Annual Arts and Cultural Grants

Please note, additional eligibility requirements may be specified for individual grant streams. Applicants must meet minimum eligibility requirements below, plus any specified additional eligibility requirements, to be considered for a grant.

All applicants

All individuals, community groups and organisations must:

• Be located in the Maroondah municipality or, if located outside the Maroondah municipality, be able to demonstrate majority benefit to the Maroondah community.
• Have or be able to obtain Public Liability Insurance with minimum cover of $20 million.
• Have successfully acquitted previous Council grants received.
• Have no outstanding debts owed to Council or have entered into a payment plan.
• If a Council property tenant, have no active breaches against the Council tenancy agreement.
• Have no active breaches with Consumer Affairs Victoria, the Australian Not-for-Profit and Charities Commission, or the Australian Securities and Investment Commission, as applicable.
• Have no active liquor licensing breaches.
• Have not received financial assistance for the same or similar activity from other Council grants or budget sources in the same fiscal year running July to June.
• Submit a complete application within the advertised application period, including budget, attachments or other supporting information requested by Council.
• If successful, provide banking details in the applicant’s name (or auspice/authorised person if used).

Groups and organisations

In addition to eligibility requirements for all applicants, groups and organisations must:

• Be a legally constituted entity or be a registered pre-school or school.
• Be not-for-profit and managed by a volunteer management committee or board.
• Have an active Australian Business Number (ABN).
• Be financially solvent.

Artists and creative practitioners

In addition to eligibility requirements for all applicants, artists and creative practitioners must:

• Be an Australian Citizen or Permanent Resident (with an appropriate visa).
• Aged 18 years or over.
• Be legally constituted as a sole trader, company limited by guarantee, or Pty Ltd company.
• Provide proof of identity and residence.
• Have an active Australian Business Number (ABN).

Individuals

In addition to eligibility requirements for all applicants, individuals must:

• Be an Australian Citizen or Permanent Resident (with an appropriate visa)
• Aged 18 years or over (or have parent/legal guardian authorisation if aged under 18 years)
• Provide proof of identity and residence

Definitions

What is 'legally constituted'?

Legally constituted in the context of eligibility for these grants means an organisation registered under law. Examples include:

• Associations (registered under the Associations Incorporation Act 2012).
• Charities registered with the Australian Charities and Not-for-profits Commission (ACNC).
• Organisations with Deductible Gift Recipient (DGR) or Public Benevolent Institution (PBI) status.
• Cooperatives.
• Companies limited by guarantee and/or limited by shares (non-distribution of profits or dividends).
• Trusts that are registered with the Australian Charities and Not-for-profits Commission (ACNC).
• Local Aboriginal Land Councils.
• Organisations established under an Act of Parliament.

What is an 'Auspice organisation'?

An auspiced application is where one organisation agrees to apply for and manage a grant on behalf of another organisation or individual who isn’t legally constituted. If the application is successful, the auspice organisation will receive the funds, manage the project, and sign off on grant acquittals.

If you need an auspice organisation, they must

• meet the eligibility requirements for Groups and organisations
• be nominated in your application with evidence that they have agreed to auspice, in the form of a signed letter of commitment on the Council template provided.

Ineligibility

Council will not consider applications from:

• Community groups or organisations that are not legally constituted or who are not auspiced
• TAFEs or universities
• Hospitals
• Statutory Authorities or other public entities under other levels of government
• Applicants that benefit from, promote or advertise gambling, including but not limited to electronic gaming machines, sports betting, and online gambling.

Council will not consider:

• Multiple applications to an individual grant stream from the same applicant in the same fiscal year July to June.
• Applications that exceed the limit of one (1) Quick Response Grant plus one (1) further application from any other individual grant stream available.
• Core operating, administration and staff costs.
• Project management or administration costs that are more than 10% of the total project cost (this does not include artist fees).
• New or improvement capital works projects to buildings or grounds.
• Building or grounds maintenance costs.
• New vehicles, vehicle accessories, vehicle signage, or ongoing vehicle maintenance costs.
• Activities related to worship, congregation, secular promotion, protest, activism, or campaigns.
• School activities that are curriculum-based or confined to the school property or school community.
• Non-recyclable or single-use/ promotional items or giveaways, such as event-specific or year-specific flags or banners, commemorative merchandise, and memorial plaques or signs. Council encourages the use of reusable, recyclable, or compostable alternatives, except where single-use items are essential and justified (e.g. for safety or accessibility reasons).
• Lease/hire or use of a venue with electronic gaming machines or other forms of gambling.
• Alcohol, tobacco, e-cigarettes, gambling products, or other items that cause community harm.
• Public art projects on Council-owned sites or on private property that is not publicly accessible.
• Fireworks, trophies, prizes or awards.
• Application preparation fees, paid or due, including professional grant writer fees.
• Funding requests above the maximum grant available.
• Funding requests arising from lobbying or canvassing support from Councillors or Council officers.
• Funding requests made outside of Council’s official application process.
• Funding requests that present unacceptable risk to Council by association.
• Retrospective funding (i.e. starting an activity before the grant has been approved).
• Late or incomplete applications.

Late or incomplete applications

Applicants are responsible for submitting a complete, accurate and true application prior to the closing date.

It’s important to have a fair grants process for all applicants. Council cannot accept late applications or receive additional information from applicants after the closing date.

Council offers application support before the closing date.

Please note, Council may allow late applications in circumstances outside the control of Council or applicants, such as a system outage on the closing date. If this happens, arrangements will be advised on Council’s website.

The objectives of the Community Grants Program align with aspirations within the Maroondah 2050 Community Vision.

• A healthy, inclusive and connected community

  Everyone in Maroondah feels valued, welcome and respected, and has opportunities to thrive regardless of their background, identity or circumstances. Community members experiencing vulnerability, marginalisation or disadvantage have access to the support they need. Opportunities for social connection, and to enhance health and wellbeing, are encouraged.

• A safe and liveable community

  Everyone in Maroondah feels physically and emotionally safe. Local neighbourhoods and activity centres are easy to move around. There are the housing options, amenities and services people need to live, work, learn and play locally. The unique attributes of Maroondah, and our local history and heritage, are valued and promoted.

• A green and sustainable community

  Maroondah’s green, leafy natural environment and landscape continues to be preserved and enhanced, with biodiversity and habitat corridors progressively restored and maintained. Our community is supported to make sustainable choices and is actively working to reduce emissions and waste, as well as adapt to climate change.

• A vibrant and prosperous community

  Maroondah is a vibrant and prosperous destination. Creative precincts, placemaking, and experiences make Maroondah a culturally rich place to live, work, play and visit. Our strategic location and competitive strengths facilitate economic development, and local businesses are supported to be successful and sustainable.

• A well governed and empowered community

  Council continues to be a transparent, accountable, and future-focused leader that collaborates locally and regionally and actively champions local needs. Everyone in Maroondah is informed about matters that affect them and are provided with opportunities to meaningfully engage regarding Council decision making.

Maroondah City Council is committed to being a child-safe organisation where all children and young people are valued and protected from harm and abuse. We have zero tolerance for child abuse. For more information see Child safety and wellbeing.

As part of our commitment to the Victorian Child Safe Standards, Council has child safety requirements in place to help ensure the safety of children and young people under 18 years of age when providing grant funding to other organisations, groups or individuals. Council will request information and evidence in support of these requirements at the grant application and/or funding agreement stage.

• New applicants with limited means or ability to access other sources of funding.
• Applications that target outcomes for new, emerging or marginalised communities.

The following principles guide Council’s overall approach to provision of grants in scope with the Community Grants Policy.

• Responsive to needs

  Our grants link to strategic priorities and identified community needs, seeking to financially assist those in the Maroondah community who will benefit most.

• Equitable and inclusive

  We strive to ensure high levels of community awareness, ease of participation, and access to available financial support by all in the Maroondah community.

• Efficient and effective

  Our grants are offered, measured, communicated and celebrated in a manner that seeks to maximise value to the Maroondah community.

• Responsibly managed

  Our grants are well-designed and well-managed in ways that are best-fit for purpose and ensure accountable, efficient and justifiable use of available financial support.

