The Intergenerational Grant, the Artists in Schools Program Grant and the Whitehorse Education Assistance Grant have individual essential eligibility criteria that can be viewed on their specific Grant Fact Sheet.

All other grants offered through the Whitehorse Community Grants Program are subject to the following essential eligibility criteria:

• The applicant must meet the definition as either a not-for-profit group organisation, incorporated association as detailed in these guidelines, be auspiced by an appropriate organisation that meets this criteria or are the responsibility of another level of government whereby the initiative is outside of their core business.
• Applicant must be located in, or operate within the City of Whitehorse.
• The funded project, service, program, initiative or activity must take place exclusively within the City of Whitehorse and directly benefit City of Whitehorse residents.
• Applicant must provide evidence of current $20 million public liability insurance coverage. Public Liability Insurance must be maintained for the duration of the funding period.
• Applicants must provide financial records to show financial viability and demonstrate genuine financial need.
• Applicant must have a majority of Whitehorse residents as members or participants in funded project activities.
• Application must be submitted by the closing time and date specified for the specific grant round and submitted via SmartyGrants.
• Applicants must submit all supporting material when applying. Given the competitive nature of the grants program, no late submission or supporting documents can be accepted.
• Applicants must have successfully completed all reporting requirements (acquittal) for grants received in the previous funding period and have no outstanding debts with Council.
• The application cannot be for a project that has already commenced. Council will not fund projects retrospectively.
• The application must demonstrate that the funding will be expended by 30 June the following year.
• Applications for a Whitehorse Seniors Participation Grant must align to at least one of the objectives outlined in the Council Plan and/ or the 2040 Community Vision or clearly demonstrate how the application is addressing a specific community need, interest or service gap.

Council will not fund the following:

• Applications for individual pursuits.
• Applications from an organisation that has not satisfactorily acquitted previous grants.
• Applications from an organisation that has an outstanding debt to Council and is not maintaining regular payments. Funding from the Community Grants program cannot be used to repay debt to Council.
• Operational costs and core business costs of the organisation e.g., rent or accommodation costs, ongoing fees, mobile phones, bills and insurance fees.
• Salaries or wages either either fulltime, part time or casual or any component of salaries or wages for ongoing positions not specific to the project. Human resource costs that are short term and clearly identified as specific to the project, may be considered.
• Capital expenditure (land, buildings, construction works, refurbishment, renovations, playground installation, landscaping, earthworks, etc.).
• Venue hire, rent, lease or other costs associated with accommodation, other than specified in the Discount Support – Hall Hire grant program.
• Activities that take place outside Whitehorse.
• Uniforms, training tops and promotional clothing.
• Funding for competitions, trophies, prizes or awards.
• Catering costs for individuals or events.
• Reimbursement of personal expenses, including (but not limited to) transport, food/beverage, accommodation.
• Overnight camps for children and young people (excluding the Whitehorse Education Assistance Grant).
• Applications for the singular purpose of promoting political, religious or spiritual activities.
• A program, service or activity that is primarily considered the responsibility of the State or Federal Government; for example, the core business of schools, hospitals or other entities.
• Partnership Grant recipients are not eligible to apply for additional funding to undertake programs, services, projects, initiatives and activities deemed to be covered by the Partnership Grant or are the responsibility of the organisation.
• Discount Support Hall Hire will not be provided for any fundraising event that runs longer than 1 day’s duration and the money raised at the event must not be sent or spent outside the City of Whitehorse without Council approval.

Developed by the community, for the community, the Whitehorse Community Vision reflects the community’s aspirations and priorities for the next 20 years.

The Whitehorse 2040 Community vision is:

• Whitehorse is a resilient community where everyone belongs.
   
• We are active citizens who value our natural environment, history and diversity.
   
• We embrace sustainability and innovation.
   
• We are dynamic. We learn, grow and thrive.

Over the next four years, Council will focus on eight strategic directions that have taken inspiration from the Whitehorse 2040 Community Vision.

Strategic Directions of the Council Plan 2021 - 2025

1. Innovation, Transformation and Creativity
2. A Thriving Local Economy: Business, Employment, Education & Skill
3. Diverse and Inclusive Community
4. Our Built Environment; Movement, and Public Places.
5. Sustainable Climate & Environmental Care
6. An Empowered Collaborative Community
7. Health and Wellbeing
8. Governance and Leadership

The Whitehorse Community Grants Program responds directly to Strategic Objective 7– Health and Wellbeing

Objective 7.3:  Enhance social connection within the community by facilitating social support groups for those in need, and provide opportunities for participation and community involvement.

