Intro
2025-2026 funding round
This manual has been produced as a guide for local government and state sporting association (SSA) personnel who are assisting applicants to prepare their application for a CSRFF grant and/or involved in the assessment process of the CSRFF program.
This manual must be read in conjunction with the current guidelines for a grant application, application forms and key principles of facility provision.
It is intended that this manual be a practical guide that can be updated as required. Updates may be provided by the department and will override any previous versions of the manual.
The Community Sporting and Recreation Facilities Fund (CSRFF) exemplifies the WA Government’s commitment to the development of sustainable infrastructure for sport and recreation across the State.
The purpose of the program is to provide financial assistance to community groups and local government to develop basic infrastructure for sport and recreation. The program aims to maintain or increase participation in sport and recreation with an emphasis on physical activity, through rational development of good quality, well designed and utilised facilities.
Through CSRFF, the WA Government will invest $20 million in the 2025-2026 financial year towards the development of quality physical environments in which people can enjoy sport and recreation. The maximum grant offered for standard grant applications is one third of the total estimated project cost (excluding GST) up to a maximum grant of $2.5 million. Small grant rounds advertised annually (February and July) are for project costs up to $500,000. The maximum grant offered for small grant applications is 50% of the project cost, capped at $200,000.
DLGSC will assess the total eligible cost of your project (excluding GST) from the information provided.
Some applications will be eligible for up to one half of the project cost. This eligibility will be measured against key development principles. Applicants will have to show their eligibility through the development bonus section of the application form. Meeting development bonus criteria will not automatically ensure the applicant is eligible for 50% of the project cost. Applicants will need to return unspent funds to DLGSC in accordance with the terms of the grant agreement.
This manual also covers the Club Night Lights Program (CNLP) which has a $2.5 million annual allocation and mirrors the CSRFF in both timing and eligibility. The CNLP focuses on floodlighting projects, both upgrades and new installations. This should be read in conjunction with the CNLP guidelines.
Applicants must either be an local government, not-for-profit sport, recreation or community organisation, incorporated under the Associations Incorporation Bill 2014 and have an Australian Business Number (ABN).
The land on which the facility is to be developed must be one of the following:
Organisations seeking funding through CSRFF are required to maintain sufficient insurance cover for the duration of the period. A certificate of currency of insurance/s for the coming year should be provided upon application. Please note, for public liability insurance, a minimum value of $10 million per claim or occurrence giving rise to a claim is required.
CSRFF can fund new or upgraded facilities which will maintain or increase physical activity, or result in a more rational use of facilities. Priority will be given to projects that lead to facility sharing and rationalisation. Multi-purpose facilities reduce infrastructure required to meet similar needs and increase sustainability. The program is not designed to provide facilities to meet a club’s ambitions to compete in a higher grade.
Examples of projects which will be considered for funding include:
Applicants must discuss individual projects with DLGSC prior to lodging an application. The emphasis of the assessment factors is on a planned approach to facility provision and will require the applicant to demonstrate need and feasibility/sustainability and to consider planning, design, and management issues to meet that need.
Officers assessing applications will provide a rating against the level of project consultation. Where no consultation has occurred, the rating will be zero.
Close liaison with DLGSC officers must occur throughout the planning process. Applicants should also liaise with their local government and relevant SSA even if they will not be contributing financially to the project.
The Key Principles of Facility Provision explains in depth the principles against which applications for CSRFF funding will be assessed.
An amount of $20 million will be allocated in the 2025-2026 financial year. Applicants requesting a forward planning grant in the first year of the triennium must have all planning completed prior to lodgement of the application. This is necessary for the project to commence once approval has been given. Failure to obtain appropriate planning approvals will result in the grant being withdrawn.
The maximum grant offered for standard grant applications is one third of the total estimated project cost (excluding GST) up to a maximum grant of $2.5 million. Small grant rounds are for project costs up to $500,000. The maximum grant offered for small grant applications is 50% of the project cost, capped at $200,000. DLGSC will assess the total eligible cost of your project (excluding GST) from the information provided. Any ineligible items shown as eligible will be deducted from the eligible project cost. This may result in the funding eligible for your project being less than the amount you have requested.
