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Community Environment Fund Guide for Applicants

Round 92017

Disclaimer

While every effort has been made to ensure that this supporting document is as clear and accurate as possible, the information it contains is general guidance only, and does not constitute legal advice. In the event of any uncertainty, the applicant should obtain independent legal advice. The Ministry for the Environment, its employees and agents accept no responsibility or liability to any person whatsoever for any loss or damage resulting from any error or omission in this document or arising from reliance on this document.

Published in July 2017 by theMinistry for the Environment Manatū Mō Te TaiaoPO Box 10362, Wellington 6143, New Zealand

ISBN: 978-1-98-852510-5

Publication number: ME 1316

© Crown copyright New Zealand 2017

Contents

Introduction 4

About the Community Environment Fund 4

Key dates 5

Overview of the funding process 5Stage 1: Application and decision 5Stage 2: Develop a project plan and sign deed of funding 6Due diligence and reference checks 6Intellectual property 6Sign deed of funding 6Stage 3: Project start 7

Application Part 1: Project Proposal and Governance 8Legal entity status 8GST 8Project objectives and key performance indicators (KPIs) 8Project key tasks and activities 13Risk management 13Project governance and financial management 15Health and safety 16Conflicts of interest 16

Application Part 2: Estimated Project Budget 18Project budget (question 16) 18External funding (questions 17 and 18B) 19Cash funding from your own organisation (question 18A) 19Community Environment Fund contribution you are requesting (question 18C) 19Funding sources summary (question 18) 20What the Community Environment Fund will cover 20What the Community Environment Fund does not cover 23Estimated in-kind contributions 24Example of a completed Application Part 2: Estimated Project Budget 26

When your application is complete 29

Community Environment Fund Guide for Applicants, Round 9 2017

IntroductionThis document provides additional supporting information for completing an application for the Community Environment Fund 2017 funding round. It provides an overview of the full funding process, and focuses on Stage 1 of the application process. We suggest you read through this guide and the application form before you begin filling out the application form. This will help to make sure you have the right information available and help you answer the questions.

Further information will be provided to applicants who are invited to Stage 2 of the funding process.

You are welcome to contact the Community Environment Fund team if you have any questions, by emailing [email protected] or phoning 0800 499 700.

About the Community Environment FundThe Community Environment Fund provides funding so New Zealanders are empowered to take environmental action. The purpose is to:

1. strengthen partnerships

2. raise environmental awareness

3. encourage participation in environmental initiatives in the community.

Is this the right fund for your project?

Is the main focus of this project practical protection or enhancement of native biodiversity? Biodiversity focused projects are expected to apply to the Department of Conservation’s Community Fund (eg, projects focused purely on pest/weed control to protect biodiversity, or the translocation of native species).

Is the main focus of this project minimising solid waste?(If so, the project will be more suitable for the Waste Minimisation Fund.)

Is the main focus of this project on remediating a contaminated site or sites and is the applicant a regional council?(If so, the project will be more suitable for the Contaminated Sites Remediation Fund .)

Is the main focus of this project on developing more sustainable farming practise and the involvement of farming communities?(If so, the project may be more suitable for the Sustainable Farming Fund.)

Is this a one-off project to foster conservation, preservation and promotion of New Zealand’s natural, physical and cultural heritage, including through community events, activities or capital projects?(If so, the project may be more suitable for the Lottery World War One Commemorations, Environment and Heritage Fund . )

Key dates


http://www.communitymatters.govt.nz/Funding-and-grants---Lottery-grants---Lottery-Environment-and-Heritage

http://www.communitymatters.govt.nz/Funding-and-grants---Lottery-grants---Lottery-Environment-and-Heritage

http://mpi.govt.nz/sff

http://www.mfe.govt.nz/more/funding/contaminated-sites-remediation-fund

http://www.mfe.govt.nz/more/funding/waste-minimisation-fund

http://www.doc.govt.nz/get-involved/funding/doc-community-fund

http://www.doc.govt.nz/get-involved/funding/doc-community-fund

mailto:[email protected]

The key dates for the 2017 funding round are listed in the table below. These key dates are indicative and may change. Any change will be notified through the Community Environment Fund pages on the Ministry for the Environment website.

Date Event

21 August 2017 Funding round opens for applications

14 September 2017 (mid-day) Funding round closes

October to November 2017 Assessment panel considers applications

December 2017 to January 2018 Minister makes final funding decisions and applicants are notified

February 2018 to July 2018 Successful applicants finalise project plans and sign deed of funding agreements

July 2018 Projects begin

Overview of the funding processFunding from the Community Environment Fund is contestable. A successful application will go through each of the stages in the funding process described below:

Stage 1: Application and decision Step 1: Check if your project proposal meets the eligibility criteria. Projects that do not meet all

of the eligibility criteria will be declined.

Step 2: If eligible, complete your application. All sections of the application form (Part 1) and estimated project budget (Part 2) must be completed in full and all requested supporting information must be provided.

Step 3: Submit all application documents, in one email only, to [email protected] with ‘CEF application’ and your organisation name in the subject line. Applications must be received electronically no later than mid-day 14 September 2017.

Step 4: All eligible applications are assessed by a panel, against the fund’s assessment criteria and on their merit compared to other applications.

Step 5: The panel makes funding recommendations to the Minister for the Environment, who makes the final decision on the allocation of the fund. The panel may recommend granting less funding than requested.

Step 6: All applicants are notified of the funding decision. Successful applicants are invited to proceed to Stage 2 of the funding process.



Stage 2: Develop a project plan and sign deed of fundingApplicants invited to Stage 2 will need to work with the Ministry to refine and confirm their project details and agree to the terms and conditions of a deed of funding.

