1

Contents

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Key Dates................................................................................................................................................. 5

How to Apply ........................................................................................................................................... 5

Need Support........................................................................................................................................... 5

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.................................................................................................................................. 17

If your application is successful

............................................................................................................. 18

If your application is unsuccessful

......................................................................................................... 18

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........................................................................................................................................... 20

Climate Emergency Grants Category Additional Information

............................................................ 20

Grants can’t be used for

.................................................................................................................... 20

Frequently asked questions

............................................................................................................... 21

........................................................................................................................................... 22

Young People’s Ideas Grants Category Summary Guide

........................................................................ 22

2

Why is Brimbank Council providing these Grants?

Brimbank Council is committed to providing

one off financial assistance to not-for-profit

organisations and community groups to deliver

projects that support and improve the

Brimbank community’s health and wellbeing,

support life-long learning, encourage

sustainable living, promote Brimbank as a

destination and build capacity through

partnerships and networks.

In accordance with the Community Grants

Policy (Major Policy) Council endorsed the

Brimbank Community Grants Program

2024/2025 categories to reflect:



the Together We are Brimbank Plan

that incorporates the Community

Vision 2040, Council Plan 2021 – 2025

and the Municipal Public Health and

Wellbeing Plan, and



Emerging and ongoing community

priorities including mental health,

social justice issues, community

connections, loneliness and isolation,

youth development and climate

emergency.

The information in these guidelines is for use by

not-for-profit organisations and community

groups seeking financial assistance to support

initiatives that will benefit the Brimbank

community and align with the Council’s

strategic directions.

3

Council’s Strategic Directions

People and Community -



Wellbeing and Belonging - Responsive services that support mental and

physical wellbeing.



Pride and Participation - Community and cultural connections built

through social and artistic expression.

Projects that assist our community to:



be healthy and active



build social connections



support families, children and youth



support disability access and inclusion



improve gender equality



increase physical activity and healthy eating



address crime prevention



build safer and inclusive communities



support vulnerable communities and those most at risk.



Liveable and Connected - Inviting and liveable spaces and facilities,

connected so people can get around.



Sustainable and Green - Protect natural environments for current and

future generations.

Projects that assist our community to:



get around our city



showcase and improve our public spaces



live sustainably



protect our natural environment



address waste and litter, climate change, renewable energy or water use



demonstrate local action for sustainable living or the natural environment.



Growing and Transforming - Optimise community opportunities through

infrastructure innovation and investment.



Earning and Learning - Everyone has access to education, training and

lifelong learning to support their aspirations.

Projects that assist our community to:



access education, training and life learning for people of all ages,

backgrounds and interests



deliver intergenerational initiatives



run place-making festivals and events



access employment



promote Brimbank for its location and significant qualities including

historical, cultural and recreational features.

4

Target Groups

We encourage projects and activities that support the whole of Brimbank community, including but not

limited to:



Aboriginal and Torres Strait Islander people



Families and children



LGBTQIA + people who identify as lesbian, gay, bisexual, transgender, queer or questioning,

intersex, and asexual/aromantic. The '+' represents all other sexual orientations, gender

identities and physiological sex characteristics.



Multicultural groups



People with a disability and their carers



Senior citizens



Young people

We encourage projects and activities that consider and support gender equity in our community.

Appropriate measures should be considered in all grant categories to ensure access and inclusion of

people with all abilities, ages, genders and backgrounds.

5

What you need to know

June 2024

August – September 2024

November 2024

November 2024 – December 2024

April 2025

January 2026

Applications should be submitted online via Brimbank Council’s SmartyGrants. See link for more

information www.brimbank.vic.gov.au/grants. Late or incomplete applications will not be considered.

Check Council’s website https://www.brimbank.vic.gov.au/grants for videos on how to apply online,

how to convert your ideas into a project, information session details, and Frequently Asked Questions.



For a larger print version of this guideline, please contact our

Community Grants Officer on 9249 4036 or

communitygrants@brimbank.vic.gov.au



Contact Translating and Interpreting Service Phone 131 450



For further information contact the Brimbank Community Grants

Officer on 9249 4036 or communitygrants@brimbank.vic.gov.au



Speak with a Council Contact Officer before applying for a grant. Contact Officers are subject

matter experts who can provide advice on your project ideas. Please access the full Contact

Officer list on Council’s website.