Some applications will be eligible for up to one half of the project cost. This eligibility will be measured against key development principles. Applicants will have to show their eligibility in the application form. Meeting development bonus criteria will not automatically ensure the applicant is eligible for 50% of the project cost or the maximum grant.
In terms of total project cost, you should make an allowance for cost increases over the period of the project as it is not possible to receive additional funding to meet that cost once the project has been approved. Cost increases can be based on the Building Cost Index (BCI) over the last 2 to 3 years. Applicants must also factor regional loading into the total project cost.
DLGSC does not guarantee you will receive the full amount of financial assistance requested or the maximum level of funding. The level of financial assistance offered will be based on the overall significance of the proposed project, including the benefits provided to the community.
Receiving financial assistance under this program does not guarantee future stages of your project will be funded.
There is no obligation on your local government to make a contribution to a community group project however a contribution from all stakeholders (local government or community club/group) in a project that meets local needs will be viewed more favourably.
Applicants are expected to secure commitments and provide evidence for the balance of funds to meet the total cost of their project at the time of application. If these cannot be demonstrated it is unlikely that a grant will be approved. Applicants will be required to complete their project within an agreed time frame.
Local governments should make a firm commitment to fund or not to fund a project before the application is submitted to DLGSC. Applicants will need to return unspent funds to DLGSC in accordance with the terms of the grant agreement.
A grant of between $2500 to $200,000 will be allocated to projects involving a basic level of planning. Up to 50% of the total project cost can be awarded. The total project cost for small grants must not exceed $500,000. Grants given in this category must be claimed in the financial year following the date of approval.
Projects with a total project cost of below $7500 will be ineligible for funding as it is expected that the applicant should be able to fully fund these.
A grant of between $166,667 to $2,500,000 will be allocated to the large scale projects where the total project cost exceeds $500,000 and may require an implementation period of between one and 3 years. Up to one third of the total project cost can be awarded. Grants given in this category may be allocated in one or a combination of the years in the triennium.
There is funding allocated from within the $20 million for special initiatives. This funding will be allocated should sufficient eligible applications be received within the funding round.
$1 million is allocated within the $20 million available to projects that improve the usability of facilities for female participants. To encourage female participation funding has been set aside in the funding round for projects that support female participation.
Projects that address this issue, such as the upgrade of change rooms to cater for females including lockable, individual showers and more toilet cubicles in lieu of urinals, will be a priority. Facility audits will also be considered for funding so that a future project can be appropriately scoped and designed.
$500,000 is notionally allocated within the $20 million available to projects that provide sport and recreation infrastructure to remote Aboriginal communities and regional communities with a significant Aboriginal population. Remote aboriginal communities may be eligible for up to 100% of the project cost for high priority projects. Potential applicants must contact their regional manager to discuss eligibility.
Organisations apply for these grants using the forward planning or small grant application forms. If the department receives eligible applications in excess of the allocated amount for either category, these applications will still be considered for funding from the remaining CSRFF funds.
$500,000 is notionally allocated within the $20 million available to projects that provide sport and recreation infrastructure to remote Aboriginal communities and regional communities with a significant Aboriginal population. Remote Aboriginal communities may be eligible for up to 100% of the project cost for high priority projects. Potential applicants must contact their regional manager to discuss eligibility.
The key principles of facility provision explains in depth the principles against which applications for CSRFF funding will be assessed. All applicants are required to address the questions in the application form. Principles relate to aspects of:
All projects will be assessed against these key principles, although the information required will vary depending upon the size and type of project. Simple annual projects are required to give information that will allow for an assessor to gain a clear understanding of the project and the justification for doing it.
In order to receive more than one third funding (up to a maximum of one half) or the maximum grant of the project cost, applicants must demonstrate that their project satisfies at least one of 4 key areas:
Applicants must complete the development bonus section of the application form to demonstrate that they are eligible for up to 50% funding.
It is essential that applicants requesting a development bonus discuss their eligibility with DLGSC before applying. Failure to do so will result in your application being unsuccessful.
