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.

The Community Grants Program aims to support the community to be sustainable, healthy, and thriving.

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.

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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

  1. Read the Eligibility Criteria on this page to ensure that your community organisation is eligible. 

  2. 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.

  3. Utilise the Assessment Criteria as a checklist for completing your application.

  4. 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 2 recipients

This year Baw Baw Shire Council will deliver more than $154,000 in Community Grants,

Round 2 across the Community Projects category, supporting 41 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 equipment purchases.

See the list of successful Community Projects below.

Aus. Hair of the Dog Rescue

$4,774 for the purchase of marquees with gutters and side walls kits. 

Avicultural Society of Australia Inc.

$1,628 for the purchase of bird expo promotional materials.

Buln Buln Football Netball Club Incorporated

$1,971 for the purchase of training footballs, goal post and netball rings.

Chalkies Basketball Club

$2,500 for the purchase of 50 basketballs.

Community Church Warragul - Kings Café

$4,537 for the purchase of an indoor and outdoor play equipment.

Crossover School Hall Committee

$1,766 for the purchase of garden shed, shelving and screening materials.

Drouin Dragons Soccer Club

$3,845 for the purchase of 12 junior goals.

Drouin Presbyterian Church

$5,000 for the purchase of essential therapeutic and sensory toys and resources.

Gippsland Associated Theatre

$2,250 for theatre sports venue hire and equipment, musical entertainment, event MC and 2 judges.

Gippsland Ranges Roller Derby

$5,000 for pride cup venue hire, security, event photography and first aid.

Gippsland Symphony Orchestra

$4,000 for Youth Orchestra program venue hire and musical instruments, in-service and administration fee.

Hill End Community Incorporated

$3,574 for the purchase of an air conditioning unit. 

Latrobe Catchment Landcare Network

$4,756 for the purchase of Storage containers, foldout tables and a branded events kit.

Lions Club of Warragul

$3,973 event printing of the 47th District Convention & AGM Booklet.

Longwarry & District Lions Club

$3,299 for the purchase of a Stainless-Steel fridge.

Mid Gippsland Junior Badminton Association  

$2,900 for the purchase of shuttlecocks, portable speaker, microphones and trophies.

Seaview Mechanics Institute

$4,161 for the purchase of accessible technology and outdoor maintenance equipment.

Shady Creek Hall Committee Inc.

$4,929 for the purchase of bolero folding banquet rectangular tables.

The Country Women's Association of Victoria Inc.

$4,997 for the purchase a printer and essential kitchen and baking equipment.

The Hallora Marathon Incorporated

$5,000 for Hallora Festival event traffic management.

The Noojee & District Historical Society Inc.

$4,848 for the purchase of reverse cycle split system and two wall mounted fans.

Trafalgar and District Probus Club Inc.

$1,800 for the purchase of an Apple MacBook.

Trafalgar Bowls Club

$2,090 for the purchase of a battery-operated bowls green sweeper.

Trafalgar Holden Museum

$5,000 for Route 69 event traffic management and advertising.

Trafalgar Men's Shed

$5,000 for the purchase of a cabinet saw.

Trafalgar Park Bowls Club

$2,980 for the purchase of trestle tables, cupboards and pickleball starter kit.

Walhalla Heritage and Development League

$5,000 for the purchase of 6 headsets and charging stations.

Warragul & District Churches Badminton Association Inc.

$1,000 for the purchase of badminton racquets.

Warragul Amateur Swimming Club Inc.

$5,000 for the purchase of 8 portable sunshade marquees and 2 hand moving trolleys.

Warragul Anglican Church

$3,499 for the purchase of CPR defibrillator machine and accessories.

Warragul District Amateur Basketball Association

$3,750 for the program supporting coaching services, 50 outdoor basketballs, branded program shirts. 

Warragul Little Athletics Club

$3,791 for the purchase of a hurdle trolley and 2 timing gates.

Warragul Municipal Band Inc.

$5,000 for the projects upcoming 140th Anniversary planning, research, interview and filming of a promotional clip.

Warragul Youth Theatre Inc

$5,000 for the event James and the Giant Peach venue hire.

Warranor Basketball Club

$4,046 for the purchase of assorted training equipment.

West Gippsland Chorale

$2,525 for the purchase of 45 chorale sheet music booklets.

West Gippsland Riding Club

$4,974 for the purchase of an amplifier, microphone, speaker, installation of PA system equipment, power points and lighting.

West Gippsland Touch Rugby Club Inc.

$3,051 for the purchase of assorted sporting equipment.

Western Park Cricket Club

$4,340 for the purchase of tough PC, tough modem, sim, software, installation.

Wild Dog Triathlon Club

$2,399 for the purchase of 10 poly signs, sports action first aid kit and 12 bike racing stands.

Yarragon Football Netball Club

$4,801 for the purchase of a Point-of-Sale (POS) System.

Community Grant Guidelines and Additional Resources

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

 

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