getting the most out of british · pdf filegetting the most out of british tennis ... *...

GETTING THEMOST OUT OFBRITISH TENNIS

Your guide to making the most of your facilities funding

OUR MISSION

THE FUNDING GUIDE

SUSTAINABLE TENNIS FACILITIES - YOUR COMPONENTS OF SUCCESS

FUNDING PROGRAMMES

FACILITY FUNDS

FURTHER DETAILS

APPENDIX B – DEFINITIONS OF RESOURCES

APPENDIX C – APPLICATION GUIDANCE AND CRITERIA

- 1.0 ELIGIBILITY

- 2.0 PROCESS

- 3.0 POST AWARD INFORMATION

- 4.0 OUTCOMES AND MONITORING

- 5.0 WHAT THE LTA WON’T INVEST IN

SUSTAINABLE TENNIS FACILITIES - YOUR COMPONENTS OF SUCCESS

FUNDING PROGRAMMES

FACILITY FUNDS

FURTHER DETAILS - 5.0 WHAT THE LTA WON’T INVEST IN

SUPPORTING YOUR APPLICATION

- 6.0 WHAT A GOOD APPLICATION WILL LOOK LIKE

T

APPENDIX A – TENNIS COURTS

OUR MISSION

The mission of the LTA is to help more people to play more often. At the heart of our mission is the need to ensure that every player and potential player across Great Britain has the opportunity to play in a welcoming, affordable and safe environment.

3 British Tennis Facilities Funding Guide - 2015

The British Tennis Facility Funding Guide has been developed to provide an investment framework to help clubs, education institutions and communities get simple, easy access to funding support for facility development that will provide a platform for growing the game in the future.

Our ethos is to help local people provide tennis for their communities, supported by us here at the LTA. To do that we will:

FocusonsupportingallClubs- To be viable, well run sustainable

tennis clubs, supported by the LTA.

- To help create club environments that are open and accessible to new members and wider communities.

- To deliver a great tennis experience all year round to more people.

- To ensure that we continue to develop a recognised and rewarded tennis network of volunteers and coaches to support the game.

RevitalisethenetworkofplacestoplayacrossCommunitiesandEducation- To deliver an accessible sport for everyone.

- To ensure welcoming and inviting tennis in parks.

- To deliver tennis all year to more people more often.

- To create greater opportunities for all ages to experience tennis in a more relevant and meaningful way.

- To help support local people, deliver tennis for their communities supported by the LTA.


Over the last 8 years the LTA has already invested over £40mto improve the infrastructure for tennis. Our ambition is to provide effective investment into improving the quality and standard of tennis facilities all over Great Britain. By working with clubs, local authorities, communities and educational partners, we will deliver sustainable facility projects to create playing opportunities for all ages and abilities. This will enable people to both start and continue to play tennis.


THE FUNDING GUIDE

The following Guide gives you access to both loan and grant funds totalling £4.75 million per annum. This Guide provides advice and guidance to enable applicants to access this funding in addition to highlighting additional resources available to help you modernise your tennis infrastructure to meet the needs of players throughout GB.

The overall aim of the Guide is to help deliver sustainable facilities development that will increase available playing hours and provide the type of experience that will help retain and attract players, members, coaches and volunteers.


In 2013 the LTA undertook a review of facility projects from 2006 – 2013. From this analysis and third party research into sustainable tennis facilities the following components of success were identified. The LTA will use these components as a basis to prioritise LTA facility investment.

1. Strategicimportance An important part of project development is to match the

facility development with the strategic need. Once demand has been established the facility development has to be at the heart of the plan to improve the venue and grow the game.

2. Asolidbusinessandmanagementplan A business plan demonstrates that the facility is well

organised and has strong management with aims, roles and responsibilities and action plans to make the facility sustainable in the short and long term.

3. Sustainabilityiscoretotheplan Successful projects without exception are able to

demonstrate financial sustainability in the short and long term. A successful facility will have financial accounts and a cashflow that match the aims of the business plan and project financial growth, to ensure that an adequate sinking fund is accumulated to cover future developments and maintenance. Facilities which have a minimum of 4 courts have flexibility to run a multitude of tennis activities and subsequently can generate more income.

SUSTAINABLETENNIS FACILITIES – YOUR COMPONENTSOF SUCCESS.


