Our Town Fund: Frequently asked questions (FAQs)

About the Fund

The Victorian Government has established the $6.5 million Our Town Fund.

The Fund is a competitive investment program that will support local projects in communities with a population of up to 12,000 people in the 48 local government areas of regional Victoria and alpine resorts. The Fund will support community infrastructure and facilities projects in regional Victorian towns.

The Fund will be delivered by Regional Development Victoria (RDV), part of the Department of Jobs, Skills, Industry and Regions (DJSIR).

For detailed information and application processes see the Our Towns Fund page and Program Guidelines.

Eligibility

Who can apply?

To be eligible for this Fund your organisation must:

• hold an Australian Business Number (ABN)
• be an eligible legal entity type as listed below; and
• operate from a Victorian location.

Eligible applicant legal entity types include:

• a Victorian local government in regional Victoria
• an Incorporated association registered with Consumer Affairs Victoria
• a Crown land Committee of Management ¹
• a Victorian Alpine Resort ²
• Australian public companies limited by guarantee whose governing rules demonstrate a not-for-profit purpose
• an indigenous organisation incorporated under the Corporations (Aboriginal and Torres Strait Islander) Act 2006
• a co-operative, registered in Victoria under the Co-operatives National Law.

¹   Most voluntary committees of management are legally incorporated as organisations through the Crown Land (Reserves) Act 1978. A small number of committees are unincorporated. Some committees of management of Crown land reserves are organisations incorporated through legislation other than the Crown Land Reserves Act. For further information see the DEECA website Committees of Management page.

²   Six alpine resorts are legally incorporated under the Alpine Resorts (Management) Act 1997 and managed by Alpine Resorts Victoria

Do I need to be registered for GST to apply for the Our Towns Fund?

Applicants can apply even if they are not registered for GST.

Applicants not registered for GST may include any GST costs related to the project in the total project budget. This means if project expenses are costed at $6,000 including $600 of GST, then the costs can reflect the GST inclusive amount of $6,600.

For organisations that are registered for GST, the cost of the GST must be excluded from the proposed budget. This means if project expenses are costed at $6,600 including $600 of GST, then the costs must reflect the GST exclusive amount of $6,000.

Applicant Eligibility

My organisation is not listed an eligible entity, can I still apply?

Applicants that do not meet the eligibility criteria of the Our Town fund cannot apply. Please see who can apply.

I am a Crown Land Committee of Management; how can I find my DEECA ID?

If you are a Crown Land Committee of Management, you can find our 4-5 digit DEECA ID through contacting voluntary.committees@deeca.vic.gov.au.

I don’t know if my organisation is an incorporated association or what our incorporated association number is?

To find out more about incorporated associations visit Incorporated associations - Consumer Affairs Victoria. If you're unsure of your incorporated association status or number, you can search for your organisation on the Consumer Affairs Victoria incorporated association search to retrieve this information Search for an incorporated association - Consumer Affairs Victoria.

Can a council Community Asset Committee (CAC) or Committee of Management (CoM) apply to the Fund?

If a CAC or CoM is incorporated in its own right and holds its own valid ABN and is an eligible entity under the guidelines, then it can directly apply to the fund.

Otherwise, the relevant Local Council must apply instead, and the application must be declared by an authorised officer within council. Unincorporated CACs and CoMs cannot directly apply using Councils ABN

Can sporting clubs apply to the Fund?

Yes, sporting clubs are eligible to apply provided that they meet the eligibility and legal entity criteria of the fund.

Project Eligibility

What projects and activities are eligible and ineligible?

For all project eligibility criteria, please refer to the Program Guidelines.

Can the program support sporting infrastructure projects such as improvements to football grounds, swimming pools and tennis courts?

No. The following are ineligible under the Fund:

• Sporting facilities and sporting infrastructure projects such as:
  • sports courts
  • sports grounds
  • swimming pools
  • cricket pitches/training nets
  • equestrian facilities
  • sports scoreboards/electronic screens
  • sports lighting
  • players/umpire rooms
  • fencing for sport courts and grounds etc.

