Community Services Grants

The Community Grants Program 2018–19 provides funding through Council’s annual Budget. Community groups can apply for up to $7,500 to assist in implementing a project or activity.

Community Services Grants Guidelines 2018–19(PDF, 1MB)

Information sessions

Information sessions are offered to help groups understand funding priorities and application requirements.

Tuesday 13 March, 12pm–3pm
Moorleigh Senior Citizens Centre — Room 19
Chris Koutoumas Wing, 92 Bignell Road Bentleigh East

Thursday 15 March, 9.30am–12.30pm
Duncan Mackinnon Reserve Pavilion
Corner North and Murrumbeena Roads Murrumbeena

Wednesday 21 March, 6pm–9pm
Caulfield Park Pavilion
Balaclava Road, Caulfield North

Help with applications

Council’s community grants officers are available by appointment to assist applicants complete an online application form. Contact Council’s Service Centre on 9524 3333 to arrange an appointment. Please ensure you bring items listed under ‘What do I need for my application?’ to your appointment.

Key dates

Applications open   Thursday 1 March 2018
Applications close 5pm on Friday 20 April 2018
Applications assessed May/June 2018
Consideration by Council July 2018
Applicants notified August 2018

Who can apply?

Community grants are open to community-based organisations and groups that service the Glen Eira community and are not-for-profit. Applicants must also meet the following criteria:

  1. Be incorporated.
  2. Have an ABN.
  3. Hold public liability insurance in a minimum sum of$20 million.

or be auspiced by an organisation that meets these criteria.

Note: Not-for-profit groups who do not meet all of the above criteria may be eligible for a grant of up to $1,000. Applications will be assessed on a case-by-case basis. Please contact the community grants officers on 9524 3333 to discuss.

Who can't apply?

For-profit organisations.


  • Organisations that have not met the terms and conditions of previous Council grants.
  • Organisations that are the funding responsibility of other levels of government.*
  • Organisations aligned to a political cause.
  • Organisations requesting funding to meet ongoing staff salaries.
  • Organisations or groups who meet outside of Glen Eira — unless they demonstrate the delivery of a specialised service that benefits the Glen Eira community.

*Note: schools are encouraged to partner with community groups in community projects that benefit the wider community. Schools are eligible to apply for a Facility Hire Grant.

How do I apply?

Grant applications are made online by completing a Community Services Grants Application Form through SmartyGrants. Please make sure you read these Guidelines carefully before completing your application. To complete your application you will need access to a computer, the internet and an email address. All sections of the application must be completed for your application to be accepted.

STEP 1: Go online to SmartyGrants
Open the online application form link at

STEP 2: Select the application form
Select Community Services Grants Application Form 2018–19.

STEP 3: Preview the form (optional)
Choose ‘Preview the form’ to view the Community Services Grants Application Form.

STEP 4: Start an application
Choose ‘Start a submission’ then ‘Login’ to SmartyGrants using an existing account or ‘Register’ a new account.

A new account set-up requires you to use your organisation’s email address as a username and create a password. Please ensure you record your login details.

Once registered, you can then ‘Login’ and start an application. SmartyGrants allows you to save your progress and return to your application at a later date and to also upload supporting documents.

What do I need for my application?

1. A description of your project.
2. A budget for your project.
3. Details of your organisation, including incorporation number, GST status and ABN.
4. A copy of a current bank statement (less than six months old).
5. A copy of your most recent annual financial report.
6. A copy of a Certificate of Currency for your public liability insurance.
If another organisation is auspicing your application you will also need:
7. A letter of support from your auspice organisation.

Council priorities

Applications that address current Council priorities will be highly regarded.

Council funding priorities are guided by a range of Council plans and strategies. Links to these strategies are available on Council’s website. Council’s priorities are outlined below.

