GUIDELINES
Information Evening
ON
Sports Capital Programme
Mayo Sports Partnership,
T.F Hotel, Castlebar
Thursday 19th October 2006
Department of Arts, Sport & Tourism,
Sports Capital Unit,
Fossa,
Killarney,
Co. Kerry
Tel No (0642) 7369 / 7371 / 7372
LO-Call 1890 273000 followed by extension No above
E-mail sportsunit@dast.gov.ie
www.dast.gov.ie
STAGES
Development Committee (3 / 4 people including Treasurer – Assign roles and duties))
Application Form and Executive Summary letter.
Submission (Back up documentation and photos)
Lobbying.
Provide information after provisional approval, and send forms to Department.
Project start up.
Draw down Grant (Documentation or Architects certificate).
DATES
· Advertised Nationally – End of November / Beginning of December 2005.
· Closing date for application – 24th November 2006. (Assessment process 1300 – 30 mins. 600)
· Provisional Grants announced – End of May / June
· Notification and assessment details approximately 2/3 weeks after provisional announcement.
· 15 Months “Sunset” clause to forward information and complete project.
Aims & Objectives
· Assist Voluntary and Community groups with the development of facilities.
· Prioritise the needs of disadvantaged areas.
· Encourage the multi purpose use of facilities at National, Regional and Community level.
· Integrated and planned approach to development.
Who may apply.
· Sports Clubs, voluntary and community organisations.
· In certain circumstances, schools, colleges and local authorities.
· National governing bodies of sport, and third level institutions, where it is evident that the proposed facility will contribute to the regional / and or sporting infrastructure.
Guideline Figures.
€6,500.00 Current Tax Clearance Certificate.
€150,000.00 Deed of Covenant & Charge. (Fee €400).
€150,000.00 O.P.W. Monitoring Role.
€500,000.00 Feasibility Study.
Dressing Rooms €25,000 per Room.
Playing pitches. €40,000 per pitch
Training areas. €15,000
Local Funding 30% of cost of project
20% in designated disadvantaged areas.
Capital Projects:
Dressing Rooms / showers /toilets etc.
Clubhouse development – (Bars should not be included)
Sports Centres.
Sports equipment – (limited)
Pitch development.
Floodlighting (Main pitch and training areas.)
Athletic tracks.
Synthetic pitch surfaces.
Sports halls.
Security fencing.
Spectator stands.
Architect / Engineers professional fees. (Projects over €150,000)
Will not fund.
Car Park areas. (Very Low priority)
Landscaping. (Very Low priority)
Bars. (Very low priority – only exceptional circumstances)
Site purchase costs.
Feasibility studies.
Operating costs.
Events.
Staffing.
Personal equipment.
Projects that have started.
Equipment Stores. (Low priority)
Factors which can disqualify you from funding.
1. Project started before a decision on allocation has been made.
2. No (or insufficient) evidence that the minimum of own funding is in place. Bank statements / Loan approval.
3. No solicitors letter confirming evidence of title to the site or property. Freehold / Leasehold (22 years Lease – 15 years)
4. Planning Permission (At least an application for Planning Permission – where required) - Only document accepted.
5. Feasibility Study for projects over €500,000.00.
6. The application being in respect of a school or college only.
7. The application being for the purchase of premises, site or personal equipment.
8. The application having been made on a form designed for a previous year’s Programme.
9. The application having been received after the closing date.
10. Misleading statements / information on application.
11. Project not having a clearly defined sporting aspect.
12. The applicant failing to provide a statement to, or submit rules and procedures as evidence of non-discrimination.
13. Failure to draw down from previous successful application (Possible) 14. Gaeltacht areas.
Criteria for Assessment.
Selection Criteria 0 – 5 Weight Total
Point
Increase in the levels of active 4
participation / improved standards
of sporting performance,
Level of socio- economic disadvantage 4
in the area.
Technical merits of the project. 4
(Architect / Plans / Pricing / P.P)
Financial viability of project. 3
Level of local funding available. (Loan sanction) 4
Extent to which applicant will be able 3
to maintain project after completion.
Current and planned levels of sport 2
in area.
Extent of consultation and outcome. 2
Strategies to be used to attract people 3
from disadvantaged areas.
Priority of proposed improvements. 3
Priorities as identified by the NGB. 3
Tips.
