Sport and Recreation Operational Program (SROP) Funding Guidelines

Contents

About the Program

Primary Objective

Outcomes

General Eligibility

Peak Body Criteria

Conditions of Funding

Goods and Services Tax (GST)

Funding Categories

Annual Assistance

Annual Assistance – Assessment Criteria

Annual Assistance – Funding Parameters

Acquittal of Annual Assistance

Triennial Assistance

Features of Triennial Assistance

Triennial Assistance – Assessment Criteria

Industry Peak Umbrella Organisations

Applying for Category Changes

Case Management

Acquittal of Triennial Assistance

Attachment A – Membership / Participation Definitions 

About the Program

These guidelines provide details for organisations wishing to apply for operational funding for the relevant calendar year from the Sport and Recreation Operational Program (SROP). 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 grant funding should not be deemed automatic or anticipated.

These guidelines supersede all terms and conditions contained in previous guidelines administered by Active Canberra. All funding is subject to the appropriation of funds through the ACT Government budget process.

Primary Objective

The primary objective of the SROP is to provide financial assistance to eligible sport and physical recreation organisations to support participation in active lifestyles through the delivery of quality programs and services for the benefit of the Canberra community.

Outcomes

The intended outcomes of the SROP are:

  • increased community access and participation in sport and physical recreation;
  • increased participation in active lifestyles, particularly for children and young people;
  • enhanced health and well being through active participation in sport and physical recreation;
  • improved management, service delivery and administration practices in sport and physical recreation organisations;
  • increased employment opportunities within the industry; and
  • increased access to education and training opportunities.

General Eligibility

An Organisation applying for funding under the SROP must:

  • be recognised by Active Canberra as the ACT Peak Body representative prior to application (see Peak Body Criteria for more information);
  • be a not for profit organisation;
  • be incorporated in the ACT under, either the Associations Incorporation Act 1991, or the Corporations Act 2001 (Commonwealth);
  • deliver programs within the ACT;
  • 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).

Peak Body Criteria

ACT Peak Body organisations must meet the following criteria:

  • the organisation must have been incorporated within the ACT for a minimum of three consecutive years;
  • the organisation must have the primary purpose in the development of not for profit sport and recreation activity articulated in the organisations written constitution;
  • the organisation must have a current Drugs in Sport Anti Doping Policy (unless exempted by Active Canberra);
  • the organisation must have a current Member Protection Policy;
  • The organisation must be an umbrella organisation, or the pre-eminent organisation with responsibility for that activity within the ACT (when a dispute exists, this will be determined by which organisation is recognised by the Australian Sports Commission (ASC) at the national and/or international level); or
  • be the organisation taking responsibility for the activity within the ACT.

Organisations who wish to apply for recognition as the ACT Peak Body for their respective activity will have to complete the Peak Body Application Form available by contacting the Grants Officer at Active Canberra.

If you are unsure of the current status of your organisation please contact the Grants Officer at Active Canberra on 620 72055.

*Organisations should be aware that recognition as an ACT Peak Body does not guarantee funding under the SROP.

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 SROP.
  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. Failure to do so may result in reduced funding in subsequent years.
  4. All organisations that receive public funding from Active Canberra must comply with the ACT Government Policy on Equal Employment Opportunity.
  5. All organisations must be able to demonstrate that all principles and guidelines of the National Junior Sport Policy are guiding its directions in junior sport development.
  6. All organisations must be able to demonstrate that every effort is being made to ensure that the principles of access and equity are guiding the development of the organisation and any programs that it conducts.
  7. All organisations, with the exception of industry peak umbrella groups, are required to provide matching funding (dollar for dollar) for operational assistance received from the SROP.

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 Categories

The SROP provides an opportunity for eligible organisations to apply for funding for operational assistance. The SROP provides funding under the two following categories:

  • Annual Assistance; and
  • Triennial Assistance.

Further details on each category are outlined in this document.

