Facility partnerships

Propose a partnership

Criteria

You will need to check the key considerations below to determine whether your project could qualify as a facility partnership project:

The project

• must be within Auckland City Council boundaries
• must be developing community, arts and cultural or leisure facilities
• must be a major facility development
• must be meeting a priority community need as identified by council
• must provide good public access
• must be at least 18 months prior to planned start.

The organisation

• must be a not-for-profit community organisation (includes schools)
• must be incorporated (club, trust, etc)
• must have the ability to raise funds
• must be able to manage the facility

Note: even if your project is a worthy project it may not be considered for a partnership if it does not provide for what council considers is a key community need.

Application process

What's involved

• there are no 'application' forms for the partnership scheme. The Facility partnership policy sets out the information needed
• initial applications must be received in February of each year (Stage one)
• council officers write a report on all proposals and in May, councillors decide which ones they are interested in
• between May and September council officers work with groups to develop their proposals (Stage two)
• in October to November councillors recommend funding for the following financial year (starts July) for projects that are ready (Stage three)
• projects that are not ready (total funding will not be raised in time, plans not sufficiently progressed) may be deferred to a future year or declined
• April to June recommended funding is confirmed through the Annual Plan process
• July funding available provided all requirements met (see the policy) and it usually must be spent within the year(s) that the funds have been allocated to.

Stage one - The project and the organisation must meet the criteria above to be eligible. The project must be meeting a key need for the city not just for the organisation proposing it. It must be a realistic and achievable proposal.

Information needed at stage one

• details of your project and group
• information on the community need being met
• cost estimates
• realistic time frame

Stage two - Projects need to be developed to a stage that they will be ready to start in the July of the following year. The key matters are establishing a realistic funding plan that will have raised all the funds, designs and planning progressed (site confirmed, consent requirements established).

Stage three - All of the stage one and two matters are relevant. The level of community access and management of the facility is considered. The merits of each proposal are compared against the others. Even if all projects are worthy, councillors may choose to only fund one or two at a higher level to ensure their viability. The level of funding is broadly influenced by the level of community benefit and access.

Information needed at stage three

• firm concept plans and
• firm, realistic costings and a realistic funding plan covering the total cost
• significant funding raised or committed
• planning progressed to stage where you could begin building within 12 months

When to lodge your proposal

• when you have a reasonable idea of what you want and the approximate cost
• when you have a site confirmed
• when you have raised some funds
• at least 18 months before you intend to start

Funding available

• there is no set amount or percentage
• the following matters are relevant:
  • the level of community need for the facility
  • the proportion of the facility providing for that need
  • the level of community access
  • the fundraising capacity of the organisation and the user community
  • the amount that will facilitate the project to happen and enable leverage of other funding

Before the council's grant will be paid out you need to have:

• confirmed the price usually through a tender process
• all funding raised or committed
• all consents and be otherwise ready to commence
• an agreed and signed facility partnership agreement with council

Note: the council grant is not paid out in one lump sum. The majority is paid out during the project as work proceeds with the final balance paid out on completion.

Timetable and timelines

• February each year initial proposals must be received (stage one)
• in May proposals considered by councillors (stage one)
• March to September, stage two, development of approved projects
• October and November, stage three, consideration of funding for July the following year
• the following May and June recommended funding approved through annual plan process
• July, funding available provided project ready to commence

Initial proposal*		February
Consideration by councillors		May
Develop and fundraise		February to September
Council recommends funding*		October/November
Confirmed annual plan		April to June
Funding available*		July

* All stages subject to conditions of policy being met

Benefits of the partnership scheme

For the group

• the council may contribute a significant amount of funding as well as help and advice
• you can build a better facility sooner
• your facility will be well used
• it's your facility so you are in control

For the council

• community needs can be met without the council (ratepayer) having to provide all the funding
• facilities can be built sooner
• council does not need to operate the facility
• the community has a greater range of facilities to use

The real story!

• development of a major community facility is a huge job that will take years
• the most difficult job will be fundraising
• having a realistic and achievable goal is essential
• it is your project so you have to do the work!

Foundations of Onehunga Combined  Sports Club at Waikaraka Park

Raye Freedman Arts Centre at  Epsom Girls Grammar.

Updated May 2009