pandemic e.g., COVID-19 or other exceptional circumstances. The Socio-Economic Index for Areas (SEIFA), published by the Australian Bureau of Statistics (ABS), will assist in measuring disadvantage.

A financial hardship application cannot be used by the applicant to request an additional project funding contribution from the NSW Government. An application for financial hardship must clearly demonstrate that a Female Friendly Community Sport Facilities and Lighting Upgrades Grant Program project can still be delivered in the absence of the applicant’s funding co-contribution.

Example 1 – The use of the financial hardship application in example 1 is acceptable.

Female Friendly Community Sport Facilities and Lighting Upgrades Grant Program project estimated total project cost: $200,000

Applicant’s Female Friendly Community Sport Facilities and Lighting Upgrades Grant Program amount request: $200,000

The minimum expected funding co-contribution required by the applicant based on the 25% co-contribution of the grant amount requested required under the Program’s guidelines: $50,000

Applicant’s proposed Female Friendly Community Sport Facilities and Lighting Upgrades Grant Program 25% funding co-contribution of the grant amount requested: $0

Applicant’s Financial Hardship Form submission: To seek exemption from the 25% minimum co-contribution of the grant amount requested.

The applicant is not able to provide a minimum 25% co-contribution ($50,000) of the grant amount requested ($200,000) and will submit a financial hardship application seeking an exemption from the co-contribution requirement.

Example 2 – The use of the financial hardship application in example 2 is NOT acceptable.

Female Friendly Community Sport Facilities and Lighting Upgrades Grant Program project estimated total project cost: $500,000

Applicant’s Female Friendly Community Sport Facilities and Lighting Upgrades Grant Program amount request: $400,000

The minimum expected funding co-contribution required by the applicant based on the 25% co-contribution of the grant amount requested required under the Program’s guidelines: $100,000

Applicant’s proposed Female Friendly Community Sport Facilities and Lighting Upgrades Grant Program 25% funding co-contribution of the grant amount requested: $0

Applicant’s financial hardship application submission: To seek an additional $100,000 from the NSW Government to ensure the project is fully funded. 

The applicant is requesting that the NSW Government provide $100,000 towards the project in addition to the $400,000 the applicant has requested under the Program. Applicant submits a financial hardship application requesting the additional funding on the basis they do not have another confirmed funding source for the total project cost of $500,000.

Eligible applications will be assessed against the Program’s objectives, focus, and aim and the following assessment criteria:

• Strategic justification
• Project scope and inclusive design
• Project affordability
• Project deliverability and applicant capability.

Assessment criteria is detailed in the Program Guidelines

One of the primary objectives of the Program is to promote positive sport and active recreation experiences for women and girls through the provision of welcoming and supportive community spaces and environments.

There is an expectation that facilities have been co-designed with women and girls and are universally accessible, fit-for-purpose, safe, and welcoming environments. Projects should lead to additional participation and program content/scheduling for women and girls and improved inclusiveness. For further information refer to the Office of Sport’s Women in Sport Strategy, Her Sport Her Way and the Program Guidelines.

The Office of Sport’s Women in Sport Strategy, Her Sport Her Way (2019-2023) aims to build a stronger sport sector where women and girls are valued, recognised and have equal choices and opportunities to lead and participate. It provides a clear role for the NSW Government to work with the sector and new partners in innovative ways to shape the future of women’s sport. 

Please visit: https://www.sport.nsw.gov.au/hersportherway

The assessment process will consider project scale and relative size. Consideration will be given to overall impact, relative economic and sport participation benefits of a smaller project.

The Program does not require a Cost Benefit Ratio greater than one. All applications should address the publicly available assessment criteria and will be assessed against the criteria.

The assessment of applications under the Female Friendly Community Sport Facilities and Lighting Upgrades Grant Program is in accordance with the Program Guidelines and supporting documentation, which are publicly available. Grant programs are a competitive process, and it is essential that an applicant provides a thorough application that clearly addresses all the eligibility and assessment criteria.

No. Projects that provide letters of support from the relevant National/State Sporting Organisation will be considered favourably. As part of the merit assessment for strategic alignment the Grant Assessment Panel will consider demonstrated project need, support and alignment from National/State and local sporting organisations. Where a project provides for a number of sports, a letter from each State/National/Local Sporting Organisation can be provided.

However, to demonstrate project need support letters can also be provided by MPs, councils, schools and community groups where available.

A sample template for statement/letter of support is available on the website. A National Sporting Organisation (NSO)/State Sporting Organisation (SSO) statement of support demonstrates project need, support and alignment. However, community club(s) and association(s) letters of support can also be provided. Refer to SSO Statement of Support Form Template.

Yes. All applicants must provide a signed letter of consent from any landowners for the project on the land on which the facility is to be developed. A template Landowner Consent Form is available on the Program’s web page.

Where a letter providing landowner consent has not been provided, the Office of Sport reserves the right to recommend to the Grant Assessment Panel to set the application aside from further consideration at its absolute discretion.

No. However having Development Application (DA) approval (where required) assists to demonstrate the project is ready to be delivered. Where a DA would be required by a council, it must be evidenced as part of the application.