The invitation to proceed to Stage 2 will stipulate the maximum amount of funding provisionally awarded to the project. This amount might be less than the amount of funding requested. When this happens, the scope and scale of the project may need amending during Stage 2 of the funding process. The decision to grant funding may also be subject to a number of conditions being met. Information about any conditions of funding will be provided to applicants invited to Stage 2.

Due diligence and reference checks The Ministry will undertake independent third party due diligence and reference checks on the applicants invited to Stage 2, and their projects, at the same time the deeds of funding are being prepared.

Intellectual property Under the terms and conditions of the deed of funding, the funding recipient owns all intellectual property created through their project as long as they permit the Ministry to the created materials without any royalties. Ministry use includes making available for any purpose any material created through the project, as well as any pre-existing intellectual property used to create or incorporated within such material. This requirement applies indefinitely, beyond the term of the deed of funding.

The intellectual property licence to the Ministry is non-exclusive. This means the funding recipient may still sub-licence their intellectual property for use by others.

If you have specific concerns about intellectual property related to your project these can be addressed on a case-by-case basis if you are invited to Stage 2.

Sign deed of fundingApplicants successful in completing Stage 2 will be required to enter into a deed of funding with the Ministry, which details all funding obligations and rights of the contracting parties including:

health and safety management

project duration (maximum of three years)

project description

approved funding

funding conditions

milestones, tasks and deliverables, and performance measures

intellectual property

liability

funding obligations and payment conditions.

The deed of funding with the standard terms and conditions is available on the Ministry’s website. In consultation with the applicant the Ministry may add additional terms or conditions where this is considered necessary.


http://www.mfe.govt.nz/more/funding/community-environment-fund/funding-and-application-process

IMPORTANT: Funding is not confirmed until a deed of funding has been signed by the contracting parties.

Stage 3: Project start Once a deed of funding has been signed by the Ministry and the successful applicant, the project can begin. Successful applicants begin work on their projects and report on milestones as they are met.

Funding for costs associated with delivering the project is not available for activities undertaken before the deed of funding has been signed by both parties.

The Ministry will monitor and assess each project against the agreed performance measures and conditions within the deed of funding. Payments will be made on a milestone basis. That is, once milestone activities are completed and all deliverables for a milestone have been provided to the Ministry to a satisfactory standard. Payments are made in accordance with the payments schedule in the signed deed of funding.

Upfront payment:

Successful funding recipients have the option to apply for an upfront payment. This is to assist those organisations with limited access to funds to get their project started. The amount available is the lesser of $15,000 or 20% of the Grant.

To be eligible for the upfront payment you must:

provide an explanation why an upfront payment is necessary for the success of your project, and

have signed a deed of funding.

All other payments from the CEF are made in arrears upon the successful completion of milestones. This upfront payment is not available for project planning or any retrospective costs (ie, costs incurred before the commencement date of the deed of funding).


Application Part 1: Project Proposal and Governance

Part 1 of the application form contains questions 1 to 15. Questions 16 to 19 are in Part 2 (Estimated Project Budget). Both parts must be completed. Incomplete applications will not be assessed.

Legal entity statusTo receive funding from the Community Environment Fund, applicants must be a legal entity with the capacity to contract with the Ministry. Types of legal entities are listed below.

You will be required to submit proof of legal entity status if your application is invited to Stage 2.

Type of entity Proof of legal status

Incorporated society Certificate of Registration with the Companies Office under the Incorporated Societies Act 1908

Charitable trust Certificate of Registration with the Companies Office under the Charitable Trusts Act 1957

Limited partnership Certificate of Registration with the Companies Office under the Limited Partnerships Act 2008

Māori trust board Declared by any enactment to be a Māori trust board within the meaning of the Māori Trust Boards Act 1955

Limited liability company Certificate of Registration with the Companies Office under the Companies Act 1993

Cooperative company Certificate of Registration with the Companies Office under the Co-operative Companies Act 1996

Territorial authority No proof of legal status is required

Individual person Copy of driver’s licence or passport

GST Government funding is a taxable activity. If you are conducting a taxable activity and your annual income exceeds $60,000 per annum, your organisation MUST be registered for GST.

If you are not registered for GST, you will bear the full cost of GST on goods and services you purchase for the project.

For more information, see www.ird.govt.nz/gst or phone the Inland Revenue Department on 0800 377 776.

Project objectives and key performance indicators (KPIs)Here are some tips on how to set objectives and key performance indicators (KPIs) for your project, and ensure that monitoring and reporting of progress are well planned.

Clear and achievable project objectives, KPIs and evaluation are critical to meeting the Community Environment Fund assessment criteria and ‘value for money’ criteria for government funding. If your application is invited to Stage 2 they are also crucial to crafting a deed of funding that effectively supports achievement of your project goals. We therefore recommend that you take extra care in crafting them.


http://www.ird.govt.nz/gst

Categories Guidance

Think of your audience

Think about what you would tell a stakeholder as tangible proof of your success, or think about what your bank manager or investors would want to see in a business plan. What is the logical or causal chain effect of your project?

Plan how you want to use the results for maximised benefit to you, your stakeholders, and those you want to influence in the future. How do you want to celebrate, inform or defend your project?

Consider including the deliverables of how you will communicate your results in your project plan (eg, presentation to stakeholders). The information should be: clear based on facts and not vague claims scalable to the size of your project relevant available usable.

What is ‘SMART’?

