BUSHFIRE MITIGATION
GRANTSPROGRAMME 2016-17
ApplicationGuidelines
Applicant Guidelines: Natural Disaster Resilience Grants Scheme – Victoria
These guidelines are produced by:
Emergency Management Victoria
GPO Box 4356
MELBOURNE VIC 3001
Web:
Email:
Tel:8685 1321
JANUARY 2016
BUSHFIRE MITIGATION GRANTS PROGRAMME 2016-17
Guidelines
CONTENTS
Introduction
What is the Bushfire Mitigation Grants Programme (BMGP)?
Size of Grants
Eligibility Criteria – Who may apply?
Timing and length of projects
Eligibility Criteria – Public Purpose
Conditions Attaching to Grants
Exclusions
The Assessment Process
Assessment: Preferred Projects
Assessment Criteria and Weighting
Other Considerations
Community Resilience including volunteer support
Intellectual Property
Experimental or Pilot Projects
Community Engagement
Government Policy
Applicant Contribution
Project Administration, Commencement and Reporting Requirements
Timetable
Lodgement
Need more help?
Definitions
APPLICATION GUIDELINES-BUSHFIRE MITIGATION GRANTS PROGRAMME (CD/15/172200)Page 1 of 9
BUSHFIRE MITIGATION GRANTS PROGRAMME
BUSHFIRE MITIGATION GRANTS PROGRAMME 2016-17
Applicant Guidelines
Introduction
This document is a guide to the operation and administration of the Bushfire Mitigation Grants Programme (BMGP). Please read these guidelines and the application form carefully before starting your application.
What is the Bushfire Mitigation Grants Programme (BMGP)?
The BMGP is fundedby the Commonwealth Attorney-General’s Departmentunder the Project Agreement for the National Bushfire Mitigation Programme signed by the Federal Minister of Justice and the VictorianMinister for Emergency Services in June 2015.Emergency Management Victoria (EMV)willmanage the 2016-17 Grants Programme.
The output of the Project Agreement,partly achieved by this grants programme,is the delivery of a programme of bushfire mitigation activitiesto implement long term bushfire mitigation strategies and better fuel reduction programmes that include:
- effective land management strategies and practices that result in better fuel reduction, for instance by increasing the strategic fuel reduction zones surrounding the urban or peri-urban environment or within forests managed by public authorities;
- the construction and maintenance of fire trails and associated accessibility measures;
- the implementation of cost-effective activities that reduce the impact of severe bushfires and promote community resilience, such as support for volunteers;
- the generation of scientific information, including hazard mapping, to develop best-practice strategies for bushfire mitigation and mitigating the effects of bushfires on communities; and
- other projects that contribute to bushfire mitigation.
Size of Grants
Grants sought should not be below $10,000 and should not exceed $90,000 (ex GST). A project seeking BMGP funding may be a clearly identified and discrete element of some other larger project. The intended outputs of that element within the larger project must be specifically identifiable.
Eligibility Criteria – Who may apply?
State government departments and agencies;
municipal councils;
volunteer emergency service organisations;
peak bodies and incorporated associations/organisations with an emergency management purpose, connection or interest;
research institutionsincluding universities; and
private and non-government organisations, including small business and associated business groups.
In the case of an unincorporated community-based group or one with no paid staff, an application may be lodged on your behalf by a partner organisation, such as a municipal council. In such a case, the management, financial responsibilities and reporting on the project would be the responsibility of that partner organisation.
Timing and length of projects
It is expected that the application, assessment and approvals stages will be carried out in early 2016 to enable projects to commence on or soon after 1 July 2016. Projects will be expected to be complete by 1 March 2017 to enable necessary reporting and final payments to take place before 30 June 2017. Accordingly, projects should be able to be completed within a nine-month timeframe.
Eligibility Criteria – Public Purpose
To be considered for funding, the purpose of any project mustbe to serve the public interest first and foremost. Projects that confer a potential commercial benefit upon the applicant or a key partnerwill not be considered.
Conditions Attaching to Grants
Grants will be conditional upon applicants agreeing to the following:
funds must be matched by the applicant on a dollar for dollar basis, in either cash or kind (such as labour and materials);
a funding agreement being executed between Emergency Management Victoria and the successful applicant;
reporting on projects as required; and
Commonwealth Government funding being publicly acknowledged in all publications, promotional and advertising materials, public announcements and activities or any products, processes or inventions developed under the BMGP.
Exclusions
Grants will not be available for ongoing Programme funding, nor maintenance/upkeep of assets. Nor can BMGP funds be used as a State or Local contribution for a project under another Commonwealth Government grants scheme requiring shared funding. Similarly, Commonwealth funds may not be used as all or part of the applicant’s funding contribution to a project under the BMGP.
