introduction · web view2019-10-31 · a tender recommendation report that summarises the...

Victorian Racing Industry Fund

Program Guidelines

TABLE OF CONTENTS

1 INTRODUCTION..........................................................................................................................................3

1.1 What is the Victorian Racing Industry Fund (VRIF)?....................................................................................3

1.2 Where does the funding for the VRIF come from?.......................................................................................3

2 ELIGIBLE FUNDING PROJECTS................................................................................................................4

3 ELIGIBILITY..................................................................................................................................................5

3.1 Eligible applicants.........................................................................................................................................5

3.2 Ineligible Applicants......................................................................................................................................5

4 FUNDING..................................................................................................................................................... 6

4.1 Funding conditions........................................................................................................................................6

4.2 When can I apply for funding?......................................................................................................................6

4.2.1 Racing Code and the General Fund:..................................................................................................6

4.2.2 Raceday Attraction Program...............................................................................................................6

4.3 Duration of funding.......................................................................................................................................6

5 EXPENDITURE............................................................................................................................................7

5.1 Eligible expenditure......................................................................................................................................7

5.2 Ineligible expenditure....................................................................................................................................7

6 ASSESSMENT CRITERIA...........................................................................................................................8

6.1 Raceday Attraction Program funding stream................................................................................................9

6.2 Racing Code and Strategic Projects funding streams................................................................................10

6.2.1 Racing Code funding stream assessment criteria............................................................................10

6.2.2 General funding stream assessment criteria....................................................................................10

7 APPLICATION AND ADMINISTRATION....................................................................................................11

7.1 Applications for VRIF funding.....................................................................................................................11

7.1.1 Documentation required for all Applications.....................................................................................11

7.1.2 Documentation required for all Applications seeking funding greater than $50,000 up to $999,99912

7.1.3 Documentation required for all Applications where the total project value of at least $1 million......12

7.1.4 Additional Application requirements - Raceday Attraction Program funding stream........................12

7.1.5 Additional Application documentation – Racing Code and General funding...................................12

7.2 Assessment process...................................................................................................................................13

7.3 Approval......................................................................................................................................................13

7.3.1 Funding equal to or less than $50,000.............................................................................................13

7.3.2 Funding greater than $50,000..........................................................................................................13

7.4 Grant Agreement........................................................................................................................................13

7.5 Payment conditions....................................................................................................................................13

7.5.1 Grants for equal to or less than $50,000..........................................................................................14

7.5.2 Grants for greater than $50,000.......................................................................................................14

8 TERMS AND CONDITIONS.......................................................................................................................14

VICTORIAN RACING INDUSTRY FUND – PROGRAM GUIDELINES 1 of 17

8.1 Conflict of Interest.......................................................................................................................................14

8.2 Child protection requirements.....................................................................................................................14

8.3 Local Jobs First...........................................................................................................................................15

8.4 Post Project Evaluation...............................................................................................................................15

8.5 Confidentiality.............................................................................................................................................15

8.6 Publicity...................................................................................................................................................... 16

8.7 Contact information.....................................................................................................................................16


1 INTRODUCTION

1.1 What is the Victorian Racing Industry Fund (VRIF)?

The racing industry contributes $4.3 billion to the economy and helps sustain more than 33,000 jobs across Victoria. More than 121,000 Victorians are directly involved in the racing industry with almost half of all racing participants residing in regional Victoria.

Established in 2011, the Victorian Racing Industry Fund (VRIF) is a Victorian Government initiative that provides funding to the Victorian racing industry to support the sustainability and growth of thoroughbred, harness and greyhound racing.

In 2018, the Government made a commitment to provide $72million over four years to continue the VRIF.

The VRIF program objectives are to:

attract patrons to race meetings and develop sustainable growth opportunities to support the viability of the racing industry

improve the standard of public facilities at Victorian racing venues improve the quality and safety of racing and training infrastructure support breeding programs across the three racing codes support the welfare of racing animals and support the wellbeing of jockeys and trainers support projects that underpin the sustainable growth and viability of the racing industry.

The Minister for Racing reserves the right to amend these program guidelines as required.

1.2 Where does the funding for the VRIF come from?

VRIF has historically been funded through the return of on-course wagering taxes and unclaimed wagering (totalisator) dividends to the industry.

