Club Night Lights Program guidelines

2022–2023 funding round

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About Club Night Lights Program

The Club Night Lights Program exemplifies the State Government’s commitment to the development of sustainable floodlighting infrastructure for sport across the State.

The purpose of the program is to provide financial assistance to community groups and local governments to develop sports floodlighting infrastructure. 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 well-utilised facilities.

Through the Club Night Lights Program, the State Government will invest $10 million over four years towards floodlighting infrastructure. 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 $1 million.

The Department of Local Government, Sport and Cultural Industries (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 the department in accordance with the terms of the grant agreement.

Eligibility criteria

The Club Night Lights Program can fund new or upgraded facilities which will maintain or increase physical activity and participation through the provision of floodlighting.

Examples of projects which will be considered for funding include:

  • providing floodlighting to community training and/or local match play standard where existing facilities do not meet training standard
  • meeting strategic objectives for state sporting associations by providing facilities for competition play at formally identified locations
  • replacing aging metal-halide floodlighting with energy efficient LED floodlighting to community training and/or community match play standard
  • power upgrades directly linked to the development of lighting.

Funds will not be available for:

  • projects that commence before approvals are announced
  • non-floodlighting infrastructure
  • non-fixed floodlighting
  • safety, pathway or casual recreation floodlighting.
  • development of privately owned facilities
  • facilities considered to be a full State Government responsibility unless there is demonstrated community sporting and recreation need/benefit commensurate with the funding request
  • recurring maintenance or operating costs of existing facilities
  • purchase of land
  • projects that do not meet Australian Standards and National Construction Code
  • projects that have already received State Government funding and are seeking an additional grant to meet cost increases.
  • applicants/projects that have received a department grant in the past and have not satisfactorily acquitted that grant. In some cases this may apply to localities where other significant projects have not been progressed or have not completed a previous project in accordance with the conditions of the grant provided. Department officers will make an assessment and at their discretion, new applications may not be recommended.
  • projects that have State Government funding in excess of 66.66% of the total project cost
  • local government overheads, project administration and project management (unless expressly approved in the grant agreement).

Level of funding available

An amount of $10 million will be allocated from 2021-22 through to the 2024-25 financial year.

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 $1 million. The department 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 eligible funding requested for your project being less than the amount you have applied for.

Through a development bonus, some applications will be eligible for up to one half of the project cost. This eligibility will be measured against key development principles. Applicants must 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.

The department 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.

The department 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 or state sporting association to make a contribution to a project however a contribution from all stakeholders (which may include local government, State Sporting Association and user clubs) in a project that meets local and sporting needs will be viewed more favourably.

State Government funding for any project cannot exceed two thirds (66.66%) of the total project cost.

Life cycle cost guidelines

An important part of the funding process is to ensure 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.

Please refer to our Life Cycle Cost Guidelines.

Sinking fund

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) divided by the expected number of years before replacement

The responsibility for maintaining and operating a facility rests with the local government, the club or a combination of both. It is important that 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.

Voluntary labour

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:

Unskilled

General work is being undertaken where no recognised qualification is required. This includes work that is supervised by a skilled person and labourers.

Skilled

A person with a recognised qualification specific to the work to be undertaken, i.e. electrician, grader driver etc.

Professional

A person with a formal tertiary qualification specific to the work to be undertaken, i.e. architectural, legal, engineering, surveying work or similar.

Charge-out rates

  • Unskilled voluntary labour is calculated at a rate no greater than $25 per hour.
  • Skilled voluntary labour is calculated at a rate of up to $40 per hour.
  • Professional voluntary labour is 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. This can be included as part of the overall project cost when making a claim.

Donated materials

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 are 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, i.e. shire engineers and administration/finance staff, and costs associated will not be recognised.

Donated materials may not be recognised where the donor is the supplier or contractor involved in the project. It is essential that the applicant completes a valid tender process before considering donations or discounts related to suppliers and contractors.

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, (i.e. it has to be demonstrated that the donor is foregoing their profit component in favour of the applicant/project).

