DRAFT GUIDANCE NOTES

Transcription

1 DRAFT GUIDANCE NOTES 1.0 Football Development Planning 1.1 Football Development Plan The applicant is required to complete the Toolkit, seeking guidance, advice and approval from the relevant County FA as part of the process. 1.2 Existing programme of use for grass pitches, pavilions, MUGA's and AGP 1.3 Proposed programme of use for grass pitches, pavilions, MUGA's and AGP 1.4 Current and Proposed user figures Please use the toolkit template Please provide detail of the existing usage of your existing facilities Please provide detail of the forecasted usage of your existing and new facilities at the end of your three / five year Football Development Plan Please provide detail of the existing and proposed user figures of your existing and new facilities at the start and the end of your Football Development Plan 1.5 Child protection policy A copy of this policy needs to be submitted as part of the application. 1.6 Equal Opportunities Policy A copy of this policy needs to be submitted as part of the application. 1.7 Constitution/Type of Organisation A copy of the organisations constitution and / or details of your organisation needs to be submitted as part of the application (eg. Local Authority, Educational establishment, Charity, Trust etc).

2 1.8 Charter Standard status If applicable, a copy of this certificate needs to be submitted as part of the application. 1.9 Revenue funding plan If applicable, a job description, person specification and details of what the revenue funding will be used for is required 2.0 Technical Information 2.1 Details of existing facilities The applicant should provide detail of the number of grass pitches, existing changing provision, existing car parking spaces and any other supporting facilities etc. Please provide site address details, location to the new facilities and any other relevant information. 2.2 Condition of existing pitches If applicable, a general condition statement is required to include grass coverage levels and number of games per season lost to adverse weather conditions. 2.3 Design Details Please provide details of the proposed facilities including specification and design drawings. 2.4 Professionally Prepared Pitch Report 2.5 Existing maintenance programmes and budgets 2.6 Proposed maintenance programmes and budgets Any works in forming or improving natural grass pitches require the input of a qualified agronomist or sports turf consultant. Initially, this will be in the form of a feasibility study, but will also include the full design and specification of the works. Information is required for grass pitches, pavilions, AGPs and MUGA's, where appropriate. Please refer to the maintenance programme template. The applicant should provide detail on what works will be carried out, who is responsible and what budget is available. This will need to be included in business plan cash flow forecast.

3 2.7 Responsibilities / qualifications of ground staff Please detail existing responsibilities and qualified staff and what further training requirements are needed. 2.8 Condition report Is required where an existing facility is to be refurbished, upgrade or extended. A professionally prepared report with supporting documentation and photographs would be required. Please refer to the guidance document. 2.9 Contract Documents To include drawings (layouts, elevations, existing and proposed site plans and pitch layouts, and external works details), Specifications, Bill of Quantities (as appropriate), and details of Form of Contract AGP/MUGA Information Required 2.11 Tenders received, pre-tender estimates or 3 quotes Full design details are required, to include proposed pitch size, base construction details, synthetic carpet, floodlight information, fencing proposals, and goal post / equipment information. To provide copies of tenders received or a professional pre-tender estimate. Tenders must be valid for the duration of the application period. Pre-tender estimates must be professionally prepared and include forecasted uplift costs based on anticipated programme of the works Procurement Please provide details of the preferred procurement route or any conditions that may affect procurement options (e.g. compliance with Local Authority procurement systems) and which standard contract the works will be let under. Also provide details of any standing orders that need to be adhered to and whether a multi-element project will be under one or more contracts AGP Framework If applicable, to demonstrate compliance with The FA/FF Framework. Please speak with your regional Technical Advisor for more details.

