Community Grants Program

How will grants be assessed?

The grant process is a very competitive process and funds are awarded based on merit, so there’s no guarantee that you’ll be funded every time.

After you submit your application, the first thing our officers do is check that you’re eligible. This means that you meet our requirements and that all of your documents are in order. If that’s all okay, then your application will be assessed by a panel of officers.

Quick response grants are assessed when they are submitted, and we should get back to you on the outcome within 14 business days.

All other grant applications are scored and then ranked against the other applications submitted during that grant round.

Recommendations for funding are then presented for approval by a delegated city officer if they are under $20,000 and to Council if they are over $20,001.

All applicants will be notified in writing of the outcome.

Successful applicants will receive a letter of offer and a grant agreement to sign before any funding can be paid.

What if I am successful?

Successful applicants will receive a letter of offer and a grant agreement to sign before any funding can be paid.

Grant agreements include the terms and conditions for the project in which the City will make the grant available - this includes:

• How long the contract is
• What your responsibilities are
• What the City is expecting your project to be (based on your application).

It is important that you read this contract and understand the terms and conditions included.

All successful applicants must sign and enter into this agreement before any funds can be distributed.

Once all required documentation has been signed and received by the City, the grant funds will be transferred via EFT to the nominated bank account.

What conditions will apply for my grant?

This depends on what grant you are applying and successful for. Please refer to specific information on each grant stream on the Community Grants Program page.

How will the decision be advised?

We will notify you in writing of the outcome of your application. 

Approval of a grant does not imply that the City has given any other approval. Applicants should note that many projects (including events and projects) that require approvals or permits from the City of Stirling or any other State Government agencies will need to be obtained separately, or the City may revoke the grant.

If your application is not successful, the decision does not necessarily reflect the worthiness or community benefit of the proposal. The City’s Community Grants Program is a very competitive process and the number of applications may exceed the funds available. All applicants are encouraged to arrange a phone or face-to-face meeting with the Senior Grants Officer to discuss feedback from the assessment panel on their application.

How are payments made?

Once contracts are finalised, payments are processed with a standard period of a 30-day turnaround time from the invoice date.

Does my group need an ABN?

Your group may need to supply an ABN as part of your application. An ABN refers to an Australian Business Number issued by the Australian Taxation Office (ATO). If your organisation has an ABN, it must be included in your application.

The holder of the ABN is either:

• Registered for the Goods and Services Tax (GST) or
• Not Registered for the Goods and Services Tax (GST).

It’s a good idea for any incorporated group to register for an ABN. You can read more at the ATO website.

What if my group doesn’t have an ABN?

If your organisation doesn’t have an ABN, you’re requested to complete a Statement by Supplier Form and lodge it together with your application. The form is available on the Australian Taxation Office’s (ATO) website.

If you don’t have an ABN and don’t supply this form, we are obliged to take 46.5% of the grant allocated and send this to the ATO.

For information about taxation, contact the ATO on 13 28 66 between 8am and 6pm Monday-Friday, or visit the ATO website.

If you want to talk to a Tax Officer and require an interpreter, you can call the Translating and Interpreting Service on 12 14 50.

If you have a hearing or speech impairment and have access to appropriate TTY or modem equipment, you can phone 13 36 77.

If you have access to TTY or modem equipment, you can phone the Speech to Speech Relay Service on 1300 555 727.

What is public liability insurance and why might I need it?

Public liability insurance (PLI) protects you if someone is injured or property is damaged as a result of your project, event or activity. Grant recipients are responsible for any loss, liability or expense arising from activities funded by the grant. Some venues or activities may also require you to have PLI in place before your project can proceed.

If you already hold PLI, check with your insurer to confirm whether your proposed activity is covered.

How much Public Liability Insurance will I require?

The City is not responsible for determining the level or appropriateness of insurance cover. Applicants are responsible for seeking advice from their insurance provider and ensuring they have the necessary cover to meet all venue and activity requirements.

Insurance needs will vary depending on the scale and nature of the project. Smaller, localised neighbourhood activations may not require insurance, while larger community events do. To help protect your event or project, the City strongly recommends that Grant recipients hold a public liability insurance (PLI) policy with a minimum cover of $20 million. Grant recipients are responsible for any loss, liability, or expense arising from activities funded by the grant.

Can I include public liability insurance costs in my application?

Funding for up to $1,000 for public liability insurance may be available for individuals or unincorporated groups delivering a one-off project, where insurance is essential and not something that you would normally have. You can include PLI costs in your application only if all the following apply:

• The insurance is required for the project to proceed
• You do not have public liability insurance
• Your project isn’t covered by another organisation’s insurance
• You are not a business, incorporated organisation or registered charity
• The cost is reasonable for the size and duration of your project
• A quote (not a purchased policy) is included with your application*.