Discuss your application with your group’s representatives/board to get agreement before

applying for a grant.



Leave plenty of time to prepare your application. You are encouraged to register for our

information and grant writing sessions which will be held in June 2024.



Ensure you add supporting documentation where applicable, including letters of support.

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What do I need to know before I apply?

Who can apply?

to apply.

to understand the Grant's purposes, what can be

funded, won't be funded, closing date and how to apply.

Identify

you plan to apply for. If unsure, speak to the

Grants Officer.

Speak with a listed

. This is a requirement.

Discuss your application with the Community

Grants Officer on 9249 4036 or communitygrants@brimbank.vic.gov.au

Use the SmartyGrants Form

Go to www.brimbank.vic.gov.au/grants. Once on the grant page,

Remember to save your progress in SmartyGrants every 10 - 15 minutes.

to clearly state:

what your project is, what you want to do, why the project is needed, how

you will deliver the project, and how you will measure success.

before 11.59pm on Sunday 14 July 2024

Late applications will not be accepted

7

Who can apply?

To be eligible for the Brimbank Community

Grants Program, applicants must:



be a not-for-profit organisation, or an

incorporated community group, or apply

through an auspice arrangement

1



have Public Liability Insurance cover for

the duration of the project



have an Australian Business Number (ABN)



be based in Brimbank, or demonstrate that

the proposed project will substantially

benefit Brimbank residents



have a new project or a new stage of a

project,



have satisfactorily acquitted previous

grants funded under the Brimbank

Council’s Community Grants Program



be able to comply with State Government

public health requirements.

.

1

Auspice organisations help small or new

organisations who are not incorporated or who do

not have an ABN and/or Public Liability

Insurance

c

overage to access grant funds. Read more about

Auspice Organisations on Page 20.

8

What we will fund

Items that may be covered include, but are not limited to:



Office items such as postage, stationery, printing costs (up to 20% of total budget requested).



Advertising.



Catering cost (up to 20% of total budget requested).



Venue hire for activities or events. If you are using a privately-owned or commercial venue for a

festival or event within Brimbank Council must be informed 12 weeks prior to the event date to

ensure regulations and safety standards are met.



Equipment hire for specific activities or events. Note: sporting equipment may be considered

up to 30% of total budget requested.



Facilitator/trainer/coach/artist fees:

o

Up to 30% of total budget requested, specific to programming of the project or activity

o

On a case by case basis, Council may consider artist fees up to 60% of total budget

requested for a festival or event that is artist-led and delivered.

o

If provided by an existing staff member or volunteer, you will be required to provide

evidence of payment for this additional service.



Small digital equipment purchase such as laptops, iPads or mobile phones may be considered

on a case by case basis and up to the total maximum value of $1,000, as part of a project or

activity, but not a standalone.

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What we won’t fund

To ensure the Brimbank Community Grants Program aligns with Council’s values and vision, there are

some things that we don’t fund. Please refer to this list before applying to ensure your application

meets the criteria.

These activities do not align with our Together We are Brimbank Plan

incorporating our Health and Wellbeing Plan and the Brimbank

Gambling Policy.

The Community Grants support unique projects and activities. We

encourage applicants to broaden their projects and be creative in

their approaches.

For example, you cannot apply to deliver the same project as funded

three years ago. However, you can deliver a similar project as long as

it has new or different activities or a different target group.

Catering costs should be at a reasonable amount to cover simple

catering for your groups such as food and drinks for group meetings

or catering at an event.

This means that you can apply to purchase sporting equipment that is

related to the project you are delivering.

For example, if you are organising a series of soccer tournaments for

young people aged between 12 – 25 years, you can use up to 30% of

the total budget to purchase the required equipment if you cannot

source it from elsewhere.

Administration costs such as printing, photocopying, flyer designs

should be at a reasonable cost based on your project. Administration

expenses does not include staff or volunteer time unless you can

provide evidence of payment for the administration services.

