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2018 Community Building Partnerships Program Guidelines

Published 23rd April, 2018

The NSW Government is investing in infrastructure projects that deliver positive social, environmental and recreational outcomes, while promoting community participation, inclusion and cohesion.

More than $275 million has been awarded to 12,000 projects through the Community Building Partnership (CBP) program since 2009.

In 2018, incorporated not-for-profit community organisations and local councils are eligible to apply for grants between $2500 and $330,000. The average grant awarded is around $20,000.

Projects with contributions from their own or other sources will be considered favourably. Local councils, including their section 355 committees, are required to provide matched funding to the CBP grants.

As total funding will be divided equally among the state electorates of NSW, applications will be assessed against other proposed projects within the same electorate.

Eligible projects will also be assessed against four program criteria:

  1. Enhancing facilities — the project develops a vibrant, sustainable and inclusive community through the enhancement or construction of community infrastructure.
  2. Meeting community needs — the project supports activities and services needed by local communities.
  3. Increasing community participation — the project encourages participation in activities or services needed by a broad section of the community.
  4. The organisation’s capacity — the applicant has the capacity to deliver the project on time and within scope.

Key dates

Monday 7 May 2018 Applications open 9am
Friday 15 June 2018 Applications close 5pm sharp
June to October 2018 Eligibility, assessment and approval process
November/December 2018 Announcement of successful projects and advice to all applicants
31 March 2020 Project completion deadline

Eligible applicants

Applications are invited from:

  • incorporated not-for-profit community organisations
  • NSW local councils (and their section 355 committees) operating under the Local Government Act 1993.

Incorporated not-for-profit bodies are organisations that are registered and approved as not-for-profit bodies by NSW Fair Trading.

They can include:

  • charities
  • organisations with Deductible Gift Recipient (DGR) or Public Benevolent Institution (PBI) status
  • cooperatives
  • companies limited by guarantee and/or limited by shares (non-distribution of profits or dividends)
  • trusts that are registered with the Australian Charities and Not-for-profits Commission (ACNC)
  • associations (under the Associations Incorporation Act 2009)
  • Local Aboriginal Land Councils
  • religious organisations
  • organisations established under an Act of Parliament.

Note: Organisations listed on the ACNC Register must have a current and up-to-date record. Any organisation which has defaulted on providing the required documentation to the ACNC will have funding withheld if the project is successful. Any outstanding issues must be resolved before the CBP project completion deadline, or organisations may have the grant offer withdrawn.

Where an organisation is eligible to apply for funding, that organisation must apply under its own legal name and ABN (if applicable). Where an eligible organisation applies on behalf of another eligible organisation, the application will not be considered.

CBP will not fund projects by:

  • individuals or groups of individuals
  • unincorporated organisations
  • for-profit commercial organisations
  • organisations with two or more un-acquitted CBP projects from CBP2015-16. Eligibility will be assessed based on CBP2015-16 acquittal paperwork received by the CBP team on or before 15 June 2018
  • NSW Government or Australian Government agencies and their entities (including public trusts, NSW Government schools, area health services and public hospitals).*

* These organisations should consider whether there is an incorporated not‑for‑profit body, such as a parents and citizens association or hospital auxiliary, that may be eligible to apply for funding.

Common questions — eligible applicants

An application must be made by a single organisation which will accept responsibility for the delivery of the project if the application is successful.

No, you must be incorporated. For more information about becoming incorporated, call the registry of co-operatives and associations at NSW Fair Trading on 1800 502 042.

It is preferable that your organisation holds an ABN and that it links to your organisation’s name and/or trading or business name. If your organisation name does not match the details for the ABN, please call NSW Fair Trading on 1800 502 042 to update your details.

If your organisation does not have an ABN but has an Incorporation Number, you are still eligible to apply for funding. You will be required to provide Statement by Supplier Form (refer to the ATO website) to receive payment of the funds if your application is successful.

Applications for projects on public school grounds must have completed a Department of Education Asset Management Unit (AMU) Works form, signed by the school principal. Download the AMU Works form.

The school principal’s signature on the AMU form does not qualify as approval to proceed with works. It is the responsibility of the school principal to submit the completed form to the AMU for formal approval once the CBP application is successful.

