The information presented in this guide:
This guide is an overview of the steps your club might take when planning for a facility development and is divided into the five steps below.
Remember to involve UQ Sport early in this process.
Step 1: The initial plan
Step 2: Documentation
Step 3: Project planning
Step 4: Secure funding
Step 5: Project and funding management
Step 1: The initial plan
Perhaps your club has identified the need to develop your facilities. Before going too far down that path, ask yourself ‘how does this fit with our club goals?’ The Project Preparation: Planning Workbook is a good tool to help you further explore your idea.
To turn an idea into a plan:
Align with your club goals
What will this development achieve for your club and your members? The answer might be addressing capacity, inclusion or safety concerns – but you do need to be able to bring it back to your club’s goals, as outlined in your strategic plan. Ensuring that the idea aligns with the strategic plan will help keep everyone engaged and on the same track.
Audit current facilities
Start by carrying out a thorough audit of your existing facilities. Cover things like condition, safety, capacity and usability. Then turn to site limitations which might include flooding, access and historic issues (for example, if your land has previously been used as a landfill site). Understanding all these things will help you establish a baseline from which to proceed with the project.
Determine priorities
What does your new development need to include to be able to meet your club’s objectives? What are the ‘must haves’, the ‘it would be good to haves’ and the ‘in a perfect world haves’?
Find potential funding opportunities
Has the club got the cash reserves to fund the project itself, or will you need to secure additional funding via UQ Sport, fundraising or grants? How will this affect when you can start, what you can afford to build and how long it will take to complete?
If external funding is necessary, have you got a fundraising plan in place, or the resources needed for grant applications?
Share your ideas
Before the project gets too fixed, take the time to talk with your stakeholders such as your members, UQ Sport, Council, State Sporting Associations, the University and your community partners. They may well provide insights that will improve your original designs or have a wider understanding of the site. They may even be able to assist with supporting the project. If you are on land leased from the Council, any developments – from removing a tree to building a new clubroom – will require their consent, without which you cannot proceed.
Be sure to manage expectations when talking with stakeholders. Talking an idea through is not a promise it will happen or happen the way it is imagined at that moment.
Initial budget and resources
Now you can start to refine your budget by identifying items like:
Professional services: This includes things like surveying, drafting plans and quantity surveying.
In house resources: Some projects, especially those funded by government entities, require you to use an accredited construction project manager. Is there anyone in your club who is able to fill this role or who can provide in kind services?
If you are thinking of paying members to deliver parts of the project, you’ll need to manage any conflict of interest considerations. There’s no reason why you can’t use a member’s services, but it will have to be done transparently, noted on your conflict of interest register and reported at your AGM.
It’s worth setting up a project sub-committee to drive the project planning process while ensuring ethical considerations and potential conflicts of interest are addressed proactively.
Estimated costs: Don’t forget to include contingency and escalation allowances as well as the normal construction and professional costs. There may also be costs associated with planning, design and approvals.
To begin with you’ll have an estimated budget, which you’ll need to review and amend regularly during the project.
Step 2: Documentation
Provide a proposal to UQ Sport
Once you have refined your initial plan, it’s time to formally meet with UQ Sport to discuss your proposal. They will want to see how this project aligns with your club aims, evidence of consultation and a draft budget.
They will be involved in sorting out the required facility development plans, reports and approvals, remembering that not every step is required for every project.
The documents required will vary with the complexity and scale of each project. The table below illustrates the range of necessary documentation from broad planning stages to detailed final planning.
If your project is small – say building a shed – you may only need to complete stakeholder engagement (including with Council if your development is on leased land). Either the club or UQ Sport will gather quotes from several builders and engage a contractor. Really large and complex projects may need all of the steps below.
Potential documentation
Not all the steps or documents below will be necessary in all cases.
Initial documentation
Project viability documentation
Foundational documentation
Approvals and construction documentation
Site assessments
There are a range of site tests that are best carried out as early as possible, so as to avoid any nasty surprises later on – these tests may need to be done before the development gets approval to proceed. Some of these will have to be carried out by consultants, engineers or town planners. Potential testing and plans include:
Other planning documents
Depending on your project you may also need to develop or access additional planning documents:
Step 3: Project planning
Be flexible at each step of your project. As it progresses, new information or changes in circumstances may require adjustments to your initial plans.
Your planning should outline the key steps needed to manage your project effectively, which are as follows:
Estimate a timeline
Map out a realistic timeline covering all stages from planning, procurement, construction to completion. Factor in potential delays such as weather or securing the necessary approvals.
Prepare for the transition phase
Planning for the transition phase between using the existing and new facility might include training volunteers and staff, informing club members and updating any relevant operational procedures. If the way you use your current site is impacted during construction you’ll need to either change the way you use it or factor in the cost of temporary facilities.
If the tendering or cost estimation process involves a cost, you’ll need to include that in your budget.