If these conditions aren’t met, public liability insurance costs cannot be funded.

*Please do not purchase a new policy for your project before your grant has been approved, unless you already hold insurance and need a specific extension or short‑term policy as outlined in the FAQs above. Please speak to a member of the Grants team first to discuss your situation.

Which entity types are expected to already hold public liability insurance (PLI)?

The following entity types are expected to already have public liability insurance as part of their normal operating costs, and therefore cannot request grant funding for this expense:

• Small businesses and sole traders
• Incorporated organisations, including incorporated associations
• Registered charities and not-for-profit organisations
• Professional practitioners or service providers (such as artists, facilitators, trainers or contractors) who regularly work with the public.

Grant funding is intended to bring community‑led projects to life. It isn’t intended to cover every day operational or compliance costs. For many organisations, public liability insurance is something they already need to have in place as part of their normal risk management and governance responsibilities.

What other types of insurance might I need to consider when applying for a grant?

Public Liability Insurance (PLI) is important, but it doesn’t cover everything. Depending on your project, you may need additional insurance when required, such as volunteers’ insurance to cover volunteers in the event of an injury claim, or building and contents insurance, to cover damage to a property in your organisation’s control (if you’re hiring a space).

Depending on your project, you may need to think about a few different types of insurance to make sure your group, your volunteers and the public are protected.

Some common types include:

• Public and product liability insurance – covers your group if someone is injured or property is damaged during your activities, or because of something your group provides (for example, food, equipment or materials)
• Volunteer personal accident insurance – helps cover volunteers if they are injured while helping with your project
• Association liability insurance – protects the organisation and its committee or office-bearers if there are legal claims related to how the group is run or decisions that are made
• Building and Contents Insurance – covers damage to a property your organisation uses or controls (for example, if you’re leasing or hiring a space). This isn’t included in PLI.

Having the right insurance in place helps ensure everyone involved in your project is protected. Insurance needs can vary depending on the type of activity you’re planning, so it’s always a good idea to speak with your insurance provider to confirm what cover you need.

Why doesn’t the City of Stirling’s Public Liability Insurance cover our project?

The City of Stirling has taken out its own very specific Public Liability Insurance (PLI) policy, which covers specific activities and locations. The Community Grant Program funds community-led events and activities and therefore is outside the scope of City’s PLI.

Can the City organise our Public Liability Insurance?

There are many variables when calculating PLI, such as the type of activities being run, how many activities take place, and where. Each group is unique and needs to have its own PLI.

Not-for-profit organisations may choose to access one off cover from Local Community Insurance Services and individual artists may choose to access insurance from Artsource.

Can I apply for a grant if I don’t have Public Liability Insurance yet?

To support new and emerging community groups, you can apply for a Quick Response Grant even if you don’t yet have Public Liability Insurance (PLI). However, if your application is successful, you must provide proof of PLI before signing your grant agreement. Funds can only be released once your insurance is in place. 

What does it mean to be incorporated and can I include the costs of becoming incorporated in my application?

Yes - we can provide funding of up to $1,000 to help unincorporated community groups become incorporated.

Community groups form for many reasons:  social, sporting, creative or neighbourhood based. Incorporating your group creates a simple and affordable way to become a legal entity.

For example, if an unincorporated group needs to rent a venue or arrange insurance, an individual member would normally need to sign under their own name, which can place them at personal financial risk. Once incorporated the group can enter agreements under the organisation’s name instead, sharing and reducing the risk for everyone involved.

Your community group may decide not to incorporate, particularly if you only handle small amounts of money and rarely need to enter into legal agreements.

However, it’s important to note that many grants are not available to unincorporated groups. In these cases, we often recommend finding an auspice organisation to support your project.

For more information on becoming incorporated, please visit The Funding Centre website

What is auspicing?

Auspicing is an arrangement where an incorporated and eligible organisation partners with and supports an unincorporated community group by submitting a grant application on their behalf, taking on the legal and financial responsibility for the grant, which allows groups that are otherwise ineligible (for example, those that are not incorporated) to access funding opportunities.

If you are an unincorporated group, then an incorporated group is needed to auspice (support) your grant application.

The auspice organisation will:

• Sign the grant agreement
• Receive and manage the grant funds
• Ensure the project, activities or events is delivered as agreed
• Submit all required reporting, financial acquittals and evaluations.

