List of Appendices

APPENDIX 1 – 2003 Programme Guidelines & Application Form

Department of Arts, Sport and Tourism

Website: www.gov.ie/arts-sport-tourism

2003 SPORTS CAPITAL PROGRAMME

GUIDELINES, TERMS AND CONDITIONS

FOR THE INFORMATION OF APPLICANTS

Funded by the proceeds of the National Lottery

March 2003

Sports Capital Programme

· Application forms must be filled strictly in accordance with these guidelines and can ONLY be processed and project eligibility determined where a fully and correctly completed form is received together with all the necessary documentation.

· The Department will not seek clarification from individual applicants in relation to incorrectly or inadequately completed application forms.

· Applicants should be aware that, as demand for grant aid normally far outstrips the levels of funding available, not all applications will be successful.

· The Programme does NOT provide funding towards the construction or refurbishment of swimming pools for which there is a separate Local Authority Swimming Pool Programme also administered by this Department.

· The Programme does NOT provide funding for development of facilities in Gaeltacht areas, applications for which should be directed to the Department of Community, Rural and Gaeltacht Affairs, Furbo, Co. Galway.

1. The aims and objectives of the Programme are to:

· develop an integrated and planned approach to the development of sport and recreational facilities;

· assist voluntary and community organisations with the development of appropriate facilities in appropriate locations that will maximise use in terms of participation in sport and recreation. The facilities should be high quality, safe, well designed and sustainable to both the user and the provider;

· prioritise the needs of disadvantaged areas in the provision of facilities; and

· encourage the multi-purpose use of facilities at national, regional and community level by clubs, community organisations and National Governing Bodies of Sport (NGBs).

2. Who may apply for assistance under the Programme and for what projects is funding available ?

2.1 Applications will be considered which have been submitted by, or on behalf of:

· voluntary and community organisations, including sports clubs;

· in certain circumstances, schools, colleges and local authorities; and

· national governing bodies of sport and third level education institutions, where it is evident that the proposed facility will contribute to the regional and/or national sporting infrastructure.

2.2 Applications from schools and colleges must be made jointly with local sports clubs or community groups and must:

· provide for significant levels of usage by the local community during periods when the facilities are not being used by the school itself (at least 30 hours per week throughout the year); and

· demonstrate that the facilities concerned will meet an identified deficiency in that locality, as formally agreed with other local groups and/or the Local Authority.

2.3 Projects must be directly related to the provision of sport and recreation facilities and be of a capital nature, which, for the purpose of the Programme, is defined as:

· expenditure on the improvement or construction of an asset and includes any costs directly incurred in this process; and

· purchase of permanently based sports equipment, i.e. it is securely housed, and will remain in use for 5 years or more.

2.4 The Programme, however, does not assist in the purchase of sites, premises or personal equipment, such as sports kits, gloves, shoes/boots or personal protective clothing etc.

(A separate scheme is in place under Section 41 of the Finance Act 2002 which provides tax relief to be claimed against donations received by an approved sports body to offset the costs of a sports capital project. This scheme is applicable in cases involving purchase of land/premises as well as construction and development works. Further details are available on the Department's website at www.gov.ie/arts-sport-tourism or by contacting the Department of Arts, Sport & Tourism at 01 631 3910, Lo-Call 1890 383000 ext. 3910.)

2.5 In line with the aims of the Sports Capital Programme to develop a planned approach to facility provision, clubs and community organisations should consult with other clubs and community groups, including schools, with sport and recreational facilities in their areas, and with the Local Authority, in developing an application for funding. The purpose of this consultation should be to enable applicants to include the required formal confirmation in their application form that the proposed development does not result in overlap and/or duplication with existing facilities and also to indicate evidence of the other clubs or organisations which will commit to using the facilities if they are provided. Organisations developing projects at national and regional levels should also ensure that their proposals are consistent with the priorities of their NGBs.

