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Protecting Playing Fields FAQs

Expand Q: 1. How do I apply?

A:

First you should read the following information to assess whether you and your proposed project are eligible and you are able to provide evidence to support your case.

• Key features of Protecting Playing Fields
• Programme Information
  Programme criteria
• How to apply
• Budget cost information sheets
• FAQs

If you are eligible, you should complete the online application form.

This can be accessed via our My Applications online portal.

Once completed the application form must be submitted along with any supporting documentation

Expand Q: 2. How much grant can we apply for?

A:

You can apply for a grant from £10,000 up to a maximum of £50,000 towards your playing pitch project. All local authority and education establishment projects will be required to secure partnership funding. The minimum thresholds vary according to the type of applicant you are:

• Local authorities (excluding parish or town councils) are required as a minimum to provide matched funding on a pound for pound basis
• Voluntary and community sector applicants (including parish or town councils) we would prefer to have some partnership funding or value in kind for their project, but we recognise that some community and voluntary sector clubs may not be able to secure that, and in these cases we will not rule out the application.
• Education establishments are expected to provide 30% partnership funding towards project costs.

Expand Q: 3. As a small club we do not have access to a computer can I apply in hard copy?

A:

  We do not accept paper application forms.

 If you have an issue with this please call our Funding Helpline on 08458 508 508 or email us at funding@sportengland.org to see how we might be able to signpost you to someone who can help you.

Expand Q: 4. Who is eligible to apply?

A:

Applications can be submitted by organisations entitled to receive public funding. These are:

• Fully constituted club, association or trust
  An organisation (generally within the voluntary sector) with its own constitution or memorandum and articles of association.
• Local authority
  County councils, metropolitan district councils, unitary authorities, district councils and the London boroughs.
• Local education authority
  A local education authority on its own behalf, or on behalf of a community school.
• Foundation school or college: Although run by the local education authority, the school retains control over admissions, employment of staff, land and buildings.
• Voluntary aided or controlled school
  Although financed and maintained by the local education authority, the school's assets are held and administered by trustees
• Independent school or college
  A school or college for fee-paying students that does not receive a government grant
• Institute of further education
  A college or other institution that provides further education
• Institute of higher education (including universities
  A university or college that provides higher education
• Other public sector statutory body
  Other public sector organisations established by statute or statutory powers such as parish and town councils
• Community Interest Company (CICS)
  A limited company created for the use of people who want to conduct a business or other activity for community benefit, and not purely for private advantage)
• Industrial & Provident Society: An organisation conducting an industry, business or trade, either as a co-operative or for the benefit of the community, and is registered under the Industrial and Provident Societies Act 1965.
• Community Amateur Sports Club (CASC):  CASCs are Communy sports clubs registered with HMRC and set up with a formal constitution which shows the club to be open to the whole community with the primary purpose to provide facilities for sport.
• National governing body
  A recognised governing body for sport.
• Private sector company or business
   A commercially-run organisation where by all profits on the project are ring fenced and not for private gain

Expand Q: 5. Do we have to own the playing field or site

A:

Projects must be based on a site where the applicant holds legal ownership (Security of Tenure) by way of a freehold title or has a long-term leasehold interest of at least 25 years or greater.

If you do not have Security of Tenure over the site please advise us in your application of the current state of your negotiations with the landowner and when you expect to complete the lease or purchase.

 

Expand Q: 6. What is required to make an application for the purchase of land for playing field provision?

A:

Applications for land purchases should include a site plan clearly showing the location and boundaries of the property to be purchased and the means of access to the site. An ‘in principle’ by way of a draft Heads of Terms agreement should ideally be in place between the applicant and current landowner.

Sport England will only fund a land purchase where the land in question either: i) already has planning permission for use as a playing field; or ii) planning permission for change of use to a playing field has been granted or will be granted before any payments are made. As such, your purchase should be conditional on achieving the planning permission.

For land purchase projects, a copy of an independent land valuation, Certificate / Report on title and an agreed Heads of Terms for the purchase will be required before any payments can be made.

Applicants should note that where the independent valuation is more or less than the agreed purchase price, it is at Sport England’s absolute discretion whether to fund the project.

Expand Q: 7 We have already applied to National Governing Bodies (NGBs) for a grant for this project. Can we also apply to PPF?

