Clubgrants Category 3 Infrastructure Grants FAQs

Can the application be downloaded as a blank PDF or Word document to print out and consider all questions offline?

A sample Clubgrants infrastructure grants application form is available (PDF 148.86KB). This sample application form can be downloaded from the website. Please note: This form is a sample only. The application must be submitted through the application portal to be eligible. Further, the Applicant Tips on each of our grants pages outline exactly what the form asks for and what you need to prepare.

If you’re not completing the application in section order how does the question branching logic affect the application?

Branching logic is used where subsequent questions can be different depending on the answer to a previous question. The grant portal allows this to happen as the forms are completed. The branching logic is only implemented within each section. Therefore, completing sections in a different order to the way they are listed in the portal will not have any negative effect.

Does the online application have an upload function, or similar for organisations to include their evidence and supporting documentation?

Yes. Wherever there is a requirement to provide evidence or documentation there is an upload function. These upload functions appear in the Essential and Optional Support Material sections. You can upload it from a folder on your computer or drag and drop it into a marked field.

Are the word limits in the grant and the document upload size limits in the grant clearly shown in the application form?

Yes, the word limits are clearly marked and there is a word counter for each text section. Upload limits are noted in each upload section.

What happens if the contract signatory leaves the organisation or changes at an AGM?

If your project is successful and the contract signatory leaves the organisation, we will work with you to ensure the correct name is recorded for the execution of the Funding Agreement.

Are there any specifics on who can sign the contract or can we just follow our company guidelines?

Please follow your company guidelines.

Is there anyone who can read over our application and provide feedback?

Office of Responsible Gambling staff are available to provide general support on the application process, however we do not provide specific feedback or advice on individual applications.

Can project funding include other grants as funding sources?

Yes, in fact this is a positive. You will be asked to note if the grant funding is confirmed or to be confirmed. Assessors take this into account in their scoring and deliberations. Please note, Councils can include other grants as funding sources, however Councils must match the requested funding amount from their own funds.

Can budgets include contingency amounts for design and construction delivery?

Contingency for design is not permitted as this is a cost associated with planning and development application submission. Contingency for construction delivery, e.g. project management, is permitted.

Is this program a dollar for dollar program or is it fully funded? Do organisations have to put in any funding?

A range of projects are funded, some with no or little contribution and some with substantial contributions. By contributing funding and organisation can demonstrate their commitment to the projects. Councils, however, must match the requested funding amount to be eligible to apply.

What value do you attribute to "in-kind" contributions? Is there a recognised dollar value per hour for volunteers?

We do not prescribe the amount, however Australian-based information on how to assign a dollar value for volunteer labour can be found via an internet search. For example, the Funding Centre website states:

• Based on May 2017 to May 2018 Australian Bureau of Statistics (ABS) figures, volunteers are worth $41.72 per hour.
• If your project calls on the voluntary labour of someone whose professional or trade skills makes them more valuable than $41.72 an hour, you can move your figures up (it could be as high as $150-$500 an hour, depending on the volunteer's usual rate).

Can we use a quote from the last application as we don't want providers having to reissue quotes?

Yes. As best as you can, try to ensure the amounts quoted are close to real costs.

If the organisation is not registered for GST, should the GST cost be included in the budget?

Quoting GST in the budget section must be consistent for every question. If GST is quoted for one area it must be used in every area. Please note, if your organisation is not registered for GST you will not receive GST in any grant payment.

Should the income and expenditure in the budget be the same total amounts?

Yes. If the expenditure is less than the income, then the full grant requested will not be provided. The grant funding requested plus any other income (including in-kind) should be the same total amount as the total sum of the expenditure items. If for some reason this is not the case, you should explain this in the “Notes to budget” section.

Do we need three quotes to show the accuracy of the project?

The number of quotes you obtain is up to you as part of your project planning and management.

Can you include in your application payment for the actual writing of the submission (i.e. if you are getting someone to help with the writing of the application)?

Yes, this cost can be included in the “Professional fees” section of the budget.

With in-kind, does the value of all volunteer hours for the organisation as a whole (as opposed to the project for which you are applying) count?

In-kind costs must be related only to the project which is the subject of the grant application.

As a non-profit org, we claim back GST - how do we handle it on the application?

Any specific GST or financial management questions should be discussed and decided in your organisation along with relevant financial advice. We prefer you do not include GST in any figures in your application.

With regards to budgets: in the last round there was very little space to enter information with regards to budget. In the rest of the grant application, there is space for hundreds of words, yet in the budget section it was limited to 5 words as a description - very hard to get the idea across to the assessors. How can we give them the info they are looking for in the cases where a quote is not available?

If you want to add extra information to your budget you can do this in question 5 in the budget section of the application - “Notes to budget”.
 

Regarding "Merit", the webinar mentioned evidence of community use. What type of "evidence" is required? Letters, surveys?

Letters and surveys are ideal pieces of evidence for use of and support for the project, as well attendance and booking data you may hold.

Can the “Engagement” be shown via multimedia responses, e.g. interviews, news articles, community awards?

