Community Shade Grants Program

Round 3 application guidelines

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shade.grants@dhhs.vic.gov.au

Authorised and published by the Victorian Government, 1 Treasury Place, Melbourne.

© State of Victoria, Department of Health and Human Services, October 2017

Cover image courtesy of Queensland Department of Health.

Except where otherwise indicated, the images in this publication show models and illustrative settings

only, and do not necessarily depict actual services, facilities or recipients of services. This publication

may contain images of deceased Aboriginal and Torres Strait Islander peoples.

Available on the Health website www2.health.vic.gov.au/community-shade-grants

Message from the Victorian Minister for Health

Australia has the highest rates of skin cancer in

the world.

In Victoria in 2015, 2,712 new cases of

melanoma were diagnosed and tragically, 379

people died from the disease. However, we

know that skin cancer is one of the most

preventable forms of cancer.

This is why the Victorian Government is

delivering on our election commitment to tackle

skin cancer and keep our state sun smart.

We are providing $15 million to prevent skin

cancer, including $5 million for SunSmart

education campaigns highlighting the dangers

of sun exposure, and $10 million to increase

shading in public areas.

Shade is a simple and effective strategy to

protect ourselves from the sun and thereby

reduce the likelihood of deadly skin cancer.

This Community Shade Grants Program

increases the availability of shade in public

places where people spend time outdoors,

providing much needed protection from

ultraviolet overexposure.

We all love spending time outdoors but it is

important we are adequately protected from the

sun each and every day.

Previous rounds of the Program saw

tremendous interest from organisations across

the state, reflecting the need for greater shade

availability.

I look forward to seeing more shade structures

built and natural shading in our community

spaces to protect Victorians from the sun while

enjoying the outdoors.

Hon Jill Hennessy MP

Minister for Health

Page 4 Community Shade Grants Program: round 3 application guidelines

The Community Shade Grants Program (the

Program) is a competitive grants program that

provides grants to community organisations for

shade development in public spaces.

The Program is administered by the Department

of Health and Human Services (DHHS).

Why is the Victorian Government funding these grants?

Skin cancer is one of the most common cancers

in Victoria, yet it is also mostly preventable. Two

in three Australians are diagnosed with skin

cancer by the age of 70, and, in Victoria, it’s

estimated that 40,000 new cases of skin cancer

are diagnosed every year.

The majority of skin cancers in Australia are

caused by exposure to ultraviolet (UV) radiation

in sunlight. Outdoor activity increases a person’s

risk of over-exposure to UV radiation. It is

important to balance the risks of skin cancer from

over-exposure to UV radiation and spending time

outdoors and keeping physically active as part of

a healthy lifestyle.

The provision of well-planned and designed

shade as a sun protection measure can reduce

overall exposure to UV radiation by up to 75 per

cent. Shade used in combination with other sun

protection measures, including protective

clothing, broad brimmed hats, sunglasses and

SPF 30+ or higher sunscreen provide the best

protection from harmful UV radiation exposure

when spending time outdoors.

The aim of the Program is to reduce Victorians’

over-exposure to ultraviolet radiation through

increasing shade provision in public places

across the state and influencing increased

uptake in other sun protection practices.

Funding availability

Grant band Funding available*

Band 1 Up to $5,000

Band 2 $5,000 – $20,000

Band 3 $20,000 – $50,000

*Grant bands are GST exclusive.

Different application and reporting requirements

exist within each grant band.

Applicants may only apply for one grant,

however this may be applied across several

sites. For example, a local council may submit

one application which includes shade at several

sites within their municipality. The local council

may not submit multiple applications. Where

multiple applications for one organisation are

submitted, only the first to be received will be

considered.

Who can apply?

Eligible applicants must:

• be not-for-profit

• provide services to the community

• hold an Australian Business Number (ABN)

that preferably links to the organisation's

name and/or trading or business name.*

*A peak body with an ABN overseeing smaller organisations with no ABN may apply on their behalf. The peak body making the application would be required to accept responsibility for the delivery of the project if the application is successful.

