Solar Towns ProgrammeGuidelines

2014-15 Round[for community organisations operating within the Surf Coast Shire, VIC, only]

To be eligible for consideration, applications must be received by 2:00pm (AEDT) on:

20 FEBRUARY 2015For further information about the Programme contact:

Solar Towns Programme Department of the Environment

Phone: 1800 075 065 Email: solartowns@environment.gov.au

Website: www.environment.gov.au/solar-towns

Copyright

© Copyright Commonwealth of Australia, 2014.

The Solar Towns Programme Guidelines 2014-15 is licensed by the Commonwealth of Australia for use under a Creative Commons Attribution 3.0 Australia licence with the exception of the Coat of Arms of the Commonwealth of Australia, the logo of the agency responsible for publishing the report, content supplied by third parties, and any images depicting people. For licence conditions see: http://creativecommons.org/licenses/by/3.0/au/.

This document should be attributed as ‘Solar Towns Programme Guidelines 2014-15, Commonwealth of Australia 2014’.

The Commonwealth of Australia has made all reasonable efforts to identify content supplied by third parties using the following format ‘© Copyright, [name of third party]’.

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Table of Contents1. IMPORTANT INFORMATION............................................................................................................5

2. OVERVIEW.........................................................................................................................................5

2.1 Overview.......................................................................................................................................5

3. OBJECTIVES AND OUTCOMES.......................................................................................................5

3.1 Objectives and Outcomes.............................................................................................................5

3.2 Key Performance Indicators..........................................................................................................6

3.3 Distribution of funds......................................................................................................................6

4. ELIGIBILITY........................................................................................................................................6

4.1 Who can apply?............................................................................................................................6

4.2 Who cannot apply?.......................................................................................................................7

4.3 What activities are eligible for funding?.........................................................................................7

4.4 What activities are ineligible for funding?......................................................................................8

4.5 Project eligibility.............................................................................................................................8

4.6 Application eligibility......................................................................................................................8

4.7 Renewable Energy System Installers...........................................................................................8

5. INSTRUCTIONS AND CONDITIONS FOR APPLYING.....................................................................9

5.1 How to apply..................................................................................................................................9

5.2 Application form.............................................................................................................................9

5.3 Submitting your application.........................................................................................................10

5.4 Late applications.........................................................................................................................10

6. SELECTION OF PROJECTS and ASSESSMENT PROCESS........................................................10

6.1 Assessment process...................................................................................................................10

6.2 Receipt and registration..............................................................................................................11

6.3 Eligibility check............................................................................................................................11

6.4 Application assessment..............................................................................................................11

6.5 Moderation Panel........................................................................................................................11

6.6 Selection of projects recommended for funding..........................................................................11

6.7 Notification...................................................................................................................................12

7. FUNDING AGREEMENT AND PAYMENT.......................................................................................12

7.1 Funding Agreement.....................................................................................................................12

7.2 Commencement date and payment of funding...........................................................................12

7.3 GST and ABN.............................................................................................................................13

7.4 Insurance.....................................................................................................................................13

7.5 Monitoring and Reporting............................................................................................................13

7.6 Work Health and Safety (WHS)..................................................................................................13

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7.7 Small Scale Renewable Energy Scheme....................................................................................14

7.8 Asset ownership..........................................................................................................................14

7.9 Independent certifiers..................................................................................................................14

8. RIGHTS AND RESPONSIBILITIES..................................................................................................14

8.1 The Applicant..............................................................................................................................14

8.2 The Department..........................................................................................................................15

9. CONFIDENTIALITY AND DISCLOSURE OF INFORMATION.........................................................16

10. COMPLAINTS AND DISPUTES.....................................................................................................17

11. CONTACTING THE DEPARTMENT..............................................................................................18

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1. IMPORTANT INFORMATION

The 2014-15 Round of the Australian Government’s Solar Towns Programme, administered by the Department of the Environment (the ‘Department’), will provide funding to install renewable energy systems:

only on existing buildings that are utilised by community organisations in the local government area of Surf Coast Shire, Victoria.