Projects that improve shared multi-use spaces at sporting facilities/precincts which are publicly accessible and used by the broader community (e.g. event spaces, meeting and community rooms, dining rooms, kitchens, outdoor areas, public amenities etc. remain eligible under the Fund.

For more information on the types of projects that are eligible or ineligible, refer to the Program Guidelines.

Can we purchase single items such as a fridge, oven or air-conditioners for a community space?

Generally, the single purchase of appliances such as fridges, ovens, and other kitchen equipment is ineligible (unless part of a broader larger refurbishment or upgrade project). This also includes single purchase of furnishings for general use such as tables and chairs are ineligible (unless part of a broader upgrade or renovation project).

Can I apply for an Our Town grant if I received a Tiny Towns Fund grant?

Yes, applicants that were successful through the Tiny Towns Fund are eligible to apply for an Our Town grant.

For Our Town applications that are connected to a previously funded project though Tiny Towns Fund, the application to the Our Town fund must relate to a new component or stage of the previous project.

Location Eligibility

How do I know if my town/location is eligible?

The project must be located in one of the eligible 48 rural and regional Victorian council areas, or Alpine Resorts, (refer to the Fund guidelines for a full list).

The project must be located in an eligible location with a population up to 12,000 people. Eligibility is assessed by the location of the project and not the location of the applicant. The project location cannot be a ‘suburb’ of a regional city or interface cities (e.g. Sebastopol, Geelong West) or other larger regional towns (e.g. Norlane near Geelong or Eaglehawk near Bendigo).

Please refer to the ABS Census Population Data 2021 (suburbs and localities data set) or contact your local RDV office if you're unclear on location eligibility.

Applications with cross-border implications for Victorian communities will be considered on a case-by-case basis. Please contact your local contact your local RDV office to discuss.

The department will make final decision on what is considered to be an eligible project location under the Our Town Fund.

How can I find the population of my town?

Town population numbers for the Fund are sourced though the Australian bureau of Statistics (ABS) census data.

Applicants can refer to the ABS data to determine the population of a town.

1. Click this link to the ABS Census Population Data 2021
2. Click on Search by area name and type in the town name
3. Select the town under ‘Suburbs and Localities’ heading,
4. Scroll down the page to Search Results heading and click on the View QuickStats ‘All persons’ button.
5. A summary of the town and the population will be presented

You can also contact your local RDV office if you're unclear on your location eligibility.

What if I don’t know who owns the land that my proposed project is on?

You will need to contact your local council to find out who owns the land or do a search on LANDATA. A title search through LANDATA shows the information held in the Victorian Register of land at the time the search is made.

How do I demonstrate the consent of the landowner where the land is not owned or managed by our organisation?

You can demonstrate the consent of the landowner by including a signed letter of consent from the landowner with your application. If you do not have this, you will need to demonstrate your plan to receive landowner consent in your application form.

A letter of support for a project from the landowner or building owner (such as from the Department of Energy, Environment and Climate Action) does not constitute consent and will often require further formal approval from them.

Applications submitted without demonstrating the consent of the landowner or a plan to obtain landowner consent may be assessed as ineligible and may not be considered.

Can I submit applications for multiple projects under the Our Towns Fund?

You can submit multiple applications, however the Fund features caps on funding to ensure equitable and broad geographic distribution of funding across rural and regional Victoria.

For Local Government and Alpine Resorts Applicants

Local Government Authority or alpine resort can only apply for up to $200,000.  This could be for one project or could spread across multiple projects/towns.

All other Applicant Types

For applicants other than Local Government Authorities and alpine resorts, the 'Town Funding Cap' principle of $50,000 per town will be applied in relation to multiple applications received from the same regional town.

Where there are multiple applicants with projects from the same town, applicants can work together to put forward high-quality applications for agreed projects that strongly align with the program guidelines. This could be one agreed project or multiple projects that combined do not exceed $50,000.

Each project is required to have its own application (no 'multi-town' applications).

How do I demonstrate community need and support for my project?

• Letters of support
• Community survey’s including social media surveys
• Council/business plans
• Data that evidences community need/support.

Funding and Budgets

How much funding can I apply for?

