Active Regional Communities guidelines

About the program

The Active Regional Communities (ARC) Grants program aims to increase the opportunities for regional people to participate in sport and active recreation activities in regional Western Australia. The program is tailored to meet the ever-changing demands and challenges of sport and active recreation groups within the nine diverse regions of the state.

Outcome and objectives

• Provide opportunities that will increase the physical activity levels of target groups who currently have low participation rates. 
• Provide opportunities for participation through sport and active recreation programs and events.

Capacity building 

• Provide opportunities that enhance the skills and capabilities of community groups, volunteers and the sport and active recreation sector, through education and training programs.
• Grow and strengthen the sport and active recreation sector by improving organisational governance and building capacity within community groups and volunteers through education, training programs and governance initiatives. 

Event hosting

• Hosting of an inter-regional or higher-level competition, as recognised by the State Sporting Association, in regional Western Australia that will result in cross-regional participation.

Definitions

Active recreation

activities engaged in for the purpose of relaxation, health and wellbeing or enjoyment with the primary activity requiring physical exertion, and the primary focus on human activity.

Official

someone who controls the actual play of a competition (for example, umpire, referee or judge) and administers the rules and laws of the sport to ensure the proper conduct of a sporting fixture in a safe environment.

Sport

a human activity capable of achieving a result requiring physical exertion and/or physical skill which by nature and organisation, is competitive and is generally accepted as being a sport.

CaLD

means culturally and linguistically diverse. This applies to groups and individuals who differ according to religion, language, ethnicity and whose ancestry is other than Aboriginal or Torres Strait Islander, Anglo-Saxon or Anglo-Celtic.

Eligible organisations

The following organisations are eligible to apply: 

• State Sporting Associations (SSAs) that do not receive funds through the Industry Investment Program — Regional Servicing Grants for the region specific to the application
• regional sport and active recreation clubs and associations
• not-for-profit community organisations involved in the conduct of sport or active recreation
• in the absence of a suitable sport or active recreation organisation, a local government authority is eligible to apply.

To be eligible for funding, organisations must: 

• be incorporated under the Associations Incorporation Act 2015 (WA) or a company limited by guarantee under the Corporations Act 2001 (Cth) or an indigenous organisation under the Corporations (Aboriginal and Torres Strait Islander) Act 2006 (Cth) or be registered as a local government authority in Western Australia
• have an Australian Business Number (ABN)
• maintain appropriate and sufficient insurance cover for the duration of the project. Please note, for public liability insurance, a minimum value of $10 million per claim or occurrence giving rise to a claim is required.    

Ineligible organisations

• individuals or groups of individuals
• organisations seeking funds for metropolitan based programs
• state and commonwealth government agencies
• educational institutions/agencies including schools, universities and TAFE colleges
• commercial businesses or for-profit organisations
• SSAs that receive funds through the Industry Investment Program — Regional Servicing Grants for the region specific to the application
• unincorporated not-for-profit organisations. 

Active Regional Communities grant program investment framework

• ARC is an application-based program with funding allocated to support the scope and scale of projects
• organisations can apply for funding year-round
• an organisation may submit one application per category (refer below) each financial year
• applications must be submitted no later than eight weeks prior to the project or event start date
• grants from $1000 to $5000 are available
• organisations should make a co-contribution of financial and/or in-kind support to the value of at least 25% of the total project costs
• the grant should not constitute the entire financial base of an organisation
• auspice arrangements are not accepted.

Funding can be used for

• program costs for project-based work (up to 10% of project cost), such as hiring a contract project officer
• venue and equipment hire (not owned or occupied by applicant)
• education courses for staff and/or volunteers (for example, event risk management, crowd safety, traffic management, critical response)
• training and accreditation of volunteers (for example, coach/official accreditation and first aid courses)
• marketing and promotion costs relevant to the project
• travel and/or accommodation for key personnel directly involved with the project
• catering for volunteers and/or officials directly involved during the event timetable
• provision of interpreting and translating services.

Funding cannot be used for

• existing, ongoing or recurrent organisational costs (for example, employee salaries and employment costs, insurance, lease or rental payments, administration expenses)
• meals or daily allowance for participants and staff
• events/projects that would be more appropriately supported through an alternative funding source or existing DLGSC grants program
• events/projects undertaken outside of Western Australia
• events/projects that have already been funded by DLGSC
• events/projects that have already taken place or have commenced
• capital works (for example, purchase of land or buildings, repairs, extensions, renovations or maintenance)
• purchase of capital equipment (for example, computers, photocopiers and vehicles)
• purchase of merchandise or sporting equipment (for example, clothing, uniforms, water bottles, balls)
• trophies, prize money or gifts
• hospitality functions (for example, awards dinners, catering, alcohol, entertainment)
• individual membership fees. 