High priorities

  • Benefit a broad range/number of Glen Eira residents.
  • Minimise social isolation.
  • Improve mental health and community connection.
  • Support an open membership.
  • Foster intergenerational contact.
  • Encourage community participation.
  • Encourage volunteering.
  • Improve community health and wellbeing.
  • Improve community safety.
  • Respond to family violence.
  • Strengthen diversity.
  • Reduce racism.
  • Encourage community harmony and tolerance.
  • Support inclusion for people of all-abilities.
  • Encourage arts and culture activities.
  • Develop recreation and leisure activities.
  • Promote active lifestyles and healthy eating.
  • Encourage sustainability in the community.
  • Improve community transportation.
  • Reduce tobacco, alcohol and other drug consumption.
  • Encourage innovative approaches to emerging issues and needs.

Low priorities

  • Activities that duplicate existing programs.
  • Operational costs that should be covered by member fees.
  • Activities that are regarded as the primary responsibility of other levels of government.
  • Employment of temporary staff.
  • Purchasing food and drinks.

What will not be funded?

  • Applications that seek to make up a shortfall due to budget cuts by other levels of government.
  • Information technology purchases (for example: computers; laptops; tablets; mobile phones; printers; and photocopiers).
  • Private exhibitions run by individual artists and/or exhibitions for the sale of artwork.
  • Religious celebrations.
  • Prizes and awards.
  • Ongoing staff salaries.
  • Capital works projects to Council and non-Council buildings and properties.

Grant categories

Health and wellbeing grants

Encourage action on community health and wellbeing needs. Examples of projects include those that:

  • reduce tobacco, alcohol and other drug consumption;
  • address problem gambling;
  • improve mental health and community connection;
  • promote active lifestyles and healthy eating;
  • recruit or expand volunteerism;
  • raise awareness and education on a range of health issues;
  • respond to family violence;
  • prevent racial discrimination and promote community harmony;
  • support access for all-abilities; and
  • improve community safety or develop emergency preparedness.

Families, children and youth grants

Encourage the participation of families, children and youth in community life. Examples of projects include those that:

  • support or promote unique opportunities for disadvantaged youth;
  • create accessible services and inclusion for families and children of all-abilities;
  • connect families and children to the wider community, including intergenerational activities;
  • support the health and wellbeing of children and families;
  • improve the real and perceived safety of children;
  • increase collaboration between early years’ services; and
  • support scouting or girl guides groups.

Positive ageing grants

Encourage older adults to remain physically, mentally and socially active in the community. Examples of projects include those that:

  • attract new members by providing special activities and events;
  • bring together seniors and younger generations;
  • improve mental and/or physical health;
  • educate and enhance health and wellness;
  • minimise social isolation;
  • improve community transportation; and
  • expand community connections.

Sport and recreation grants

Encourage physical activity and increase community involvement in local sporting groups. Examples of projects include those that:

  • increase community participation in club activities;
  • promote physical activity and play;
  • promote disability access and inclusion;
  • support club development and education;
  • support junior sports development;
  • increase opportunities in club volunteering;
  • assist clubs in developing best practice risk management strategies and;
  • support clubs to deliver gender equity initiatives.

Arts and culture grants

Encourage the development of creative ideas and art projects that benefit the broader community. Examples of projects include those that:

  • feature local artist work in free events/exhibitions;
  • present performing arts events;
  • engage local writers in creative projects;
  • engage the community in culture, heritage or history;
  • provide opportunities for the community to experience performing or visual arts across any medium; and
  • encourage collaboration between arts, cultural and community groups.

Budget what to include

The budget should accurately reflect project costs and should include:

  1. A description of all program expenses.
  2. Costs associated with the program/project, excluding GST.
  3. The contribution from your organisation, including in-kind support (in-kind support is goods or services that have been gifted to the project, including volunteer hours). Calculate an estimated value for each in-kind item.
  4. Income from other sources (eg. donations/ticket sales).
  5. The community grant requested from Council.

Are you purchasing equipment?

