Stage 1 documents
Mandatory documents
The following documents are mandatory. They must be included for your application to be eligible.
| Mandatory document | Requirements |
|---|---|
| Constitution, Foundation or Governance document | Any format will be accepted. Most incorporated organisations have a document which sets out their purpose and organisation rules |
| Financial statements | Include your organisation’s financial statements for 2022-23 and 2023-24. (You may have already provided these to Consumer Affairs Victoria [through myCAV] or to the Australian Charities and Not-for-profits Commission as part of their required annual reporting.) |
| Land Title | A “Register Search Statement” from Landata Victoria (or similar) |
| Photos | 6-8 photographs showing all areas of the proposed project location |
| Project Plan | You must use the Project Plan template.
Community Centre EOI Project Plan Template
(opens in a new window)
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| Copies of minutes from your last two Annual General Meetings | Any format will be accepted. |
| Public liability insurance | A certificate of currency for public liability insurance with a minimum cover of $10 million for any one incident is required. |
Readiness documents — attach if available
The following documents are not mandatory but you should attach them if they are available as doing so will likely improve your assessment score.
It is not anticipated that applicants will have all or even some of these documents.
Providing any of these documents assists the department to assess your organisation’s and your proposed project’s level of readiness but the assessment process also considers a broad range of other criteria.
| Readiness document | Requirements |
|---|---|
| If available, any evidence of an Annual General Meeting (AGM) or managing Committee discussion or decision by your organisation’s members to support or proceed with the proposed project | This will help to validate your organisation member’s support for the proposed project |
| If available, copies of professional conceptual drawings or schematics for the proposed project | Any format will be accepted. |
| If available, copies of any evidence you have that architectural or town planning documents have been contracted or are in production for the proposed project | Any format will be accepted |
| If available, the current planning permit or planning permit application for the proposed project | Planning Permit from your local Council or copy of lodged planning application |
| If available, the current endorsed plans for the proposed project | Endorsed Plan document from your local Council |
| If available, the current building permit for the proposed project | Building Permit document from your surveyor |
| Evidence of matched funding or additional funding | Acceptable evidence of any matched or additional funding includes your organisation’s current bank statement at date of application showing a balance that at least meets the funding gap (account must be in the name of the applicant organisation) Statutory declarations and personal bank account balances of members of the organisation are not an acceptable form of matched funding evidence. |
Stage 2 documents
Mandatory documents
The following documents will be requested if an applicant organisation is shortlisted / invited to participate in Stage 2 of the EOI.
| Mandatory document: | Requirements: |
|---|---|
| Business Case | A Business Case template will be provided only to Stage 2 shortlisted applicants The Business Case will request information such as the proposal summary and project rationale, proposed operating model, an implementation plan, project financial planning (including confirmed finance or fundraising plans), and risk assessment. |
| Key People Profiles | A Key People Profiles template will be provided only to Stage 2 shortlisted applicants to outline the relevant experience and capabilities of the organisation’s authorised representatives and nominated project contact The profiles are an opportunity for shortlisted organisations to outline their experience with respect to delivering infrastructure projects and/or operating community facilities. |
Optional documents
You may opt to attach further supporting documents to strengthen your application such as a letter of support or your organisation’s current calendar of activities.
You will also be asked to attach any updated documents you may now have related to the “Readiness documents” above. For example, a copy of a planning application may not have been available when Stage 1 applications close, but it may become available before the closing date of Stage 2.
Updated