PART C – Programme specific terms and
conditions
Programme: 20 Million Trees Programme Round One
23.
Definitions
In this Agreement, except where the contrary intention is expressed, the following
definitions are used:
Application Form
the form the Recipient submitted to the Department to
apply for funding for the Project, under the Programme.
Asset
any item of tangible property, including software,
purchased or leased either wholly or in part with the use
of the Funds with a value at the time of acquisition of
$1,000 or more, excluding GST.
Business As Usual
Activities
acts or undertakings which the Recipient would
undertake or would be required to undertake regardless
of the Project.
Carbon Farming
Initiative
the programme through which carbon credits are
provided under the Carbon Credits (Carbon Farming
Initiative) Act 2011 (Cth).
Depreciation
has the same meaning as it has in Australian Accounting
Standard AASB 116 Property, Plant and Equipment.
Dispose
to sell, mortgage or encumber, lease or sublease, license
or sublicense, assign or otherwise transfer or give up
ownership or the right to occupy or use, or to enter into
an agreement to do any of the preceding acts.
Established Groups
established organisations, entities or groups of
individuals, as recognised by the Department of the
Environment.
Fire Management Plan a plan that identifies fire risks associated with the Project
(including but not limited to risks to human wellbeing,
property and other assets), identifies appropriate
strategies and actions to reduce the likelihood and
impact of these risks, and outlines how these strategies
and actions will be implemented.
MERI Strategy
the Monitoring, Evaluation, Reporting and Improvement
Strategy – 20 Million Trees Programme available at
www.nrm.gov.au/funding/meri
NRM Region
the natural resource management region identified by the
Commonwealth within the boundaries of which the Site is
located.
Other Project
any project being funded under the Programme which, in
the Department’s opinion, may better achieve the
Programme Outcomes by working cooperatively with the
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Recipient.
Programme
The National Landcare Programme – Natural Heritage
Trust – 20 Million Trees Programme
Programme
Outcomes
20 million trees – 20 million trees and associated
understorey by 2020.
Environmental conservation – Supporting local
environmental outcomes by improving the extent,
connectivity and condition of native vegetation that
supports native species (including threatened species
and threatened ecological communities).
Community engagement – Working cooperatively with
the community
Carbon reduction – Contributing to Australia reducing
its greenhouse gas emissions
24.
Project Budget
the budget specified in Part A detailing how the Recipient
will spend the Funds, and identifying the Recipient’s
Contributions and Other Contributions (if any) to the
Project and the proposed expenditure of such amounts
for the purposes of conducting the Project and otherwise
performing its obligations under this Agreement as
amended from time to time in accordance with clause
27(a).
Project Generated
Income
any income earned or generated by the Recipient from
its use of the Funds, including interest earned from the
investment of the Funds, but does not include income
earned or generated from the use of the Assets.
Project Plan
the plan detailing how the Recipient will conduct and
complete the Project, including relevant monitoring and
evaluation activities to be undertaken, in accordance with
this Agreement and the MERI Strategy, including
timeframes for completion of various stages of the
Project as amended from time to time in accordance with
clause 26(e).
Site
the site(s) where the Project will be undertaken and that
is identified in the Agreement Details in Part A.
Project obligations
In consideration of the provision of the Funds, the Recipient must perform the
Project in accordance with the provisions of this Agreement.
25.
Warranties in respect of fire risk management
The Recipient represents and warrants that:
(a)
it will at all times conduct the Project in accordance with the Recipient’s Fire
Management Plan (subject to any agreed changes in accordance with clause
26(e));
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26.
27.
(b)
it has liaised with all relevant fire and land management authorities in the
design of the Project; and
(c)
the Project complies with all local and regional plans relevant to the
management of fire risk potentially associated with the Project.
Project Plan
(a)
Within the relevant timeframe specified in the Milestone Schedule, the
Recipient must submit a draft Project Plan for the Department’s approval.