A:

You can submit an application under the PPF programme if you have  requested some of the required funding from other sources (i.e. you have a shortfall that you need PPF funding to address).

 For the purposes of this programme funding which has originated from other Sport England sources, such as Small Grants programme, Sportsmatch and NGB Whole Sport Plan funding will not be eligible as partner funding. NGBs will be able to tell you where their funding originates from and may have other funding sources which will be eligible as partner funding.

Expand Q: 8. What sports are eligible?

A:

• Football
• Cricket
• Rugby league,
• Rugby union
• Hockey
• Softball/baseball
• American football
• Gaelic football
• Australian rules football
• Hurling
• Lacrosse
• Polo
• Rounders

All other sports for the purposes of this programme are deemed ineligible. Please note that for this programme tennis is ineligible as the vast majority of its competitive sport is played on surfaces other than natural turf.

Artificial grass pitches and sports lighting are also ineligible under this programme – projects which involve these works should consider applying to the Inspired Facilities programme.

Expand Q: 9. Can junior teams or sports clubs apply for funding support

A:

Yes, however, they must demonstrate how they contribute to sports development.

This can best be done in your written reply to Criteria 3 Impact – contribution to sports development” on page 2 of the Application Form..

Expand Q: 10. What types of projects can be funded?

A:

The programme will fund projects that create, develop, improve and protect playing fields for sporting and community use.

This may involve the construction of a new pitch through to improving an existing one by leveling, drainage or pitch remediation works.

Funding can be sought for the acquisition and purchase of playing fields or land to form playing fields. Please note that you can only request funding for elements of a capital project which have not yet started on site.

 

Expand Q: 11. Can we apply for revenue funding for grounds maintenance equipment?

A:

No – you will need to demonstrate how you will fund the maintenance of your improved pitch in your application.  

Any requests for new (not replacement) grounds maintenance equipment should be made through the Sportsmatch or Small Grants programmes.

Expand Q: 12. Can a single sports club apply?

A:

Yes, however, the project will need to demonstrate through a Local Needs Assessment the importance of the pitch and the value it will provide to community sport.

Projects which are multisport (two or more sports such as winter and summer) or have multiple pitches for the same sport are more likely to succeed.

Expand Q: 13. Is partnership funding required?

A:

The amount of partnership funding required varies according to the type of applicant you are

For voluntary and community sector applicants we would prefer you to have some partnership funding or value in kind for your project, but we recognise that some community and voluntary sector clubs may not be able to secure that, so if you are unable to do so we will not rule out your application.

Partnership funding is required for local authorities on a £:£ basis and for educational establishments 30% of the total project cost. Please note that schools in local authority ownership will be required to provide matched funding on a £:£ basis.

Partnership funding can be from your own funds, other grants, sponsorship and non-cash (in kind) contributions. In kind contributions are eligible because they can help to reduce the grant request. All partner funding contributions must be evidenced in writing before any funding will be released.

Applicants should note that for the purposes of this programme funding which has originated from other Sport England sources, such as Small Grants programme and Sportsmatch will not be eligible as partner funding. For example funding which Sport England has awarded to NGBs towards their (Whole Sport Plan) capital programmes will not be eligible. NGBs may however have other funding sources and these would be eligible partner funding.

Football Foundation funding is eligible but only where it is towards multi pitch projects where there is also a minimum of one other partner contribution.

The reason for this approach is that Sport England part funds the Football Foundation and the inclusion of a contribution from at least one other party helps overcome lottery regulations regarding additionality. For smaller, single pitch football projects we recommend that you choose to make an application to either the Protecting Playing Fields or Football Foundation

Expand Q: 14. How is an in-kind contribution defined?

A:

In-kind contributions take the form of goods and or services provided free of charge where they would otherwise have to be paid for.

Such a contribution could also be the provision of land provided free of charge by a third party (independently valued by a District Valuer) or works conducted free of charge to the project such as pro bono work by a solicitor.

Examples of in kind support for this programme are land (given free or at a discounted value), legal fees delivered by pro bono works or topsoil and fertilizer. Applicants are requested to include details of confirmed and/or anticipated partnership funding.

Applicants are reminded that in kind funding should be included both as a cost and a funding contribution.

Expand Q: 15 Are we required to show confirmed revenue funding for the facility to demonstrate how it will be maintained and susta

A:

You are asked to demonstrate the sustainability of your project on page 2 of the Application Form (Criteria 4).