Sell yourself as a club – Highlight the urgent need in the area (population growth, no facilities etc) – Highlight the proposed growth of sporting activity –Emphasise the use of the proposed facility by other groups (other sports / schools / community). Consult in locality. Letters of support should be based on usage by such bodies. Photos of existing facilities.
Key Factors and Accompanying Documentation.
Advance Planning.
Planning Permission.
Title (Freehold / Leasehold)
Local Funding.
Drawings / specifications.
Cost Plan.
Feasibility Study.
Consultation.
Disadvantage.
Commencement of project.
Documentation
· Written confirmation of local funding immediately available towards the project.
· Written confirmation of other finances being arranged.
· Details of other grants applied for or obtained.
· Copy of Planning Permission.
· Solicitors letter confirming title to the proposed site.
· Feasibility Study where facility is over €500,000.00
· Drawings / Plans / specifications for project.
· Evidence of consultation with other clubs, schools, organisations, local authority etc…
· Letters of support from relevant National governing body (in the case of regional or national facilities)
· Rules and procedures as evidence of non-discrimination.
· Written confirmation of RAPID / CLAR status.
Some other Tips.
· Plan out workload and jobs to be undertaken.
· Read all guideline and explanatory notes.
· Executive Summary letter accompanying application form. – 1 Page document outlining all aspects.
· Clear writing on application form. Type / print.
· Photographs – before. (Poor existing facilities)
· Photographs of children participating in blitzes / summer camps etc.
· Give a clear description of project to be undertaken – do not say “Building of Dressing Rooms” – say “Erection of new 2000 Sq ft clubhouse, with 4 dressing rooms , showers, toilets, committee room and kit room”.
· Each section of the Application Form should refer to an Appendix in submission.
· Bind submission documents and number each section.
· Emphasize the use of the facility by boys, girls, men, and women of all ages – increased participation by all.
· Check out all the supporting documentation required.
· Original version of support letters – not photocopies.
· Send by Registered post in time.
· Lobby local T.D.
· Arrange with local T.D. to meet Minister and discuss application. (Be properly prepared for such a meeting).
After Provisional Approval has been received by the club / organisation from the Department, the following documents and information must be forwarded before formal final approval for “go-ahead” is given by the Department of Arts, Sport & Tourism.
1. Tenders / Quotations
At least 3 tenders are required. i.e. 3 tenders for each type of contract. Indicate which company has been accepted. If the lowest tender is not accepted, valid reasons must be given.
2. Drawings, Specifications or schedule of works.
3. Evidence of Title Deeds and / or Solicitors Letter.
4. Copy of Planning Permission.
5. Details of Local Funding – Bank Statements for 3 months and / or Letter of loan approval / sanction.
6. Name of Technical Supervisor. (Architect / Engineer)
7. Signed Declaration form. (Not necessary if Deed of Covenant & Charge is required).
8. Current Tax Clearance for club.
9. Current C2 or Tax Clearance Certificate for each contractor employed.
10. Bank details of Club.
11. Name and Address of Solicitor (for handling Deed of Covenant & Charge).
12. The Grant Ref No, and amount allocated should be on the form also.
Please note that delays will occur if the above mentioned documents and information is not forwarded to the Department. No grant money will be disbursed unless all of the above is in order. Make sure that acknowledgement of all monies received by the club from Department are returned to the Department and signed – failure to comply with this regulation will stop / delay any future payments.
Suggested Roles of Development Committee (4 people)
· All members of committee should read the guidelines and rules which will be sent out with the Application Form from the Department of Sport.
· The Chairman should lead and drive the project until complete and co-ordinate all activities of Development Committee.
· Weekly meetings should be arranged, and progress reviewed regularly.
· Work as a group when filling out Application Form.
Chairman
1. Prepare outline plans, and list possible jobs to be included in application.
2. Appoint Architect and prepare plans.
3. Get initial tenders / quotations for project.
4. Planning Permission.
5. Get 3 quotations after provisional approval has been received.
6. Deal with contractors appointed by committee, and plan out programme of works.
7. Oversee project development.
Secretary
1. Fill in Application Form and sign necessary forms.
2. Prepare submission (Appendix documents)
3. Ensure that Title to Land / Property is in order (Check Title Deeds and / or Trustees etc)
4. Deal with Solicitor for Deed of Covenant & Charge.
5. Ensure that club rules are available and up to date as regards any Trustees. Prepare and include non-discrimination clause.
