Information for those wishing to make a grant application.

 

Purpose of the Programme

The Capital Funding Programme for Private Sports Clubs has been developed to support groups/clubs that wish to develop a key capital scheme. The programme aims to provide partnership funding for major capital projects that will create opportunities for sporting development and lifelong participation for as many people within the Borough as possible. Each project should address the following essential sporting criteria of:

• Increasing participation
• Being Sustainable
• Addressing social need and social inclusion
• Promotion of equality of opportunity and good relations
• Promotion of sporting excellence
• Addressing health issues and
• Provision of structures for long term athlete development

 

The new programme is consistent with the theme “Our Health” contained within the Councils Corporate Plan, the aim of which is to improve the quality of life and health for the residents of Newtownabbey through the creation of cultural and physically active communities.

 

Eligible Expenditure

The expenditure related to the scheme will be capitalised by the Council therefore the activity financed must conform to the definition of capital expenditure as defined by the Council i.e. expenditure on the acquisition, creation or enhancement of property, plant and equipment. Should you require guidance on eligibility please contact Dean Holmes via email at dholmes@newtownabbey.gov.uk or via telephone on (028) 9034 0065.

 

General Principles Applying to the programme

The following general principles will apply to Newtownabbey Borough Council's administration of the grant aid policy.

• This is a competitive policy and awards will be determined on the basis of merit.
• Applications to Newtownabbey Borough Council within the context of this policy will be open to all properly constituted sports clubs/groups. Evidence that a constitution has been formally adopted must be supplied. Groups must demonstrate that they can meet the criteria of the programme.
• Groups will be expected to make efforts to maximise their income by securing other sources of funding.
• It is a prime responsibility of the Council to ensure the proper and efficient use of and accountability for public funding. To this end, groups will be required to provide relevant supporting information when applying for grant aid.
• Groups will be required to demonstrate the effectiveness and impact of their grant aid and how it will generate positive and measurable outputs and outcomes for the local community, therefore a method of formal monitoring will be required by all successful applications.

 

Exclusions

The Council will not normally fund the following:

• Groups operating outside the Newtownabbey Borough Council area.
• Applications for specific projects which are clearly the responsibility of another statutory organisation.
• Retrospective expenditure.
• Applications received after the closing date specified in the public advertisement.
• Applications for funding which cannot be capitalised by the Council in line with the Local Government Finance Act 2011 and Prudential Code from 1 April 2012.

 

Criteria and Scoring

In order to deliver the programme's aim and general principles, applicants will need to demonstrate how their project meets the criteria shown below.

1. Demonstration of need, and level of demand - has the applicant demonstrated that there is a need for the project, and if so how is this demonstrated?
2. Provide benefits and opportunities for people within the Borough to improve their participation in or enjoyment of sport.
3. Adds value to the existing sports provision in Newtownabbey – defined as a project which does not duplicate current provision and generates additional services/activities for the population.
4. Demonstrates clear realistic and measurable outputs and outcomes which compliment the Council’s Corporate Strategy.
5. Financial viability – defined as the extent to which an applicant has demonstrated that they have presented a secure financial proposal with a clear confirmation of “total” project costs.

 

Assessment of applications will be made using a system that scores each of the criteria listed above.

 

Applicants - Only constituted clubs/groups can apply to the grant scheme.

 

Amounts - Grant awards will be a maximum of up to 50% of total expenditure up to a maximum of £20,000 per project.

 

Appeals Procedure

1. A request for an appeal detailing the reasons for the request and relating these to the specific assessment criteria must be received by the Director of Leisure Services within 14 days of receiving written confirmation of the Council’s decision on the application.
2. An appeals panel comprising 4 Members from the Council’s Leisure Services Committee and the Director of Leisure Services will review the application. The meeting of the Review Group will normally take place within 28 days of receipt of the written request for Review.
3. The recommendation of the appeals panel will be considered at the next meeting of the Leisure Committee.
4. The applicant will be informed of the Council’s decision, in writing, within ten working days of the next monthly meeting of the Council.
5. The decision of the Council will be final and conclusive and any further correspondence or representation will not be considered.