Yes.

Is there any opportunity for new assessors to be recruited?

Yes, please contact the Office directly on (02) 9995 0992

We have a head organisation for purposes of insurance, not-for-profit and ABN status under which various community groups operate. These groups have their own bank account and while complimentary to each other, have quite different missions. In this situation can any of our two groups apply under this round?

Yes. We consider this to be an auspice scenario. The “head organisation” becomes an auspice for the operating community groups. If an application is successful, the auspice must execute the funding agreement, manage grant funding and complete and submit project reports.

When can an auspice be engaged?

The use of an auspice organisation is upon approval by the Office’s Grants team. An auspice is only available for community groups and not-for-profit organisations that do not have an ABN.

Are applications assessed on electorates?

No. Grant applications are assessed the assessment criteria of Merit, Engagement, Viability and Budget by subject matter experts, the Priority Framework identifying regional, remote and disadvantaged communities and input from Clubs NSW and other government agencies. The assessment report also includes information on past applicant history and the spread of applications across NSW.

Can Councils apply?

Yes. Please note, Councils must match the requested funding amount.

Would infrastructure projects that provide for temporary activations of public space be eligible, e.g. purchase of outdoor furniture and staging to hold free public concerts at historic venues in the city, or do projects need to be permanently installed?

Infrastructure projects that provide for temporary activation of public space may be eligible. This would depend on the type and intended usage of the infrastructure. We suggest discussing the project with the Grants Team prior to starting an application.

How important is the monetary limit for category?

Critical. Applications requesting a grant amount outside the category funding limits are ineligible.

Can I see the eligibility questions first before I get a costing from the supplier?

Yes, these are included in the sample Clubgrants application form. (PDF 148.86KB) 

Further, eligibility is clearly outlined in the Clubgrants Category 3 Infrastructure Grants 2023/24 Program Guide (PDF 2.87MB).

Can a sporting ground with a masterplan apply for multiple projects that are all included in the plan? That is, new fencing to perimeter fencing and upgrade to sport surfaces?

Yes, the application will need to be clear that there are multiple elements to the project that is the subject of the submission.

Can an application apply to an on-going project which has development approval, or must it be for a new project?

Applications cannot be submitted for overall projects that are already underway. An application can be submitted for a specific project stage or element of a larger project.

Is a registered club eligible considering Clubgrants funds are derived from gaming activity?

Yes, registered clubs are eligible organisations under this grant program.

The project we have does not require development approval from council. Does that mean we can't apply?

You can still apply if your project does not need development approval. You will need to show evidence of how the project is exempt from requiring development approval.

Is an incorporation number (INC) registered with fair trading ok instead of an ABN?

If your organisation does not have an ABN you will need to work with an auspice organisation to submit the application.

Are museums able to apply?

Yes. Museums are generally eligible under the Arts & Culture category.

What is the success rate for each category?

The overall success since 2021/22 has been 13% across all categories of the Clubgrants Category 3 Infrastructure Grants Program. Success rates for each category over the past two years are as follows:

• Arts and Culture: 17%
• Community Infrastructure: 15%
• Disaster Readiness: 14%
• Sport & Recreation: 12%

Is there a list of previously approved projects to help as a guide?

Yes, you can find a list of all past recipients.

Is the geographical spread of applications a consideration in funding?

Yes. The geographical spread of applications is a consideration in funding decisions.

Will there be future rounds of this program?

Yes. New rounds will be announced mid-year. Information on future rounds will be made available on the Office of Responsible Gambling grants page.

Is the Office of Responsible Gambling grants portal the same as other NSW Government grant portals, e.g. Stronger Country Communities Grant?

No, we understand a range of portals are used for various programs.

If the individual’s credentials have changed, and their login email is different but the organisation’s credentials remain the same, do I have to register as a new user? If so, will I be able to view previous applications the organisation has submitted?

User data in the portal is stored based on each individual’s credentials. Therefore, if these have changed, you will need to register a new account. You cannot access previous applications in the new portal. The Grants Team can provide these for you on request.

If you have made a previous application but cannot remember your password will a new one be sent to you?

Yes, you can reset your password.

If the project is exempt or complying under the State Environmental Planning Policies (SEPP), does Council need to provide a letter stating as such?

Yes. Simply quoting a SEPP number or section may not make it clear as to how the project is exempt.

Can the DA approval (as required for eligibility) be "approved" subject to conditions? Or does it need to be without conditions?

If the DA is stamped “approved”, this will be accepted. We assume all conditions will be met.

If the applicant is the landowner, do we need to provide a letter from ourselves stating we support this project on our land?

Proof of land ownership will suffice, e.g. a recent rate notice.

If the project is an exempt development, how do we provide evidence of this?

If the project is of a scale that needs some level of official exemption, this needs to be provided by a Council. If the project is small scale, e.g. an interior refurbishment or mobile infrastructure, e.g. a rescue vehicle, a letter on official letterhead outlining how or stating it is exempt is required.