6. Send all necessary documentation to Department after provisional approval has been received – Quotations, Tax Certificates etc.
7. CLAR Status – get reference number.
8. Deal with all necessary clerical duties.
Treasurer
1. Ensure that Bank Statements are current (3 months), and sufficient funds are in place. Make whatever necessary arrangements.
2. Arrange to get Loan letter of sanction / approval from bank – not a general letter supporting the project.
3. Prepare previous years P & L Accounts or Audited Accounts if a company to show the viability of the club. Show small business plan to show where club can generate more income from new development to sustain long term viability of project.
4. Feasibility Study if required with Cash flow analysis etc.
5. Draw down grant monies as the work progresses.
P.R.O.
1. Consult with local groups – schools, other sporting clubs, local organisations etc. Get statistics in the area on population, level of facilities, and any special needs or requirements. What level of sporting facilities is in the area, and how the new facility will impact and benefit the local community?
2. Get letters of support from schools, clubs or organisations that will use the facility in locality – boys, girls, men & women: people with special needs; people from the fringe of society: immigrants etc. Letters of support saying how good the club is a waste of time. The Department needs to know the usage of the facility and how many more people will get involved in sport by having the facility in place.
3. Photos of present facilities and photos of children playing in competition, blitzes, summer camps in the area.
4. Consultation with governing body of sport in county, Mayo sports Partnership, F.A.S., Immigrant Group, People with Disabilities (Special needs), Travelling Community, and Senior Citizens group etc. – Letter of support from main bodies that will use the facilities. Letters of support should be 1 page.
Joe Butler 19th October 2006
APPLICATION FORM QUESTIONS
Q.1
Enter all the details of the person making out the form that will be handling the documentation with the Department, and sporting activity.
Q.2
You must give details of any previous grant. This is required for their own records, and if you receive a new grant under this application. If this grant and any previous grant exceed €150,000, you will be required to have a Deed of Covenant & Charge made out between your solicitor and the Chief State Solicitors Office.
Q.3
Give a proper description of work to be undertaken – Do not say “Building a clubhouse” – say “Erecting new 2000 sq. ft clubhouse with 4 dressing rooms, toilets, showers, kit room and committee room”. Do not say “laying new pitch” – say “Developing full sized Gaelic pitch 140m x 80m, including main and subsidiary drains, and necessary fill etc”. Extra points will be secured if project can be started promptly. Ensure that plans allow for access for people with disabilities.
Q.4
Give exact location of proposed new (or renovated or extended) facility. Photos of existing facilities (particularly if bad) would be an advantage. Attach required documentation regarding ownership or lease arrangement in submission. If Trustees are the owners of the property, ensure that names are up to date. Deceased Trustees can prevent or certainly delay final approval from the Department. Applications that do not need Planning Permission or where Full Planning Permission has been secured will receive priority. The only document that the Department will accept after the closing date for the applications is a Full Planning Permission document. Get CLAR details from Mayo Co. Co.
Q.5
Be realistic with the numbers, but if you can substantiate a large increase in participation levels, do not be afraid to show a high projected increase. Be sure to show that girls / women, disabled and elderly persons are catered for, along with normal club members.
Make sure that all letters of support are on clubs / schools headed paper, and that the originals only are sent. Key words in letters should include “Following recent discussion (or meeting) with club”; Consultation; Usage; Support project.
Q.6
If you overestimate the project cost, please remember that you will also need to be able to show that you have 30% (20% CLAR Area) of the project costs in the Bank (or have secured formal written approval from the bank). Do not over inflate cost if your available funds are limited. If you have plenty of funds, you should keep the costs a bit higher than normal. It gives you a better chance of securing a higher grant. If the project can be done over a couple of years, do it in stages. Make sure that your breakdown figures add up to overall costs. At least one copy (at this stage) of a quotation is required from contractor.
Q.7
The finance for the project is your own funds in the bank and / or a loan. You should not include normal club fund raising activities in this section or indeed proposed funding or fund raising events. This is probably the most important section (along with title to property and planning permission) in the Application form, and great and detailed attention should be given to it.
Q.8
It is always advisable to have an architect / engineer involved in the planning and overseeing of the project. Some local person who has some qualifications in terms of providing plans, estimating, arranging planning permission, and giving a short report would suffice. No need to be getting larger type architects for small to medium sized projects.
