Minor Capital Works Investment Program

• Expressions of Interest Open: July 2026 (TBC)

• Frequency: Annually

• Amount: Up to $50,000 per project or $75,000 in total for a maximum of two projects (including GST) with an organisation contribution
  

About the program

Council’s Minor Capital Works Investment program supports small to medium sized capital works projects that improve, extend or upgrade a community facility that is Council owned, managed or leased.

This includes: 

• community facilities, sporting reserves and other facilities on public land in the City of Casey, where management of the facility is community based and access to the broader community is ensured.
• groups that have a Council lease or management agreement in place such as Sporting Clubs, Community Halls, Neighbourhood Houses, Friends Groups, Senior Citizens Clubs, and other like groups. 

Purpose of this program

The purpose of the program is to support small capital works projects at Council facilities that: 

• Increase and diversify participation in current or new programs or user groups
• Encourage and facilitate multi-purpose and shared use
• Enhance accessibility (includes disability, cultural, gender, functional access)
• Improve environmental outcomes and sustainability
• Improve security and safety or address a health issue
• Enhance ease of use and user experience 

Who can apply

The types of groups that may be eligible to apply include sporting clubs, community halls, neighbourhood houses, friends groups, senior citizens clubs, scout & guide groups.

To apply for this program, your group must: 

• discuss proposed project with your Council Contact
• be a club or user group that operates at a Council owned, managed or leased facility where:
  • management of the facility is community based
  • there is a Council lease or management agreement in place
  • access to the broader community is ensured
• be a registered (incorporated) not-for-profit club or community group or have an auspice arrangement with an incorporated group who agree to receive and manage the funds
• have public liability insurance of a minimum $20 million
• be able to demonstrate significant support in the community for your organisation
• be able to provide the appropriate financial contribution as detailed in these Guidelines
• clear any outstanding debts with Council 

Who cannot apply 

• Individuals and sole traders
• Government agencies at local, state or federal level
• Businesses
• Political parties or groups
• Schools and Council managed kindergartens
• Groups that have an outstanding debt to Council including those on a payment plan

How the process works

Stage 1 – Expression of Interest

The first step you must take is to contact with your group’s Council contact to discuss your proposed project.

If your proposed project is feasible and meets Council’s minimum requirements for minor capital works at Council facilities, you will be asked to submit an online Expression of Interest (EOI) form.

Council is responsible for initiating and managing all the projects delivered through this program, and we may have existing arrangements with contractors for bulk or specialised jobs. Where possible Council staff will arrange for approved contractors to provide quotes.

Depending on the nature and scope of the proposed project, you may be able to use your own contractors or suppliers with prior Council written approval.

EOIs will be assessed upon submission. Each group can only submit two EOIs per year so ensure you contact your Council contact to confirm that your proposed project is eligible, before submitting the online Expression of Interest. If you don’t know your Council contact, please email communitygrants@casey.vic.gov.au. 

Stage 2 - Application

If your Expression of Interest is eligible, you will be invited to submit a more detailed project application and may be required to meet with Council officers on site. An invitation to apply is no guarantee that your project will be funded. A limited funding pool applies each year and, in most years, demand for projects exceeds the funding available.

You will be provided with a list of information that you will need to submit as part of your application. Requirements will be project specific but may include:

• quotes from a specific contractor

• allowances for permits

• standard specifications

• architectural drawings etc.

All permits, approvals, insurance and project management fees must be included as part of the total project cost included in the project application form.

Where a lease or management agreement is in place, projects will only be considered if the proposed works are listed as a Council responsibility in maintenance guidelines.

Applications must be submitted before 24 January 2025. Project applications will be assessed by a panel consisting of Council officers and community members, in line with the stated assessment criteria and against other applications received in the same round.

Project costs and applicant contributions

• Applicants can submit a maximum of two Expressions of Interest each year. To help you to submit a strong project idea, you must discuss the project with your Council contact before you complete an EOI form.
• Only two projects per year can be funded, up to a total value of $75,000 (including GST).
• The cost of any one project cannot be more than $50,000 (including GST).
• All successful applicants are required to contribute towards the total cost of their project, including any GST component. The following financial contribution is required:
  • 15% for projects valued up to $30,000
  • 20% for projects valued over $30,000
  • 50% for electronic scoreboards
• If actual project costs are more than 10% over those quoted, the club/user group will be consulted to agree to pay the required portion of this additional cost or Council will determine if the project should be cancelled.
• If more than one group/organisation is supporting the same project, you will need to nominate one party to be the main applicant who will be responsible for completing the online forms, liaising with Council, coordinating all the financial contributions from other groups and signing the project agreement. Letters of support will be required from all groups involved in a project.
• Funded projects will be staged throughout the year.