The following information must be provided on the form:

  • AMU location (principal can advise if unsure)
  • school
  • school principal
  • funding source
  • detailed description of works.

As part of the CBP eligibility process, the AMU will use the information provided in the application to assess whether school-based projects are appropriate and viable.

If the CBP application is successful, funding will only be made available once the AMU has approved the project.

Note: Private schools do not need to submit an AMU Works form with their application.

Local councils may submit applications for each state government electorate within their local government area.

Councils should submit one application per project location, even if they are seeking funding for a number of sites within the same electorate. Applications will be assessed against other proposed projects within the same electorate.

Local councils (including their section 355 committees) are required to provide matched funding to the CBP grants. Matched funding from councils must be in the form of cash and can be provided from council income sources or from other external funding sources.

Local councils and their relevant section 355 committees must provide evidence of agreement on cash matching at the time of application.

In-kind contributions can be included in the project’s budget but will not be counted as part of the council’s matching cash contribution.

Section 355 committees must submit applications under the relevant local council name.

Eligible projects

CBP supports projects involving the:

  • construction of new community infrastructure
  • refurbishment, repair and maintenance of existing community infrastructure
  • purchase of capital equipment with a minimum individual asset value of more than $2500.

Projects which are not eligible for CBP funding

The CBP is a community infrastructure grant program; it does not fund activities which are not related to community infrastructure. These include:

  • projects that have commenced works prior to the grant round closing date (15 June 2018)
  • projects that seek funding to:
    • run workshops, training or facilitation
    • pay for development approval, project planning and management costs that total more than 5 per cent of funding requested
    • stage events or exhibit displays
    • undertake filming or recording
    • cover operating costs or recurrent expenses, such as staff costs, insurance, leases, bills, consumables and disposables
    • deliver programs or services
    • purchase portable equipment
    • purchase capital equipment with an individual asset value less than $2500 where the total cost of the equipment forms more than 30 per cent of the entire project cost funded by the CBP grant
    • undertake studies or investigations
    • purchase land or buildings (fixed assets)
  • projects that involve the development of private or commercial ventures, including licensed areas of registered clubs such as liquor and/or gaming areas
  • projects receiving funding from other grant programs for the same scope of works
  • projects that should be funded as a core responsibility from another source, such as a local government, the NSW Government or the Australian Government
  • project works or costs that are covered by insurance claims (e.g. repairs following weather events).

Common questions — eligible projects

Yes, but projects involving vehicles, including cars, buses, trailers, rescue vehicles and any modifications to existing vehicles, will only be considered if they:

  • deliver positive social, environmental and recreational outcomes
  • promote community participation, inclusion and cohesion.

If you seek funding to buy a vehicle, the address where it will be registered or garaged overnight should be entered as the project location on the application.

Buying capital equipment with an individual asset value less than $2500 will only be considered where the total cost of the equipment forms less than 30 per cent of the entire project cost funded by the CBP grant.

No. The application process is competitive.

Applications will be assessed on how they address the program assessment criteria and against those from the same electorate.

Not necessarily. The application form allows organisations to nominate a full and partial funding amount to deliver their project. Organisations need to outline the modified project scope they will deliver if only partial funding is offered.

Organisations that receive partial funding must still deliver the modified project scope within the agreed timeframes.

If partial funding is offered, organisations are also encouraged to obtain the balance of funds from other sources.

No. If your project has been completed before the close of the grant round on 15 June 2018.

Yes, if your project commenced after the close of the grant round on 15 June 2018. Please contact the CBP Team if your project has been completed.

Projects seeking funding exclusively for costs associated with planning or a development consent application are not eligible.

A maximum of 5 per cent of grant funding may be allocated towards the project preparation and management costs, including applying for and securing development approval and project design. These costs must be considered integral to the successful delivery of the project.

No. Applications with more than one project location will be deemed ineligible. You must submit one application per project location, even if you have multiple projects within the same electorate. Each application is assessed against other projects within the electorate.

If you seek funding to purchase, for example, a vehicle, boat or ride-on mower, the registered garaged address should be entered as the project location.

You need to talk to all MPs involved before putting in an application. If your application is successful, the MPs involved will need to advise CBP of the joint funding arrangement.

Your chance of success in getting funded has no direct relationship to the number of MPs involved.