Q.9
Be sure to include programmes, courses or events that will increase participation in the club in this section e.g. Coach Education Course, Sports First Aid courses, pitch maintenance course etc. Highlight all Summer Camps, Blitz competitions, 5-a-sides, tournaments involving, and events for disabled, boys / girls, men / women – all ages. Catering for Non Nationals would also be seen as a distinct advantage.
Q.10
Make sure that Club Rules (Constitution) are included in this section, and show the club structure. Show how you will manage the facility e.g. appoint caretaker, FAS scheme, voluntary work by committee etc.
Make sure that you draw up a small business plan to show how the club will be financed in ordinary sporting activities, and where any extra money generated from the new facility will help to sustain the club for the years ahead – nothing elaborate.
Q.11
Sign the Declaration Form. Chairman or Secretary of the club.
Q.12 & 13
Disclaimer notice and Applicants Statement. Sign form where required.
Fill in your name and address in the top section of Acknowledgement Form (this section will be returned to you to confirm that your application has been received by the Department).
Other
Feasibility Study (if required). This should include how the proposed facility will meet the needs of the catchment area; clearly identify the demand for the facility; most suitable site; and the appropriate scale and mix of facilities to be provided, and how the facility will be managed.
Make sure that you refer to an Appendix after each section of the form.
Assessment process.
(How the Department selects /decides on the successful applicants.)
- Quality of application.
- Total score obtained places club on an order of priority.
- Needs of the area and degree of disadvantage.
- Consultation with NGB’s - regional or national projects.
- Allocations on a county basis on a pro rata basis with the level of population.
- Geographical spread.
- Level of funding available to Department.
- Ministerial final approval.
Joe Butler
19th October 2006
CONTENTS of SUBMISSION
Appendix 1
Club Profile (Strictly 1 page document – Year founded, number of teams, players, members etc.)
Appendix 2
Photographs of existing facilities and any events at grounds.
Appendix 3
Copy of Plans / Specifications of proposed project.
Appendix 4
Title Deeds / Solicitors Letter, and or Lease Agreement.
Planning Permission document or copy letter from Mayo Co. Co. regarding application.
DED name for CLAR status.
Appendix 5
Population statistics of area (if available)
Number of sports facilities in area (if it suits to give this information)
Signed letters of support from other clubs, Local Authority, Sports Partnership, Community groups and other sections of your own sport that will use and avail of the facilities. Original headed paper – not photocopies.
Appendix 6
Quotations from contractors or Architects estimation of costs of project.
Appendix 7
Current Bank Statements (within last 3 months)
Letter of Loan Approval / sanction from the bank – Original letter – not a photocopy.
Profit and Loss accounts for latest year.
Appendix 8
Architect’s / Engineer’s consultants report if necessary.
Appendix 9
List of proposed sporting events to take place in the following year / season.
Appendix 10
Copy of Club Rules.
Non – discrimination clause.
Small business plan for running of club for the season. (Show where the income comes from – Lotto, raffles, Flag Day, pitch advertising signs, club membership, general sponsorship etc.).
Appendix 11
Feasibility Study (if applicable)
SPORTS EQUIPMENT
Electronic scoreboard & clock.
Electronic substitutes signs.
Netting & posts behind goals + retractable netting.
Dugouts.
Coaching equipment – poles, ladders, wall for free kicks etc.
Mowers / rollers.
Spiker
Sod turners.
Sprinkler systems. (Pitches / pitch & putt clubs)
Storage containers.
Compressor – sub aqua club.
Boxing ring, punch bags etc
Athletics hurdles, high jump equipment.
Practise scrummaging horse + bags.
Gymnasium equipment.
Judo mats.
Safety harness.
Water safety equipment.
Boats and rowing equipment.
Kayaks.
Medical accessories.
Defibulator
Stretchers.
Massage bed for treating injuries.
P.A. sound system.
Department of Arts, Sport and Tourism
2008 Sports Capital Programme
AppLICATION FORM
As there have been a number of changes to the application form this year please read this form and the guidelines carefully before submitting an application.
Please fill in this form in only BLOCK CAPITALS or online at www.dast.gov.ie.
Please make sure you fill in the summary details on page 3, as well as the rest of the application form.
Please send the completed form and supporting documentation to:
Department of Arts, Sport and Tourism
Sports Capital Unit
Fossa
Killarney
Co. Kerry
Paper based applications (and all supporting documentation) must reach us no later than 5pm on Friday 29 February 2008.