3. Minimum Requirements and Factors which will disqualify applications

Applications can only be processed if they are eligible under the conditions of the Programme, so please read this section very carefully to make sure your organisation and project meet Programme requirements. Projects can be disqualified for the following reasons:

· work on the project had already started or contracts were signed before the Department's decision on funding was made. Payment of grants allocated are only made in respect of invoices or certified payments for works carried out after the allocation date;

· no evidence was supplied with the application form confirming that the minimum amount of local funding required was in place, e.g. a minimum of 20% for projects in designated disadvantaged areas and 30% elsewhere ;

· no evidence of freehold or leasehold title to site was furnished with the application form. Applicants must submit legal evidence that the site or property where the proposed development is to be undertaken is owned or held by the applicant under lease for a term of not less than 22 years. Title to the property must be legally vested in the applicant;

· no evidence of at least an application for planning permission was supplied with the application form in cases where planning permission is a requirement;

· a feasibility study was not submitted with the application form in relation to projects where the estimated cost of a new facility is in excess of €500,000. The Department will not be responsible for any costs associated with the feasibility study. Such a study should include a detailed analysis of:

Ø the proposed location of the facility;

Ø population of the surrounding area;

Ø mix of sports to be played at the facility;

Ø existing facilities in the area;

Ø a management plan for the running of the facility; and

Ø an overall financial plan.

· the application was in respect of a school or college project only;

· the application was for the purchase of premises, sites or personal equipment;

· applications were made on forms designed for a previous year's Programme;

· applications were received after the closing deadline;

· misleading statements or information was given by the applicant to the Department.

4. What level of funding is available ?

4.1 Applicants are encouraged to maximise the level of local contribution to projects and, in any event, must have secured a minimum local financial contribution before an application will be deemed eligible for consideration. They are also encouraged to be realistic about the project to be undertaken in terms of its cost and the level of funding they seek from this Programme. Applications for funding will be categorised in terms of local; regional, i.e. county or greater catchment area; and national facilities. Aid levels will be determined having regard to local contribution levels and other criteria specified at paragraph 5.3 below, and in any event shall not exceed:

Applicant Status Maximum Grant Minimum Local

Available Contribution

Local facilities 70% 30%

Disadvantaged areas 80% 20%

Regional/National facilities As considered appropriate given the

scale of the proposed development

4.2 There may be cases where applicants are in a position to access national, EU or other non-national funding sources to make up the balance of the overall cost of the project. In such cases, a minimum local contribution of 10% of the overall cost will be required, which may be further reduced to 5% in very exceptional circumstances for projects from designated disadvantaged areas, if deemed necessary and appropriate, to reach stated overall policy priorities. Proof of such funding should also be submitted.

4.3 Proof of local funding, the level of which will be a factor taken into account in selection for grant aid, must be submitted with the application, e.g. a recent bank, building society or credit union statement. Confirmation of any proposed loan/ overdraft facility should also be submitted e.g. letter from bank, building society, credit union.

5. How will applications be assessed ?

5.1 All applications will be treated on their merits and highest priority will be afforded to projects in disadvantaged areas aimed at increasing participation. High priority projects will include those which are essential or integral to sports participation or performance, e.g. pitch development, floodlighting, dressing rooms/showers. Priority for funding under the Programme will not be afforded towards works which are not essential or integral to sports participation or performance, e.g. bar facilities, landscaping of grounds, equipment stores, car parks.

5.2 Applicants should note that for the purpose of the Programme, disadvantaged areas have been defined as those areas which have been designated by Government for special support through the RAPID 1, RAPID 2, Local Drugs Task Force and CLÁR Programmes which are administered by the Department of Community, Rural & Gaeltacht Affairs. (See Appendix 1 for contact details if you require clarification as to whether the project is located in an area designated as disadvantaged.)

5.3 Assessment criteria have been developed to help assess applications so that those offering the greatest community benefit are supported. The criteria will focus on:

· the extent to which the project, in terms of growth targets, will increase the levels of active participation in sport/recreational sport and/or result in improved standards of sporting performance and how such increases can be measured;

· the extent to which the project, in terms of growth targets, will serve to increase participation in disadvantaged areas;

· the technical merits of the project; planning permission in place; site details supplied; freehold or leasehold title; drawings/specifications supplied; costings made available.