An important part of the funding process is to make sure the community can bear the true cost of running and maintaining a facility well into the future.
Developing a life cycle cost approach when considering your project’s parameters will provide you with a solid and informed base from which to make the most effective financial, economic and operationally sustainable decisions. This life cycle assessment should be undertaken in the planning of any project so all parties have an understanding of the upfront, ongoing and replacement costs over the life of the project.
A life cycle cost analysis must be provided for projects with a total cost over $500,000.
DLGSC will undertake spot audits of funded projects over their life cycle to ensure than grantees are meeting the obligations they outline in their grant application. Local governments are encouraged to outline in their project assessments how they will monitor their sporting groups and provide advice to the department on an ongoing basis.
Please refer to DLGSC’s Life Cycle Cost Guidelines or by contacting csrff@dlgsc.wa.gov.au
A sinking fund is established by setting aside revenue over a period of time to meet future capital expenses. The annual amount to be set aside is determined by the expected life of the asset using the formula:
Expected cost of replacement (including inflation)Expected number of years before replacement
For example, a club may set aside $15,000 from club revenue each year to replace a $150,000 synthetic surface in 10 years.
The responsibility for maintaining and operating a facility rests with the local government, the club or a combination of both. It is important that CSRFF applicants can demonstrate they can maintain the facility by developing a sinking fund for asset replacement. Local governments, as the asset owner, are expected to ensure that part of their assessment of a project includes confirmation they will underwrite any shortfalls.
Resurfacing of existing sporting surfaces is an example of a project where a sinking fund will be required following a successful application. Typically, synthetic sporting surfaces have a life of 7 to 10 years over which a facility owner/manager is expected to budget for the operation and replacement of the surface at the end of life via the development of a sinking fund and an annual contribution to the fund.
It should be noted that resurfacing projects are a low priority and where the applicant has previously been funded through CSRFF, the project is likely to attract reduced funding of 16.66%. In competitive rounds it is unlikely that these projects will receive funding.
Funds will not be available for:
Funding may be available from other government departments and agencies for projects that are excluded from the CSRFF program or for components of projects considered ineligible.
Receipt of an application does not in any way imply that a grant will be approved. Results of applications are expected to be announced as follows:
January in the calendar year following lodgement of the application.
June for applications lodged in February of the same year. November for applications lodged in August of the same year.
All applications submitted to DLGSC must have been presented to the local government and endorsed by council, otherwise they will be ineligible for consideration.
Once a project is approved, it cannot change scope or location without consultation and written approval from DLGSC. Ministerial approval is required for any change of purpose to the originally approved grant.
Once an application has been approved, it is not possible to change the name of the applicant. If a local government is likely to manage a project, then the local government must ensure that they are the applicant registered on the application form. Once the grant has been approved, payments can only be made to the approved applicant and not to a third party, for instance the local government who may have managed the project.
All projects must comply with the Australian Standards and National Construction Code relevant to their project. For example, lighting projects are to adhere to the Australian Standards for sports lighting. Universal access is mandatory.
Please refer to DLGSC’s Asset Management Guide, or by contacting csrff@dlgsc.wa.gov.au for a list of common standards and note that projects that do not meet Australian Design Standards are ineligible for funding. This list may not be complete and applicants must ensure they consult with their local government for any other relevant requirements.
Only work commenced after announcement of approval is eligible for claim. Refer to guidelines for grant application and small grants application form.
Small grants will be awarded to projects involving a basic level of planning. Up to 50% of the total project cost can be awarded. The total project cost for small grants must not exceed $500,000. Grants given in this category must be claimed by 15 June in the relevant financial year. Please read an overview of the small grants application process.
Examples of small grant projects:
$7500 to $500,000, exclusive of GST
Minimum grant of $2500Maximum grant of $200,000
Generally, small grant projects will not require a facility manager to be assigned to the project.
The skills required to plan a project supported by a small grant will be simple and generally readily accessible to the local community.
Projects are generally local in scale.
Grant funds for small projects must be claimed by 15 June in the relevant financial year.
