Community Grants Program - Community Projects

Funding up to $5000 is available to support the delivery of community events, projects, programs, environmental initiatives, and the purchase of equipment.

To achieve this, the program will;

Deliver projects that align with Baw Baw Shire Council's Plan and Municipal Public Health and Wellbeing Plan, and;
Support and partner with the community to deliver community priorities that improve participation, inclusion and accessibility.

Program Overview

Two funding rounds are available per year, commencing in February and July.
Projects must be completed within six months of the funding agreement being signed.
Application by appointments must be completed to ensure your project meets all requirements for funding.

Community Grants video

Hear from some of our past successful grant recipients and learn more about the Community Grants Program.

Use the drop-down menu below for more information about the program.

Opening and closing dates

Community Grant	Applications Open	Applications Close
2024-25 Community Projects Round 2	9am Monday 3 February 2025	Midday Friday 28 February 2025
2025-26 Community Projects Round 1	9am Monday 7 July 2025	Midday Friday 25 July 2025

Translating and Interpreting Service (TIS National) are available. Please let us know if you would like to book an interpreter.

Application Process - Application by Appointment

Read the Eligibility Criteria on this page to ensure that your community organisation is eligible.
Contact the Social and Community Plan team to arrange an application by appointment meeting by phone on 1300 229 229 or email grants@bawbawshire.vic.gov.au with your contact details to secure a time.
We will:
- Provide grant information and one-on-one support and advice prior to releasing an application form.
- If required, connect you with an alternative contact at Baw Baw Shire for specific advice relating to your project.
Utilise the Assessment Criteria as a checklist for completing your application.
Complete and submit your application via SmartyGrants by Midday, Friday 28 February 2025.

Incomplete or late applications will not be accepted.

Eligibility Criteria

To be eligible for Community Project funding, applicants must:

1. Propose a project located or delivered within the Baw Baw Shire.

2. Be a not-for-profit community group, organisation, or club.

3. Be incorporated under the Associations Incorporation Reforms Act 2012 or supported by another incorporated organisation that will accept legal and financial responsibility for the project (See auspice arrangements for more information).

4. Have public liability insurance with a minimum of $20 million cover or supported by an auspice organisation with the same cover.

5. Comply with Child Safety standards.

6. Have complied with all terms and conditions, including submitting a completed project acquittal report for all previous grants from the Community Grants Program, including any grants where the organisation has acted as the auspice organisation.

7. Have no outstanding debts with Baw Baw Shire Council.

What will not be funded

Items that are part of an organisation’s core business or normal operations expenses, e.g., insurance, utilities, rental, staff salaries, or the payment of debts or loans.
Projects or items that have already been purchased, started or have been completed.
Purchase of land.
Projects where the primary focus is to advocate for religion or faith.
Projects that promote political views.
Catering, alcohol, fireworks, or firearms.
Projects that duplicate existing services and programs.
Baw Baw Shire Council owned or run activities, projects, programs, and events.
The purchase or repair of used goods or equipment.
Projects that create a capital improvement for privately owned or rented properties.
State-wide projects.
All associated club uniforms unless it can be demonstrated their purchase is linked to a project that seeks to increase participation from: people experiencing social and economic disadvantage, Aboriginal and Torres Strait Islander Peoples, people from culturally and linguistically diverse backgrounds, people living with disability and/or the LGBTQI+ community.
Incomplete applications (all supporting documentation must be provided at time of application unless specified in Section 7).
Late applications will not be considered.

Assessment of Applications

A confirmation email will be sent to the applicant once the application has been received. Late applications will not be considered.

All applications undergo an initial review against the eligibility requirements before the formal assessment. Applications that do not meet the eligibility requirements will not progress to full assessment.

Eligible applications are then assessed by a panel convened by Baw Baw Shire Council Officers. The panel recommends which projects should receive funding to the Council or a group of Executive Baw Baw Shire Council who make the final decision.

