Community-Led Project FAQs

Any community group, such as sporting clubs, community consultative bodies, or special interest groups, can propose a community-led infrastructure project.

Prepare all required information and email it to council@shoalhaven.nsw.gov.au. You can also email the Mayor or Councillors directly.

We need information on project status, scope, site plans, cost estimates, funding sources, and project management solutions. Detailed information helps Council assess your proposal more effectively. [See pages 4 – 5 of the Guidelines]

We will confirm receipt of your request and provide a timeline for a decision. We may approve it, reject it, ask for more information, or schedule a meeting to discuss further.

Yes, but you need to indicate in your proposal if you believe Council is most suited to manage the project. This may affect the assessment of your proposal as Council’s staffing capacity, and prioritisation must be considered.

We will register your project in Council’s EPMO system. EPMO stands for Enterprise Project Management Office. It's a system used by Council to manage and prioritise projects. Capital infrastructure projects must achieve a mature candidate status through the EPMO to be considered for grant funding.

Any significant changes to an approved project must be communicated to Council immediately. You may need to seek re-approval. If the project is grant-funded, you must also get written agreement from the funding administrator for any variations.

We need to assess and approve your project before you apply for any grants. Contact us first to discuss your project idea.

Yes, but you must disclose all funding sources in your proposal and ensure there's no conflict between different funding requirements. Be transparent about all potential funding sources in your application to Council. You must obtain Council approval prior to submitting any grant applications. Each grant’s funds must be spent as described in the grant application and approval.

Yes, we can provide a general letter of support, but you must request this as part of your project proposal.

Yes, we may offer partial funding for projects. Your proposal should clearly outline all potential funding sources, including community contributions, grants, and requested Council support. Be realistic about what you're asking from Council.

Cost estimates should be as detailed and recent as possible, ideally from the last 24 months, including breakdowns for materials, labour, design, project management, contingency and other expenses such as utility connections and Council fees. The more accurate and comprehensive your cost estimates are, the better Council can assess the financial viability of your project.

Yes, s355 Management Committee volunteers or community organisations can prepare grant applications for community-led projects on Council-owned or managed land, but this must be done under the supervision of the asset custodian's liaison officer.

All grant applications must have the correct Council approval and be registered with the Grants Officer before submission. The level of approval required depends on factors such as the amount of funding requested, whether co-contribution is required, and if there are ongoing costs to Council.

Yes, we can provide Landowners Consent and/or General Letters of Support to external community groups and not-for-profit organisations for their grant applications. However, these are subject to strategic review and alignment with Council's plans.

Council can provide a letter of in-principle support for your proposed community-led project, which can be used as supporting documentation as part of a community-led grant application. A letter of in-principle support cannot be used to submit a development application, and does not constitute permission to under take works on Council land. Further approvals will required for these purposes.

Landowners Consent is required for projects on Council-owned or managed land. It ensures the project aligns with Council's strategic plans and considers asset lifecycle costs. You need to obtain Landowners Consent before submitting a development application or starting any work on Council-managed land.

Council requires a minimum of 21 days to review and respond to requests for Landowners Consent. Additional information requests may extend this timeframe. It's advisable to submit your request well in advance of any grant deadlines.

Permission to Undertake Works on Council Land will be required by any third-party prior to commencing any works on Council-owned or managed land. A letter of in-principle support or letter of landowner’s consent cannot be used to demonstrate permission to undertaken works.

Yes, we are open to requests for leasing or licensing community land for community-led projects. These arrangements can be beneficial as they often propose a reduced financial burden on Council. If you're interested in leasing or licensing Council land:

1. Submit your project proposal as outlined in the guidelines.
2. Indicate your interest in leasing or licensing land in your proposal.
3. Pending assessment of your proposal, staff may work with you to identify a suitable parcel of land that can be leased or licensed for your project. 

