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
• 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) will reopen at 9am on Monday 5 May 2025.

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 Connected Communities 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

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 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 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.

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.