Guidance Notes

Opening Date: 29 June 2015

Closing Date: 7 August 2015

  14. APPENDIX 1


The NSW Community Building Partnership program supports the improvement of community infrastructure, and creates more vibrant and inclusive communities by supporting projects that encourage community participation, inclusion and cohesion.

The program offers grants across the State at an individual State Electorate level for community infrastructure projects.

Grant funding of up to $200,000 is available for every NSW State Electorate. An additional $100,000 is available for electorates with higher levels of social disadvantage as indicated by higher comparative unemployment rates. The maximum funding available in each electorate is detailed at Appendix 1.

Grants will be open to local councils and incorporated not-for-profit bodies such as charities, sporting, social and environmental groups. Projects are required to be completed before the 31 March 2017.

Public advertisements and State Members of Parliament call for applications from local councils and community groups within State Electorates. Further information is available at and from the electorate offices of State Members of Parliament.

Applications must be made online at between 29 June and 7 August 2015.


  • The maximum total funding available for all grants in each State Electorate is listed at Appendix 1.
  • Organisations may submit more than one application in an electorate, although generally only one project proposal for each local council within an electorate will be considered in the electorate area. Councils may submit project proposals for projects in each electorate within their area.
  • Local Councils (including their Section 355 committees) will be required as a minimum to provide matching funding to the CBP grants. Matching contributions from Councils must be in the form of cash and can be provided from council income sources or from other external funding sources.
  • Not-for-profit organisations are eligible to seek the entire project cost as a grant. Favourable consideration will be given to those projects with contributions from their own or from other sources.
  • Voluntary labour and donated materials can form part of the not-for-profit organisation's contribution to the project funding. Details of the voluntary labour and donated materials including estimated value should be provided in the project budget within the application form.
  • Grant funding may be provided towards the costs of securing development consent when the development consent approval is a vital part of a larger project that is applying for funding. This will only be provided as a reimbursement of expenses incurred and will be subject to the grant application being successful and development consent being secured for the approved project. Grant applications seeking funding to only cover the costs associated with a development consent application will not be considered.
  • A small percentage of the total grant funding awarded may be used to cover the cost of development consent and project administration costs. Details of these estimated costs should be provided in the project budget within the application form.

Will all applications receive funding?

  • No – The application process is competitive. There will be competing applications for the limited funding available within each electorate.
  • Successful applications will be those which best address the Project Assessment Criteria (see section 5 of the Guidance Notes).

Is there a limit on the level of funding per application?

  • No, however there is limited grant funding available for distribution in each State Electorate. (Appendix 1)

Will an application receive all funding requested?

  • Not necessarily, partial funding may be offered. If partial funding is offered, organisations are encouraged to obtain the balance of funds from other sources. If this is not possible, an organisation will need to assess whether the project remains viable or whether a formal request for modification needs to be submitted to the Community Building Partnership team for consideration.

Can funding be sought for a project that has already commenced?

  • No –Applications must be for new projects that will commence after 7 August 2015. Works commenced prior to successful grants being announced should not rely on the grant application being successful.


  • Incorporated, community based not-for-profit 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.

Those not eligible to apply include:

  • Individuals, groups of individuals.
  • Unincorporated organisations.
  • For profit, commercial organisations.
  • State and Federal Government agencies and their entities.

Can not-for-profit groups make a joint application?

  • An application needs to be made by a single organisation which will accept responsibility for the delivery of the project if the application is successful.
  • The involvement of other supporting organisations in the project may enhance the opportunity for success.
  • The application may identify co-contributions provided by project partners.

Our organisation is not incorporated, is there any way we can apply for funding?

  • No – You need to become incorporated. Dial 1800 502 042 for the Registry of Co-operatives and Associations at NSW Fair Trading to assist you to become incorporated.

Does my organisation require an ABN?

  • It is preferred that your organisation holds an ABN and that it links to your organisation's name and/or trading or business name. However, if your organisation name does not match the details for the ABN, please liaise with NSW Fair Trading to update your details.


Applications should address how the project will deliver positive results for communities, especially community social, recreational, environmental or employment outcomes. Funded projects will provide community benefits through:

  • Construction of new capital works.
  • Refurbishment, repairs and maintenance to existing capital facilities.
  • The purchase of capital equipment with a life expectancy of 15+ years that enables the delivery of new or enhanced community services.