Eligible applicants include, but are not limited to:

• sports clubs

• churches

• scouts and guide groups

• local councils

• kindergartens and

• early childhood centres.

Many sports clubs and other community

organisations operate on shared facilities or

grounds. Applicants must have the support of

other organisations using the same facility.

Who cannot apply?

• organisations who received a grant in

previous rounds of the Program and

• individuals or groups of individuals

• for-profit or commercial organisations

• State and Federal Government agencies and

their entities (including Area Health Services

and public hospitals).

• schools

Community Shade Grants Program: round 3 application guidelines Page 5

What is funded by the Grants?

The Program provides funding to build new

shade structures, repair or replace existing

shade structures, create natural shade by

planting trees, or purchase portable shade.

Applicants may apply for a combination of built,

repair/replacement, natural and portable shade.

Shade must be for use in public places* which

are located within the state of Victoria.

*In the context of the Program, a public place refers to an outdoor area, which the public have paid or free access to. A public place does not include spaces used exclusively by one or more individuals for a private gathering or other personal purpose.

New built shade

Only applicants applying for a band 2 or 3 grant

(over $5000) may apply for new built shade.

The Program will fund permanent and

adjustable/retractable systems including shade

sails, solid shelters and awnings. Built shade

structures must be installed or constructed by a

registered Victorian Building Authority (VBA)

builder.

Repair or replacement of existing built shade

The Program will fund repair or replacement of

damaged built shade structures mentioned

above. The repair or replacement must be

substantial and significantly impact the current

functioning of the shade structure.

NB: This category applies to repair or

replacement of one or more components of an

existing structure. Where the entire structure is

being replaced, this constitutes ‘new built shade’,

not repair and replacement.

Portable shade

The Program will fund the purchase of portable

shade structures such as marquees. Portable

shade enables a quick, seasonal solution for

shade provision in sporting and recreation clubs,

community and other groups using public

outdoor venues. Branding and logos will not be

funded by the Program.

Natural shade

The Program will fund purchase and planting of

trees with the purpose of providing long term

shade.

Other funded items

Other funded items include:

• reasonable site preparation costs

• costs associated with gaining relevant permits

and approvals

• consultation fees including architects and

arborists

• shade assessments

• design and engineering fees.

Sun protection item requirements

Applicants may apply for up to $700 for

sunscreen and hats, however this must be in

addition to an application for built,

repair/replacement, natural and portable shade.

Sunscreen must be at least SPF 30+ and water

resistant. Hats must be broad brimmed (brim of

at least 7.5cm), bucket (brim of at least 6cm) or

legionnaire style hats. Hat fabric must have an

Ultraviolet Protective Factor (UPF) of at least 15.

Further information on SunSmart sunscreen and

hat recommendations can be found on the

SunSmart website - www.sunsmart.com.au

What is not funded by the grants?

Grants are not available for:

• tables, chairs and furniture underneath shade

• playground equipment

• fences

• plants that are not specifically for shade

purposes (i.e: landscaping, screening hedges)

• infrastructure with a purpose other than shade

(i.e. vehicle shelters)

• retrospective assistance (shade projects

already commenced or completed)

• repair/replacement of minor wear and tear

• administration costs

• ongoing maintenance

• cleaning of existing shade structures

• branding and logo costs

• cosmetic upgrades

• insurance

• umbrellas (unless they are an engineered

design, such as permanent cantilever

umbrellas)

• internal blinds

Page 6 Community Shade Grants Program: round 2 application guidelines

Application process

The application process involves two stages:

1. Expression of Interest (EOI)

2. Full application (shortlisted applicants only)

Use of grant writers is not permitted. A representative from the organisation must complete all forms

associated with the application.

Stage 1: Expression of Interest

The EOI process is designed to identify high priority projects that meet the Program’s assessment

criteria, before requesting a detailed full application.