This document provides applicants located within the Surf Coast Shire only with information on how to progress and submit their 2014-15 Solar Towns Programme application.

2. OVERVIEW

2.1 Overview

The Solar Towns Programme (the ‘Programme’) was established as part of the Australian Government’s commitment to reduce greenhouse gas emissions as described within the “Clean Air” component of its “Plan for a Cleaner Environment”. More information about the “Plan for a Cleaner Environment” can be found at: www.environment.gov.au/cleaner-environment.

The Programme will play a role in helping Australia meet its international commitments under the Kyoto Protocol and the United Nations Framework Convention on Climate Change (UNFCCC) to reduce greenhouse gas emissions by providing funding to support the uptake of renewable energy systems. The Programme will provide Australian communities with an opportunity to engage at a local level with clean renewable energy, improve local environments, generate a sense of community ownership and self reliance, and improve local community outcomes.

Up to $2.1 million (GST exclusive) will be made available through the Programme from 2014-15 to 2016-17 to support community organisations who wish to install a renewable energy system (solar photovoltaic panels, solar hot water system or heat pump hot water system only) on an existing building that provides support to the local community.

In 2014-15, up to $0.5 million (GST exclusive) will be made available, with up to $1.35 million (GST exclusive) available in 2015-16, and up to $0.25 million (GST exclusive) available in 2016-17, through grants of between $2,500 (GST exclusive) and $20,000 (GST exclusive) to assist with the purchase and installation of a renewable energy system. Funds will be made available to select regions through competitive grants processes over the next three years.

During the 2013 Federal Election campaign, the Australian Government made a commitment to install renewable energy systems in up to 15 preselected community sites (separate to those eligible within the Surf Coast Shire), with funding for these projects coming from the 2014-15 allocation.

3. OBJECTIVES AND OUTCOMES

3.1 Objectives and Outcomes

The Strategic Objective of the Programme is to engage communities in renewable energy projects that reduce greenhouse gas emissions.

The Strategic Outcomes of the Programme are that communities are supporting renewable energy, and that there are reduced emissions and greenhouse gases.

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3.2 Key Performance Indicators

The success of the Programme will be measured by: the number of systems installed; and

tonnes of greenhouse gas emissions (CO2) potentially saved in a year.

3.3 Distribution of funds

The Department acknowledges the community value of organisations choosing to participate in renewable energy initiatives. The Department recognises the needs of each respective community organisation may be different and will endeavour to ensure there is a fair and equitable distribution of funding across a variety of community organisations and renewable energy systems that will meet their needs and optimise opportunities to reduce greenhouse emissions.

4. ELIGIBILITY

4.1 Who can apply?

You must be a community organisation, operating within the Surf Coast Shire, Victoria, to be eligible to apply for a renewable energy system through 2014-15 Round of the Programme.

To be eligible, you must meet all of the following criteria:

utilise an existing building for community purposes which is located within the local government area of Surf Coast Shire, Victoria;

have either:

o voting and/or financial membership of at least five (5) individuals; or

o in the case of a trust, demonstrated community support including information about the level of volunteer involvement (at least five (5) volunteers); and

o been in existence for at least 12 months before the application closing date of 20 February 2015.

Where your organisation is not the owner of the building at which the system will be installed, you must provide evidence from the building owner, through written confirmation that:

the building owner is a legal entity and is willing and able to enter into a Funding Agreement with the Australian Government to install the system;

the building owner consents to you submitting an application to install a renewable energy system on their building;

the building owner acknowledges they are responsible for obtaining advice on the suitability of the system for their premises;

the building owner agrees to manage the installation of the system; and

the building owner acknowledges they will take on all rights and responsibilities for the ownership and ongoing maintenance, including costs and insurance obligations, of the assets installed.

If your community organisation is the owner of the building at which the system will be installed, the community organisation must be a legal entity that can enter into a Funding Agreement with the Department, such as:

an Australian company under the Corporations Act 2001 (Cth)

an incorporated association under State or Territory law

a body corporate

a trustee of a trust

a partnership where each of the partners are legal entities

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If you are a partnership, the person signing the Application must have the authority to sign for and bind the partners of the partnership jointly and severally.