4. Longsecurityoftenure The most successful facilities will have long term tenure

or capability of securing tenure (usually over 21 years) of their site and are able to plan for the long term with security for investments.

5. Developmentplans Facilities that have a tennis development plan that attracts

players of all ages and abilities are able to generate further income and tend to succeed over others. Having a plan for tennis development as part of the business plan is crucial to focussing on how you will deliver the financial returns that are shown within financial projections.

6. Partnerships Successful facilities will also have a range of partnerships

that support the drive to maintain current memberships and attract new people to the game from the wider community. These partnerships can also provide much needed external funding opportunities for both supporting people and any future facilities improvement plans.

7. TennismarkAccreditation The LTA Tennismark Accreditation scheme is becoming

a quality mark for excellence in the game*. Facilities that have this accreditation are recognised as having the values, good management, quality and safety that provides the type of experience that players of all ages want.

8.TechnicalInformation Successful projects use a professionally qualified

construction team. The LTA has a range of options to help the applicant design the facility to make sure that it meets the needs of the end user and adheres to the recommended Guidelines. Projects that have already achieved the relevant planning permission are also more successful in raising external capital funding.

* Further detail on how to become Tennismark Accredited, completing an application and criteria for funding is provided in appendix C.


FUNDINGPROGRAMMES.

WhattypeofprojectswilltheLTAinvestin?The LTA will invest in the following projects:

OutdoorcourtprojectsThe LTA will invest in outdoor courts which have an all year round court surface. Analysis of outdoor facilities shows a minimum of 4 courts is likely to be more sustainable and drive greater growth but we will accept applications for smaller developments which can demonstrate sustainability.

FloodlightsInvestment in floodlights will enable maximum usage of courts all year round. Venues with 50% of their courts floodlit are more successful.

Café/socialareaCafé/social areas provide a welcoming environment and allow for players and parents to have a social facility and shelter. These areas also provide a facility to manage the venue and provide further income streams from food and beverage. These facilities widen the appeal and usage.

LowCostIndoorCourtsInvestment in low cost indoor structures such as airhalls, framed fabric structures or canopies will enable tennis facilities to offer access all year round. Indoor structures provide an environment that is not affected by weather and allows the operator to have secured income throughout the year.


Club Facility FundGrant £750kLoan £2.25m

Community Tennis Fund

Grant £1.25mLoan £500k

Easy Access Loan* Funding

Loan £1.5m

Capital FundingGrant £2m

Loan £2.75m

Growing the GameGrant £750kLoan £750k

Our aim through this framework is to support club and community facility projects that will deliver the best opportunities to increase opportunities for people to play and participation. The current funding available (per annum) and the distribution of funds through the Club Facility Fund, and the Community Tennis Fund is shown below.

*This is subject to LTA Council annual approval. 10 British Tennis Facilities Funding Guide - 2015

FACILITY FUNDS

In order to support small and medium sized club facility developments we have created two funding opportunities for clubs to access funding. For full funding criteria and application process please see Appendix C.

EasyAccessLoanFund

Whatistheaim?To help LTA registered small and medium sized clubs across GB to improve any tennis facility development.

Whatfundingisavailable?There is a loan budget of up to £1.5m per annum available. This fund is an interest free rolling loan programme and applications can be submitted at any time. All loans are interest free and repayable over 10 years. The applicant will receive a decision within 4 weeks*.

Whocanapply?If you are LTA registered, small or medium sized, and can demonstrate that the facility development will retain or grow membership then you will be able to apply. Applications can be made for loans from clubs that are sustainable, can produce a simple business plan and can meet the sinking fund requirements.

HowmuchcanIapplyfor?Clubs can apply for a loan of up to £100k. This loan funding needs to be match funded from either the club, county or an external third party.

*Subject to a complete application being submitted

GrowingtheGameFund

Whatistheaim?To help LTA registered small and medium sized clubs across GB looking to grow the club membership within the community.

Whatfundingisavailable?The LTA have allocated up to £1.5m to help clubs develop projects that grow and have budgeted up to a £750k grant and a £750k loan. Funding decisions will be made in funding rounds and the dates for these rounds will be available on the LTA website. In most circumstances the LTA funding will be distributed as a combination of a grant and a loan.

Whocanapply?Any LTA registered small or medium sized clubs that can demonstrate sustainable growth through facility development and the tennis development plan.

