Frequently asked questions
Can we submit more than one application?
Yes. Each application you submit must be separate (not reliant on another project) and must not be a scaled up or scaled down version of another application.
Can I change my application after I’ve submitted it?
Yes, but only up to the closing date. No changes will be accepted after the closing date, unless the change has been requested by us. Your application must be resubmitted before 5pm, Wednesday 15 February 2017.
You can request that your application be reopened by calling the Grants Information Hotline on 1300 366 356 and providing them with your application number. You will be notified when your application is reopened - please note that it may take a few days.
Do we need to show that we are a charitable organisation or volunteer based group?
Yes, you need to show that you are either a volunteer based group, or a charitable organisation.
Volunteer based groups need to show they are registered with Consumer Affairs Victoria (CAV) through providing their incorporation number.
Charitable organisations need to show they are registered with the Australian Charities and Not-for-profit Commission (ACNC) through providing their Australian Business Number (ABN).
If you are not registered with CAV or ACNC, you can apply with an auspice who is registered. The auspice will take on legal responsibility for the grant, and will receive the payments from DELWP.
What is the difference between an organisation and a company?
“Organisation” is essentially an umbrella term for a group of people who come together and form an entity to achieve a common goal. A company is one type of organisation - one that aims to create a profit. Companies are not eligible for a Port Phillip Bay Fund grant.
Not-for-profits, community groups and social enterprises are other types of organisations, which are not run for profit. These organisations are eligible for a Port Phillip Bay Fund grant, if they are either incorporated with Consumer Affairs Victoria, or are registered with the Australian Charities and Not-for-profits Commission.
How much is available in this round, and future rounds?
Approximately $4.5 million is available in Round 1. We intend to run Rounds 2 and 3 in the future. Details for those rounds, including the total amount available, funding streams and project duration, will be confirmed when those rounds are launched.
Can we apply for future rounds of funding if our Round 1 project isn’t complete?
Yes. You can apply for future rounds if your Round 1 project isn’t complete. However, if you have overdue reports for any of your DELWP funded projects, you may not receive Port Phillip Bay Fund payments until these reports have been submitted.
Can funds be used for project management or contractor salaries?
Yes. Funds can be used for project management and contractor salaries.
Where can eligible projects be located?
All projects must be located in the Port Phillip Bay catchment.
Can we discuss our application with the assessment panel (before or after we submit)?
No. The assessment panel will not discuss projects or applications with individual applicants.
Will the assessment panel be able to adjust projects (e.g. reduce a 3 year application to 1 year)?
No. The assessment panel will consider your application as-is.
Will some activities or locations be preferred or weighted?
No. Your responses to the assessment criteria are the only aspects of your project that will be weighted – 35% for contribution to the health of the bay, 35% for community participation, 20% for alignment to local or regional plans and 10% for risk management.
The assessment panel will also consider value for money, and the overall spread of locations and activities.
Do we have to show 1:1 matched funding? Should we show more than 1:1?
Yes. All applications will need to show that they have 1:1 matched funding – if an application requests $10,000, it must show at least $10,000 in support from other sources. You should seek as much support as your project needs, and include it all in your application. The support you seek should be meaningful and add to your project.
Does our matched funding need to be split a certain way?
No. You must show 1:1 matched contribution, but what that contribution is made up of is entirely up to you. There is no minimum or maximum volunteer contribution, cash contribution or in-kind contribution.
Land manager consent
Do I need consent from a land manager?
If your project involves changing a site in some way, you will need consent. This includes (but is not limited to) revegetation, clearing weeds or rubbish, building structures such as fences or paths.
Projects that do not involve working on a site, such as education projects, do not need consent.
Do I need consent from all my landholders?
Yes. You will need consent from all landholders who own or manage the sites you intend to work on.
I’m not sure who my landholders will be – do I need consent?
Yes. You will need consent from each landholder before you start working on their land.
I’ve never needed consent from my land manager before – do I need it now?
If your project involves working on a site, you will need consent – even if you haven’t needed (or had) it for similar activities before.
What is the difference between a letter of support and formal consent?
A letter of support shows that your land manager has given in principle support to your project. It can be a simple letter or email – a template is available in the guidelines. You will need to provide a letter of support with your application.
Formal consent involves gaining official approval to work on the site. Your land manager will check that your project meets relevant obligations, which could include cultural heritage, planning overlays and risk management. Formal consent is comprehensive, takes time and may cost money. You should include time and relevant costs when planning and budgeting for your project.
What is the volunteer contribution rate?
$30 per hour for all volunteers and all activities they undertake for your project. This standard rate allows applications to be considered in a consistent way, and is based on an average rate that was calculated by the Australian Bureau of Statistics in 2010, which we have corrected for inflation.
Can we use a higher rate for volunteers with professional skills worth more than $30?
No. $30 per hour is a standard rate that values the contribution that all volunteers make to your project. While some volunteers would be paid more for their services, some volunteers would be paid less.
What kind of volunteer activities can count towards in kind support?
Any activity that your volunteers undertake as part of the project can count. This could include:
- Physical work, such as planting, building or litter collection
- Planning the logistics for the project
- Preparing educational material
- Coordinating an event, such as corporate or school volunteering, or running an information session
The volunteers could be from your group, corporate volunteers or members of the public – they all count, as long as they are actively doing something to progress your project.
Who owns the intellectual property (IP) rights?
The Victorian Government owns the intellectual property rights for anything created with a Port Phillip Bay Fund grant.
Are there any restrictions on what we can do with the data we collect?
Generally, no. You are free to use the data you collect for future projects, and to share it with others. All data collected must be freely available to other people and organisations (with all personal information removed).
If collecting personal information (names, addresses, birthdays), you need to comply with the Privacy and Data Protection Act (2014). In short, you must securely store this information and only use it for the purpose you collected it for. For example, you could only add a survey respondent to your general mailing list if they gave you permission (usually through a tick box within the survey).
Can we charge people to use what we create with the funding?
In most cases, no. The Port Phillip Bay Fund is public funding, and all funded projects must be for the public good. The data you collect and materials you create with the funding must be freely available, without charge. One exception would be a physical asset that requires ongoing maintenance to remain useful – the charge should be consistent with the cost of maintaining the asset.