4.2 Who cannot apply?

You cannot submit an application for a grant through this 2014-15 Round of the Programme if:

you are not a community organisation (as defined in Section 4.1 above); and

are not located within the local government area of Surf Coast Shire. Victoria.

Building owners who may be leasing or allowing for the use of their building by community organisations cannot apply for a grant but may encourage and help community organisations submit an application.

You are not eligible to apply if you:

are an individual;

are a school and/or a related entity such as a P&C association;

are a Local Government department, agency or authority;

are a State or Territory government department, agency or authority;

are an Australian Government department, agency or authority;

are a political party, organisation or are of a political nature;

have an overdue progress report, final report and/or acquittal for a previous Australian Government grant, including through the following programmes:o National Historic Siteso Commemorating Eminent Australianso Your Community Heritage (and its related sub-programmes)o Community Environment Grantso Grants to Voluntary Environment, Sustainability and Heritage Organisations, and/or o any ad hoc Australian Government heritage related grant.

You are not eligible to apply for funding if the building, which is the subject of this application, has received previous Australian Government grant funding for the installation one or more of the systems listed in Section 4.3 below.

4.3 What activities are eligible for funding?

Funding will only be provided for the purchase and installation of one of the following systems:

solar photovoltaic panels;

a solar hot water system; or

a heat pump hot water system.

The Commonwealth does not warrant or represent the suitability of any system. It is the responsibility of the building owner to seek appropriate advice on which system is appropriate for their premises.

Note: All systems, components, and installation standards must meet current Australian Standards. Refer to the Standards Australia website (http://www.standards.org.au/Pages/default.aspx) for further information.

For solar hot water and heat pump hot water systems, the systems and their components must be accredited with AS/NZS 2712 and listed on the Register of solar water heaters (available for download from the Clean Energy Regulator website at: http://ret.cleanenergyregulator.gov.au/Hot-Water-Systems/eligible-swhs) to be eligible under this Programme. Note: Funding will be paid only for work outlined in the funding agreement. Additional funds will not be made available to meet costs that may have increased after the application has been submitted.

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4.4 What activities are ineligible for funding?

Funding will not be approved for:

activities that do not link with the stated objectives and outcomes of the Programme

activities that are not listed above in Section 4.3

projects that are currently receiving, or have previously received, funding through other Australian Government funding initiatives or programmes for the installation of one or more of the systems listed in Section 4.3 above on the same building which is the subject of this application

any activities that have already incurred expenditure (i.e. retrospective funding)

4.5 Project eligibility

To be eligible, a Project must: contribute towards the stated objectives and outcomes of the Programme;

be located within the Surf Coast Shire, Victoria;

only consist of eligible activities as described in Section 4.3 above; and

be able to be completed within 12 months from the execution of the funding agreement.

4.6 Application eligibility

To be eligible, an Application must be: submitted on the 2014-15 Solar Towns Programme application form;

submitted by, an eligible community organisation;

for an eligible project;

only seeking funding of between $2,500 (GST exclusive) and $20,000 (GST exclusive);

supported by written confirmation where the applicant is not the building owner; and

supported with your preferred quote from a qualified installer accredited by the Clean Energy Council (see Section 4.7 below).

4.7 Renewable Energy System Installers

Any renewable energy system installation must be carried out by an appropriate qualified installer. If you are seeking to install solar photovoltaic panels the installer must be appropriately qualified and accredited by the Clean Energy Council (CEC).

In order to submit a competitive application, you must seek at least two quotes from installers who: are licensed and / or registered as required by the jurisdiction in which the installation is taking place to

perform that installation;

hold appropriate and current licenses and / or be registered to perform the relevant electrical and/or plumbing work on the specific installation as required by the jurisdiction in which the installation is taking place; and

hold public liability insurance to the value of $5 million

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In addition to the points listed above, quotes for the design and installation of solar photovoltaic panels must be from installers who:

are accredited by CEC to design the type of installation being put in place (see www.cleanenergycouncil.org.au/cec/accreditation/Solar-PV-accreditation.html for information on the different accreditation types); and

will comply with the CEC Code of Conduct for installations (http://www.solaraccreditation.com.au/installers/compliance-and-standards/accreditation-guidelines/accreditation-code-of-conduct.html).

