Coastal and Estuary Management Programs
Grant Application Guidelines 2011–12
Introduction
The NSW Government’s Coastal Management Program’s primary objective is to provide
support to local councils to manage the risks from coastal hazards such as coastal erosion. A
secondary objective of the Program is to restore degraded coastal habitats. The primary
objective of the NSW Government’s Estuary Management Program is to provide support to
councils to improve the health of NSW estuaries and understand the potential risks from
climate change.
The support provided to councils under these Programs includes financial assistance to:
 prepare coastline, estuary and coastal zone management plans and supporting studies

carry out projects to reduce risks associated with coastal hazards, improve coastal
environments and improve estuary health.
The Coastal and Estuary Management Programs are administered by the Department of
Environment, Climate Change and Water (DECCW).
Who can apply
Local councils are eligible to apply. Catchment management authorities (CMAs), county
councils and public land managers (such as a Crown reserve trust or a location-specific
State Government authority) may apply in partnership with a lead council, providing the
council is the principal applicant and assumes overall responsibility for administration of the
grant. The Hunter–Central Rivers Catchment Management Authority may lead a project if the
project is being funded by the Catchment Contribution, collected by local councils on behalf
of the Hunter–Central Rivers Catchment Management Authority.
What will be funded
Projects which can be subsidised under the Coastal Management Program include:
 coastal management plans and their supporting studies (e.g. coastal hazard
assessments) prepared and implemented in accordance with the Coastline Management
Manual and related guidelines, and the updating of these studies and plans to reflect
projected sea level rise impacts

environmental repairs, restoration and conservation projects

works to reduce the risks associated with coastline hazards
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
coastal foreshore improvement projects and related infrastructure to restore vegetation
and habitats

digital elevation models (LiDar or other airborne laser survey) for coastal land and near
shore bathymetry, to support coastal hazard studies

pre-construction activities for projects which are eligible for subsidy and likely to proceed
to construction.
Projects which can be subsidised under the Estuary Management Program include:
 estuary management plans and their supporting studies prepared and implemented in
accordance with the Estuary Management Manual, and the updating of these studies and
plans to reflect projected sea level rise impacts

estuary management technical studies

environmental repair works to estuaries, including habitat restoration and conservation
projects

estuary health assessments prepared in accordance with protocols developed jointly with
DECCW

pre-construction activities for projects which are eligible for subsidy and likely to proceed
to construction.
What is not eligible for funding
Funding will not be provided for:
 GST – The project cost is to exclude GST.

Retrospective projects – Funding is not available for works or studies which are currently
underway (that are not a stage of a previously approved project) or have been completed.

Administration costs – Unless otherwise approved by DECCW through the application
approval process, all internal costs (including on-costs) associated with core activities of
council are ineligible for funding. Council’s core activities include preparation of study
briefs, review of proposals and tenders, researching and copying council’s records,
attending meetings, contract and grant administration, accounting costs, and liaising with
the public and government agencies.

Non-monetary contributions as matching funds – Council’s matching funds must be in the
form of monetary contributions, and cannot include in-kind or voluntary contributions.

Contingencies – Contingencies should not be included in the application.