· the financial viability of the project, i.e. in addition to lottery funding, has the club/organisation sufficient funds or firm commitments for funding to complete the project within a realistic timeframe. Previous track record in fund raising is also taken into account;

· higher rating is given to projects with a significant local contribution;

· given realistic projections of income from the project, the extent to which the applicant will be able to maintain the project after completion;

· the level of socio-economic disadvantage in the area and the current and planned levels of sport and/or recreational sport facilities in the area;

· the need to achieve an equitable geographical spread of funds, having regard to the range of existing facilities in each county;

· the extent to which applicants have consulted with other clubs, community groups, schools and the Local Authority in developing their proposals and the outcome of these consultations;

· in the case of projects aimed at attracting people from disadvantaged areas, the strategies to be used to attract them;

· the need to achieve an equitable spread of funds among different sports and community groups;

· the priority of proposed improvements/facilities in relation to the club's or organisation's existing facilities; and

· the priorities for their individual sports, as identified by the National Governing Bodies.

6. How is the list of successful applicants arrived at ?

6.1 An assessment process on individual applications is carried out by officers from the Sports Unit of the Department. Each application is scored between 0 and 5 under the assessment criteria outlined at paragraph 5.3, depending on the extent to which they meet the criteria. Different 'weights' (from 1 - 4) are attached to the various criteria depending on their importance.

6.2. Applicants should note that during the assessment process, the Department may consult, as appropriate, with other government departments, local authorities, state agencies and national governing bodies of sport, particularly in relation to regional and national projects. Assessment of regional projects must also compare and take into account the other applications from the region and particularly the cost of the project in relation to the total amount of funding available for allocation.

6.3 At the end of this process each application receives a score, which decides its order of priority within its own county. Recommendations, based on conclusions from this process and having regard to the amount of funding available for distribution, are made to the Minister, who makes the final decision on projects and grants to be allocated under the Sports Capital Programme.

7. What conditions apply to grant offers ?

7.1 Applicants should note that in the event of a successful application they are likely to be required, depending on the size of the project, to make arrangements for the appointment of consultants/architects for the preparation of the necessary drawings, specification or schedule of works and for the technical supervision of the work.

7.2 Under a 'sunset clause' provision, it is the responsibility of the organisation to ensure that the project commences and that the Department is informed of the status of the project within six months of the date of grant allocation and that a substantial amount of work is completed within twelve months. Failure to do so may result in the grant being withdrawn.

7.3 The project must comply with both the Building Regulations, 1991, as currently enforced, and the Safety, Health and Welfare at Work Construction Regulations, 1995.

7.4 Planning permission, fire safety certificate and commencement notice must be obtained where required. The Department will not be responsible for any costs incurred in regard to these applications.

7.5. Tax clearance/C2 Certificates will be required in respect of each contractor employed on the grant-aided work and this must be complied with in advance of any contractual commitments being made. These certificates must be maintained for the duration of the contract and must be valid until the project is completed. It is the applicant's duty to ensure this. The Department can request details of current tax clearance at anytime during the contract stage.

7.6 For grant approvals up to €6,500, the grantees must confirm that their tax affairs are in order and must supply details of their tax reference number and the tax district dealing with their tax affairs.

7.7 In the case of grants of €6,500 or more, grantees must have a current tax clearance certificate.

7.8 In the case of a body that has been granted charitable recognition by the Revenue Commissioners, the "CHY" number must be supplied.

7.9 In the case of a body that has been granted sports exemption recognition by the Revenue Commissioners, the "GS" (Sports Status) number must be supplied.

7.10 The Department's technical advisors have a monitoring role in grants of over €150,000. Such projects will require approval at the early design stage and, therefore, the following details and drawings will be required as the project progresses:

· Preliminary Design Stage: site plan, outline drawing, cost plan, letters of appointment of consultants.

· Contract Document Stage: drawings and specifications, Bill of Quantities, tender documents, copies of planning documents.