(b)
The draft Project Plan must:
(i)
be substantially in the form of the applicable template provided by the
Department (if any);
(ii)
detail the Project Activities to be undertaken at each stage of the Project
and how they will lead to achievement of the Project Outcomes;
(iii)
identify fire risks associated with the Project (including but not limited to
risks to human wellbeing, property and other assets);
(iv)
detail how the Funds allocated for monitoring and reporting activities will
be spent;
(v)
detail how the Recipient will deliver the Project in accordance with this
Agreement; and
(vi)
be consistent with all timeframes arising under this Agreement and
identify how they will be met.
(c)
Unless the Recipient is otherwise notified by the Department, the Department
will reject or approve the draft Project Plan within 40 Business Days of
submission by the Recipient under clause 26(a). Where the draft Project Plan
is rejected, the Recipient must continue to submit a draft Project Plan,
including any necessary amendments until the Department approves a draft
Project Plan
(d)
Once a draft Project Plan is approved by the Department, it will become the
final Project Plan (subject to any agreed changes in accordance with clause
26(e)).
(e)
The Recipient must perform the Project in accordance with the final Project
Plan and must not make any amendments to the Project Plan, unless
approved in writing by the Department. The Project Plan must be reviewed as
part of the mid-year progress report (as a minimum) and updated to reflect
any changes to the delivery of the Project, such as changes to the Project
Activities.
(f)
For the avoidance of doubt, the Department’s approval of the Project Plan
does not in any way limit the Recipient’s responsibility for the performance of
its obligations under the Agreement and any consequences of that
performance.
Project Budget
(a)
Subject to clause 27(b), the Recipient must:
(i)
perform the Project; and
(ii)
only spend the Funds,
in accordance with the Project Budget, unless approved in writing by the
Department.
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(b)
(c)
(d)
28.
Subject to clause 27(c), the Recipient may transfer the Funds between
categories of expenditure items within the Project Budget, without the consent
of the Department, provided that such transfer does not exceed:
(i)
10 per cent of the relevant expenditure item specified in the Project
Budget for a financial year from which the amount of Funds is being
transferred; or
(ii)
$50,000, if the amount in clause 27(b)(i) is greater than $50,000.
The Recipient must not use:
(i)
more than five per cent of the Funds for monitoring and reporting
activities; and
(ii)
more than 10 per cent of the Funds for Project administration.
For the avoidance of doubt, the Department’s approval of the Project Budget
or any amendment to the Project Budget does not in any way limit the
Recipient’s obligations under this Agreement.
Management of Funds
The Recipient must:
29.
(a)
ensure that the Funds are held in an account in the Recipient’s name and
which the Recipient solely controls, with a deposit-taking institution authorised
under the Banking Act 1959 (Cth) to carry on banking business in Australia;
and
(b)
identify the receipt and expenditure of the Funds separately and any interest
accrued on the Funds within the Recipient’s accounts and records so that the
Funds are identifiable at all times.
Appointment of subcontractors
(a)
Where the Recipient engages another party to deliver or assist in the delivery
of any components of the Project, the Recipient must enter into a contract
with that party and that contract must be consistent with the terms of this
Agreement.
(b)
The Recipient is responsible for the performance of the Recipient’s
responsibilities under this Agreement regardless of whether the Recipient has
subcontracted any of its obligations.
(c)
The Recipient must not enter into a subcontract under this Agreement with a
subcontractor that is not compliant with the Workplace Gender Equality Act
2012 (Cth).
(d)
If requested, the Recipient must promptly provide to the Department a copy of
any contract relating to the Project and/or any Material relating to the
engagement of the subcontractor.
30.
Participation in evaluations, analysis and scientific
monitoring
30.1
Evaluation and analysis of the Project
The Recipient must participate, as reasonably required by the Department, in
studies, evaluations and other activities intended to analyse the success of the
Project or Programme in achieving the Programme Outcomes. Such participation
may, where required by the Department, include but not be limited to:
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30.2
(a)
attending relevant conferences and forums in which evaluations and analysis
are being undertaken;
(b)
allowing third parties access to the Site to undertake analysis, evaluation and
monitoring of the Programme and the Project; and
(c)
making data, records and other information (including reports) available to
third parties for the purposes of evaluation and analysis.