Councils and alpine resorts can apply for grants of up to $200,000 for larger community infrastructure projects, while local organisations and groups can access up to $50,000 for smaller initiatives that strengthen regional towns.

Grant amounts may be reduced if ineligible expenses are requested as part of the project budget or where co-contribution evidence does not cover the required amount.

How much do I need to financially contribute to my project?

Applicants are required to make a co-contribution towards the total cost of the project. The co-contribution may come from the applicant or from other sources but must not be from other Victorian Government programs. Accepted sources of co-contribution may include:

• contributions from community groups, businesses, or philanthropic organisations
• grants/contributions from local
• contributions from utility/service providers, and
• grants from the Australian Government, or other interstate state governments in the case projects benefiting cross-border communities.

The value of land put towards a project is not considered in the calculation of a co-contribution.

The co-contribution ratios required for applicants are listed below.

Applicants can contact their local RDV office to discuss their application and how to calculate co-contribution requirements, including in-kind contributions.

What does in-kind mean?

In-kind and voluntary support are contributions to a project other than money. Many projects are assisted through different groups within the community. Some support can be in-kind nature like voluntary labour or donated materials.

Local government and Alpine Resort applicants are not eligible to claim in-kind contributions.

For all other applicants, the value of volunteer labour and other in-kind support is limited to a percentage of your total overall contribution (up to half of the applicant’s total contribution) and must be costed at the following rates:

• professionals costed at $80-$150 per hour
• skilled labour costed at $45 per hour
• unskilled labour costed at $25 per hour
• equipment costed at standard commercial hire rates.

Where in-kind contributions have been included in the project budget, you must complete and submit the Our Town In-Kind Information Sheet and Log (DOCX 167.42 KB) with your attachment.

How can I apply for the maximum grant?

To be eligible for the maximum grant, your project would need to meet a minimum project value.

Rural Council and Alpine Resort Applicants

The co-contribution must be at least 25% of the total proposed project budget. For example:

A Rural Council requires a total project cost of at least $266,666 to leverage the maximum grant of $200,000, with a further cash co-contribution $66,666 to meet the balance of the total cost. No in-kind is allowed.

Regional City Council applicants

The co-contribution must be at least 50% of the total proposed project budget. For example:

A Regional City Council or Alpine Resort requires a total project cost of at least $400,000 to leverage the maximum grant of $200,000, with a further cash co-contribution $200,000 to meet the balance of the total project cost. No in-kind is allowed.

All Applicants (other than Local Government and alpine resorts)

The co-contribution must be at least 20% of the total proposed project budget. For example:

A total project cost of at least $62,500 is required to leverage the maximum grant of $50,000, with a co-contribution of a further $12,500 to meet the balance of the total cost. Up to half of the $12,500 contribution can be met though In-kind goods and services, the balance must be a cash contribution.

If I am not registered for GST what is the maximum grant funding that I can apply for?

Applicants who are not registered or exempt from GST can apply for a maximum grant funding allowed for their applicant type as detailed in the guidelines. Applicants not registered for GST must ensure any GST costs related to the project in the total project budget.

Note: If an applicant not registered for GST is approved for funding, the department will only process payments totalling the value of the grant. It will not increase the grant by the GST.

What is the maximum amount of funding can be approved per town?

To assist with the geographical spread of funding across eligible areas of Victoria, town funding caps will be applied.

For all applicants other than Local Government and alpine resorts, a maximum of $50,000 per town limit will be applied. This could be one project or multiple projects that combined do not exceed $50,000.

For Local Government and alpine resorts, a maximum of $200,000 per town limit will be applied.

If a local government project is funded $50,000 or more in a town, then no other project could be funded in that particular town.

Am I eligible to apply if Council has committed to providing co-contributions towards the project in the form of a letter, although it is reliant on being successful for this Grant?

Yes. If your local council has committed funding towards your project contingent on your organisation being successful for an Our Towns grant, a letter from the local council should be included in your application submission. This can be accepted as evidence of an applicant’s co-contribution.

Can I include project management fees as part of my project budget.

Yes. Paying for or having the in-kind services provided by a project manager can greatly help deliver projects on time. All applicants may include a project management fee as part of their project budget. This may be a direct cost to the project (paid project manager such as a contactor) or provided though in-kind donation of time.

