Guidelines for Grants to Agricultural and Pastoral Societies
Purpose
1. Grants are available as a subsidy towards the provision or upgrading of agricultural and related facilities, such as:
(a) Facilities to promote agricultural production,
(b) Facilities for exhibiting and judging commercial and stud, ie. Cattle, sheep, poultry or pig pavilions, sheep pens, poultry cages, pig pens, tie-up rails, etc,
(c) Facilities to house shearing competitions and fleece displays,
(d) Facilities to house art and craft displays,
(e) Electrification of showgrounds or power upgrade,
(f) Amenities (e.g. toilet facilities at showgrounds),
(g) Business activities (workshops, planning, surveys, advertising and other promotion),
(h) Other activities that will benefit local agricultural industries and the local community, eg. improved seating or fencing, horse stables, etc,
(i) Equipment to assist with reporting cattle movements to the National Livestock Identification System (NLIS) database.
Assessment
2. For facilities, preference will be given to projects that:
- are designed for multi-purpose community use
- encourage community involvement in show activities
- provide benefits to local agricultural industry
- provide significant assistance to Societies and the running of shows
- enhance the safety of the community attending shows (for example OH&S projects)
3. For business activities, preference will be given to projects which provide a basis for enhanced business management, planning for shows and greater community involvement in show activities.
Eligibility
4. The applicant must be a Victorian Agricultural and Pastoral Society.
5. For facilities grants, Societies must own their own land or have security of tenure.
Amounts of Subsidy
6. Grants are made available on the basis of a maximum of $2 from the Government for every $1 provided by the Society, with a maximum Government grant under the Scheme of:
(a) $10,000 for projects in paragraph 1 (a-e, h),
(b) $8,000 for amenities/toilet facilities,
(c) $5,000 for business activities or equipment to assist with reporting cattle movements to the NLIS database.
Exclusions
7. Grants are not available for repairs caused by neglect by the Society or for routine maintenance work/equipment.
8. Grants are not available for the purpose of providing equipment (eg. Computers, mowers, etc) except where the equipment is required as part of reporting cattle movements to the NLIS database or a minor part of a larger project.
9. Grants may not be provided for various stages of the same project.
Applications
10. Applications must be lodged with Mr Fabian Holt, Department of Primary Industries, GPO Box 4440, Melbourne 3001 (or facsimile (03) 9658 4006), by 29th July 2011 to receive consideration for a grant in the 2011-12 financial year.
11. The attached application form must be accompanied by plans and specifications, together with a firm quote from a contractor showing full details of the cost of materials and construction. The plans and specifications should be detailed, and give an accurate description of the work to be carried out. Grants are allocated on the basis of a firm quote, and will not be increased at a later date to cover cost increases, etc.
12. For business activities, a framework of the business plan, schedule of the plan, contractor or facilitator’s quote showing full details of the cost of developing the plan/s or conducting workshops/promotion activities is required.
13. Societies are able to make in-kind (non-monetary) contributions, however in-kind contribution must not exceed one third of the total project cost. In-kind contributions may include donated labour or equipment. The value of volunteer support should be estimated on the grant application at no more then $20 per hour. Societies should estimate the type of labour, estimated hours and the number of people to undertake the labour. For example:
- Construction work, 40 hours work by two people at the rate of $20 per hour = $1600
Approval
14. As soon as possible after the closing date, all applications will be given consideration by the Minister, and Societies will then be informed whether or not their applications have been successful. However, the grant money will not be paid until after:
(a) completion of the project (or satisfactory progress); and
(b) receipt of a satisfactory report from the Department’s Regional Office.
(c) (for business activities) satisfactory receipt of a copy of the plan or a report with recommendations.
Commencement of Construction for facilities grants
15. On receipt of advice that the grant has been approved, the Society should immediately arrange for construction to commence.
Business Activities
16. On receipt of advice that the grant has been approved Business activities should commence in sufficient time for completion within the grant period.
Completion of the Project
17. Projects for which grants are approved should be completed as soon as possible (and before 30 April) so that the grant money can be paid before the end of that financial year.
18. As soon as the project has been brought to a satisfactory stage of completion, the Agricultural Grants Coordinator should be advised, so that arrangements can be made for an inspection by the Regional Office to confirm that works have been carried out according to the original agreement.
19. It is the responsibility of the Society receiving the grant to ensure that all necessary inspections during the construction process are carried out and local approvals obtained. For business activities, the Society should ensure that a copy of the relevant report or plan is sent to the Agricultural Grants Coordinator for review.
Payment of Grant
20. When the project has been completed, the Society is to forward to the Agricultural Grants Coordinator, documentary evidence of the total cost (e.g. receipts/paid accounts) and an invoice for the grant amount. All invoices for project costs must be addressed to the Agricultural & Pastoral Society.
For further enquiries, please contact Fabian Holt on (03) 9658 4144 during office hours or by email: Fabian.Holt@dpi.vic.gov.au
