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

2025-26 Community Projects Round 2

 9am Monday 2 February 2026 Midday Friday 27 February 2026
2026-27 Community Projects Round 1 9am Monday 6 July 2026 Midday Friday 31 July 2026

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 Connected Communities 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. 

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  Executive Leadership Team at 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 2025-26 Community Projects Round 1 recipients

This year Baw Baw Shire Council will deliver more than $140,000 in Community Grants, Round 1, across the Community Projects category, supporting 36 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.

Find out more about the recipients here.

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:

Apex Club of Drouin

$2,911 towards the Geoff Watt Memorial Fun Run Festival for 2025.

 Baw Baw Food Relief

$1,995 to purchase a defibrillator.

 Baw Baw Sustainability Network

$4,712 for online and marketing support.

Bettermentall Australia

$1,995 to purchase a defibrillator.

 Community Church Warragul

$5,000 to support the Warragul Carols by Candlelight event. 

 Crossover School Community Hall

$3,415 to support construction of a concrete slab. 

 Drouin Hawks Junior Football Club

$4,756 to purchase new sporting equipment.

 Drouin Uniting Church

$3,392 towards delivery and advertising for Christmas leaflets.

 Ellinbank Badminton Club

$4,000 to purchase a shuttle machine.

 Ellinbank Public Hall

$4,948 to purchase kitchen appliances. 

 Ellinbank Recreation Reserve Committee

$4,500 for structural engineer drawings for upgrades to netball court.

 Gardivalia

$2,150 for graphic design and printing of brochures and programs.

 Ghostlight Theatre Club

$5,000 to purchase radio microphones and a headset kit.

 Gippsland Branch of the Avicultural Society of Australia

$4,970 to purchase a tandem trailer.

 Gippsland Umpires Association

$4,770 to purchase match quality footballs. 

 Jindivick Cricket Club

$1,798 to purchase new register and EFTPOS terminal. 

Longwarry Cricket Club

$5,000 to purchase new sporting equipment.

 Mountain Rivers Landcare Group

$3,765 to purchase a projector and event support.

Narracan Hall

$4,950 for refurbishment works.

Neerim District History and Heritage Group

$3,379 to film digitising equipment. 

 Neerim District Progress Association

$4,999 for advertising and marketing materials.

 Olivia's Place

$3,650 to purchase warehouse shelving.

 Probus Club of Warragul Ranges

$1,204 to purchase a defibrillator and first aid kit. 

Tanjil Valley Landcare Group

$5,000 to improve the community garden in Willow Grove.

Scout Association of Australia (Victorian Branch for Caringal Scout Camp)

$5,000 to purchase equipment. 

Thorpdale Mechanics Institute Reserve

$4,294 to purchase lighting equipment. 

Walhalla Goldfields Railway

$5,000 to purchase an air conditioner unit for locomotive cabin. 

Warragul and District Lapidary Club

$5,000 to purchase a saw. 

Warragul Camera Club

$3,000 to purchase computer equipment. 

Warragul Croquet Club

$3,032 to purchase assorted mallets. 

Warragul District Amateur Basketball Association

$3,500 to purchase 100 basketballs. 

Warragul Little Athletics Club

$5,000 to purchase a double-sided race clock.

Warragul Municipal Band

$4,539 towards the upcoming 140th Anniversary Showcase Concert. 

West Gippsland Chorale

$736 to purchase storage equipment.

West Gippsland Hockey Association

$5,000 to purchase new sporting equipment.

Wild Dog Triathlon Club

$3,910 towards event costs for the Victoria Regional Triathlon Series. 

Community Grant Guidelines and Additional Resources

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

 

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