Online applications (and all supporting documentation) must reach the Department by 5pm on Friday, 7 March 2008.
We will strictly observe this deadline and will not process incomplete or incorrect applications.
Please DO NOT attach this application form to any other documents.
Reference Number (We will assign this): R - 1 5 - -
1. Supporting Documents Checklist
WARNING: Before you submit this application form please ensure that you have included all the relevant supporting documentation. Failure to do so will result in your project being disqualified. See section 7 of the guidelines.
Minimum Requirements
Please Tick
Evidence of non-discrimination (e.g. a statement outlining your policy or a copy of the rules and procedures of your organisation)
Bank statements showing own funding immediately available towards this project and/or written confirmation of loan offer from financial institution, setting out all the information in the sample letter in section 4 of Guidelines Terms & Conditions.
Solicitor's letter confirming your title to the site of the proposed facility
Quotations / estimates of the cost of your project
Copy of planning permission or application for planning permission or a letter from your technical supervisor/local authority stating that your project does not need planning permission.
Additional Documentation that May be Required
Drawings, plans and specifications for your project
Feasibility study (where a facility costs over €600,000)
Details of other grants applied for or obtained (if any)
Evidence of consultation with other clubs, organisations, schools or local authority and letters of support from those that will use the proposed facility
Written confirmation of RAPID, CLÁR or LDTF status (if claiming disadvantaged status)
Letters of support from relevant National Governing Body (for regional and national facilities)
Paper based applications must reach us no later than 5pm on Friday, Friday 29 February 2008.
Online applications (and all supporting documentation) must reach the Department by 5pm on Friday, 7 March 2008.
2. Summary Details (please ensure you complete this page)
What is the name of your organisation or club? (please ensure that you use the same name as you have used in previous applications)
___________________________________________________________
What county will your proposed facility be in?
___________________________________________________________
What is your main sport or activity?
___________________________________________________________
What is the total cost of your project?
€
How much funding are you seeking from the 2008 Sports Capital Programme?
€
How much funding can you make available towards your project?
(Minimum 30% of total project cost for except in disadvantaged areas – see section 4 of the guidelines)
€
What does your project involve (please tick all relevant boxes)?
Playing surface development (natural): Playing surface development (artificial):
Sports equipment: Floodlighting:
Dressing rooms/showers/toilets: Security fencing:
Clubhouse: Indoor sports hall:
Other (please specify):
___________________________________________________________________
Where will the proposed facility be located?
Address: _____________________________________________
_____________________________________________
Town or City:____________________
County: ___________ Postal Code if Dublin:
Is the proposed project located in an area designated as disadvantaged? Yes: No:
Please make sure you fill in the rest of this application form and sign it.
Please also make sure that you fill in your email or address details on the acknowledgement form at the back of this application, as this will allow us to send you an early confirmation that your application has been received by us.
3. Your Details
1. Contact details
Please give your full name.
Title: Mr. Ms. Mrs. Etc.________ First Name: Surname:
What is your position within the organisation? (Please tick)
Chairperson: Secretary:
Treasurer: Other: If other, please specify:
Where and how can we contact you?
Address:
Town or City:
County: Postal code if Dublin:
Phone No: Fax:
Mobile No: Email:
2. What is your organisation's main sport or activity?
3. What National Governing Body of sport are you affiliated to?
(if applicable)
4. Details of previous grants
Has your organisation received any government grants before?
(Examples include grants from the Sports Capital Programme, Dormant Accounts, EU Programme for Peace and Reconciliation, CLAR/Leader Community Initiatives, Young People’s Facilities Services Fund etc.)
Yes: No:
If 'No', please go to Part 3. If 'Yes', give details of the grants below
Grant Scheme: Sports Capital Year: Amount Programme ref no. Allocated:
(if applicable)
€
€
€
5. Details of proposed project
1. Please indicate, in order of priority, the type of works for which you are applying for funding.
(Place a number in the box(es): 1 for most important, 2 for next most important and so on.)
Playing surface development (natural): Sports equipment:
Playing surface development (artificial): Dressing rooms/showers/toilets:
Floodlighting: Clubhouse:
Security fencing: Indoor sports hall:
Other:
Please give further details of your project below
You may also attach extra details on a separate sheet as an appendix to this form.
