2017-2018 Operational/Minor Equipment Grants Guidelines

Applications closed at 5.00 pm on 6 October 2017.

What are Operational/Minor Equipment Grants?

The City of Casey's Operational/Minor Equipment Grants Program gives community groups and organisations in Casey the opportunity to apply for financial assistance to support their operations and their volunteers.

This financial assistance is in the form of one-off annual grants to assist community groups to:

  • Train group members and volunteers (e.g. leadership, first aid, coaching).
  • Pay for start-up costs for new groups (e.g. incorporation fees, filing cabinet, cash box).
  • Purchase minor equipment needed for their services (e.g. cooking equipment, audio visual equipment, sporting equipment).

Who can apply for an Operational/Minor Equipment Grant?

Not-for-profit organisations which are:

  • Based in the City of Casey (groups that meet or hold activities in Casey).
  • Incorporated, or auspiced (managed) by an incorporated association.Auspice organisations must be aware of and support the grant application.

Applicants or auspice organisations must have adequate Public Liability Insurance for their group members and the general public.

Who cannot apply for an Operational/Minor Equipment Grant?

  • Individuals
  • Government agencies at local, state or federal level
  • Businesses
  • Groups which have previously received a Council grant and have not completed the acquittal process
  • Political parties/groups
  • Schools

How do I apply?

Applications must be submitted online and include additional information as specified. Access to the internet and an email address will be required. Applications must be submitted by the due date. Late or incomplete applications will be not considered.

Supporting documents and attachments must be in electronic format (documents can be attached) and submitted as part of the online application process.

All applications will require:

  • Current Public Liability Insurance Certificate of Currency (provided by your insurance company).
  • Proof of legal status – the group’s incorporation number or the incorporation number of an auspice organisation.

Organisations without an ABN will be required to complete and provide a Statement by Supplier Form, available on the City of Casey website.

What are the objectives of the Operational/Minor Equipment Grants Program?

The objectives of the Operational/Minor Equipment Grants are to:

  • Resource community groups to build their capacity and sustainability.
  • Provide groups with the opportunity to purchase essential items of equipment that enable them to operate successfully.
  • Support the establishment of new groups to strengthen Casey’s growing community.
  • Diversify programs and ensure they are inclusive.

How are successful grants decided?

The information you provide on the application form will be used to assess your application against the criteria listed below. 

Assessment criteria

The assessment panel will be looking at the extent to which applications meet one or more of the following criteria.

  • The equipment will be used frequently and by a number of people involved with the community group/organisation including committee members, group members, and coaches/volunteers.
  • The training will be of benefit to a number of people involved with the group including committee members, group members, and coaches/volunteers.
  • The equipment or training is essential to the operation and/or success of the activity, program or group/organisation.
  • The equipment or training will assist the community group/organisation to increase safety and/or participation in its programs and activities and help it grow into the future.

How do the Operational/Minor Equipment Grants work?

  • There is one funding round per year.
  • Operational/Minor Equipment Grants are one-off and are not recurrent.
  • Only one application per community group is allowed.
  • The minimum amount groups can apply for is $100, and the maximum is $1,000.The full amount requested may not be approved; the Assessment Panel may recommend partial funding.
  • Council expects to be able to notify you of the outcome of your application in December 2017.
  • Any equipment purchased must be stored and primarily used in Casey.
  • Any item purchased must remain the property of the organisation/group.
  • Successful groups have until 30 June 2018 to expend the grant funds.

What will not be funded?

  • Applications for fundraising purposes
  • Insurance costs
  • Programs with the sole purpose of advocating a religious or political faith or belief
  • Utilities such as phone, electricity and internet
  • Consumables such as printer cartridges, paper and ongoing stationery items
  • Reimbursement for funds already spent
  • Rent/room/hall hire fees
  • Staff wages
  • Capital works items (an item permanently fixed to the ground or building).

What happens if my application is successful?

Successful groups will be notified by email.  All grants are subject to the conditions as listed in the Information for Operational/Minor Equipment Grant Recipients document, which accompanies the successful letter and in Council’s Grants and Contributions Policy.

Groups with outstanding payments to Council will need to clear the debt before they can receive the grant.

For groups with an auspice, funds are usually paid directly to the auspice organisation.  This organisation is responsible for ensuring the funds are spent in accordance with the application and any special conditions Council may require.

An Acquittal Form must be submitted online within 60 days of the completion of expenditure, or by 30 June 2018, whichever is earlier.

What happens if my application is unsuccessful?

A letter will be sent by email to unsuccessful groups advising the reason why the application was not successful.  Groups are encouraged to make another application in future, provided that the group is eligible.


Monday 4 September

Applications open. The online application form will be available via the City of Casey website.

Tuesday 5 September

Information Session

10.00 am – 11.00 am

Meeting Room 1, Lynbrook Community Centre, 2 Harris St. Lynbrook

Friday 6 October

5.00 pm applications close. No late applications will be accepted. An acknowledgement email will be sent once the online application has been submitted.


Panel meetings to assess grant applications.


Council Meeting for formal consideration of Panel’s recommendations.


Applicants are notified of the outcome of their application and grant payments begin.

Council contact

Community Grants Officers are available to answer questions about how to apply, the grant criteria and general queries. They can be contacted on 9705 5200 or email: communitygrants@casey.vic.gov.au .

Privacy Statement

Your personal information will be handled in accordance with the Privacy and Data Protection Act 2014 and used for the specified purpose. You can access your personal information by contacting Council’s Privacy Officer on 9705 5200.