Newcastle Port Community Contribution Fund - Round 10

Selection criteria

The selection criteria comprise both eligibility criteria and assessment criteria.

All applications will be assessed for eligibility against the eligibility criteria. Only applications that meet the eligibility criteria will move to the next stage to be assessed against the assessment criteria.

Eligibility criteria

The eligibility criteria cover:

• eligible applicants
• eligible projects/activities
• eligible locations
• eligible costs.

Eligible applicants

To be eligible for grant funding under the program, an applicant must meet all of the following requirements: 

• have an Australian Business Number (ABN), Australian Company Number (ACN), or be registered under the Associations Incorporation Act 2009.
• have operations applicable to the program’s eligible project location
• be one of the following entities:
  • an incorporated association, cooperative, or community organisation
  • a Local Aboriginal Land Council
  • City of Newcastle, as a Local Council
  • a public/private not-for-profit organisation with Australian Charities and Not-for-profits Commission (ACNC) registration
  • a company incorporated in Australia
  • a Partnership or Trust
  • a registered training organisation
  • a nationally accredited provider of tertiary education
  • an Aboriginal and Torres Strait Islander Corporation incorporated under the Corporations (Aboriginal and Torres Strait Islander) Act 2006.
• be financially viable - private businesses must be able to demonstrate ongoing viability through provision of three years* of accounting statements (Profit and Loss, Cash Flow, Balance Sheet) from Financial Year 2023/2024, 2024/25 and 2025/26.
• hold or commit to obtaining public liability insurance of not less than $20 million per occurrence or hold equivalent or better self-insurance to the satisfaction of the department, prior to executing a funding deed with the department
• be a fit and proper person/legal entity
• not be insolvent, bankrupt or subject to ongoing legal proceedings or investigations
• declare in the application form that the applicant is not aware of any issues which could cause reputational or other risks to the NSW Government
• if applicable, provide evidence of capacity to make the minimum co-contribution if successful.

Where applicants submit a joint application, a lead applicant will need to be nominated. If the application is successful, the lead applicant will enter into the funding deed and be ultimately responsible for delivering the project.

Applicants are requested to ensure they use the correct organisation name and details when applying as this generally cannot be changed once the project has been assessed.

If an applicant’s circumstances in relation to the above eligibility criteria change, the applicant should provide updated information by contacting the department using the Enquiries/Getting Support details in the Key information.

*Organisations who are not listed as an eligible entity may partner with an eligible entity to deliver a project. The eligible entity must be the lead applicant and be responsible for the delivery of the project and its ongoing maintenance.

**Applicant entities with less than three years operating experience may be considered under exceptional circumstances and must contact the department at contact.regionalprograms@dpird.nsw.gov.au prior to submitting an application.

***Applicant entities who do not have financials available for 2025/26, are required to contact the department at contact.regionalprograms@dpird.nsw.gov.au to discuss options prior to submitting an application.

Exclusions

Businesses that are reliant on local population serving markets such as retailer, localised trades and professional services, hospitality, and accommodation providers are generally ineligible to apply for funding. Businesses operating in these markets are eligible to apply if they can demonstrate that the majority of their revenue is derived from customers outside the local population. Evidence must be provided to substantiate this claim.

The intended recipients of grants under the program are community organisations, not-for-profit organisations, local councils or Local Aboriginal Land Councils, education providers or businesses that are eligible organisations that own, manage or occupy land subject to a lease or licence within the program’s identified eligible locations, or have the owner’s written consent to deliver a project on land within the program’s eligible locations.

The project/activities must meet all of the following requirements to be eligible: 

• Timeframe: Each project funded under the program must be completed within 2 years and commence within 6 months of a funding deed being signed. These timeframes are subject to the terms and conditions of an executed funding deed.
• Funding request: Requests must be for between $25,000 and $250,000 (exclusive of GST)
• Eligible location: As defined per the map included in these guidelines at Eligible locations, the project must be primarily located within the defined project area. Projects located in the waterways adjacent to the defined area are also eligible
• Inclusion and accessibility: The project may aim to improve community participation, liveable communities and accessibility and inclusion outcomes. These outcomes assist people with disability and accessibility requirements to participate independently with equity and dignity. The project may provide fit-for-purpose, accessible and safe facilities, and increased participation opportunities by increasing accessibility and inclusion/universal design
• Project types must be of one or more of the following:
  • environmental (e.g. infrastructure, pollution control, clean up works)
  • public domain (e.g. parks, cycleways, community facilities, tourism facilities)
  • port related community infrastructure (e.g. boat ramps, services, access)
  • business infrastructure or expansion (e.g. fixed equipment, facilities, utilities)
  • heritage restoration or interpretive works (for land, buildings or equipment)
  • activation (e.g. place making projects, community and tourism-based events)
  • smart technology or innovation (e.g. smart public amenities or facilities)
  • other high-quality projects that foster stronger community bonds, enhance accessibility, boost visitation, increase participation in cultural and artistic life, or enhance public, environmental, or business infrastructure with demonstrated public or community benefit.
• Projects in which the majority of activities relate to planning and design for future infrastructure or capital works projects, including staged development, are not eligible for funding.
• Applicants may only seek funding for planning, design and project management where:
  • it is sought in conjunction with funding for the delivery of a project
  • the amount sought for these elements is no more than 15% of the total funding requested.
• Where an applicant seeks funding for planning and design in conjunction with project delivery, they must budget for contingencies to mitigate the risk of cost escalation in construction or capital expenditure during project delivery.
• Evidence of land ownership, or landowner’s consent must be provided where the land on which the project is to be delivered is not owned by the applicant. This must be written consent and should specifically state that landowner’s consent is granted at the address where the works will be carried out.