  • The intent is to prevent suppliers or contractors simply scaling up components or project costs to secure a greater level of grant.
  • The applicant is to provide satisfactory supporting evidence to establish the value of donated material, e.g. A letter or an invoice from the supplier stating the value of the donation and how or on what basis the valuation was made.
  • Cash donations form part of a grantee’s cash contribution.
  • Donated land — neither a local government nor an applicant can claim donated land as part of their contribution.
  • Land purchased by the applicant — the funds spent by an applicant on purchasing the land for the facility is not allowable as part of the applicant’s contribution.
  • The donation is a sponsorship.

Examples of voluntary labour/donated materials

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:

  • Club Night Lights Program contribution will not exceed half of the GST exclusive project cost (or the percentage of funding approved as per application).
  • The applicant’s non-cash contribution must be matched by the applicant’s cash contribution. Local government donations in cash or kind are treated as cash contributions by the applicant.
  • Voluntary labour cannot exceed $50,000.

How do I apply?

You must contact your nearest department office to discuss your project in order to be eligible for funding. There are nine regional offices located throughout Western Australia.

Application forms are available from your nearest department office (regional WA) and local government (metro area only). A draft for information purposes can be downloaded.

Eligibility

Applicants must be either a local government or a not-for-profit sport, recreation or community organisation incorporated under the  WA Associations Incorporation Act 2015 and have an Australian Business Number (ABN). Clubs must demonstrate equitable access to the public on a short term and casual basis.

The land on which the facility is to be developed must be one of the following:

  • Crown reserve
  • land owned by a public authority
  • municipal property
  • land held for public purposes by trustees under a valid lease, title or trust deed that adequately protects the interests of the public.

Assessment of application

Throughout the planning process you must liaise with department officers to ensure that you adequately address the assessment criteria and that information in your application can be clearly understood. The emphasis of the assessment factors is on a planned approach to facility provision and will require the applicant to demonstrate need and to consider planning, design, and management issues to substantiate the need for the proposed project.

Officers assessing applications will provide a rating against the level of project consultation. Where no consultation has occurred, the rating will be zero which will affect your chances of obtaining a grant. To apply for a development bonus, you must contact your nearest department office in order to determine whether you are eligible to apply.

The key principles of facility provision

The key principles of facility provision explain in depth the principles against which applications for Club Night Lights Program funding will be assessed. Your application will be assessed on the quality of information you provide and how well this information meets the key assessment criteria. You must answer each question in the application form and supply all requested information.

Assessments have been based on the following criteria:

  • project justification
  • planned approach
  • community consultation
  • management planning
  • access and opportunity
  • design
  • financial viability
  • coordination
  • potential to increase physical activity
  • sustainability.

Further details are available in the department’s document Key Principles of Key Principles of Facilities Provision Provision.

If you are applying for lighting above training standard, emphasis will be placed on projects formally identified by State Sporting Associations as a strategic location for match standard lighting.

Projects must also demonstrate that they can be delivered within the funding period. Projects will be assessed against the scope, time and budget being proposed. You must demonstrate that your project will be completed within the nominated timeframe.

Local government involvement

Applicants must liaise with their local government regarding planning and building approvals pertinent to their project. Your local government will assess all relevant applications and is to rank applications in priority order for the municipality.

No distinctions should be made in the ranking between local governments and community applications.

State Sporting Association involvement

Applicants must liaise with their State Sporting Association to discuss the project. State Sporting Associations are involved in the assessment of applications and may be able to provide valuable information when planning your project, particularly on information related to technical design issues and providing evidence of strategic planning for floodlighting locations.

Advice from all of the above forms part of the assessment of your project.

Application process and timeline

Your application form, together with the supporting documentation required, must be submitted to your local council by the relevant date outlined in the application process and timeline section. Please note that many local governments will close the application period sooner to accommodate council meeting schedules. It is recommended that you check the closing date for Club Night Lights Program applications with your local government to avoid missing out.

More information on Club Night Lights Program timeframes.