What we can fund

Examples of possible projects include: 

• Behind goal netting
• Car park lighting
• Coach's boxes
• Court resurfacing
• Cricket nets and practice area improvements
• Design work for future minor capital works projects (up to $2,500 total)
• Drainage for improvement of sports surfaces
• Drinking fountains
• Electronic scoreboards
• Environmental sustainability initiatives
• Fencing
• Floodlighting (new or upgraded)
• Goals and goal posts
• Electric heating and cooling systems, ceiling fans
• Landscaping
• Modifications for all abilities
• New kitchens, dishwashers, or stoves (not replacement)
• Outdoor tables and seating (fixed)
• Path networks
• Playground
• Shade areas
• Small building modifications
• Solar panels and/or batteries
• Double glazed windows, insulation & draught proofing
• Conversion to electric water heaters

Assets delivered as part of this program remain the property of and will be maintained by Council.

What we cannot fund

We cannot accept applications for: 

• Works proposed in facilities not owned, managed or leased by Council.
• Projects that have already started or have been completed before receiving approval from this program.
• Requests for maintenance, equipment or operating costs
• Purchase of land
• Projects for licenced social rooms or areas not allocated by Council.
• Projects already allocated with Council’s Capital Works Program

Examples of projects that won’t be funded include:

• Carpet replacement
• Equipment items
• Drainage (road and building)
• Driveway maintenance
• Floor sanding
• Light switches and surge protectors.
• Painting
• Playground maintenance and mulch replacement
• Replacement of internal blinds
• Security systems and security cameras

What is the assessment criteria?

Your application will be assessed against the following criteria: 

• The value, importance and reach of the organisation/user group in the Casey community (10%)
• The benefit of the proposed project to current and future user groups (40%)
• The impact of the proposed project on local residents and the wider community (20%)
• Council considerations in relation to the proposed project and facility (30%)

The value, importance and reach of the organisation/user group in the Casey community (10%)

• The history and purpose of the organisation/user group
• The number of teams, members, programs, services

The benefit of the proposed project to current and future user groups (40%)

How the proposed project will:

• Increase and diversify participation in current or new programs or user groups
• Encourage and facilitate multi-purpose and shared use
• Enhance accessibility (includes disability, cultural, gender, functional access)
• Improve environmental sustainability
• Improve security and safety or address a health issue
• Enhance ease of use and experience for user group participants and volunteers

The impact of the proposed project on local residents and the wider community (20%)

How the proposed project will:

• Increase and diversify participation for the general public
• Facilitate casual or unstructured use by community members
• Improve residential amenity
• Enhance ease of use and user experience for the wider community
• Provide better safety for the general public.

Council considerations in relation to the proposed project and facility (30%)

How the proposed project will:

• Meet Council’s strategic aims
• Fill a service gap in Casey
• Extend the life of the facility
• Decrease facility maintenance
• Ensure better alignment with Council standards and renewal timeframes
• Support a scope of works that is manageable and able to be scheduled and delivered in a timely and planned manner
• Previous and recent Council’s investment across the site

If your application is successful

• We will notify you by email.
• You will be required to sign a project agreement with Council that further outlines any conditions and responsibilities.
• A Council Officer will contact the club/user group to arrange the works. Works are programmed and staged throughout the financial year. Clubs are not responsible for initiating or managing any works – Council will do this.
• If you have any outstanding payments to Council, you will need to clear these before we can commence the works
• If you have any outstanding Casey grant acquittals, where possible these should be finalised before we can commence project works.
• You must adhere with provisions and conditions contained in Council’s Grants Policy.

If your Expression of Interest or application is unsuccessful

An email will be sent to unsuccessful groups explaining why the Expression of Interest or application was not successful.  Groups are encouraged to make another application in future, provided that the group and project is eligible.

Timelines

Variations to projects

Once approved, no significant variations to projects will be allowed. Investment will be provided for the specific purpose as outlined in the submission and approved by Council.

Tell us your project outcomes

After the project is completed, you will be required to report to Council on the outcomes and benefits of the works. A template and timeline will be provided by Council.

How do I apply?

Expressions of interest must be submitted online and only after speaking to Council regarding the suitability of your project. Access to the internet and an email address will be required.  The link to the Expression of Interest form is available on Council’s website at www.casey.vic.gov.au/community-grants. The application must be submitted by the due date.  Late or incomplete Expressions of interest and applications will not be considered.

Contact Council

If you have any queries, please contact the Council Officer who you connect with regarding your existing lease or management agreement. If unsure, send an email to communitygrants@casey.vic.gov.au

For assistance with the online application process contact Council’s Grants team on 9705 5200 or email communitygrants@casey.vic.gov.au

Please contact us as early as possible if you do require additional assistance to ensure your project is eligible and your application is submitted on time.