Participation in ecological monitoring
All Projects must:
31.
(a)
undertake ecological monitoring activities in accordance with requirements set
out at www.nrm.gov.au/funding/meri; and
(b)
report all ecological monitoring data to the Department as required in the form
of any relevant template(s) provided by the Department.
Engagement with Established Groups and Other
Projects
(a)
If requested by the Department, the Recipient must engage with one or more:
(i)
Established Groups; and / or
(ii)
Other Projects,
to maximise Project Outcomes and to ensure alignment of the Project with
existing work being undertaken by an Established Group, or Groups, or future
work to be undertaken by any Other Project or Projects.
32.
(b)
If the Department makes a request of the Recipient in accordance with clause
31(a), and the Recipient is reasonably able to do so, the Recipient must
engage with the relevant Established Group(s) or Other Project(s) to optimise
the outcomes achieved through the Project.
(c)
The Recipient must participate, as reasonably required by the Department, in
meetings and other activities intended to bring together the Recipient and the
relevant Established Group(s) and / or Other Project(s).
(d)
For the avoidance of doubt, any request by the Department that the Recipient
engage with an Established Group or a Other Project does not in any way
limit the Recipient’s responsibility for the performance of its obligations under
this Agreement and any consequences of that performance.
Capacity to maintain Site
(a)
The Recipient warrants that, as at the Commencement Date:
(i)
(ii)
the Site is not on:
(A)
land zoned for future development;
(B)
an easement, or easements, that may be excavated by utilities; or
(C)
land where potential future disturbance is reasonably foreseeable;
and
it has the means and capacity to maintain the Site after the Project
Period ends, including performing any ongoing Project maintenance
specified in Item 3 of Part A.
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(b)
(c)
The Recipient must promptly notify the Department in writing if at any time:
(i)
future disturbance of the land, in any form, becomes reasonably
foreseeable; or
(ii)
it ceases to have the means and capacity to maintain the Site after the
Project Period ends.
If:
(i)
the Recipient notifies the Department in accordance with clause 32(b);
or
(ii)
the Department forms the opinion, on reasonable grounds, that the
Recipient:
(A)
does not have the means or capacity to maintain the Site after the
Project Period ends; or
(B)
has breached any of the warranties outlined in clause 32(a)(i),
the Department may, in its absolute discretion:
(iii)
reduce the amount of the Funds;
(iv)
reduce the scope of the Project; or
(v)
terminate this Agreement under clause 19.1(d).
33.
Other contributions
33.1
Recipient Contributions and Other Contributions
(a)
It is a condition precedent to the payment of the Funds under this Agreement
that:
(i)
the Recipient must provide the Recipient’s Contributions;
(ii)
if requested by the Department, the Recipient must provide the
Department with written evidence that the persons specified in the
Project Budget will provide the Other Contributions, including the
amounts to be provided, the due dates for each of these amounts and
the terms and conditions of the provision of the Other Contributions; and
(iii)
the basis on which the Other Contributions are to be provided is
satisfactory to the Department.
(b)
The Recipient must ensure that the terms on which any other funding or
contributions are provided to the Recipient for, or in connection with, the
Project are not inconsistent with the terms of this Agreement and do not in
any way limit or affect the Recipient's ability to comply strictly with its
obligations, or the Department’s ability to exercise its rights, under this
Agreement.
(c)
The Recipient must promptly notify the Department if the total amount of the
Recipient's Contributions or Other Contributions reduces, or if such a
reduction is anticipated.
(d)
If:
(i)
the Department receives notice under clause 33.1(c);
(ii)
the Recipient does not provide the Recipient’s Contributions or provide
them in time to enable completion of the Project; or
(iii)
the Recipient is not able to obtain the Other Contributions or obtain
them in time to enable completion of the Project,
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then the Department may, in its absolute discretion:
(e)
(iv)
suspend payment of the Funds or an instalment of the Funds until the
Recipient’s Contributions are provided or the Other Contributions are
received;
(v)
reduce the amount of the Funds, adopting the formula in clause 33.1(e),
where R = the reduced amount; or
(vi)
terminate this Agreement in accordance with clause 19.
