Community Grants Program - Minor Capital Works


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. 

Application Appointments to submit an Expression of Interest (EOI) are now welcome for Minor Capital Work Grants up to $10,000 (total inclusive of GST if applicable), where the total project value is less than $50,000.

Projects that may be supported may include netting behind goal posts, goal post installation, fencing, lighting upgrades, playing surface upgrades, kitchen upgrades, electronic scoreboards, painting a hall, and public seating. 

Application Process

Minor Capital Work grants are subject to a two-stage application process, where applicants must complete a Minor Capital Work Grant Expression of Interest (EOI) application. 

Applicants are encouraged to make an appointment to speak with Council officers to discuss their project ideas to ensure that they meet the eligibility criteria and know in detail what information is required in the Expression of Interest.

During the appointment, officers will go through the application process in detail to ensure applicants have a comprehensive understanding and therefore have the best chance of success with their application. 

Application via appointment - opens 9am Monday 17 April 2023

Stage 1 - Expressions of Interest opens 9am Monday 1 May - 12pm Friday 26 May 2023

Stage 2 - Applications by invite only opens 9am Monday 3 July - 12pm Friday 28 July 2023

Please follow the below steps as part of the application process;

  1. Read the Eligibility Criteria on this page to ensure that your group is eligible;
  2. Utilise the Assessment Criteria as a checklist for your project ideas;
  3. Contact the Social and Community Plan team to arrange an application via appointment meeting by calling 1300 229 229 or emailing after which a link to the Minor Capital Works EOI application will be provided, and;
  4. Complete and submit your application via SmartyGrants by Midday, Friday 26 May 2023.

Incomplete or late applications will not be accepted.

Applicant cash contribution must be 25% of the total project cost or more and supported by an accepted motion allocating Committee funds to the project in Committee Meeting minutes. 

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

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 section 7.4 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 Works will take place, noting works on privately owned land will not be funded. 

Opening and closing dates for 2023

Opening and closing dates for 2023:

Community Grant

Grant requirement Applications Open Applications Close
Minor Capital Work Application via Appointment, phone 1300 229 229 or email to secure a time. 9am Monday 17 April 2023  

Expression of Interest (EOI) Stage 1.

The EOI is a mandatory requirement to apply for Stage 2 application. 

9am Monday 1 May 2023 Midday  Friday 26 May 2023
 Stage 2 Application (By invitation only) 9am Monday 3 July 2023 Midday Friday 28 July 2023

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.
  • Baw Baw Shire Council owned or run activities, projects, programs, and events.
  • 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 project cost. (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.
  • Incomplete applications.
  • Late applications will not be considered. 

Assessment of Applications

A confirmation email will be sent to the applicant once the application or EOI has been received.

All EOIs and applications undergo an initial check 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?  

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. 

 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. 

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


Successful Applicants Offer of Funding

All successful Applicants will be required to complete an Offer of Funding form 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 and 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. The Applicant will need to provide information and evidence relevant to the project delivery as outlined in the Funding Agreement. A Project Acquittal Report is due within one month of a project’s completion.