Over the past eight years the amount of funding available from those sources has declined. This is due, in part, to a decrease in the wagering tax rate in 2012 and the increase in account-based betting (lower levels of unclaimed dividends).

In 2018, the Government announced that it would invest $72million to continue VRIF to provide certainty for metropolitan, regional and country racing clubs by supporting projects and race meetings that increase attendance and grow the industry from the grass roots to elite level.


2 VRIF FUNDING STREAMSThe VRIF provides support under three funding streams:

Raceday Attraction Program Racing Code and General Fund.

Table 1 below outlines each funding streams specific objectives and eligible activities.

Table 1 Victorian Racing Industry Fund grant streams

Stream Activities

Raceday Attraction Program

Provides funding to promote a sustainable racing industry through increased attendance by, and engagement with locals, tourists and participants at Victorian racing events.

Racing Code Provides funding to support the development of world class racing and training infrastructure which is essential for the ongoing operation and growth of the racing industry across all three racing codes.

Projects must be aligned with the strategic and infrastructure plans of the specific code (i.e. Racing Victoria; Harness Racing Victoria and Greyhound Racing Victoria).

Proposals may include, but are not limited to:

the development or upgrade of racing and training infrastructure and patron facilities

breeding and sales initiatives animal welfare programs participant welfare programs (e.g. jockeys and trainers) integrity support.

General Fund Provides funding to support the long-term growth of the Victorian racing industry.

Projects should be aligned with the strategic and infrastructure plans of a specific code (i.e. Racing Victoria; Harness Racing Victoria and Greyhound Racing Victoria) to ensure that they support the broader objectives of the industry.

Consideration may be given to projects that are not described within those plans at the Minister’s discretion.


3 ELIGIBILITY

3.1 Eligible applicants

The following organisations are eligible to apply for a VRIF Grant: Racing Victoria Limited Country Racing Victoria Harness Racing Victoria Greyhound Racing Victoria racing clubs licensed under section 24A of the Racing Act 1958. This includes HRV Management

Limited (trading as Tabcorp Park) and racing clubs registered as part of the Wimmera Racing Club racing clubs licensed by Racing Victoria Limited as a picnic racing club racing clubs licensed by Harness Racing Victoria as a graduation club.

The following organisations are eligible to apply for funding under the VRIF with written support from the relevant controlling body:

associated racing industry bodies and stakeholders, for example the Victorian Jockeys’ Association, Australian Trainers’ Association (Victorian Branch)

Racing Analytical Services Limited Association of Victorian Country Harness Racing Clubs.

Applicants may apply individually or jointly. Where a project involves more than one applicant, the lead organisation should submit the application, but both applicants may contribute to project expenditure to meet any co-contribution requirements (refer to Section 4, Funding).

3.2 Ineligible Applicants

All entities except those listed in Section 3.1.


4 FUNDING

4.1 Co-contributions

Grants will be provided on a cash co-contribution basis outlined in the Grant Agreement. Funds from other State and Commonwealth Government programs cannot form part of an applicant’s matching co-contribution.

4.2 When can I apply for funding?

4.2.1 Racing Code and the General Fund:

Applications can be lodged at any time of the year.

Applications relating to infrastructure or facility projects with critical completion deadlines must be lodged well ahead of the anticipated start date of the project. Any critical delivery timelines must be clearly articulated at the time the application is lodged.

4.2.2 Raceday Attraction Program

Applications for the Raceday Attraction Program funding stream are considered in four rounds per annum as detailed in Table 2 below.

Table 3 – Raceday Attraction Program Annual Funding Rounds

Stream Schedule

Raceday Attraction Program Summer*Open: 1 JulyCloses: 31 AugustAutumnOpen: 1 SeptemberCloses: 30 November

Winter*Opens: 1 DecemberCloses 28 February

Spring*Opens: 1 MarchCloses: 31 May

*Applications for Winter, Spring and Summer 2019 will be drawn from the existing RAP applications submitted under the previous VRIF guidelines.


4.3 Duration of funding

Projects funded under each funding stream are to commence and be completed within the agreed period as specified in the Grant Agreement.