HowmuchcanIapplyfor?If you are applying for funding for an indoor tennis facility development then the applicant must match 50% of the funding and can apply for up to £300k. If you are applying for floodlights, outdoor tennis facilities or a clubhouse then the applicant must provide a minimum of 25% partnership funding and can apply for a maximum of £150k.

Easy Access Loan* Funding

Loan £1.5m

Growing the GameGrant £750kLoan £750k


TheCommunityTennisFund

WhatistheaimA fund that seeks to provide larger clubs and community projects with support to build a network of accessible facilities which show the strongest potential for growth.

Whatfundingisavailable?The LTA will distribute up to £1.75m funded in part by our funding partners, Sport England through its Whole Sport Plan Exchequer Grant Funding scheme (£1m), LTA Loan (£500k) and LTA Grant (£250k) subject to approvals. In most circumstances the LTA funding is distributed as a combination of a grant and a loan.

Whocanapply?The LTA would like to support larger clubs, local authorities and educational partners seeking to develop facilities that demonstrate the potential for sustainable participation growth for public access and community use. We will prioritise those facilities that can demonstrate an ambition to increase participation within their community by providing a detailed tennis development plan. Funding will not be dependent on geographic location. These projects will include refurbishment and management of park/educational facilities or building new tennis facilities for community use.

HowmuchcanIapplyfor?If you are applying for funding for an indoor tennis facility development then the applicant must match 50% of the funding and can apply for up to £300k. If you are applying for floodlights, outdoor tennis facilities or a clubhouse the applicant must provide a minimum of 25% partnership funding and can apply for a maximum of £150k.

Community Tennis Fund

Grant £1.25mLoan £500k


SUPPORTING YOUR APPLICATION

In addition to potential financial support for capital projects, the LTA Regional Facility Project Managers, (contacts details are provided later in the document) can offer the resources and support for organisations wishing to develop tennis facilities including:

FacilityDesign,TownPlanningandProcurementWorking with partners to provide guidance and efficiencies in the future design and procurement of facilities to save costs and time and ensure they meet accessibility criteria. Specific initial planning advice is available through the LTA. Contact your Regional Facility Project Manager for further information.

TechnicalServicesThe LTA offer a technical service for tennis courts and floodlights. This service is provided by external consultants to assist the applicant in the design of the facility project. The technical consultants will be able to visit the site, produce an Employers Requirement document for tendering and evaluate the tenders. The fees for this service will be added to the project cost if funding is required. Contact the Regional Facility Project Manager for further information.

FacilityApplicationsThe LTA are able to provide advice and guidance in relation to completing both LTA and external funding applications.

The LTA will work to support and improve use at existing centres through sharing best practice and providing tools and promotional support to sustain and grow tennis activity and developing sustainable all year round tennis centres that are able to own/manage further sites to develop an outreach programme. This approach can also be referred to as a hub and spoke model of operation.


CostsandsinkingfundsThe LTA regularly update a schedule detailing installation capital costs, sinking funds for types of courts and tennis-bespoke guidance on energy cost savings for floodlighting, clubhouses and indoor tennis.

StrategicBusinessModellingThe LTA provide case studies, sustainable models, hub and spoke delivery and other guidance that is regularly updated.

TennisProgrammingExtensive resources are available on good practice programming and tennis activities, with particular emphasis on high volume activities and courses.

OperationsSales and customer retention resources are available, as well as information on pricing and best practice to help drive more customers to increase revenue and drive membership. Solutions include access solutions, signage and on-line marketing materials.

A number of other organisations provide support in making applications for facility grants to third party sourcing funds (such as Sport England Inspired and Improvement facilities grants) and project development. More details can be found on the LTA website or through our Regional Facility Project Managers.


For further information on this Facilities Funding Guide, the application process or to discuss how British Tennis can help with facility development, please contact the Regional Project Facilities Manager.

FURTHERDETAILS

Region Name Telephone E-mail

North & Scotland Graeme Clarkson 07958 202756 [email protected]

East Darren Clarke 07958 302916 [email protected]

South West & Midlands Colin Corline 07957 959723 [email protected]

South East, London & Wales Robert MacDonald 07971 141319 [email protected]

London and South East Christopher Donkin 07983 611466 [email protected]

National – Facility Project Coordinator Sarah Jones 020 8487 7158 [email protected]

ResourcesandReferencesThe LTA has a comprehensive set of free to download Guidance Notes and case studies relating to facility standards, design and maintenance and for club and facility management. These can be found on the LTA website.