Eligible Location:

The location of the project will contribute to determining eligibility.

Projects must be delivered on property located within the boundaries identified on the map below.

An interactive map is available at NPCC Map Round 10

The project costs must support the objectives of the program. 

Funding can only be used for external third-party costs directly associated with delivering project activities (internal management fees may be considered where additional internal resources are required). These cost estimates should be supported by at least one competitive quote.

The following types of project costs are eligible to apply for funding: costs for capital works, events and exhibitions, programs, infrastructure, training sessions, workshops.

Some examples of eligible project costs are as follows. They are listed as guidance only:

• design and planning consultancies, noting design and management fees cannot exceed 15% of the total funding requested
• construction, upgrade and specific project related restoration works
• remediation, pollution control and clean up works
• project management fees (internal management fees may be considered where additional internal resources are required) up to the eligible amount.

The total funding requested can include up to:

• 25% for project contingency costs to allow for any cost escalations
• 15% for project management and administration (this includes any allocation to planning and design).

The following project costs are ineligible for funding:

• retrospective project costs already incurred prior to the executed funding agreement
• activities already funded or budgeted through the City of Newcastle or another NSW Government agency
• costs/works already funded through another grant program including a previous round of the Newcastle Port Community Contribution Fund
• Development Application (DA) fees
• project costs over-runs in excess of the eligible 25% contingency allowance and 15% project management and administration
• equipment financing arrangements
• financing costs, including interest and debt financing
• costs related to rent and utilities unless specifically related to the project for the duration of the project
• costs related to buying or upgrading non-fixed equipment or supplies unless considered essential to the overall project delivery and are incidental costs to the project budget
• costs relating to the purchase of vehicles, buses, boats, trailers, motorhomes, or other modes of transportation
• advertising costs, including marketing campaigns
• costs relating to depreciation of plant and equipment
• purchase of land or buildings
• information and communications technology (ICT) related costs that are not specifically related to the project and essential to its success
• costs that would be considered business-as-usual activities and operations, or wages not specifically related to the project, or beyond the duration of the project (including costs associated with recruiting employees, staff development and training)
• operational expenditure, including but not limited to ongoing repair and maintenance and administration
• costs related to signage acknowledging NSW Government grant funding
• costs related to alcohol, gambling, or raffles.

The department has discretion to part-fund a project where some itemised project costs have been assessed as ineligible.

Projects are not eligible for funding under the program if they are:

• located outside the area identified on the map - see Eligibility locations
• not submitted by an eligible applicant
• not clearly providing benefits that will significantly contribute to the objectives of the program
• infrastructure and/or capital works projects delivered on sites owned and/or operated by the NSW Department of Education
• projects that would be considered business-as-usual activities and operations
• the recipient of any grant funding from another NSW Government grant program for the same project
• for the delivery of essential or core government services that should be funded from another source such as local government, the NSW Government or the Commonwealth Government.

Not all applications will be successful. Where an applicant submits multiple applications for funding, they are encouraged to prioritise potential projects to maximise the competitiveness and quality of submitted materials.

Some examples of eligible projects/activities are included below. They are listed as guidance only.

Community infrastructure or amenity

Upgrades to existing community infrastructure or amenity that is used primarily for public benefit

• Construction of a multi -purpose accessible outdoor function area
• Repair and renew a community memorial
• Upgrades to Port boat ramps

 Community events

 Activation of public space, fostering community connection and encouraging tourist visitation

• Development and delivery of a community event
• Exhibitions, shows or events to acknowledge local or cultural celebrations

 Community programs

 Activation of public space, fostering community connection

• Utilising a unique historical space to provide arts practice to children in an open and accessible way with broader access to the entire community
• Community naturalisation program to return vegetation, improve the function and quality of waterways, and increase viable habitats

 Business infrastructure

 Increasing local economic activity, or local job creation, benefitting the local community

• Upgrades to business amenities that are available for public use
• Upgrades to manufacturing processes to deliver locally manufactured, high-quality products, and retaining and upskilling local jobs.

 Environmental infrastructure or programs

 Improving local environmental air, land and waterway quality

• Development of flood debris sensors and data systems
• Upgrades to environmentally efficient equipment
• Programs to assist community and small business environmental efficiency and sustainability

Not-for-profit organisations and Local Aboriginal Land Councils do not need to provide a co-contribution. However, applicants are strongly encouraged to provide some financial and/or in-kind co-contributions to demonstrate collaboration and provide more certainty of project delivery. Evidence of co-contributions exceeding the minimum requirement will be considered under the Value for money merit criterion and can strengthen your application. See the Value for money section of these Guidelines for further information.

Local councils, private businesses and any other eligible organisation must provide matching funding (at least 50% of the project total) for their projects. Co-contributions must be in cash and not in-kind.

Cash co-contributions can be demonstrated through: a letter from the Chief Executive Officer, General Manager, Senior Finance Officer or equivalent person from the organisation that confirms the co-contribution will be made available as cash towards the project; copies of bank statements and/or financial records; or, a letter or confirmation from a bank manager or similar to confirm that funding will be made available through a loan if required.

Applicants cannot include other NSW Government grants as co-contributions.