5. INSTRUCTIONS AND CONDITIONS FOR APPLYING

5.1 How to apply

You may submit an application for one renewable energy system to the value of between $2,500 (GST exclusive) and $20,000 (GST exclusive). You must source at least two quotes from appropriately qualified installers who hold the appropriate and current licences and / or registration to undertake the work (see section 4.7) and submit your preferred quote together with your application.

Applicants should ensure that the quote provided is valid for at least 3 months, as the Department does not anticipate contracting and providing funds to Recipients until April 2015.

The Programme is a competitive grants programme and as such all applications will be assessed only on information provided in the application form, including the preferred quote and, where applicable, written confirmation from the building owner.

It is therefore important that you read these Guidelines carefully before preparing your application, and ensure that your application addresses each of the specific eligibility criteria, and includes all the relevant information as outlined in these Guidelines. The Department will not contact you for missing information or to clarify unclear details.

There are a number of questions in the Application Form which are marked as ‘mandatory fields’. Your application will not be assessed if you fail to answer these questions.

NOTE: Only one (1) application is allowed per community organisation (applicant). If multiple applications are received from the same organisation, the Department will accept and assess the first submitted application only.

5.2 Application form

The Department has developed an Application Form in Microsoft Word format for the Programme. Applicants are strongly encouraged to complete the Application Form in Microsoft Word to address any possible misinterpretation of handwritten responses.

Applications must be submitted using the Solar Towns Programme application form available from: www.environment.gov.au/solar-towns.

If you are unable to access the Application Form from the website, please contact the Department (see Section 11).

The Application Form is divided into three parts, Part A, Part B and Part C.

Part A requires details about you as the community organisation applying for support through the Solar Towns Programme. It also requires information about the building/site owner (if this is not your organisation), or organisation acting on behalf of the building/site owner (including a declaration to confirm you have permission from the building owner). The details will be used to confirm your eligibility and to populate the Funding Agreement.

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Part B will require specific information about the type of system to be installed including the costs and justification for proceeding with your preferred quote. Part B will also require the specific address of the existing building on which the system will be installed, and the anticipated timeframes for the installation of the system.

Part C will be the template used by appropriately qualified and licensed installers (see section 4.7) who provide you with a quote for the full installation and connection of your system. If solar photovoltaic panels are being installed on the existing building, please ensure that your quote includes connection to your local power grid.

5.3 Submitting your application

The completed Application Form and all required attachments must, subject to Section 5.4, be submitted to the Department by no later than 2:00PM (AEDT) 20 February 2015.

The Department’s preference is that the Application Form, preferred quote, and where necessary, written confirmation, are emailed to the Department at: solartowns@environment.gov.au .

If you have made prior arrangements with the Department to submit a hardcopy of your Application, please post to:Solar Towns ProgrammeDepartment of the EnvironmentGPO Box 787CANBERRA ACT 2601

Applicants should keep a copy of their Solar Towns Programme Application Form for their records.

NOTE: No changes are permitted to an application or any attachments once they have been submitted.

5.4 Late applications

Unless an alternative timeframe has been agreed to in writing by the Department prior to the closing date and time, any application, quote, or other relevant documentation and attachments to the Application Form received by the Department after the closing date and time will not be accepted and will not be assessed.

The Department may, in its sole discretion, consider admitting late applications under exceptional extenuating circumstances preventing on-time lodgement. Applicants must clearly articulate the circumstances which prevented lodgement before the closing time.

Any requests for an extension of time to lodge an application must be made to the Department prior to the closing time. The Department is under no obligation to agree to an extension and any extension granted will be at the Department’s sole discretion.

It is the applicant’s responsibility to ensure that their application reaches the Department before the specified application closing time, allowing sufficient time take into consideration any potential IT, postal and technical issues that may occur during the submission of an application.

