2025 Annual Grants Guide

• Incorporated not-for-profit community groups*/organisation with an ABN are eligible to apply.

• Unincorporated not-for-profit community group/organisation (you must be auspiced by an incorporated organisation)

• An individual/artist, in the Arts & Heritage funding category only must be auspiced by an incorporated organisation.

• Organisations, community groups and artists applying for a grant must demonstrate how their project will directly benefit residents of the Yarra Ranges. The project must also have a clear Yarra Ranges focus. Organisations based outside the region can apply if the projects outcomes benefit and occur within Yarra Ranges.

• Applicants must commit to obtaining all necessary permits related to the funded activity, particularly for festivals.

• Applicants must have successfully completed all reporting requirements for previous Yarra Ranges Council grants and have no outstanding debts with Council. If unsure, please contact the Grants Team.

• Applicants must provide evidence of at least $10 Million Public Liability Insurance.

• Child Safe Standards compliance is required if projects involve direct or incidental contact with children.

• Applicants agree to acknowledge funding from Yarra Ranges Council in promotion, consistent with Council’s branding guidelines.

• Applicants must consent to providing evidence of how funds were spent and outline project benefits through an acquittal process.

• Purchase of food associated with community relief projects are capped at $500.

• The grant activity must take place during 2025.

• Applicants must submit all supporting material when applying. Given the competitive nature of grants, no late submission of supporting documents can be accepted.

• Applicants must talk through their project ideas with a Council Officer before applying.

• A program, service or activity that is primarily considered the responsibility of State or Federal Government; for example, the core business of schools, hospitals or other services.

• Activities that take place outside the Yarra Ranges (including touring costs).

• A new building, capital works or facility maintenance works.

• Ongoing staff salaries or administration costs not specific to the project.

• Purchase of equipment only (equipment may be purchased as a small component of a broader project: up to 30% of the requested grant amount.).

• Activities that take place at inappropriate venues; for example, gambling venues.

• Activities that are sponsored by gambling businesses.

• Political organisations will not be funded.

• Applications with the singular purpose of promoting religion.

• Training, study or academic research in Australia or overseas.

• Applications that are solely for attending forums, workshops, conferences or for organising conferences.

• Overnight camps/activities for children and young people

• Competitions, prizes, award exhibitions or exclusively fundraising events.

• Programs cannot be funded retrospectively (i.e. they cannot have already occurred).

• Major partners are not eligible to apply and have been notified. This does not refer to 2023-27 Partnership recipients

• Read the 2025 Annual Grant Guide for your relevant stream.

• Check that you meet the eligibility requirements.

• Speak with a relevant council officer.

• Allow adequate time to obtain quotes for expenses over $750 and obtain letters of support.

• Ensure you have appropriate type and level of insurance ($10M Public Liability) for this grant application.

• Check you have acquitted all completed projects funded by Yarra Ranges Council.

• Secure an auspice well in advance (for individual/artist or a not-for-profit unincorporated community group).

• Allow two weeks if you are requiring a quote for use of council's venues and open spaces.

• Allow plenty of time to complete this application.

Before submitting your application, you are required to discuss your project with one of the relevant Council Officer.

You can find a contact list to speak to a Council Officer in the table within this section. Otherwise if you prefer to speak with an Officer you can call 1300 368 333 and ask for the relevant officer.

Please Note: The form through Smarty Grants will only be made available once the grant round opens on the 15 May 2024. 

Submit your application, including supporting material online at yarraranges.smartygrants.com.au by 17 June 2024 at 3:00pm (AEST). Submissions will not be accepted after this time.

If you have difficulty using the online application form please contact the Grants Team for assistance by phone on 1300 368 333 or by email at grants@yarraranges.vic.gov.au.

If you are having difficulty accessing your account or require troubleshooting support please contact SmartyGrants directly on (03) 9320 6888 or service@smartygrants.com.au.

