Asset Repair and Maintenance Scheme (ARMS) Funding Guidelines

Contents

About the Program

Primary Objective

Outcomes

General Eligibility

Who is not eligibile to apply

Conditions of Funding

Goods and Services Tax (GST)

Funding Parameters

Assessment Criteria

What will not be considered for Funding

Provision of Quotes

Acquittal of ARMS Funding

About the Program

These guidelines provide details for organisations wishing to apply for financial assistance of up to $150,000 (excluding GST) (minimum $5,000) from the Asset Repair and Maintenance Scheme (ARMS), typically for projects to be completed during the 2015 calendar year. This is an ACT Government grant program administered by Active Canberra.

The funding provided by Active Canberra is limited and as such, all applications will be assessed on relative merit. It is not possible to approve all requests for assistance, therefore funding should not be deemed automatic or anticipated.

Primary Objective

The primary objective of the ARMS is to provide financial assistance to eligible sport and physical recreation organisations for facility repairs and maintenance that will support participation in active lifestyles through the delivery of quality facilities for the benefit of the Canberra community. This program does not support "new" works (for consideration of new works refer to the Capital Assistance Program).

Outcomes

The intended outcomes of the ARMS are to:

  • maintain sport and physical recreation facilities to support community access and participation opportunities in the ACT;
  • foster an enhanced appreciation of the need for robust facility business models and asset management plans to support facility provision;
  • encourage the provision of practical, multi-functional, energy and water efficient, low maintenance facilities that are not harmful to the environment;
  • improve the safety of existing facilities in the ACT.

The Minister for Sport and Recreation is responsible for the final endorsement of all recommendations for the ARMS.

General Eligibility

Any organisation applying for funding under the ARMS must:

  • be a not for profit organisation;
  • be incorporated in the ACT under, either the Associations Incorporation Act 1991, or the Corporations Act 2001 (Commonwealth);
  • provide a minimum of two quotes outlining all costs associated with the repair and maintenance project;
  • have current Public Liability Insurance coverage to a minimum level of $10,000,000;
  • have an Australian Business Number (ABN);
  • be registered for the Goods and Services Tax (GST) if applicable (if turnover is greater than $150,000 per annum);
  • have compliance requirements under the Associations Incorporation Act 1991 up to date; and
  • have satisfactorily acquitted all previous grants provided by Active Canberra (except for current year's funding), including financial acquittals for any other ACT Government agency grant.

Who is not eligibile to apply

The following organisations or groups are not eligible to receive funding from the ARMS:

  • Commercial entities;
  • Facilities owned by the Commonwealth;
  • Swimming pool/leisure centres;
  • Schools, or tertiary education institutions;
  • Church groups.

Conditions of Funding

  1. The declaration on the application form certifies that all information provided in the application is true and correct. Action may be taken for repayment of any grant made where information contained in the application is subsequently found to be false or the grant is not used for its approved purpose.
  2. All organisations are accountable for funds received from Active Canberra and must adhere to all conditions and guidelines of the ARMS.
  3. All organisations must provide suitable acknowledgment for the financial support provided by Active Canberra under this program as outlined in the Acknowledgement Guidelines. This document can be accessed on the ACT Government Grant website.
  4. Successful applicants will need to seek written approval from Active Canberra to make any variation to the project, as detailed in the application form. Requests to amend the scope of the project need to be addressed to the Director, Active Canberra, clearly outlining why the change of purpose is required. Organisations should not assume that a change of purpose request will be approved.

Goods and Services Tax (GST)

GST is payable to organisations that receive financial assistance under this program if they are GST registered with the Australian Tax Office (ATO) and can provide an Australian Business Number (ABN), i.e. if turnover is greater than $150,000 per annum.

For successful applicant organisations, Active Canberra will gross up the grant/s by 10% if registered for GST and after receipt of a Tax Invoice. Organisations that are not registered for the GST will not have their grants grossed up.

Funding Parameters

All organisations must be aware of the following funding parameters:

  • organisations can apply for funding for a maximum of $150,000 and a minimum of $5,000 under the ARMS;
  • there is no matched funding requirement, however organisations making a financial commitment to the project will be viewed favourably as part of the assessment process.
  • all applications must be supported by evidence of an Asset Management Plan (Life Cycle Plan);
  • the application should be supported by visual evidence of need;
  • the organisations financial contribution towards the project must be exclusive of GST;
  • all organisations must be able to demonstrate that they have sufficient funds to commence and complete the project.

Assessment Criteria

When Active Canberra receives your application, it will be checked to ensure eligibility for funding (please refer to Item 4 for eligibility requirements). All eligible applications are then provided to an assessment officer and a panel to be rated. The assessment panel is chaired by a senior staff member of Active Canberra.

Each application will be assessed against the guidelines and selection criteria on the application form. In addition, the assessment panel will consider the application as a whole and make an assessment as to the merit of the application in meeting the aims and objectives of the assessment round and its overall ability to address priority for the ACT community.

Applications that meet all the general eligibility requirements will be assessed against the following criteria in meeting the primary objective and outcomes of ARMS:

  • evidence of need;
  • demonstrated benefits;
  • value for money;
  • application quality and organisation history; and
  • Asset Management Plan and on-going capacity to manage repairs and maintenance.

Priority will be given to those projects that are:

  • directly linked to participation (eg. playing surfaces/lights);
  • addressing urgent safety / security issues;
  • able to provide evidence of ongoing asset management plan/strategy; and
  • able to provide evidence of need – (reports, photo's, site visits, quotes etc).

Even though an application may meet the above criteria, approval will depend on the number of applications received, the relative merit of the application, government priorities and available funds.

What will not be considered for Funding

Requests for asset repair and maintenance that are for:

  • retrospective funding;
  • a facility used primarily by commercial entities;
  • a facility located on land owned or leased by a commercial entity;
  • a facility where little or no public access is available;
  • consumable equipment within a facility (eg. tennis/basketball nets);
  • related to roads and car parks;
  • landscaping;
  • costs associated with voluntary labour and in-kind support;
  • repair of a facility damaged by vandalism, theft, fire, or any natural disaster where that facility should have been covered by the appropriate insurance; and
  • requests for the upgrade of kitchen or office facilities.

Provision of Quotes

As outlined in General Eligibility (item 4) of this document, all organisations must submit a minimum of two quotes for each component of the ARMS application. Failure to submit this information may jeopardise any offer of funding.

Acquittal of ARMS Funding

Within three months after the termination date of the grant period, organisations must provide Active Canberra with the following:

  • a signed "Acquittal Form" certifying that the organisation has utilised the financial assistance in accordance with the Conditions and Guidelines of the ARMS; and
  • A copy of the relevant financial statement certified by a registered accountant that CLEARLY identifies the income and expenditure of the grant supported by invoices, receipts and bank statements.

No further financial assistance will be provided until all outstanding grants provided by Active Canberra (except for current year's funding) have been successfully acquitted, including financial acquittals for any other ACT Government agency grant.

For further information on Asset Repair and Maintenance Scheme contact the Grants Officer on Ph (02) 6207 6195.