6. SELECTION OF PROJECTS AND ASSESSMENT PROCESS

6.1 Assessment process

The Department is committed to ensuring that the process for funding projects under this Programme is fair and in accordance with the current Commonwealth Grants Rules and Guidelines.

The assessment process will determine whether the proposal represents an efficient, effective, economical and ethical use of Commonwealth resources, as required by Commonwealth legislation, and whether any specific requirements will need to be imposed as a condition of funding.

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The Department reserves the right, at its absolute discretion, to exclude from further consideration those applications that do not contain sufficient information on which to make an assessment.

Each eligible application will be assessed by the Department against the Assessment Criteria in Section 6.4 below.

6.2 Receipt and registration

For applications lodged by email, you will be notified by return email to confirm the Department’s receipt of the application.

For applications lodged via a pre-arranged hard-copy, you will be notified in writing to confirm the Department’s receipt of the application.

Please contact the Department if you do not receive acknowledgement of receipt of your application.

6.3 Eligibility check

All applications will undergo an initial eligibility assessment to confirm that all eligibility criteria have been met. Applications that do not meet the eligibility criteria will be excluded from the remainder of the assessment process and will be deemed ineligible for funding.

6.4 Application assessment

Each application will be assessed by Australian Government staff. Advice may be sought from within the Department, or across the Australian Government as required. Assessors will be required to sign conflict of interest declarations and comply with the Australian Public Service Code of Conduct.

Applications will be assessed on their value for money. Each type of system will be assessed as follows:

1. The assessment of solar photovoltaic systems will calculate the size of the system (measured in Kilowatt output) relative to the costs for supply, installation and connection to the grid.

2. The assessment of solar hot water systems and heat pump hot water systems will consider the number of small-scale technology certificates (STCs) the system generates relative to the final price for supply and installation of the system. These systems must be accredited with AS/NZS 2712 and listed on the Register of solar water heaters (see Section 4.3).

6.5 Moderation Panel

A Moderation Panel, consisting of Departmental officials, will consider the assessed applications before providing recommendations to the Minister. The Panel may consider applications in the context of:

whether proposed Projects contribute towards the stated objectives and outcomes of the Programme

the geographic distribution of proposed projects within the defined regions

a representation of a range of applicants and applicant types

a balance of project types

the funding available for Projects within the Programme, including in the context of previous commitments made by the Australian Government, and other Departmental objectives and priorities.

6.6 Selection of projects recommended for funding

Following the assessment process, advice will be provided to the Minister for the Environment on the merits of each application for final approval of funding. The Minister will make the final decision on which applications receive funding.

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In selecting applications to receive funding, the Minister may select strategic or exceptional Projects, provided these Projects meet the objectives of the Solar Towns Programme.

The Minister’s decision on the selection of successful applicants will be final. There is no right of appeal, however the Department may, at its discretion, revisit the assessment process in exceptional circumstances.

6.7 Notification

All applicants will be notified in writing of the outcome of their application.

In the event your organisation is not the building owner, the Department will simultaneously notify the building owner who will become the Solar Town grant recipient.

All applicants will be given the opportunity to write to the Department seeking feedback on their application.

7. FUNDING AGREEMENT AND PAYMENT

7.1 Funding Agreement

In order to obtain funding, building owners must enter into a legally binding Funding Agreement with the Department. The Funding Agreement sets out the obligations for both parties and includes the terms and conditions for the delivery of the Project. A draft Funding Agreement template is available for viewing on the Solar Towns Programme’s website. The Department anticipates entering into Funding Agreements with building owners for successful applications in March 2015.

Grant recipients will be required to: acknowledge the Australian Government’s support when publicising your funded Project. Any signage,

promotional material, or other products resulting from the Project must carry an appropriate Australian Government logo (logo and guidelines for your use will be provided upon request);

ensure that the selected installer holds appropriate, relevant and current insurances for the proposed activities;

ensure that, if installing solar photovoltaic panels, only installers accredited through the Clean Energy Council (http://www.solaraccreditation.com.au/) undertake the works; and

ensure that, if installing solar photovoltaic panels, that they are connected to the local power grid (http://www.solaraccreditation.com.au/consumers/small-scale-generation-connection.html).

