Q1 Why are the grants changing?

A There are several reasons for this. Firstly the government needs to account for funding it provides in terms of the NSW State Plan and the NSW Invasive Species Plan. The Government is also committed to delivering its commitments to the Australian Weeds Strategy.

Local weed control authorities have worked with stakeholders to develop a number of Regional Weed Strategies. It is timely to adjust the refocus of the Governments commitment to weeds to these strategic documents and to implement them at all levels.

The Government recognised that the previous grant application system required considerable reporting. The new approach will reduce the costs of the Department administering the grants and for the Noxious Weeds Advisory Committee assessing applications. Streamlining the process to fewer applications will lessen this burden while creating flexibility.

Many of the former grant programs were inflexible. The new process will allow increased flexibility in that many activities are now linked to broader measurable outcomes.

Q2 What has changed to allow the new system?

A In 2006 there was a small but fundamental change made to the Noxious Weeds Act 1993, which broadened the allowable use of the grant. This widens the range of eligible activities. The new NSW Weeds Action Program will allow the Government to support a broader range of activities.

Q3 What are the changes?

A The changes are detailed in the publication NSW Action Program Guidelines for Applicants. You must read these guidelines to get a full understanding of these changes. Briefly, the key changes are: The Government is seeking overarching project submissions.

• Projects that include partners for other organisations are strongly encouraged.
• Project submission will only need to be developed once every three to five years, depending on the project length.
• One progress report will need to be submitted each year; followed by a summary report at the project conclusion.
• Projects will need to meet the Goals of the NSW Invasive Species Plan and contain clear measurable targets.

Q4 What is the purpose of the NSW Weeds Action Program?

A The NSW Weeds Action Programs purpose is to assist eligible authorities to implement effective weed management programs across NSW. The core of this purpose lies in the objects of the Noxious Weeds Act 1993; the grant is made in order to meet these objects. The NSW Invasive Species Plan is the operational document that details how stakeholders meet these objects.

Q5 Will local control authorities still receive their Weed Control Coordination grants directly?

A The new NSW Weeds Action Program is essentially starting from a blank sheet of paper, the only things that remain will be the National, State and Regional strategic planning documents. Neither the Weed Control Coordination grant nor the benchmarks will exist (although these may be used as a guide). Local authorities will need to include inspection programs where they meet goals of the new project. For example, in order to detect new weeds all local authorities in a region will need to inspect land using a specific protocol.

Q6 Will there be an increase in the amount of money available?

A It is unlikely that there will be any significant increase in the overall funds. The changes do create more flexibility as to how the funds may be used. The flexibility will ensure these funds are used for activities with the greatest benefits.

Q7 Will grant funds be guaranteed for the life of the project?

A The existing funding guarantee will remain. Because the grant is part of the annual allocation to the Department in the state budget, the Department cannot guarantee funding beyond the year in which funds are allocated. However, the Department will continue to provide funds providing the Department receives the annual allocation.

Q8 What will happen to the County Council Administration Grants?

A Applicants will need to include activities previously supported by County Council Administration grants in their regional project and they must be measured against the defined outcomes.

Q9 Do we still need to continue with our traditional tasks?

A The change to the grants will direct State funding towards the outcomes of the NSW Invasive Species Plan and focus on a strategic approach to weed management. Local authorities will still need to meet their obligations under the Noxious Weeds Act 1993 and provide resources to do this. In most cases the functions of a local authority will also contribute to the outcomes of the NSW Invasive Species Plan.

Q10 What sort of things can we spend the project funds on?

A The project funds may be spent on most activities that contribute to the program outcomes as outlined in the guidelines. Some specific exemptions are listed under Priorities for 2010-11 of the Guidelines.

Q11 Will Regional Weed Project Officers continued being employed?

A This is entirely up to the applicant. The functions undertaken by the regional project officers can be included in the project and specific staff employed to do these. In developing the project, applicants need to look closely at what needs to be done and the best way to do this. This may include employment of staff for specific activities.