2. Timeframe of project.
a) Earliest start-up for project: months from grant approval
b) Completion period for project: months from start of work
Please note that work must start within six months of being approved for the grant.
3. How will the project be accessible to disabled people? (Please 'X' the relevant box and fill in details below)
Ramp: Wheelchair entrances and exits: Disabled toilets:
Other: If other, please specify:
_________________________________________________________________________
__________________________________________________________________________________________________________________________________________________
4. How far away is the nearest similar facility?
Kilometres (roughly)
What is the name and address of this facility?
Name:
Address:
6. Site details
1. Where will the proposed facility be located?
Address: _______________________________________________________________
_______________________________________________________________
Town or City:_______________
County: _______________ Postal Code if Dublin:
2. Does your organisation own or lease the site? (See section 7 of the guidelines)
Freehold (you own the site): Leasehold (you lease the site):
Number of years of lease: Number of years remaining on lease
You must attach a solicitor's letter confirming the above.
If you lease the site, who is the landlord? _________________________________
If you already have a deed of covenant & charge in place with the Department for previous grants has your solicitor registered this charge with the Property Registration Authority. Yes No
Please include the Chief State Solicitor's Office reference number: _______________________________
Note that you cannot receive any funding until we have proof of your title to the site.
3. What facilities do you have on this and/or other sites at present? (tick box and gives number and details)
Details
Natural playing surfaces ___________________________________
Artificial playing surfaces ___________________________________
Floodlighting ___________________________________
Dressing Rooms/Showers/Toilets ___________________________________
Clubhouse ___________________________________
Indoor sports hall ___________________________________
Sports equipment ___________________________________
Other ___________________________________
4. Does the proposed facility need planning permission? (You must enclose a copy of your planning application, planning permission or, if you claim that planning permission is not required, a letter from your technical supervisor/local authority confirming that planning permission is not required)
Is planning permission required? Yes: No:
If 'Yes', please indicate the current status of planning permission.
Applied for - Outline: Month/Year: /
Applied for - Full: Month/Year: /
Obtained: Month/Year: /
5. Is the proposed facility located in an area designated as disadvantaged? (In each case, you must include written evidence of disadvantaged status – see section 6 of the guidelines) Yes: No:
If 'Yes' please indicate under which of the following:
CLÁR Area: RAPID:
Local Drugs Task Force (LDTF) Area: RAPID and LDTF:
(LDTF applies to Dublin, Bray and Cork only)Yes: No:
|
Clar
|
Letter from the Register of Electors section of your local authority confirming the Electoral Division (ED) name & number of your site
|
|
RAPID
|
Letter from your local RAPID co-ordinator confirming following details as applicable:
1. That your project is located in a RAPID area
2. That your project is endorsed by your local Area Implementation Team
If your project is located outside a RAPID Area but serves a RAPID area please attach the following:
1. A letter from your local Area Implementation Team endorsing your project and
2. A letter of endorsement from your local County/City Development Board
|
|
LDTF
|
Letter from your local LDTF co-ordinator confirming the project is in an LDTF area
|
7. Expected use of the facility
1. User Profile
(In each of the following categories, please state the numbers of current active participants (e.g. players, coaches, officials) in the organisation and the expected increase as a result of the proposed facility.)
2. How far from the planned facility do most of your organisation’s regular participants live?
Less than 2 kilometres: 3 – 10 kms: 11- 20 kms: Over 20 kms:
3. How do you plan to make the facility available?
Open to club members only: Open to members of other clubs: Open to the public:
4. What sport(s) or group(s) do you expect will benefit significantly from and will use this facility? (Your application will benefit from letters of support from local groups that will regularly make use of the proposed facility)
1. ___________________________________
2. ___________________________________
3. ___________________________________
4. ___________________________________
5. ___________________________________
6. ___________________________________
7. ___________________________________
You must supply written evidence of this consultation, for example, letters of support from local groups that will regularly make use of the proposed facility.
5. Have you enclosed the views of the Relevant National Governing Body of your sport? (This is essential in the case of proposed national or regional facilities.)