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These activities do not align with our Community Grants Major Policy.

The Community Grants is focussed towards community activities and

projects benefiting a wide range of Brimbank residents and not for

capital improvements. You can sign up with Community Grants

mailing lists and receive information on other sources of funding that

support these activities.

Click on the link to join the Brimbank Community Grants Email list

https://www.brimbank.vic.gov.au/grants

These activities do not align with our Community Grants Major Policy.

The Community Grants is focussed towards community activities and

projects benefiting a wide range of Brimbank residents. You can

contact charity organisations that offer emergency relief.

Please refer to the ‘Who can apply’ section of these Guidelines to

ensure that you address this question.

These activities do not align with our Community Grants Policy

Community Grants Major Policy.

The Community Grants funds cannot be used to support fundraising,

competitions or awards.

The Community Grants are designed to support the whole of

Brimbank community. They’re not designed to fund personal

expenses even though those expenses are related to group activities.

For example, if you or your volunteers catch a bus or drive a car to

attend a group meeting or event, you wouldn’t be able to use the

grant to cover your travel expenses including petrol costs. However,

if the group needs to hire a bus for a group related event, the grant

funding could cover hiring and transport expenses. This needs to be

included in your application.

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These costs do not align with our Community Grants Major Policy

The Community Grants are designed to support the Brimbank

community. With limited funds, the grants are not available for these

items.

If you’ve already completed or commenced delivery of a project,

event or festival, or have already paid for related expense items, you

won’t be eligible for a community grant.

The Community Grants cannot be used to fund State or

Commonwealth-run programs or services that have had funding

reduced, exhausted or discontinued. However, the Community

Grants can be used as co-funding where there are shared objectives

with other levels of government that provide benefit to the Brimbank

community. Please discuss this with your Council Contact Officer.

Public Liability Insurance (PLI) ensures that your group is covered in

the event of an accident, injury or damage to property while running

an activity. Council will only fund groups with PLI cover of minimum

$20 million for festivals and events, or $10 million for all other

projects, activities and programs.

Your application will not be eligible if it is incomplete or incorrect and

will not proceed to assessment.

You must ensure that your application is complete and you have

uploaded relevant supporting documents. Please check Eligibility

Criteria on page 7 of these guidelines for details. If in doubt that your

application may be incomplete, please contact the Community

Grants Officer.

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If you do not meet the eligibility criteria listed in these guidelines,

your application won’t be considered for funding.

Brimbank Council’s projects, activities and events already funded

through Council’s annual budget won’t be funded under the

Community Grants Program.

The Community Grants are designed to support the Brimbank

community. Projects, activities and events that limit involvement or

benefit to only the applicant’s members will not be considered for

funding. For example, a school-based project involving students and

with an outcome confined to the school property and/or school

community would not be considered for funding.

Which Grant category should I apply for?

The table below provides an overview of each grant category.

Support for projects and activities that strengthen

the community, promote resilience and leadership,

lifelong learning, encourage partnerships and

involvement in community life and develop a strong

sense of belonging and identity. This also includes

projects that involve participants in developing

activities that improve and encourage healthy and

active lifestyles.

, projects and activities focussing on

community issues and priorities such as community

forums, exhibitions, a sports day, activities that

boost community volunteerism, promote social

inclusion, access and participation, projects

addressing gender inequality, social isolation,

supporting people living with disability etc.

Support the community to implement projects that

fall under the five themes of the Climate Emergency

Plan: People Power, 100% Renewable, Green and

Cool, Resilient Rebuild and Circular Economy.

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, a tree planting day to create a shading

at a community gathering place, an up-cycling

project where something new is created using

recycled or scrap materials, establishing a

community composting or a circular economy

initiative to encourage material or food waste

reduction, a native species planting project to

educate and support habitat gardening in

backyards.

Support projects or activities that improve

community mental health and wellbeing, build

community capacity to support mental wellbeing

and strengthen community connections.

, programs and activities that reduce

loneliness and social isolation, promotes good

mental health and wellbeing in the community,

raises awareness of mental health and reduces

stigma such as mental health first aid training,

forums or information sessions, and encourage

people who are experiencing or at risk of mental

health to seek help.