Your group/organisation will still be recognised as the ‘grant recipient’, but the auspice organisation carries the formal responsibilities.

What do I need to consider when choosing an auspice organisation?

• The auspice organisation you choose must be incorporated, be based in WA and have a valid ABN
• The auspice organisation accepts legal and financial responsibility for the grant, meets all eligibility criteria for the grant; and provides public liability insurance for the project(s). The auspice organisation retains full responsibility for project delivery, financial management and reporting and acquittal
• All grant funds are paid directly to the auspice organisation, not to the applicant
• If you choose to apply for a grant as part of an auspice agreement, you need to provide the auspice organisation’s contact details, ABN, their most recent financial report, and evidence outlining your agreement with them. Please see an example of a letter for auspice confirmation.

Can a business be auspiced if the project benefits the community?

No - even if the activity benefits the community, businesses and for-profit entities are not eligible to be auspiced. Auspicing exists specifically to support informal community groups - not commercial ventures.

What is match funding?

Match funding means you must contribute an equal amount of cash to the amount you request from the City.

Small businesses must match fund the request in grant funding with cash – not in-kind support.

Registered schools applying for small, medium and large grants must also match fund but their match funding can include value-in-kind/cash or both.

How do I calculate match funding?

Example 1: Match funding with no other income

• Total project cost: $10,000
• Grant requested: $5,000
• Your cash contribution: $5,000.

Example 2: Match funding with other income

• Total project cost: $10,000
• Other sources of income: $1,000 sponsorship plus $1,000 in ticket sales = $2,000
• Grant requested: $4,000
• Your cash contribution: $4,000.

If you’re unsure how match funding applies to your project, please contact the Grants Team for support by emailing grants@stirling.wa.gov.au.au.

What is ‘Value In-Kind' (VIK) support?

An in-kind contribution is a contribution of any goods or services to your activity that will not cost money. In-kind contributions are important, to identify the true value of your project and demonstrates community connectiveness when volunteer opportunities are given.

How do I include ‘Value In-Kind' (VIK) in my application?

 Some examples of in-kind support that you might contribute to your activity could include:

• Voluntary labour (for example – volunteers helping set up an event)
• Donated goods (for example – a loaned marquee, tables, signage or audio equipment)
• Donated services (for example – a professional trainer delivering a workshop at no charge).

There is a separate section in the application form specifically for your Value in Kind contribution. These contributions are considered as part of the assessment. 

Important note: please do not include your Value in Kind contribution in your project’s total costs or expenditure.

How to calculate your In-Kind contribution

The calculation of your in-kind contribution is based on your best estimates. As a guide:

• Volunteer time: Calculated at $48.00 per hour* (*as per Volunteering WA’s Volunteer Benefits Calculator)
• Donated goods or services:  use the normal market price you would pay if they were not donated.

Important note about paid staff: if paid employees (including yourself) are contributing time to the project, this must be recorded as value in kind, not as an expense. Salaries and wages are considered business as usual operational costs and cannot be funded through grant funding.

The City’s Value-In-Kind support

The City’s ‘In-kind support’ refers to situations where we provide the value of our resources, goods or services, at no or reduced cost to eligible applicants, instead of providing cash funding.

The City of Stirling offers several types of in-kind support, assessed on a case-by-case basis depending on your project and its needs.

Types of available in-kind support available:

• Venue hire of City-managed facilities: The City may cover the hire fee for eligible venues. Please note: bonds and any additional charges not covered within the VIK still apply and must be paid by the applicant
• Waste management: The City can provide waste management support for community events or projects. Projects that also demonstrate higher sustainable waste practices and increased recycling may be eligible for higher levels of subsidisation
• Development application fees: Where relevant, the City may cover the cost of required development application fees as part of your in-kind support
• Other City services: Additional City services may be considered for in-kind support where appropriate. These will be reviewed during grant applicant assessment.

Applicants are encouraged to discuss any potential in-kind support with a City of Stirling grants officer before submitting an application. 

Including the City’s Value-In-Kind (VIK) in your budget

If you are requesting any Value in Kind (VIK) from the City such as venue or reserve hire you must include the full cost of this support in your project expenditure.  This means that if you are not awarded Value in Kind, you will need to pay for these costs yourself. If Value in Kind is awarded, this will form part of your total grant request.

How the City’s Value-In-Kind affects your grant type (e.g. Small, Medium or Large)

 Your grant assessment is based on the combined value of:

• The cash funding you are requesting
• The Value-in-Kind you are seeking.

