Living Libraries
Infrastructure Program
2015
Grant Guidelines
Published by
Department of Environment, Land, Water and Planning
35 Lonsdale Street
Melbourne Victoria 3000
Telephone (03) 9948 8514
July 2015
© Copyright State Government of Victoria 2015.
Except for any logos, emblems, trademarks, artwork and photography, this document is made available
under the terms of the Creative Commons Attribution 3.0 Australia licence.
Authorised by the Victorian Government, Melbourne
ISBN 978-1-74146-697-3(pdf)
Accessibility
If you would like to receive this publication in an accessible format, please telephone the DELWP
Customer Service Centre on 136186, or email customer.service@delwp.vic.gov.au
This publication is also available at www.delwp.vic.gov.au
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Minister’s message
The Andrews Government recognises the important role our public libraries play in
strengthening our state. From fostering life-long learning opportunities to encouraging
opportunities for community participation libraries do more than provide books- they build
communities
Through the Living Libraries Infrastructure Program 2015 I am delighted that the Andrews
Government has allocated $4.3 million to support councils and regional libraries in delivering
high quality and accessible public library infrastructure. Projects eligible for funding include
new, redeveloped or refurbished public libraries and new or enhanced mobile libraries.
In Victoria it’s clear we love our public libraries. Almost half of all Victorians are members of a
public library and there are 263 permanent branches and 28 mobile library services open
nearly 25,000 hours per week. In 2013-14 public and mobile libraries received more than 28
million physical visits and 1.1 million people borrowed more than 47 million physical items.
269,000 eBooks generated 583,000 loans and a further 1.6 million library users participated in
a library program such as children’s storytime. This and more, were delivered by nearly 1,800
dedicated staff employed by councils and regional libraries.
The Living Libraries Infrastructure Program 2015 will enable councils and public libraries to
build on this, by partnering with the Andrews Government - to deliver the public library
infrastructure needed by our communities now and into the future.
I look forward to hearing about the exciting and innovative projects being delivered through
the Living Libraries Infrastructure Program 2015.
The Hon Natalie Hutchins MP
Minister for Local Government
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Contents
What is the Living Libraries Infrastructure Program?
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Who can submit an Expression of Interest?
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Why is the Victorian Government funding these grants?
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What type of projects might be funded?
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What will not be funded?
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What are the funding details?
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How will the expression of interest be assessed?
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What are the assessment criteria?
8
Provision of additional information
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What is the Expression of Interest process?
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How to apply
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What are the funding conditions?
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Payments
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Acknowledging the government’s support and promoting successes
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Living Libraries Infrastructure Program 2015
What is the Living Libraries Infrastructure Program?
The Living Libraries Infrastructure Program 2015 is designed to improve Victorian public library
facilities and make them more accessible. The program will assist regional libraries and local
governments to provide high-quality and accessible public library infrastructure that meets the
changing needs of communities.
The program aims to:
 provide new or improved public library infrastructure
 support the role of public libraries in strengthening communities and encouraging
opportunities for community participation
 encourage and create lifelong learning opportunities for Victorian communities
 facilitate free access to information and reading resources.
Who can submit an expression of interest?
All Victorian councils and regional library corporations are invited to submit an expression of
interest.
Why is the Victorian Government funding these grants?
Well located, designed and accessible facilities encourage community participation which in turn
builds strong, socially inclusive, connected and active communities.
Community facilities provide many opportunities for participation, contribute to a range of
health, learning and safety benefits, cultivate a sense of belonging and respect for diversity, and
reach out to isolated groups.
The Government recognises the particular role of public libraries in fostering lifelong learning,
and providing free access to information and a place for people to belong.
Victoria is growing and support is required to ensure that libraries are continuing to meet our
communities’ diverse and growing needs. The Living Libraries Infrastructure Program 2015
provides this support by renewing public library infrastructure and addressing gaps in service
provision.
What type of projects might be funded?
Grants from this program can be used for:
 construction works
 permanent fixtures and fittings (e.g. carpet, circulation desks and shelving).
Note that smaller grants for the renovation of existing facilities such as painting, new carpet or a
general tidy-up of libraries are also available under the Living Libraries Infrastructure Program
2015.
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Examples of the types of projects that will be considered for funding include:
 the construction of a new library for a community that does not have a public library building
or the construction of a library building to replace an existing public library.
 the conversion of an existing non-library building for library use.
 the renovation/refurbishment or extension of an existing library building. Renovation or
refurbishment of leased premises may be considered. Applicants must demonstrate the costbenefit of the renovation or refurbishment in proportion to the length of the lease.
 the incorporation of a public library space as an element of a broader community facility.