Projects developing products or services for commercial application, including by the not-for-profit sector, will not be considered for funding.
The Assessment Process
Applications are assessed by one or more expert panels of experienced emergency managementpersonnel whose members score each application against relevant criteria. The role of the panel will beto prioritise applications for the guidance of EMV in developing the Programme forrecommendation to the Minister for Emergency Services and the Federal Minister for Justice.
Emergency Management Victoria may, in preparing documentation for the panel’s consideration, seek confidentialcomments from independent experts on any application. The panel may also suggest additionalconditions to apply to a funded project.
Panellists are provided with only your application form. Any supplementary material yousubmit is provided for panellists’ reference at the assessment meeting, but is unlikely to be looked at. It isvital that you express the key project elements concisely within the application formitself.
Assessment: Preferred Projects
Your application will be assessed on the quality of the proposal, the significance of the need for the project and the potential value of the outcomes and outputs in relation to addressing the need.
A higher score will be given to applications that:
clearly describe a significant problem, gap, shortfall or priority risk,usingsupporting evidence;
propose a project embodying a well-developed programme logic[1]and evaluation[2];
appear likely to achieve relevant and beneficial outputs and outcomes; and
represent value for money.
Assessment Criteria and Weighting
The assessment panel will apply the following criteria when assessing applications. Each criterion is weighted by the number shown in the column ‘Weighting’. In other words, the score for each criterion is multiplied by the weighting, and the totals summed to derive the total score for the application.
Criterion / WeightingCapability, capacity and credibility of organisation, work plan and budgets / 3
Problem and its significance clearly described, with evidence / 5
Project embodies sound logic and means of evaluation / 5
Relevant and beneficial outputs and outcomes expected / 5
Competent approach to community engagement / 3
Value for money / 2
Other Considerations
Community Resilience includingvolunteer support
Projects that are primarily intended to promote community resilience, including support for volunteers, shouldinclude a clear link to bushfire mitigation, however they may also provide benefits in relation to other risks/hazards.
Intellectual Property
The funding agreement provides that title to and intellectual property (IP) rights in and arising from anyfunded material (such as documents, software or other records or material produced using grant fundsthrough the project) will be owned by the grant recipient. In most cases, Emergency Management Victoria hasno desire or need to be granted a licence to use the IP generated by a project.Should Emergency Management Victoria seek to be granted such a licence, this will be advised during the life of the project.
If ownership of all or part of the IP created by the project is intended or likely to reside in others such asdoctoral candidates, consultants or contractors, this must be disclosed in an attachment to the application.
Experimental or Pilot Projects
Pilot projects may be supported, noting that the applicants must accept responsibility to include rigorous evaluation and detailed documentation as part of the project, so that the learning achieved is not lost, and to explore the transition to normal/other ongoing funding, so that successful projects can be continued. Funding will not be available from this Programme for ongoing support of successful pilot projects.
Community Engagement
For projects that propose activities in the general area of community engagement, community awareness and/or education, applicants are strongly advised to familiarise themselves with either or both of the following, as relevant, and mention them on their application.
The IAP2 Public Participation Spectrum or the Department of Environment Land Water and Planning (DELWP) Community Engagement model[3].
Section A of the AustralianEmergency Manual No. 45 Guidelines for the Development of Community Education, Awareness &Engagement Programmes, published in 2010 by the Commonwealth Attorney-General’s Department[4].
Government Policy
To be approved, projects must be consistent with the policies and intentions of the CommonwealthandVictorian Governments. Projects may be rejected on the grounds that approval would generate a policyor a precedent that either or both governments are unwilling or unready to take up.
Applicant Contribution
The normal applicant contribution for a project is 50%, either cash or in-kind. This can be provided by a single agency or can becontributed by a consortium of agencies, whether state, local, volunteer or private, but notCommonwealth Government. It will be the applicant’s responsibility to establish and manage the consortium and thevarious parties’ contributions.
Project Administration, Commencement and Reporting Requirements
Once a project is approved, and the formal offer of a grant is made, applicants will be required to sign afunding agreement with Emergency Management Victoria within 40 business days of receiving the letter of offer. TheVictorian Government’s Common Funding Agreement[5]will be used for all successful applicantsincluding not-for-profit organisations.
The project manager must notify Emergency Management Victoria of project commencement, as soon as possible aftertheir receipt of the signed and executed agreement and no later than40 business days of receipt.
Failure to adhere to these requirements may result in the offer of a grant being withdrawn.Approved projects will receive the first half of the grant once the funding agreement is signed by both parties. The second half of the grant will be paid afterthe conclusion of the project once reporting requirements are met.Applicants need to bear in mind that they will need to carry part of the costs prior to the second grant instalment.