5 Expenditure5.1 Eligible expenditure

Funding will only be provided to meet an applicant’s eligible expenditure on the approved project.

Applicants will be required to meet any additional and/or ineligible expenditure that is incurred in relation to the project.

Expenditure is eligible if it:

has been incurred by the grant recipient within the terms of the grant agreement has been incurred prior to the project completion date specified in the grant agreement a direct cost of the project.

Any expenses that are incurred prior to the execution of the relevant funding agreement, unless specifically agreed to by the Minister as a part of the funding approval, will be at the risk of the eligible applicant and not considered as part of the project expenditure under the agreement.

5.2 Ineligible expenditure

Ineligible expenditure includes the following:

recurrent expenditure associated with standard raceday costs and expenses1

internal costs, salaries or resources of the applicant standard office equipment contingency costs costs associated with applying for government grants and funding programs basic professional services such as ongoing, routine accounting, tax and legal business requirements,

licencing, costs associated with export documentation, legal/intellectual property costs, financing fees2

travel costs3

research or scoping activities (unless in the case of research activities being the primary objective of the proposed VRIF project)

any amount paid on account of goods and services tax general business management and administration not directly related to the eligible project any administrative fees or surcharges for administering the expenditures listed above

1 Grant funds may not be used to cover ‘business as usual’ expenses unless approved in writing by the Department under exceptional circumstances.2 With the exception of final audit costs, which can be incurred within three months after the project completion date (where applicable). 3 With the exception of raceday event shuttle buses


intellectual property fees and charges associated with registering domestic or international patents or other intellectual property enforcement expenses

appearance fees for club official and/or officeholders.

The above list of ineligible activities is not exhaustive. Other activities or types of expenditure may be ineligible where the Department delegate decides that they do not support the achievement of the planned outcomes for the project or that they are contrary to the objectives and intention of the program.

6 ASSESSMENT CRITERIA

All applications will be assessed against the objectives of the funding stream and eligibility and assessment criteria specified in sections 6.1, 6.2, 6.3 and 6.4 of these guidelines.

An application must address each assessment criterion and make the best possible case for funding. Claims made against each criterion must be substantiated and full details of all underlying risks and assumptions should be clearly stated.

Priority will be given to projects that have a significant financial contribution from the applicant. This can include contributions from the club and/or code or other funding sources (e.g. local government, other venue users, club sponsors etc).

Eligible applicants are required to submit an application online along with other documentation (refer to Section 7). Further information may be sought from applicants if required. All questions in the application need to be completed to proceed to assessment.

The Department will establish an Assessment Panel to review all eligible applications and provide recommendations to the Minister.

The Minister retains discretion regarding the allocation of funding across each stream and has the responsibility for determining which project will receive grant funding.


6.1 Raceday Attraction Program

The Raceday Attraction Program (RAP) provides funding support for initiatives designed to promote a sustainable racing industry through increased attendance by and engagement with locals, tourists and participants at Victorian racing events.

Eligible racing clubs (refer to Section 3.1) are strongly encouraged to develop proposals that:

• engage with local community organisations and sporting groups

• create links with the region and develops tourism opportunities

• are designed to grow the event offering into something more than what they do currently

• are innovative and proven rather than business-as-usual which historically struggled to attract an audience above the base level of attendances

• attract crowds to raceday events that give clubs the opportunity to cross promote other events to a community familiar with the venue

• consider non-traditional racing audiences and community groups to further enhance the standing of race clubs as community hubs.

Assessment Criteria

1. How will the project attract patrons to race meetings and develop sustainable growth opportunities to support the viability of the racing industry? Consideration will be given to: the innovative nature of the proposal the expected customer experience the proven performance uplift from the proposed activity.

2. How will the project achieve longer term outcomes? Consideration will be given to: how the proposal supports the long-term objectives for the applicant’s racing

calendar links with the region and tourism development opportunities strategy to promote return attendance at race meetings.

