Everyone’s Environment Grants Guidelines Cleaning up our backyards—round one Prepared by: Sustainable Outcomes, Department of Environment and Heritage Protection © The State of Queensland (Department of Environment and Heritage Protection) 2012 Disclaimer This document has been prepared with all due diligence and care, based on the best available information at the time of publication. The department holds no responsibility for any errors or omissions within this document. Any decisions made by other parties based on this document are solely the responsibility of those parties. If you need to access this document in a language other than English, please call the Translating and Interpreting Service (TIS National) on 131 450 and ask them to telephone Library Services on +61 7 3224 8412. This publication can be made available in an alternative format (e.g. large print or audiotape) on request for people with vision impairment; phone +61 7 3224 8412 or email <library@derm.qld.gov.au>. June 2012 2.4 27/6 30142 iii Minister's Foreword The Queensland Government is committed to real, practical action to clean up our local environment, working with communities to make a difference in their own backyards. Queensland’s lifestyle and economy are dependent on our outstanding natural environment. Ensuring the health and vitality of our surroundings is crucial for the health and vitality of our communities. The Government recognises that groups who take responsibility and initiative to improve Queensland’s environment at the local level are at the heart of our communities, providing real benefits for the local environment. Initiatives under the Everyone's Environment grants program will reflect local and regional priorities, and encourage partnerships with local businesses and schools—providing real, grass roots opportunities to tackle environmental degradation throughout Queensland. Eligibility is broad and open to community service organisations, including landcare and coastcare bodies, Indigenous organisations, local governments and natural resource management (NRM) groups organised to undertake environmental projects. These grants will deliver support to practical programs to help clean-up local areas and bring about real improvements at the local level. Everyone’s Environment is about local communities connecting with the local environment. It’s about locals making a direct contribution to our environment starting in their own neighbourhoods. Over the next three years, $12 million will be available, with individual grants from $2,000 to $100,000 for environmental initiatives such as: • tree planting and restoring degraded land • community clean up • cleaning up of our waterways • run-off reduction and water quality improvement • enhancing the natural beauty of local communities, and • monitoring the level of pollutants in streams. I look forward to seeing the many great environmental projects that this program will support, and working with you to enhance the sustainability and liveability of Queensland. iv Contents Overview v Guidelines for applicants 1 Program objective 1 How much can we apply for? 1 Who can apply?—eligible applicants 1 What are the grants for?—eligible projects 2 Getting involved in your area 2 Application Stages and Assessment 3 Stage 1—Planning 3 Stage 2—Prepare your application 3 Stage 3—Submit your application 3 Stage 4—Assessment of applications 3 Stage 5—Results of applications 4 Stage 6—Deadline for projects 4 Stage 7—Reporting and acquittal 4 Some conditions of the grants 5 v Overview The Queensland Government has established ‘Everyone’s Environment grants—cleaning up our backyards’ grants program with an objective for local community groups to provide genuine, grassroots opportunities to tackle environmental degradation throughout Queensland and clean up the environment. The program is aimed at improving the local environment though a wide range of environmental initiatives (see eligible projects). The $12 million grant program will provide for grants between $2,000 and $100,000 over the next three years for a wide range of environment initiatives. Eligible groups will be properly established environmental, community and volunteer groups and school parents and citizens’ groups—organisations which are involved in natural resource management (NRM) activities. NRM activities include anything relating to managing the use, development or conservation of one or more of the following natural resources: soil, water, vegetation, biodiversity or any other natural resource, including coastal and marine areas, and World Heritage, Ramsar Wetland and other protected areas. The grant program will consist of three funding rounds over the three year program concluding in 2014–15. Projects of $10,000 and under must be completed within 12 months from receipt of funding. Everyone's Environment Grants - Cleaning up our Backyards 1 Guidelines for applicants Program objective The objective of this grant program is to improve our local environment by tackling environmental degradation and enhancing the natural beauty of our local communities. How much can we apply for? Grants of up to $40,000 (excluding GST) are available to eligible organisations. Grants of up to $100,000 (excluding GST) will be considered where projects are a genuine collaboration between two or more eligible organisations. Local government or like minded peak environmental bodies have the potential to be a valuable partner by contributing matching funds or in-kind contributions. A grant application (for an amount up to $100,000 excluding GST) made by an individual eligible organisation may also be considered where that organisation is providing a matching cash contribution. This type of application will be assessed by the panel on the basis of the applicant’s financial ability to provide the cash contribution. Successful applications up to and including $10,000 (excluding GST) will receive an upfront payment. Successful applications over $10,000 (excluding GST) will be paid up to 75 per cent at commencement and the remainder on acquittal. Who can apply?