Where the library is part of a larger complex, only the proportion of the cost directly
attributable to the public library service is eligible. Applicants must identify this proportion in
the application.
 a new mobile library, interior refurbishment of an existing mobile library or partial
replacement of a mobile library (e.g. replacement of engine, prime mover, trailer).
A project incorporating leasing arrangements for a mobile library vehicle may also be
considered.
This program supports activities that deliver and demonstrate benefits for the community
and/or aim to improve community engagement and access to learning opportunities. In line with
this:
 buildings must be accessible and meet the appropriate standards for persons with disabilities
 projects that demonstrate flexibility and innovation in meeting the long-term needs of the
community are particularly sought, as are proposals for libraries that are part of a larger,
multi-use community facility.
 projects that incorporate principles of environmental sustainable design, such as the use of
renewable materials, increased energy efficiency and water savings measures will be given
priority projects related to non-public use areas (e.g. staff amenities, work rooms, offices etc.)
will only be considered in conjunction with projects primarily focused on public use facilities.
What will not be funded?
This program will not fund:
 projects or components of a project that have already received substantial funding assistance
from the Victorian Government.
 equipment and freestanding furniture (e.g. resources and materials, such as books,
magazines and electronic resources) nor are these to be considered as part of the council’s
matching funds.
 projects requiring ongoing funding support from the Victorian Government once completed
(other than the current level of recurrent funds).
 shared ancillary facilities(e.g. toilets, meeting rooms, kitchens, where the library is part of a
larger complex) unless these are proven to be essential components of library service
delivery.
 non-public use areas (e.g. staff work areas, offices) unless they are part of a larger project
focused on public use/access areas.
 activities that are the core business of other government programs unless they provide
additional value.
 the purchase of land - any underlying asset created by a funded project is to be owned by the
federal, or state or local governments or a non-profit community organisation.
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 ongoing or routine maintenance activities.
 duplicate services that are in operation or planned for in a targeted community.
Priority will be given to those applicants who have previously had no, or limited, access to
funding through the Living Libraries Infrastructure Program over those who have previously
received multiple grants.
Projects that will begin works before 30 June 2016 will be given priority.
What are the funding details?
The table below shows the funding that is available and funding ratios that apply
– that is, the expected ratio of Department of Environment, Land, Water and Planning (DELWP)
funding support to contributions from other sources. Most applicants are required to make a
financial contribution toward the cost of the project.
As outlined in the table below, those small rural councils specified can apply for funding without
having to provide a co-contribution.
The local contribution can be made from a number of sources including council funding, federal
funding and other non-state government sources. An in-kind contribution of up to 25 per cent
can be considered towards the total local contribution
Grants of up to $750,000 are available providing co-contributions are met:
Area
Ratio
Council
Libraries for
metropolitan
communities
DELWP $1 : $1 Local
Banyule, Bayside, Boroondara, Brimbank, Darebin,
Frankston, Glen Eira, Greater Dandenong, Hobsons Bay,
Kingston, Knox, Manningham, Maribyrnong,
Maroondah, Melbourne, Monash, Moonee Valley,
Moreland, Port Phillip, Stonnington, Whitehorse, Yarra
Libraries for
interface councils
DELWP $1.5 : $1
Local
Cardinia, Casey, Hume, Melton, Mornington Peninsula,
Nillumbik, Whittlesea, Wyndham, Yarra Ranges
Libraries for
regional cities
DELWP $2 : $1 Local
Ballarat, Bendigo, Geelong, Horsham, Latrobe, Mildura,
Shepparton, Wangaratta, Warrnambool, Wodonga
Libraries for
regional and rural
councils
DELWP $3 : $1 Local
Bass Coast, Baw Baw, Campaspe, Colac-Otway,
Corangamite, East Gippsland, Glenelg, Golden Plains,
Macedon Ranges, Mitchell, Moira, Moorabool, Mount
Alexander, Moyne, South Gippsland, Southern
Grampians, Surf Coast, Swan Hill, Wellington
Libraries for
small rural councils
No co-contribution
required
Alpine, Ararat, Benalla, Buloke, Central Goldfields,
Gannawarra, Hepburn, Hindmarsh, Indigo, Loddon,
Mansfield, Murrindindi, Northern Grampians, Pyrenees,
Queenscliffe, Strathbogie, Towong, West Wimmera,
Yarriambiack
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Regional library corporations, with councils in multiple project categories and applying for a new
or upgraded mobile library, will be able to apply for funding under the funding ratio which
requires the least amount of matching funding.
How will the expression of interest be assessed?
Expressions of Interest from eligible organisations will be assessed using the questions and
criteria listed below, as well as all required documents. Weightings in percentages are provided
as a guide to the relative importance of different criterion in the assessment process. An
Expression of interest should address all relevant criteria and provide relevant supporting
documents as set out in the next section.