Estimate the demand and budget
Estimate the expected usage of the new facility taking into account initial construction costs, completion date, ongoing maintenance and potential income from its use.
Be realistic and detailed with your budgeting and include a sum for contingencies (i.e. unplanned expenses).
Determine your resources
Determine the resources, materials and services you’ll need to procure for the project. This could involve hiring a project manager, purchasing construction materials or securing a contractor.
Estimate costs
When you have your project requirements firmed up you can start gathering quotes (if the project is not going out to tender). Even if UQ Sport is managing the tender process (which may involve seeking quotes from multiple suppliers or contractors and then selecting the most preferred based on cost, experience, availability and quality of service), you’ll need to provide:
If you are yet to secure funding, make this known to contractors. Some may prefer not to quote on this basis, others will appreciate the heads up.
Most grant applications require you to provide three quotes to be eligible for funding.
If you can’t get sufficient quotes for work, consider using a quantity surveyor, especially for complex work.
Quantity surveyors generally provide a more comprehensive and accurate picture of the overall costs, including allowances for contingencies and escalation, helping you apply for funding with greater confidence.
Step 4: Secure funding
Clubs must proactively engage with various stakeholders when it comes to secure funding for facility developments. A detailed budget, clear communication with UQ Sport and Council, an understanding of funding opportunities and careful consideration of borrowing options can all contribute to the successful funding of a project.
Here are some steps to guide clubs in attracting investment:
Input your own savings
As infrastructure grants often require a financial co-contribution, you will need to determine how much of your club’s money can be allocated towards the project. This will form the basis of your funding and help investors and funding bodies understand your commitment to the project.
Engagement with Council if the development is on Council land
Engage with your local Council early as they may provide advice, resources or even funding for community projects. Council will be more comfortable if your club comes across as organised and properly run, and if your project aligns with local plans, regulations and strategies.
If your project is to be constructed on Council-owned or controlled land, you will also need Council’s written permission to conduct the project.
Apply for grants / funding opportunities / borrowing money
Investigate and apply for relevant grants and funding opportunities, which could come from government grant programs, sporting bodies, businesses or community initiatives, bearing in mind that grants can be highly competitive.
Always be aware of application deadlines and grant milestones and ensure your project aligns with each grant program’s specific criteria. Refer to the accompanying section Project funding.
Some clubs borrow money from members to help fund facility developments, which is okay if you consider the longer-term implications, exercise caution and maintain open communication. All loans should be based on clear, legally binding agreements outlining the terms and repayment plan. The management committee should seek expert advice before taking on any borrowings so that they can make informed decisions that align with the club’s financial goals and risk tolerance.
Step 5: Project and funding management
Once the planning stages are complete and funding secured, it’s time to move to the execution phase where all the preparation morphs into tangible results. The execution phase typically involves the tendering process, overseeing construction and finally, the acquittal process, where the club reports to funding bodies detailing how funds were used. Here are the steps involved:
Seek approvals
You’ll need to complete your final designs and obtain all necessary approvals before commencing construction if you are to avoid potential legal or procedural roadblocks down the line. Confirm that the final design aligns with the club’s vision, meets all regulatory and stakeholder specifications and that any permissions or clearances required from local, state or federal bodies have been secured.
Tendering
Tendering involves inviting bids from a range of contractors to undertake the project. When evaluating these bids, consider both price and non-price criteria. While the cost is undoubtedly significant, other factors like the proposed timeline, the contractor’s experience, past projects and the quality of their work are equally important.
Once a bid is selected, a contract is signed with the chosen contractor. If you have received grant funding, you may be required to secure the funding body’s approval before any contracts are signed.
Construction
During this phase, the project’s progress must be closely monitored to ensure it’s on track and meets the agreed-upon standards. Regular site visits, meetings with the contractor and status updates should be part of the process.
Understand cash flow
You must understand and plan your cash flow during construction, as key project completion stages may require contractor payments. Unless your grant funds are paid upfront, or the project stages align with your grant payment milestones, short term cash flow deficits can cause significant problems and even derail the project.
Prepare for acquittal
This final step is critical and demonstrates to funding bodies how the money was used. It’s essentially a financial report providing evidence that the funds were spent appropriately and according to the agreed-upon terms. The acquittal process might require you to present invoices, receipts, proof of expenditure (e.g. bank statements) and a summary of the project outcomes.
Failure to pay the acquittal stage proper attention may cause problems when applying for future grants.
The success of the project depends heavily on careful management during all of these phases. Maintain transparency, good communication and stay organised to ensure the project is completed successfully and to the satisfaction of all stakeholders.
UQ Sport reinvests all profits into services, facilities, and programs, and is supported by funding from the Student Services and Amenities Fee (SSAF) to benefit UQ students.
UQ Sport Ltd is a division of UQ Holdings.