—eligible applicants Community organisations involved in natural resource management (NRM) play a vital role in Queensland’s response to tackling NRM challenges and achieving our goals for sustainable development. In recognition of this contribution, the Department of Environment Heritage and Protection (EHP) is offering eligible organisations the opportunity to apply for Everyone’s Environment grants. The grants are for funding activities that clean up the local environment, demonstrate the value of our natural resources and encourage volunteers to become involved in the protection of the environment. The Everyone’s Environment grants program applies to properly established environmental, community and volunteer groups and schools. Local community groups include but are not limited to: • Parents & Citizens’ groups on behalf of public and private schools • Landcare, Coastcare, Bushcare, Rivercare groups • established and emerging Indigenous groups • local scout groups • Rotary and Lions groups • catchment groups • environmental and conservation organisations • other like-minded NRM volunteer groups. Each applicant must be an incorporated body. A non-incorporated group may apply for a grant but it will need to be sponsored by an incorporated body which will take full responsibility for the legal and financial accountability of the proposed project, including signing the grant funding agreement and/or any declarations. Ineligible groups • Australian Government • State Government • government-owned corporations • statutory bodies • for-profit groups 2 • regional NRM bodies (other than as a sponsor or in a supporting capacity) • Local Government (other than as a sponsor or in a supporting capacity). What are the grants for?—eligible projects Projects that may be suitable for funding under the program include: • tree planting and restoring degraded land • community clean up • cleaning up waterways • run-off reduction and water quality improvement • enhancing the natural beauty of local communities • monitoring the level of pollutants in streams • building resilient landscapes • restoration, rehabilitation and revegetation of areas that will build connectivity and improve the resilience of threatened, iconic and priority species • reducing the impact of weeds and pests to help build species and ecosystems resilience • fencing of riparian corridors to aid establishment of revegetation and connectivity to build the resilience of iconic, priority and threatened species habitat. Where a successful project includes maintenance funding, the applicant must provide a certified copy of a legally binding agreement between the applicant and the entity that is going to undertake the maintenance (i.e. local council). Alternatively, evidence of an ongoing commitment from the applicant organisations must be provided. This evidence will be assessed as a component of the selection criteria. Ineligible projects or costs: • long-term research projects • capital works—construction of buildings, seawalls, rock walls, car parks or roads • government projects • maintenance of existing projects or environmental infrastructure • purchase of major capital items • purchase, lease or acquisition of land or buildings • day-to-day operating costs (expenses that are incurred outside the scope of the project) • project administration costs beyond 10 per cent of overall project costs • devolved grant funding. Getting involved in your area Why not get involved? Everyone has a part to play in finding ways to clean, repair and restore the local environment, use our natural resources more wisely, and live more sustainably. Apply for an Everyone’s Environment grant by completing the application form, available on the EHP website www.ehp.qld.gov.au. Applications for round one close at 5pm on Friday 28 September 2012. 3 Application Stages and Assessment Stage 1—Planning July and August 2012 Carefully study the assessment criteria (detailed in Stage 4) and conditions of grants below to determine whether your proposed project would satisfy these requirements. Copies of the grant guidelines and application forms are available from the grants coordinator or can be downloaded at www.ehp.qld.gov.au. Stage 2—Prepare your application September 2012 Complete all questions in the application form Section A (applicant details), Section B (project details), Section C (budget estimate form) and Section D (declaration). If you have a question or need help to complete your application, please phone the grants coordinator on 07 3330 6360. Stage 3—Submit your application Deadline: 5pm Friday 28 September 2012 Closing date for applications Applications must be received via mail post-marked by close of business Friday 28 September 2012, addressed to: The Grants Coordinator Everyone’s Environment grants—cleaning up our backyards grants program Department of Environment and Heritage Protection GPO Box 2454 Level 6, 400 George Street Brisbane Qld 4001 Alternatively email everyonesenvironmentgrants@ehp.qld.gov.au or fax to 07 3330 5515. Stage 4—Assessment of applications October 2012 The assessment panel will consist of departmental staff with the necessary technical knowledge and expertise. Panel members may also consist of representatives from local council and industry NRM peak bodies. Queensland Government panel members will be required to sign a conflict of interest form. Non-government panel members will be required to sign a Deed of Privacy and Deed of Confidentiality. Projects will be assessed on the following criteria: All projects • the extent to which the project meets the objectives of the program such as the effectiveness of on-ground activities contributing to improving your local environment and reducing environmental degradation (i.e. ‘cleaning up our backyard’) • the extent to which the project demonstrates a clear project management approach and governance arrangements 4 • the extent to which the project represents value for money. This also includes the extent to which the partnerships between community NRM groups, and businesses, and specifically schools, that will add value to the project by contributing additional cash or in-kind support • demonstration of linkages to reflect local and regional plans and priorities • the extent to which the project encourages volunteers to become involved in local NRM activities. Projects involving on-going maintenance • where there exists an on-going maintenance requirements for project, including evidence of a plan and a commitment from a supporting organisation confirming that this maintenance will be carried out beyond the life of the project. Stage 5—Results of applications November–December 2012 All applicants will be advised of the outcome of their submission