Assessment Criteria

All applications are assessed and scored against the following criteria;

Criteria	Description	Percentage of score
Council Priorities	Considers the following: Extent that the project aligns with the strategies and goals in Baw Baw Shire Council’s Council Plan and Municipal Public Health and Wellbeing Plan (see section 10 for priorities). Has the applicant considered how to make the project inclusive and accessible to meet the diverse needs of the Baw Baw Shire community?	35%
Community need	Considers the following: Has the need for the project been clearly demonstrated in the application, or is there evidence available at Council to illustrate the need? Extent that the project will benefit the Baw Baw Shire community.	30%
Planning and management	Considers the following: Does the project provide value for money? Demonstrated evidence of planning, e.g., resources, safety, permits etc. Can the project be completed within the required timeframe? Will the project provide outcomes that are ongoing or can be sustained? Does the applicant organisation have the necessary resources and experience to successfully deliver the project? The level of risk and complexity involved in minor capital works projects.	30%
Volunteer driven	Considers the following: Extent to which volunteers are involved in the project. Volunteer involvement is considered positively.	5%

Successful Applicants Offer of Funding

All successful Applicants will be required to complete an Acceptance of Offer of Funding application on SmartyGrants prior to funds being released.

This includes completing the acknowledgment and declaration of the Funding Agreement and provision of completed documents to Baw Baw Shire Council, including but not limited to a tax invoice from your organisation for the grant amount awarded, a Grant Recipient – Supplier Information form or a Statement by Supplier form.

The Funding Agreement outlines the conditions associated with the provision of the Grant and details reporting requirements specific to the application.

Project Acquittal Report

The Project Acquittal Report is the final stage in the grant process.

As part of the project acquittal, you will need to:

Complete a report and provide attachments showcasing the completed project.
Provide a financial report, including reporting on actual income and expenditure (this must include paid invoices with zero balance remaining).
All documents must be uploaded into SmartyGrants as proof of project completion.
Any unacquitted grant funds held by the recipient greater than $100 at the completion of the project will be required to be returned to Council.
Recipients who have failed to acquit or deliver the project in accordance with the grant terms and conditions will be required to return part of or all grant funds to Council.
Should funds not be returned on request Council may take action to recover funds or agree to preclude the applicant (and auspice organisation if applicable) from being eligible to apply for Baw Baw Shire Council Community Grants for the remainder of the current financial year and the whole financial year directly following. Decisions will be notified in writing.

Congratulations to our 2024-25 Community Projects Round One recipients

This year Baw Baw Shire Council will deliver more than $95,768.72 in Round One of our Community Grants across the Community Projects category, supporting 25 non-profit organisations and associations in Baw Baw Shire.

These projects align with Baw Baw Shire Councils Plan and Municipal Public Health and Wellbeing Plan. Council is proud to support and partner with these community organisations to deliver community priorities.

Community Projects Category

The Community Projects Program provides funding to support the delivery of community events, projects, programs, environmental initiatives, and the purchase of equipment.

See the list of successful Community Projects below.

Aberfeldy & District Association Inc.

$2,976.40 to go towards their project titled “Aberfeldy Community Hub Maintenance” for the purchase of wheelbarrow, shovels, rakes, gardening gloves, post hole digger, garden yard cart, fencing, hoe, fork, backpack sprayer, charger, and battery.

Aus. Hair of the Dog Rescue

$5,000 to go towards their project titled “Barkin Mad Ultra Run” for the purchase and hire of a 950 Series Arch and event timing services.

Baw Baw Sustainability Network Inc

$5,000 to go towards their project titled “Creative Harvest Festival” for Website design & management, social media, and printing.

Baw Baw Veterans Cricket Club Inc

$2,401.87 to go towards their project titled “Club Kit provision” for the purchase of cricket bats, helmets, bowling machine, balls, wheel bag, stumps, leg guards, measuring tape.

Baw Baw Radio Modellers Association Gippsland Inc

$2,040 to go towards their project titled “Community Defibrillator Project” for the purchase of a Heartsine Samaritan 500P defibrillator, First Aid Kit for storage with AED.

Drouin Cricket Club

$4,090 to go towards their project titled “Frogbox Video Capture Kit” for the purchase of a Frogbox video capture kit and 2x streaming passes.