For example – if an applicant requests $4,000 in grant cash funding and $3,000 for City Value in Kind support (e.g. venue hire), then the total grant request is $7,000 ($4,000 + $3,000). This means the application must be submitted under a Medium Grant category, as it exceeds the Small Grant limit. If the grant is approved in full, the applicant would either receive $4,000 in grant funding cash plus $3,000 VIK, or a total amount of $7,000 cash to cover all expenses including venue hire.

What happens if my grant funded project changes?

Sometimes projects don’t go exactly as planned. If anything changes from what you originally proposed and was agreed to, please let us know straight away. It is important not to wait until your acquittal report is due.  

You must contact your Support Officer and request a Variation Request Form via your Smarty Grants account if you need to make any significant changes, including:

• Project scope
• Timeline
• Budget (such as changes in income, such as additional funding and/or sponsorship or changes in expenditure items)
• Other changes (e.g. project objectives or other key elements).

How are variation requests assessed?

Once submitted, your variation request will be evaluated against the original grant objectives and conditions by the assessment panel/officer. The panel/officer may request additional information or clarification if necessary. The variation request is reviewed and if approved you will be notified of the outcome within 14 business days. If the variation is not approved, you will be notified of the outcome and will need to continue to honour the original grant agreement.

If you can’t deliver what is agreed in the grant agreement you may be required to return a portion of these funds.

We would prefer that you contact us early, before your project is completed and request a variation. This alters the expectation of your grant agreement and may include an extension to your timeframes or an alteration to your outcomes.

What happens if my organisation details change?

Please let us know as soon as possible if the details of your organisation change as this may affect your grant agreement.

Can a grant decision be requested to be reviewed?

All decisions regarding grant outcomes are final. You can apply for a grant again if you are unsuccessful, or you can ask for feedback or assistance from the City by emailing grants@stirling.wa.gov.au.

What reporting is required?

After you complete your activity, you must submit an acquittal report through SmartyGrants. This report shows how you used the grant funds and helps the City understand the outcomes of your project.

An acquittal is broken down into three sections and will ask you the following:

1. Project report:
   • Project overview and outcomes achieved. 
   • Identify key lessons learnt
   • Explain any variations from the original agreement.
2. Financial report:  
   • Provide an income and expenditure statement (scroll down to learn more)
   • Small and Quick Response Grants only - all receipts and paid invoices must be submitted as evidence of eligible expenditure incurred for the total cost of the project
   • Medium and Large Grants only – a transactional breakdown of each income and expenditure line item. A sample of receipts & invoices will be requested once the acquittal has been submitted
   • Large Grants only - an audited financial report must also be submitted - this can be provided at a later date if necessary.
3. Grant requirement evidence: 
   • Evidence of acknowledgement of the City  
   • Project photo evidence (minimum of three photos) - if your grant has covered photography or videographer fees then please provide all photos/video
   • Public liability insurance certificate  
   • Any additional certificates/licenses and permits if required for your project  
   • Evaluation evidence.

When do I need to submit my acquittal report?

Acquittal submission timeframes from end of activity date are as follows:

• Quick Response Grant: within 4 weeks
• Small, Medium & Large Grants: within 6 weeks.

As part of the Community Grants Program accountability process, we reserve the right to audit any and all grant recipients for compliance with the grant conditions and expenditure of grant monies received.

What is an income and expenditure statement?

An Income and Expenditure Statement (also known as a Profit and Loss Statement), is a simple summary of all the money that has come in and all the money that has been spent on your project or organisation. It shows:

• What you spent money on (e.g. $150 on social media advertising for three events)
• How much each activity cost (e.g. $200 on printing, $300 on advertising)
• Any contractor payments (e.g. $2,600 on external service providers)
• Any income received (e.g. grants, ticket sales, vendor fees, hire fees).

This statement helps provide a clear picture of how project funds were used and is a standard part of your acquittal requirements.

You can find an example as this type of report on the Our Community website.

Can I submit a request during the closure period?

Due to the grant process and rounds of funding available, we can not accept an application outside of this process.

Can someone from the City help?

The City’s Grants team is here to help you through every stage of your application process. We can help by:

• Providing information and advice on the City’s Community Grants Program
• Directing you through the City’s grants information portal on our website
• Helping you to set up a SmartyGrants account and help you upload information
• Answering any questions relating to the application and assessment process.

We will also hold information sessions at the start of each grant round in various locations throughout the City of Stirling.

Please note that we can’t write your application for you or develop your project budget. It is important that we remain impartial so that we can give every applicant the same level of support.

You may also find some useful information such as assistance with writing grant applications on the Funding Centre Website.

Grants Team Contact Details

Email: Grants@stirling.wa.gov.au   Contact: 92057115