ReadingandconsultationA lot of research and input from key stakeholders has enabled us to produce this Guide so thank you to all of those who have contributed to make it possible;

- Analysis of previous investments from 2006 – 2013.

- Sport England at a national and local level.

- LTA Whole Sport Plan Capital Review 2009 – 2013.

- Sport England Active Places database and Active People Survey.

- LTA face to face interviews with a range of different facilities and stakeholders including local authorities, indoor centres, parks and clubs.

- 2014 LTA club research and survey across 1,000 clubs and over 14,000 British Tennis Club members.

- LTA council feedback.

- CITC Audit – You Gov 2012.

- CITC National conference feedback.

- Tennis Foundation Pilot Report – Tennis Foundation 2011 – 2013.

- LTA Facility Audit – 36 Local Authority Areas December 2013.

- Sports Research Alliance – Sports Club report 2013.

- FMG Sport England Report 2013/2014.


APPENDICES


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ATENNISCOURTS

Guide as to likely installation and life-cycle costs (block of 4 courts with floodlights)

Courttype Levelofplay InstallationcostexVAT** Annualcosts*

Courts Floodlights Courts Floodlights

Porous macadam Recreational, Club £120,000 £45,000 £4,800 £2,400

Impervious acrylic Club, Performance £160,000 £45,000 £3,600 £2,400

Artificial grass Recreational, Club £180,000 £45,000 £7,200 £2,400

Synthetic clay Recreational, Club, Performance £180,000 £45,000 £7,600 £2,400

Grass Club, Performance £400,000 N/a £7,200 N/a

French clay Club, Performance £360,000 £45,000 £7,600 £2,400

Dated: 05/02/15 *Includes maintenance, sinking fund provision and energy costs. Costs are only budget costs and prices will vary depending on site conditions.Floodlighting costs do not include any new or alteration to power supply.

** Subject to market fluctuation, fees, site conditions and geographical location.


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BDEFINITIONSOFRESOURCES

Airhall:An air supported membrane used to cover courts.

Baselinetracker:a monthly nationally representative sample by YouGov tracking regional trends in tennis activity.

CITC:Community Indoor Tennis Centres, a network of facilities originally funded with support of the LTA, All England Lawn Tennis Club and Tennis Foundation.

TennismarkAccreditation:This is the ‘tennis’ version of the Clubmark accreditation that Sport England implemented in 2006. The LTA use this as a way to recognise good standards. Tennismark is integrated into the Registration process and consists of a range of basic questions about the key areas of an organisation, including venue management, workforce, members and players, coaching and competition programme, promotion and forward planning. A mini health check is formulated and shared with the venue to support with its on-going development. There are two tiers to the accreditation; Tennismark (safe to practice) and Tennismark+ (safe to practice with an all-encompassing programme of tennis activity).

Courtutilisation:The percentage of hours the court is actually used compared to the total opening hours.

Goodcourtcondition:This is a court that does not need to be resurfaced within the next 3 years and can safely be played on.

Kidzone: A small colourful playing area marked up for use predominately for mini tennis and children’s tennis related activities.

Lowcoststructure: A covered tennis court structure that is not a traditional brick built structure including seasonal air halls and frame fabric structures.

Seasonalcourts: Courts that are only in play for certain months of the year.

SinkingFunds:An annual amount of money set aside each year in reserves to keep facilities at a good playing standard.

ClubSize:Small Club defined as 1 – 3 courts, medium club 4 – 7 courts, large club 7+ courts.


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CAPPLICATIONGUIDANCEANDCRITERIA

The following guide is to be used by applicants to develop an LTA funding application. The Guide is designed to provide additional information to the applicant in relation to the criteria for funding and the funding process. The Guide also highlights what constitutes a good application.

1.0EligibilityThe factors below will be taken into account as to whether an application is eligible for funding:

- An LTA registered tennis venue. If you do not have an LTA registration number and would like to register then please contact the LTA Tennis Services Team on 020 8487 7000.