Q12 What is a regional group?

A For the purposes of the NSW Weeds Action Program for 2010-11, regional groups include the existing regional weeds advisory committees or similar groups. Regional committees are listed in the guidelines.

Q13 What will happen to existing agreed projects?

A Proponents will have a choice to either allow these to continue for the agreed period or to incorporate them into the new proposals.

Q14 Do we still have to match the grant dollar for dollar?

A There is no requirement for the grant to be matched directly however, assessors will consider the financial commitment from the applicants. Local weed control authorities and other partners need to contribute to the projects to receive NSW Weeds Action Project funding.

There is no set contribution however; the priority will be to support projects with substantial contribution by local authorities and other stakeholders.

It should be noted that local authorities will still need to meet their functions and obligations under the Noxious Weeds Act 1993 so this is not an opportunity to reduce authority financial commitment.

Q15 Will the new system mean more paper work and be more time consuming?

A Overall it will not. In fact, the amount of paperwork will be reduced as there will be no requirement to prepare both an application and a report each year. Only a progress report will be needed each year and a final report at the end of the project.

For regional groups that have strategies already developed, and linked to the NSW Invasive Species Plan, the change will not increase their workload. Regions will need to work closely with partners to develop and prepare the first application that will be a more complex document than previously if regional planning is not already well developed.

Reasonable administration costs for developing and managing the project and its budget should be built into the project; these should not exceed 10% of the total.

Q16 Currently, each local control authority involved in a group project must provide a signed activities worksheet and budget in the application. Is this still necessary?

A The application should essentially be an aggregate of activities and budgets unless there is a specific reason for assigning an activity to a single organisation. It will still be necessary for each partner to provide the region with their individual activities and budgets so that the project can be developed, and these should be kept for administrative and audit purposes.  

Q17 There is a lot of time involved in monitoring and reporting on grants projects, can the costs of this be included in the application?

A Reasonable costs associated with monitoring and reporting can be included, up to 10% of the total grant request. However, it must be remembered that monitoring and reporting are mandatory functions of the local control authority under the Act, regardless of whether a grant is received or not. Local authorities should have these costs incorporated into the day to day weed management budgets.

Q18 Things change during the life of a project, is there opportunity to make changes to the project when needed?

A Yes. If there is a need to make a significant change to the project, the applicant will need to submit a project variation form to the Department. The Department will assess this and a decision made on a contract variation.

Examples of significant changes are new partners, other sources of funds allowing increased activities or extreme seasonal conditions.

Q19 Can we carry over funds from year to year?

A Yes. Funds may be carried over from year to year within the life of the project as has always been the case with Regional Group Projects. This does not require approval. However, if it is essential that funds be carried over beyond the life of the project, this will need to be fully justified and approval sought from the Department.

Q20 There are only two projects, Regional Weeds Action Program projects and State Weeds Action Program projects; how do the former State Priority Projects fit into this?

A Grants made to individual local control authorities or groups for state priority weeds will, in most cases, need to be incorporated into the regional project. Only projects that will operate state-wide or that have a state-wide impact should be included in state-wide projects.

Q21 Our regional committee has always received a separate grant for administrative support; will we still get this?

A Not directly. The need for supporting funding for the regional committee will also need to be built into the project. However, the financial restriction on how much grant can be applied for to support regional committees has been removed.

Q22 My local control authority is often a partner in projects in more than one regional committee area; can we still do this?

A Yes. There is no reason why any local control authority cannot be a partner in more than one project. However, assessors will be alert for any instances of double dipping.

Q23 My local control authority has elected not to be involved in Regional Group Projects, can we apply for a grant separately?

A In order to receive Regional Weeds Action grant, your organisation must be an active partner in a Regional Weeds Action or State Weeds Action Program project. The level of involvement and which components you participate in are up to you.

Q24 We are trying to put together a Regional Project but there are some local control authorities that will not cooperate, what can we do about this?