3. Demonstrate your entity’s capacity or capability to successfully implement the project (e.g. track record of the applicant and resources to be allocated to the project)

4. Why does the project need Government support to proceed? Detail the risks to the project without Government support.


6.2 Racing Code and General Fund funding streams

6.2.1 Racing Code assessment criteria

Assessment Criteria

1. How will the project support the delivery of at least one of the following program objectives: improve the quality and safety of racing and training infrastructure4,5

improve the standard of public facilities at Victorian racing venues provide ongoing support for the breeding industries across the three racing codes increase the focus on the welfare of racing animals support the wellbeing of jockeys and trainers and other industry participants.

2. How will the project benefit the sustainability and growth of thoroughbred, harness and greyhound racing industries? Consideration will be given to: demonstrated need for the project and alignment with the Racing Code’s strategic

infrastructure plan demonstrated benefit to the racing industry demonstrated benefit to the broader community provision of relevant outcome measures for the project that demonstrate an uplift in

performance, above the baseline, and measure the investment’s ultimate success.

3. Demonstrate your entity’s capacity or capability to successfully implement the project (e.g. track record of the applicant and resources to be allocated to the project)


6.2.2 General Fund assessment criteria

Assessment Criteria

1. How will the project support the long-term growth of the Victorian racing industry?

2. How will the project benefit the sustainability and growth of thoroughbred, harness and greyhound racing industries? Consideration will be given to: demonstrated need for the project and alignment with the Racing Code’s strategic

infrastructure plan6

demonstrated benefit to the racing industry demonstrated benefit to the broader community provision of relevant outcome measures for the project that demonstrate an uplift in

performance, above the baseline, and measure the investment’s ultimate success.

3. Demonstrate your entity’s capacity or capability to successfully implement the project (e.g. track

4 The Department reserves the right to undertake a site visit of the proposed infrastructure and facility projects.5 Infrastructure projects located in regional Victoria will be highly regarded.6 Consideration may be given to projects that are not described within the infrastructure plans of a specific code and is at the Minister’s discretion.


record of the applicant and resources to be allocated to the project)


7 APPLICATION AND ADMINISTRATION

7.1 Applications for VRIF funding

Potential applicants are encouraged to consider carefully their ability to meet the program requirements and to note the specific requirements under each funding stream.

All applicants are advised to carefully consider how they will perform against the assessment criteria before committing significant resources to developing an application.

It is the applicant’s responsibility to ensure all requested documentation is supplied to the Department. Failure to do so may result in the application being ineligible for funding.

7.1.1 Documentation required for all applications

All applications must:

provide a clear description of the project and its key components/initiatives address the assessment criteria in full include an accurate project budget provide documentation confirming the contribution that will be made by the applicant and/or

funding partners include a conflict of interest declaration contain evidence of consultation with the relevant organisations and where relevant how the

proposal aligns with the objectives of the relevant controlling body a letter of support from the relevant controlling body, and letters of support from the local council, key stakeholders or community users/groups wherever

possible. provide quotes according to the thresholds indicated in Table 3 below:

Table 3 – Minimum Quote Requirements for all VRIF Applications

Estimated purchase value Minimum requirement

Less than $2,000 (incl. GST) One written or verbal quote

Between $2,000 and $49,999 (incl. GST) One written quote

Between $50,000 and $249,999 (incl. GST) Three written quotes

$250,000 (incl. GST) or greater Tenders must be sought from at least three pre-


qualified contractors, or tenders sought by public advertisement

7.1.2 Documentation required for all applications seeking funding greater than $50,000

In addition to the required documentation listed in Section 7.1.1, applications seeking grant funding greater than $50,000 must be accompanied by the following supporting documentation:

evidence of co-contribution including:o evidence of support that the applicant can undertake the project and meet its co-

contribution costso an approved loan facility (including loan amount) – where necessary

project implementation plan including the relevant permit and planning guidelines/approvals (where necessary); and

CVs of the responsible senior management team responsible for delivering the project and relevant experience in delivering similar projects.

7.1.3 Documentation required for all applications where the total project value of at least $1 million

In addition to the required documentation listed in Sections 7.1.1 and 7.1.2, applications for projects that are valued of at least $1 million must be accompanied by the following supporting documentation:

a detailed cost-benefit analysis a risk assessment (including a SWOT - Strengths, Weaknesses, Opportunities and Threats analysis) of

the proposed project a tender recommendation report that summarises the assessment process and why the winning

tender was selected the number of jobs created during the construction phase of a project (if relevant) the number of ongoing jobs sustained or created following the completion of the project.