Yes: No:
8. Project cost & funding sought
1. What is the total cost of your proposed project?
(Please round all figures off to the nearest euro)
€
2. How does this total break down?
Playing surface development (natural): € Sports equipment €
Playing surface development (artificial):€ Dressing rooms/showers/toilets: €
Floodlighting: € Clubhouse: €
Security fencing: € Indoor sports hall: €
Other: €
3. Is this a detailed professional costing, or a pre-tender estimate/quotation?
Detailed professional costing: Pre-tender estimate/quotation:
Please give further details of how you obtained this costing
___________________________________________________________________
You must include written evidence of quotations for equipment and/or pre-tender estimates
4. How much funding is your organisation seeking under the 2008 Sports Capital Programme? €
9. Own Funding
How much funding will your organisation make available towards the project? Please round all figures off to the nearest euro
Own Funds/Savings Name of Financial Institution Please enclose a recent statement (no more than 3 months old)
€
€
€
Borrowings Name of Financial Institution (Please enclose a loan offer letter such as the one provided in section 4 of the guidelines. This loan offer must not be conditional on receipt of a grant)
€
€
€
€ Total Own Funding Available
(This must be a minimum of 30% of the total project cost given in 6.1 above, or if your project is in a designated disadvantaged area please see section 4 of the guidelines)
10. Details of technical advice
1. Has your organisation received technical advice on the proposed works and/or costing? (We strongly recommend that you seek professional advice)
Yes: No:
If 'Yes', who has provided the technical advice?
Name: _____________________________ Qualification: ____________
Company: _____________________________ Telephone: ____________
Address: __________________________________________________________
Please confirm that you are enclosing a copy of any drawings and/or specifications relevant to your project. Yes: No:
2. Have you received advice from consultants on designing and managing the proposed facility?
Yes: No:
If 'Yes’, please give details below and enclose a copy of the consultant's report with your application.
___________________________________________________________________
___________________________________________________________________
11. Managing the facility
Please describe how you plan to manage the facility on an ongoing basis, including details of funding, marketing, staffing and management policies and opening hours.
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
12. Catering for Social Inclusion
Please outline any programmes or courses you have put in place to help disadvantaged groups and individuals use the facility.
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Please also make sure you have filled in the summary details at the front cover of this application form.
13. Freedom of Information Acts
Under the Freedom of Information Acts, 1997 and 2003, the Department of Arts, Sport and Tourism may release any details contained in applications and supporting documents, on request, to third parties. If any information in your application is sensitive, please identify it to us and explain why it should not be disclosed to others. If we are asked for any sensitive information, we will consult you before making a decision.
If none of the information is sensitive, please complete the statement below. This confirms that you agree to us releasing any information requested by a third party.
Name of Organisation: _______________________________________________________ agrees that none of the information supplied in our application or supporting documents is sensitive, and understands that the Department may release any, or all, of the information in response to a Freedom of Information request.
Signed: _____________________________ Date: ______________________
(Chairman/Secretary)
14. Agreement with our disclaimer
Please read our disclaimer below carefully and sign the statement underneath confirming that you accept it. We need your signature before we can consider your application.
Disclaimer
We, the Department of Arts, Sport and Tourism shall not be liable to the applicant or any other party for any loss, damage or costs of any nature resulting directly or indirectly from:
· the application or its subject matter; or
· our rejection of the application for any reason.
The Department, its servants or its agents shall not at any time in any circumstances be held responsible or liable for any matter connected with developing, planning, building, operating, managing and/or administering individual projects.
Applicant's statement
I/we certify that I/we have read and understood the guidelines and criteria of the Sports Capital Programme and agree to comply fully with them.
I/we certify that all information in this application and all information in any supporting documents is truthful and accurate.
I/we agree that from the date of the grant, I/we will not deny anybody access to any facility or part of a facility for which we receive a grant on the grounds of sex, religion, ethnic origin or disability without just, reasonable and proper cause.
Signed: ___________________________ Date: _________________
Name: ___________________________
(in block capitals)
On behalf of: ______________________________________________________
(organisation's name)
IMPORTANT
You MUST sign your completed application form and return it to us by the closing deadlines for the 2008 Sports Capital Programme (paper based applications 5pm on Friday 29 February 2008 and online applications Friday 7 March 2008). We will NOT accept completed forms by email or by fax or photocopies of the completed form as an original signature is required. Friday, 24th November 2006
15. Acknowledgement Form
Please fill out your details below and enclose a self addressed envelope or provide your email address. This will help us send you an early confirmation that your application has been received by us. We will acknowledge your application by email or by signing this page and returning it to you.