- Projects that are part of the LTA regional team participation plan or demonstrate strategic importance to the local area whilst providing evidence on how the project will grow participation will be prioritised.*

- Tennismark accredited or have the ability to become Tennismark accredited within 6 months. For further information please see the LTA website.

- Able to demonstrate sustainability through completion of an LTA cashfl ow, in which any loan repayments and sinking fund are covered by the income. For further information on fi nance please see the LTA website or contact your Regional Facility Project Manager (RFPM) to gain a template for a cashfl ow.

- Able to provide the last 2 years of accounts if the facility has been trading for 2 years.

- Able to provide a current business plan that is linked to the fi nancial projections and demonstrates evidence of strong local management.

- Able to provide a copy of the tennis development plan that demonstrates increases in participation.*

- Able to demonstrate security of tenure or the capability to secure tenure for a minimum of 10 years or 21 years if applying for over £100k of funding.

- Able to provide a minimum of 25% partnership funding for outdoor projects, and a minimum of 50% funding for indoor projects.**

- To comply with LTA technical standards and are able to meet LTA and Sport England procurement criteria. The RFPM will be able to provide further details in relation to procurement.

*Not required for Easy Access Loan Fund** For Easy Access Loan funding the applicant needs to provide a minimum of 50% partnership funding.


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2.0ProcessThe following information provides further detail for each stage of the process.

STAGE 1EligibilityRegister interest

LTA confirm eligibility for type of fund applied for

STAGE 2Application

Applicant to complete application form

Supply business plan, 2 years accounts and

technical information as a minimum

STAGE 3Decision

LTA assessment*

Successful/unsuccessful decision with feedback

Contracts issued



STAGE 2Application



technical information as

STAGE 3Decision

LTA assessment*


Contracts issued

*Not required for Easy Access Loan Fund


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CSTAGE1

EligibilitytoapplyThe applicant should read LTA Funding Guide to see if the project is eligible and then complete the Expression of Interest form. The form is available on the LTA website. Once the expression of interest form has been issued then the RFPM will make contact with the applicant to ascertain if the project is eligible for funding. If the project is eligible then an application form and Unique Reference Number will be sent to the applicant. If the applicant is applying for grant and loan funding through the Growing the Game then they must complete an Expression of Interest Form a minimum of 2 weeks before the closing date.

If the project is not eligible then the RFPM will inform the applicant why this is the case and provide further information on other potential sources of funding for capital development.

APPLICATIONGUIDANCEANDCRITERIA



STAGE 2Application




STAGE 3Decision

LTA assessment*


Contracts issued




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CSTAGE2

Applicanttocompleteandsubmittheapplicationformwithrelevantsupportingdocumentation.The applicant is to complete the application form and attach the business plan, tennis development plan*, staffi ng structure/coaching contracts*, technical information, and 2 years of audited accounts (if available). The RFPM will be able to provide further assistance to complete the application form.

If the applicant is applying for grant and loan funding through the Growing the Game, fi nd then all documentation needs to be submitted before the closing date. Any applications submitted after this date will be assessed as part of the next funding round. The project will be assessed in the three areas of business, tennis development*, fi nance/sustainability and technical.

If the applicant is applying for the community fund or loan only funding, then once the project has been submitted then the Facilities Project Co-ordinator will carry out an assessment and the project will be presented to the Project Steering Group. The project will be assessed in the three areas of business, tennis development*, fi nance/sustainability and technical.


APPLICATIONGUIDANCEANDCRITERIA



STAGE 2Application




STAGE 3Decision

LTA assessment*


Contracts issued

STAGE 2Application



technical information as


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STAGE3

DecisionIf the applicant is applying for the community fund or loan only funding then the Project Steering Group will approve or reject the project. If the recommendation is for the application to be rejected then the applicant will be informed of the reasons for this decision and further advice and guidance will be provided to find other sources of funding or how to amend the application/provide further information for resubmission. If the applicant wants to challenge the decision, then they are to submit the reasons for their appeal in writing to the LTA. If the project is approved then funding contracts will be issued.

If the applicant is applying for grant and loan funding through the Growing the Game Fund then all projects will be evaluated and a decision will be provided on the relevant dates. If a project is unsuccessful then the reasons for being unsuccessful will be communicated to the applicant.

If applicants are requesting over £50k of funding then further approvals are required from the Funding Advisory Group. The RFPM will be able to provide further information on process and timescales.