If objectives and KPIs are ‘SMART’ you can clearly demonstrate progress toward meeting your goals.‘SMART’ in this context means Specific, Measurable, Achievable, Realistic and Time-bound. Specific – objectives should specify what they want to achieve Measurable – you should be able to measure whether you are meeting the objectives

or not Achievable – the objectives should be achievable Realistic – you should be able to realistically achieve the objectives with the resources

you have Time-bound – when you want to achieve the set objectives.

Baseline measures

To measure progress, you have to be able to show a ‘before’ to compare against an ‘after’.It is very important that you capture a baseline measure to compare progress against.Make sure the baseline information is available before you commit to a KPI. You will need to find data that is relevant, timely (ideally less than five years old), and that can be updated (either by another source, or by you) by the end of your project.

Key performance indicators (KPIs)

KPIs are concise statements that answer the ‘so what?’ question about the reason for doing the project. They provide the key benefits you expect the project to achieve, and how this will be done, and are an indicator of your project’s success. They are measurable and have defined scope and timeframe. Each objective for your project must have at least one corresponding KPI. Identify what information you will need to measure your progress and success. KPIs must be based on tangible (observable and measurable) evidence rather than

picking a number out of the air. KPIs are separate from individual project tasks/activities, additional benefits, and the

measures themselves. As a general rule, aim for three to six KPIs

‘must-have’ KPIs: one for each project objective, to measure the project’s success optional KPIs: additional social, economic, cultural benefits and milestone

deliverables such as a bundle of project activities or tasks. Examples of KPIs are on the following page.

Evaluation Regular and accurate reporting is required to all relevant stakeholders, and is usually


Categories Guidance

undertaken at different levels. This ensures there are no surprises as the project progresses.Examples of evaluation measures include: impact measures you can see immediately, including your KPIs such as before and after

photographs, water quality measures, number of participants, survey of participants to measure their before/after levels of support for and understanding about project issues and activities

measures of activities or efficiency of delivery such as delivery to timeframes/within budget, customer or staff feedback on quality, levels of satisfaction or number of complaints

visual presentation to stakeholders using graphs, case studies, photographs progress reports to governance group, to ensure there is no slippage on the milestones

and that the project is operating within budget media release, highlighting the key points economic contribution in dollars to the local economy, and number of new jobs internal lessons learned, brainstorming session(s) milestone reports and the final evaluation report to the Ministry.

Baseline information sources

Include in your application any activities that you will need to undertake to collect the necessary information.

Qualitative data (eg, asking for information in a survey, interviews, or focus groups). This information can be useful to evaluate before and after changes in levels of awareness, participation, support, and behaviour change.

Quantitative data (eg, current water quality data or indicators, existing infrastructure such as existing fencing, number of trees, wetlands in an area). This hard data information can be useful to evaluate efficiency, immediate impacts and end/longer-term impacts.

Online tools (eg, www.surveymonkey.com is a free/cheap website allowing you to design and roll out an online survey. It includes common questions and survey templates).


http://www.surveymonkey.com/

Question 5 Project objectives in Part 1 of the Community Environment Fund Application Form

ObjectiveDescribe the tangible results

your project is trying to achieve

Key performance indicators (KPIs)KPIs are concise statements about key

benefits of the project and how they will be achieved

Source of measureHow will you measure your progress against the KPIs? What evidence will

show that the objective has been achieved?

Expected outcomeWhat is the expected benefit

from this objective being met? How does this contribute to the

purpose of your project?

Baseline informationDescribe the current

situation, using the data you have available

Examples

Effectively prevent livestock from accessing the upper Waitewaewae Stream

Fence off 2 km of riparian area along both sides of the upper 1 km of the Waitewaeware Stream in 8 wire batten fences

Photos before and after of fence lines

Improved water quality The area is currently being grazed by cattle and sheep and there are no fences along the stream

Revegetate the riparian area of the upper Waitewaewae Stream with native species

Plant 2,000 trees of which 80% thrive Photos before and after of planting sitesCount of trees planted and percentage that are thriving after each of two years of planting

Habitat for native fauna over the longer term in the Waitewaewae Stream

The area currently has no native plants

Educate and involve children from Pukeko Primary School in the Waitewaewae restoration programme

Ten workshops will be held per year as part of the curriculum developed with the school and a minimum of 200 native trees will be planted by the school students

Number of workshops run, number of trees planted, photos of the area before and after planting

Increased understanding and ownership of ecological restoration in the community

No school children are currently involved in the restoration programme

Improve accessibility to three waterways in the Happy Forest area by undertaking clearance activities

4 km of waterways are cleared of willows, poplars and waste (specifically 1.6 km of clearance activities at Cheerful Stream, 2.2. km of clearance activities at Bubbly Stream and 0.2km of clearance activities at Sparkling Stream)

Visual survey and before and after photographs show that there is no obstruction of the waterway in the project areasThe distance completed will be measured by the contractor and verified through the contractor’s invoice.

Clearance of obstructions from the waterway banks and channels will allow the waterways to flow more freely, support native fish to migrate, and reduce the risk of flooding for local businesses and communities

The three waterways are currently congested with willows, poplars and dumped waste such as cars and tyres


ObjectiveDescribe the tangible results

your project is trying to achieve

Key performance indicators (KPIs)KPIs are concise statements about key

benefits of the project and how they will be achieved

Source of measureHow will you measure your progress against the KPIs? What evidence will

show that the objective has been achieved?

Expected outcomeWhat is the expected benefit

from this objective being met? How does this contribute to the

purpose of your project?