No, receiving a letter of support does not mean you can start your project immediately. The letter of support allows you to lodge a Development Application (DA) or submit a grant funding application. There are several other approvals you need before you can commence your project. These may include, but are not limited to:

1. Development consent
2. Funding solution approval
3. Project delivery agreement
4. Permission to undertake works
5. Notification of commencement

It's important to wait until you have all necessary approvals before starting any work on your project. If you're unsure about which approvals you need, please contact Council for guidance

No, not all projects will be supported by Council. Decisions are based on various factors including alignment with strategic goals, available resources, suitability of the site, feasibility, identification of a demonstrable need for this facility in the area, of multi-use potential and opportunities for inclusivity.

We will analyse project cost and complexity. Low cost and low complexity projects can be led by community groups or Council, while high cost or high complexity projects are usually led by Council.

Community support is one of the key factors we consider when assessing project proposals. Be sure to demonstrate the level of support your project has from relevant stakeholders. Demonstrate the project potential for multi-functionality.

You can provide letters of support from community members, results of community surveys, or minutes from community meetings discussing the project. The more evidence you can provide of broad community support, the stronger your proposal will be. Do people currently travel to other areas to access a similar facility? Have similar facilities elsewhere demonstrated successes in supporting the community?

Review Council's Community Strategic Plan, Delivery Program, and Operational Plan and any other strategic documents endorsed by Council. Clearly demonstrate in your proposal how your project supports these goals. Consider consulting with Council staff early in your planning process to ensure alignment.

Project managers should have appropriate qualifications and experience. For complex projects, Council may require professional project management. Be prepared to provide details of the proposed project management structure in your application.

You may begin planning and designing your project, but you must wait for Council approval before commencing any delivery works. Starting construction or implementation without approval could jeopardise your project and any potential funding. Any expenditure on initial designs prior to approvals is at your own risk. Council cannot ensure the subsequent approval of any initial designs, which may be subject to change or rejection.

You need to outline how ongoing maintenance will be managed and funded in your proposal. Projects with significant ongoing costs to Council may require a Council resolution. Be prepared to discuss long-term sustainability of the project or to discuss a lease arrangement.

You can request feedback on the decision and, if appropriate, submit a revised proposal addressing any concerns raised. Open communication with Council staff can help you understand the reasons for the decision and how to improve your proposal.

You can find links to Council's strategic plans, including the Community Strategic Plan (CSP) and Community Infrastructure Strategic Plan (CISP), on Council's website.

We consider factors such as strategic planning, safety, community participation, demand, equal opportunity, environmental sustainability, capacity for multi-functionality and financial responsibility. These principles are outlined in the Guidelines for Community-Led Projects.

Projects must align with Council's strategic plans. For capital infrastructure projects, they must achieve a mature candidate status through the EPMO system to be considered for grant funding.

Yes, we can provide Landowners Consent and/or General Letters of Support to external community groups and not-for-profit organisations for their grant applications. However, these are subject to strategic review and alignment with Council's plans.

Yes. Once some community groups gain expertise in liaising with Council about a community-led project, it is possible that they may in future aspire to assist other community groups who may not have members with the skill sets to achieve their own goals. Council is able to assist with negotiating a mentoring arrangement.

No. Any new structure will become Council property.

You will need to submit a lease application to Council. This can be initiated by contacting propertyservices@shoalhaven.nsw.gov.au.

Property staff will process the lease under Council Policy POL22/98 (or other relevant specialised policy).

In some cases, an Agreement to Lease can be entered to facilitate the future obtaining of approvals or to construct the proposed facilities, before use of the land commences.

No. Successful completion of the project provides strength to a Lease Application. However, other organisations may compete for leasing rights. As Not-for-Profit organisations are reliant on volunteer effort, their long-term viability as a lease cannot be guaranteed. An application process ensures that Council can be adaptive to community change.

This requirement would need to form part of the project submission to Council, and to be included in design plans, construction and lease conditions, subject to approval by Council.