Projects which it is reasonable to expect the applicant would undertake without financial
assistance from the Program.
Funding priorities
The highest priority will be given to grant applications involving:
1. the upgrading of existing coastal and estuary management plans to incorporate the
impacts of climate change (if these plans do not include sea level rise projections of 40
cm by 2050 and 90 cm by 2100), including the revision of coastal hazard lines for
inclusion in local environmental plans and/or development control plans
2. the preparation of coastal and estuary management plans and associated technical
studies
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3. digital elevation models to support coastal hazard assessments (applies to Coastal
Management Program grants)
4. estuary health assessments prepared in accordance with protocols developed by
DECCW (applies to Estuary Management Program grants)
5. works to manage the risks from coastal hazards, with priority given to projects that
address public safety risks and protect valuable publicly-owned assets (applies to
Coastal Management Program grants)
6. environmental or habitat restoration works which are high priority actions within
completed coastal and estuary management plans
7. environmental restoration works in areas not covered by coastal or estuary management
plans
Note: 1 is the highest priority while 7 is the lowest priority.
What applicants will need to contribute
Applicants must normally contribute at least 50% of the project cost from its own funds. If the
applicant is partnering with another organisation(s), or if exceptional circumstances apply,
the applicant must contribute a minimum of 25% of the total project cost. The source(s) of the
applicant’s share of funds should be detailed in the application and cannot include funds
received under other State or Commonwealth grant programs.
Applications for exceptional circumstances should demonstrate that the issue being
addressed is of regional or state-wide significance and that council does not have the
financial capacity to address the issue. Councils’ financial capacity will be assessed taking
into consideration a council’s per-capita general purpose grants under the Local Government
Financial Assistance Grants, as established by the Local Government Grants Commission.
Project implementation timeframe
The Department receives an annual funding allocation for the Coastal and Estuary
Management Programs, which cannot be carried over to future financial years.
Consequently, the Programs can generally only fund projects that are to be completed within
12 months of the grant offer. If your project is likely to extend beyond 12 months, you may
wish to consider staging the project accordingly or provide justification as to why an extended
project term should granted (to a maximum of 18 months). Projects that are not completed
within 18 months of the grant offer will require the council to justify why the grant should not
be terminated.
Funding Agreements
Successful applications will be required to enter into a performance-based Funding
Agreement, which stipulates all funding obligations and conditions. The Agreement will need
to be duly executed by the General Manager (or delegated authority) within 45 days of the
Minister’s formal grant offer.
A
sample
Funding
Agreement
is
available
on
our
website
at
http://www.environment.nsw.gov.au/coasts/InfoCoastEstFloodGrants.htm. Applicants should
consider these conditions prior to submitting an application.
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Assessment process
Applications will be initially checked to confirm eligibility and completeness. Ineligible or
incomplete applications will not be assessed.
Applications will then be assessed by technical DECCW staff against the assessment criteria
listed below. An independent panel, which includes independent expert and stakeholder
representation, will then assess and prioritise applications on a state-wide basis and consider
claims for exceptional circumstances.
A priority list of applications will be developed. Applicants on the priority list will be contacted
to confirm their financial commitment to project and to prepare detailed Work Plans.
The Minister for Climate Change and the Environment will approve all grant offers.
A list of successful applicants will be placed on DECCW’s website. All applicants will be
notified in writing of the outcome of their application.
Assessment criteria
Essential criteria
All applicants must be able to demonstrate:
 the project meets the objectives of the Coastal or Estuary Management Program; and

their capacity to deliver the project, having regard to its past grants management history,
available resources and the proposed timeframe, and whether it is realistic based on
completion of prerequisite consultant briefs, preconstruction work or approvals.
Other criteria
Applications will also be assessed on:
 the extent to which the project cost-effectively addresses one or more of the grant
program’s priorities

technical feasibility, if relevant to the type of project

the level of state or regional significance, including the immediacy of any threats