Annual Assistance

Annual Assistance is designed to subsidise operational costs to assist eligible peak body organisations to work in partnership with Active Canberra to develop participation opportunities in sport and physical recreation in the ACT. Annual Assistance is a single allocation of grant funding to be utilised during the relevant calendar year.

Organisations requesting Annual operational assistance will need to apply online when open for applications and indentify the category for which they are applying.

PLEASE NOTE: In reference to the ACTIVE 2020 Plan – a strategic plan for the sport and active recreation in the ACT for 2011–2020, organisations applying for Annual Assistance need to clearly identify within the application process at least one Strategic Initiative to which your organisation's priority outcome best aligns during the funding period.

Annual Assistance – Assessment Criteria

To determine the level of funding, eligible organisations will be assessed against the following criteria:

  • financial viability;
  • membership (see Attachment A for definitions);
  • services provided including events;
  • identified areas of development;
  • proven capacity for growth;
  • profile and significance of activity in the community; and
  • assessment of latest operational plan or equivalent document.

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.

Annual Assistance – Funding Parameters

The following table indicates the different levels of funding available under Annual Assistance. Typically, organisations that receive funding under the SROP will display some of the characteristics listed in Table 1. Requesting funding at a certain level is no certainty of approval, Active Canberra will assess each application on merit and may assess your application at a higher or lower level to that applied for.

Organisations need to be aware that levels of funding could significantly change from year to year dependant on the quality and level of information forwarded in the grant application process and the organisation's broader strategic agenda.

Table 1
Funding LevelCharacteristics of the Organisation
(1)
$10,000 to $11,000
  • medium to large membership base
  • medium to high annual turnover
  • Organisation has a club/affiliate structure
  • moderate capacity to undertake development opportunities
  • medium to high profile within the community
  • possibly employs up to one full time staff member
  • transitional level of funding for organisations moving towards Triennial Assistance
(2)
$7,500 to $8,500
  • medium to large membership base with moderate potential for growth
  • medium annual turnover
  • Organisation has a club/affiliate structure
  • limited to moderate capacity to undertake development opportunities
  • medium profile within the community
  • moderate level of dependence on government resources
  • primarily administered by volunteers
(3)
$5,000 to $6,000
  • small membership base with moderate potential for growth
  • small annual turnover
  • limited or no club/affiliate structure
  • limited capacity to undertake development opportunities
  • low to medium profile within the community
  • high level of dependence on government resources
  • primarily administered by volunteers
(4)
$2,500 to $3,500
  • small membership base with limited potential for growth
  • small annual turnover
  • limited or no club/affiliate structure
  • limited capacity to undertake development opportunities
  • low profile within the community
  • highly dependant on government resources
  • primarily administered by volunteers

Acquittal of Annual Assistance

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 SROP; and
  • a copy of the relevant audited financial statement that clearly identifies the income and expenditure of the grant in accordance with the matching funding requirement.
  • 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.

Triennial Assistance

Triennial Assistance is designed to subsidise operational costs to assist eligible peak body organisations work in partnership with Active Canberra to develop long term participation opportunities in sport and physical recreation in the ACT.

The purpose of Triennial Assistance is to:

  • provide organisations with financial certainty in the continuing implementation of participation programs;
  • allow organisations to undertake longer term planning initiatives;
  • allow organisations to employ and retain the required expertise; and
  • assist the administrative efficiency of the organisation.

Features of Triennial Assistance

Triennial Assistance has the following features:

  • the program is a rolling funding scheme;
  • there are four funding categories ranging from:
    $17,000 (D), $26,000 (C), $45,000 (B) and $70,000 (A);
  • Organisations as part of receiving the Triennial Assistance will need to comply with a minimum 40% female Board composition by 2020;
  • all organisations that receive Triennial Assistance will be required to agree to the terms and conditions and sign a three year Triennial Assistance Deed; and
  • development of a mutually agreed "Output Statement" developed through a Case Management approach to funding provision.