It is preferable that you obtain all planning approvals including development consent from local councils, before applying for CBP funding. The Crown Lands and Heritage Council approvals can be a lengthy process, generally up to two years. If you do not already have these approvals, it is unlikely your project will be completed within the timeframe allowed by the CBP program. Failure to deliver a project within the timeframe may result in your grant offer being withdrawn.

Projects that do not have development consent will still be considered, however, you must have commenced discussions with your local council and be ready to lodge the development application by January 2019. Development consent must be secured by 31 July 2019. The release of the grant funds is conditional on the development consent being secured. If you do not secure development consent by 31 July 2019, the grant offer may be withdrawn.

If you are not sure whether you require planning approval, contact your local council.

Yes. You are responsible for obtaining approval for the proposed project from the appropriate land or property owner/s.

If your project location is a public school, approval by the Department of Education is required as owner’s consent. Refer to Question 4.

Your organisation must have a minimum public liability insurance cover of $5 million. Your organisation is responsible for ensuring that it has appropriate insurance coverage in place for the project works, equipment or activities, and its day-to-day operations.

It is recommended, but not a condition of funding, that organisations also have personal accident, professional indemnity, and directors and officers insurance. Organisations that employ staff must comply with relevant industrial relations, and workplace health and safety requirements.

Yes, provided that the works funded with the CBP grant are a new project stage that does not commence before 15 June 2018 and will be completed by 31 March 2020.

How to apply

Step one: Access SmartyGrants

Visit the CBP SmartyGrants website.

If your organisation does not have an account, click ‘Register’.

If your organisation already has a SmartyGrants registration from another grant program or a previous CBP funding round, you may log in using the same username and password.

Step two: Apply

Once logged into SmartyGrants, click ‘Start new submission’.

Complete one online application form for each project location.

Submit your completed application by 5pm AEST on Friday, 15 June 2018. No late applications will be accepted.

Important notes:

  • Your application must be accurate and completed upon submission. If all of the required information is not provided, your application may be deemed ineligible.

  • Submission of an application does not guarantee funding. The cost of preparing an application is the responsibility of the applicant. 

If you require assistance, contact the CBP call centre on 13 77 88 or email [email protected].

Applicant’s declaration

The declaration section of the application must be authorised as follows:

  • By a member of the executive/committee as deemed under the Articles of Association for not‑for‑profit organisations.
  • By the General Manager or delegated officer of the council submitting the application.

This will require the applicant to certify that the application is truthful and to agree that the NSW Department of Premier and Cabinet (or its delegated agents) may disclose information contained in the application to other government agencies, local government authorities, reviewers and staff assisting with the administration or promotion of state government grant schemes.

Conflicts of interest

All applicants must declare if they or key members of the organisation have an actual, perceived or potential conflict of interest with the relevant State MP.

Declaring conflicts of interest does not generally impact a project’s eligibility to receive grant funding under the CBP program. As MPs are involved in the assessment of CBP applications, it is important that the declarations are recorded.

Examples of actual or perceived conflicts of interest may include situations where:

  • the MP has been invited to functions by the organisation or at its facility before
  • the organisation has met with the MP regarding funding for this project (or others) in the past
  • the MP has children who attend(ed) the school/are enrolled with the sporting club etc.
  • key members of the organisation have worked with the MP on a local campaign
  • the MP attends the same church as members of the organisation
  • any other relationship/meeting that you or members of your organisation have with the MP, or have had in the past.

Common questions — how to apply

Applications can only be made on the CBP SmartyGrants website.

If you have difficulties with internet access we suggest you contact your MP who may be able to assist. You may also like to visit your local library, or seek assistance from your local council.

No. The online system will not accept applications submitted after the advertised closing time of 5pm on Friday, 15 June 2018.

If you are having problems submitting your application, you should contact the helpline on 13 77 88 well before the closing date and in time to seek assistance.

This is very important. Each application must accurately identify the project location. All completion and acquittal reporting relates to the specific project location. Any uncertainty may lead to delays in paying and closing projects.

Organisations may submit multiple applications.

There is usually a very high demand for funds in each electorate and applicants should consider which application is the highest priority.

It is preferred that at least one quote is uploaded to substantiate the funding amount requested. Quotes should align with and substantiate information provided in the project budget.