Under the CSRFF small grants program applicants can receive an upfront grant payment upon the signing of a works contract (copy of signed contract to be provided to the department) or where no formal works contract exists, payment will be determined on a case by case basis in consultation with the applicant. Upon completion of a project the applicant will be required to acquit the grant by providing the CSRFF claim forms and sufficient evidence of expenditure. If the project is delivered under budget, then grant monies not expended will need to be returned to the department.
Forward planning grants will be given to the more complex projects that require a planning period of between one and three years. Grants in this category will have a total project cost (exclusive of GST) of over $500,000 and may be allocated in one or a combination of the years in the next triennium.
CSRFF is a reimbursement system. Only work commenced after announcement of approval is eligible for claim. Refer to guidelines for grant application and application form.
Examples of forward planning grant projects:
Most applicants request funding in the first year but few achieve any physical progress. Major projects require time to prepare and for appropriate processes to be followed.
Applicants are given the opportunity to indicate their preferred year(s) of claim on the application form, however, as funds are limited, there is no guarantee that their preferred year (s) of claim will coincide with the year of offer. It may also be necessary to allocate funding to some larger projects over two or three financial years. Most projects will have funding allocated in Years 2 or 3 of the triennium.
Where applicants request funding in Year 1, all planning documentation must be in place to allow such progress to occur, for example architectural drawings, building approvals, other funding.
$500,001 and over, exclusive of GST.
Minimum grant of $166,667.Maximum grant of $2,500,000.
Projects will usually require a full-time or part-time manager to be assigned to the facility in order to control usage and maintenance.
The skills required to plan this type of project will be highly developed in a technical and/or administrative sense — some expertise may need to be obtained from outside the local community. Applicants are required to address the questions in the application form. Comprehensive research and planning will be required.
It is anticipated that forward planning projects will require between one and three years to complete from start to finish.
Projects of regional significance should have been identified within a regional sport and recreation facilities plan and are supported by a range of local governments.
Projects will generally be of either district or regional level.
Note: a development bonus will not impact the grant category that you are eligible for. The project cost should determine the category you will apply for.
There is scope in the CSRFF program for funding to be allocated outside of the normal timeline to projects that reinstate facilities for sport and recreation that are extensively damaged as a result of unforeseen circumstances.
Emergency relief funding is not intended to minimise the requirement of community groups and local governments to adequately maintain their assets. The policy is not intended to negate the need for facility owners to have adequate insurance.
Applicants must be able to demonstrate that the damage to facilities has resulted from an occurrence that could not have reasonably been foreseen. Such occurrences include cyclones, flooding, bushfire, earthquakes, etc. An unforeseen event contained to a particular facility, for example building fire, does not qualify for emergency relief. Applicants must provide evidence that they have adequate insurance to protect their asset.
Projects that commence before applicants are advised of the outcome of their submission are ineligible. Funding will not be considered for projects that have resulted from occurrences that could have reasonably been anticipated. The availability of emergency relief funding in no way minimises the need for community groups and local governments to develop effective asset preservation strategies, or plan for future facility upgrades. In particular, local governments should not assume they are eligible to apply for emergency relief funding should essential, immediate, remedial works to aquatic facilities be required.
Emergency relief funding is not available to assist with capital upgrades. The intent of the funding is to reinstate facilities to a serviceable level. Only in exceptional circumstances will emergency relief funding be provided to improve the standard of facility provision.
CSRFF Forward planning round timeframes
CSRFF Small grant round timeframes
Minimum requirements are noted below. Applicants may wish to supply additional relevant information.
Grants $2500 to $200,000 where the total project cost (GST exclusive) is $500,000 or less:
Grants $166,667–$2.5 million, where the total project cost (exclusive of GST) exceeds $500,000:
All of the above and:
Planning for facility development and provision should be occurring over the long term. The submission period provides time to gather information into a format suitable for assessment. However, planning of the project must commence much earlier.
The closing date for submissions to the local government for forward planning grants is likely to be the end of August. This gives applicants approximately 3 months to complete and submit their application from the time the round opens. The actual date may vary — please contact your local government to check the date.
However, DLGSC must be allowed adequate time to make assessments.
The closing dates for submissions to the local government for small grants is the last working day of February and July. Please contact your local government to verify the date.