Baseline informationDescribe the current

situation, using the data you have available

Develop a collaborative action plan for improving coastal ecosystem health and biodiversity in the Whanganamu area

Identify common ground between residents, iwi, local commercial and recreational fishers, agencies and the university on their aspirations and information gaps, and future management optionsKeep the Whanganamu community fully informed and give regular opportunities for feedback

Record of working party (recruitment, meeting minutes)Reports from the working party and external research providersNewsletter and record of community engagementFinal draft action plan

Improved understanding between stakeholders of common ground and an action plan that can be implemented collaboratively to improve coastal ecosystem health and biodiversity in the Whanganamu area

This is a new initiative. We are not aware of any documentation of previous action of this type in our region

Build household competence in reducing local winter air emissions from woodburners in Riccarton

Work with 50 volunteer households in Riccarton over two years, grow knowledge and skills and address barriers, and measure their attitudes and activity in reducing air emissions from their own woodburners

Record of engagement with and surveys of volunteer householdsNumber of regional council clean air action toolkits distributedRecord of clean fuel and insulation kit vouchers redeemed

Increased community interest and action to reduce emissions from household woodburners and thus help reduce impacts on respiratory health

There is no community outreach programme to households to share the regional council’s toolkit and monitor uptake

Develop a self-sustaining bicycle recycling and bike-share resource for the Maraehou community

Over three years develop a bicycle repair/ refurbishment workshop in shared premises, train 10 unemployed people in bicycle repair skills, and design and implement a successful bike-share and safe riding awareness programme with the local council

Records of communications and meetingsBefore and after photos of workshop and bike-share depots Stories and photos of trainee bicycle techniciansUptake of free bike-share passesResults of user satisfaction surveys

Greater availability of bicycles for local transport and reduced waste of bicyclesTen new jobs created for communityEnhanced ability of citizens to take personal action to reduce greenhouse gas emissions and improve their health

This is a new initiative(Data from similar programmes in other communities will not assist measurement of our programme but will assist effective design)


Project key tasks and activitiesAn example of key tasks and activities for a project in chronological order:

establish a project steering group and develop terms of reference

hold a meeting with the key stakeholders

develop a communication plan

develop a health and safety plan for the project

promote the project through website and local media

hold first volunteer restoration day at the site

improve process if necessary, and hold four more restoration days at the site

document work done by volunteers (photos before and after).

Risk managementA risk is something that may affect the completion and success of your project. We are asking you to identify actions or events that if they occur, or do not occur as predicted, will adversely affect the achievement of goals or objectives.

Issues are different from risks. Issues are immediate problems that need to be resolved, while risks are usually ‘unknown events’ which don't have any effect at the moment.

Risks must be linked to an activity and accompanied by consequences and likelihood of occurrences. Some examples are provided on the following page.

Community Environment Fund Guide for Applicants, Round 9 2017 13

Potential riskIdentify the potential risks to your project

Level of riskLow, medium or high

Impact on projectDescribe the impact the risk would have on the project

Consequence on projectMinor, moderate or severe

Strategy to reduce riskDescribe the process you will use to minimise and manage the risk

Examples

Winter rains lower than predicted Medium Planting season is shorter, or must be postponed to the following year

Moderate Have a flexible plan, including shorter planting modules

Not enough volunteers are recruited Medium Size or timing of project work must be scaled down

Severe Work will be designed in modules that can be completed with fewer volunteers

Local goat and deer populations are not successfully controlled or eradicated, despite regional council plan

High The riparian margin being created by the project will be compromised and improved water quality outcome may not succeed

Severe All fences will be at least goat proof, and in areas with deer threat deer netting will be used

Length estimates of stock exclusion fencing are incorrect

Medium Stock may not be able to be fully excluded, especially with higher stocking rates, and plantings may be damagedUnderestimates could impact the budget

Moderate Estimates will be made as accurate as possible with use of best available tools (GIS and ground truthing where possible)


Project governance and financial managementProject governance is about the direction, leadership, accountability and responsibilities for strategic decision-making across the project. It may also include processes for auditing, monitoring and reviewing the project.

Good governance is essential to a successful project. What counts is the quality of decisions, the accountability of decision-makers and fund managers, and oversight appropriate for the nature of the project. Large projects with substantial budgets and/or projects involving considerable risk or complexity will need greater control and oversight than smaller and more straightforward projects.

A governance group should be separate from the project manager (who reports to the governance group), and should include key stakeholders where relevant. It should:

be the body that ‘owns’ the project and is responsible for ensuring it has the resources and direction needed to be successful

assess key opportunities and risks and confirm ways to realise or mitigate these

review project performance

give overall guidance to the project.

A governance group can be an existing structure such as a board or committee or a subcommittee of such a structure with appropriate membership changes (additions and removals) for the purpose of governing the particular project.

Examples

A steering committee or project board (including responsibilities, members and terms of reference, and frequency of and/or criteria for meetings)For example: project committee meets every month at local community centre to talk about the progression of the project. Minutes and financial reports are presented for discussion and all parties have the opportunity to express their opinion. Decisions are made by the Committee and recorded in the minutes.

Governance arrangements with sub-contractors or partners Processes for procurement of services

For example: All services required by the project need to have a health and safety component including health and safety plan and proper safety equipment. Contractors are asked to provide their health and safety procedures/plan before the work.The service needs to be approved by the Committee as part of a project which has been previously budgeted for. Three quotes are required to prepare the initial budget. The final decision is made by the Committee.Service costs need to be aligned with the initial budget at the time of purchasing the services.At completion of the service, an invoice is sent to the treasurer and project coordinator for coding and reporting purposes.

Processes for monitoring and auditing the project


Health and safetyIt is important that your organisation has the necessary health and safety policies, resources and expertise to safely undertake and complete your project. If invited to proceed to Stage 2, you may be asked to submit a health and safety plan for your project.