Conditions of grant

Funding under this program is administered in accordance with the grant agreement, which is executed by successful applicants. Some key obligations of the recipients and conditions of the grant are below — please note actual conditions may differ at time of grant acceptance:

  1. The State Government’s grant will only be available up to 15 June in the financial year(s) in which it is offered (see above) and is only for use on the project approved. Grants not claimed in the year of offer may be forfeited.
  2. A grant will not exceed the stipulated percentage of the completed project cost (excluding GST), or the maximum grant offered, whichever is the lesser. DLGSC will assess the total eligible cost of your project (excluding GST) from the information provided.
  3. Where the grantee is an incorporated community group or a local government and is registered for GST, payments will be grossed up by 10% of the grant amount (see point 5 below). The DLGSC will issue a Recipient Created Tax Invoice (RCTI) with the grant payment.
  4. Where the grantee is an incorporated community group and is not registered for GST, grant payments will not be grossed up by 10% of the grant amount.
  5. Projects must comply with all laws and applicable building or construction codes, including access for persons with a disability, National Construction Code and other legislation.
  6. Any alterations to the plans supplied in the Application must be submitted to DLGSC for approval before calling tenders, expression of interest or signing contracts.
  7. The following procurement thresholds will be in place for all recipients:
    1. up to $50,000 must have been awarded on the basis that the Recipient obtained at least three (3) verbal quotes;
    2. over $50,000 up to $250,000 must have been awarded on the basis that the Recipient obtained at least three (3) written quotes; and
    3. over $250,000 must have been awarded after a public tendering process, and the Recipient must not "contract split" to avoid the intent of this clause.
  8. Subject to all criteria being met, projects can commence at any time following the announcement of approval.
  9. Club Night Lights Program is primarily a reimbursement system. Funds must be spent and receipts presented. Only project expenditure which commenced after approvals were announced will be recognised for payment. Claims must be supported with detail (receipts) satisfying audit or Financial Management Act (FMA) and Auditor Generals Act 2006 requirements.
  10. Successful projects valued over $300,000 are able to claim 25% of their grant upon the signing of a major works contract. 50% of the grant may then be claimed once expenditure has reached 50%. The final 25% of the grant is to be claimed upon the completion of the project. It is important to note that the Club Night Lights Program still primarily operates on a reimbursement basis. Grantees are required to demonstrate that the expenditure of funds has occurred prior to submitting a claim for payment.
  11. Successful projects valued under $300,000 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 Club Night Lights Program 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 DLGSC in accordance with the terms of the grant agreement. Any concerns should be discussed with DLGSC at the time of application.
  12. Voluntary labour can be a maximum of one-third of the project cost, but cannot exceed $50,000. Unskilled labour is calculated at $25 per hour, skilled labour at $40 per hour and professional labour at $60 per hour.
  13. Grantees are required to retain financial acquittal statements for at least three years following the date of final claim. The parties agree that, despite any provision of the conditions of grant to the contrary, the powers and responsibilities of the Auditor General under the FMA are not limited or affected by the conditions of grant.
  14. Grantees agree that the completed project may be randomly audited by DLGSC or the Office of the Auditor General, or his representative, against the submission and agreed conditions of grant. They also agree to assist with any research, evaluation, promotion and usage of the project as requested.
  15. At the completion of the project, grantees accept that they may be required to display signage acknowledging the State Government’s contribution to the project.
  16. Grantees are required to keep complete, up-to-date, accurate and detailed written records during and after the completion of the project.
  17. Grantees must provide DLGSC with a detailed written report outlining the project’s progress every 90 business days or upon request from DLGSC.
  18. Neither the State or nor any agent, instrumentality or emanation of the State shall be liable in negligence for the success or otherwise of the project or responsible for any losses or financial shortfalls based on the project.
  19. In an event of default, the State may terminate this agreement. Successful applicants should carefully read the terms of the grant agreement prior to acceptance.
  20. Grantees must create an asset replacement fund for the full cost of the new facility development.

State Government recognition

The State Government, through the department, 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 recipients of this support recognise the State Government contribution during the funding relationship.

Accordingly, successful applicants are required to abide by the grant acknowledgement requirements.

Privacy Act

All information provided to the department and gathered during the grant assessment process will be stored on a database that will only be accessed by departmental personnel. The database is subject to privacy restrictions in accordance with the Privacy Act 1998 (Commonwealth) and the Freedom of Information Act 1992.

Resources for planning and managing sporting facilities

There are publications available on the department’s website which will assist you in preparing your application.

Suggested publications are:

Page reviewed 31 May 2021