Annual Community Grants

To be eligible for an Annual Community Grant, you must:

• be committed to providing direct benefits to residents of the City of Boroondara (local organisations are prioritised)
• be not-for-profit, as classified by the Australian Tax Office in the Income Tax Assessment Act (1936) or an artist applying under Aim 1.5 Arts and culture only
• be either: an incorporated entity (for example, a co-operative, incorporated association, public company or company limited by guarantee); or auspiced by an incorporated third party, (unless requesting less than $1,000); or an artist with a current ABN (Aim 1.5 Arts and culture only)
• have an Australian Business Number (ABN), or complete a Statement by Supplier form, or hold an exemption from registration
• have a committee of management that accepts responsibility for the administration of the grant (artists applying under aim 1.5 Arts and culture are exempt)
• hold an adequate public liability insurance policy that Council considers satisfactory
• not have your own grant giving program or fundraising program that provides money to finance another organisation's community initiatives
• comply with all applicable laws, including: all statutory requirements to maintain their status as an incorporated entity, including all relevant governance, accounting, reporting and auditing requirements, child safe standards under the Child Wellbeing and Safety Act 2005, for organisations that provide services to minors, registration or accreditation of professional employees
• comply with Occupational Health and Safety, safe working practices and Worksafe recommendations and requirements
• have an adequate risk management plan in place (as required).

• Successful applicants and organisations auspicing applications need to become a signatory to a standard funding agreement that lists all grant conditions and agreed performance outcomes and measures. This must be signed before grant funds are issued.
• Auspice fees, being fees charged by an organisation to manage a grant (Arts culture is exempt from this exclusion)
• The project must not commence before receiving funding and be completed within 12 months or by 31 December 2027.

At the completion of the project, successful applicants must also:

• provide a written evaluation completed online (via SmartyGrants)
• have an expenditure budget or an audited statement
• return any funds over $150 not spent to Council
• acknowledge the City of Boroondara and the Rotary Club of Balwyn in any promotional material or publicity features.

We don't accept applications for:

• individuals and private profit-making organisations (Artists applying under Aim 1.5 Arts and culture are exempt)
• organisations or groups that: own or operate poker machines, explicitly promote sports betting o meet in venues that have gaming machines
• alcohol and items directly associated with the service of alcohol such as purchase of alcohol, purchase or hire of infrastructure for a bar (or similar) and/or seating area which requires a liquor licence to operate, engagement of a mobile alcohol vendor.
• activities involving the use of animals for entertainment such as animal farms, petting zoos, pony rides, reptile farms and live animal enclosures
• funding requests that are considered by Council to be the funding responsibility of other levels of government
• primary or secondary schools (Council encourages partnerships between schools and community organisations, but the community organisation must be the applicant)
• registered political parties
• religious projects or activities run by (or involvement with) religious groups seeking to promote their spiritual beliefs
• projects that seek to lobby the local, state or federal governments about particular laws, policies, practices or decisions of governments
• competitions, prizes, sponsorships, donations or gifts
• projects that have been, or are being, funded by other parts of Council
• interstate or overseas travel
• projects or activities that have already started or have been completed
• new building works, capital improvements, facility maintenance or fixed assets (for example, air-conditioners, shade sails, cubby houses and sheds)
• operational expenses such as insurance and rental subsidies.

Aim 1.1 Physical activity aims to develop opportunities for physical recreation and sport in our community by:

• Delivering support to local sporting clubs, including grants, training and volunteer development, to strengthen inclusive sporting opportunities.
• Facilitate programs and events that encourage participation in physical activity for all ages, backgrounds and abilities.
• Deliver passive and active recreation opportunities through walking tracks, sportsgrounds, parks and aquatic and recreation centres.

Aim 1.2 Health, wellbeing and social connection is for projects and activities that promote  good health and wellbeing across all ages, abilities and cultural backgrounds by:

• Partner with and support local community organisations to enhance health and wellbeing outcomes and build community capacity, including through workshops, grants and volunteers.
• Deliver tailored programs promoting social connection, health, wellbeing and independence for young people, children and families, and older people.
• Deliver support and resources to community groups and community members to strengthen and grow local volunteering.