If, on expiry of the Agreement Period or any earlier termination of this
Agreement, the Recipient’s Contributions and / or the Other Contributions
have not been provided in full, the Department may (without limiting its rights)
require the Recipient to refund to the Department within 20 Business Days of
a written notice from the Department, an amount of Funds calculated in
accordance with the following formula (up to an amount that does not exceed
the total amount of the Funds):
=
OC – AC
R
=
The refund amount;
AC
=
The total aggregate amount of contributions actually made as
Recipient’s Contributions and / or Other Contributions for the
Project pursuant to this Agreement; and
OC
=
The total aggregate amount of Recipient’s Contributions and
Other Contributions specified in Part A.
R
Where:
(f)
33.2
The Department may, in its absolute discretion reduce the amount of the
Funds required to be repaid by the Recipient in accordance with clause
33.1(e) to an amount lower than the amount determined by the formula
prescribed in clause 33.1(e).
Notification of additional other contributions
The Recipient must:
33.3
(a)
promptly notify the Department in writing of the amount and source of any
additional funding or other contributions for the Project including income
derived under the Carbon Farming Initiative as a result of the Project (other
than Funds provided under this Agreement or contributions already identified
in the Project Budget);
(b)
if requested by the Department, promptly provide to the Department copies of
any written arrangements entered into, or proposed to be entered into, in
respect of such other funding or contributions; and
(c)
ensure that the terms on which any other funding or contributions are
provided to the Recipient for, or in connection with, the Project are not
inconsistent with the terms of this Agreement and do not in any way limit or
affect the Recipient's ability to comply strictly with its obligations, or the
Department’s ability to exercise its rights, under this Agreement.
Notification may trigger review
(a)
On notification by the Recipient under clause 33.2 and if requested by the
Department, the Recipient must provide to the Department a report within 40
Business Days of the request, including but not limited to the following
information :
(i)
an assessment of the Project to date;
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(ii)
an updated Project Plan; and
(iii)
an updated Project Budget.
(b)
If requested by the Department, the Recipient must provide any additional
information and data to enable the Department to undertake its review.
(c)
The Department will assess the report and any additional information and
data submitted under this clause and determine whether the Project continues
to represent value for money. The Department will inform the Recipient, in
writing, of the outcome of its review.
(d)
If the Department determines the Project no longer represents value for
money the Department may, in its absolute discretion, and on giving 20
Business Days notice:
(i)
reduce the amount of the Funds;
(ii)
reduce the scope of the Project; or
(iii)
terminate this Agreement under clause 19.1(g).
34.
Assets
34.1
Purchasing of Assets
34.2
(a)
The Recipient must not use the Funds towards the purchase of Assets unless
the Asset is identified in the Project Budget or the Recipient has obtained the
prior written approval of the Department, which may be subject to any
conditions the Department may, in its absolute discretion, impose.
(b)
An item which is not an Asset but is purchased by the Recipient using the
Funds must only be purchased if the Recipient can show that the item is to be
used in undertaking the Project.
Use of Assets
The Recipient must not use Assets for any purpose other than the performance of
the Project unless it has obtained the prior written approval of the Department,
which will not be unreasonably withheld.
34.3
Obligations in relation to Assets
The Recipient must:
(a)
not Dispose of any Asset, or deal with any Asset other than in accordance
with this Agreement, without having obtained the prior written approval of the
Department, which will not be unreasonably withheld;
(b)
maintain all Assets in good working order;
(c)
insure any Asset for its full replacement value;
(d)
be fully responsible for, and bear all risks arising in relation to, the use or
Disposal of any Asset;
(e)
maintain a register of all Assets, recording the date of purchase or lease, the
purchase or lease price, Asset description, Asset location, the proportion of
the Funds used to create or acquire the Asset, the value of the Asset and
(where approved under clause 34.3(a)) details of Disposal of the Asset,
including the sale price; and
(f)
as and when requested, provide copies of the register of Assets to the
Department.