7.3.2 – Provide Grants to the Community

Read the Council Plan: Download the Council Plan 2021-2025

The Municipal Public Health and Wellbeing Plan (the Plan) describes the work that Council and its partners will do to improve the health and wellbeing of people in Whitehorse. This plan was developed with help from the Whitehorse community through the “Shaping Whitehorse” community engagement process. 

The Plan incorporates the most up to date evidence and impacts of the pandemic. It prioritises strategies for community recovery.

Through the extensive community engagement process, five top priorities for the Plan were set.

Municipal Public Health and Wellbeing Plan – Priorities

• Mental Wellbeing
• Physical Activity
• Social and Neighbourhood Connection
• Social Inclusion, including Digital Inclusion
• Climate Change Mitigation

Applications for a Whitehorse Community Grant are required to demonstrate and alignment to at least one of the five Health and Wellbeing Priorities listed above.

Read the Whitehorse Health and Wellbeing Plan 2021-2025

For a comprehensive look at demographic information and insight into how the priorities and objectives were developed, you can read the Whitehorse Health and Wellbeing Profile 2021 .

The first step in applying for a grant is to register with SmartyGrants. SmartyGrants is an electronic grants submission system used by many local governments and other funding bodies. It provides an efficient way for you to submit your application online.

Registering with SmartyGrants requires an email address and a password. We encourage applicants to use a general, organisation email and password (instead of a personal account) so that more than one person can access the application(s) and outcomes.

For assistance with using Smarty Grants refer to the step-by-step Help Guide. The guide will guide you through the various stages of your on-line application.

In addition to information provided in the Community Grants Program Guidelines, we suggest you:

Find out more about the demographics of Whitehorse to inform your application.

Read the Whitehorse Health and Wellbeing Plan 2021-2025 to understand how your project aligns to at least one of the five Health and Wellbeing Priorities.

Access tools to assist you with planning your project:

• Project Description Template ( PDF 61.02KB)
• Budget Template ( XLSX 28.97KB)
• Risk Assessment Template ( XLSX 28.97KB)

Neighbourhood Houses may act as an auspice organisation if you are not incorporated. You will need to discuss this option direct with the House before making an application.

To become an incorporated association, speak with Consumer Affairs Victoria.

If you are seeking Discount Support for Hall Hire and do not have a minimum $20 million Public Liability Insurance, please read the Casual Hirers Policy - Information Sheet ( PDF 175.13KB). Please note that the Casual Hirers Policy is reviewed annually and is subject to change.

• Certificate of Currency for at least $20m Public Liability Insurance
• Financial statements for the previous financial year. Smaller groups being auspiced should provide a copy of their bank statement.
• ABN and/or Incorporation Number of Applicant or Auspice

Yes. You can apply for more than one category, but not for the same thing.

With the exception of Discount Support Hall Hire, Council will only accept one grant application per organisation, in each eligible grant category, per year.

A separate application form is required for initiatives in different grant categories and must be completed and submitted in SmartyGrants by the due date and time. Please use the Equipment Grant Application form for all equipment requests.

If an applicant applies for more than one grant category, each application must meet the eligibility criteria and reflect a different program, service, project or activity etc. You cannot apply for the same thing in more than one category.

For example, your group needs a projector for weekly presentations and also wants to run a concert. You can submit an application for a Small Equipment Grant for the projector and a Creativity Grant for the concert.

A financial statement is documentation that provides information on your financial status. The best, and most common way of providing this information is by submitting a copy of your organisation /club /group’s Annual Report. For the purpose of this year’s application we will require the 2021/2022 Annual Report.

At the very least, Council requires the 2021/2022 Profit & Loss statement, along with the Asset & Liabilities statement.

A statement from the bank showing the amount in your bank account will not be accepted.

It is very important for the assessment and decision making panel to understand how your requested funding will be allocated. The budget table has been created to help applicants clearly show:

1. Where money is coming from (funding source)
2. How much money you have available, including what you are requesting in your application (income), and
3. How the money will be allocated (expenditure). 

To see an example a budget table that clearly provides these details, please refer to Tip Sheet section - ‘Budget Table Example’.

Applicants of the 2023/2024 Community Grants program will be notified of the outcome following the ordinary Council meeting that will be held in July 2023. Projects cannot commence before this time.

If successful, payment will be made once all of the required forms have been completed and submitted in SmartyGrants.

Please refer to the tip sheet available below for a step-by-step guide.

The log in details consist of an email and a password.

If you know the email address you used but can’t remember your password, please refer to the tip sheet ‘How to reset your password’.

If you cannot remember any of your log in details please contact the Community Grants Officer for assistance via email: grants@whitehorse.vic.gov.au or phone: 0403 662 370 during business hours.