STAGE 2Application




STAGE 3Decision

LTA assessment*


Contracts issued

STAGE 3Decision

LTA assessment*


Contracts issued


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3.0PostAwardInformationOnce funding has been approved for the project then funding contracts will be issued. If the applicant is requesting more than £100k of LTA funding the LTA will require a fi rst legal charge on the venue. LTA solicitors will be instructed by the RFPM to place a charge on the venue once funding contracts are signed. The legal costs for this charge and subsequent amendments to the charge are to be paid for by the applicant or included in the applicant’s award. The applicant should not start construction work until all contracts are signed and legal charges are in place. If the applicant starts construction before legal contracts have been agreed or if they have not received approval from the RFPM then this will be their own risk and the LTA hold the right to withdraw funding. The process of placing a legal charge on average takes four weeks.

During construction the RFPM will monitor the project to make sure that the project is being constructed to the correct level of specifi cation and will also process payment requests. The LTA will only release funding against contractors invoices and when the relevant paperwork has been completed. LTA payments are made by BACS transfer and payments are on a fortnightly basis.

On project completion the fi nal payments will only be released when the relevant paperwork has been received.

4.0OutcomesandMonitoringFor the Growing the Game Fund and the Community Development Fund the applicant must demonstrate clear achievable outcomes and provide evidence on how these outcomes will be monitored. These outcomes stated within the application will form part of the legal contract and progress will be monitored on a 6 monthly basis.

5.0WhattheLTAwon’tinvestinThe LTA will not invest in:

- The purchase of land or leasing of land.

- Developments that do not meet the aims and objectives of the LTA.

- Unsustainable Projects.

- Projects that have not accumulated the required Sinking Fund from previous LTA investment.


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6.0WhataGoodapplicationwilllooklikeThe following information provides further information on what is contained within a good application. The key elements of a good application include a business plan, tennis development plan, fi nancial information, and construction technical information. This information below should only be used as a Guide but each of the sections is broken down further to provide potential applicants information on what constitutes a good application.

6.1BusinessPlanThe business plan of a good application should contain the following information:

- Overview of the facility and the current facilities on site.

- An overview of the management structure, a succession plan and how the venue is constituted.

- Provide information on whether the venue is Tennismark accredited or performance accredited.

- Provide an overview of the players on site or membership numbers.

- Provide information on membership fees and court rates.

- Provide an overview of the venues current fi nancial position.

- Provide information on the legal rights to the land the facility is on. For example if the facility is freehold or leasehold. If leasehold the plan should state the length of the lease and any break clauses.

- Current population within a 20-30 minute drive time, population demographics in the area, local competition and the potential demand for tennis.

- Provide information on the current and proposed tennis development programme including coaching contracts.

- If external partners are managing the site or providing funding then a good answer provide evidence of this relationship ideally in the form of a Memorandum of Understanding or at least written confi rmation.

- Details of new or enhanced facility developments.

- Marketing/Promotional/Sponsorship proposals to drive development.

- Action Plan for development.

For further information on business plans then please contact your regional offi ces.


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6.2DevelopmentPlansA good development plan demonstrates increases in participation especially the target groups of Mini, Junior and Adults. Coaches delivering the development plans must be LTA registered and deliver the programmes to LTA Guidelines and coach ratios. Please visit the LTA website for more help and guidance.

6.3FinanceA good application will provide a cashfl ow for the most recent 2 years and forecasting for a further 5 years. The cashfl ow is to match the accounts and provide projections indicating that the venue can cover all loan repayments and sinking fund requirements in line with LTA guidance. A good application will also provide 2 years of the most recent audited accounts that demonstrate sustainability.

6.4TechnicalInformationA good technical application would consist of:-

- LTA technical Service Employers Requirement document.

- Written approval from LTA RFPM of the technical information.

- A copy of the planning permission relevant to the proposed Employers Requirement document.

- Three tenders from SAPCA (Sports and Play Contractors Association) tennis court contractors.

- Scheme Designs as a minimum for an initial application submission.

- For fi nal project approval projects must submit full detailed design, specifi cation and tendered costs.


ANY QUESTIONS?

Email us at: [email protected]

Or you can write to us at:

FacilitiesTeamLawn Tennis AssociationNational Tennis Centre100 Priory LaneRoehamptonLondon SW15 5JQ

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