Frequently Asked Questions

For Category 1: by 1pm, 21 October 2024 
For Category 2 and 3: by 1pm, 11 November 2024

Late applications can only be made where an applicant has started an application in SmartyGrants prior to the closing date/time.

If for some unforeseen reason you are not able to lodge your application on time, you must contact the Office of Sport at the earliest possible time and within one hour of the closing date/time.

A late application will only be considered where its acceptance would not compromise the integrity and competitiveness of the process. The final determination on whether a late application will be accepted will be made by the Grant Assessment Panel supported by a probity advisor. 

If any document is not available prior to the closing date/time and you would like to submit this for consideration you must contact grantsunit@sport.nsw.gov.au to request late document submission and list the documents your request relates to.
 
Late supporting documentation will only be accepted for applications already submitted in SmartyGrants before the closing date and time and will only be considered where its acceptance would not compromise the integrity and competitiveness of the process. 
The final determination on whether a late supporting documentation will be accepted will be made by the Grant Assessment Panel supported by a probity advisor.

Project must be completed within the following timeframes:

• Category 1 – 12 months of notification
• Category 2 – 24 months of notification
• Category 3 – 36 months of notification

All applicants will be advised of outcomes in writing from March 2025.

Funding agreements for successful projects are expected to be executed within six (6) weeks of notification. 

Yes. Applicants may submit more than one application, however an organisation will not be granted more than $1,000,000 in the Program in 2024/25.

Constructing new or enhancing existing surf clubs that demonstrate inclusive and accessible design.

Categories are defined by the total cost of the scope of works for your project.

If your total project cost is less than $100,000 you can apply for category 1 – Facility Improvement Projects.
If your total project cost is between $100,000 and $500,000 you can apply for category 2 – Small to medium construction projects.
If your total project cost is $500,000 or more, you can apply for category 3 – Large construction projects.

There is no reserved funding allocation for each funding category.  Applications will be assessed on merit and recommended for funding in merit order across all categories.

The minimum grant request amount is $30,000 and is the same for all categories.

For applications in category 1, the grant request must be between $30,000 and $100,000 per project

For applications in category 2, the grant request must be between $30,000 and $400,000 per project

For applications in category 3, the grant request must be between $30,000 and $1,000,000 per project

The total project cost and your financial co-contribution should relate only to the scope of works for which you are seeking grant funding.

For applications in Category 1, no financial co-contribution is required.

For applications in Category 2, require a financial co-contribution that is a minimum 25% of the grant amount requested.

For applications in Category 3, require a matching financial co-contribution to the amount requested.

Where your financial co-contribution exceeds the minimum requirement for your category, the project will be looked upon more favourably during the merit assessment process.

Contingency refers to additional funding that will only be used if the project actual costs exceed the expected total project cost.  Most quotes will itemise a contingency cost in addition to the total project cost.

The total project cost is made up of the grant amount, any financial co-contribution from the applicant and the contingency. The application must be clear about whether the contingency will be funded by the awarded grant, by the financial co-contribution from the applicant or a combination of both.
In all circumstances the minimum financial co-contribution required must be maintained, which in some circumstances may lead to a reduced grant amount being paid.

Contingency relevant to the size and complexity of the project, as a guide:
- Category 1 projects - contingency generally will not be required for these projects and should not be included in the budget, unless it can be justified.  
- Category 2 projects - contingency at least 5% - 10% of total project cost should be included.
- Category 3 projects - contingency at least 10% - 20% of total project cost should be included, plus cost escalation if required.

Universal Design is about creating an inclusive facility/society.  It helps everyone navigate their environment easily and makes them feel that they belong in that place.

It is not a type of product, building style or even a set of standards – it is a design thinking process.

That means Universal Design can be applied to anything and everything that is designed, programmed, or participated in throughout our everyday lives and environments.

Designs should go beyond Construction Code of Australia or Access standards to ensure facilities are accessible to more people.

For further information see:

NSW Government Architect 

NSW Government Architect - Urban Design for Regional NSW 

What is Universal Design | Centre for Excellence in Universal Design

Inclusive and accessible facilities consider Universal Design in their approach.
 
Universal Design is the design and composition of an environment so that it can be accessed, understood and used to the greatest extent possible by all people regardless of their gender, age, size, ability or disability. Refer to the Universal Design Australia for more information.

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 detailed design plans; however, DA concept design plans will also be accepted.

Category 1 has different merit assessment criteria to category 2 and 3.

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

• Strategic justification
• Project scope and inclusive design
• Value for money and project affordability
• Project deliverability and applicant capability

Assessment criteria for each category is detailed in the Surf Club Facility Program Guidelines.

Yes. Applications in all categories must provide a landowner consent form or signed letter of consent from the appropriate authorised delegate for the specified project. For example, for projects located on public or crown land, the local Council is often the landowner or land manager with delegation to provide owners consent. All landowners consent must be on the Office of Sport templates.

For Category 1, Development Application approval should be provided or provide evidence that a Development application is not required.

For Category 2 and 3 – a Development Application approval should be provided or demonstrate that a Development Application is not required. Projects with approved Development Applications will be favoured. If a Development Application has not yet been submitted or approved, you will be asked provide an accurate timeframe for this to occur and evidence to support this. Projects should have undergone at least preliminary community consultation and have near final design documentation.

A letter from the applicant organisation is not sufficient to demonstrate that a Development Application 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 Development Application and obtain a letter from an authorised delegate at Council that clearly states a Development Application is not required for the specified project.

Projects that increase opportunities for women and girls or other targeted population groups listed in the program objectives will be prioritised during the merit assessment. To demonstrate your project caters to these groups identify how these groups were specifically considered in relevant areas of the merit criteria and include any evidence of this.

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.

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

To demonstrate project need, you may consider the following:

• Photos of existing condition to show level of dilapidation or inadequacy
• Surveys taken from community groups, club members, players, etc that highlight the need
• Letters of support from community groups or expected users outlining the need
• Any other related evidence that supports the need.

All successful applicants will receive detailed information about how they must acknowledge NSW Government funding for infrastructure projects. Projects funded 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 temporary and permanent 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.

The NSW Government reserves the right to be involved in media opportunities and speaking engagements relating to the funded project. Successful recipients must ensure that any media opportunities, speaking engagements and signage relating to the Program or project are discussed with, and approved in advance by, Office of Sport.

The Office of Sport acknowledges that things may occur that will impact grant recipients and projects at any time. Any variation requested by a successful applicant to a project, for which a grant has been approved, that constitute a change to the original application will require a revised assessment of the application to determine whether the project should still be funded in accordance with the Program Guidelines. This includes situations where a successful applicant is seeking a significant change the project scope, budget or schedule.

Any variation to the project must be agreed to in writing by the Office of Sport and may require Minister approval. In these circumstances, the grant recipients may request a variation via the grant management system SmartyGrants. Requests for variations to the Funding Agreement or changes to the project will only be considered in limited circumstances and are subject to approval in writing by the Office of Sport.

A financial acquittal will be required within three months of completion of the project. This will require preparation of a profit and loss statement relating to the project expenditure and funding sources.  For grant amounts of $50,000 and over this must also be certified by an independent qualified accountant. Acquittal must be for the total project cost for funded scope items (which includes grant amount plus any financial co-contribution that contributes directly to these scope items).

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