Does your organisation have a health and safety policy?

Describe what health and safety policies your organisation has and the process you have to keep these updated and communicated to employees, contractors, subcontractors and volunteers.

Has your organisation been issued with any notices, warnings, orders or convictions under the Health and Safety in Employment Act?

An infringement offence is any offence described in section 50(1) of the Health and Safety in Employment Act 1992. It includes most breaches of the legislation.Disclose if your organisation has received any of the following: a written warning from a health and safety inspector an improvement notice a prohibition notice an infringement notice a conviction for an offence under the Health and Safety in Employment

Act 1992 a hazard notice a compliance order.

Is there currently a health and safety plan for the project?

Confirm whether you have a health and safety plan for the project and what it covers (eg, hazard register, site emergency plan, fire plan).You will be asked to provide a copy of your health and safety plan if you are invited to Stage 2.If you do not have a health and safety plan, you will be required to develop one. This will be required as one of your deliverables that must be met to receive the first progress payment in the first year of the project.

Who will be responsible for health and safety for the project?

Identify who is responsible for health and safety for the project, their title, and skills and experience in this area.

Conflicts of interest

Definition

Put most simply, a conflict of interest can arise where two different interest overlap. In the context of a Crown-funded project, a conflict of interest can arise where a project manager or project governance body member has an interest which conflicts (or might conflict, or might be perceived to conflict) with the purposes for which the Crown funding has been granted. Perception of a conflict of interest is as important as an actual conflict.

The key question to ask when considering whether an interest might create a conflict is does the interest create an incentive for the person to act in a way which may:

not be in the best interests of the project, or

result in actual or perceived uses of Crown funds for purposes other than those for which the grant of funding was intended?


If the answer is ‘yes’, a conflict of interest exists. The existence of the incentive is sufficient to create a conflict of interest. Whether or not the appointee would actually act on the incentive is irrelevant.

Types of conflict of interest

A conflict of interest may take a number of forms. It may be financial or non-financial. It may be direct or indirect. It may be professional or family related. A conflict of interest may arise from:

directorships or other employment

interests in business enterprises or professional practices

share ownership

beneficial interests in trusts

existing professional or personal associations with the project governance body

professional associations or relationships with other organisations

personal associations with other groups or organisations

family or iwi relationships.

A conflict of interest may be more perceived than actual. Perception is a very important factor in the public sector. The processes of government, including the use of government funding provided to third parties, must be fair and ethical, and must be very clearly seen to be so.

In identifying potential conflict of interest, those involved should focus on interests that are specific to the project manager or project governance body member, rather than generic in nature. Generic interests are those held in common with the general public or a significant sector of the general public (eg, where the project relates to an agency in the transport sector and the project manager or project governance member owns a car, or the project relates to an agency in the education sector and the project manager or project governance member has school age children). Interests that are solely generic are not relevant and should be disregarded.

If you think a potential conflict of interest might exist (or might be perceived to exist), please err on the side of caution and include it.


Application Part 2: Estimated Project Budget

Part 2 of the application form contains questions 16 to 19. Part 1 of the application form (Project Proposal and Governance) contains questions 1 to 15. Both parts must be completed. Incomplete applications will not be accepted.

Project budget (question 16)Before you begin to fill out the budget table of your application (question 16), we recommend you do most of the budget planning separately. This will enable you to work out how much the project is going to cost, based on the key tasks and activities that will need to be undertaken to successfully complete your project. These key tasks and activities should be included in the table for question 6 of your application.

Funding will only be reimbursed if used for purposes identified within the project budget. Categories of funding which can and cannot be covered by the Community Environment Fund are listed on pages 20 to 23.

Provide a breakdown of all the estimated, project-related costs (expenditure) for all the applicable years of your project, exclusive of GST. Ensure that sufficient detail is provided in the first column such as a breakdown of how amounts were calculated.

The total project cost in question 16 MUST match the total of all funding in question 18.

Shared costs

If your organisation is involved in other activities or projects in addition to the Community Environment Fund project and shares resources (eg, administration, electricity), you may claim a proportion of costs equivalent to the time your organisation will devote to the project. It is important that you are able to explain this breakdown at the project planning stage if you are invited to Stage 2.

Total costs

The project budget table (question 16) should include the total cash cost of your proposed project, not just the costs that you are seeking Community Environment Fund funding for.

The Community Environment Fund assessment criteria encourage shared funding. Sometimes funding can be obtained from other sources for project costs that are not covered by the Community Environment Fund. If this is the case for your project and you want to include those activities in your project budget, please clearly identify these budget lines as not included in the Community Environment Fund contribution (for example, adding a note in brackets). This will assist in project reporting if you are invited to Stage 2.

Budget calculation documentation

It is important that you keep a record of all your budget calculations so you are able to explain the breakdown of costs across each year if you are invited to Stage 2.

Be sure that you set out the details of how each cost is calculated.

Example

Jane Bloggs, Project Manager, 20 hours per week at $25 per hour.


External funding (questions 17 and 18B)The information we are seeking is any funding that you will receive or anticipate receiving towards your project other than from your organisation or the Ministry for Environment. Do not include funding from your organisation, the amount you are requesting from the Community Environment Fund, or any in-kind contributions from any party. Question 17 asks for details about individual funders, and question 18B asks you to divide the total external funding into the years of your project. The spreadsheet will automatically total Year 1, 2 and 3, so do not fill in the total box in question 18B. Do check however that the totals in questions 17 and 18B are the same. If they do not match the grand total box will show red instead of green and your application will be incomplete.

If your application is invited to Stage 2, you will be asked to provide proof that all funding sources have been confirmed (eg, a signed letter of confirmation).