· Tender Stage: copies of all tenders received.

· Construction Stage: certificates for payment and copies of receipts.

· Completion Stage: copy of Architect's Opinion on Compliance with Planning and Building Regulations.

Details and documents required in these stages must be submitted to, and approved by, the Department before formal grant approval can be given.

7.11 Where proposed construction work exceeds €150,000, building contractors will be required to secure a contract guarantee bond in advance of the award of the contract.

7.12 Projects being assisted by Government-funded work schemes, for example FÁS/Community Employment, must provide certificates to state that labour only is

provided. All materials and supplies should be purchased from registered retailers and suppliers to be eligible for consideration for grant assistance.

7.13 Voluntary labour can be used on local projects costing up to €30,000. Payment can be made in respect of the vouched cost of materials purchased by an organisation for use on the project, on receipt of certification from the organisation's architect/engineer that:

· the material costs included in the claim have been used on the project;

· the work has been satisfactorily completed; and

· the work was undertaken on a voluntary basis (no payment).

7.14 It is the responsibility of the grantee to make satisfactory arrangements for the management and maintenance of the completed facility. Grant beneficiaries will be required, as part of the conditions of payment, to supply data, on request, relating to the facility and its use.

7.15 The grantee will be required to complete a written undertaking that the facility will be made available to the local community, that the Department's financial interest in the facility will be protected and that the grant will be refunded should the facility cease to operate or a change of use occur.

7.16 For grants over €80,000 it will be necessary to execute a Deed of Covenant & Charge. The figure of €80,000 can be an accumulation of present and previous grants. This Deed of Covenant & Charge will provide, inter alia, for a refund of the grant in the event of the facility not continuing to be used for the purpose for which the grant was allocated. In addition this Deed will be registered as a legal charge over the property. Before payment of the grant, it will be necessary to have the Deed of Covenant & Charge formally executed. To avoid delays in the execution of the Deed and payment of the grant the title to the property must be in order. Where property is held by trustees it is essential that it is legally vested in the current trustees to enable the Deed of Covenant & Charge to be validly executed. A fee of €400 will be charged to the grantee for the services of the Office of the Chief State Solicitor in preparation of the Deed of Covenant & Charge. The name and address of the solicitor acting for your organisation will be required.

7.17 It is the responsibility of the grantee to arrange for the provision of adequate insurance cover for the completed facility, against fire and all other insurable risks, with an approved insurance company and to pay all necessary premiums. The insurance should be for such an amount as will provide cover for the full re-instatement value of the facility, together with a sum for professional fees. It will be necessary for the grantee to maintain satisfactory public liability insurance in respect of users, general public etc.

7.18 Contribution to professional fees, other than the fee specified at paragraph 7.16, may be considered where a grant of €150,000 or more has been allocated.

7.19 Applicants will have to submit rules and procedures as evidence of

non-discrimination on the grounds of sex, religion, ethnic origin etc. It is also a requirement that the facility/equipment is accessible to people with disabilities.

8. How are grants paid and what arrangements are in place to monitor the projects ?

8.1 Grants are payable at rates outlined in paragraph 4.1 based on supervisory engineer or architects' certificates of payment and contractors' invoices as construction work proceeds. The grantee must first incur expenses of at least 20 per cent of the total value of the grant or €1,000, whichever is the greater amount, on each occasion before requesting payment from the Department of Arts, Sport & Tourism i.e. grants of €5,000 and over must be drawn down in no more than 5 instalments. In cases where the grant amount is for less than €1,000 then the grant must be drawn down in a single instalment.

8.2 Each grant payment issued by the Department must be acknowledged by the grantee, who must sign and return an acknowledgement form issued with the payment, before applying for further payment.

8.3 An amount of 5 per cent of the grant will be retained pending consultant's/ architect's certification that the project has been satisfactorily completed in all respects and evidence is provided that the insurance referred to in paragraph 7.17 is in place.

8.4 Projects will be subject to inspection by Department representatives during the construction stage and/or following completion. Documentation relating to each project should be held by successful applicants for at least three years following completion.