The timetable allows one full month for the local government to process and assess all applications by the appropriate officer, and to be considered at a council meeting of that authority. Contact your local government to confirm this process.
DLGSC regional offices must receive local government assessed forward planning grant applications, with council endorsement, no later than 4pm 29 September 2024. The deadline for small grants is the last working day of March and August.
Late submissions or submissions made direct to DLGSC will not be considered for funding in that round.
Local governments should make a firm commitment to fund or not to fund a project before the application is submitted.
There is no obligation on local governments to make any contribution to a community group project. However, the State does take this into consideration when assessing the local government’s support for the project. Lodging an application does not imply that a local government will provide funding assistance. Applicants must negotiate with local governments if they wish funding. Written confirmation of funding from a local government must be included with the application form. This can be in the form of council minutes.
Any local government cash/labour/machinery/materials is to be costed as part of the applicant’s cash contribution. However, certain services are considered to be part of the local governments normal function, for instance shire engineers, administration or finance staff, and costs associated will not be recognised. Local governments will not be funded for planning projects which are undertaken by council staff.
Other WA Government contributions for instance Department of Education, Lotterywest and development commissions etc can be sourced and will be considered as part of the remaining project costs. The local community is expected to make a contribution for a project to meet local needs.
This policy facilitates the joint development of community facilities supported by a combination of WA Government departments/agencies, for example a smaller community with limited cash resources may now plan for a dual use/joint provision facility using CSRFF, Department of Education and Lotterywest funding with the applicant funding the remainder.
WA Government funding must not exceed 66.66% of the total project cost.
The Minister will not normally approve a grant towards a project to be established on privately owned land.
Note: in special circumstances, such as rural communities, a local landowner may donate a portion of their property for the sole purpose of public access to a sport and recreation facility. In this instance, evidence of the owner’s agreement to public access onto the property for a period not less than the useful life of the investment is required in the form of a formal lease document. Evidence of approval from the local government is also required. Any such agreement must safeguard and return an appropriate level of funding to the State should public access cease.
Clubs that are exclusive (prohibitive membership costs) by definition if membership or use of the club’s facilities is restrictive in any way will not be considered for funding. The onus is on the applicant to demonstrate that membership of the club is available to any member of the public.
It is unlikely that facilities will be developed on land owned by private education institutions.
Voluntary labour is work undertaken by people, without compensation or reward.
The value of work undertaken by volunteers can be included in the applicant’s contribution. Voluntary labour is allowable up to $50,000 in value, however the grantee’s cash contribution must match any non-cash contribution to the project.
Administration of projects, preparation of applications, claim forms, documentation, etc, is not recognised as a claimable item. In general local government staff hours will not be recognised.
Voluntary labour can be classified as follows:
General work is being undertaken where no recognised qualification is required. This includes work that is supervised by a skilled person and labourers.
A person with a recognised qualification specific to the work to be undertaken, such as trades person, grader driver, truck driver, etc.
A person with a formal tertiary qualification specific to the work to be undertaken, such as architectural, legal, engineering, surveying work or similar.
Donated materials can be recognised as part of an applicant’s contribution (see examples at the end of this section). Donated materials must be recorded on a schedule of donated materials, which must be endorsed by the local government.
There is no limit on donated materials, however the applicant’s non-cash contribution cannot exceed the applicant’s cash contribution to the project.
Any local government cash/labour/machinery/materials is to be costed as part of the applicant’s cash contribution, not as voluntary labour or donated materials. However, certain services are considered to be part of the local governments normal function, such as shire engineers and administration/finance staff, and costs associated will not be recognised.
Donated materials may not be recognised where:
Note: if the supplier or contractor provides materials at the wholesale price or lower, then the difference between the retail price and the wholesale price may be recognised as a donation, (such as it has to be demonstrated that the donor is foregoing their profit component in favour of the applicant/project).
There are a variety of voluntary labour and/or donated materials combinations possible. Applicants must first estimate the total cost of the project and then work backwards to see if the method by which they intend to fund the project is allowable. The most important rules are:
Contributions through the use of privately owned machinery such as trucks and loaders can be recognised as part of an applicant’s contribution. In kind donations of such machinery must be recorded on a Schedule of Private Machinery Use, which must be endorsed by the local government.