All amounts must be exclusive of GST.

Cash funding from your own organisation (question 18A)Provide the cash amount your organisation will contribute to the project across the year(s) that funding is sought. The spreadsheet will automatically total Year 1, 2 and 3.

An in-kind contribution is not cash and is not to be included.


Community Environment Fund contribution you are requesting (question 18C)The minimum amount of funding is $10,000 per project and the maximum is $300,000 per project, over the timeframe of the project for which funding is being requested (1-3 years).

Specify the amount of funding sought from the Community Environment Fund for all applicable years of your project. The spreadsheet will automatically total Year 1, 2 and 3.


An example of a completed form is shown on pages 26 to 28.


Funding sources summary (question 18)The total funding amount (A+B+C) in question 18 will turn from red to green when all figures add correctly. That box must turn green before you submit your application.

If it does not total correctly, check that:

your total project cost (question 16) matches the grand total in question 18

your total external funding for your project (question 17) matches the total in 18B

your organisation’s funding contribution and the Community Environment Fund contribution you are requesting together make up the shortfall between the totals in questions 16 and 17.

All figures MUST be exclusive of GST.

What the Community Environment Fund will coverThe fund will pay for reasonable costs relating to the following categories:

personnel

administration

consultants and contractors

venue and equipment

travel and accommodation (only domestic travel and accommodation can be covered)

promotion and dissemination of information

financial, legal and information technology (IT) service expenses

health and safety equipment and training

purchase of capital assets and other capital costs

other miscellaneous costs.

Use the following cost category table to help you estimate your costs.


Cost category Includes... Example

Personnel wages/salaries of all the people directly involved in the project staff recruitment and training

You will need to employ a part-time coordinator to work 20 hours per week, at a rate of $25 per hour over 12 months. The estimated cost would be $26,000.

Administration Administration expenses that are directly related to the projectNotes: The cheapest option should be used for making phone calls Personal calls are not covered Phone calls that are charged to hotel bills are often extremely expensive and

should be avoided where possible

Cost of stationery, insurance, postage, phone calls and couriers

Consultants and contractors

Third parties you have sub-contracted to work on the project (eg, environmental consultancies, Crown Research Institutes)Note: sub-contractors be may need to be approved by the Ministry before being engaged

A consultant may quote $129 per hour (exclusive of GST) for working 10 hours per week for 10 weeks. The estimated cost would be $12,900.

Venue and equipment

venue hire rent rental and leasing of equipment for the project

You may need to hire or lease a vehicle or trailer, pay rent on an office space

Promotion and dissemination of information

Expenses for promoting the project (eg, the production of brochures, advertising costs, seminars)

You may need to publish a brochure. The costs of designing, printing, and distributing need to be researched to calculate the estimated cost.

Financial, legal and information technology (IT) expenses

financial or legal expenses incurred solely in relation to the project accounting services IT support

You may need the services of a lawyer or accountant

Health and safety purchase fire fighting equipment health and safety training first aid kits

An effective health and safety plan for your project may require additional equipment and training


Cost category Includes... Example personal protective equipment

Purchase of capital assets and other capital costs

Expenditure that is essential for the project, including the cost of bringing the new asset to working order, or any associated labour and lease expenses

Building a shade house to propagate native seedlings

Travel and accommodation

Specific travel and accommodation costs for the project: mileage (this may be charged at 73 cents1 per km for a private vehicle) taxis/parking (costs may be claimed on receipt, for the purpose of the project) domestic air travel hotel accommodation (up to $160 per night for accommodation in New

Zealand, exclusive of GST) meals (actual and reasonable expenses on receipt, for meals and other

incidental expenses while on out-of-town business for the purpose of the project may be claimed)

Notes: The Ministry encourages the purchase of the cheapest fares unless there are

valid reasons for not doing so International air travel is not covered by funding Where alternatives to travel are available, these should be used (e.g. video

conferencing, teleconferencing) Mini bar charges are a personal expense and cannot be charged back to the

Ministry as part of the accommodation bill Where mileage is undertaken in a private vehicle, the person travelling is

responsible for insurance coverage. The Ministry will not be liable for any costs incurred in the event of an accident under these circumstances

Four flights from Wellington to Auckland at $500 return (exclusive of GST). The estimated cost would be $2,000

A return road trip from Auckland to Hamilton, at a total distance of 252km with mileage at 73 cents per kilometre. The estimated cost would be $183.96

Other Anything else that is not covered above (eg, plants, traps, trap bait, field equipment such as flagging tape and tag pens)

–

1 This is the most recent rate proved by Inland Revenue, and may be amended in future.


http://www.ird.govt.nz/technical-tax/op-statements/os-review-mileage-rate-2017.html

What the Community Environment Fund does not coverThe following categories of expenditures are not eligible for funding.