 

General Conditions

• All applications must be completed in full (including all supporting documents) and received by the closing date set out in the advertisement otherwise they will not be considered
• An application must meet all of the measurable criteria to be considered, and the applicant organisation must meet all of the conditions previously outlined to be eligible to apply
• Project costs should be obtained throughout a transparent competitive procurement process which ensures value for money.
• Payments will only be made payable to an organisation and not to an individual
• Grants will normally be released in two instalments. 50% of the grant will be paid in advance of the project’s start date subject to the Council's formal letter of offer; the remaining 50% will be paid after the first 50% funding has been accounted for and all relevant monitoring and evaluation information submitted. This will be detailed within the formal letter of offer.
• Retrospective applications will not be considered. A minimum lead-in period of at least three months from the date of closing must be allowed for Council to consider applications and appeals.
• It is a stipulation of all successful grant applications that the Council's logo appears on all publicity material during and post completion of the project. Newtownabbey Borough Council's involvement and funding must be acknowledged by the club through erection of a plaque at the club/facility post completion If requested, applicants must attend press opportunities and also include the Council in invitation to any media and/or other opportunities arising out of the completion of the project
• Post project the applicant will be required to complete the Council's monitoring and evaluation form, in order to demonstrate how the organisation met the criteria detailed in the application form.
• All applications should be accompanied by the relevant supporting documents listed at the back of the application form and shown below:
1. Club Constitution (signed and dated)
2. Confirmation of office bearers and committee members
3. Copy of minutes of most recent annual general meeting
4. Copy of most recent bank statement
5. Copy of most recent completed annual accounts
6. Copy of insurance policy
7. Safeguarding Policy (if applicable)
8. Sports Development Coaching Plan including original copies of coaches qualifications
9. Letter of support from national governing body of sport

 

What Happens Next?

• Within ten working days of receiving the application, Council staff will acknowledge receipt of all applications received.
• Newtownabbey Borough Council staff will review applications with a view to prioritising requests using a scoring system based on the stated criteria. They will then make recommendations for Council's consideration at their monthly meetings.
• Newtownabbey Borough Council will then either grant or reject requests for assistance.
• The Club will be notified of Council decision.
• Full letter of offer issued, signed and returned by applicant, and the first of two instalments of funding will be released.

 

For further information please contact:

 

Dean Holmes

Sports Development Officer

Newtownabbey Borough Council

Mossley Mill

Newtownabbey

BT36 5QA

Telephone: 028 90340065

Email: dholmes@newtownabbey.gov.uk

 

 

 

This is a capital programme funded by Newtownabbey Borough Council, aims to provide partnership funding for major capital projects that will create opportunities for sporting development and lifelong participation for as many people as possible. Each unique project addresses essential sporting criteria:

• Increasing participation in sport;
• Being sustainable;
• Addressing factors of social need;
• Tackling social inclusion;
• Promoting equality of opportunity and good community relations;
• Promoting sporting excellence;
• Addressing health issues; and
• Providing structures for long-term athlete

 

Criteria and Scoring

In order to deliver the programme's aim and general principles, applicants will need to demonstrate how their project meets the criteria shown below.

1. Demonstration of need, and level of demand - has the applicant demonstrated that there is a need for the project, and if so how is this demonstrated?
2. Provide benefits and opportunities for people within the borough to improve their participation in or enjoyment of sport.
3. Adds value to the existing sports provision in Newtownabbey – defined as a project which does not duplicate current provision and generates additional services/activities for the population.
4. Demonstrates clear realistic and measurable outputs and outcomes which compliment the Council’s Corporate Strategy.
5. Financial viability – defined as the extent to which an applicant has demonstrated that they have presented a secure financial proposal with a clear confirmation of “total” project costs.

 

Assessment of applications will be made using a system that scores each of the criteria listed above.

 

 

APPLICATION ASSESSMENT SHEET

NAME OF GROUP/ORGANISATION _________________________________

UNIQUE PROJECT REFERENCE NUMBER _____________________________

 

In order to SECURE FUNDING UNDER THE CAPITAL FUNDING FOR PRIVATE SPORTS CLUBS PROGRAMME, applicants will need to demonstrate how their project meets the criteria outlined below.

 

The project must meet all of the following six measurable criteria; applicants who fail to demonstrate how their proposal meets any one of these will have their application rejected.

 

An assessment of each application will be made using a system that scores each of the criteria 1-5 the total score will be a maximum of 100.

 

	Criteria	Score
1.	Demonstration of need, and level of demand - has the applicant demonstrated that there is a need for the project, and if so how is this demonstrated?	/32
2.	Provide benefits and opportunities for people within the borough to improve their participation in or enjoyment of sport.	/8
3.	Adds value to the existing sports provision in Newtownabbey – defined as a project which does not duplicate current provision and generates additional services/activities for the population.	/16
4.	Demonstrates clear realistic and measurable outputs and outcomes which compliment the Council’s Corporate Strategy.	/15
5.	Financial viability – defined as the extent to which an applicant has demonstrated that they have presented a secure financial proposal with a clear confirmation of “total” project costs.	/29
	TOTAL SCORE FOR APPLICATION	/100%

 

1. Demonstration of need, and level of demand - has the applicant demonstrated that there is a need for the project, and if so how is this demonstrated?