Upon project completion, a final report must be submitted including a copy of any document, reportor other printed output produced by the project, together with a statement of compliance and auditedfinancial statements. These must be signed by the Chief Executive Officer and Chief Finance Officer, ortheir equivalents.
Timetable
Emergency Management Victoriais invitingapplications in 2015-16 for projects that will be carried out in 2016-17.
The timetable is:
call for nominations – applications invited 29 February 2016
applications lodged by5 pm 15 April 2016
assessment and approvals duringApril/May 2016
notification to applicants early June 2016
project agreement signed by 30 June 2016
project commencement after 1 July 2016
project completion by 1 March 2017
project reporting to EMV by 31 March 2017
payment of second grant instalment by 30 June 2017.
Lodgement
Your completed original application (plus sevenhard copies) must be lodged in both paper form and anelectronic copy with The Manager, Grants, Assets and Business Services, Emergency Management Victoria, by 5.00 pm on 15 April 2016.Applications may be lodged by post or by hand (please telephone (03) 8685 1321 to ensure yourapplication can be received). Late applications will not be accepted.
The original version of the form must be signed by the Chief Executive Officer or anauthoriased delegate of yourorganisation. Applications from volunteer emergency service units must be signed by the ChiefExecutive Officer of the organisation, or a senior delegate.
The electronic version may be lodged by email () or included with the paper version on a USB, using file formats compatible with MS Office (doc or docx) or Portable Document Format(pdf).[6] Lodgement details are on the Application Form.
Make sure your application is complete and please keep a copy for your records as documents will not bereturned to applicants.
Submission of lengthy attachments by way of documentation, CDs or display material is notrecommended as the application form is all that is provided to members of assessment panels. Thematerial you provide in the form should include all the information you believe the panel should take intoconsideration.
Need more help?
For further information please call the EMV Manager for Grants, Assets and Business Services(03)86851321.
Definitions
The following definitions apply to this Grants Programme.
Bushfire mitigation/risk reductionactivities include but are not limited to:
implementation of land use planning and building control requirements
fuel reduction e.g. through slashing and/or burning
development and installation of systems enabling public warnings/communications
localised community awareness, engagement, education, planning, participation, safety practices, volunteerism
physical protection of essential services and other assets of value
fire refuges and other bushfire shelter options
ensuring both public-use and fire crew access and egress routes exist and are kept open
development and presentation of localised bushfire hazard information
This definition generally excludes measures taken during emergencies, and the planning, preparation, and training etc. for such activities, but includes those actions taken after emergencies that are intended to reduce the consequences of future events.
Emergency management – A range of measures to manage risks to communities and the environment,including the organisation and management of resources for dealing with all aspects of emergencies.Emergency management involves the plans, structures and arrangements which are established tobring together the endeavours of government, voluntary and private agencies in acomprehensive and coordinated way to deal with the whole spectrum of emergency needs, includingprevention, preparedness, response and recovery.
In-kind contributions – A non-cash input which can be given a cash value. In-kind contributions are forcosts directly associated with an approved project. They are not to be used for administrativeoverheads, ongoing running costs or other core activities of applicant organisations.
Mitigation – Measures taken in advance of a disaster aimed at decreasing or eliminating the impact of disaster on society and environment.(COAG, National Strategy for Disaster Resilience, 2011). Mitigation can be effected through risk reduction or risk treatment, which is the risk management activity that operates to reduce the likelihood of the consequences of a future emergency.
Not-for-profit organisation – Not for profit organisations operate other than for the profit or gain of itsindividual members, whether these gains would have been direct or indirect. Any profit made must bere-invested into the organisation or used to pay for activities and functions.
Programme Logic – Programme logic presents the thinking behind and expected outcomes of a project. It identifies the links in a chain of reasoning about ‘what causes what’ and incorporates resources, activities, outputs, effects and outcomes.
Summative Evaluation – is evaluation usually conducted at the end of a project to determine the extent to which it achieved its objectives.
APPLICATION GUIDELINES-BUSHFIRE MITIGATION GRANTS PROGRAMME (CD/15/172200)Page 1 of 9
[1]A Programme logic sets out how a project will achieve its desired results. It represents a project’s theory of action/change. A useful website setting out Programme logic concepts and tools is
[2] Evaluation determines the extent to which the project has achieved its objectives. In other words, whether it is a success.A useful website setting out evaluation concepts and tools is
[3] Available at:
[4] Available at:
[5]
[6] If you elect to lodge a copy of the application form as a pdf file, please ensure it is created using a software converter; a signed version is not required. Please do not submit files you have scanned to pdf, as the text cannot usually be extracted from them.