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Freqently asked questions

Expand Q: How do I apply?

A:

1. Review the Free Swimming Capital Modernisation Programme prospectus, guidance, and frequently asked questions to assess whether your proposed application is eligible.

2. Complete the initial application form. This can be accessed on our online investment centre.

3. Complete the additional question sheet. Once completed this must be uploaded with your online application.

Expand Q: Who is eligible to apply?

A:

Unitary Authorities, Metropolitan Boroughs, Borough and District Councils in England that have signed up to participate in Pots 1 and 2 of the revenue element of the Free Swimming initiative are eligible to apply for the Free Swimming Capital Modernisation Programme in 2010/11. Local Education Authorities are also eligible to apply for capital projects at maintained schools of any category where pools are, or will be as a result of this funding, open to use by the wider community outside normal school hours.

Expand Q: Having received allocations for Pots 1, 2 and 3 can we still apply for Pot 4 apply?

A:

Yes, however, you have missed the opportunity to apply for Round 1 funding (2009/2010) as the closing date was 31^st October 2008. You are eligible to apply for Round 2 (2010/2011) of the programme.

Expand Q: Which types of projects can be funded?

A:

The Programme is for capital modernisation that is flexible to meet the needs of LAs, schools and their local communities. The funding is for the development of the capital infrastructure, which can be taken to contribute to the costs of new build, modernisation, or major fixed equipment. Costs of other non-fixed equipment are not covered by the scheme. Please read the Prospectus for more information on eligibility criteria and the aims and objectives of the programme.

The project must be based where the LA or school holds ownership or long term leasehold over the site.

Expand Q: We were successful in receiving funding for 2009-2010. Can we apply again?

A:

Yes, providing you are able to demonstrate the need for further projects within your LA area, each application will be assessed on its own merits regardless of whether you were successful in Round 1.

Expand Q: Our application was discouraged for 2009-2010 funding. Can we apply again?

A:

As the Free Swimming Capital Modernisation Fund is split into two rounds of £25million, you would be eligible to apply for Round 2, however having considered your application to be low priority in the first round it is unlikely that you will be successful the second time round. We therefore advise you to contact the Sport England Free Swimming Development Manager for your area to discuss how your project could be developed to better meet the objectives of the programme.

Expand Q: What are the submission and decision timescales for Stage 1?

A:

Stage 1 applications can be submitted online from 1^st August 2009 until 5pm on the 4^th September 2009. Applicants will be given a decision on the outcome of their application before the end of October 2009.

Applicants will be able to access the programme prospectus and guidance prior to the 1^st August to assist with the preparation of Stage 1 submissions. It is also recommended that applicants attend a pre-application advice workshop or discuss their proposals with Sport England prior to making an online submission.

Expand Q: When and how will we receive confirmation of the decision on our Stage 1 application?

A:

An e-mail confirmation will be sent to the project contact (as listed on your Stage 1 application) within one working day of the decision, and a letter informing you of the outcome will also be posted to the project contact.

The decision you will be notified of will be either to “encourage”, or “reject” your project.

Expand Q: My application has been rejected, is there any further funding I can access?

A:

No, there is no further funding available after this Round of applications. Therefore, unsuccessful applications have been rejected rather than discouraged.

Expand Q: What does “encourage” actually mean?

A:

Having considered your initial proposal we believe that your project has the potential to deliver against the programme’s aims and objectives. You are now invited to Stage 2 of the development process to develop your project further with support where required from a Sport England Free Swimming Development Manager.

You should be aware that this invitation is not a guarantee of funding.

Expand Q: How do I submit a Stage 2 application and what supporting information will I need to provide?

A:

As per the Stage 1 application Stage 2 applications are made via the Sport England website where you will need to login using the same username and password you used for the Stage 1 application.

For your full application, you will be asked to develop and submit a Business Plan for your project. You will be allocated a Development Manager to guide and support you through the requirements for Stage 2, and further technical advice and support will also be available from colleagues at the Amateur Swimming Association.

Expand Q: What are the submission and decision timescales for Stage 2?