You should be able to evidence how you will manage, maintain, market and use the facility once works are completed and what budget you will need to maintain the pitch properly.

The ongoing grounds maintenance costs are set out in the Budget Costs sheet in an Appendix to the Prospectus.

Expand Q: 16. Is the definition of a “playing field” and “playing pitch”?

A:

Playing Field Land – The whole of a site which encompasses at least one playing pitch.

Playing Pitch – A delineated area which, together with any run off area, that is of 0.2 hectare or more, and which is used for:

• Football
• Cricket
• Rugby league
• Hockey
• Rugby union
• Softball/baseball
• American football
• Gaelic football
• Australian rules football
• Hurling
• Lacrosse
• Polo
• Rounders

Expand Q: 17. What is a local assessment of need?

A:

An assessment of playing pitches based on the methodology outlined in Sport England’s ‘Towards a Level Playing Field: A Guide to the Production of Playing Pitch Strategies’, or an alternative methodology acceptable to Sport England.

An assessment should look at the supply and demand for playing pitches in a local area covering the quantity, quality and accessibility of provision.

The assessment should be based on an audit which covers all pitch provision in the local area and then looks at those sites which are accessible to the community and those which are not.

The assessment will include a survey of all relevant pitch sport clubs, the leagues that they play in along with pitch providers.

 The assessment should look at the capacity of sites/pitches and factor in all relevant uses (eg competitive place, training and educational use).

Expand Q: 18.Where can I find out if my Local Authority has a published Playing Pitch Strategy or relevant Local Needs Assessment?

A:

Your local authority leisure and/or planning departments should be able to tell you whether they have an adopted Playing Pitch Strategy or other relevant form of Local Needs Assessment in place.

Local authorities who do not have a Playing Pitch Strategy or the one they have is old and out of date (more than 3 years old) are encouraged to develop or review and refresh their PPS using the Framework Agreement procured by Sport England.

• View the Strategic Planning Framework Agreement

Sport England also maintains a list which represents known knowledge of the coverage of Playing Pitch Strategies across the county. The list can be viewed via our website at:

• View the list of Playing PItch Strategies

Expand Q: 19. My local authority doesn't t have a Playing Pitch Strategy or Local Needs Assessment. Can I still apply?

A:

If  your local authority does not have a Playing Pitch strategy or your site is the only playing field based in a parish or village with no other playing field nearby, you still need to provide evidence of the need for the project. 

This may take the form of consultation with local sports clubs, the leagues that the clubs play in. 

This consultation could be supplemented by other work such as a survey of local residents, neighbours, local town or parish councils and other community groups that might use the facility.          

Expand Q: 20. We are a sports club who play winter and summer sports on the village green, the only local facility, can we apply?

A:

Yes, as long as the club is community led, not exclusive, holds security of tenure over the site, and can evidence that the site is the only facility in the area.

You will also need to demonstrate the sporting need for the project and sporting benefits that will be achieved from investing in your project..

Expand Q: 21. Restriction on title and local authorities

A:

Sport England will normally take a fixed charge on capital awards by way of a Legal Charge but due to restrictions imposed by legislation, a local authority generally cannot grant charges.

In these cases, Sport England should 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 that contained within a ‘Deed of Dedication’.

Expand Q: 22.2 Certificate of Title

A:

The Certificate of Title is a standard form document that is issued by Sport England prior to the completion of the Restriction on Title over the capital asset in association with the grant funding agreement.

The Certificate of Title is completed by the funded organisation’s solicitor and it draws to the attention of Sport England any key issues which may have a bearing on whether Sport England should proceed with the award. It is expected that any key issues affecting title have been dealt with during the organisations due diligence process and by negotiation with Sport England where necessary.

The purpose of the Certificate is to ensure that there is nothing adverse contained in the lease and that the use of the property accords with the purpose for which the property will be used by the applicant. Sport England will be relying on the Certificate of Title in proceeding with the Sport England security.

Expand Q: 22. 3 Duration of Security

A:

The length of the security is a minimum of 25 years. Security is taken on whichever type of legal ownership the applicant organisation holds over the site – so either the freehold or leasehold interest.

Expand Q: 22.4 Registration

A:

Charges over land and restrictions on title must be registered at the Land Registry and where relevant, at Companies House.