Email: ___________________________________________
Name: ___________________________________________
Address: ___________________________________________
___________________________________________
--------------------------------------------------------------------------------------
Acknowledgement from Sports Capital Unit
We wish to acknowledge receipt of your application under the 2008 Sports Capital Programme. This acknowledgement does not imply that your application is valid, only that we have received it.
We will start evaluating applications as soon as possible. This process will take some time, due to the volume of applications and the detailed information contained in each one. As a result, we do not expect to be able to announce the list of successful applicants before June 2008.
We intend to use the media and our website to announce grant allocations and will also write to individual applicants confirming the outcome of their application.
We will not provide any information on individual applications until all grants have been provisionally allocated and announced. Please do not contact the Department about your application until then.
Signed: ___________________________ Date Stamp:
(on behalf of the Sports Capital Unit)
Reference No: R - 1 5 - -
(Please quote the above Reference No in
all future contact with us)
THE FOLLOWING RULES ONLY APPLIES WHEN YOU HAVE BEEN GIVEN PROVISIONAL APPROVAL FOR A GRANT FROM THE DEPARTMENT – YOU MUST WAIT UNTIL YOU RECEIVE WRITTEN CONFIRMATION OR A PHONE CALL FROM THE DEPARTMENT TO GO AHEAD.
All grants are Provisional until such time as the grantee submits the required documentation.
15 Months “Sunset Clause” – i.e 15 months to get paperwork in, and the bulk of the project completed.
Work cannot commence until you get the “go ahead” from the Department.
1. You must get 3 Tenders / Quotations from Contractors. If you a getting the job done by Direct Labour i.e. Carpenter, Plasterer, Electrician – you have to get 3 Tenders for each individual sub contractor. If you do not choose the cheapest tender, you must give a valid reason for not using the contractor.
2. Drawings / specifications etc. A copy of Plans / Drawings must be resubmitted – Any changes should be included in final copy.
3. Evidence of Title or Copy of Title Deeds or Solicitors Letter. If you have been awarded €150,000 or more (or a combined total of this years allocation and a previous allocation amounting to €150k or more), you will need a Deed of Covenant, and you must give the name of your Solicitor to the Department.
4. Copy of Planning Permission / Approval.
5. A current Bank Statement and / or Loan Sanction Letter from financial Institution – last 3 months.
6. Name and address of Architect supervising the job.
7. Signed Declaration Form (Not necessary if Deed of Covenant is required)
8. Current Tax Clearance Certificate for your organisation.
9. Current C2 or Tax Clearance Certificate for Contractor. Please note that if you engage a number of sub-contractors that you will need a C2 for each individual contractor. – Name - Card No – Serial No – Expiry Date.
10. Bank Details – This is only required if you want the Department to pay money directly to your bank account.
- Always put your Reference No and the amount of the Allocation on the Form or any other correspondence.
- Payments will be made on 70% or 80% of Invoice Value (Original Invoice only). Payments are made within 7 – 14 days if all matters are in order, and if the O.P.W. does not have a monitoring role.
- There will be 5% Retention until Final Certificate by Architect saying that job is complete.
- It is always recommended that you get your Architect to give a Certificate of work done – it can speed up payment.
- Always return Acknowledgement Form to Department for monies received.
- Sign to be displayed – Supported by Lotto Funding.
A Deed of Covenant is a Legal Document whereby the Department has a charge on the property for a period of 15 years (or part of 15 years). In other words if your organisation wants to sell or dispose of the property for a non sporting venture, the Department will seek a return of funding for the period in question. The Deed is also registered as a Legal Charge over the property. Title Deeds are very important, and where property is held by Trustees, it is essential that it is legally vested in current Trustees.
If your project is €150,000 or over, the O.P.W. will have a monitoring role, and they will need to sanction all payments (this can be slow sometimes). They may also come and inspect the building during any stage. They may ask to be notified when the job is about to be started. It is also a requirement that the contractor has a guarantee bond.
Do not start any work until the Department gets all the relevant documentation, and gives you the “go ahead” verbally or in writing.
You will already have given a lot of the documentation to the Department when making the Application, but it speeds up matters when you provide this documentation again in a simple binded folder. You can always state that the originals of the documentation were already submitted in the original application.
CLAR Area “top up” Grants - remember to apply to Dept. of CRGA.
Joe Butler 087 8287147
18th July 2006
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