Category What funding does not cover

Research Academic costs or research to support the attainment of a qualification Duplication of demonstration projects (for example, model organic farm)

or pilot studies

Other funding sources, including government agencies

Projects that would be more appropriately funded by other funding sources, particularly biodiversity focused projects that are more suitably funded by the Department of Conservation’s Community Fund

Projects that are clearly the responsibility of other funding sources, (for example, government agencies). This includes project outputs to be used specifically to develop central government policy

Statutory duties of local government (activities that councils are required to undertake by law, for example, local government planning, resource consent approval, or monitoring functions)

Retrospective costs Retrospective or backdated costs (costs incurred before a deed of funding is signed by the contracting parties)

Projects that are for financial profit

Venture capital or commercial development such as setting up (new) or developing (existing) business activities, marketing a new idea, or making a financial profit

Business as usual operating costs

Costs relating to an organisation’s ‘normal’ activities. This includes but is not limited to: buying materials and equipment that are a normal part of an

organisation’s responsibility for managing their property and day-to-day business

the maintenance and running costs of vehicles (including warrant of fitness and registration)

the purchase and/or maintenance of buildings

Other Attendance at conferences Patents or copyright (products or outputs that will not be freely available

for public use, for non-profit purposes) Compliance with planning regulations and other legal compliance costs Making/challenging a resource or building consent application Alcohol, entertainment, gifts or social expenses Costs associated with supporting a political party or movement, running a

political campaign, or lobbying against the Government


Estimated in-kind contributions (question 19)An in-kind contribution is a cash-equivalent form of support that is donated and assists with the project costs. It is not the same as a cash contribution, and does not count towards the total costs of funding. Many organisations obtain in-kind support for their projects. The Community Environment Fund recognises the value of donated resources and/or the time of volunteers and professionals who help to deliver a project.

The assessment panel assesses how much community involvement the project has, by considering the number of volunteer (unpaid) hours estimated for the project as well as the total level of in-kind contributions. Preference will be given to projects that have strong community involvement.

An in-kind contribution does not include time spent negotiating commercial arrangements unless the goods or services being negotiated are being provided free of charge. The in-kind contribution may be necessary for the completion of the project; however, no cash is exchanged for the service or goods.

In your application you are required to provide information about the predicted in-kind contributions for the project. Provide the estimated amounts based on a realistic amount of in-kind contribution that your project will receive during the timeframe of the requested funding.

Examples of estimated in-kind contributions

Description examples

Examples of total estimated in-kind contribution(Exclusive of GST)

Professional services and goodsCalculate professional services using the actual hourly rate usually charged by the professional

A lawyer draws up a contract for a sub-contractor you intend to engage and provides three hours free of charge. This can be claimed as an in-kind contribution.

3 hours x $140 per hour (actual hourly rate) = $420 estimated in-kind contribution

Dr Derek Bird provides professional freshwater quality testing (250 hours at a normal hourly rate of $75).

250 hours x $75 per hour (actual hourly rate) = $18,750 estimated in-kind contribution

Use/donation of equipment

A local hire company provides your organisation with a rotary mower free of charge. They normally charge $300 per day for the rental. You use the mower five times over a period of 12 months.

Mower borrowed five times x $300 per day (actual rental charge) = $1,500 estimated in-kind contribution

Community volunteer (unpaid) time

Calculate at a rate of $30 per hour

Someone spends 240 hours keeping the books for your project without charge but they are not an accountant.

Volunteers attend four community planting days (40 volunteers spend three hours planting native trees on each of the four planting days for the project. Total hours calculated as 40 people x 3hrs x 4 days = 480hrs).

240 hours x $30 per hour = $7,200 estimated in-kind contribution

480 hours x $30 per hour = $14,400 estimated in-kind contribution

Facilities provided

A local company provides your organisation with office space. This would normally be let at $450 per month (lowest possible market rate);

12 months x $450 per month = $5,400 estimated in-kind contribution


Examples of estimated in-kind contributions

Description examples

Examples of total estimated in-kind contribution(Exclusive of GST)

however, the company is providing the space free of charge for a period of 12 months.

IMPORTANT: In-kind contributions should not be included in the ’project costs’ or ‘external funding’.


Example of completed Application Part 2: Estimated Project Budget

Community Environment Fund (CEF) - NO.

Organisation name

Project name

All figures MUST be exclusive of GST.

To improve your chance of success, please refer to the Guide for Applicants 2017 before completing this form.

16. Project costs

Year 1 Year 2 Year 3

$28,000.00 $28,000.00 $

$12,000.00 $12,000.00 $

$32,400.00 $32,400.00 $


$640.00 $640.00 $

$800.00 $800.00 $

$240.00 $240.00 $


$ $ $


$300.00 $300.00 $


$1,460.00 $1,460.00 $


$1,000.00 $1,000.00 $

$1,200.00 $600.00 $

$1,000.00 $1,000.00 $0.00

COMMUNITY ENVIRONMENT FUND APPLICATION FORM2017 Contestable Funding Round

Part 2 of 2: Estimated Project Budget

$0.00

$0.00

$0.00

$0.00

$0.00

Total estimated cash costs for consultants and contractors for each project year

(exclusive of GST)

Total estimated cash costs for venue and equipment for each project year

(exclusive of GST)

Consultants and contractors – estimated breakdown of cash costs

Hall hire for community updates

$72,400.00 $72,400.00

Abundance Bay Community Trust

Venue and equipment – estimated breakdown of cash costs

All provided in-kind - no cash cost

Administration – estimated breakdown of cash costs

Phone - $16 wk x 40 wks

Office space - $20 wk x 40 wks

Stationery - $6 wk x 40 wks

Total estimated cash costs for administration for each project year(exclusive of GST)

Financial information

Personnel – estimated breakdown of cash costs

Project manager - $35hr x 20 hrs/wk, 40 wks annual

Project administration - $25 hr x 12 hrs/wk, 40 wks annual

Total estimated cash costs for personnel for each project year(exclusive of GST)

Promotion and dissemination of information – estimated breakdown of cash costs

Annual cost of communication for recruiting volunteers

Travel and accommodation – estimated breakdown of cash costs

Mileage reimbursements for team members @ $0.73c/km

Website development and management

$1,680.00 $1,680.00

$0.00 $0.00

$300.00 $300.00

$1,460.00 $1,460.00

Total estimated cash costs for promotion and dissemination of information for each project year (exclusive of GST)

