Minor Capital Fund Application Guide

This application guide will help you complete a strong Start Strong Capital Works Grant application for the Minor Capital Fund. As part of your application, you will need to address five key assessment criteria.

Start Strong Capital Works grants are awarded after a competitive process.

Eligibility to apply for a grant does not guarantee the success of an application.

Minor Capital Fund: Project details

You are asked to select a category that best describes your project:

Extending or renovating an existing centre-based community preschool to create community preschool places

Select this option if you are a centre-based community preschool requesting funding to undertake minor capital works in order to increase unencumbered space, resulting in an increase in the community preschool places your service will offer. It is a requirement of this grant that a certified building practitioner is engaged to draw up professional plans. You will be requesting reimbursement for the cost of the minor capital works and engaging a certified building practitioner.

You will be required to attach the following documentation to your application:

  • invoice from certified building practitioner
  • professional plans drawn up by a professional building practitioner
  • a recent quote obtained in the last 6 months for the proposed minor capital works.

Engaging a certified building practitioner to re-calculate unencumbered space at an existing centre-based community preschool to create community preschool places

Select this option if you are only requesting reimbursement for the cost of engaging a certified building practitioner to draw up professional plans to recalculate unencumbered space. Only select this option if no minor capital works will be undertaken. To be eligible for funding this must result in an increase to the community preschool places your service will offer.

You will be required to attach the following documentation to your application:

  • invoice from certified building practitioner
  • professional plans drawn up by a professional building practitioner.

Assessment criteria: Capability and capacity for project delivery

Provide an expected time frame for project delivery

Provide your best date estimates for when the proposed minor capital works would commence, and when the project would be completed. This could be informed by conversations with you preferred builder and/or certified building practitioner.

Minor capital works projects must be completed and acquitted within 12 months of the funding agreement being executed. Prior to submitting your application, you can speak to the Capital Programs Team in respect to negotiating your timeline.

Outline key project milestones and time frames for delivery

Provide a description of the key milestones for your minor capital works project and the estimated timeframes for delivery, noting when the site will be ready for use. For example:

ABC Mobile Preschool has received permission from Hoxton Community Hall to extend Room 2, which is currently used for the delivery of preschool education for 3 children on Wednesdays and Thursdays. The capital works will entail extending Room 2, as well as adding a storage room which will increase unencumbered space and allow us to increase our service to 5 children at this venue. We have negotiated with Hoxton Community Hall and Hoxton Building Company to commence works during the new year period when activities are not running at the venue. Internal works will commence in mid-January 2022, and will be finished in early February 2022. Hoxton Electrical will then be engaged to install lighting and additional power points in mid-February 2022. The venue will be ready for use from mid-February 2022.

Selecting your current landholding arrangement

  • You own the land - select this option if you own the site at which the capital works grant relates to. You will be required to attach evidence of this.

You hold a current lease or other appropriate arrangement

  • I have a lease or license for 5 or more years - select this option if you have an existing lease or licence for 5 years or more (the compliance period) for the site that the capital works grant relates to. You will be required to attach evidence of this.
  • I have a lease or license for less than 5 years - select this option if you have an existing lease or licence for less than 5 years (the compliance period) for the site that the capital works grant relates to. You will be required to attach evidence of this.
  • Other appropriate arrangement - select this option if you have an alternative appropriate arrangement for 5 or more years (the compliance period) for the site that the capital works grant relates to.

What is your other arrangement and what is its duration?

If applicable, you will be required to give details of the other appropriate arrangement, and you will be required to attach evidence of this.

Confirmation that the project has been discussed with all affected stakeholders and partners

You are required to confirm that the project has been discussed with all affected stakeholders and partners, and that they are supportive of the minor capital works and the services operation for the compliance period of 5 years.

You will be required to attach evidence that you have approval and/or support to proceed with the minor capital works project at your nominated site. Evidence may include preliminary minutes from discussions with your council, letters of support from your landlord, other funding bodies contributing to the project or partners, or a lodged or approved Development Approval Application.

Assessment criteria: Increase access to community preschool education in areas of need and demand

The objective of this grant is to deliver an increase in community preschool places in areas of need and demand. The department will consider its own data on need and demand, such as the SEIFA band for the location of the service, however you may also submit evidence to support your application. SEIFA – the Socioeconomic Index for Areas Score that indicates how advantaged or disadvantaged areas are based on socioeconomic factors such as income, education, employment and skills/occupations. The lower the score or band, the more disadvantaged that area is. SEIFA by Local Government Area (LGA).

When referring to community preschool places please note we are referring to per day or licence places (and not 600-hour or per week places). Please refer to the frequently asked questions and Preschool Places Regulatory Requirements for examples and assistance in responding to these questions.

Please note that the Regulatory Authority also considers your compliance history when assessing the number of preschool places per day you are approved for.

Extending or renovating an existing centre-based community preschool building to create community preschool places

You are required to confirm that your project will result in an increase in licensed community places according to the National Quality Agenda IT System (NQAITS).

  • Current places: State the number of licensed community preschool places the service currently have approval for as per NQAITS
  • New places: State the number of licenced community preschool places will be created as a result of this minor capital works project
  • Expected total places: State the total number of licensed community preschool places offered by the service after project completion.