Application Reference	Criteria	Max Score
2.2b	Highest Level of Sporting participation at your club	3
	Mainstream sport senior (3)
	Mainstream sport junior (2)
	Minority sport senior (2)
	Mainstream sport veteran (2)
	Minority sport junior (1)
	Minority sport veteran (1)
2.7	Is the club affiliated to a recognised National Governing Body?	2
2.8	Are they a sport recognised by Sport NI?	2
2.9	Provision - Do they provide for:
	male	1
	female	1
	veteran	1
	special needs	1
	junior participation	1
2.9(b)	If they have a junior section are they registered for clubmark though the NGB or clubmark	1
2.2(b)	Level of competition	4
	Regional (1)
	Provincial (2)
	National (3)
	International (4)
Supporting Documents	Does the application include a list of official documentation, achievement, qualifications and aspirations? Included club information
	Constitution	1
	Affiliation to NGB	1
	AGM minutes	1
	Safeguarding policy	1
	Evidence of qualified coaches	2
	Evidence of additional training in the following areas
	Equity/Equality training	1
	Safeguarding training	1
	First aid training	1
	Club management training	1
3.6	Can they demonstrate the demand for the project? Is the following included:
	Market research	1
	Personal statements	1
	Recommendation from NGB including	1
Supporting Documents	Have they included a development/coaching plan for the club or group?	2
	Sectional total	/32

 

2. Provide benefits and opportunities for people within the Borough to improve their participation in or enjoyment of sport.

Application Question	Criteria	Max Score
	Can the club demonstrate how the programme will benefit the people within the Borough?
3.6-3.10 Supporting Documents	Are there letters of support from the following:
	Schools	2
	Community groups/Youth groups/Others as applicable	2
	National Governing Body	2
2.7a	Give evidence of National Governing Body commitment to the sport	2
	Sectional total	/8

 

3. Adds value to the existing sports provision in Newtownabbey – defined as a project which does not duplicate current provision and generates additional services/activities for the population.

Application Question	Criteria	Max Score
3.11	Is the sport currently played in Newtownabbey Borough Council facilities?	2
3.7-3.9	Can you give evidence of how the project will add value?	10
5.3	Is there scope for positive PR from the project?	2
5.4	Will the Council be allowed access to the facility on request?	2
	Sectional total	/16

 

4. Demonstrates clear realistic and measurable outputs and outcomes which compliment the Council’s Corporate Strategy.

Application Question	Criteria	Max Score
Supporting Documents	Does the development plan include estimates for income and participation numbers and make reference to a 12 month evaluation report?	5
	Does the development plan include provision for:
	Male	1
	Female	1
	Veterans	1
	Special needs	1
	Junior	1
4.1-4.3	Is there clear demonstration of experience at managing similar projects?	2
	Is there a plan in place on how the programme will be managed?	2
	Are examples given on how value for money will be achieved?	1
	Sectional total	/15

 

5. Financial viability – defined as the extent to which an applicant has demonstrated that they have presented a secure financial proposal with a clear confirmation of “total” project costs.

Application Question	Criteria	Max Score
	Other sources of funding
5.2	Level:	5
	Governing body (1)
	Sponsorship (1)
	Other (1)
	All (5)
3.4	Has planning permission been granted for this project? Including written confirmation	6
5.1	Have full costings of programme been included with the application including the cost of materials and labour including cashflow forecasts?	5
5.1a	Can receipts and evaluation report be received from this project?	5
	Are full accounts including a current bank statement included?	5
5.2	Is there a contingency plan in place for further funding?	3
	Sectional total	/29

 

Scoring sheet

Total	Maximum Score
Category 1	32
Category 2	8
Category 3	16
Category 4	15
Category 5	29
Total	100

 

 

 

Grant Aid Application Flowchart

The flowchart below shows the various stages an application has to go through before a decision is made. Applicants should note that if their application form is NOT accompanied by the required documents, lengthy delays may result.

 

APPLICATION RECEIVED

LETTER OF ACKNOWLEDGMENT SENT WITHIN 10 WORKING DAYS

PANEL OF COUNCIL OFFICERS ASSESS APPLICATION REPORT AND RECOMMENDATIONS ARE COMPILED

CHECKED AND AGREED BY HEAD OF SECTION

OVERSEEN BY DIRECTOR

APPLICATION CONSIDERED BY LEISURE COMMITTEE

APPLICATION CONSIDERED BY FULL COUNCIL

APPLICANT INFORMED OF COUNCIL DECISION WITHIN 10 WORKING DAYS

RECEIPTS, EVALUATION REPORT AND POSITIVE PUBLICITY ARE RECEIVED NOTIFICATION SENT TO ACCOUNTS TO ISSUE PAYMENT