Community Grants Program - Minor Capital Work


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. 

Expressions of Interest Minor Capital Work Grants up to $10,000 (Total inclusive of GST if applicable) are now closed and will reopen in July 2024.

Applications for Minor Capital Work projects where the total project value is less than $50,000. Projects 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.

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


Congratulations to our Round One recipients

Congratulations to the 2023-24 Community Grant Minor Capital Work Project Recipients.

This year Baw Baw Shire Council will deliver more than $61,670 in Community Grants, across the Minor Capital Work category, supporting 8 non-profit organisations and associations in Baw Baw Shire.

See the list of successful Community Projects below.

Dowton Park Recreation Reserve

$5,000 to go towards their project titled “Safer seating Dowton Park” for aluminium bench and park seating.

Drouin Croquet Club

$4,731 to go towards their project titled “Renewal of floor covering in club room” for removal and preparation of new vinyl floor.

Ellinbank Public Hall

$10,000 to go towards their project titled “Childproof fence for the north side of the Hall” includes erecting a new Colorbond fence with 2 sets of 3m double gates.

Jindivick Mechanics Institute

$10,000 to go towards their project titled “Electrical wiring upgrade” for upgrading the electrical wiring and efficiency of the hall.

Neerim-Neerim South Football and Netball Club

$10,000 to go towards their project titled “Netball & Tennis Court Fence Renewal Project” to replace the existing Netball and Tennis court fence on the North, South and East sides of the courts at the Neerim South Recreation Reserve.

Rokeby Reserves and Hall Committee Inc

$10,000 to go towards their project titled “Externally re-painted Rokeby Hall” for pressure wash, preparation, and painting of the hall outside.

Warragul Bowling Club

$5,000 to go towards their project titled “Extension of existing covered BBQ area” for Skillion carport structure cover.

Willow Grove Recreation Reserve

$6,939.90 to go towards their project titled “Re-fit Timekeeper Room“ for new cabinetry and storage upgrade including electrical works, painting, installation, and construction of joinery.

Application Process

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 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 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 by appointment meeting (phone or online). 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
  4. Access SmartyGrants and complete the Expression of Interest Minor Capital Work application.
  5. Complete and submit your application via SmartyGrants.

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, phone 1300 229 229 or email to secure a time. 9am Monday 15 April 2024  

Stage 1 - Expression of Interest Minor Capital Work Application

It is a mandatory requirement to apply for Stage 2 application. 

9am Monday 6 May 2024 Midday Friday 31 May 2024
 Stage 2 - Minor Capital Work Application
(By invitation only)
9am Monday 3 July 2024 Midday Friday 26 July 2024

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.
  • Sporting 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 application has been received. Late applications will not be considered.

All Expression of Interest Minor Capital Work  application 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 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 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.

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, expenditure, and in-kind contributions (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.