Organisations requesting Triennial Assistance will need to apply online when applications are open. It is recommended that your organisation make contact with the Client Services & Programs Unit, Active Canberra to assist in the development of an application for Triennial Assistance.

Typically, organisations that are successful in receiving Triennial Assistance display the following characteristics:

  • maintain a publicly accessible office, from which to organise programs;
  • proven high levels of membership and participation membership (see Attachment A for definitions);
  • continuity of professional staff, with a minimum of one full time employee or part time equivalent;
  • strong leadership and management structures;
  • diversity of programs and a strong focus on development;
  • significant profile within the community;
  • long term strategic planning; and
  • proven financial management capacity in relation to the delivery of participation programs.

Triennial Assistance – Assessment Criteria

Consistent with the organisational characteristics for Triennial recipients, organisations wishing to apply for Triennial Assistance will need to provide a detailed response for the following criteria:

  • demonstrate the need for funding;
  • leadership and management;
  • organisational planning and general administration; and
  • network and client focus.

Selection to receive funding is a competitive process and will be based on the information provided by organisations against each of the assessment criteria and past performance (where relevant).

Active Canberra recognises that this application is a challenging process and organisations should be aware of the importance of its content. This detailed information is required to make fair funding assessments.

The three year rolling model for Triennial Assistance will still require organisations to make an application each year in order to provide Active Canberra with up to date information on the organisation.

Industry Peak Umbrella Organisations

Active Canberra acknowledges that there is a sector of the sport and recreation community that is separate and different to the majority of sport and recreation organisations and will therefore need special consideration in relation to Triennial Assistance.

Industry peak umbrella organisations can be best described as the organisation that represents each sector of the sport and recreation industry, and provides leadership, guidance and strategic direction for that sector.

Industry peak umbrella organisations are exempt from the grant condition to provide matching funding and may receive funding outside the scope paid under Category A, B, C or D.

Applying for Category Changes

Organisations that would like to change their level of Triennial Assistance are eligible to submit a new application after being in the same category for a minimum of two years. Organisations will need to clearly demonstrate its requirement for increased funding.

Case Management

To ensure the objectives of SROP are met, all organisations that receive Triennial Assistance are required to provide a Case Management "Output Statement" each year with an annual meeting generally held later in the calendar year. Developed in partnership with Active Canberra, this statement provides consistency in the structure against which strategic funding outcomes are determined and assessed.

Case Management allows for organisations to:

  • strive for continuous improvement and provide an adequate return on investment to the ACT Government;
  • improve communications; and
  • have a more flexible structure against which strategic funding outcomes are determined and assessed.

Acquittal of Triennial Assistance

Within three months after the termination date of the grant period, each year 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 SROP; and
  • a copy of the relevant audited financial statement that clearly identifies the income and expenditure of the grant in accordance with the matching funding requirement.
  • 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.

Attachment A

Membership / Participation Definitions

Membership Categories

The Australian Sports Commission (ASC) together with all State/Territory Departments of Sport and Recreation have agreed to a consistent method of tracking membership numbers. Below are the five agreed categories with their definition.

Full Active Members:

Members who have access to the full range of programs and services offered by the organisation or their affiliated club or association, as a participant, coach or official. This type of member typically pays a full registration fee and participates actively in programs and services.

Program Participants:

Members/participants who have access to a limited range of programs and services offered by the organisation or their affiliated club or association as a participant. This type of member/participant typically pays a lesser registration fee and participates in programs and services rather than in regular competitions.

Event participants:

Participants who pay a fee per event to participate in the activity and receive limited other services (for example, newsletter) from the organisation. This type of participant pays no formal membership fee and may not have access to programs and services of the state organisation.

School delivered programs:

Participants involved in regular competitions, programs and championship events organised by state organisations which may be at school facilities.

School managed competitions:

Participants involved in events, competitions or programs organised primarily by schools that are not directly affiliated with national/state organisations.

For further information on the Sport and Recreation Operational Program, contact the Grants Officer on (02) 6207 6195.