Community Grants Program - Minor Capital Work

Funding up to $10,000 is available with an applicant cash contribution of 25% of the total grant amount.

Minor Capital Work projects could include netting behind goal posts, goal post installation, fencing, lighting upgrades, playing surface upgrades, kitchen upgrades, electronic scoreboards, painting a hall, and public seating.

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

  • 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.

Application Process - Application by Appointment

Minor Capital Work grants are subject to a two-stage application process, where applicants must complete an Expression of Interest Minor Capital Work Grant application, opening the first Monday in May.

In June, Expression of Interest Minor Capital Work applications are assessed and applicants with successful Expression of Interest Minor Capital Work applications are invited to submit a Minor Capital Work application in July with consideration of advice received during the Expression of Interest Minor Capital Work process. 

Projects must be completed within six months of the funding agreement being signed.

  1. Read the Eligibility Criteria on this page to ensure that your community organisation is eligible.
  2. Contact the Contact the Active and Connected Communities Team to arrange an application by appointment meeting by phone on 1300 229 229 or by emailing 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.

Opening and closing dates

Opening and closing dates for the next round of funding:

Community Grant

 Grant requirement Applications Open Applications Close
Minor Capital Work

Application by appointment 

Stage 1 - Expression of Interest Minor Capital Work Application 9am Monday3 May 2027 Midday Friday 28 May 2027

Stage 2 - Minor Capital Work Application
(By invitation only)

 9am Monday 5 July 2027 Midday Friday 30 July 2027

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

Eligibility Criteria

To be eligible for Community Grant Program, Minor Capital Work 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 at Baw Baw Shire Council. 

8. Have written approval in writing from the owner of the land where Minor Capital Work will take place, noting works on privately owned land will not be funded. 

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.
  • Projects that duplicate existing services and programs.
  • Catering, alcohol, fireworks or firearms.
  • 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.
  • Minor Capital Work projects where applicant cash contributions equal less than 25 percent of the total grant amount. (Note: Projects not involving Minor Capital Work do not require financial contributions).
  • Minor Capital Work or equipment for parts of facilities or venues where alcohol is sold, e.g., Club bar areas.
  • Minor Capital Work projects that are considered by Council to be inadequate in planning, or an inappropriate project type including paths, building entrances, and projects that involve the construction or renovation of existing building structures.
  • 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.
  • Late applications will not be considered. 

Assessment of Applications

A confirmation email will be sent to the applicant once the Expression of Interest Minor Capital Work or Minor Capital Work application has been received.

Late applications will not be considered.

All Expression of Interest Minor Capital Work and Minor Capital Work applications undergo an initial check against the eligibility requirements. Applications that do not meet the eligibility requirements will not progress to full assessment.

Eligible Minor Capital Work applications are then assessed by a panel convened by Baw Baw Shire Council Officers to consider and make recommendations on grant applications. The panel used for the assessment of Expression of Interest Minor Capital Work applications will also undertake the assessment of Minor Capital Work applications.

The panel recommends which Minor Capital Work projects should receive funding to 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.

  • Does the applicant organisation have the necessary resources and experience to successfully deliver the project?

  5%

Successful Applicants Offer of Funding

All successful Applicants will be required to complete an Acceptance 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.

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 Minor Capital Work recipients

The Community Grants Program Minor Capital Work category, supports local community groups and not-for-profit organisations in delivering, repairing, or improving built-form asset projects at eligible community facilities and places that contribute to a sustainable, healthy, and thriving community.

More than $83,000 has been offered to 9 local community groups to fund the delivery of various Minor Capital Work projects.

Minor Capital Work Category

This category supports the delivery, repair, or improvement of built form asset projects at eligible community facilities and places.

Ellinbank Recreation Reserve

$10,000 for a netball grandstand, safe steps to courts and a drain for seepage from the retaining wall

Hallora Hall Committee

$10,000 for hall cladding.

Hill End Community Inc.

$8,250 to restore the old Fumina South school room at Hill End Community Centre including the back window and wall, replace weather boards restump the small front porch and the building work will be primed and painted.

Neerim District Cricket Club

$10,000 to refurbish cricket training nets including replacing the existing chain mesh fencing at the cricket training nets, fully enclosing the training area and installing retractable internal dividers

Neerim Memorial Hall

$10,000 for qualified trades to connect services to Hall including installation of tanks and water connection to the Hall and connecting electricity to the storage shed for light and power.

Neerim South Recreation Reserve

$8,452.50 to remove the existing netball posts and sleeves and install two netball post systems (new sleeves, posts, and nets), paint post base area, and reinstatement of all netball court line markings.

Thorpdale Recreation Reserve

$10,000 for kitchen upgrade including stainless steel fireproof wall cladding behind cooking area, stainless steel nib wall beside fryers, laminex-coated cupboards under the sink and under servery and servery top, hands free sink and tap.

Warragul Croquet Club

$7,166.77 for a contractor to concrete area and drainage works on front veranda.

Warragul Woodworkers Club

$10,000 for a kitchen upgrade including supply and install kitchen joinery – doors, oven, drawer bank, pot drawer bank, panels, bulk heads, open overhead cabinets, laminated benchtops, handles, sink, tap and paint.

Community Grant Guidelines and Additional Resources

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

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