The EOI form requires applicants to provide:

• evidence of eligibility to apply for the grant

• a description as to why the grant is required

• a description of the proposed shade solution

• indicative cost of the project and value of the grant sought (quotes are not required)

• indicative project commencement and completion dates.

The EOI form can be accessed at: www2.health.vic.gov.au/community-shade-grants

Assessment of EOIs and shortlisting process

EOIs will be assessed against the following criteria:

• eligibility to apply

• demonstrated need for shade development

• suitability of the proposed shade solution

• population level impact (number of people to benefit from the proposed shade development and

frequency of use)

• value for money

It is expected that more applications will be received than can be funded. Therefore EOIs will be

prioritised according to the following factors:*

setting type - recreation and community settings

shade users - priority will be given to projects that reach and impact a high proportion of those

identified as ‘target groups’ for skin cancer prevention action (children, adolescents and young

people, and men aged over 50)

geographic factors - priority will be given to applications from regions of high socioeconomic

disadvantage and melanoma incidence rates by post code.

Use of shade facilities during peak UV periods

* priority factors are informed by the Victorian Government Skin Cancer Prevention Framework 2013-2017

Distribution of shortlisted projects across local government areas and different regions of the state will be

taken into consideration in the shortlisting process..

Submission of EOI EOIs must be submitted online by 5.00pm Thursday 2 November 2017. Late submissions will not be

accepted.

DHHS may seek clarification about an EOI and ask applicants to provide further information.

Community Shade Grants Program: application guidelines Page 7

Stage 2: Full application (by invitation only)

The Expression of Interest stage will inform the development of a shortlist of applicants invited to submit

a full application.

Requirements of the stage 2 application are more extensive than the Expression of Interest stage.

Applicants that complete a full application will be required to:

• seek two quotes for the proposed shade solution

• provide images of the proposed built shade structure/s

• confirm project start and completion date

• confirm funding amount sought.

Further details of these requirements and the assessment criteria will be provided to shortlisted

applicants upon invitation to submit a full application.

Key dates*

EOI close 5.00pm, 2 November

2017

EOI outcome notifications

December 2017

Stage 2 open December 2017

Stage 2 close January 2018

Stage 2 outcome notifications

From February 2018

Grant payments From March 2018

*Dates are indicative and subject to change

Payments and Reporting

Payments

Applicants awarded a grant must enter into a funding agreement with DHHS in order to be paid. DHHS

will provide the necessary documentation and instructions to grant recipients.

Grants will be paid in full up front, however DHHS reserves the right to recall funds where projects

significantly diverge from the application, where reporting and acquittal obligations are not met, or in

other exceptional circumstances.

On receipt of the grant payment, the organisation must directly pay the shade provider without the

involvement of any third parties. Organisations must declare any discounts or savings provided to them

during the acquittal stage of the project.

Reporting and financial acquittal

Successful applicants will be required to submit an acquittal and evaluation form. Details of the acquittal

process will be provided to successful applicants.

Project completion timeframe

Funded projects are expected to be completed within 12 months of funds being received (unless

otherwise agreed with DHHS for projects of greater scope and complexity).

Sun protection policy requirements

Shade is just one strategy to protect against UV over-exposure and prevent skin cancer. The Program

also aims to influence broader sun protection practices.

Page 8 Community Shade Grants Program: round 2 application guidelines

Applicants applying for band 1 grants are encouraged, but not required, to promote good sun protection

practices through a sun protection policy.

Applicants applying for band 2 and 3 grants will be required to demonstrate their broader commitment to

sun protection practices by submitting a sun protection policy (also known as UV policy, or skin cancer

prevention policy) during the grant reporting process, within 12 months from grant payment.

Resources to assist with sun protection policy development are available at

www.sunsmart.com.au/communities/sporting-groups

Resources and additional information

For more information on the Community Shade Grants Program and to access supporting resources,

visit www2.health.vic.gov.au/community-shade-grants or contact the Department of Health and Human

Services on 1300 547 596.

Enquiries about the Community Shade Grants Program can be forwarded to:

shade.grants@dhhs.vic.gov.au