Guidance Notes

Opening Date: 13 June 2016

Closing Date: 22 July 2016

  1. ABOUT THE COMMUNITY BUILDING PARTNERSHIP PROGRAM
  2. FUNDING AVAILABLE
  3. WHO IS ELIGIBLE TO APPLY?
  4. WHAT TYPE OF PROJECTS MAY BE FUNDED?
  5. PROJECT ASSESSMENT CRITERIA
  6. HOW TO APPLY AND APPLICATION PROCESS
  7. ASSESSMENT PROCESS
  8. NOTIFICATION
  9. PAYMENT OF GRANTS
  10. INSURANCE REQUIREMENTS
  11. GOVERNMENT POLICIES RELEVANT TO YOUR APPLICATION
  12. DECLARATION BY APPLICANT
  13. CONTACT DETAILS
  14. APPENDIX 1

1. ABOUT THE COMMUNITY BUILDING PARTNERSHIP PROGRAM

The NSW Community Building Partnership program creates more vibrant and inclusive communities by supporting projects that encourage community participation, inclusion and cohesion, and deliver positive social, environmental, inclusive or recreational outcomes.

The program offers grants across the State at an individual State Electorate level for the enhancement of community facilities.

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.

2016 CBP projects are required to be completed by 31 March 2018.

Public advertisements and State Members of Parliament call for applications. Further information is available on this website and from the electorate offices of State Members of Parliament.

Applications must be made online at www.communitybuildingpartnership.nsw.gov.au between 13 June and 22 July 2016.

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2. FUNDING AVAILABLE

  • The total funding available in each State Electorate is listed at Appendix 1.
  • Individual grant requests must be value at $2,500 or above.
  • Organisations may submit more than one application in an electorate. Local 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, and applications will be assessed on merit against those from within their electorate. There is limited funding available per 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 requested per application?

  • Yes – a minimum funding request of $2,500 applies for each application.

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 22 July 2016. Works commenced prior to successful grants being announced should not rely on the grant application being successful.

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3. WHO IS ELIGIBLE TO APPLY?

  • 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. Generally, this may include;

  • Charities
  • Organisations with DGR status
  • Not-for-profit status
  • Benevolent status
  • Cooperatives
  • Limited by Guarantee / Limited by Shares (non distributing of profits or dividends)
  • Trusts
  • Associations (under the Associations Act)
  • Aboriginal Land Councils
  • Religious Organisations
  • Organisations established under an Act of Parliament

Note: Organisations listed on the Australian Charities and Not-for-profits Commission (ACNC) must have a current and up-to-date record. Any organisations who have defaulted on providing the required documentation to the ACNC will have funding withheld (if the project is successful) until such time that their records with the ACNC are resolved.

Those not eligible to apply include:

  • Individuals, groups of individuals.
  • Unincorporated organisations.
  • For profit, commercial organisations.
  • State and Federal Government agencies and their entities (including NSW Government schools, Area Health Services and public hospitals). However, these organisations should consider whether they have an incorporated-not-for-profit body (such as a P&C Association or hospital auxiliary) that may be eligible to apply for funding.

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. However the involvement of other supporting organisations and project partners as co-contributors can be detailed in your application.

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. If your organisation name does not match the details for the ABN, please liaise with NSW Fair Trading to update your details.
  • If your organisation does not have an ABN but has an Incorporation Number you are still be eligible to apply for funding. You will be required to provide a Statement by Supplier Form (refer to the ATO website) to receive payment of the funds if your application is successful.

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4. WHAT TYPE OF PROJECTS MAY BE FUNDED?

Successful projects will benefit their local community through the improvement of facilities that deliver positive social, environmental, inclusive or recreational outcomes. Applications should be for;

  • Construction of new capital works.
  • Refurbishment, repairs and maintenance to existing capital facilities.
  • The purchase of capital equipment with a minimum individual asset value of $2,500 and a life expectancy of 5+ 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 22 July 2016.
  • Projects that involve the development of private or commercial ventures including licensed areas of registered clubs (liquor and / or gaming areas).
  • Projects that seek funding for the organisation's operating costs or recurrent expenses (eg: staff, insurance, leases, bills, consumables etc).
  • Projects that seek funding to stage events, exhibit a display or for filming / recording.
  • Projects to undertake studies or investigations.
  • Projects that seek funds to deliver a program or service.
  • Purchase of land or buildings (fixed assets).
  • Projects receiving funding from other grant programs for the same project activities.
  • Projects that should be funded as a core responsibility from another source, such as a Local Government, State Government or Federal Government.
  • Project works or costs that are covered by insurance claims. If your project has been impacted by weather or other events causing damage etc, the Program will not fund works that are covered by insurance claims.