environmental benefit of the project

the level of community or CMA support/contribution to a catchment action plan
Note: An application will be awarded a reduced ranking if it is not well thought out or it has
unclear objectives or outcomes.
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Contacts for assistance
The DECCW offices listed below should be contacted to provide assistance with grant
applications.
Region
North Coast
Hunter/Lower North Coast
Sydney
South Coast
Telephone
(02) 6627 0206
(02) 4904 2594
(02) 9895 6267
(02) 4224 4164
For general grant administration inquiries, contact Rebecca Simpson, Grants Program
Coordinator, on 9895 7463 or via email coastalestuary.floodgrants@environment.nsw.gov.au
Closing date
Applications must be received by 5 pm 2 December 2010. Late applications will not be
accepted.
Lodging the application
Electronic application forms are preferred. Completed application forms should be emailed to
coastalestuary.floodgrants@environment.nsw.gov.au. Alternatively, you can mail your
application to Rebecca Simpson, Grants Coordinator, Department of Environment, Climate
Change and Water, PO Box 3720, PARRAMATTA NSW 2124.
Other programs
The NSW Environmental Trust offers a range of other environmental grants for local
government. For further information, visit www.environmentaltrust.nsw.gov.au.
NSW Maritime administers the Better Boating Program; a State Government grants program
aimed at providing recreational boating infrastructure. For further information, visit
www.maritime.nsw.gov.au/cv/infra_grants.html.
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Instructions for completing the application form
Separate application forms should be completed for each project.
Applications that are incomplete or do not provide the necessary level of detail to facilitate an
adequate assessment of the project against others on a state-wide basis will be considered
ineligible for funding. Applicants are advised that the lodging of an application for financial
assistance does not guarantee that assistance will be offered.
Explanatory notes to corresponding items on the application form are provided below:
1
Applicant's name
The applicant must be a local council. See above information on ‘Who can apply’.
If you have a project partner(s), you must attach a letter of support from that organisation,
which also outlines the partner’s financial commitment to the project.
2
Project name
In 70 characters or less, provide a title for your project. This is the name of the project that
will be used on grant documentation, and for promotional purposes, if your application is
successful. This title should be self-explanatory and, where possible, include the location
name.
3
Project Category
Select the relevant category from the drop down list. These represent the funding priorities
under the Programs (see page 2 of the Guidelines). If your project falls across more than one
category, please use the one which describes the major focus of your project. If you are
unsure which category to use, please contact the relevant DECCW office.
4
Project Activity
List the major activity that describes your project e.g. study, estuary/coastal management
plan, monitoring, revegetation, rehabilitation of coastal/estuarine environment, beach
renourishment, dredging, erosion control.
5
Project Timeframe
List the expected commencement and completion dates for the project. Note: the proposed
commencement date cannot be prior to 1 July 2011.
The Programs receive an annual funding allocation that cannot be carried over to future
financial years. Consequently, projects must be completed within 12 months of the grant
offer. If your project is likely to extend beyond 12 months, you may wish to consider staging
the project accordingly or you can apply for an extension of up to 18 months if you can
adequately justify this (e.g. monitoring must be undertaken for at least 12 months in line with
protocols). Projects that are not completed within 18 months of the grant offer will require the
applicant to justify why the grant should not be terminated.
6
Project location
Give a description of the geographic extent of your project, including town, latitude, longitude,
nearby road, beach or other notable landmark. If possible you should also attach a locality
diagram/map.
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Please ensure you use the relevant State Electorate(s), rather than the Federal electorate.
Information on the LGA, State Electorate, CMA region and Catchment are required for
Program reporting purposes only and will not be considered as part of the assessment
process.
7
Budget Overview
Provide a breakdown of your projected project expenditure on a financial year basis. This
should be consistent with the more detailed budget outlined in your attached preliminary
work plan. Please refer to 5 above regarding the project timeframe.
8
Project summary
Provide a succinct 150 word summary of the project which will be used for promotional and
media purposes. It should include an overview of the project including project location, the
issues the project will address, expected outcomes and how these will be achieved.
9
Other Grants at this Location
Provide details of any previous grants you have received for similar projects at this location in
the last five years. This should include both finalised and ongoing grants.
10
Other Funding Sources
Provide details of any current or planned proposals you have for accessing funds from other
funding programs for this project or components of this project. Include information about the
funding program; the project scope and budget; the indicative timing of the project and
proposal; and what impacts it may have on this application.
11
Background of issue
Provide a brief background of the issue and identified need for the proposed project.
12
Regional or state significance
Please outline why the project is of state or regional significance, including if there are any
immediate threats (e.g. from natural hazards), if the project relates to a high value/icon site
etc.
13
Why is funding required?
Explain why this project would not proceed without funding.
14
Project Objective
The objective should be about the issue or problem you want to overcome and ultimately
what you want your project to achieve. A strong objective should be specific about what you
want to achieve; be measurable; achievable; realistic; and time bound. The standard format
for an objective is: “To (action verb and statement reflecting your measurement indicator) by
(performance standard) by (deadline).”
15
Project Outcomes
The project outcome is the broad effect or benefit of your project. Outcome statements often
use words like: increase, decrease, improve, expand, update, upgrade, maintain, start or
complete. Outcomes should be specific, measurable and realistic e.g. reduced risk from
coastal hazards, improved water quality, habitat restoration, increase area of native habitat
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and vegetation, engaging the community in coastal coastal/estuary management, updated
management study/plan, reduced risk of erosion, improved management of xx.
16
Project Outputs
The outputs are measure of project activities; products created or delivered, people served
and activities or services carried out e.g. Number of community forums conducted; Length of
eroded riverbank rehabilitated; Area revegetated; Number of protocols/management options
developed; number of recommendations implemented from Study/Plan; Management Plan
developed.
17
Preliminary work plan
The preliminary work plan should outline the project’s expected milestones, activities,
timeline, budget and grant amount sought for each milestone.
Grants are to be completed within 12 months of the grant offer or 18 months, where
adequately justified under question 5.
18
Program’s objectives and priorities
Applicants must demonstrate how the project meets the Coastal or Estuary Management
Program’s objectives and priorities (as outlined in the guideline above). Applications that
cannot demonstrate this will be ineligible for funding.
19
Capacity to delivery
Applicants must demonstrate that they have the capacity to delivery the project as outlined.
The justification should outline the applicant’s past grants management performance; their
available resources; and the show that the proposed timeframe is realistic having regard to
the completion of prerequisite consultant briefs, preconstruction work or approvals.
Applications that cannot demonstrate this will be ineligible for funding.
20
Funding Agreement
Applicants must agree to enter into a performance based funding agreement. A sample
funding agreement can be downloaded from the Department’s website at
http://www.environment.nsw.gov.au/coasts/InfoCoastEstFloodGrants.htm
21
Discussions with DECCW
It is recommended that the applicant initially discuss the project with DECCW staff regarding
the overall concept, preliminary cost estimate and eligibility for funding. DECCW staff can
also provide technical advice on draft applications. Contact details are listed in the guideline
above.
22
Coastal or estuary management plans
If a coastal or estuary management plan has been prepared for this location, the applicant
should identify the relevant plan; show how the project relates to the recommendations or
actions of the plan; and outline the relative priority of the action or recommendation.
23
CMA catchment action plan
A key role of CMAs is the preparation of catchment action plans (CAPs) which provide clear
direction for priority action and investment by all stakeholders in the catchment's natural
resources. While endorsement of the project by the CMA is not required, the applicant should
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endeavour to show that the proposed project either meets or is consistent with the priority
objectives and actions of the relevant CAP.
For projects involving the management of coastal hazards, it is recognised that coverage by
a CAP may not be relevant.
24/25 Community support
Describe the level of community support and outline the consultation that has been
undertaken, or is proposed to be undertaken, to assess the need, appropriateness and
support for the project. Examples of responses are:
 Developed by a Coastal or Estuary Management Committee with community
membership.

