Grant Application Tips

Step one: Read the guidelines and determine eligibility

Read the Community Funding Guidelines here and determine if your community group and the proposed activity is eligible for funding.

Eligible Organisations

• Community Funding is available to not for profit groups and organisations located in the Shire of Toodyay.
• Applications from individuals will be considered if the activity can demonstrate benefits to the wider Toodyay community.
• The project must be delivered within the Financial Year that the funding is awarded.
• All applications must be submitted on the appropriate Community Funding Application Form here.
• Community groups/organisations applying for Large or Events, Tourism & Economic Development grants must have an ABN and be incorporated.

Eligible Activities

Projects will be considered eligible if they can demonstrate benefit to Shire residents through economic, environmental, recreational, social or cultural means:

• Community enhancement
• Sport and recreation development
• Environmental wellbeing
• Events, tourism and economic development

Ineligible Activities

• Activities that do not relate to the Shire of Toodyay’s Strategic Community Plan.
• On-going operational and administrative costs.
• Profit making activities.
• Retrospective activities.
• Programs, projects and services considered the responsibility of other government departments, individuals and private for-profit groups.

Step two: Determine which funding category your project fits into 

There are four levels of funding as indicated below:

1. Ad-hoc Community Funding – less than $1,000 for small, one-off requests for funding, in-kind, fee waiver or donation; available year-round.
2. Small Grants – between $1,000 and $3,000 for one-off requests for funding, in-kind, fee waiver or donation; available once per year in March/April for activities occurring after July that year.
3. Large Grants – between $3,001 and $10,000 for one-off requests for funding, in-kind, fee waiver or donation; available once per year in March/April for activities occurring after July that year.
4. Events, Tourism and Economic Development Funding – Maximum $15,000 for cash and in-kind support for large-scale activities or events that generate tourism and/or economic development; available once per year in March/April for activities occurring after July that year.

Determine which funding category your project fits into. If you’re not sure, please contact the Community Development Officer via records@toodyay.wa.gov.au or call 9574 9392.

Step three: Review the application form

Download a copy of the application form Here and consider your answers to each section.

Section 1 - Project Description and Objectives

A good project description outlines what your project will do, why it is required, and what the outcomes will be. Remember what, when, who, how and why.

Project objectives describe what the project aims to achieve.

SMART Objectives are Specific, Measurable, Achievable, Relevant, and Time-bound, concisely detailing what the project will deliver by its conclusion.

This is what each letter stands for:

S - Specific: Clearly define what you want to accomplish, answering questions like "what, why, who, where, and which". 

M - Measurable: Include quantifiable metrics or indicators to track progress and know when you have succeeded (e.g., numbers, percentages).

A - Achievable (or Attainable): Ensure the goal is realistic and challenging enough to be attainable with available resources. 

R - Relevant: Confirm the goal aligns with broader objectives and is worthwhile for you or your organisation.

T - Time-bound (or Timely): Set a specific deadline or timeframe with a start and end date. 

An example of a SMART objective is: To register 100 people for Toodyay’s first Triathlon by 2 March 2026.

Section 2 – Organisation Details

Complete as requested.

Section 3 - Funding Category and Strategic Alignment

Note the sections required to complete the application based on the funding category.

Section 4 - Strategic Alignment

Consult the Shire of Toodyay 2023-2033 Council Plan Shire of Toodyay Plan for the Future 2023-2033to determine how your project aligns with Council’s strategic direction.

The Plan for the Future 2023-2033 is based on an overarching vision for Toodyay to be a caring and visionary rural community, working together to preserve and enrich our town’s environment, character and lifestyle.

This vision encompasses five key priorities:

• People: Toodyay has a safe, cohesive, and healthy community.
• Planet: Our natural assets and ecosystems are maintained and protected for the enjoyment of current and future generations.
• Place: Our rural lifestyle is valued and enhanced with thoughtful planning and development.
• Prosperity: Together we are building a vibrant, diverse and sustainable economy.
• Performance: Through best practice leadership and governance, we are achieving the best possible social, economic and environmental outcomes for the people of Toodyay.

Identify how your project or event aligns to the Strategic Aspiration and Outcomes contained within the Plan for the Future.

Project outcomes are the changes that occur because of your actions. When designing a project, it's important to know what your project outcomes are so you have a way of measuring your success and understand what your overall goal is.

How will your project achieve these outcomes?

Section 5 - Community Outcomes

Identify how your project will achieve positive community outcomes? Complete all that apply.

Section 6 – Promotional Opportunities

Consider what media coverage you are expecting for your project and how your project will acknowledge the Shire of Toodyay?

Section 7 – Project Budget

The project budget requires you to identify all project expenditure and how you will pay for it. All amounts are GST exclusive.

The Total Expenditure and Total Income amounts must be the same.

In-Kind Support is the donation or provision of goods or services other than cash contributions. For example, promotion by other organisations, volunteer time spent planning and/or delivering the project.

You may include in-kind support and an estimated value as a contribution to your project. However, ensure it is listed in the in-kind support section.

Step four: Contact the Community Development Team to discuss your project

Before writing your application, please contact:

• Fiona Marshall, Community Development Officer on 9575 9392 or marsall@toodyay.wa.gov.au / records@toodyay.wa.gov.au
• Kelly-Anne Murray, Grants Officer on 9574 9395 or murray@toodyay.wa.gov.au / records@toodyay.wa.gov.au

to discuss your project.

Contact with the Community Development Team is an essential step in the application process. It provides an opportunity for feedback and advice on proposed initiatives which may improve the likelihood of being recommended for funding. 

Step five: Complete and submit your application

Ensure all sections of your application form are complete and the relevant supporting documents are attached.

Applications must be signed by the duly authorised officer from the applicant's organisation and submitted before the closing date.

Section 8 – Checklist

Please include the following items with your application (where applicable):

Section 9 - Declaration

I, the undersigned, certify that I have read and understood the Community Funding Guidelines, that I have been authorised to submit this application and that the information contained herein and attached is, to the best of my knowledge, true and correct.

Lastly: Ensure

• you keep a copy of your application for your records.
• If it is an online submission note your login and password for future applications and for the acquittal of the grant.

Click here to view a Grants Directory to help your business, community or sporting groups find funding opportunities.