The Department reserves the right to reduce the scope or terminate the Project and require the grant recipient to repay the funds for the failure of the grant recipient to meet their obligations as described within the Funding Agreement.

7.2 Commencement date and payment of funding

The commencement date for Projects is the date the Department delegate countersigns (or “executes”) the Funding Agreement that the recipient has signed and returned to the Department. A copy of the executed Funding Agreement will be returned to the grant recipient.

Funds will be paid following the execution of the Funding Agreement. The grant recipient must meet any conditions set out in the Funding Agreement, including in relation to managing the Project within agreed timelines and monitoring and reporting (refer to Section 7.5 below). Payments will be made via a Recipient Created Tax invoice, details of which will be provided in the Funding Agreement.

7.3 GST and ABN13

The Goods and Services Tax (GST) is generally applicable to payments where the applicant (or building owner) is registered for GST or required to be and the payment is considered subject to GST. If you are unsure of the GST status of your organisation and any associated implications, please contact the Australian Taxation Office or seek independent advice.

Payments may give rise to assessable income. The Department does not provide financial advice to applicants or grant recipients in relation to their taxation obligations.

You must also provide an Australian Business Number (ABN) for the entity that would receive the funding and enter into the Funding Agreement. If you do not hold a current ABN, you will be required to complete a ‘Statement by a Supplier’ form (available from the Australian Taxation Office - https://www.ato.gov.au/Business/Australian-business-number/In-detail/Statement-by-a-supplier/Statement-by-a-supplier--not-quoting-ABN-to-an-enterprise/) before entering into any Funding Agreement with the Australian Government. If you do not provide this statement, a withholding tax will apply to payments.

7.4 Insurance

The building owner must ensure that they hold the appropriate and relevant insurances for the activities being undertaken. For example, this might include public liability, workers compensation, and insurance against loss or damage to assets. The Department may request that grant recipients provide copies of the relevant Certificates of Currency for their insurance. If the owner of the building does not currently hold the necessary insurance, they will be required to obtain it prior to entering into a Funding Agreement.

If you are applying for funding and are not the owner of the building, please ensure you obtain the above details from the owner and complete the relevant part of the application form accordingly.

Refer to Section 4.6 above for insurance requirements for renewable energy system installers.

7.5 Monitoring and Reporting

The Australian Government places a high priority on monitoring and reporting and, as a recipient of public monies, one of the most important obligations of grant recipients is to report on the Project.

All installations will be subject to an independent inspector conducting an inspection of the system. Grant recipients must permit access to the independent contractor who is to carry out the inspection.

On completion of the project, Grant Recipients will be required to provide the Department with:

A copy of the final invoice from the Installer of the system; and

A copy of the final certification report from the independent inspector.

Further details about the Independent Inspector are provided in Section 7.9 below.

7.6 Work Health and Safety (WHS)

Grant recipients must, in carrying out their Project, comply, and use all reasonable endeavours to ensure that its installers comply, with the provisions of all relevant statutes, regulations, by-laws and requirements of any Commonwealth, State, Territory or local authority including those arising under the Work Health and Safety Act 2011 (Cth) and any corresponding WHS law within the meaning of section 4 of the WHS Act.

Grant recipients will also need to provide a safe work environment, including safe access to the site where work is being carried out.

7.7 Small Scale Renewable Energy Scheme14

Under the Solar Towns Programme you may be eligible to receive small-scale technology certificates (STCs) through the Small-scale Renewable Energy Scheme (SRES). It is common practice to surrender these certificates to the installer in exchange for a reduction in your quote. This may make your application more competitive.

More information about STCs and the SRES can be found at: http://ret.cleanenergyregulator.gov.au/Certificates/Small-scale-Technology-Certificates/what-is-stc.

7.8 Asset ownership

All rights and responsibilities, including ongoing ownership, maintenance and insurance, in relation to any asset purchased with Australian Government grant funds, vest with the owner of the building to which the renewable energy system is installed.

The Australian Government, including the Department, devolves all legal rights and obligations to the assets to the owner of the building to which the renewable energy system is installed.