A:

The submission date for Stage 2 bids is 1^st February 2010. The applications will then be assessed with a final decision made by 31^st March 2010 in order for all funding to be drawn down within the financial year 2010/2011.

Expand Q: Are there any questions at Stage Two to submit?

A:

No, for Round Two only the submission of a business plan and any additional documents highlighted within the milestone tracker are required. You must go online and read the guidance, download the templates (if required) and submit.

Expand Q: Can I increase the amount requested from my initial application?

A:

No, as the programme is operating to a budget there is no scope for increases on grant requests at stage 1.

Expand Q: What if my project is running behind schedule?

A:

Projects encouraged under Round 2 of funding (2010/11) are required to draw down the grant against actual expenditure incurred on the project during the financial year. If the grant is not drawn down then any outstanding funding is at risk.

A key milestone during Stage 2 development will be establishing how deliverable the project is within the funding year.

Expand Q: Who do I contact regarding process, criteria, monitoring requirements for Pots 1, 2 & 3 of the Free Swimming programme?

A:

Please use the DCMS general enquiries contact 0207 2116200 or email enquiries@culture.gov.uk

Expand Q: Are there any requirements to consider when using Pot 3 funding as project development costs towards my Pot 4 bid?

A:

All Pot 3 monies should have been spent within the financial year 2008/09. DCMS allowed 25% of this funding to be carried over to 2009/10, which could therefore be used as project development costs for your Round 2 application. You must make sure that these timescales fit with the delivery of your project.

Expand Q: Can we apply for revenue funding under this scheme?

A:

No, this is a capital only programme. Revenue funding for Pots 1 and 2 have been allocated by DCMS, and any queries should be directed to their general enquiries on 0207 2116200 or email - enquiries@culture.gov.uk. You will be expected to demonstrate within your application  how any additional revenue costs incurred as a result of the project can be covered through LA or partner resources.

Expand Q: Is partnership funding required?

A:

There is no minimum or maximum amount of partnership funding required but LA s are encouraged to supplement the resources available under the scheme, either from their own resources or other sources of funding such as sponsorship, etc. Applicants must demonstrate that any cash partnership funding can be secured prior to the start of the project.

Expand Q: How is an in-kind contribution defined?

A:

In-kind contributions take the form of goods and services provided free of charge where they would otherwise have to be paid for. Such a contribution could also be land provided free of charge by a genuine third party.

Expand Q: Can I request funding for more than one year?

A:

No – this programme will finish in March 2011 and all awarded funding must be drawn down before this date.

Expand Q: Does my project have to be new or can you support existing projects?

A:

We can support both new and / or existing projects so long as they meet the programme criteria. Projects already underway will need to demonstrate financial need, and the added value that the investment will bring.

Expand Q: Can we apply for more than one project in our local authority area?

A:

Yes. There is no set limit on the number of applications that an applicant can submit. However, each application must demonstrate need and value for money as well as meeting the programme criteria. You will also need to complete and submit the additional information form with your online application showing how your Local Authority has prioritised the projects within your area. Where funding is oversubscribed, the assessment process will focus on top priority projects in each LA.

Each project must be submitted on a separate application form.

Expand Q: What technical standards do school pools need to be built to?

A:

The facilities must also comply with DDA building regulations. There are no set regulations for the size of school pools, although we do not consider that a pool of under 12.5 metres can offer adequate provision for wider community use. Where a school pool seeks to offer training facilities, provision should meet the minimum technical standard for the level at which the training is aimed.

Non-sports provision (changing rooms, social areas etc) should also meet Sport England Technical Guidance Notes.  Social areas should be in proportion to their need.

Sport England’s technical guidance notes are available online at: http://www.sportengland.org/index/get_resources/resource_downloads/facilities_guidance.htm

Swimming Design Guidance can be found at: http://www.sportengland.org/swimming_pool_dgn_complete_v001-2.pdf

Access for Disabled People Guidance and Access Audit information can be found at: http://www.sportengland.org/disabled.pdf

http://www.sportengland.org/audit-sheets.pdf

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Expand Q: Do pools have to be longer than 25 metres be considered?