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34.4
Disposal of Assets
(a)
At any time, the Recipient must obtain the prior written approval from the
Department before Disposing of an Asset.
(b)
If, at the time of the Disposal, the Asset has not been fully Depreciated the
Recipient must, within 10 Business Days of the Disposal, seek the
Department’s direction as to whether the Recipient must:
(c)
34.5
(i)
pay to the Department, on or before a date to be directed by the
Department, an amount equal to the proportion of the value of the Asset
following Depreciation that is equivalent to the proportion of the
purchase price of the Asset that was funded from the Funds;
(ii)
pay to the Department, on or before a date to be directed by the
Department, the proceeds of the Disposal, less an amount equal to the
sum of the proportionate contribution to the purchase price of the Asset
that was not funded from the Funds and the Recipient’s reasonable
costs of Disposal of the Asset; or
(iii)
use the amount payable to the Department under clause 34.4(b)(i) or (ii)
(as the case may be) for a purpose (as directed by the Department),
and in accordance with conditions, approved in writing by the
Department.
Within 40 Business Days after the end of the Project Period or the earlier
termination of the Agreement, the Recipient must provide to the Department a
proposal setting out which one of the three following ways the Recipient would
like each Asset to be dealt with:
(i)
the Recipient will Dispose of the Asset at fair market value and comply
with clause 34.4(b);
(ii)
the Recipient will pay to the Department, on or before a date to be
directed by the Department, an amount equal to the proportion of the
value of the Asset following Depreciation that is equivalent to the
proportion of the purchase price of the Asset that was funded from the
Funds; or
(iii)
the Recipient will continue to use the Asset for purposes and on
conditions to be reasonably directed by the Department.
(d)
The Department will consider the proposal submitted by the Recipient under
clause 34.4(c) and direct the Recipient as to the way in which the Recipient
must deal with each Asset.
(e)
The Recipient must fully implement the Department’s directions under clause
34.4(d) to the satisfaction of the Department within 40 Business Days of the
date of the direction.
Interest
(a)
(b)
If the Recipient fails to make a payment or use the amount as required by
clauses 34.4(b)(i), (ii) or (iii) or clause 34.4(c)(ii) (as the case may be), the
Recipient must pay the Department:
(i)
Interest on the relevant amount from the date it was due, for the period
it remains unpaid; and
(ii)
the relevant amount.
Interest owed under clause 34.5(a)(i) will be recoverable by the Department
as a debt due from the Recipient.
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35.
36.
Project Generated Income
(a)
Subject to clause 35(b), the Recipient must treat Project Generated Income in
accordance with the Department’s written direction.
(b)
Unless otherwise directed by the Department in writing, the Recipient must
apply any interest earned from the investment of the Funds to Project
expenses or costs. The Recipient acknowledges that, the Department may, at
its absolute discretion:
(i)
authorise the use of Project Generated Income to maximise Project
Outcomes;
(ii)
require the return of the interest amount to the Department; or
(iii)
offset future payment(s) of Funds against the interest amount.
Natural disasters
For the purpose of clause 17.1, natural disasters do not include:
37.
38.
(a)
drought;
(b)
frost;
(c)
heatwave;
(d)
epidemic; or
(e)
events where human activity is a significant contributing cause (for example,
poor environmental planning, commercial development, personal intervention
(other than arson), or accident).
Announcement documentation
(a)
The Recipient must submit any Material containing the required
acknowledgment specified in clause 38 to the Department 10 Business Days
prior to publication or announcement of the event.
(b)
If the Department requires amendments to a proposed form of words of a
publication, announcement or any Material, the Recipient must make the
required amendment before allowing the words to be published or announced.
(c)
Notwithstanding the Department’s review or proposal of a revised form of
words in accordance with this clause, the Recipient will at all times remain
responsible for the content and accuracy of published or announced Material.