4 2.14 Sinking Fund (AGPs only) Provide details of ring-fenced sinking fund for the replacement of pitch surface at the end of its projected lifespan (as an average a full size pitch will require between 20,000 and 25,000 per annum over 10 years) - this information should be extracted from your business plan cash flows. Also provide details of existing sinking funds already in place Construction programme This should include proposed start dates/completion dates, milestones and critical paths where appropriate. For natural grass pitch improvement works, an estimate of when the pitches will be available is required Project Management Structure The applicant should provide details of who will manage the construction phase of the project and details of the costs for this service - include relevant qualifications and what experience of this type of project and whether they have worked on Foundation projects previously Planning Permission Full Planning must be obtained prior to submission of the grant application - other relevant approvals or other planning details relevant to the scheme are also required. Applicants should consider any cost/design implications from planning conditions. Design approval from FF/FA is required before applicant submits for planning application Information relating to Statutory Authorities 2.19 Consultants Employed and Fee Breakdown The applicant should provide detail on all necessary licences required, approvals, programming, fees etc. The applicant should provide details of all consultants employed and fee breakdowns (also include fees for statutory charges, building regulations and auditor s fees etc) Warranty details The applicant should provide relevant information for all machinery/equipment that requires a warranty/insurance.

5 2.21 Storage The applicant should provide details of where equipment will be stored, how secure building are etc. 3.0 Business Plan 3.1 Lease / Security of Tenure details / User agreements 3.2 Project Summary and Details Financial Plan/Partnership funding evidence The applicant must provide details of site ownership by way of freehold or leasehold (between 20 and 25 years depending on size of grant) and any other relevant user agreements already in place on the site or proposed as part of this application. It must be noted here that heads of terms will not be acceptable at the point in which the application is submitted to the Foundation. A full draft lease is required at this stage. Applicant should be aware that a charge/restriction will need be put in place so relevant details such as land registry/deeds documents will be required. FF can provide confirmation on what the essential requirements of a lease are to meet FF requirements. The applicant should provide an introduction to the project, detailing what they are seeking to achieve. The summary should go on to include details on strategic need, project background, aims and objectives, demand for the project, catchment area, population breakdown, demographic information, Indices of Multiple deprivation, neighbouring facilities within the catchment area and displacement analysis, links with wider strategies, local football population data, needs analysis, key project partners and stakeholders. The applicant must provide a funding breakdown of capital / revenue costs, evidence of partnership funding, amounts applied for (amounts secured and unsecured), timescales for confirmation of unsecured amounts, and breakdown of applicants contributions. The applicants contribution should be reflective of the size of the organisation. Applicants should also provide evidence of any unsuccessful applications for funding.

6 3.4 VAT Applicant must provide written confirmation of the organisations VAT status (ideally statement from HMRC or VAT consultant) and whether VAT should be included within the total project costs. 3.5 Accounts - The applicant should provide the last 3 years of accounts, including their latest balance sheets and income / expenditure where available. Please note that Local Authorities and Schools are exempt. Where applicable, those organisations should evidence where ring fenced budgets/devolved capital are allocated to. 3.6 Income / Expenditure Forecast A projected five year income expenditure forecast is required which should include the sinking fund for AGP s if applicable. 3.7 Detailed pricing policy The applicant should detail their existing pricing policy (if applicable) and demonstrate the pricing structure that will be used for the new facilities. This may include any discounted rates for Charter Standard or junior use, block bookings, commercial rates etc. 3.8 Operational Management Structure The applicant should outline the reporting procedures, health and safety, training and development of staff and details of day to day operations (who and how will this be delivered, with costs tied into income/expenditure forecast). 3.9 Project Marketing plan The applicant should demonstrate how they will actively promote and market the facility and increase the profile of the organisation throughout the local community Succession Planning The applicant should provide information on their committee structures, appointment of officers, measures for continuity etc.

7 3.11 Monitoring and Evaluation The applicant should identify measures to be taken by the organisation to internally Monitor and Evaluate their project and feedback their project performance and delivery (This will be in addition to any formal Monitoring and evaluation undertaken by The FA and The FF) Insurance details The applicant needs to investigate all necessary insurance requirements for the site. For example, provision of building and contents insurance and public liability.