There is no financial limit of the contribution of machinery towards a project, however, the applicant’s non-cash contribution cannot exceed the applicant’s cash contribution to the project.
Any local government machinery is to be costed as part of the applicant’s cash contribution, not as private machinery use.
Private machinery contributions should be calculated at the local government rate applicable to the use of that machinery. Where no local government rate exists, grantees should liaise with DLGSC to determine an appropriate rate.
For all grants, applicants are required to invite the relevant DLGSC regional manager to sit on any project management committee established. DLGSC shall have the right to request voting rights on any such committee.
Grant recipients agree to the establishment of continuing partnerships with DLGSC and shall assist government departments with any research, evaluation, promotion and usage of the project as requested.
All grant recipients are required to display signage in their project supported by DLGSC funding. See section on acknowledgement of WA Government contribution.
In reference to the construction of new buildings or the extension of existing facilities it should be noted that:
Clubs must demonstrate equitable access to the public on a short term and casual basis.
The intention of this policy requirement is to ensure that WA Government support through CSRFF is used to maximise participation and increase physical activity by the public in sport and recreation activities.
To that end, preference will be given to CSRFF applications which have well developed programs that provide entry level training for the respective activity both for seniors and juniors.
Participation in these training programs should not be dependent on membership of the club or association applying for the grant support.
Preference will also be given to clubs and associations that make CSRFF supported facilities available to non-club members (the general public).
It is the responsibility of the applicant to provide evidence of all such arrangements at the time of application. This may be in the form of an extract from the club constitution, and promotional material for courses, services, facility and equipment hire.
DLGSC strongly supports the principles of joint provision and shared use of infrastructure for sport and recreation. As such, rational joint provision between local governments and schools will be considered. Public tertiary institutions are also eligible to apply for CSRFF support for the development of facilities for sport and recreation where it can be demonstrated that:
Access to the facility, and for the serviceable life of the facility, is equitable for all members of the community, whether associated with the applicant organisation or not (such as tertiary institution students, staff or graduates should not benefit from preferential pricing structures).
The project will increase broad based community participation and physical activity.
The primary intent of the project is not to increase an institution’s marketability to full fee paying students.
The project for which application is made is consistent with the overall intent of the CSRFF program and conforms to CSRFF policy.
Onus of responsibility for demonstrating compliance with these requirements rests solely with the applicant organisation. DLGSC, at its absolute discretion, will determine the extent to which these requirements are addressed within any application for financial support.
Applications for developments on land owned by private schools are unlikely to be funded. In the rare event that such an approval was given, the security of public funding for the foreseeable life of the facility would need to be guaranteed. DLGSC encourages applicants to review and utilise the Guide to shared use facilities.
Grant payments are payable to the applicant/grantee only. This may have taxation implications for grantees. If grantees wish specific advice relating to their grant, this can be obtained from the Australian Taxation Office (ATO). Please note depending upon the value of the project and/or grant, the ATO may require than an organisation be registered for GST.
If the applicant is registered for GST, the grant is grossed up with the GST amount.
The SSAs will be approached to assess relevant application(s) and provide feedback to the Senior Project Manager — Infrastructure.
The Minister for Sport and Recreation appoints the CSRFF Forward Planning Advisory Committee each year. The committee consists of a broad range of sport and recreation stakeholders. The CSRFF Advisory Committee deliberations are expected to take one day.
The CSRFF Advisory Committee recommends to whom grants should be given, however, the final decision rests with the Minister. The CSRFF Advisory Committee through the Senior Project Manager — Infrastructure may comment and/or suggest conditions related to why it wasn’t funded, proportionally funded or fully funded.
The CSRFF Advisory Committee, after considering all available project assessments/ratings finalises a recommended schedule of grant offers which most effectively meet the CSRFF objectives. This schedule is then forwarded to the Minister to finalise grant offers.