(d)
The Department reserves the right to require any Material published or
announced in breach of this clause 37 be fully withdrawn or retracted at the
Recipient’s cost.
(e)
Where Funds are granted to the Recipient to produce any publication, the
Recipient must provide the Department with 45 hardcopies and one electronic
copy of the publication unless the Department advises otherwise.
Acknowledgement
The Recipient must acknowledge the provision of the Funds by the Department:
(a)
at a minimum, in the following way:
“The [insert Project title] is funded by the Australian Government through the
20 Million Trees Programme”; or
(b)
in any other form required by the Department.
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39.
Reports
39.1
Required reports
The Recipient must provide the following reports substantially in the form of any
relevant template(s) provided by the Department:
39.2
(a)
reporting of Indigenous participation and employment, as specified in clause
39.2;
(b)
pre-end-of-financial-year project status notices, as specified in clause 39.3;
(c)
progress reports and a final report, as specified in clause 39.4; and
(d)
financial reports, as specified in clause 39.5.
Reporting of Indigenous participation and employment
Where relevant, the Recipient must report on the number of Indigenous people
either directly employed or subcontracted, or engaged as volunteers in the Project,
in each progress report and in the final report.
39.3
Pre-end-of-financial-year Project status notice
Each pre-end-of-financial-year Project status notice must be in the form of an email
(or other form of writing approved by the Department) and contain the following
information:
(a)
Project ID;
(b)
name of the Recipient as stated in this Agreement;
(c)
Project Name;
(d)
name and position of person authorising the notice;
(e)
date of the notice;
(f)
name and contact details of the contact person for more information; and
(g)
a declaration to the following effect:
“I advise that, as at 31 May [insert year], the Milestones for the above-named
Project, scheduled within the [insert financial year] Financial Year, will / will
not [delete one] be able to be completed on, or before, 30 June [insert year].
Confirmation of this will be provided as part of the scheduled reports due after
30 June [insert year].”
39.4
Progress reports and final report
(a)
The Recipient must provide the Department with progress reports during the
Project Period:
(i)
within the relevant timeframe specified in the Milestone Schedule;
(ii)
each reporting on a six-month period that does not overlap with the
reporting period of another progress report; and
(iii)
that include, but need not be limited to, the following information:
(A)
details of work undertaken and tasks (including Milestones)
completed and the amount of Funds expended;
(B)
details of progress against the Project Plan;
(C)
reporting of Indigenous participation and employment as required
by clause 39.2
(D)
a discussion and statement as to whether the timeframes and
Milestones for the Project during the reporting period are being
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met and an explanation of any delays that have occurred,
including the reasons for those delays and the action the
Recipient proposes to take to address the delay and the expected
effects (if any) the delay will have on the Project (including
subsequent Milestones and the overall completion of the Project);
(b)
(E)
a statement as to whether the Project is proceeding within the
Project Budget, and if it is not, an explanation of why the Project
Budget is not being met and the action the Recipient proposes to
take to address this;
(F)
certificates of currency of insurance required to be held by the
Recipient in accordance with clause 16; and
(G)
any other information requested by the Department from time to
time.
The Recipient must provide the Department with a final report within the
relevant timeframe specified in the Milestone Schedule that includes, but need
not be limited to, the following information:
(i)
reporting of Indigenous participation and employment as required by
clause 39.2;
(ii)
a description of the Recipient’s activities since the end of the reporting
period for the latest progress report;
(iii)
a summary of all of the Recipient’s activities during the entire Project
Period;
(iv)
a summary of the Recipient’s performance against the Project Plan;
(v)
details of the operation, mechanisms and processes employed by the
Recipient to conduct the Project;
(vi)
a discussion of the benefits and outcomes of the Project as a whole;
and
(vii) an evaluation of the Project against the Project Outcomes and Project
Activities, including a discussion of how successful the Project was in
achieving the Programme Outcomes.