Aim 1.3 Safety and resilience is for projects and programs that enable our community feels safe, resilient and connected with strong social ties, support for those most at risk and collaboration across local services contributing to public safety by:

• Partner with local stakeholders and police to proactively address community safety concerns and provide awareness raising campaigns and education.
• Deliver programs and initiatives that promote gender equality and prevent gender-based violence.
• Deliver initiatives that strengthen community connections and build our community’s resilience to adapt and respond to emergencies and climate impacts.
• Support people experiencing homelessness to access and connect with local services.
• Deliver programs and initiatives that build social cohesion and address racism.

Aim 1.4 Lifelong learning aims to maximise quality of life residents in Boroondara by: 

• Delivering inclusive education, learning and engagement opportunities for all ages.
• Support lifelong learning and personal development by supporting kindergartens, early learning centres, seniors’ centres, neighbourhood houses and community centres
• Partner with local neighbourhood houses and community groups to expand access to informal and lifelong learning opportunities.
• Support skills development for young people that prepares them for employment.

Aim 1.5 Arts and culture encourages diverse arts and cultural programs, festivals, events and activities in Boroondara that:

• Deliver a program of high-quality, diverse, accessible performances and arts experiences that responds to our communities’ interests and needs.
• Support artists and creative practitioners to create and share their work by providing access to Council venues, grants and professional development opportunities.
• Activate public spaces and embed arts in local life.
• Develop destination arts and culture venues where the community can participate in the cultural life of our city.

Aim 1.6 Diversity and inclusion is for project and programs that enable our community to celebrate diversity and remove barriers to participation for vulnerable groups by: 

• Deliver initiatives that foster a welcoming and inclusive community where everyone, regardless of background, age, gender, sexuality, disability, or financial situation, have equitable access to community facilities, services, programs and events.
• Deliver targeted initiatives that actively address barriers to participation and inclusion, in particular for multicultural communities, people with disability, lesbian, gay, bisexual, trans and gender diverse, intersex, queer, and asexual (LGBTQIA+) communities, and those who are vulnerable.
• Partner with stakeholders to build on each other’s strengths and knowledge, fostering strong relationships and better community outcomes.

Aim 2.6 Local economy aims to increase the vibrancy and functionality of Boroondara's retail precincts by: 

• Provide vibrant and well-maintained shopping precincts that are accessible and lively, featuring a range of greenery, seating, public art and spaces for meeting, socialising and entertainment.
• Deliver and partner with local businesses to deliver events and activities that make Boroondara a desirable destination for visitors.
• Support outdoor trading, community interaction and connection by expanding and enhancing public areas including streetscapes, town squares, footpaths and other spaces.
• Support and promote local markets.

Aim 3.1 Tree canopy and biodiversity is for projects and programs that help people to live sustainably and preserve the natural environment by: 

• Deliver initiatives that protect and expand Boroondara’s tree canopy and natural habitats to preserve and enhance the area’s leafy character and biodiversity.
• Deliver maintenance and care for trees on public land, including trimming and species selection, to protect the health and longevity of our urban forest.
• Deliver maintenance, revegetation and habitat enhancement initiatives to protect local ecosystems and sustain native flora and fauna.

Aim 3.4 Circular economy is for projects and programs that help our environment benefit from a circular economy, where we reduce waste, reuse resources and sustainability is part of everyday life by : 

• Planning  and delivering circular economy solutions with our community to improve resource efficiency and create a healthier environment.
• Deliver recycling and waste options that help our community and local businesses to increase material recovery and send less waste to landfill.
• Deliver education programs that encourage waste avoidance, better composting and improved recycling.
• Advocate for reduced product packaging and better recycling options.
• Deliver support for circular economy programs that encourage the longevity and reuse of goods, materials and other resources.

Aim 4.1 Reconciliation is for project or programs that celebrates the histories, cultures, knowledge and contributions of First Peoples and progress reconciliation by:

• Partner and work with our Traditional Owners, the Wurundjeri Woi-wurrung, First Peoples and the wider community to foster community understanding of our shared history and the ongoing contributions of First Peoples.
• Engage in meaningful and respectful relationships with our Traditional Owners, the Wurundjeri Woi-wurrung, and First Peoples to progress reconciliation.
• Partner and work with our Traditional Owners, the Wurundjeri Woi-wurrung, and First Peoples to ensure their voices are heard.