7.9 Independent inspector

If your application is successful, on completion of the installation of the renewable energy system, you must allow the system to be inspected by an independent inspector before undertaking the monitoring and reporting requirements as defined within Section 7.5 of these Guidelines.

If your project is to install solar photovoltaic panels you will be contacted by an independent inspector appointed by the Clean Energy Regulator to arrange a suitable inspection time. The costs of this inspection will be met by the Department.

If your project is to install a solar hot water system or heat pump hot water system you will be required to arrange for the system and installation to be inspected by an independent inspector who is appropriately qualified and licensed. The costs associated with independent inspections will be met by the Department and must not exceed $500 (GST exclusive).

8. RIGHTS AND RESPONSIBILITIES

8.1 The Applicant

As the Applicant, you must be an eligible community organisation as defined in Section 4.1 of these Guidelines.

As the Applicant you are also able to be the building owner. If you are not the building owner, then the building owner must be a legal entity that can enter into a Funding Agreement with the Australian Government, and manage the Project to completion including connection to the local power grid.

General obligations

It is your responsibility to: fully and properly inform yourself of the requirements of the Solar Towns Programme, these Guidelines, and

the requirements of the application process; ensure that your application is complete and accurate, as the Department will not request additional or missing

information; ensure that your application is received by the Department before the application closing time; if you are not the building owner, liaise with the building owner/s and provide written confirmation as evidence

of support of the Project; seek and include with your application your preferred quote from an accredited installer; identify any information contained within your application, which you consider should be treated as

confidential and provide reasons for the request (noting the Department will not be in breach of any

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confidentiality obligations where disclosure is required as outlined in Section 9 below); keep a copy of your application for your records; and after submitting your application, inform the Department of any changes to your circumstances, which may

affect your application or eligibility under the Solar Towns Programme.

Risk, costs and expenseYour participation in any stage of the application process, or in relation to any matter concerning the process, is at your sole risk, cost and expense. The Department will not be responsible for any costs or expenses incurred by you in preparing or lodging an application.

False and misleading informationYou are entirely responsible for the accuracy of all information submitted in your application. If you knowingly provide inadequate, false or misleading information, the application may be excluded from the assessment process. You should be aware that the giving of false or misleading information is a serious offence under the Criminal Code Act 1995 (Cth).

If, in applying, you discover any material discrepancy, ambiguity, inconsistency or error in your application, please contact the Department as soon as possible (see Section 11).

Conflict of interestA conflict of interest is a set of circumstances that creates a risk that professional judgement or actions regarding a primary interest will be unduly influenced by a secondary interest.

A real or apparent conflict of interest will exist if you have a personal, private or professional interest that conflicts, or might reasonably be thought to conflict with, or to influence improperly, the discharge of your responsibilities for the work to be conducted under the grant if your application is approved.

Applicants are required to declare, as part of their application, that they have no existing conflicts of interest that would, or may, impact on, or prevent the applicant proceeding with the Project.

Where a successful applicant subsequently identifies that an actual, apparent, or potential conflict of interest exists or might arise in relation to managing their Project, they must inform the Department in writing immediately.

8.2 The Department

The Department has principal responsibility for the administration of the Programme.

The Department is, amongst other things, responsible for:• co-ordinating the receipt and assessment of Project applications;• making recommendations to the Minister on eligible Projects;• entering into and administering contracts with building owners; and• administering the operations of the Programme in a timely, accountable and efficient manner.

The Department is committed to ensuring: Fairness and impartiality: applicants will be treated equally and have the same opportunity to access

information and advice. Consistency and transparency of process: applications will be evaluated in a systematic manner against

criteria outlined in Section 3 of these Guidelines and questions in the application form. Security and confidentiality: the processes adopted for receiving and managing applicant information will

ensure the security and confidentiality of information, as appropriate. Identification and resolution of potential conflicts of interest: staff involved in the application and

assessment process are required to declare and address any actual, potential or perceived conflict of interest prior to providing any advice or assessment.