39.5
Financial reports
(a)
Preparation of financial reports requires the Recipient to engage, at its cost, a
Qualified Accountant to Audit the Financial Information of the Recipient and to
prepare an Auditor’s Report.
(b)
Unless otherwise explicitly approved by the Department in writing and within
the relevant timeframe specified in the Milestone Schedule, the Recipient
must provide to the Department:
(i)
the Financial Information;
(ii)
a certificate signed by a representative of the Recipient with the
authority to make representations on behalf of the Recipient stating
whether:
(iii)
(A)
the Funds have been used for the purpose for which they were
provided; and
(B)
all terms and conditions of the Agreement were complied with;
a report on the amounts of Project Generated Income earned, the uses
made of these, and any remaining amounts of Project Generated
Income for the relevant financial year; and
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(iv)
the Auditor’s Report on the Financial Information.
40.
Project review
40.1
Significant change in circumstances
(a)
(b)
40.2
(i)
affect the boundaries of the Site or the scope of the Project Outcomes;
or
(ii)
have the potential to alter the Recipient’s ability to perform its
obligations under this Agreement or the Project Plan.
Upon receipt of notification under clause 40.1(a), the Department may:
(i)
direct the Recipient to suspend its dealings with the Funds immediately;
and / or
(ii)
conduct a review of the Project to assess whether the Project continues
to represent value for money.
Review report
(a)
The Department may request the Recipient to submit a report to assist with
the review. The Recipient must submit the report within 20 Business Days of
the Department’s request.
(b)
Unless otherwise agreed to in writing by the Department, the report must
include, but need not be limited to, the following information:
(c)
40.3
Without limiting clauses 19.2, 19.3 and 21.5 of this Agreement, the Recipient
must promptly notify the Department in writing of any significant changes to its
organisational structure, resources, or circumstances, where such changes:
(i)
the nature of the Recipient’s change in organisational structure,
resources, or circumstances;
(ii)
an assessment of the Project to date;
(iii)
most recent copies of any Project Material;
(iv)
an updated Project Plan; and
(v)
an updated Project Budget.
If requested by the Department, the Recipient must provide any additional
information to enable the Department to undertake its review under this
clause.
Project review
(a)
The Department will inform the Recipient, in writing, of the outcome of its
review under this clause.
(b)
If the Department determines the Project no longer represents value for
money, the Department may, in its absolute discretion and on giving 20
Business Days notice:
(i)
reduce or increase the amount of the Funds; and/or
(ii)
reduce or broaden the scope of the Project; or
(iii)
terminate this Agreement under clause 19.1(g).
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41.
Working with vulnerable persons
41.1
Application of this clause
This clause 41 applies if the Project, or any part of the Project, involves working
with or contact with Vulnerable Persons.
41.2
Definitions
In this clause 41:
(a)
Child means an individual under the age of 18;
(b)
Criminal or Court Record means any record of any Other Offence;
(c)
Other Offence means a conviction, finding of guilt, on-the-spot fine, or other
court order relating to:
(i)
an apprehended violence or protection order made against the person;
(ii)
one or more traffic offences involving speeding more than 30 kilometres
over the speed limit, injury to a person or damage to property;
(iii)
a crime or offence involving the consumption, dealing in, possession or
handling of alcohol, a prohibited drug, narcotic or other prohibited
substance;
(iv)
a crime or offence involving violence against or injury to a person (other
than a crime or offence involving the death of person); or
(v)
a minor crime or offence involving dishonesty other than those crimes
and offences referred to in paragraph (g) of this definition;
(d)
Person means each of the Recipient’s officers, employees, contractors and
volunteers;
(e)
Police Check means a formal inquiry made to the relevant police authority in
each Australian State or Territory where the Recipient knows the person has
resided, designed to obtain details of a person’s criminal conviction or a
finding of guilt in all places (within and outside Australia);
(f)
Serious Record means a conviction or any finding of guilt for a Serious
Offence;
(g)
Serious Offence means:
(h)
(i)
a crime or offence involving the death of a person;
(ii)
a sex-related offence or a crime, including sexual assault (whether
against an adult or Child), Child pornography, or any indecent act
involving a Child;
(iii)
a crime or offence involving dishonesty that is not minor; or
(iv)
fraud, money laundering, insider dealing o any other financial offence or
crime, including those under legislation relating to companies, banking,
insurance or other financial services; and
Vulnerable Person means:
(i)
a Child; or
(ii)
an individual aged 18 years and above who is or may be unable to take
care of themselves, or is unable to protect themselves against harm or
exploitation by reason of age, illness, trauma or disability, or any other
reason.