This category is for a young person or group of

young people (aged 12-25 years) who are supported

by an auspice organisation or are part of an

incorporated group, to deliver a project, event or

program that is co-designed by young people and

positively impacts other young people in the

Brimbank Community.

, projects and activities that are led and

initiated by young people such as forums, sporting

activities, art exhibition, performances, mentoring

and hangouts.

Support the contribution of smaller groups and

organisations in Brimbank that play a role in

building a more connected and engaged community

via a festival and event. These are local smaller

scale festival and events primarily attracting local

audiences.

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art, music, sporting or cultural

celebrations, Reconciliation and NAIDOC week

activities.

Support festival and events that showcase

Brimbank’s diversity, places, talents, cultures or

unique offerings. These festival and events enhance

Brimbank’s reputation as a great place to live, work,

visit and play and are of larger scale attracting in

excess of 5,000 people. A series of events would be

considered.

Support for seniors groups in Brimbank towards

their day-to-day operating costs.

Criteria used to assess Grants

We assess eligible applications using the criteria below. Funding is awarded based on merit.









Is there clear alignment with the grant objectives?

30%

Who or what will most likely experience a positive impact?

Examples include target groups or outcomes.

Will there be a gain for the broader Brimbank community?

Is what is planned a new concept or idea, or has it

previously been tested in Brimbank or elsewhere?

Will new community connections or partnerships be

supported?

Will success be measured and lessons learnt be identified?

Are aims and objectives clear, relevant and realistic and

aligned to the issue or need to be addressed?

For the Climate Emergency Grants, the aims and

objectives must align to one or more of the five

: People Power; 100% Renewable; Green

and Cool; Resilient Rebuild; and Circular Economy (see

details on page 20 of this document)

30%

Is an identified community issue or need being addressed?

Is there evidence to demonstrate the issue or need?

Examples include data, research, and consultation.

Who else has been involved in developing this idea? Is

there community support?

For the Young People’s Idea Grants, have the project idea

and plan been co-designed by young people?

Is the delivery approach, plan or methodology sound and

fit-for-purpose?

25%

Are promotion and engagement planned to encourage the

desired level and diversity of participation?

Is there demonstrated relevant experience in planning,

managing and delivering something similar? For example,

working knowledge of running a group, holding a festival

or implementing a project.

Are the right people or organisations involved in delivery,

and how? Examples include partners, staff and volunteers

Is the budget accurate, balanced and realistic, including all

financial and/or in-kind contributions?

Is there a clear need for the level of funding requested?

Does the budget and the funding requested demonstrate

value in the use of Council (public) funds?

Is there a suitable approach to measuring outcomes?

Is there a focus on active engagement or encouragement

of participation and inclusion from one or a combination

of target groups?

Organisations working with people with disability and their

carers are encouraged to apply, to improve inclusion and

participation and to achieve positive changes in attitudes,

structures and practices in Brimbank.

10%

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Examples of target groups or people who might

experience barriers to full participation in community life

in Brimbank include: young people; people from culturally

and linguistically diverse backgrounds; Aboriginal and

Torres Strait Islanders; refugees and asylum seekers; and

LGBTQIA+ people.

Are appropriate measures in place to ensure access and

inclusion of people with all abilities, ages, genders and

backgrounds?

Are there plans to enable activity to continue into the

future?

5%

Is there clear alignment with the grant objectives?

35%

Who or what will most likely experience a positive impact?

Examples include target groups or outcomes.

Will there be a gain for the broader Brimbank community?

Will the festival or event attract members of the broader

community?

Where practical, is the organisation committed to using local

Brimbank businesses/organisations for the supply of goods

and/or services to implement the project, event or activity?

Are aims and objectives clear, relevant and realistic and

aligned to the issue or need to be addressed?

25%

Is an identified community issue or need being addressed?

Is there evidence to demonstrate the issue or need? Examples

include data, research, and consultation.

Who else has been involved in developing this idea? Is there

community support?

Is the delivery approach, plan or methodology sound and fit

for-purpose?