A:

It is acknowledged that there are a number of pools which are shorter than 25 metres, applications can be submitted on community pools 25m x 8.5 metres; whilst school pools must be a minimum of 12.5m x 8.5 metres.

Expand Q: Who has the final sign off of the design specifications?

A:

The ASA & Sport England will sign off the designs, which must take account of relevant legislation, including the Disability Discrimination Act.

Expand Q: Is there any guidance available on how you assess whether to modernise or replace a swimming pool?

A:

Historic guidance can be found in Modernising Community Sports facilities Sports halls and swimming pools – refurbishment or replacement? ISBN 1 86078 136 5

Please note that whilst this document was published in November 2000 the methodology and options analysis is still considered to be robust and relevant.

Expand Q: Is a condition survey required in support of an application?

A:

A condition survey is not essential, however, the existence and submission of a recently undertaken survey (by a suitably qualified person or company) with areas relevant to the project appropriately highlighted, is desirable. This will assist with the assessment of the application. Please do not submit documents without the salient sections which support the bid being highlighted. Any documents enclosed with the bid should be referenced in the main body of the application.

Expand Q: Is the age of the building a material issue?

A:

Over half of the pool stock in England was built or has been refurbished since 1996. Taking into account the date of refurbishment, 13% of pools in England are over 30 years old. Whilst there is no reason why applications should not be made to modernise or enhance these pools, LAs are asked to be mindful of the term of grant and the requirement for the facility to remain open and in use during this period.

Expand Q: Does my project have to be competitively tendered?

A:

You will be required to evidence that you have followed a fair and competitive tender process, ideally before submitting your Stage 2 application. This could be demonstrated through the council’s own policy on procurement, use of a Framework Agreement or appropriate open advertisement tender process.

Expand Q: Do we have to obtain planning permission?

A:

You will be required to have obtained a minimum of outline planning approval by the time you submit your Stage 2 application, and have obtained full planning approval prior to claiming grant monies.

Expand Q: What are the requirements on security of tenure?

A:

Sport England will require that you evidence security of tenure over the site in question, either through freehold or leasehold. This can take the form of a copy of the Land Registry title and ideally should be confirmed by the time of your Stage 2 submission.

Expand Q: What are the requirements regarding grant security?

A:

Sport England will require that it agrees a ‘Deed of Dedication’ with you as a form of legal security over the investment at your pool. The length of this agreement will correspond with the security of tenure period. Should you be successful in obtaining an award, Sport England legal team will liaise with your authority to progress this work.

Expand Q: What is a deed of dedication?

A:

Due to restrictions imposed by legislation, a local authority generally cannot grant charges. In these cases, Sport England will agree alternative security arrangements with the grant applicant. We would expect this to be a restriction placed on the title, which would be registered at the Land Registry. Under this arrangement the Land Registry would notify Sport England if the owners were seeking to dispose of the property.

The most common form of restriction used by Sport England is a Deed of Dedication.

Expand Q: What measurement and evaluation will projects need to complete?

A:

All Local Authorities receiving revenue funding from the Government in respect of the Free Swimming programme will be required to submit participation data on a monthly basis as part of the national evaluation of the scheme. Individual capital projects will also need to provide progress reports on the delivery of their scheme on a quarterly basis.

Expand Q: Who can I contact to discuss my application?

A:

Sport England is providing the strategic co-ordination for the programme on behalf of the programme partners and has the following officer team:

Name	Position	Regional Lead	Contact
Brian Whaley	SRO – Free Swimming		brian.whaley@sportengland.org
Emily Pope	Programme Manager		0207 273 1760 emily.pope@sportengland.org
David Mitchinson	Development Manager	North East Yorkshire	0207 273 1668 david.mitchinson@sportengland.org
David Bulow	Development Manager	East South East South West	0207 2731887 david.bulow@sportengland.org
Debbie Gold	Development Manager	North West East Midlands	0207 273 1714 debbie.gold@sportengland.org
Gemma Blewett	Development Manager	London West Midlands	0207 273 1766 gemma.blewett@sportengland.org