Total estimated cash costs for travel and accommodation for each project year

(exclusive of GST)

For offi ce use only

Restoration of the Whakakotahi River Catchment

Project team - 3 workers @ $18hr x 15 hrs/wk, 40 wks annual



$800.00 $800.00 $


$500.00 $500.00 $

$1,000.00 $1,000.00 $


$850.00 $450.00 $

$1,500.00 $500.00 $


$11,550.00 $11,550.00 $

$2,500.00 $2,500.00 $

$2,000.00 $2,000.00 $

$0.00

$0.00

$0.00

Year 3

$0.00

$193,680.00

$0.00

Annual legal and accountancy fees

Total estimated cash costs health and safety equipment and training for each project year

(exclusive of GST)

Purchase of capital assets and other capital costs – estimated breakdown of cash costs

Total estimated cash costs for financial, legal and IT expenses for each project year

(exclusive of GST)

Personal Protective Equipment (gloves, hi-vis vests)

First aid training and kits

Health and safety equipment and training – estimated breakdown of cash costs

Total project cost (exclusive of GST)

This total must match the total figure provided in the funding sources table (A+B+C found in Question 18 below).

Total estimated cash costs per year (exclusive of GST)

Totals

(exclusive of GST)

Total estimated other miscellaneous cash costs for each project year

Financial, legal and information technology (IT) service expenses – estimated breakdown of cash costs

$1,500.00

Other miscellaneous costs – estimated breakdown of cash costs

Native plants - PB5 - 6,000 plants @ $3.85 ea

Bamboo stakes

Rat bait stations

Total estimated cash costs for purchase of capital assets and other capital costs for each project year

(exclusive of GST)

Fence maintenance materials

Water testing kits and equipment

$2,350.00 $950.00

Year 1 Year 2

$97,540.00 $96,140.00

$16,050.00 $16,050.00

$800.00 $800.00

$1,500.00

17. External funding sources (B)

Status of offerDate decision expected

Period of funding

For pending offers

Date funding expectedFor confirmed offers

Greater Wellinton Regional Council Confirmed Feb-18 1 & 2 $25,000.00

Wellington City Council Pending Jun-18 1 $25,000.00

$0.00

Year 1 Year 2 Year 3 Total

$15,000.00 $10,000.00 $0.00 $25,000.00

$25,000.00 $25,000.00 $0.00 $50,000.00

$59,340.00 $59,340.00 $0.00 $118,680.00

$99,340.00 $94,340.00 $0.00 $193,680.00

If the last square in the "Total"column above is red instead of green, the total cost of the project (question 16) does not match the total funding.

That box must turn green before you submit your application

18. Funding sources

(A) Your organisation’s cash contribution to the project (DO NOT INCLUDE IN-KIND COSTS)

(B) External funding (confirmed or pending) (DO NOT INCLUDE IN-KIND COSTS)

(C) Community Environment Fund contribution you are requesting

Total funding amount (A)+(B)+©

If your application is invited to proceed to Stage II, you MUST be able to provide proof that all funding sources have been confirmed.

Organisation name (Excludes cash contribution from your organisation)Your organisation's cash contribution is entered in question 18 below.

Amount

Is the funding pending or confirmed?

Will the funding be

used in years 1, 2 or 3?

Other external funding required for your project that is yet to be applied for (total)

Total external funding for your project (exclusive of GST)$50,000.00

This figure MUST match the total for row (B) in the funding sources table below

This table will automatically total Year1, 2 and 3


Description

Dollar value of estimated in-kind contribution for Year 1



Excluding GST Excluding GST Excluding GST

Professional services and goods

Professional services are calculated using the actual hourly rate usually charged by the professional

Use/donation of equipment Vehicle support $50/day x 25 days $500.00 $750.00 $

Community volunteer time 12 volunteers x 30hrs/wk x 12 wks @ $30/hr

Calculated at a rate of $30 per hour

Specify total number of volunteers hours Total estimated number of volunteer hours per project 2160 2160 0 hours

Facilities provided $ $ $

Other $ $ $ TOTAL IN-KINDTotal estimated in-kind contribution(DO NOT ADD THIS TOTAL TO QUESTION 18) $105,300.00 $105,550.00 $0.00 $210,850.00

Greater Wellington Regional Council staff expertise

$64,800.00

$

$0.00

19. Estimated in-kind contributions

$40,000.00

$64,800.00

$40,000.00


When your application is complete

Applications must be received by the Ministry between 9.00 am Monday 21 August 2017 and mid-day Thursday 14 September 2017.

Completed application forms and required supporting documents must be emailed to [email protected] with ‘CEF application’ and your organisation name in the subject line. We will only accept one email per application – your application and all supporting documents must be submitted in one email.

You will find the following checklist in Part 1 of the application form. It is also included here for your reference.

1. All questions in Part 1 (questions 1 to 15 – document in Word) have been answered (using ‘N/A’ or ‘none’ if required).

2. All questions in Part 2 (questions 16 to 19 – document in Excel) have been answered (using a zero if required).

3. The declaration has been electronically signed and dated.

4. The total funding box in the Estimated Project Budget has turned green, indicating that sections A + B + C are correctly adding up.

5. Your single email application to [email protected] has all necessary documents attached:

a. your completed Community Environment Fund Application Form Part 1: Project Proposal and Governance

b. your completed Community Environment Fund Application Form Part 2: Estimated Project Budget

c. an active partner participation letter for each project partner listed in question 7

d. a CV for the project manager if they have been confirmed.

Once you have emailed us your application, if you have not received a reply within one working day please call to let us know. Rarely emails can be blocked without notification to either party and we do not want to miss your application.




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