What are the assessment criteria?
Why?
30% weighting
Describe the rationale for the project and consider how it responds to community needs, including:
 how the library service will be improved as a result of the project taking place
 the local need or priority that the project will address
 why the current facility is unsuitable (if applicable).
How?
30% weighting
Demonstrate the project is able to be successfully delivered through:
 demonstrating that the community and other relevant stakeholders have been consulted and
are supportive of the project
 providing an estimate of the project cost
 demonstrating that the applicant has the required matching funding confirmed (this should
include council support demonstrated by inclusion in the budget and/or capital works program)
 providing evidence of other sources of funding contributions that have been secured or are
being sought
 detailing any environmental sustainability features and/or consideration of universal design
features promoting access for all members of the community
 detailing the proposed start and completion dates of the project.
Who?
10% weighting
Demonstrate the ability to successfully undertake the project and include details of:
 whether project management will be provided by an appropriately-qualified team relevant to
the scope of the project
 whether the applicant has agreements in place for the operation of multi-use facilities (if
applicable) that clearly outline the roles and responsibilities of each organisation
 whether there are voluntary or in-kind contributions to this project
 if the applicant has previously demonstrated an ability to deliver projects on time and within
budget under this program.
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What?
30% weighting
Demonstrate the improved outcomes in terms of:
 the facilities that will be provided as a result of the project taking place and the impact on the
overall size of the library (floor/site plans detailing what is in place and what is proposed are to
be provided)
 identifying how this project will provide the necessary space to deliver a high quality library
service now and into the future.
 improved community involvement and participation in library services
 provision of additional programs (e.g. children’s story time, youth, seniors) and/or extension of
opening hours
 additional spaces or better use of existing spaces and resources to be accessed by the
community
(e.g. additional computer terminals, book stock or children’s areas)
 improved access to traditionally disadvantaged groups (e.g. people with disabilities, older adults,
people from non-English speaking backgrounds)
 increased use of the facility
 lasting social and economic benefits to the community.
Provision of additional information
If invited to do so you will need to provide the following where applicable:
 evidence confirming funding sources you or other bodies will be contributing to this project
(e.g. a local government report confirming contribution)
 a detailed project plan clearly outlining key steps or milestones and time frames
 a completed in-kind form (if in-kind contributions, including voluntary labour, will form part
of this project, i.e. part of the funding ratio)
 cost estimates/quotes or quality surveyor estimates relevant to the scope of the project
 planning permits, if available
 detailed floor/site plans for what is currently in place and what is proposed
 Other information as required.
What is the expression of interest process?
The expression of interest process for the Living Libraries Infrastructure Program 2015:
opens on Monday 3 August 2015
closes on Thursday 1 October 2015*.
* Late or incomplete applications will not be considered.
How to apply
Step 1
Check the detailed information contained in these guidelines to see if your organisation and
project are eligible.
Discuss your project idea with a DELWP Local Government Victoria representative on 9948 8514
and obtain an expression of interest form.
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Step 2
Complete an expression of interest form.
This form will give you the opportunity to outline your expression of interest, addressing the
criteria as set out in the funding guidelines under ‘Why?’, ‘How?’, ‘Who?’ and ‘What?’.
Responses under each section are strictly limited to 500 words.
Step 3
Submit an expression of interest form, following which DELWP may contact you seeking further
information in relation to the project.
Once all requested information is received, all expressions of interest will then be assessed by a
panel and recommendations provided to the Minister for Local Government.
Submit your expression of interest and any supporting documents to
local.government@delwp.vic.gov.au
Expressions of interest close Thursday 1 October 2015.
What are the funding conditions?
Funding agreements
Successful applicants must enter into a funding agreement with DELWP.
Funding agreements establish the parties and their commitments and obligations to each other
are set out as the general terms and conditions of funding.
Note: Different terms and conditions apply to different types of grants and grant recipients.
These terms and conditions are not negotiable.
For each project, an activity schedule is negotiated. This sets out the:
- project details
- funding amounts
- agreed actions and payments
- project budget
- reporting requirements
- acknowledgement and publicity requirements
- other project specific requirements
- notices.
Payments
An advance payment will be made when:
the funding agreement has been signed by both parties
grant recipients provide reports as required, or otherwise demonstrate that the project is
progressing as expected.
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Acknowledging the government’s support and promoting successes
Successful applicants need to acknowledge the Victorian Government’s support through the
provision of a grant from the Living Libraries Infrastructure Program 2015. Promotional
guidelines form part of the funding agreement. These guidelines provide advice on the use of
the Victorian Government logo on project-related publications, media releases and promotional
material and requirements for signs at project sites.
Successful applicants may be required to contribute information on project outcomes for use in
program evaluation reviews or departmental communications materials.
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