All internal assessors, advisory committee members and internal payment approvers will be required to disclose any conflicts of interests, consistent with the DLGSC Grant Conflict of Interest Guidelines 2022. This will be administered by the Project Officer — CSRFF and recorded as per the DLGSC Records Management Policy. External assessors should disclose any financial or other serious conflicts that may impact their impartiality.
Local government successful projects to accept the grant agreement for each grant and forward to the nearest DLGSC office by the due date. Providing you agree to the conditions, and to avoid the possibility of forfeiting the grant, the grant agreement must be completed and returned to the nearest DLGSC office by the due date.
Ensure that a building permit and/or certificate of occupancy is provided to grantees to allow them to acquit their grant.
Projects may commence as soon as the Minister/Premier has announced approvals, the grant agreement has been received by DLGSC regional office and all appropriate conditions have been met.
If a forward planning project has met all conditions it may commence before the year(s) in which the funds have been allocated, however funding is not guaranteed until the year of allocation. Past experience has demonstrated that early completion is unlikely.
Before calling for tenders or signing contracts, one copy of the final plans must be submitted to the nearest DLGSC regional office, together with any required supporting documentation, if the project has materially changed since the time of application. If it is not provided, DLGSC will assume that the funded project is consistent with the original submission. Any subsequent alterations or significant change of plans or specifications must also be submitted to DLGSC for approval from the Minister.
To protect the WA Government’s investment in infrastructure associated with sport and recreation, and align the CSRFF with the WA Government’s strategic asset management principles, the following thresholds apply:
Local governments should contact DLGSC should any conflicts arise with their obligations under the Local Government Act 1995.
Grantees are required to demonstrate that they have expended the funds equivalent to the full cost of project before CSRFF grants can be paid in full. CSRFF grants are paid to the grantee only. Applicants will need to ensure they are able to carry the full cost of the project for the period between project completion and CSRFF grant payment. Grants must be claimed by 15 June in the year of offer.
The payment milestones will be confirmed in the Grant Agreement. These milestones may be altered by mutual written agreement should there be mutual benefits to both parties to do so.
Where the applicant organisation is an incorporated community group or a local government and is registered for GST, CSRFF grant payments will be grossed up by 10% of the grant amount. The department will issue the grantee with a Recipient Created Tax Invoice (RCTI) with the grant payment.
Where the applicant organisation is an incorporated community group and is not registered for GST, CSRFF grant payments will not be grossed up by 10% of the grant amount.
Grant payments are payable to the applicant/grantee only. This may have taxation implications for grantees. If grantees wish specific advice relating to their grant, this can be obtained from the ATO. Please note depending upon the value of the project and/or grant, the ATO may require that an organisation be registered for GST.
With regard to Recipient Created Tax Invoices (RCTI), under the grant agreement, DLGSC and the grantee agree that the:
Please note that depending on the value of the project and/or grant the ATO may require an organisation be registered for GST. Contact the ATO for further details.
Grantee claims for payment must be endorsed by an authorised officer from the local government. This endorsement is to ensure that the applicant has completed the work described, for which the grant was approved, and where appropriate, complies with the local government’s standards and by-laws.
Where voluntary labour or donated materials are involved, a schedule of voluntary labour and/or schedule of donated materials are also to be endorsed by that authorised officer. The endorsement confirms the council certifies that these schedules to be a fair and reasonable account of the value of the work performed and/or materials supplied.
Any local government cash/labour/machinery/materials is to be costed as part of the applicant’s cash contribution, not as voluntary labour or donated materials. However, certain services are considered to be part of the local government’s normal function, i.e. shire engineers and administration/finance staff, and costs associated will not be recognised. Only time worked in addition to standard local government worker hours will be eligible to be claimed. Any local government staff labour or materials must be clearly identified in the original application form to be eligible.
Unskilled voluntary labour should be calculated at a rate no greater than $25 per hour. Skilled labour can be calculated at a rate of up to $40 per hour, and labour donated by a professional can be calculated at a rate of up to $60 per hour. Voluntary labour must be recorded on a Schedule of Voluntary Labour, which must be endorsed by the local government. A CSRFF grant will not exceed one-third of the completed cost of the project (or relevant development bonus percentage), or the maximum grant offered, whichever is the lesser. Payments will be paid to the grantee only via an EFT payment.