How to apply

Applicant information

• read and understand the grant guidelines before commencing the application process
• you must discuss your project with relevant DLGSC Regional Officer/Manager before submitting application to the regional office in the region that the project will be conducted. Applications that have not been discussed with DLGSC will not progress to further assessment
• applications must be submitted at least 8 weeks to the project commencing. Late applications will not be accepted
• DLGSC will process the application and may seek clarification before making a recommendation
• notification of outcome should occur within eight weeks of DLGSC receiving your final application
• incomplete applications will not be considered for further assessment
• complete all sections of the application form and submit with the following supporting documentation:
  • a copy of your organisation’s incorporation certificate
  • a copy of current public liability insurance certificate (minimum cover required is $10 million).  

Assessment and approval

Project eligibility assessment

1. Location: the project is being delivered in regional Western Australia
2. Project category: the project will invest in programs, capacity building or event hosting
3. Funding source: the project is not or should not be funded by another DLGSC program
4. Project plan and budget: the application details how the project will be delivered and is based on a realistic budget and represents value for money.

Assessment and approval process

• DLGSC will coordinate the assessment of the application for compliance with the eligibility criteria and meeting the objectives of the guidelines. 
• DLGSC grant reviewers will conduct an independent review of the assessment and ratify recommended applicants to be submitted to the Minister for Sport and Recreation for approval.
• Successful and unsuccessful applicants will be notified in writing. 
• Applications may not be successful or may not be funded to the full amount requested.
  

Conditions of grant agreements

GST

• If your organisation has an ABN and is registered for Good and Services Tax (GST), the grant will be grossed up by 10% of the grant amount.
• If your organisation has an ABN and is not registered for GST, no GST will be paid.

Grant agreement

• Approved applicants will be required to enter into a grant agreement that outlines the grant conditions, key deliverables and acquittal requirements. Once signed and returned, the grant will be paid directly to the eligible applicant body.
• No grant monies will be paid to an individual.
• Successful organisations will be required to provide evidence of key deliverables prior to conducting the project.

Acquittal requirements

• At the completion of the project, your organisation will need to complete an acquittal report to demonstrate that the funding has been spent in accordance with the grant agreement.
• Your acquittal report must be submitted within 30 days of the project completion date as specified in the grant agreement.

DLGSC acknowledgement and evaluation

• Successful organisations will be required to acknowledge DLGSC. Further details will be provided to successful applicants within their grant agreement.
• Successful organisations may be required to participate in any research and/or evaluations relating to this funding and/or funded projects.

Freedom of information

• The Freedom of Information Act 1992 (WA) (FOI Act) gives the right to access documentation held by DLGSC subject to the limitations of the FOI Act.
• These documents can be of a personal or non-personal nature and may apply to the grant administration processes.

Privacy

• The Privacy Act 1988 (Cth) regulates how personal information is handled by DLGSC.
• 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 DLGSC personnel. 
• That database is subject to privacy restrictions in accordance with the Privacy Act 1998 (Cth) and the FOI Act.

Contact by Minister or local Member of Parliament

• By applying for this program, applicants acknowledge and accept that successful applicants may be contacted by the Minister for Sport and Recreation or their local Member of Parliament to discuss their grant.
• Applicants acknowledge that the contact details of the applicant may be provided to their local Member of Parliament for this purpose.
• If you do not wish for your details to be provided to your local Member of Parliament, you may ‘opt-out’ at the time of application.

Appeals and complaints

When you submit an application, your application is subject to a competitive assessment process. Your application is assessed against the assessment criteria and all applicants are notified of the outcome of their application as soon as possible following the conclusion of the assessment process.

Appealing an unsuccessful application

Appeals will only be considered where there is an alleged breach of the assessment process. If you believe that the proper assessment process has not been followed for your grant application, please discuss your concerns with the relevant DLGSC contact for the grant program.

Lodging a complaint

Following discussion with the relevant DLGSC contact for the grant program, if you consider your concerns have not been adequately addressed; you can lodge a complaint with DLGSC, in writing, by following the instructions outlined in the feedback section of this website. 

Further information

To discuss your proposed project or to obtain assistance to complete your application, please contact your regional office.