Proactive Grants 2024-25

IMPORTANT: Please read information below to assist you in completing your online application.

BEFORE YOU BEGIN

Welcome to the City of Swan's online grant application service, powered by SmartyGrants.

You may begin anywhere in this application form. Please ensure you frequently save as you go. Hint: We recommend saving every 20 minutes.

Please review our Swan Proactive Grant ‘Information Sheet’ and Resource Guide.

This Proactive Grant opportunity strives to support innovative community-led initiatives, targeting identified strategic Focus Areas, with flexibility (e.g. capital inclusions) from Applications to address current individual and/or community needs. The Swan Proactive Grant Focus Areas informed by current strategic documents include:

1. Community Health and Wellbeing
2. Homelessness
3. Community Safety
4. Sustainable Environment 

Alongside targeting the Objectives of the Strategic Community Plan, please ensure your project address one or more of the above Focus Areas. 

We ask that you please get in touch with the City of Swan’s Community Grants Team and your local Community Development Officer to discuss your proposed project, event or initiative. The teams will be able to assist you with reaching eligibility and guide you on submitting your best possible application. You can contact the Community Grants Team by calling 9207 8693 during business hours or email communitygrants@swan.wa.gov.au.

Please note, the City of Swan will not fund: retrospective costs, service/activity duplication, political/religious intent, Government services, and organisational recurrent and/or operational costs. This ‘stream’ does allow for partial capital expense contributions.

All funding is subject to available budget.

If you need more help using this form, download the Help Guide for Applicants or check out Applicant Frequently Asked Questions (FAQ's)

Have you read the Public Events Guidelines and completed the application?  See the City of Swan Organising a Public Event webpage.

Filling out this application does not ensure the booking of any City of Swan venues or Public Event Approval, please complete your booking/event request before submitting this application.

You must submit your final application at least 12 weeks before your project start date and/or prior to the advertised Closing date and Award dates.

ROUND CLOSING AND ASSESSMENT DATES

Swan Proactive Grants are open all year round with specific assessment and award dates for the various levels of funding.

LEVEL 1 – Up to $500 Kidsport and Access All Areas

Open all year round with a non-competitive assessment against selection criteria. Please see Kidsport here or Access All Areas here which is a maximum of $500 per Financial Year.

LEVEL 2 - $500 - $1,500

Open all year round with a non-competitive assessment against Focus Area objectives. Please ensure your group applies at least 12 weeks prior to project start date.

LEVEL 3 - $1,500 - $5,000

Open all year round with a non-competitive assessment against Focus Area objectives. Please ensure your group applies at least 12 weeks prior to project start date. e.g. The Christmas Hamper Project starts on the 30 November 2025, your application needs to be submitted before 7 September 2025, with all supporting documents submitted.

LEVEL 4 - $5,000 - $25,000

Apply all year round, assessed and awarded 'quarterly', with a competitive assessment against selection criteria, Focus Area objectives, and peer applications.  Check below for the closing and award dates, and apply within the correct window to ensure your application is assessed and awarded in time for your project. e.g. The Christmas Hamper Project starts on the 20 December 2024, your application needs to be submitted before 31 July 2024, with all supporting documents submitted.

MOVING THROUGH THE APPLICATION FORM

On every screen (page of the form) you will find a Form Navigation contents box, this links directly to every page of the application. Click the link to jump directly to the page you want.

You can also click 'next page' or 'previous page' on the top or bottom of each page to move forward or backward through the application.

SAVING YOUR DRAFT APPLICATION

If you wish to leave a partially completed application, press 'save and close' and log out. When you log back in and click on the 'My Submissions' link at the top of the screen, you will find a list of any applications you have started or submitted. You can reopen your draft application and start where you left off.

You can also download any application, whether draft or completed, as a PDF. Click on the 'Download PDF' button located at the bottom of the last page of the application form.

SUBMITTING YOUR APPLICATION

You will find a Review and Submit button at the bottom of the Navigation Panel. You need to review your application before you can submit it.

Once you have reviewed your application you can submit it by clicking on 'Submit' at the top or bottom of the screen or on the navigation panel. You will not be able to submit your application until all the compulsory questions are completed and there are no validation errors.

Once you have submitted your application, no further editing or uploading of support materials is possible.

When you submit your application, you will receive a confirmation email with a copy of your submitted application attached. This will be sent to the email you used to register.

If you do not receive a confirmation of submission email then you should presume that your submission has NOT been submitted.

Hint: Check the contents of the email and that it hasn't landed in your spam or junk email folder.

ATTACHMENTS AND SUPPORTING DOCUMENTS

You will need to upload attachments to support your application. This is very simple, but requires you to have the documents saved on your computer, or on a storage device.

You need to allow enough time for each file to upload before trying to attach another file. Files can be up to 25MB each; however, we do recommend trying to keep files to a maximum of 5MB – the larger the file, the longer the upload time.

It is in your best interest to upload all correct documentation so you may like to spend some time collecting these in advance. Please note that the funding level you apply for may determine the extent of documents you will need for your application. Some documents you may want to prepare include:

• Certificate of Incorporation (If Incorporated)
• Letter from Auspice Organisation (confirming the auspice arrangement)
• Budget Worksheet
• Public Liability Certificate of Currency – Certificate of Insurance relevant for your project date.
• Working with Children’s Check – when your project requires child related work.
• Information to support your application, e.g. letters of support, plans, reports etc.
• Audited Financial Statement
• Project management plan including risk management strategy
• Latest Audited Annual Report

COMPLETING AN APPLICATION IN A GROUP/TEAM

A number of people can work on an application using the same log in details as long as only one person is working at a time. Ensure you save as you go. Hint: We recommend saving every 20 minutes.

You must submit your final application at least 12 weeks before your project start date and/or prior to the advertised Closing date and Award dates.