All technical aspects of the project will need to be checked and approved on the claim form by the local government to ensure that the project complies with standards outlined in the National Construction Code, industry standards, government regulations and local by-laws. Where applicable, local government’s are required to forward a copy of their building permit and/or certificate of occupancy with the claims for payment.
For example, access for a person with a disability must be provided as per the National Construction Code (NCC). The Disability Discrimination Act (DDA) requires that people with disabilities be able to access any building that the public is entitled to enter and use, and access any services and facilities provided in those buildings. The DDA applies to commonwealth, State, and local government as well as the private sector, clubs and other entities.
The claim form and all supporting documentation is forwarded to the nearest DLGSC regional office. Local governments may also be requested to report on project benefits including jobs created, use of local content and actual project impact on physical activity.
Funds are allocated for a set period, after which the approval expires. Grantees have applied for money in a certain period and the onus is on them to complete the project within the set period.
Deferral is not automatic. Expiry of the grant offer is most likely to occur. Failure to adequately manage previous grants is part of assessment by DLGSC. A grantee is better to relinquish a grant early in the financial year and reapply in the next funding round than to allow expiry and involve DLGSC in protracted discussions.
The financial year in which funds are to be claimed should not be varied. In extraordinary circumstances, by consultation with the regional manager, an extension may be possible. A detailed explanation of circumstances is required. Grantees are expected to nominate a date by which the project will be completed or they will relinquish all claims to the grant. New project milestones need to be provided. A realistic finalisation date will be negotiated. Funds, which are not claimed within this time frame, may be withdrawn. Deferral is subject to approval by either the Senior Project Manager — Infrastructure, the Manager — Community Infrastructure or the Executive Director — Infrastructure.
Given the significant impact deferrals can have on the management of the fund, there is no guarantee that any deferral will be approved.
Deferral is not appropriate where the project has been completed and the grantee has simply not submitted claims and the necessary paperwork.
The 4 standard conditions for deferrals are:
When a deferral is requested the following information must be provided in an email:
The WA Government, through DLGSC, provides a significant contribution to the sustainability and development of the sport and recreation industry. This is achieved through financial assistance and the provision of expertise, advice and services. It is important that successful grant applicants recognise the WA Government during the funding relationship.
All successful grant applicants are required to abide by the grant acknowledgement requirements issued by DLGSC.
All material must contain the wording:
DLGSC will adhere to the provisions of the Freedom of Information Act 1992 in relation to requests for information originating in the department. Information not originating in the department but provided to the department will not be released without prior consultation with the relevant organisation.
All information provided to DLGSC and gathered during the grant assessment process will be stored on a database that will only be accessed by authorised department personnel. The database is subject to privacy restrictions in accordance with the Privacy Act 1998 (Commonwealth) and the Freedom of Information Act 1992.
This decision making tool has been prepared to assist in determining the need for and feasibility of community and recreation services. It has been developed so that it can be used by planners or user groups with a range of skills and experiences.
CSRFF funding is available up to a maximum of $25,000 for facility planning studies, the development of local and regional recreation plans, and physical activity strategy plans. Local and regional planning exercises will essentially identify the recreation needs of the community, what opportunities exist in the community and what action is necessary to meet the needs identified. Ideally, local and regional plans will have been prepared prior to any detailed planning of a specific facility.
A community needs assessment is the vital first step in the facility planning process and it should be undertaken to determine:
Essentially, a needs assessment asks where we are now, where do we want to be and how do we get there.
Depending on the complexity of the project, a feasibility study will be required. The maximum level of CSRFF funding for feasibility studies is $25,000. DLGSC funding for feasibility studies will be conditional on the DLGSC Regional Manager’s participation on the project management committee and approval of the final study brief.
Costs for specific testing, as part of studies on particular types of facilities such as pools, specifically core testing of the pool bowl, will be included up to a maximum of $5,000. You must discuss these costs with your DLGSC Regional Manager to ensure they will be considered eligible.
No part of a CSRFF grant can be used to pay for development of an application for a CSRFF grant.