The project budget should be presented by major line items and in enough detail for assessors to consider it within the competitive assessment process.

Yes. Voluntary labour and donated materials are allowed as part of the not-for-profit organisation’s contribution to the cost of a project. Voluntary labour and donated materials, including estimated value, should be provided in the project budget.

Council applicants cannot match CBP funding with a value-in-kind contribution.

Yes. You should include in your funding request the GST you will be charged by contractors or suppliers, as this is part of the project cost.

At the time of funding release, if the successful applicant is registered with ATO to pay GST, an additional 10 per cent on top of the grant amount will be paid. If the successful applicant is not registered to pay GST, they will be paid the grant amount only.

No. Applications may be saved, revisited and edited before being submitted.

Yes. Once you have completed an application you will be asked to review and submit it. Your application is not officially submitted for consideration until you have reviewed it, corrected any errors and clicked submit.

Once you click submit, you will receive a confirmation email that will contain a PDF copy of your application. Check to ensure that you have received this email and retain it as a record of your application.

If you have not received this email, that means your application has not been successfully submitted, or the confirmation email has ended up in your junk mailbox.

You can log into the online system, click on ‘My Submissions’ to view all submitted and un-submitted applications. Submitted applications are identified by a green tick.

Your obligations if successful

Keep your contact details up-to-date in SmartyGrants

It is the responsibility of the grant recipient to keep the CBP team up to date with any change in contact details.

If the SmartyGrants user account contact details change, call 02 8753 8144 or email [email protected].

The CBP Team is not responsible for any consequence should your grant offer be withdrawn due to out-of-date contact details in SmartyGrants.

Meet all program requirements and due dates

Successful applicants are required to meet the following program requirements. Failure to meet due dates listed below may result in the withdrawal of your grant offer.

Due dates for projects not requiring development consent

31 March 2019

Submit online EFT banking details
31 March 2019 Submit online Funding Deed
15 July 2019 Submit online Progress Report
31 March 2020 Complete project
30 April 2020 Submit online Completion Report

Due dates for projects requiring development consent

 31 March 2019  Submit online EFT banking details
 15 July 2019  Submit online Progress Report
 31 July 2019  Submit online Funding Deed
 31 March 2020  Complete project
 30 April 2020  Submit online Completion Report

Submit Funding Deed and Electronic Funds Transfer (EFT) banking details form

Successful applicants are required to submit an online Funding Deed and EFT banking details form before the due date. It is your responsibility to carefully read the terms and conditions of the Funding Deed and provide the correct banking details before submitting the online forms. Funds transferred to an incorrect bank account may not be recoverable.

Your submitted Funding Deed will be reviewed by CBP. You may be required to provide evidence of owner’s consent, public liability insurance, and development consent or exemption if they are not already provided with the application. Upon completion of the review, your Funding Deed will be countersigned by CBP and sent to you by email.

Contact the CBP team on [email protected] if your project has been completed before the announcement of the grant outcomes.

Submit progress report

It is a program requirement for all grant recipients to submit a mid-way Progress Report regardless of whether the project is paid or not and whether development consent is required. An online Progress Report will be available in SmartyGrants between 1 and 15 July 2019.

This is an important part of the reporting cycle as it allows any concerns with project implementation to be foreshadowed. Failing to submit the Progress Report may result in withdrawal of your grant offer.

Seek approval for any variations

It is a program requirement that any variations to the approved project scope, project location and completion timeframes outlined in the original CBP application form on SmartyGrants must be formally requested and approved through SmartyGrants before any related works taking place. Failure to do so may result in the withdrawal of the grant offer.

To discuss your change request, call the CBP team on 02 8753 8144 or email [email protected]. You will be required to provide documentation to support your request.

Submit completion report

All CBP 2018 projects must be completed before 31 March 2020. You are required to submit a Completion Report in SmarytGrants no later than 30 April 2020.

Successful applicants should familiarise themselves with the evidence required for CBP grant acquittal on the program website: nsw.gov.au/cbp.

It is a program requirement that all financial records related to grant expenditure and acquittal be retained by the successful application organisations for seven years.

All applications are assessed on their own merits and each project must be delivered and acquitted in its own right. Waiting for potential future funding for a subsequent stage of works is not an acceptable rationale for delaying submission of progress or completion reporting for projects in previous funding rounds.