30%

Is promotion and engagement planned to encourage the

desired level and diversity of participation?

Is there demonstrated relevant experience in planning,

managing and delivering something similar? For example,

working knowledge of running a group, holding a festival or

implementing a project.

Are the right people or organisations involved in delivery, and

how? Examples include partners, staff and volunteers.

Is the budget accurate, balanced and realistic, including all

financial and/or in-kind contributions?

Is there a clear need for the level of funding requested?

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Does the budget and the funding requested demonstrate value

in the use of Council (public) funds?

Has the applicant shown that they will conduct evaluation

which measures their proposed community outcomes?

Have other funding sources been sought or confirmed?

Is there a focus on active engagement or encouragement of

participation and inclusion from one or a combination of target

groups? Examples of target groups who might experience

barriers to full participation in community life include: young

people; people from culturally and linguistically diverse

backgrounds; Aboriginal and Torres Strait Islanders; refugees

and asylum seekers; people with disability; and LGBTQIA+.

10%

Are appropriate measures in place to ensure access and

inclusion of people with all abilities, ages, genders and

backgrounds?



Have independent membership of more than 15 people



Majority of members aged 65 years or older and 50 years or older for Aboriginal or Torres Strait

Islander people

Assessment Process

The assessment process involves several stages which is why it takes a little longer before you find out

the outcome.

Eligiblity Check

First Assessment

Second Assessment

Final

Recommendations

Notification to

Councillors and

applicants

Report

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If your application is successful

You will be informed of the outcome of

your grant application.

You will reive a funding agreement that

sets out the terms on which Council is

prepared to make the grant available.

If you accept the offer, sign the funding

agreement and return to Council.

Grant funding is paid by EFT (Electronic

Fund Transfer).

Complete a progress report after six

months.

Complete a project variation form if you

would like to make changes to your initial

application. You cannot change your

project without written approval from

Council.

Complete an acquittal form at the end of

your project implementation that shows

how you used the grant money. Receipts

and proof of payment must show

expenditure in accordance with the

approved budget. Proof of payment can

be in the form of receipts, copy of bank

transfer or tax invoice with a $0 balance

owing. Copies of invoices without proof of

payment will not be accepted.

NOTE: Council will require grant funding to

be returned if:

the grant was used on unauthorised

expenses/payments or wasn’t used as

agreed in your funding agreement.

you are unable to provide proof of

expenses/payments.

If your application is unsuccessful

You will be informed of the outcome of

your grant application.

You will be provided feedback on why

your grant was unsuccessful.

There will be an opportunity to contact a

designated Council Officer to discuss your

project idea further or seek support that

will help you with a future application.

You will be invited to attend a Brimbank

Council community governance training

based on identified areas of support.

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Frequently Asked Questions

Applicants must adhere to current State

Public Health Requirements in the planning

and delivery of their activities and projects.

For further information, please click on this

link https://www.coronavirus.vic.gov.au/

Auspice organisations help small or new

organisations who are not incorporated, or

who do not have an ABN, to access grant

funds. An auspice organisation must be a not

for-profit organisation, have an ABN and

Public Liability Insurance. They accept legal

and financial responsibility for the grant if

successful. Applications can be submitted

directly by groups being auspiced. However,

the funding agreement for successful grants

will be made between the auspice

organisation and Council. The grant money

will be paid directly to the auspice

organisation. All applications through auspice

organisations need to submit an Auspice

Organisation Authorisation Form at the time

of grant application.

Applicants are required to include a copy of

their public liability insurance policy

document with their application. Council

requires that all grant recipients provide

evidence of public liability insurance in the

form of a copy of the certificate of currency

with adequate level of coverage before

payment is made. Organisations being

auspiced may be covered by the auspice

body’s public liability insurance, and so will

need to provide a copy of their certificate of

currency.