Projects will be required to comply with additional legislative requirements under the Local Jobs First Policy (refer to Section 8.3).

7.1.4 Additional application requirements – RAP funding stream

Applicants who have previously received funding for an event under the RAP funding stream will be required to provide information on the key performance indicators for previous iterations of the event and where relevant the marketing and promotion strategies used on those occasions.

The Department reserves the right to undertake a due diligence check on a personality or entertainer in the instance that grant funding is being sought to cover the costs (in full or in part) of the individual or group. Projects seeking funding to support the costs incurred for an entertainer or personality is required to submit the name of the individual or group and a short biography.

Projects that propose direct entertainment for children (aged 18 or under) will be required to comply with additional legislative requirements (refer to Section 8.2).


7.1.5 Additional application documentation – Racing Code and General Fund

In the first instance, applicants are requested to submit via the online application form vicjustice.smartygrants.com.au

All sections of the application form must be completed in full and all requested attachments provided (refer to Sections 7.1.1 to 7.1.3)

Additional documentation outside that outlined in Sections 7.1.1 to 7.1.4 above may be required to properly assess the application. Please contact the Office of Racing prior to submitting your application on (03) 9668 2403 or [email protected]

There is no guarantee that an application will be supported for funding or that the amount of funding requested will be offered.

7.2 Assessment process

All applications are assessed against the key selection criteria.

Potential applicants should refer to Section 6 for details on the assessment criteria and process for all VRIF applications.

7.3 Approval and Grant Agreements

The Minister has responsibility for determining which projects will receive grant funding.

7.3.1 Funding equal to or less than $50,000

The grant agreement will be forwarded to applicants at the same time as the letter of offer. Applicants are advised to review the grant agreement. All conditions and terms are final and not subject to negotiation, except for instances where there are extenuating circumstances that were unknown at the time the application was lodged.

The grant agreement must be signed and returned to the Department within 30 days of the date on the letter of offer. The offer may be withdrawn if the grant agreement is not executed within the 30-day timeframe.

7.3.2 Funding greater than $50,000

Applicants will have 30 days from the date of the letter of offer to accept the offer in writing and 60 days from the date of acceptance to execute the Grant Agreement with the Department. The offer may be withdrawn if the Grant Agreement is not executed within the 60-day timeframe.

7.4 Payment conditions

The Department will not be liable to pay the grantee until it has received: a valid tax invoice evidence of applicant’s recognition of the government’s contribution to the project documentary evidence attesting to the total cost of the project, this may be in the form of a statutory

declaration or audit opinion as stipulated in the grant agreement. documentary evidence as stipulated in the grant agreement and/or any additional documents,

photos, or other evidence as the Department may reasonably require.


GST will be paid in addition to the grant value where applicable.

Invoices will be paid in accordance with the standard government payment terms.

For projects that are completed for less than the expected budget, the VRIF grant will be paid on a pro rata basis.

7.4.1 Grants for equal to or less than $50,000Grant payments will only be made upon satisfactory completion of the project.

All project expenditure is to be incurred only after the Grant Agreement has been executed. Funding will not be provided for retrospective activities.

Applicants will need to meet the cost of any ineligible expenditure associated with their project.

In exceptional circumstances the Department may agree to pay the grant in two instalments.

7.4.2 Grants for greater than $50,000

All project expenditure is to be incurred only after the Grant Agreement has been executed. Funding will not be provided for retrospective activities.

Grant payments will be made proportionally against the documented project expenditure and project outcomes (evidenced by statutory declaration or audit opinion).

8 TERMS AND CONDITIONS

8.1 Conflict of Interest

A conflict of interest is a situation in which someone in a position of trust or influence has competing professional or personal interests.

For example, in the context of VRIF funded projects, a conflict of interest may arise where a committee member or employee of a club has a personal interest, owns shares in or controls a business that is selected by the club to supply goods or services for one or more project components. A conflict may also exist where spouses or family members of committee members or club employees have any of these interests.

Applicants must advise the Office of Racing of any real or perceived conflict of interest relating to a project for which it has applied for VRIF funding. Applicants must clearly demonstrate how the proposed project costs represent value for money and detail how the conflict will be managed. This may include obtaining additional quotes to confirm that the quotes provided by conflicted businesses demonstrate value for money.