A There is no obligation for anyone to apply for or accept NSW Weeds Action Program funds, it is entirely optional. All that can be done is to try to seek their cooperation; if necessary, the Department may be able to assist in negotiations. Even if an authority elects not to participate, they must still discharge and resource their functions and obligations under the Noxious Weeds Act 1993.

Q25 We have community group partners that want to be actively involved but need funds to assist them. Can they apply for a Noxious Weed Grant?

A The Act defines who may receive a noxious weed grant as being public authorities, local control authorities or trustees of commons or reserves.

If your community group is not one of these, they cannot directly get NSW Weeds Action Program funds. It is permissible for the organisation receiving the grant to devolve funds to another organisation to carry out particular activities. However, in this case the original recipient remains responsible for the funds and for the outcomes achieved. If grant funds are to be devolved, this needs to be shown in the application.

Q26 Will the NSW Government help in developing project proposals?

A Submissions must be initiated by the regional partnership and applicants must complete their submission independently. However, Department staff are available to provide general information on the NSW Weeds Action Program, the NSW Invasive Species Plan, targets and priorities and the scale of projects. The Department will also be running training workshops.  

Q27 What are the assessment criteria and how will the Department rank projects?

A The Department will provide eligible submissions to the Noxious Weeds Advisory Committee for prioritisation. The Committee will provide the advice to the Minister. The Committees priorities are included on page 13 to 15 in the guidelines and in the Policy O64 Allocation of noxious weeds grants. Assessment will relate to how the submission meets each of the priorities.

Q28 Will all projects be funded?

A There are limited funds so it is likely that some proposals do not receive any funds, or require modification before they are funded. Unsuccessful applicants should discuss concerns with the nominated Department officer in the first instance.

Q29 Why should regional management plans link to Catchment Action Plans?

A The NSW Invasive Species Plan Objective 3.2 - Effective and targeted on-ground control includes the action of "Link state and regional (invasive species) management plans with Catchment Action Plan."

Q30 How do regional weed management plans link to the Five Year Plans that are a requirement for local government?

A Ideally local government plans should continue to include weed management link to regional weed management plans.

Q31 How are NSW Weeds Action Project funds divided up to authorities in a region?

A The partners in the regional project need to reach agreement on sharing of resources between partners. The specification will include milestones and a payment schedule.

Q32 If a project is not meeting its milestone because a partner is failing to meet its commitments, who is responsible to follow up the partner?

A The lead partner will need to ensure all project milestones as in the project contract are met.

Q33 How much should we apply for?

A As a guide a region should seek no more funds then total noxious weed grant funds received in 2008-09.

Q34 Our group includes councils and other stakeholders in a region. Do we need to establish a new structure to manage a project?

AThere is no need to establish any new structure. Any structure that enables the project to be delivered is acceptable. A guide "Local Government Collaboration and Partnership" developed by the Department of Local Government may assist.

Q35 Who can I talk to for more information?

A Department contact officer from the list below.

Mr Phil Blackmore
NSW DPI
PO Box 991
ARMIDALE NSW 2350
Tel: (02) 67 765008
Fax: (02) 67 728664
philip.blackmore@industry.nsw.gov.au

Mr Rod Ensbey
Agricultural Research & Advisory Station
PMB
GRAFTON NSW 2460
Tel: (02) 66 401648
Fax: (02) 66 447251
rod.ensbey@industry.nsw.gov.au

Mr Peter Gray
NSW DPI
PO Box 865 DUBBO NSW 2830
Tel: (02) 68 811238
Fax: (02) 68 811295
peter.gray@industry.nsw.gov.au

Mr Michael Michelmore
NSW DPI
PO Box 389
GOULBURN NSW 2580
Tel: (02) 48 286617
Fax: (02) 48 223261
michael.michelmore@industry.nsw.gov.au

Mr Syd Lisle (State Weed Control Coordinator)
Wagga Agricultural Institute
PMB Pine Gully Road
WAGGA WAGGA NSW 2650
Tel: (02) 69 381999
Fax: (02) 69 381861
sydney.lisle@industry.nsw.gov.au