For example:

Current places: 20

New places/increase: 10

Expected total places: 30

Explaining how you have calculated the proposed increase of preschool places with reference to the certified plans

You must explain how you have calculated your new community preschool places, detailing how your proposed works and the increase in places meet the space and planning requirements as outlined in regulations 107 and 108 and any other relevant regulations.

Assessment criteria: Accessibility and inclusion

Explain how the Minor Capital Works project will provide and/or improve the provision of a culturally safe, accessible and inclusive educational setting for equity children (Aboriginal and/or Torres Strait Islander children, children with disability and additional needs, and children from low income settings).

You should also note whether the project will contribute to the overall inclusion of the Aboriginal community or equity community (e.g. the preschool is an Aboriginal Business, Australian Disability Enterprise or other social enterprise, and/or employs staff from these groups).

Assessment criteria: Overall completeness and quality of the application

Ensure your application does not have any gaps or inconsistencies in information, and that you have included adequate evidence to support your application.

You should only submit an application once you have compiled all necessary information as you will not be able to submit further information after submitting your application, unless instructed by the department.

Assessment criteria: Value for money (Budget)

Value for money

As part of the Start Strong Capital Works Program, the NSW Government has committed $62.1 million in funding to deliver 7,100 additional community preschool places across NSW. This budget is considered as part of the grant assessment process and the value for money of your proposal is a key assessment criterion.

A number of elements are considered when assessing value for money, including the cost per place of your project. The cost per place is calculated by dividing the grant amount requested from the department excluding GST by the number of places you will create.

The more funding a provider contributes, either directly or via other funding sources, the lower the cost per place will be and the better the value for money will be.

You must submit at least 1 quote obtained in the past six months to substantiate your budget.

Budget income and expenditure

You need to break down what your income (available funds for the project) and expenditure (funds to be spent on the project) are for your project. The total project income must be equal to the total project expenditure amount.

Please note all financial figures must be provided excluding GST throughout the application.

Project Income: What are my sources of funding?

The project income is comprised of the grant amount, the provider contribution, and any other external sources of funding.

The Grant amount (mandatory field)

The funds requested from the NSW Government under the Start Strong Capital Works Grant (ex GST).

Provider contribution (mandatory field)

This is your organisation’s contribution to the project, and must be at least 5% of the total cost of the project (ex GST). This can be comprised of school funds and/or loans.

Other external sources of funding (not mandatory)

This is any funding by parties other than the Start Strong Capital Works Grant and the Preschool applying for the grant (ex GST). It can include other grants from State, Federal or Local Government, donations from private or public organisations or in-kind services. In-kind services should be quantified as worth $0; for all other contribution types the amount contributed must be specified.

It is not mandatory to have other external sources of funding.

Income table

The table provided below is an example with fictitious information. In this example, the funding sources breakdown is:

  • The total cost of the project or total expenditure is $95,000 ex GST.
  • Your requested Start Strong Minor Capital grant amount is $80,000 ex GST.
  • The provider contribution is $5,000 ex GST.
  • There are two other external sources of funding:
    • A local government grant, $10,000 ex GST.
    • In-kind services from a local electrician, which are always valued at $0.
  • The total project income adds up to $95,000 ex GST.

Project income sources

Type $ Amount (ex GST) Is your source confirmed?

First two rows are compulsory

List the source type below and any requested details

All amounts excluding GST

At time of form submission

NSW Department of Education

Start Strong Capital Works Minor Fund grant request

$80,000

No

Provider contribution

Preschool funds (must be a minimum of 5% of total project expenditure)

$5,000

Y

Provider Contribution

Loan from <write name of lending entity here>.

If income source is not applicable, leave this box blank.

$0

Y/N


In-kind services

Electrical Services, ABC Electrical PTY LTD

$0

Y

Other eg. another grant program

Community Grant, ABC Council

$10,000

Y

Other eg. large scale donations

<Contribution type and name of contributor>.

If income source is not applicable, leave this box blank.

$0

Y/N

N/A

TOTAL
$95,000

Project expenditure: What are my project expenses?

Your total project expenditure is the total cost of all project elements. You will be asked to provide a detailed list of your project expenses, that clearly demonstrates what sources of funding will be used to pay those expenses.

Applicants engaging a certified building practitioner only
If you are not undertaking minor capital works and are only seeking reimbursement for the cost of engaging a certified building practitioner, your primary project expense will be the building practitioner fees.

Applicants engaging a certified building practitioner and undertaking minor works
If you are both engaging a building practitioner and undertaking minor capital works, your project expenditure will include building practitioner fees, building costs, and other relevant expenses.

Expenditure table

The table provided below is an example with fictitious information.

In this example, the total expenditure amount will be the same as the total project income in the Income Table example.

Project expenses $ Amount (ex GST) Project income sources to be used

Building practitioner fees (invoice)


$10,000

NSW Department of Education

Minor project works (quote)

$70,000

NSW Department of Education

Project management fees

$5,000

Community Grant, ABC Council

Administrative expenses (eg. Council, Legal)

$5,000

Community Grant, ABC Council

Professional fees (eg. Architect)

$5,000

Provider Contribution

Professional fees (eg. Engineer)

$


Contingency

$


Other

$0

ABC Electrical

TOTAL

$95,000


Budget totals

The total project income must be equal to the total project expenditure.

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