Capital Works and Special Projects

Capital Works and Grant Applications – Council Approval Requirements

All proposed capitalworks projects must be approved by Council and align with Council’s strategic plans and specifications, regardless of whether financial assistance is being sought. To initiate any such project, you must first contact Council’s Community Planning Officer on (02) 49210 282 at the earliest possible stage to discuss your proposal.

Following this initial discussion, Council will provide advice to your Club, Association or Organisation on the specific project requirements. All clubs/organisations must obtain written approval from Council before proceeding with any works relating to capital works.

Council is required to assess and approve works in accordance with NSW legislation. When assessing the submission, Council will determine the appropriate pathway (lead times will vary).

Please submit a written proposal to Council using Proposal Template that includes:

  • Project description and proposed location
  • A clear scope of the proposed project
  • Justification for the works
  • Estimated project costs (Quotes) and identification of funding sources.
  • The level of support requested from Council, if any
  • Endorsement by the Ovals Board Committee
  • Any other relevant documentation (as determined required by Council)
  • Based on the scale and complexity of your project Council may request further information.

When responding to a call for grant applications for capital works, projects must:

  • Be discussed with Council’s Community Planning Officer prior to submission
  • Complete a written submission to Council using Proposal Template
  • Be fully funded, any contributions from the Club or external sources and requested grant amounts must be clearly identified.

If you require Council support or documentation for a grant application (including letters of support or approvals), you must submit your completed written submission at least 8 weeks prior to the grant application closing date. Failure to meet this deadline may result in Council being unable to undertake required investigations and provide the necessary information/approvals due to the volume of applications and current active community projects. The complexity of the proposed capital activity will determine the level of required information and lead times for Council to consider the request.

Projects that require a Development Application (DA) will not be supported for grant applications until the DA has been determined (approved).

Building Code of Australia Compliance

All capital works must comply with the Building Code of Australia (BCA)—whether approved under the Exempt Development or via a Development Application (DA). Note: The BCA has strengthened requirements regarding disability access.

All Enquiries and Submissions

All communication, documentation, and requests relating to capital works, grant applications, must be directed to Council’s Community Planning Project Officer, this ensures consistency, transparency, and proper assessment of your proposal in alignment with Council’s priorities and policies.

Council has developed project specification sheets for common larger scale projects clubs seek to undertake. See - Community Project Documents

Further specifications can be discussed and provided by Council.

Page Last Updated: 17 Sep 2025