Community groups or organisations must provide:

• Your current Public Liability Insurance Certificate of Currency, or that of your auspice organisation (if applicable).
• If using an auspice organisation, a letter of commitment from the auspice organisation. A template link is provided in the application form.
• If partnering with others, a letter of support and commitment from the partner/s. A template link is provided in the application form.
• Quotes to support the proposed budget.
• Endorsed Financial Statement and Annual Report (if applicable).

Community benefit

• The proposed activities are relevant to the grant program.
• The application identifies why the project is important.
• The application demonstrates meaningful partnerships/collaboration and directly benefits Maroondah residents.
• Access, diversity, inclusion and gender equity have been considered.
• The application aligns with Maroondah 2050 objectives.

Weighting: 50%

Planning and delivery

• The delivery approach is well-planned, achievable and measurable.
• There are monitoring and evaluation processes in place. 
• The applicant has the resources and experience to manage the project.

Weighting: 30%

Budget

• The budget is thorough, achievable and reflects good value for money. 

Weighting: 20%

Successful applicants will need to sign a funding agreement with Council. This agreement explains the conditions for receiving the grant. We can’t pay you without a signed agreement.

General conditions cover requirements for:

• Auspice/authorised person arrangements (if in place).
• Key dates relating to activity delivery and reporting.
• How the grant is to be used.
• Reporting on how your grant was spent and your activity outcomes (grant acquittal).
• Keeping and providing records about your grant, including receipts and invoices.
• Complying with relevant laws, regulations, policies and standards.
• Notifying us when circumstances relating to the grant change.
• Requesting our consent to make changes.
• Handling unspent funds.
• Acknowledgment of Council in line with the Acknowledgement and Publicity Guidelines.
• Insurances, including Public Liability Insurance.
• Providing a valid GST-compliant invoice on the Council template provided.

Council may make funding conditional on additional specific conditions being met.

Applicants are encouraged to discuss their application with Council before applying.

Council can provide insight, tips and suggestions on proposed projects and, where relevant, suggest partnerships with other community groups or organisations.

Call Council 03 9298 4598 between 9am and 5pm, Monday to Friday and ask for the relevant contact person below. If you are unsure who to speak to, please ask for Joanna Wood, Community Grants Officer or email grants@maroondah.vic.gov.au.

Maroondah City Council is committed to working towards a community where everyone is safe, valued and enjoys equity of opportunity and outcomes.

Our commitment to gender equality is embedded in our Council Plan, Maroondah 2050 – Our future together, Maroondah Liveability Wellbeing and Resilience Strategy 2021-2031 and our Gender Equality Action Plan 2021-2025.

Gender equality is an important determinant for health and wellbeing. Women, men and gender diverse people face different experiences based on social conditioning and subtle biases. Designing or delivering a project by treating all people as the same may not necessarily result in equal outcomes.

• All budget items must be exclusive of GST.
• Provide a comprehensive budget including the anticipated grant amount shown as ‘income’.
• Include total budget income and expenditure for the entire project, not just the Council contribution. This can include in-kind venue hire (per hour), volunteer hours, donations, etc.
• Declare all sources of income relating to the project, including other grants, donations and in-kind contributions such as volunteer hours, use of facilities, etc. It is suggested that in-kind hours be calculated at $30 per hour.
• Reflect donations and in-kind support on both sides of your budget (see budget example).
• Total Income (including anticipated grant amount) should equal Total Expenditure.
• Provide a valid GST-compliant invoice on the Council template provided.

Example budget

Any planned event on Council land requires an Event Application Form to be submitted at least four months prior to your event. Please note, this is separate to the Grant Application. Council land includes facilities such as: sporting reserves, bushland reserves, open space, roads, car parks.

For more information see Running an event on Council land.

If you wish to install public artwork as part of your grant project, Council highly recommends finding a site that is privately-owned, but with public exposure, subject to approval of the site owner.

Public art projects on Council-owned sites can be more complex due to the nature of risk management, maintenance costs and infrastructure upgrades on Council sites. If your project includes any public art component, it is essential that you email publicart@maroondah.vic.gov.au to discuss your project further with the Arts Development Officer and the Public Art Program Lead.

Assessment of grant applications for public art projects will include the applicant’s understanding of the logistics, risk assessment and site-management of public art projects.