Drouin Men's Shed

$3,200 to go towards their project titled “Path from Shed to public toilet” for the construction of a concrete path form shed to toilet.

Drouin Uniting Church for Drouin Combined Churches Committee

$1,678.23 to go towards their project titled “2024 Drouin Christmas Carols Promotional Pamphlet delivery by Australia Post” for the promotional pamphlet delivery by Australia Post.

Ellinbank Badminton Club Inc

$3,180 to go towards their project titled “Shuttles for The Community” for the purchase of 100 dozen RSL Classic shuttles.

Erica and District Historical Society Inc

$5,000 to go towards their project titled “Table and Chairs” for the purchase of a rectangle 2100 Table extension and 2 x 52 cm High back and 2 x 52 cm low back Murray Bridge chairs.

Gippsland Umpires Association

$4,958.35 to go towards their project titled “Facilities & Equipment Protection” for the installation of an alarm panel (keypad), external and internal sirens, motion detectors, electronic locks.

Gladiators Basketball Club

$3,701.73 to go towards their project titled “Purchase of Coaches Bags and Equipment” for the purchase of 40 coaches’ bags with embroidery logos, 20 Basketball Coaching Boards and 7 flexi dome sets with stands.

Hillend & Grove Rovers Football Netball Club

$5,000 to go towards their project titled “Portable Electronic Scoreboard for Netball” for the purchase of an outdoor netball scoreboard.

The Scout Association of Australia, Victorian Branch for Warragul Scouts Group

$5,000 to go towards their project titled “Warragul Scout Group Camping Trailer” for the purchase of a Fit-for-purpose camping trailer.

Tetoora Road Community Centre - Community Asset Committee

$1,947.20 to go towards their project titled “Spruced up for Spring” for the purchase of a 100-litre wheelbarrow, 4 lockable garage cabinets and 2 tear drop display flags.

Thorpdale Mechanics Institute Reserve

$4,993 to go towards their project titled “Front Entry Refresh / WOW Factor” for materials including wood stain, clear stain, wood putty, sanding discs, masking tape, disposable drop sheets and labour.

Warragul Amateur Swimming Club Inc

$5,000 to go towards their project titled “Sun protection shade for swimmers, parents and volunteers.” for the purchase of 6 portable sunshade marquees.

Warragul Camera Club

$4,000 to go towards their project titled “52 Warragul National Photographic Competition and Exhibition” for West Gippsland Arts Centre Hire and catalogue printing.

Warragul Farmers Market

$4,737 to go towards their project titled “A country fun filled family fair.” for event hire from Entertainment animals from Oz, Little Ryders Pony Rides, Fiddlesticks Performers, Love Succers, Fitzpatrick’s Entertainment and Country Charm Event Hire.

Warragul Municipal Band

$4,999 to go towards their project titled “Satellite Music Education programs- feasibility and equipment.” for musical equipment including tuba, trombones, cornets, flegelhorn, tripod music stands.

Warragul RSL Sub Branch Inc for Warragul RSL Pipes and Drums Band

$4,840 to go towards their project titled “Purchase of drum harnesses and cases.” for the purchase of 3x Snare drum carrier and 5x Hardcase Tenor Drum Case.

Warragul Toastmasters Club Inc

$2,646.94 to go towards their project titled “Digital and Online Learning” for the purchase of Conference cam, speaker, speakers’ bag, wireless mic, receiver, headset & lapel mic c/w case, onstage microphone stand, microphone clip to suit wireless mic and speaker stand.

West Gippsland Bush Walkers Inc

$2,279 to go towards their project titled “Office Equipment for the club.” for the purchase of Laptop, software, laptop storage bag, wireless mouse, personal storage.

Western Park Cricket Club

$2,200 to go towards their project titled “Battery replacement” for the purchase of 6x T875 Battery Trojan 8V 170AH.

Yarragon Arts Council

$4,900 to go towards their project titled “Yarragon Studio Festival” for fees for Performing Artists.

Community Grant Guidelines and Additional Resources

Below are some useful resources you can use to help support your application.