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.
  • 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. 
  • Goods and Services Tax (GST) - Applicants must indicate whether they are registered for GST and provide their Australian Business Number (ABN) as part of the application process.
  • Organisations Registered for GST - Organisations that are registered for GST must exclude GST from project costs and funding requests, as they are to claim GST credits through the Australian Taxation Office. All invoices submitted in payment of the grant must be GST exclusive and must not include any GST charges.
  • Organisations Not Registered for GST - Organisations that are not registered for GST may include GST in project costs and funding requests, as they are unable to claim GST credits. 

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. All application by appointment meetings can be done in person, via telephone or online.

  4. An application by appointment meeting is a mandatory step in the Community Grants process.

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. 

Community Projects may be deemed an unacceptable risk by Council if they involve:

  • Inadequate project planning or  insufficient risk mitigation measures;
  • Complex project types, including but not limited to footpaths, building entrances, or other public access infrastructure and;
  • Construction or renovation of existing building structures.

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: 

  35%
Community benefit  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. 

  • The level of project risk to Council, Community, or environment.

  30%
 Volunteer driven  Considers the following: 

  • Extent to which volunteers are involved in the project. Volunteer involvement is considered positively. 

  • The extent to which volunteers of the organisation contribute to the management of the organisation outside of the project.

  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 2026-27 Community Projects Round 1 recipients

This year Baw Baw Shire Council will deliver more than $137,000 in Community Grants, Round 1, across the Community Projects category, supporting 35 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:

Anglican Parish of Drouin

$3,999.10 Safety equipment and audio upgrade

Aus Hair of the Dog Rescue Inc

$4,880 Barkin’ Mad Ultra - event timing services and marquee rental

Baw Baw Indian Community Inc

$5,000 Navratri Mahotsav 2026 Festival - venue, audio and PA systems, lighting, cultural decoration hire and marketing & promotion

Baw Baw Sustainability Network

$5,000 Creative Harvest Festival - website upgrade, marketing and photography

Community Church Warragul

$4,840 Warragul Carols - hire of staging and audio-visual equipment including Screen 5.5x3 Trailer

Country Women's Association of Victoria Inc (Drouin South Branch)

$2,073.95 Laptop and IT accessories

Drouin Badminton Club Inc

$3,599 Badminton shuttlecock feeding machine

Drouin Combined Churches Committee

$4,166.37 Drouin Carols by Candlelight - advertising, pamphlet distribution, Aus Post delivery and signage

Drouin Cricket Club Inc

$2,805 Blasters Program - qualified coaches to facilitate Blasters program

Drouin Dragons Soccer Club Inc

$4,900.50 All-weather path connections at Bellbird Park Reserve

Drouin Presbyterian Church

$3,150.36 Automatic electronic defibrillator and associated lock box

Gippsland Associated Theatres Inc

$2,450 Theatresports 2027 - judges, master of ceremonies and band

Labertouche Badminton Club Inc

$4,699 Badminton shuttlecock feeding machine

Labertouche Ladies Social Group Inc

$4,870.39 Purchase a dishwasher and rangehood for the Labertouche Public Hall Kitchen

Lions Club of Trafalgar Inc

$3,755 Automatic electronic defibrillator and associated lock box at Childers

Lions Club of Yarragon Inc

$1,544 Laptop and IT accessories

Narracan Hall

$4,396.96 4 drawer fireproof filing cabinet, delivery and installation

Neerim District Community House and Men's Shed

$4,620 Mobile welding fume extractor

Rawson Cricket Club

$5,000 Outdoor infrared strip heaters and protected power circuits

Tetoora Road Community Centre

$2,731.82 East Ward Community Singing Series includes Baw Baw Singers performing 4 events and hall hire at Tetoora Road, Ellinbank, Hallora and Seaview Public Halls

The Hallora Marathon Incorporated

$5,000 The Hallora Marathon Festival - traffic management costs

The Noojee & District Historical Society Inc

$4,490.50 Digital multimedia display screens

Thorpdale Mechanics Institute

$4,125 3 new toilet suites, stainless steel cistern

Trafalgar Golf Club Inc

$2,298.20 Laptop and IT accessories

Trafalgar Holden Museum

$3,663.84 Cruise 69 - road management, toilet hire, promotion and printing

Trafalgar Tennis Club Inc

$1,605 BBQ 4 burner

Warragul Community Men's Shed

$4,026 Meeting room tables and chairs

Warragul Cricket Club

$2,150 iPads for live scoring project

Warragul Junior Football Club

$5,000 Computer, electronic siren and install

Warragul Municipal Band Inc

$4,993.10 Two honour boards, one concert bass drum and stand, and two lightweight marching snares with harnesses

Warragul Tennis Club

$4,900 6-ft Mini Cube storage container and delivery

Warragul Youth Theatre

$5,000 Shrek Jr production - West Gippsland Arts Centre venue hire

Warranor Junior Football Club Inc

$4,974.96 Sporting Equipment; footballs, bump pads, ruck bags, training bibs and dome sets with stands

West Gippsland Vehicle Restorers Club Inc

$4,412.65 Double fryer, pie warmer with glass doors and an upright freezer

Wild Dog Triathlon Club

$2,106.50 Printed marquee, corflute signage and freight

Community Grant Guidelines and Additional Resources

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

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