The Annual Grant Program program is a significant investment by Council and there are reporting requirements to account for this use of public funds.

Applicants are required to provide a budget aligned with outcomes for the project. Budgets need to balance and demonstrate planning, be realistic and justified for the proposed application. A quote is required for each expense item that exceeds $750.00 (only for expense items requested as part of this grant).

If your organisation is registered for GST with the Australian Tax office, Council will add 10% GST to the grant which must then be paid to the Tax Office as per usual GST processing. If you have a project auspice, they will process the GST on your behalf. 

All applicants must upload the following supporting documents and material as part of their submission through SmartyGrants:

• Most recent Annual Report, including annual financial statement. If an application is being auspiced only an Annual Report and financial statement from the auspicing organisation is required.

• A copy of the certificate of cover of the applicant’s public liability insurance ($10million Public Liability). If an application is being auspiced, this may be provided by the auspicer.

• Evidence of partnerships, such as a letter of support (on letterhead) from individuals/organisations detailing their contributions and why they support, the project.

• You may also wish to include any evidence (reports or other documents) that demonstrate the need and support for the project.

• If an application is auspiced, an auspicing agreement signed by both parties, must be uploaded with the application. 

Yarra Ranges Council has a variety of venues & open spaces available for community use.

Applicants that are not incorporated must have their application ‘auspiced’ by an eligible incorporated organisation.

All applications undergo a pre-assessment eligibility check conducted by a Council officer.

All eligible applications are assessed by an independent panel of community members and Council officers with subject matter expertise.

Please note: it is not appropriate to ask Councillors to provide letters of support or lobby them about a grant application.

Successful and unsuccessful applicants will receive formal notification. Unsuccessful applicants are encouraged to seek feedback from Council officers. 

Funding agreements will be finalised and distributed within six weeks of Council approval. It is essential that all grant recipients and auspicing bodies enter into a funding agreement before the project commences and funds are released.

Yarra Ranges Council is dedicated to ensuring the Annual Grants program is run in a fair and transparent manner. We commit to managing an effective grants program that responds to community needs and represents good value for money.

This commitment is expressed through openness to constructive feedback and a desire for continuous improvement.

Successful grant recipients must have robust governance structures in place. 

The introduction of Child safe standards by the Victorian Government stipulates that all organisations that provide services for children or receive government funding are now covered by mandatory reporting requirements. Grant recipients that have direct/incidental contact with children during the course of their project will be required to provide additional documentation as part of the application process. 

Yarra Ranges Council is committed to gender equity and works alongside our grant recipients towards achieving this.

Women, men and gender diverse community members can face different expectations and challenges based on social conditioning and subtle biases.

Consequently, designing or delivering a project treating all people as the same may not necessarily result in equal inclusion and impact.

It is important that grant applicants apply a ‘gender lens’ when drafting their application. This involves considering the different needs and circumstances of people of all genders within the target group.

Further information on running gender-wise projects can be found on the Funding Centre website.

Alternatively, applicants are invited to contact Council’s Gender Equity Officer on 1300 368 333 for ideas on integrating gender-aware practices into your organisation’s work. 

Yarra Ranges is renowned for its natural beauty and Council is committed to maintaining the health and significance of the region’s environment.

All proposed projects are encouraged to incorporate activities that improve sustainable outcomes and minimise unnecessary environmental impacts.

For more information or support on this please contact Council’s Sustainability Officer on 1300 368 333. 

Diversity is a strength within Yarra Ranges and something the Program seeks to promote. Grant submissions from groups and individuals of all abilities, cultures, age groups, gender and sexual orientation are strongly encouraged.

Including People with Diverse Needs

Council is committed to increasing access and participation by people with disability in their community.

Consideration of how projects will reach out and include people with a disability is encouraged e.g. promotion, physical access, including performers with disability and on your organising committee.

For practical ideas and considerations please contact Council’s Disability and Inclusion Officer or Indigenous Development Officer on 1300 368 333.