An ABN refers to an Australian Business

Number issues by the Australian Taxation

Office. Your ABN must be included in your

application. You can read more at the ATO

website

https://business.gov.au/registrations/register

for-an-australian-business-number-abn

Brimbank Council is committed to being a

child safe organisation with zero tolerance for

child abuse. Grant recipients who are working

with children or whose grant activity involves

children (directly or indirectly) have a

responsibility to ensure that the organisation

complies with current legislation and

regulations related to Child Safety. This

includes but is not limited to Victorian Child

Safe Standards, Reportable Conduct Scheme

and Working with Children Act 2005. Further

information visit https://ccyp.vic.gov.au/child

safety or contact Council’s Early Childhood

Development Officer on 9249 4753.

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Appendix One

Climate Emergency Grants Category

Additional Information

The Climate Emergency Grants category

supports the community to implement

projects that aligns with one or more of the

Brimbank Climate Emergency Plan 2020-2025

themes:

Influencing positive environmental change

together and leaving no one behind. This can

be achieved through community-led action

and education. Projects under this theme

could include building partnerships, engaging

with diverse and hard to reach groups and

promoting Care for Country, traditional

knowledge and culture through the lens of the

Climate Emergency.

Using clean renewable energy for all our

needs and achieving 100% renewable energy

for 100% of the people in Brimbank. Projects

under this theme could include education

around energy use, switching from gas

appliances to efficient electric appliances and

renewable energy. This theme could also

include projects which develop a

Sustainability Plan or 100% Renewable energy

goal for your organisation.

Embracing nature as an ally for a comfortable

urban environment, reducing the impact of

heat waves in our local community, increasing

biodiversity and habitat and knowing that

what we eat has a huge impact on our planet.

Projects under this theme include planting

shade trees, planting to support wildlife and

habitat, building rain gardens and local food

growing projects. This theme also includes

projects which help to protect the community

from the effects of heat waves.

Building smarter, more thermally comfortable

and energy efficient buildings and travelling

by low emissions transport. Projects under

this theme could include promoting active

transport such as walking and cycling and

using electric bikes and vehicles to get around

Brimbank and projects to educate around

improving energy efficiency.

The goods and services we use have a big

environmental impact so we need to choose

wisely, and design new things which do not

produce waste and pollution. It’s important to

keep products and materials in-use and

regenerate natural systems through food and

green waste composting. This theme could

include projects which address waste through

reducing, reusing, recycling, up-cycling and

composting.



Tree planting day to create a shading

at a community gathering place.

Grant money could cover purchase of

semi-mature tree stock, or plants and

materials to construct a rain garden.



A festival which runs entirely off

renewable energy to raise awareness

for zero carbon and all-electric future

energy.



An up-cycling project where

something new is created using

recycled or scrap materials.



Establishing a community composting

or circular economy initiative to

encourage material or food waste

reduction.

21



An event which promotes caring for

Country, utilising Traditional Owner

methods and values in response to

the Climate Emergency.



Professional services for a full energy

audit to help establish your

organisation’s 100% renewable

energy goal or Sustainability Plan.



Native species planting project to

educate and support habitat

gardening in backyards.

Grants can’t be used for



Fixed or permanent capital works,

including installation of solar panels

or fixed appliances.

Frequently asked questions

Funding for capital improvement works for fixed appliances on a building is not included in the Climate

Emergency Grants category.

This is because capital upgrades for clean renewable and electric energy are supported through other

government and Council programs. Find out more at our 100% Renewable Brimbank page via

www.brimbank.vic.gov.au/renewable.

Yes, provided projects meet application criteria.

Yes, provided projects meet application criteria.

Yes, provided projects meet application criteria.

For more information and to obtain a copy of Brimbank’s Nature Strip Planting Guidelines, please

contact Climate Emergency Officer at 9249 4738 or email communitygrants@brimbank.vic.gov.au

22

Appendix Two

Young People’s Ideas Grants Category Summary Guide

• Young People's Idea Grant

• Refer to page 13

• Key dates and information - Refer to page 5

• Closing Sunday 14 July 2024

• Young person aged 12 - 25 years.

• Supported by auspice organisation or part of incorporated group.

• Refer to page 7

• Projects and activities led and initiated by young people.

• Refer to page 8

• Refer to page 9

• Refer to page 14

• Use SmartyGrants https://www.brimbank.vic.gov.au/grants