If your application includes purchasing any items or equipment valued at more than:

  • 500 provide two quotes for each item or $1000 provide three quotes for each item.

Facility hire

If you wish to use a Council facility as part of your project, you should incorporate the cost into your grant application. Groups should plan ahead for use of a facility to ensure it is available and can be reserved. Assistance for facility hire is available for regular or one-off bookings.

You need:

  • The name and cost of the facility and the date(s) it has been booked.
  • Confirmation that you have made a booking with Council. Facility hire grants do not cover bond payments that may be required at the time of booking.

Facility hire grants are in-kind grants where Council covers the cost of facility hire and are not cash grants.

Alternative ways to cover the cost of ongoing facility hire is encouraged as grant funds are not recurrent. Facility Hire Grant applications are also available throughout the year for one off or occasional hire of Council facilities.

Grants process and conditions

Submissions of applications

All applications must be submitted by 5pm on Friday 20 April 2018.

Applicants will need to:

  • acquit all previous Glen Eira City Council grants;
  • complete all relevant sections of the application form;
  • include all required attachments; and
  • ensure the application is endorsed by an authorised person.

Receipt of applications

All applicants will receive an acknowledgement shortly after an application is submitted. If you do not receive an acknowledgement you should contact the community grants officers on 9524 3333.

Assessment of applications

All applications will be assessed by the Community Grants Advisory Committee which consists of Councillors that make recommendations to Council.

All funded projects must meet at least one of the aims of the Community Grants Program listed in this document.

Other assessment criteria include:

The extent to which the project reflects Council priorities.

Evidence of need for the project.

  • Demonstrated commitment to accessibility and inclusiveness for people of all-abilities.
  • The number of Glen Eira residents that will benefit.
  • The capacity of the organisation to undertake the project.
  • The capacity of the organisation to fund the project themselves or raise funds from other sources.

Notification of results

 All applicants will be advised of the decision regarding their application. Notification is sent to the contact person on the application form.

Acceptance of your grant

If your application is successful, you will be required to sign a document accepting the grant and conditions of funding prior to the release of funds.

General conditions

  • Applicants must submit a completed application form and all documents requested in order for their application to be assessed.
  • Council may require you to validate any of the information provided in your application.
  • Grants will be awarded at the discretion of Council and applicants that meet grant criteria are not guaranteed funding.
  • Not all grants will be funded to the maximum amount and may only be part of the total amount requested.
  • The amount of any grant awarded is at the discretion of Council and will be a maximum of $7,500 per successful applicant.
  • Funding for a specific project in any one year does not guarantee that the same project will receive funding in subsequent years.
  • Funding will not be given for projects started or completed before 30 June 2018.
  • Applicants are responsible for costing their projects accurately, Council is not responsible for costs that have been underestimated.
  • Grants must be spent by the end of the financial year in which they were awarded, in accordance with the purpose specified in the application form and Council’s conditions of funding.
  • A grant may only be used for the specific purpose awarded unless prior approval for a different purpose has been obtained from Council.
  • Equipment or other items purchased with a grant for use in a Council venue is and remains the property of Council and must be shared with other venue users.
  • The disposal of equipment or other items purchased with a grant must be agreed with Council.
  • Organisations that auspice other organisations may apply for funding for multiple projects.
  • Grant recipients must acknowledge Council in any relevant publications, promotional material, web pages or media releases by using the following statement: Proudly supported by Glen Eira City Council.

Acquittal of grant funds

Following the conclusion of the funded project, a completed community grant acquittal form must be submitted to Council. Failure to submit an accurate acquittal form may result in Council not accepting future grant applications from the organisation. Receipts for expenditure on items over $100 are required to be included with the community grant acquittal form.

Audit of grants

Grant recipients acknowledge that as part of its accountability processes, Council may audit any grant recipient for compliance with grant conditions. Organisations selected for an audit will be notified.