The Office of Sport recognises that many projects will be in the preliminary planning phase and reliant on confirmation of project funding before submitting a DA. Applicants should clearly outline the activities associated with obtaining planning approval (e.g. DA or Complying Development Certificate). The project must be able to commence construction works by 30 June 2023.

A letter from your CEO is not sufficient to demonstrate that a Development Application (DA) is not required for the project. It is recommended that all applicants discuss the project scope with their relevant local Council to determine if the project will require a DA and obtain a letter from Council that states their advice. For further advice please contact infrastructuregrants@sport.nsw.gov.au.

Physical onsite works that are part of the construction represent the commencement of project construction. These works include, but are not limited to, early works construction packages, site clearing and demolition, earthworks or building works.

No. Applications should be limited to constructing new or redeveloping existing sport amenities (change rooms and bathrooms) and lighting projects. Project examples include:

• Construction of new or upgraded (including prefabricated modular facilities) unisex and universally designed change rooms for female participants, coaches, and officials
• New and/or improved lockable shower and toilet cubicles.
• Provision of parent and child change spaces.
• Construction of new or upgraded lighting to sports fields, sports courts or playing areas (e.g., bowling greens) that support increased use time and area coverage and/or achieve environmentally and operationally sustainable outcomes.
• Construction of new or upgraded lighting around sport facilities that improves safety for women and girls (e.g., connectivity pathway lighting between fields and clubhouses).

Inclusive design keeps the diversity and uniqueness of everyone in mind and allows maximum use, by the widest range of people, without the need to adapt or add accessories. It includes the incorporation of universal design principles and providing safe, dignified and equitable access through functional space. Designs should go beyond Building Code of Australia or Access standards to ensure facilities are accessible to more people.

For further information:

Design for Dignity Guidelines

NSW Government Architect

NSW Government Architect - Urban Design for Regional NSW

Incorporation of universal design principles and providing safe, dignified and equitable access through functional space. Designs should be beyond Building Code of Australia or Access standards to ensure facilities are accessible to more people. Refer to https://www.and.org.au/data/Design_ for Dignity/Design_for_Dignity_Guidelines_ Aug_2016.pdf

No. The application process is competitive. It is anticipated there will be multiple applications competing for the funding available. Successful applications will be those that best meet the objectives, focus and aim of the Program and the assessment criteria.

No. The Program aims to support the capital construction cost of a project.

Yes. Applicants can claim a maximum of 5% of the estimated total project cost (exclusive of GST) for the payment of project management/project director/client representative services.  This limit cannot be exceeded unless otherwise agreed by the NSW Government.

No. As councils are expected to also apply, they cannot have access to information on other applications.

Yes. Applicants can submit up to three (3) applications, with each requesting up to a maximum of $500,000.

The more progressed a project’s design the greater level of confidence there will be in project cost, risk profile and delivery schedule. Applicants are encouraged to present schematic or detailed design plans; however concept design plans will also be accepted.

Project construction works must commence by 30 June 2023 and project construction is expected to be completed by 30 June 2025.

All successful applicants will receive detailed information about how they must acknowledge NSW Government funding for infrastructure projects. Projects funded by the Female Friendly Community Sport Facilities and Lighting Upgrades Grant Program will typically require a statement of funding acknowledgment in the applicant’s annual reports and media releases; and a statement and the NSW Government logo included on building signage, related websites and invitations and other funding related materials. Successful applicants will receive full guidelines, logo and signage template files.

Further details about acknowledgment of NSW Government funding for infrastructure projects can be found here.

A single lead applicant is required to submit the application and if successful will become the grant recipient responsible for entering into a funding agreement with the Office of Sport. The Program encourages applications based on partnerships e.g., sport(s) and a Council. If an eligible sporting entity applies, it can arrange for Council to manage the project delivery on their behalf. The application will need to outline the partnership model and the proposed delivery strategy including any agreements to be put in place.

If you are provided a grant, it is your responsibility to put in place adequate controls to prevent fraud and corruption and avoid negligence. This requirement is stipulated in the funding agreement terms and conditions.

Fraud is defined by the Independent Commission Against Corruption as “dishonestly obtaining a benefit, or causing a loss, by deception or other means”, and corruption as “deliberate or intentional wrongdoing, not negligence or a mistake”. Grant recipients may experience fraud, corruption or negligence when dealing with contractors in the project, or within their own organisation or its governance. In general, negligence can be defined as the failure to take proper care over or for something.

Appropriate management of procurement processes, the management of contracts and contractors, the establishment of appropriate project management practices (including governance and oversight), and the declaration and management of conflicts of interest are common controls used to prevent or control such incidents. The Office of Sport does not cover the loss of project funding due to fraud, corruption or negligence on behalf of the grant recipient which may also result in the termination of a funding agreement for a grant.

If you experience fraud, corruption or negligence, you should notify the Office of Sport. The Office of Sport can help your organisation work any variations required, except additional funding, to manage the impact on the project.

Fraud and corruption should always be reported to the police. More information about reporting fraud and corruption can be found at:

https://www.police.nsw.gov.au/crime/frauds_and_scams

https://www.service.nsw.gov.au/transaction/report-fraud

https://www.fairtrading.nsw.gov.au/buying-products-and-services/scams