Determine whether you qualify for an Annual Community Strengthening Grant

To qualify for a grant, your organisation must: 

• provide direct benefits to residents of the City of Boroondara
• be not-for-profit, as classified by the Australian Tax Office in the Income Tax Assessment Act (1936) 
• be a registered legally constituted entity. You may have another organisation auspice your application (unless requesting less than $1,000).
• 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
• hold a public liability insurance policy to cover the staff, members and the general public, if appropriate
• not have your own grant-giving or fundraising program that finances another organisation's community initiatives
• comply with all other relevant Australian legislation and Victorian legislation, including: accounting and auditing requirements; equal opportunity and anti-discrimination laws; human rights laws; privacy, confidentiality and freedom of information laws; registration or accreditation of professional employees; and preparation and dissemination of annual reports
• have an adequate risk management plan in place (as required)
• if relevant, have satisfactorily accounted to Council for the expenditure of any previous Council grants.

See our grants eligibility and conditions page for conditions of funding and what we won't fund.

Does your organisation comply with all of the criteria above?

• If yes, go to step 2
• If no, your organisation doesn’t qualify for an Annual Community Strengthening Grant. If you’d like to clarify any of the above criteria, please contact the Community Development Officer (Grants and Partnerships) on 9278 4753 or email [email protected].

Choose the grant stream for your project or activity

The Annual Community Strengthening Grants have 6 grant streams. In your online Smarty Grants application, you'll be asked to choose the stream your project/activity best fits into. There will then be questions based on the objectives of that stream.

Read the objectives of each stream below. The adjacent video shows an example of a project that was funded through that grant stream. If you feel your project or activity falls under two or more streams, please choose the most relevant one.

Have you decided which stream your project falls into?

• If yes, go to step 3
• If no, and you need help, please contact the Community Development Officer (Grants and Partnerships) on 9278 4753 or email [email protected].

Would you like any help with your application? We have information sessions, one-on-one grant writing help and assistance with applying online. See our website for more information.

Consider where your project or activity is going to be delivered

If you require a space to deliver your activity, you may be eligible to apply for a Community Arts Venue Grant as part of your application. This means that you could receive in-kind venue hire for Hawthorn Arts Centre or Kew Court House to support you in delivering your project or activity. 

The spaces available can accommodate activities such as rehearsals, performances, functions, meetings, seminars, exhibitions or workshops.

Would you like to apply for a Community Arts Venue Grant?

• If yes, visit our Community Arts Venue Grants page and discuss your project with our Arts Cultural Development Officer at (03) 9278 4770 before going to step 4
• If no, go to step 4

More information

Visit our Community Arts Venue Grants page for more information. To discuss your project and your eligibility, contact our Arts Cultural Development Officer via email [email protected] or phone (03) 9278 4770.

Develop your application around the assessment criteria

Applications for Annual Community Strengthening Grant are assessed against four criteria. In your SmartyGrants application, you will be asked to write answers to address all the criteria.

Please read the criteria and prepare your answers before you talk to a Council officer. This will maximise the chance of a successful grant application.

You can also download our Annual Community Strengthening Grants workbook from the Downloads section on this page to help guide you through the application.

1. WHAT are the objectives of your proposed project or activity? (25 per cent)

• 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 grant stream objectives.

2. WHY is the proposed project or activity needed? (25 per cent)

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

3. WHO will benefit from your project or activity? (25 per cent)

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

4. HOW will your organisation manage the funded project or activity over the funding period? (25 per cent)

• 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.

Have you read the assessment criteria and considered how your application will address it?

• If yes, go to step 5
• If no, and you need help, please contact the Community Development Officer (Grants and Partnerships) on (03) 9278 4753 or email [email protected].

Would you like any help with your application? We have information sessions, one-on-one grant writing help and assistance with applying online. You can find out more on our Get help with your grant application page.

Discuss your idea with a Council officer

Before you apply for a grant, you must talk through your project idea with a Council officer. They'll help you shape your application to give it the best chance of success.

Depending on which stream your grant falls under, please contact the relevant person below. 

Active Community

Life-long Community

Creative Community

Healthy Community

Sustainable Community

Vibrant Retail Precincts

For general enquiries about the grants program, please the Community Development Officer (Grants and Partnerships) on (03) 9278 4753 or email [email protected].

Have you talked to a Council officer about your project?

• If yes, go to step 6
• If no, please contact the relevant Council officer from the list above. Your project won't be eligible for funding if you don't complete this step.

Would you like any help with your application? We have information sessions, one-on-one grant writing help and assistance with applying online. See our website for more information.

Gather your supporting documentation 

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

• Incorporation Annual Statement
• 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. 

Information about attaching these documents to your application can be found in step 9.

Have you copies of your supporting documentation ready for your application?

• If yes, go to step 7
• If no and you need help, please the Community Development Officer (Grants and Partnerships) on 9278 4753 or email [email protected].

Would you like any help with your application? We have information sessions, one-on-one grant writing help and assistance with applying online. See our website for more information.

Prepare your budget for SmartyGrants

Your application has a number of 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 do not require a quote; however, a working out is required i.e.  x hrs a week @ $x per hr over x weeks
• auspice fees are not 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.

Have you prepared your budget?

• If yes, go to step 8
• If no and you need help, please the Community Development Officer (Grants and Partnerships) on 9278 4753 or email [email protected].

Would you like any help with your application? We have information sessions, one-on-one grant writing help and assistance with applying online. See our website for more information.

Register in SmartyGrants

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.

Have you registered with SmartyGrants and are ready to start you application?

• If yes, go to step 9
• If no, please follow the instructions above to register.

Would you like any help with your application? We have information sessions, one-on-one grant writing help and assistance with applying online. See our website for more information.

Write your application in SmartyGrants

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

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 will be an areas asking you to ‘Please attach all supporting documents’.
• Click on ‘Choose Files’.
• Select your document from your computer.
• Click on ‘attach’.

Have you completed your SmartyGrants application?

• If yes, go to step 10
• If no and you need help, please the Community Development Officer (Grants and Partnerships) on 9278 4753 or email [email protected].

Would you like any help with your application? We have information sessions, one-on-one grant writing help and assistance with applying online. See our website for more information.

Submit your application

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.

Assessment process 

1. We undertake an eligibility check based on the conditions of funding, as outlined in step 1.
2. Applications are assessed against the assessment criteria, as outlined in step 4.
3. Assessments will be provided to the Community Strengthening Grants Assessment Panel for review. The panel consists of Councillors and Balwyn Rotary Club members.
4. The Community Strengthening Grants Assessment Panel recommendations are submitted to Council for final endorsement.

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.

We wish you all the best with your application. You may exit this guide or go to our Annual Community Strengthening Grants page.