A public meeting supported by an article in the local newspaper and display panels at the
council building foyer during the initial planning stages of the project.

Public comment invited on environmental impact statement and/or development
application.

Seeking comments from local residents, community groups and stakeholders through the
preparation of a brochure detailing background of the project and possible options.

No public comment or input is required.
26/27 Land ownership
Generally, works will only be funded if they are on public land owned by either the council or
the Crown.
28-31Planning approvals
For works, detail the necessary approvals and licences that are required and whether these
have been obtained. For large complex projects it is preferable that an initial grant be sought
to undertake feasibility studies, develop designs and obtain approvals. This allows a more
detailed scoping and costing of the works stage which could form another application for
funding.
32
Competitive tenders
Proposals to undertake work other than via a competitive tender process require specific
approval. If you answer no to this question you must attach a separate page justifying this. If
an applicant is proposing to use its own resources, it should provide detailed justification for
the work to be done ‘in-house’ together with full details of the key staff to be involved
demonstrating that they have the expertise, skills, qualifications and experience to undertake
the work. The applicant is also required to demonstrate that the staff and other council
resources required will be committed to the project to ensure that work is completed within
the specified time period. Only the applicant’s internal costs directly incurred in undertaking
the project, together with administrative on-costs of 10% of salaries, are eligible for funding.
Core council services (outlined in ‘What is not eligible for funding’) are excluded.
33
Applicant’s funding contribution
Applicants must normally contribute at least 50% of the project cost from its own funds. If the
applicant is partnering with another organisation(s), the applicant must contribute a minimum
of 25% of the total project cost.
If the applicant cannot fund its matching contribution, an application for exceptional
circumstances may be made by attaching a separate page outlining its case.. Applications
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for exceptional circumstances should demonstrate that the issue being addressed is of
regional or state-wide significance and that council does not have the financial capacity to
address the issue. Council’s financial capacity will be assessed taking into consideration a
council’s per-capita general purpose grants under the Local Government Financial
Assistance Grants, as established by the Local Government Grants Commission. If an
application for exceptional circumstances is approved, the maximum level of funding that can
be awarded is 75%.
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