The following types of projects will not be funded:

  • Projects that have commenced prior to 7 August 2015.
  • Projects that involve the development of private or commercial ventures including licensed areas of registered clubs.
  • Projects that seek funding for the organisation's operating recurrent expenses (eg: staff, consumables etc).
  • Projects that seek funding to stage events, exhibit a display or for filming.
  • Projects to undertake studies or investigations.
  • Purchase of land or buildings.
  • Projects receiving funding from other grant programs for the same project activities

Non capital equipment (e.g. computers, IT equipment, sporting equipment, kitchen appliances etc) will be considered for funding if the equipment forms a small part of a larger project.

Vehicles and community buses, including modifications to existing vehicles, will also be considered if they form an integral part of the organisations core business.

Once the application period closes, these applications will be considered on a case-by-case basis by the CBP eligibility review pane and will be subject to assessment on merit against other projects within the electorate:

Can funding be sought for development application costs?

  • A small percentage of grant funding may be provided towards the costs of securing development consent when the development consent approval is a vital part of a larger project that is applying for funding. This will only be provided as a reimbursement of expenses incurred and will be subject to development consent being secured for the approved project. Grant applications seeking funding to only cover the costs associated with a development consent application will not be considered.

Must I have applied for planning approval before submitting an application for funding?

  • No – However, if your funding request is successful you will need to:
  • Commence discussion with your local council and be ready to lodge your development approval.
  • Secure the development consent by 30 September 2016.
  • Release of the grant funds will be conditional on the Development Consent being secured and the Funding Agreement being executed.
  • If you have not secured the necessary Development Consent by 30 September 2016 the grant offer may be withdrawn.

Can I submit an application which is for a project that is a component or stage within a larger project?

  • Yes – providing the work on the project component or stage is a new project proposal/application that does not commence prior to 7 August 2015.


All projects will be assessed against all other projects lodged within a State Electorate. All projects are assessed on merit against the following criteria:

  • The project develops a vibrant, sustainable and inclusive community by enhancement or construction of community infrastructure that is pivotal to local community members and supports activities and services needed by local communities.
  • Projects which encourage participation in activities or services needed by a broad section of the community and which promote inclusion by disadvantaged sections of the community.
  • Projects that provide value for money by leveraging other sources of funds to deliver the community infrastructure.
  • Projects that will create employment during construction and/or ongoing employment, or allow for the activity or service delivery to continue.
  • The capacity and experience of the organisation to deliver the project.


Before commencing your application please read the:

  • Information about the CBP program and determine whether you are eligible.
  • Download, print and read the Guidance Notes, Application Question Guide, Five Steps to Writing a Good Grants Application, Help Guide for Applicants.

The application process has three key stages:

Stage One: Register

Each organisation wishing to apply for a grant must first register. The Community Building Partnership Program is now using SmartyGrants software.

If you already have a SmartyGrants registration established when applying with an alternative grants program, or from the CBP 2014 funding round, you may use the same log-in information.

If you do not have a SmartyGrants log-in and did not apply for funding in the CBP 2014 round, you will need to create one prior to commencing an application, even if you have applied for funding under previous rounds of the CBP Program.

You do not need to purchase or download the SmartyGrants software in order to log in / register or apply for a grant. You do not need to contact the SmartyGrants software provider to gain access to our online system, simply follow the links on the CBP website.

Stage Two: Preparing a project application

Once you have registered in SmartyGrants you will be able to commence your grant application. Ensure you have read all of the program documentation available on the CBP website, and that you understand the program's eligibility and assessment criteria.

Compared to previous funding rounds, project's no longer need to be pre-registered before you can access or start completing the online application form.

You are able to preview a copy of the application form before you log in (click here).

If you already have a SmartyGrants registration established when applying for the CBP 2014 round or an alternative grants program, you may use the same log-in information.

Stage Three: Apply

To start the application process you can click 'Begin the Online Application Process' found on the Program's website.

Remember to:

  • Complete the online application form for each project.
  • Submit the completed application by the closing date

Note: you do not have to complete the application in one session. Applications may be saved, revisited and edited after each session, before being submitted.

In order for your application to be efficiently assessed, your application must be accurate and completed upon submission. If all of the required information is not provided, your application may be deemed ineligible.

  • Once submitted, no information provided in the application may be edited.
  • Submission of an application does not guarantee funding. The costs of preparing an application are the responsibility of the applicant.
  • Submit your application before the closing date, do not leave your application until the last minute.

To start the application process you can also click here.

If you require assistance please contact the Community Building Partnership Program's Call Centre on 13 77 88 or email

Can I confirm that my project has been 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 on the submit button.
  • Once you click the submit button you will receive a confirmation email which will also contain a PDF copy of your application. Check to ensure that you have received this email and please retain it as a record of your application. If you do not receive this email you can log-in to SmartyGrants, click on 'My Submissions' to view all submitted and unsubmitted applications. Submitted applications are identified by a green tick.