Circumstances for waiving/amending criteria or process: the Department is committed to ensuring that

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the grant process is transparent and in accordance with these Guidelines. The Department, however, reserves the right to amend these Guidelines by whatever means it may determine at its absolute discretion and, where possible, will provide reasonable notice of these amendments. The Department also reserves the right to vary, suspend or terminate the assessment process at any time and at its absolute discretion.

The Department will not accept responsibility for any misunderstanding arising from the failure by you to comply with these Guidelines, or arising from any discrepancies, ambiguities, inconsistencies or errors in your Application.

9. CONFIDENTIALITY AND DISCLOSURE OF INFORMATION

Applicants must identify any information contained within their application, which they consider should be treated as confidential and provide reasons for the request.

The Department will only consider a request for confidentiality where: the information to be protected is identified in specific rather than global terms;

the information is by its nature confidential; and

disclosure would cause detriment to the parties concerned.

The Department is subject to the legislative and administrative accountability and transparency requirements of the Australian Government, including disclosure to the Parliament and its Committees. Notwithstanding any obligation of confidentiality, the Department may disclose, or allow at any time the disclosure of, any information contained in or relating to any application:

to its advisers, employees or internal management for purposes related to the application and assessment processes, including to evaluate or otherwise assess applications and manage any resultant funding agreement;

to the responsible Minister;

in response to a request by a House or a Committee of the Parliament of the Commonwealth of Australia;

within the Department, or with another agency (including State and/or Territory agencies), where this serves the Australian Government’s legitimate interests;

where the information is authorised or required by law to be disclosed, noting that information submitted to the Australian Government is subject to the Freedom of Information Act 1982 (Cth) and its requirements; or

where the information is already in the public domain otherwise than due to a breach of any relevant confidentiality obligation by the Australian Government.

In submitting an application, applicants consent to the Department using the information submitted for the above mentioned purposes, for administering the Solar Towns Programme, any other relevant programmes and any other incidental or related purpose.

Applicants should be aware if they are successful, Commonwealth policy requires the Department to publish information on its website about recipients, including but not limited to the:

name of the person or entity receiving the funding

title and purpose of the project

amount of funding awarded

term of the funding

funding location.

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By submitting an application for funding under the Programme, the applicant consents to publication of the above information by the Department if they are awarded funding under the Programme.

Please note publication details will also include details about the grant recipient. In the event that you are not the owner of the building, you should bring this to the attention of the building owner during application development.

The Department will store and use the personal information collected by it in compliance with its obligations under the Privacy Act 1988 (Cth). Applicants may access or correct personal information by contacting the Department (see Section 11).

10. COMPLAINTS AND DISPUTES

All enquiries and complaints will be handled in a manner consistent with the Department’s Service Charter 2014-16, available from the Department’s website at www.environment.gov.au.

Should a problem or complaint be identified, please contact the Department in the first instance (see Section 11 for contact details). All applicants can request feedback on their application at the end of the assessment and approvals process.

If you feel that your issue or complaint has not been satisfactorily resolved, you may contact the Department’s Client Service Officer on 1800 803 772, or by email at: client.service@environment.gov.au .

All complaints will be managed in line with the Department’s Complaints Management Policy. The Department is committed to consistent, fair and confidential handling of complaints and to resolving complaints as quickly as possible. Feedback and complaints will be handled impartially and in a confidential manner.

If you are not satisfied with the Department’s response, you may wish to contact the Commonwealth Ombudsman about your complaint:

Commonwealth OmbudsmanPhone: 1300 362 072 Email: ombudsman@ombudsman.gov.auPost: GPO Box 442, CANBERRA ACT 2601Website: www.ombudsman.gov.au

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11. CONTACTING THE DEPARTMENT

For more information about the Solar Towns Programme, or to provide feedback, please contact the Department:

Telephone: 1800 075 065

Email: solartowns@environment.gov.au (Please include ‘Solar Towns Programme’ in the subject line of all emails for a timely response.)

Website: www.environment.gov.au/solar-towns

Post: Solar Towns ProgrammeDepartment of the EnvironmentGPO Box 787CANBERRA ACT 2601

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