The applicant must execute such documents and provide such assistance as Sport England may reasonably require in order to effect the registration of the relevant grant security prior to release of the retention payment. Sport England will contribute up to £500 towards this cost.

The applicant must provide Sport England with the final approved and signed Certificate of Title prior to release of first payment.

Expand Q: 22.5 What does ‘in perpetuity’ mean in relation to the Queen Elizabeth II Fields scheme?

A:

For playing fields awarded QEII status the objective is the protection of outdoor recreational spaces ‘in perpetuity’.  

‘In perpetuity’ in this context relates to creating an ‘interest’ in the land and protecting that land for all time. 

Where freehold land is held on charitable trust, protection is afforded in perpetuity, unless the trust is for a specified period of time. 

Similarly, where land is subject to a non-charitable Deed of Dedication, the land is again protected for all time by contractual obligations, unless it is protected for a specified period of time.  

See the QE2 Fields website for further details under the relevant information sheets.

Expand Q: 23. Willl it be an advantage if we protect the use of the land for community and sporting benefit in perpetuity?

A:

All applications will be objectively assessed against the same criteria, however, projects that can and are willing to dedicate their playing field in perpetuity will score better in this specific area of the application assessment. The application must, however, meet all other key elements of the programme in order to be recommended for an award.

Those projects that are willing and able to become a Queen Elizabeth II Playing Field will have their contact details passed to Fields in Trust who will work with the landowner to execute the Deed of Dedication protecting the land in perpetuity.

Expand Q: 24. We are a club that plays on a local pitch owned by the local authority – can we apply?

A:

In these cases the applicant would have to be the local authority. However, the application would have a better chance of success if the land was transferred or leased to the club for a minimum of 25 years.

Expand Q: 25. What are the submission and decision timescales?

A:

Round 3 will open on 14 May 2012 and remain open until 5.00pm on 9 July 2012 prior to an assessment period of around 8 weeks. Decisions will be notified shortly after.

Expand Q: 26. When and how will we receive confirmation of the decision on our application?

A:

An email confirmation will be sent to the project contact (as listed on your application) within 5 working days of the decision, and a letter informing you of the outcome will also be sent to the project contact. Youe will also have the opportunity to discuss the decision with your Case Manager.

There will only be 2 decision types: Award – in the form of a Conditional Offer or Unsuccessful. Successful applicants will be offered a conditional award which is subject to technical assessments and confirmation of costs. Support may provided by a Sport England Development Manager to help with developmental aspects of the project.

Expand Q: 27. Does Sport England's minimum size for playing fields mean only applications for standard pitches will be considered?

A:

Applications will only be considered for pitches that meet the minimum/maximum standards (which is different for each sport). Upgrades will also only be considered to pitches that meet the standard design guidance.

The Prospectus sets out the minimum pitch dimensions in the Appendices. Further details can be found in the Natural Turf Guidance Note

Expand Q: 28. Who has the final sign-off of the design specifications?

A:

Sport England and its agents will make technical recommendations on projects either before the final decision or as a condition of an award.

Expand Q: 29. Is a condition survey and or pitch assessment required in support of an application?

A:

No. Those projects that receive a Conditional Offer will receive a technical assessment by an agronomist provided by Sport England.

If, however, you have recently undertaken a survey (in last 3 years by a suitably qualified person or company) on areas relevant to the project, this will assist with the assessment of the application.

Please submit any recent technical assessments/feasibility studies with the relevant sections being highlighted which support your application. Any documents uploaded to the application should be referenced in the main body of the application.

 

Expand Q: 30. Do we have to obtain planning permission?

A:

Not at the initial application stage.

If your project does require planning permission, this will be dealt with at the Award Offer stage.

If you are successful, the cost of making a planning application can be claimed as part of any grant awarded. You do not need to include the cost of planning fees in your project budget.

Land purchase projects should also take note of FAQ 6.  What is required to make an application for the purchase of land for playing field provision, and what else do I need to consider?

Expand Q: 31. How will we evaluate the success of our investment in your project?

A:

We will require all projects to measure their performance by monitoring the amount of sporting activity achieved by the project for up to five years. Further details will be provided to successful projects as part of the award process. Initially, monitoring reports will be submitted every six months.

Expand Q: 32. What is Asset Transfer?

A:

Asset transfer is “passing ownership or management of a building or piece of land from a public sector body to a third sector”.