8.5 All grant-assisted projects must display an acknowledgement sign that they are being

assisted by the proceeds of the National Lottery. Application forms to obtain the signs from the National Lottery will be forwarded to all grantees.

8.6 Successful applicants must adhere to the description of works provided in their own application and subsequent approval issued by the Department. Requests for payment against works that did not form part of the original approval will not be considered.

8.7 Applicants found submitting fraudulent documentation or misleading the Department will have their grants withdrawn and will be barred from applying for future funding. The Department of Arts, Sport & Tourism reserves the right to seek legal recourse in cases where grant payments are drawn down under fraudulent circumstances.

9. Does the Freedom of Information Act apply ?

9.1 The Department of Arts, Sport and Tourism wishes to remind applicants that the information supplied in the application form and supporting documentation may be released, on request, to third parties, in accordance with the Department's obligations under the Freedom of Information Act 1997, which came into force on 21 April 1998.

9.2 You are asked to consider if any of the information supplied by you in applying for funding under the Programme should not be disclosed because of sensitivity. If this is the case, you should, when providing the information, identify same and specify the reasons for its sensitivity. The Department will consult with you about sensitive information before making a decision on release of such information. The Department will release, on request, information to third parties, without further consultation with you, unless you identify the information as sensitive with supporting reasons.

10. Grant Application

Applicants have two options in relation to the completion and return of application forms - On-line application through the Department's website or completion of a standard form.

10.1 On-line Application

The Department provides a facility on its website at www.gov.ie/arts-sport-tourism for the completion of application forms on-line.

On-line applications should be followed by posting a printed and signed copy together with relevant accompanying documentation. All supporting documentation for on-line applications must be received at the Department's office by the closing date for the receipt of such applications.

10.2 Standard Application Form

Alternatively, application forms are available on request from the Department at the following address:

Department of Arts, Sport and Tourism

Sports Unit

Frederick Buildings

South Frederick Street

Dublin 2

Email: sportsunit1@dast.gov.ie

Telephone: (01) 631 3914, 631 3918, 631 3930 and 631 3942

Lo Call: 1890 383000/extns 3914, 3918, 3930 & 3942

OR by downloading from the Department's website at www.gov.ie/arts-sport-tourism in PDF format. Users will require Adobe Acrobat Reader software, details regarding the download of which are provided on site.

Completed forms should be signed and returned by post with relevant accompanying documentation. Photocopies or faxed versions of the form are not acceptable.

10.3 Application deadline

Completed forms should have reached the Department's website or office address not

later than 5pm on Friday, 25^th April, 2003.

10.4 The following documents in respect of each application, whether on-line or by post should also have reached the Department by 25^th April 2003:

Ø written confirmation of local funding immediately available towards the project;

Ø written confirmation of other finance being arranged;

Ø details of other grants applied for or obtained (if any);

Ø copy of planning permission (if applicable);

Ø solicitor's letter confirming title to the proposed site where the project will be located;

Ø feasibility study where the estimated cost of a new facility is over €500,000;

Ø drawings/plans/specifications for project;

Ø evidence of consultation with other clubs/organisations, schools, local authority, etc;

Ø letters of support from relevant National Governing Body, (in the case of regional and national facilities); and

Ø rules and procedures as evidence of non-discrimination.

APPX1 - CONTACT DETAILS

For further details concerning the RAPID 1 and RAPID 2 Programmes contact the RAPID Co-ordinator at ADM Ltd.

Area Development Management Ltd Telephone: (01) 240 0700

Holbrook House, (021) 647 3003

Holles Street

Dublin 2 Website: www.adm.ie

ADM Ltd is an intermediary company that manages the RAPID 1 and RAPID 2 Programmes on behalf of the Department of Community, Rural and Gaeltacht Affairs.

Appendix 6 Discussions with Sports Unit Staff.....................................xli

Appendix 8 Membership of Steering Group.........................................xlv

APPENDIX 1 – 2003 Programme Guidelines & Application Form