Non-capital equipment (e.g. computers, IT equipment, sporting equipment, kitchen appliances etc) will only be considered for funding if the equipment forms a small part of a larger funding request. Non-capital equipment cannot be the sole component of an application to this Program.

Vehicles and community buses, including modifications to existing vehicles, will only be considered if they form an integral part of the applicant organisation’s core business.

Once the application period closes, applications including non-capital equipment or vehicles will be considered on a case-by-case basis by the CBP Eligibility Review Panel and if they proceed to the assessment stage, will be subject to assessment on merit against other projects within the electorate:

Can funding be sought for planning and 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.
  • A small percentage of grant funding may be provided towards the costs associated with planning, design and project preparation costs if these components are considered integral to the successful delivery of a project.
  • Grant applications seeking funding exclusively for the costs associated with planning or 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 application.
  • Secure the development consent by 30 September 2017.
  • 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 2017 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 22 July 2016.

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5. PROJECT ASSESSMENT CRITERIA

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

  • Enhancement of facilities: The project develops a vibrant, sustainable and inclusive community through the enhancement or construction of community infrastructure that is pivotal to local community members.
  • Community need: The project supports activities and services needed by local communities.
  • Community participation: The project encourages participation in activities or services needed by a broad section of the community.

Also considered in the assessment process will be an organisation's capacity to deliver the project.

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6. HOW TO APPLY AND APPLICATION PROCESS

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 and the 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 uses SmartyGrants software.

If you already have a SmartyGrants registration established from another grants program or a previous CBP funding round, you may use the same log-in information.

If you do not have a SmartyGrants log-in, you will need to create one prior to commencing an application.

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. These may have changed since previous CBP funding rounds.

You are able to preview a copy of the application form before you log in. You do not have to complete the application in one session; applications may be saved, revisited and edited before being submitted. The closing date for applications is 5pm, 22 July 2016.

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, 5 pm 22 July 2016

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 – ensure you leave ample time to complete your application.

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 CBP2016@facs.nsw.gov.au

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 then 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 the online system, 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?

  • Organisations may submit multiple applications. However, organisations should be aware there is typically a very high demand for funds in each electorate so may wish to consider which application is the highest priority.
  • Local councils may submit project proposals for projects in each electorate within their area.
  • Section 355 Committees of Council should submit applications under the relevant local council name.

Can a Local 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.

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 www.elections.nsw.gov.au 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 requested. Quotes should align with and substantiate information provided in the project budget.
  • The project budget should be presented by major line items and in enough detail for assessors to consider it within the competitive assessment process.
  • 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 should 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 your grant request should only include the GST component you will be charged by contractors or suppliers.
  • If you are registered for GST your grant request should only include 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 we access the application forms?

  • Applications can only be made online through the www.communitybuildingpartnership.nsw.gov.au website.
  • If you have difficulties with internet access we suggest you contact your State 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 the application period has closed, all applications are reviewed for eligibility. Applications are then provided to the relevant State Member of Parliament and an Independent Review Panel for assessment. Assessment of the project 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 State Members of Parliament of the successful project applicants.
  • Applicants will be formally notified in December 2016 on whether their application has been successful or unsuccessful.
  • A list of 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 22 July 2016.
  • 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 or property owner/s must I obtain?

  • You are responsible for obtaining approval for the proposed project from the appropriate land or property owner/s.
  • You should indicate whether you have secured approval from the land or property owner as part of your application. If not yet secured at the time of application, the relevant discussions / approvals should have commenced before submitting your application.
  • If your project is successful, the release of grant funds will depend on evidence of the land or property owner’s consent if applicable for the approved project.

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7. ASSESSMENT PROCESS

Applications will be assessed in two stages:

Stage 1: Is the organisation and project eligible?

We will check that:

  • The applicant organisation is eligible to apply (see section 3).
  • The application is complete, including quotes or an estimate of the project cost, and meets program requirements in regards to project commencement and completion dates and the amount of funds requested.
  • The project or that part seeking funding is an eligible type of project that may be funded (see section 4).

Stage 2: Assessment on merit against the Project Assessment Criteria

Projects are assessed in the NSW Electorate where they are located. Details of eligible projects will be provided to the respective State Member of Parliament and an Independent Review Panel of NSW Government representatives for assessment.

State Members of Parliament and Independent Review Panel representatives consider each eligible application to determine the relative merit against the program criteria.

Assessments will be combined and used to prepare recommendations to the Premier.

8. NOTIFICATION

All applicants will receive a system generated email confirming that each application has been successfully submitted.