Common questions — your obligations

Applications are reviewed for general eligibility and then subject to the assessment process.

Applicants will be formally notified in November/December 2018 on whether their application has been successful or unsuccessful. It is an applicant’s responsibility to ensure all contact details are up to date.

Applications will be assessed in two stages.

Stage 1: CBP will review if the organisation and project is eligible, for example, that:

  • the applicant organisation is eligible to apply
  • the application meets program requirements for commencement, completion and amount of funding requested
  • the application is in the right electorate and is complete, including quotes or an estimate of the project cost
  • the project type is eligible for CBP funding.

Projects located on NSW public school premises will be checked by the NSW Department of Education AMU to ensure the project is appropriate and viable.

Stage 2: Applications will be assessed in the NSW electorate where the project is located. Eligible applications will be assessed by the relevant MP and Independent Review Panel members to determine the relative merit against the program criteria.
Recommendations for projects to receive funding will be made on the basis of these assessments.

The Department of Premier and Cabinet works with MPs to finalise the funding recommendations for projects in their respective electorates before they are submitted to the Premier for final approval.

If your application is successful, you will be formally notified in writing.

To receive your grant, you will need to log in to SmartyGrants and fill out and return the online Funding Deed and the EFT banking detail form.

Once reviewed by the CBP team, a co-signed Funding Deed will be returned to you via email. Funding will be transferred directly to successful applicants with an ABN number. Successful applicants without an ABN number will be required to present an invoice to claim the CBP funding. If this is the case, the CBP team will advise you with clear invoicing instructions.

If your organisation’s details change, or the project contact person changes, notify the CBP team via email on [email protected] as soon as possible to ensure that the contracting and payment process runs smoothly.

CBP will conduct a full compliance history check of approved applications. CBP reserves the right to request any information before the release of funding and closure of the project.

If you are awarded funding under the CBP 2018 grant round, the program may withhold payment of funds if you have any outstanding or incomplete projects from previous CBP rounds. If you are unable to complete previous projects due to circumstances outside of your control, please advise the CBP team in writing so that an exemption can be considered.

For more information on Project Reporting and Closures, see nsw.gov.au/cbp.

If your project is completed before the grant round closing date, it will not be funded.

If your completed project starts after the grant round closing date, you may be eligible to complete the shorter Reimbursement Agreement in the place of a Funding Deed.

Contact the CBP team on 02 8753 8144 or email [email protected] for advice as you will need to submit a completion report.

You should be ready to commence your project or seek planning approval by early 2019.

If planning approval is required and has not been obtained, development consent should be secured by 31 July 2019.

The project should be completed by 31 March 2020.

All recipients of NSW Government funding for infrastructure and capital works should acknowledge the government. At a minimum, the NSW Government acknowledgement should be in annual reports, media releases, digital and printed materials, web pages and online documents, advertising, plaques and signs for the period in which funding is received.

For projects that receive grants of more than $100,000, signs must be displayed acknowledging the NSW Government funding.

Refer to the funding acknowledgement guidelines for recipients of NSW Government infrastructure grants on the Department of Premier and Cabinet's Communication and Engagement website

Organisations are encouraged to involve their MP in any launches, openings and media announcements about the CBP-funded project.

All applicants will be notified of the outcome of their application in writing during November and December 2018.

There are no appeals under the CBP program.

A list of all successful applicants will be published on the CBP website.

All correspondence with applicants is via email. Please ensure that your contact details are up to date and correct for each application. To update your details, email [email protected].

There are around 3,000 applications each year. Many worthwhile applications are submitted, however funding is limited and not all applications are successful.

Due to the high volume, CBP is unable to provide individual feedback on each unsuccessful application.

If your application is not successful, it does not mean your application is without merit. CBP is a very competitive grant program where the assessment and recommendation of applications is through a merit selection process.

If you receive a letter of notification indicating whether your organisation status or the project scope is ineligible, refer to the ‘Eligible applicants’ or ‘Eligible projects’ sections of this guideline for more information.

If your application is successful, the NSW Government may provide certain information to the media and MPs for promotional purposes. This information will include organisation and project name, project description, electorate, town, amount of the approved grant and organisation contact details.

Published 23rd April, 2018
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