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41.3
Recipient to conduct Police Check
Before engaging or deploying any person (whether as an officer, employee,
contractor, or volunteer) in relation to any part of the Project, the Recipient must:
41.4
41.5
(a)
conduct a Police Check for that person;
(b)
confirm that no Commonwealth, State or Territory law prohibits that person
from being engaged in a capacity where they may have contact with
Vulnerable Persons; and
(c)
comply with all other legal requirements of the place where the Project, or part
of the Project, is being conducted in relation to engaging or deploying persons
in a capacity where they may have contact with Vulnerable Persons.
Recipient to conduct risk assessment
(a)
If a Police Check indicates that a person has a Serious Record, or a Criminal
or Court Record, the Recipient must not engage, deploy or redeploy the
person until the Recipient has conducted and documented a risk assessment
of that person.
(b)
The Recipient must, within 24 hours of becoming aware of a person being
charged or convicted of any Serious Offence or Other Offence, conduct and
document a risk assessment in accordance with clause 41.5 to determine
whether to allow that person to continue performing the Project, or any part of
the Project.
(c)
The Recipient must document the actions it will take as a result of conducting
the risk assessment.
(d)
The Recipient is responsible for conducting any risk assessment, assessing
its outcome and deciding to engage, deploy or redeploy a person with a
Serious Record, or a Criminal or Court Record, to work on the Project, or any
part of the Project.
Requirements regarding conduct of risk assessment
In undertaking a risk assessment under clause 41.4, the Recipient must take into
account the following factors:
(a)
whether the person’s Serious Record, Criminal or Court Record is directly
relevant to the role the person will or is likely to perform in relation to the
Project, or any part of the Project;
(b)
the length of time that has passed since the person’s conviction and the
person’s record since that time;
(c)
the nature of the offence pertaining to the Serious Record or Criminal or Court
Record and the circumstances in which it occurred;
(d)
whether the offence involved Vulnerable Persons;
(e)
the nature of the Project and the circumstances in which the person will or is
likely to have contact with Vulnerable Persons;
(f)
the particular role the person is proposing to undertake or is currently
undertaking in relation to the Project and whether the fact the person has a
Serious Record or Criminal or Court Record, is reasonably likely to impair the
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person’s ability to perform or continue to perform the inherent requirements of
that role; and
(g)
41.6
Recipient’s obligations about the engagement and deployment of
certain persons
(a)
(b)
41.7
the person’s suitability based on their merit, experience and references, to
perform the role they are proposed to undertake or are currently undertaking
in relation to the Project or any part of the Project.
After taking into account the factors set out in clause 41.5, the Recipient must
determine whether it is reasonably necessary to:
(i)
engage, deploy or redeploy the person in relation to the Project or any
part of the Project;
(ii)
remove the person from working in any position or acting in any
capacity in relation to the Project or any part of the Project which
involves working or having contact with Vulnerable Persons;
(iii)
make particular arrangements or impose conditions under which the
person’s role in relation to the Project or any part of the Project and,
where relevant, contact with Vulnerable Persons is to occur; or
(iv)
take steps to protect the physical, psychological or emotional wellbeing
of the Vulnerable Persons to whom the Project relates.
The Recipient must, on request, promptly provide the Department with
evidence that the Recipient has complied with the requirements of this clause
41.
Subcontractors
The Recipient must ensure that any subcontract entered into by it in relation to the
Project places the same obligations on the subcontractor as this clause 41 places
on the Recipient.
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