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

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

A list of 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 application. To update your details please contact us by email at CBP2016@facs.nsw.gov.au.

What happens if my application is successful?

  • If your application is successful, you will be formally notified in writing.
  • To receive your grant you will need to fill out and return the online Funding Agreement to the CBP team.
  • Once reviewed by the CBP team, a co-signed Funding Agreement will be returned to you via email, along with a purchase order and invoicing instructions. You will be required to generate an appropriate tax invoice or statement by a supplier form and return it as per the invoicing instructions provided.
  • Please ensure that if your organisation's contact details change, or the project contact person changes, you inform us (CBP2016@facs.nsw.gov.au) 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.
  • If you are awarded funds under the 2016 CBP program, the CBP program may withhold the payment of grant funds for these projects if you have any outstanding or incomplete projects from previous CBP funding rounds. If you are unable to complete previous projects due to circumstances outside of your control, please advise the CBP team in writing so that an exemption can be considered.

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9. PAYMENT OF GRANTS

Successful applicants are required to sign and return the online Funding Agreement. You will be required to generate an appropriate tax invoice or statement of supply and return it as per the invoicing instructions provided. 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.

The CBP team may conduct spot checks as required to evidence the delivery of the project.

If you are awarded funds under the 2016 CBP program, the CBP program may withhold the payment of grant funds for these projects if you have any outstanding or incomplete projects from previous CBP funding rounds. If you are unable to complete previous projects due to circumstances outside of your control, please advise the CBP team in writing so that an exemption can be considered.

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 encouraged to involve their State 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 2017.
  • If planning approval is required and has not been obtained, development consent should be secured by 30 September 2017.
  • The project should be completed by 31 March 2018.

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10. INSURANCE REQUIREMENTS

Organisations applying for funding via this program are required to have a minimum Public Liability Insurance cover of $5m where capital works are being undertaken. It is the responsibility of the applicant organisation to ensure that it has appropriate insurance coverage in place for the project works or activities, and its day to day operations.

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.

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11. GOVERNMENT POLICIES RELEVANT TO YOUR APPLICATION

Disclaimer

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 State Members of Parliament for promotional purposes. This information will include organisation and project name, project description, electorate, town, and amount of the approved grant.

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12. DECLARATIONS BY APPLICANT

Conflicts of Interest

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

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

Examples of actual or perceived conflicts of interest may include;

  • The State Member has been invited to functions by our organisation or at our facility before
  • We have met with the State Member regarding funding for this project (or others) in the past
  • The State Member has children who attend(ed) our school / are enrolled with our sporting club etc
  • Key members of our organisation have worked with the State Member on a local campaign
  • The State Member attends our Church
  • Or any other relationship / meeting that you or members of your organisation have with the State Member, or have had in the past

Applicant’s Declaration

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

  • by a member of the executive/committee as deemed under the Articles of Association for not-for profit organisations, 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 (or its delegated agents) may disclose information contained in the application to other government agencies, local government authorities, reviewers and staff assisting with the administration or promotion of State Government grant schemes.

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13. CONTACT DETAILS

For assistance in applying for Community Building Partnership funding, please contact us on our toll free number 13 77 88 or email CBP2016@facs.nsw.gov.au

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14. Appendix 1: Funding available for each State Electorate

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

Albury

Balmain

Baulkham Hills

Blue Mountains

Camden

Castle Hill

Charlestown

Coogee

Cootamundra

Cronulla

Davidson

Drummoyne

Dubbo

East Hills

Epping

Goulburn

Hawkesbury

Heathcote

Hornsby

Kiama

Ku-ring-gai

Lane Cove

Maitland

Manly

Maroubra

Miranda

Monaro

Mulgoa

Murray

Newtown

North Shore

Oatley

Orange

Penrith

Pittwater

Riverstone

Seven Hills

Sydney

Terrigal

Upper Hunter

Vaucluse

Wagga Wagga

Wakehurst

Willoughby

Wollondilly

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

Auburn

Ballina

Bankstown

Barwon

Bathurst

Bega

Blacktown

Cabramatta

Campbelltown

Canterbury

Cessnock

Clarence

Coffs Harbour

Fairfield

Gosford

Granville

Heffron

Holsworthy

Keira

Kogarah

Lake Macquarie

Lakemba

Lismore

Liverpool

Londonderry

Macquarie Fields

Mount Druitt

Myall Lakes

Newcastle

Northern Tablelands

Oxley

Parramatta

Port Macquarie

Port Stephens

Prospect

Rockdale

Ryde

Shellharbour

South Coast

Strathfield

Summer Hill

Swansea

Tamworth

The Entrance

Tweed

Wallsend

Wollongong

Wyong