Can more than one application be submitted?

  • Not-for-profit organisations may submit multiple applications.
  • Generally only one project proposal for each local council within an electorate will be considered in the electorate area. Councils may submit project proposals for projects in each electorate within their area.
  • Not-for-profit organisation applications made with the support of local councils are treated as submitted by the not-for-profit organisation.
  • Section 355 Committees of Council should submit applications under the registration of their local council.

Can a Council proposal be for activities over more than one site?

  • Yes – provided that they are within the one electorate and are for the same type of works.
  • Council applications will compete with all other applications for the available funding within the State Electorate.
  • Generally councils will be limited to one grant in each electorate within their area.

Does my organisation need to identify which State Electorate the project is based in?

  • Yes – You will need to identify the State Electorate that your project is based in (visit for more information)

Do we need to provide quotes for the project?

  • It is preferred that at least one quote is uploaded to substantiate the funding sought. 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.
  • Should you encounter difficulty obtaining a quote please contact us on 13 77 88.

Can value-in-kind be considered as funding contributed by a not-for-profit organisation?

  • 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 are to be provided in the project budget.
  • Local Council applications are required to provide matching cash contributions for projects they submit. Value 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.

Should my grant application include GST?

  • Please ensure that the grant funding requested includes the GST you will be charged by contractors or suppliers.
  • If you are not registered for GST, in your grant request only include the GST component you will be charged by contractors or suppliers.
  • If you are registered for GST your grant request should include only the GST component you will be charged by contractors or suppliers. Do not include the GST component you are obligated to charge as a registered organisation as this component will be included on the tax invoice, if successful.
  • If you have an ABN, you can check if your organisation is registered for GST by visiting the ABN lookup.

Where can application forms be accessed?

  • Applications can only be made online through the website.
  • If you have difficulties with internet access contact us on 13 77 88 or contact your local Member of Parliament who may be able to assist. You may also like to visit your local library, or seek assistance from your Local Council.

What is the process after applications close?

  • After applications have closed and are reviewed for eligibility, they will be provided to Members of Parliament and Independent Review Panels for assessment. Project assessment is made against the Project Assessment Criteria.
  • Recommendations on projects will be made on the basis of these assessments.
  • The Premier will review recommendations and determine successful submissions and advise Members of Parliament of the successful project applicants.
  • Applicants will be formally notified by email by January 2016 on whether their application has been successful or unsuccessful.
  • Information on successful project applications will be published on the CBP website.

Will late applications be accepted?

  • No – The online system will not accept applications submitted after the advertised closing date of 5 pm on 7 August 2015.
  • If you are having problems submitting your application you should contact the help line on 13 77 88 well in advance of the closing date and in time to seek assistance.

What authorisation from the land owner/s must I obtain?

  • You are responsible for obtaining approval for the proposed project from the appropriate land owner/s.
  • You should indicate whether you have secured approval from the land owner as part of your application.
  • If your project is successful, issuing a funding agreement may depend on evidence of the land owner's consent for the approved project.


Applications will be assessed in two stages:

Stage 1: Are you eligible to apply for Community Building Partnership funding?

We will check that:

  • The application is complete, includes quotes or an estimate of project cost, it meets program requirements in regards to project commencement and completion dates and amount of funds requested.
  • The applicant organisation is eligible to apply (see section 3) and has Public Liability Insurance with a minimum $5m cover.
  • The applicant organisation is a local council or an incorporated not-for-profit organisation.
  • The project or that part seeking funding is an eligible type of project that may be funded (see section 4).

Stage 2: How does your application meet the Project Assessment Criteria?

Projects are assessed by NSW State Electorate. Details of eligible projects will be provided to the respective State Member of Parliament and Independent Review Panel of NSW Government representatives for an assessment. Members of Parliament may seek to engage their communities as part of this process and consult with applicants to determine if the project can still proceed with a grant that is less than the amount requested.

State Members and Independent Review Panel Representatives asses each application to determine the relative merit of each eligible application in terms of value for money, economic impact, organisational delivery capacity and the importance of the project to the local community

Assessments will be combined and used to prepare recommendations to the Premier on the relative merit of projects for each electorate.


All applicants will receive an email confirming each project has been successfully submitted.

The assessment and recommendation of projects is through a merit selection process. Many worthwhile projects will be submitted, however funding is limited and not all projects will receive funding.

All applicants will be notified of the outcome of their application, either successful or unsuccessful, by email by January 2016. There are no appeals under the CBP program.