Should the applicant be unable to satisfy the Office of Racing that a conflict has been appropriately managed, the Office of Racing will require the applicant to choose another supplier or withdraw its application until the matter has been resolved.

8.2 Child protection requirements

Where the purpose of the funding provided by the government is in support of services provided directly to children (under 18 years of age) and the grant recipient will have sole responsibility and supervision of


such children, funding will only be provided where the Eligible Applicant provides evidence of insurance coverage relating to any claims of child harm or abuse.

Further information and the related guidelines can be found at:

https://www.justice.vic.gov.au/safer-communities/protecting-children-and-families/organisations-providing-services-to-children-new

8.3 Local Jobs First

The Victorian Government is committed to putting local businesses and workers first. The Local Jobs First Policy ensures government supports Victorian businesses and workers by mandating that small and medium sized enterprises (SMEs) are given a full and fair opportunity to compete for government contracts of all sizes and types. It also mandates that a portion of total hours worked on government projects must go to our future workforce – apprentices, trainees and cadets. This helps to develop local industry, create new jobs, grow the economy and provide new opportunities for apprentices, trainees and cadets.

This Policy impacts on any funding of at least $1 million in regional Victoria or $3 million in metropolitan Melbourne. To ascertain the impact of this Policy on your project, refer to the website below for guidance as to the policy, procedures and process involved.

Where applicable, compliance with this Policy will be a requirement of the funding agreement.

https://localjobsfirst.vic.gov.au/

8.4 Post Project Evaluation

All Recipients must agree to comply with the Department’s performance monitoring and evaluation regime. The Recipient may receive an evaluation survey from the Department and may be required to participate in program evaluation activities.

The evaluation surveys may be required for up to three years following completion of the grant issue. This is a non-negotiable requirement for all participants of the Program. Non-compliance could impact future applications to the Department’s programs.

Successful Program outcomes may be used in program evaluation reviews and Departmental marketing collateral.

8.5 Confidentiality

Any personal information provided by the applicant or a third party in an application will be collected by the Department for the purpose of program administration. This information may be provided to other Victorian Government bodies for the purposes of assessing applications. If confidential personal information about third parties is included in an application, applicants are required to ensure that the third party is aware of the contents of this Privacy Statement.


Any personal information collected, held, managed, used, disclosed or transferred will be held in accordance with the provisions of the Information Privacy Act 2000 (Vic) and other applicable laws.

The Department of Jobs, Precincts and Regions, is committed to protecting the privacy of personal information. The Department’s Privacy Policy can be found online at https://djpr.vic.gov.au/.

Enquiries about access to information should be directed to the Department’s Privacy Unit by phone on (03) 9651 9749 or email [email protected].

8.6 Publicity

Recipients must:

agree to cooperate with the Department in the preparation of materials used to promote the benefits of the program to industry, such as a media release or case study of the project

consult with the Department prior to the publication of any project promotion materials not make any public announcement or issue any press release regarding the receipt of a grant

without prior approval by the Department comply with any additional requirements as stipulated in the Grant Agreement

i. For capital works projects valued at $250,000 or more, a community information billboard must be erected on site at least 3 weeks prior to the commencement of works and removed no later than 3 weeks after the project is completed.

ii. The State Government insignia should also be included on all advertising and promotional material for any approved VRIF project. For racing events, grantees should also consider placing an advertisement in the racebook acknowledging the Government support.

The Department may request Recipients and Service Providers to fact check any text and seek approval to use any owned imagery associated with the activity prior to the publication of any such promotional materials.

All grant recipients will be publicly listed in Departmental annual reports and on Program websites.

Further information on the Victorian Government Branding Guidelines can be obtained via the Department of Premier and Cabinet website (External link) .

8.7 Contact information

For more information about the Victorian Racing Industry Fund, or to discuss any specific queries, please contact the Office of Racing.

Phone: (03) 9668 2403Email: [email protected]

These guidelines are subject to changes at the discretion of the Minister for Racing.


https://djpr.vic.gov.au/

introduction · web view2019-10-31 · a tender recommendation report that summarises the...

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