Project management fees are capped at 5% of the total project cost, up to $10,000. Project management fees must be clearly detailed in the application budget.

Applications and outcomes

How do I apply for the Our Towns Fund?

To apply, submit an online application via the ‘Apply now' button on the Our Towns Fund webpage.

Before applying, ensure you have read and understand the information on Program Guidelines and have all the required documentation on hand.

Applicants can speak to an RDV representative to discuss their projects and application or clarify program guidelines.

How will my application be assessed?

We will assess all applications through the criteria in the fund’s program guidelines, which includes community need, local benefit, project readiness and alignment with the fund’s objectives.

The applicant’s attachments and responses to the program assessment criteria questions and other application question asked as part of the application will also be taken into consideration.

How and when will I be notified of the outcome?

In line with the caretaker conventions, the incoming government will determine whether to proceed with this grant process and award the grants after the caretaker period.

Can I submit an application past closing date?

No. Late applications will not be accepted, including attachments.

When and how will the grant be paid?

Payment for successful applications will be staggered at key milestones throughout the project to ensure that the project progresses in line with the grant agreement. For most projects the grant milestones will be at either one or two payment milestones, however, this may be different for projects on a case-by-case basis.

Who can I talk to for assistance?

• Department of Jobs, Skills, Industry and Regions Customer Centre on 1800 878 969 during business hours, Monday to Friday
• RDV as provided on Our Towns Fund Guidelines Appendix 2.

Application Attachments

What evidence of Designs, Drawings and Plans so I need to include with my application?

It is mandatory for Local Government and Alpine Report applications to include documentation that illustrates the works being undertaken for your project. This could include where applicable: Site Survey & Topography Plans, Detailed Engineering Drawings, Structural Schematics such as Plans and Elevations and Section Drawings.

For all other applicants these documents are preferred buy not mandatory.

Do I need to attach evidence that I have all the approvals and permissions to commence my project?

Yes, where possible. Applications that can demonstrate all required permits, approvals and permissions have been obtained are generally stronger, as they provide greater confidence that the project is ready to commence if funding is awarded.

If you have not yet secured all required permits, approvals or permissions, you should outline:

• which approvals are still required
• the current status of each approval process
• the expected timeframes for obtaining them
• how you will ensure they are in place before project commencement.

Providing this information will help demonstrate that your project is well planned and can be delivered within the proposed timeframe.

Note: Permits, approvals or permissions generally mean:

• planning and or building permits
• approval from the land owner and or asset/building owner (e.g. local council or Department of Energy, Environment and Climate Action etc.)
• Cultural Heritage Management Plans.

What supporting documentation should I attach to substantiate the primary costs outlined in my project budget?

All applicants must:

• provide a project budget that matches to the application budget table. This can be a spreadsheet with all costing and income labelled and who is the provider is.
• provide cost estimates supported by documentation, such as quotations for goods and services to be purchased or procured.
• where multiple quotes are provided, include a costings summary or cover page that reconciles all quotes to the total project cost submitted in the application.
• where in-kind is being provided, a completed Our Town In-Kind Information Sheet and Log (DOCX 167.42 KB) (eligible applicants only).

Note: Applications with clear, detailed quotes and cost breakdowns will receive a higher assessment score.

What supporting documentation should I provide to verify project income or co-contributions?

All contributions to the project must be supported by a evidence stating that amount being contributed and who the provider is.

All project income and co-contributions must be supported by evidence that clearly identifies the contributor and the amount being provided.

Co-contributions from the applicant organisation may be supported by:

• A letter from the organisation's board or authorised representative (for example, the CEO or President) confirming:
  • the amount being contributed; and
  • the organisation's capacity to deliver the project and meet the co-contribution requirement.
• Current bank statement(s) demonstrating that the organisation holds sufficient funds to meet the co-contribution amount. (Local Government Authorities and Alpine Resorts are exempt from this requirement.)

Co-contributions from other organisations or funding sources must be supported by:

• A letter from an authorised officer of the contributing organisation confirming the amount of funding committed to the project.