All successful applicants will be published on the Community Building Partnership website. To view successful applications from previous rounds click here.

We primarily contact applicants by email. Please ensure that your contact details remain current and correct for each project. To update your details please contact us on our toll free number 13 77 88 or email

What happens if my application is successful?

  • If your application is successful, you will be formally notified by email. You will later receive a Funding Agreement via the email address registered for your organisation/project or be contacted to discuss the conditions to be applied to your grant.
  • To receive your grant you will need to fill out the Funding Agreement and return it with an appropriate tax invoice or statement of supply.
  • Please ensure that if your organisation's contact details change, or the project contact person changes, you inform us ( as soon as possible so that the contracting and payment process occurs as smoothly as possible.
  • As a condition of funding, grant recipients will be required to provide:
    • progress reports (fill in an online template which will be provided)
    • evidence of project commencement and progress (photos, statements from tradesperson)
    • a completion report and acquittal statement (fill in an online template which will be provided) with supporting evidence upon project completion.


Successful applicants will be sent a Funding Agreement that will need to be signed and returned with an appropriate tax invoice for the contracted/instalment amount of the grant. If the successful applicant is registered for GST, GST will need to be added to the approved grant amount in the tax invoice submitted. Instructions are included with the Funding Agreement.

For treatment of GST in your application please see Section 6 of this document.

Where applicable, applicants will also be required to forward evidence that development consent and/or owners consent has been obtained before funds will be released.

Progress and completion reports and acquittal information will be required. Successful applicants will be required to provide evidence of project commencement, progress and completion. Evidence may include before, during and after photos; statements from the tradesperson stating that works have been completed in line with relevant standards; occupancy certificates from the local council; invoices and receipts or details of payment to the tradesperson; media coverage etc.

What NSW Government acknowledgement or signage is required for my project?

All grant recipients are required to acknowledge the support of the NSW Government in their annual reports for the period in which funding is received. You may also be required to fix signage, appropriate to the completed project. Obligations and details of any signage required will be included as part of your Funding Agreement for the project.

Organisations are also encouraged to involve their Local Member of Parliament in any launches, openings and media announcements about the facilities that have received funding through the Community Building Partnership program.

How long do we have to start and complete the project?

  • You should be ready to commence your project or seek planning approval by early 2016.
  • If planning approval is required and has not been obtained, development consent should be secured by 30 September 2016.
  • The project should be completed before 31 March 2017.


Organisations applying for funding via this program are required to have a minimum Public Liability Insurance cover of $5m.

It is recommended, but not a condition of funding, that applicant organisations also have Personal Accident, Professional Indemnity and Directors and Officers Insurance. Organisations that employ staff are required to comply with relevant industrial relations and workplace health and safety requirements.



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

Government Information (Public Access) Act 2009

Information received in applications and in respect of applications is treated as confidential. However, documents in the possession of the Government are subject to the provisions of the Government Information (Public Access) Act 2009. Under some circumstances a copy of the application form and other material supplied by the applicant may be released, subject to the deletion of exempt material, in response to a request made in accordance with the Act.

Privacy Policy

The NSW Government will collect and store the information you voluntarily provide to enable implementation of this grant program.

Any information provided by you will be stored on a database that will only be accessed by authorised personnel and is subject to privacy restrictions. The information will only be used for the purpose for which it was collected.

The NSW Government is required to comply with the Privacy and Personal Information Protection Act 1998. The NSW Government collects the minimum personal information to enable it to contact an organisation and to assess the merits of an application.

Applicants must ensure that people whose personal details are supplied with applications are aware that the NSW Government is being supplied with this information and how this information will be used.

Disclosure of Project Information

Should your application be successful, the NSW Government may wish to provide certain information to the media and Members of Parliament for promotional purposes. This information will include organisation and project name, project description, electorate, town, and amount of the approved grant.


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, or
  • 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 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.


For assistance in applying for Community Building Partnership funding, please contact us on our toll free number 13 77 88 or email

14. Appendix 1: Funding available for each State Electorate

Table 1. Funding up to $200,000 by NSW State Electorate

Baulkham Hills
Blue Mountains
Castle Hill
East Hills
Lane Cove
North Shore
Seven Hills
Upper Hunter
Wagga Wagga

Table 2. Funding up to $300,000 by NSW State Electorate

Coffs Harbour
Lake Macquarie
Macquarie Fields
Mount Druitt
Myall Lakes
Nothern Tablelands
Port Macquarie
Port Stephens
South Coast
Summer Hill
The Entrance