We do not need a DA to replace tennis courts. Do I need to get a letter to support this as well as a second letter of support from the landlord (the Council)?

Proof that the landlord has given permission for the project is one requirement. Proof of exemption from DA is a separate requirement. Both requirements can be met in one letter if each element is clear. If both requirements are met in one letter you can simply upload the same letter at each Essential Support Material section. Please note, a letter of support does not meet the requirement for proof of exemption.

As Crown Land managers, are we still required to abide by the development approval requirement?

Yes, all applications need to show either development approval or an exemption.

We have development approval from the council who is also the administrator of the land owned by Crown Lands. From whom do we obtain "owner's consent"?

The owner’s consent needs to be from NSW Crown Lands.

Our building is in a larger community complex where the owner of the land is the NSW Government. Do we still need council approval or exemption? Or a letter from the managing organisation?

You need both. The permission to undertake the project from the landowner is the first part of the mandatory support material. The Council development approval or exemption is the second part of the mandatory support material.

What is accepted to show development approval exemption if a letter from Council is not substantial?

A letter from your local council clearly outlining that the project is exempt from development approval is required.

Is development approval enough or do you need an approved construction certificate as well?

Development approval is sufficient. No construction certificate is required.

Do we need a DA in place before applying?

Yes, the DA must be approved by the local Council before you can apply. Evidence of submission to Council and pending determination is not enough.

Can we provide additional support material after the grant round has closed?

No late submissions are accepted, including providing additional support material. If you miss the closing date, you can always submit your application in a future round.

Can previous approval and support letters be used instead of having to get the letter with a different date?

A previous approval can be used if it is specific to the proposed project and has not expired. A previous support letter can be used if the information in it remains relevant.

Would the Chamber of Commerce be a good group to get a letter of support from?

They may be. In their letter, the Chamber needs to demonstrate why they support the project and how they understand the needs of the local community.

Does the support letter have to be from the same region where the project is delivered? That is, if the facility is being used by people from distant places, are support letters from them acceptable?

Yes, as long as the letter is from relevant users of the infrastructure which is the subject of the application.

Would community cultural groups suffice as community support?

Yes. The community cultural groups should be relevant users of the infrastructure which is the subject of the application.

Being involved in several organisations, can I submit multiple applications with the one login email and password?

No. Each application must be submitted by a unique user. This is to ensure each organisation submits only one application per round.

Can an organisation submit one application per category?

No. Only one application can be submitted per organisation, per round.

We are an organisation that has 40 centres. Can each centre apply, or can the organisation only submit one application for one centre?

In this case, individual centres can submit applications. However, if numerous centres were to submit in the same round, they are competing against each other for funding. Our advice is to take a strategic approach as to how many applications are submitted. Further, if an application is successful the Office will need to discuss what role the organisation has in managing the grant and project.

Can multiple organisations make a single grant application?

This is possible although only one user and organisation can submit the application. The arrangement between the multiple organisations would need to be outlined in the application.

If successful in a previous round, can you apply in this round?

Yes.

If an application was not successful in the last round, can we resubmit the same project again with more evidence?

Yes.

Does the optional risk management plan relate to budget shortfalls, construction delays, council processes, unanticipated additional works etc and how to impact, alleviate, modify these problems? Or does it relate to work safety, traffic control, pedestrian safety, hazards etc?

The risk management plan in this context refers to the first list in the question, i.e. budget shortfalls, unanticipated additional works etc.

I understand that regional/remote projects are part of the Priority Framework. What is the likelihood of a Sydney metropolitan project to be successful if it scores highly on the four criteria, but is not a Priority Framework project?

It is possible to receive funding without having a targeted connection with one or more of the communities under the Priority Framework.

Will a recording of the webinar be available?

Yes. For a recording of the most recent webinar, visit the Office of Responsible Gambling website.

Are applicants better to submit a smaller project over a larger project? i.e. will submission of a larger project be less likely to succeed?

No. All projects are assessed based on the assessment criteria. If the project is eligible, the size of the project is not necessarily a determining factor.

Can a larger project be broken up in the submission to allow an assessor to award a reduced scope delivery at a lesser value?

An application can be submitted for a project stage. Whatever the scope, size or stage of the project, this must be made clear for the assessors.

Can applications be approved “in part”?

Yes. The Minister may choose to offer partial funding to a successful applicant for some project elements.

What is the approximate time frame from grant closure to the advice of results?

Advice on the outcome of applications takes place approximately four months from the close of the round.

Does the person submitting the form have to be the person who authorises the application? For example, can I work on the form for my manager, and submit it when they have reviewed the application?

The main user/owner of the application must submit the application. Any organisational approval or review needs to be managed within the organisation itself. In this case, the manager can review the application as a collaborator.

Can a user nominate the club secretary address as a collaborator so that all communication is taken through due process for a community club?

Yes. In this case, the club secretary can be a collaborator. The use of a collaborator is for each applicant to manage.

Can the applicant see any changes that a collaborator makes to the application?

Yes, any changes or edits within the application can be seen by all users that have access to it.