 In a recent Sport England survey of local authorities over 60% indicated that they were considering the asset transfer of playing fields.

Expand Q: 33. Can we buy land to protect a playing field from a local housing developer?

A:

We have been trying to protect a local playing field for some time against a local housing developer. We are a small group of concerned residents – can we apply under this programme to buy the land and thereby protect this playing field?

You should only apply if you hold the security of tenure over the site.

If this presents a problem please contact the Funding Helpline on 08458 508 508 or email us at funding@sportengland.organd explain the circumstances and advice will be provided.

Alternatively you can contact Fields in Trust at info@fieldsintrust.org who may be able to help you should your project not have a sporting outcome/impact.

Expand Q: 34.Can we apply to both the Protecting Playing Fields programme and Fields in Trust Queen Elizabeth II Fields programme?

A:

The Protection of Playing Fields programme is about improving and protecting playing fields in the medium term. Fields in Trust’s Queen Elizabeth II Fields Challenge programme aims to permanently protect all kinds of outdoor recreational space. Details of the programme can be found on the Fields in Trust website.

Sport England has agreed a partnership with Fields in Trust in support of the Queen Elizabeth II Fields Challenge. Any project which applies to this programme and agrees to dedicate its playing field in perpetuity will be passported to Fields in Trust. Fields in Trust will then make the necessary arrangements to dedicate the playing field and for it to be given the designation of Queen Elizabeth II Playing Field.

If you are seeking an award to improve and protect your playing field you need to need to apply to the Protecting Playing Fields programme.

If you are solely interested in dedicating your playing field in perpetuity then please apply to Fields in Trust.

Expand Q: 35. We are a community sports club who play and train on a King George’s Field. Can we, as the leaserholder, apply?

A:

Yes you can apply for to this funding programme. It is not possible for a King George V Field to be given the designation of Queen Elizabeth II Field though.

Expand Q: 36. We need a Playing Field improvement and a need to extend our current changing rooms. Can we apply for both items?

A:

No, this programme is solely looking at protecting and improving playing fields. We recommend that you apply to the Inspired Facilities programme for a combined project.

Expand Q: 37. If we are successful in receiving funding in this ‘round’ can we apply again?

A:

Yes, provided you are able to demonstrate the need for further projects within your area.

Each application will be assessed on its own merits and against the programme’s criteria. All applicants are reminded that they will be restricted to one application per round.

 

Expand Q: 38. If our application is successful and receives an award when will we be able to use the pitch?

A:

This will vary according to the type of construction works undertaken and when they can best be done.

The works will typically take a couple of months to complete followed by an initial maintenance period of up to 12 months.

You should therefore plan for the pitch or wicket being out of commission for a full season.

Expand Q: 39. If our application is rejected can we apply again?

A:

Yes, although clearly if the project was deemed ineligible or a low priority you would have to demonstrate that the issues had been fully addressed.

Expand Q: 40. Who can I contact to discuss my application?

A:

Sport England is managing the delivery of this programme and has dedicated officers working across the country who are able to help you.

Your initial point of contact should be our Funding Helpline on 08458 508 508.

The opening hours are Monday 8am to 9pm, Tuesday to Thursday 8am to 6pm, Friday 8am to 5pm.

 

Expand Q: 41. If successful what services does the Specialist Turf Agronomist Consultant offer?

A:

Sport England has procured the services of a specialist turf agronomist to help you develop and deliver your project. The services supplied by the consultant include:

• Feasibility Studies
• Site Surveys
• Design
• Obtaining Statutory Approvals
• Specifying and procuring construction works including contractor
• Contract Administration and CDM Co-ordinator services
• Initial and annual grounds maintenance specification
• Ad Hoc advice

We recommend that your use the services of the consultant after receiving a conditional award. They can act as your agent and provide a “one stop shop” for you.

Expand Q: 42. Our playing field is in an area covered by a drought restriction, can we still apply?

A:

Currently several parts of the country are covered by drought restrictions which include a hosepipe ban - -further details can be found at:

http://www.sportengland.org/facilities__planning/drought_and_sport_guidance.aspx

This does not mean that you cannot apply for a grant to improve and protect your playing fields. If you apply and are successful, your turf consultant and contractor will work with you to help ensure that any seeding works take place at the best time to ensure germination and a good sward of grass is produced.