by mail. Successful applicants will be listed on the department’s website and contacted about funding arrangements to proceed with approved projects. Stage 6—Deadline for projects For grants of $10,000 or less, the applicant must complete the project within 12 months from receipt of its first funding payment. For the purposes of this deadline, the project does not include on-going maintenance. Stage 7—Reporting and acquittal All successful applications will be required to submit project reports and acquittal documentation upon project completion. Projects over $10,000 (excluding GST) will receive their 25 per cent final funding payment on submission to, and acceptance by, the department of the project report and acquittal documentation. The acquittal documentation must include: • A project report including details of: o the number of volunteers who attended or participated in the activities o the number of new volunteers resulting from the project activity o output and monitoring information and measurements, such as number of trees planted, kilometres of fencing erected, hectares of environmental degradation reduced, changes in water quality parameters, etc. • Print-quality colour photographs (either in hard copy or digitally in JPEG format with a resolution of 300 dpi). The organisation/sponsor must obtain consent from all people identifiable in the photographs to allow EHP to use the photographs for promotional purposes. A standard consent form will be sent to successful applicants. • An ‘Income and Expenditure Statement’ (form to be provided by EHP) • A signed ‘Certified Financial Statement’ (form to be provided by EHP) • For grants over $5,000 (excluding GST), an ‘Audited Financial Statement’ signed by an independent qualified auditor (form to be provided by EHP, if applicable). • A cheque for any unspent grant funds. The project report and acquittal documentation must be submitted within 30 days after the completion date of the project (noting that most projects must be completed 12 months from receipt of funding or sooner). 5 Some conditions of the grants 1. Applicants must provide a copy of their most recent audited financial statement. 2. If a contractors are being used or supplies purchased, three (3) recent, written and detailed competitive quotes on the same basis representing the best price available for contractor’s services or the supplies. 3. All promotional material must acknowledge funding from EHP. The final draft of any promotional material using the Queensland Government logo must be approved by EHP before going to print. 4. Funds granted must be spent for the purposes stated in the application form, as approved by EHP. 5. The project report and acquittal documentation must be completed and received by EHP within 30 days after the completion date of the project noting that projects must be completed within 12 months from receipt of the first funding payment (excluding on-going maintenance). 6. In the event of cancellation of a funded activity, EHP must be notified in writing and the unspent funds returned to EHP immediately. 7. A cheque for unspent funds must be returned to EHP when the project is acquitted. 8. The organisation funded will be forwarded a letter detailing the financial and operational requirements of the grant. The approved organisation must legally comply with the declaration, accepting the grant in accordance with all the terms and conditions in the guidelines and the declaration section D of the application form. The grant agreement will be formed as specified in the letter which will reference the terms and conditions in the guidelines and the declaration section D of the application form. If EHP requires the organisation to enter into an additional grant agreement, a copy of the proposed agreement will be provided and the organisation may sign if the organisation wishes to accept the grant. 9. Any variations to the agreed project details should be applied for in writing to the Grants coordinator, who may, at his/her absolute discretion, give the applicant a notice of approval. No variation is to be implemented without the applicant first receiving a notice of approval from the Grants coordinator. 10. Applicants must be covered by public liability insurance up to $10 million and must have appropriate insurance coverage for Workers and Volunteers under the new Queensland Work Health and Safety Act 2011. Certificates of currency must be provided to EHP in accordance with the guidelines and declaration section D of the application form. 11. Any approved sponsoring organisation must remain the project sponsor for the duration of the project or until a new sponsor is approved. 12. Acceptance of the grant payment indicates the recipient’s acceptance of all funding terms and conditions in the guidelines and declaration section D of the application form (and additional grant agreement if applicable). 13. A successful organisation will not receive more than one grant per round. 14. A detailed declaration form must be signed by the applicant agreeing to abide by all the terms and conditions of the grant in the guidelines and declaration section D of the application form. [...]... to complete your application please phone the Grants Coordinator on 07 3330 6360 Complete application form: □ Section A (Applicant details) □ Section B (Project details) □ Section C (Project budget) □ Section D (Declaration) Mail applications to: The Grants Coordinator Everyone’s Environment grants cleaning up our backyards grants program Department of Environment and Heritage Protection GPO Box 2454... Everyone’s Environment grants cleaning up our backyards grants program Department of Environment and Heritage Protection GPO Box 2454 Level 6, 400 George Street Brisbane 4001 Or email to: everyonesenvironmentgrants@ehp.qld.gov.au Or fax to: 07 3330 5515 6 . Friday 28 September 2012, addressed to: The Grants Coordinator Everyone’s Environment grants cleaning up our backyards grants program Department of Environment and Heritage Protection GPO Box. (Declaration) Mail applications to: The Grants Coordinator Everyone’s Environment grants cleaning up our backyards grants program Department of Environment and Heritage Protection GPO Box. Everyone's Environment Grants - Cleaning up our Backyards 1 Guidelines for applicants Program objective The objective of this grant program is to improve our local environment by tackling environmental