• Describe what your project or activity will achieve in reference to the Community Strengthening Grants Program objectives.
• Describe how your project or activity addresses the relevant Boroondara Community Plan Aims you have selected.

• Tell us how activity responds to a community need and provide evidence of demand.
• Tell us how your research has identified this need and/or opportunities in the community that you intend to fill.
• Tell us about the community support for your proposal.
• Demonstrate that this activity cannot be funded elsewhere.
• Demonstrate the need for second year funding (if applicable).

• Tell us who will participate in your project or activity and how the project outcomes will significantly benefit Boroondara residents.
• Tell us how the project or activity creates links and develops partnerships with other organisations.

• Provide evidence that your organisation has the expertise and capacity to successfully manage and evaluate the project or activity.
• Provide evidence of a program plan where appropriate.
• Ensure the budget accurately reflects the activity proposed.

You will need to attach the following supporting documentation to your application in SmartyGrants:

• the latest copy of your organisation’s financial statement
• a current public liability insurance certificate (or evidence of application for it)
• letters or emails of support for your project, including auspice arrangement where applicable. 

Your application has budgetary requirements. Before you start your online application in SmartyGrants, please ensure you've prepared your budget.

Make sure:

• all budget costs are realistic and are justified for your project’s proposal
• formal quotes for all services and products over $1,000 are obtained. Quotes must include the suppliers ABN and the GST amount
• professional fees and administration costs only represent 50 per cent of the total amount requested
• how a salary component is arrived at is shown (if applicable). Salaries and wages don’t require a quote, however, a working out is required for example, x hrs a week @ $x per hr over x weeks
• auspice fees aren’t included in the budget
• all items listed in the budget include a description of the item and the dollar amount
• the total income and total expenditure is equal and GST exclusive.

You can apply for your grant using SmartyGrants, a web-based application. Before you can start filling in the application form, you must register your details.

How to register

• Go to SmartyGrants
• Click on 'Start a submission'
• Click on 'Register'
• Fill in your details: name, organisation name, email address, password
• Click on 'Register'
• A screen with your application number will appear
• Click on ‘Next Page’ to start filling in the application form.

If you have already registered in a previous year and have a login and password

• Go to the SmartyGrants login page
• Enter your email address and password
• Scroll down to the 'Current Rounds' section at the bottom of the page. Click on Annual Community Strengthening Grants'
• Click on 'Fill out now'
• A screen with your application number will appear
• Click on ‘Next Page’ to start filling in the application form.

Once you’ve registered and logged in to SmartyGrants, you can start filling in the application form. Do not use Internet Explorer as it isn't compatible with SmartyGrants.

It’s a good idea to click on ‘Save Progress’- located in the bar at the top of the screen - as you work your way through the form. You can easily save your work and return to your application at a later time by clicking ‘Save and Close’. 

How to navigate through the application

Either click on ‘Next page’, located in the top right-hand corner, or click on the section you’d like to fill in via the form navigation box on the right-hand side of the screen.

Attaching documents in SmartyGrants

• Where documents are required, there’ll be an areas asking you to ‘Please attach all supporting documents’.
• Click on ‘Choose Files’.
• Select your document from your computer.
• Click on ‘attach’.

Once you’ve finished your application in SmartyGrants, go to the 'Review and Submit' section of the application.

Once you've reviewed your application, click on ‘Submit’. If you’d like to print a copy or download your application as a PDF, click on one of these options before clicking on ‘Submit’.

Once it has been submitted, you will receive a conformation email from SmartyGrants that your grant application has been received. If you have not received an email, your application has not been submitted. Log in to SmartyGrants and resubmit your application.

1. We undertake an eligibility check based on the conditions of funding.
2. Applications are assessed against the assessment criteria.
3. Assessments will be provided to the Community Grants Review Panel for review. The panel consists of  Balwyn Rotary Club members.
4. The Community Grants Review Panel recommendations are submitted to Director Community Service for approval under delegated authority.

Notifying applicants

From late October we will be notifying applicants about the outcome of their grant application. If you have not been notified by November, please call us on (03) 9278 4753.