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Frequently Asked
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Public Safety Infrastructure Fund Grants 2016-17
COMMUNITY CRIME PREVENTION
Information forum for local council staff
An information forum for council staff on the Public Safety Infrastructure Fund grants will be held in
Melbourne on Thursday 16 June 2016. The forum will include tips on writing a successful application, case
studies from councils who have previously received funding under these grants, and presentations from
Victoria Police and the Crime Statistics Agency.
To register to attend, visit our website: crimeprevention.vic.gov.au/events The forum will be filmed and
presentations will be made available on our website after the event.
Eligibility
What do you define as infrastructure?
For the purposes of this program, infrastructure refers to the equipment, materials and physical installation
works involved with a project. It excludes items such as project management, design costs, community
consultation, evaluation, legal and administrative costs, planning permits or fees, camera licences and audit
services. The Department of Justice & Regulation will not fund recurrent infrastructure costs including
camera monitoring for Closed Circuit Television (CCTV) projects and ongoing asset maintenance.
Can we apply for more than one project?
Yes, more than one application can be submitted, however the total funding requested across these
applications must not exceed $250,000 (excluding GST). Please note, where a council applies for more
than $250,000 across multiple applications, all of these applications may be deemed ineligible. The program
is competitive and the department is not able to negotiate with councils to determine priority projects.
Can we submit an application that includes a number of separate sites?
Yes, where you are proposing the same type of project across a number of sites, for example a lighting
initiative. You must address the criteria, provide specific details and break down the cost for each of these
sites. The department may wish to fund individual project sites and if the department cannot distinguish
between these, it reduces the chances of an application being funded.
If you are proposing different types of projects across sites, for example a CCTV initiative in one location
and an environmental design project in another, it is recommended that you submit separate applications.
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Public Safety Infrastructure Fund 2016/17 Frequently Asked Questions
Can we partner with other organisations to implement a project?
Yes, projects involving partnerships between organisations are encouraged. If this is your intention, please
include a list of partners and their respective responsibilities in your application under Assessment Criteria
4.
Community partner responsibilities should be clearly understood by each of the partners. Listing and
agreeing to the respective responsibilities, expectations and limitations of each partner will help ensure that
everyone is clear about what each partner can do, should do and should not do.
Letters of support from key partners clearly outlining their role in the project should be attached to your
application.
Can we apply for funding for CCTV systems?
Yes, applications for CCTV projects are eligible, although mobile CCTV systems will not be funded.
The department encourages projects that form part of an integrated mix of crime prevention activities.
Council should explain how the CCTV project will complement other crime prevention activities within the
identified area.
There are significant issues for councils to consider in planning and implementing a CCTV project. The
department strongly advises councils to review all of the resources relating to CCTV projects available on
our website before applying for funding for a CCTV project.
The Guide to Developing CCTV for Public Safety in Victoria outlines a range of steps that councils should
consider, which commences with ensuring a thorough understanding of the specific crime prevention
problem or issue to determine whether CCTV is an appropriate response.
Other important resources include the Victorian Ombudsman’s Closed Circuit Television in Public Place
Guidelines, the Victorian Privacy and Data Protection Commissioner’s Surveillance and Privacy Information
Sheet 03.12 and Victoria Police’s CCTV policy.
There are also a number of presentations available on the Community Crime Prevention website from
previous forums that may be of assistance. This includes presentations from the Privacy and Data
Protection Commissioner, Victoria Police, a CCTV technical expert, and councils who have implemented
CCTV projects.
Providing evidence
What evidence is required to show that a project is needed?
Clearly describe the crime prevention issue your project will address and provide evidence that is specific to
the project location. It strengthens an application to substantiate the evidence by attaching copies of
relevant documents. Evidence could include, but is not limited to:

community safety audits

survey results

council reports

feasibility studies or consultancy reports

local demographic information relating to an emerging issue

council information (for example, the number of complaints about a particular issue, work logs or
maintenance records)

photographs

information from Victoria Police and the Crime Statistics Agency.
For CCTV projects, it is a mandatory requirement that a letter of support from Victoria Police be provided
(refer to the Grant Guidelines assessment criteria for specific details).
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Public Safety Infrastructure Fund 2016/17 Frequently Asked Questions
What evidence can we provide about our ability to deliver the project?
The funding process is competitive and the Department of Justice & Regulation requires that councils
deliver what they propose in their application, within the time-frames set out in your project plan.
The Department of Justice & Regulation will look for a clear project management approach evidenced by a
detailed project plan, clear budget and evidenced costings. Applications should demonstrate thought about
the delivery of the project and what is required, include realistic time-frames, and consider risks and
contingencies.
If we have a project partner, what information should we provide about them?
If you have project partners, describe their role and how they will contribute to the project.
Project budget
We would like to combine Public Safety Infrastructure Fund grants funding with funding
from another program to deliver a project. Is this possible?
Yes, your project can include other funding sources. Please note that other State Government funding
sources cannot be included as part of the minimum co-contribution to the project.
Can we use the grant funding to cover project management costs?
No. Grant funding requested from the Department of Justice & Regulation must be for the cost of
infrastructure only. However, project management costs can be included in the budget as part of your
organisation’s co-contribution.
Project management is generally expected to be up to 7.5% of the total project cost. If project management
costs are higher, this should be justified within the application and will be considered as part of the merit
assessment.
Do we need to provide a quote or cost estimate?
While a quote may be possible for smaller projects, it is understood this is not applicable for larger projects
where future tender arrangements may be proposed. However, the Department of Justice & Regulation
expects that projects deliver what they propose if they are successful in receiving funding. An evidence
basis for the proposed costing supports the assessment of project viability.
Do you have any tips for completing the budget?
Yes, here are some tips:

the total project income must equal the total project expenditure

the budget needs to include all contributions (including the grant you are requesting) and key
expenditure items related to the project

ensure that you have included the minimum co-contribution outlined in the guidelines. Please note the
minimum co-contribution is a proportion of the total project cost, not the amount of grant funding sought.

ensure you clearly indicate those expenditure items to be funded by the requested grant, and
differentiate those items funded by your organisation’s co-contribution

identify project income from various sources as confirmed or unconfirmed. Note that if funding is not
confirmed from another source, this will be considered in assessing the viability of the project

be accurate in your costings – you cannot ask for additional funds later because the project was not
accurately costed at the start

only include income or expenditure items relevant to the project. If the cost is not directly associated
with your project, it should not be in the project budget

do not include non-infrastructure related costs as part of your grant request, as these items are ineligible
and may result in your entire project being deemed ineligible (these costs can be included as part of
your organisational co-contribution)
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Public Safety Infrastructure Fund 2016/17 Frequently Asked Questions

do not include GST in your budget. Ensure the funding requested and budget are GST exclusive. Any
grant payment you receive will add and include GST.
Submitting an application
I haven’t used an online application before. What help is available for me?
The Department of Justice & Regulation is using an online application system to accept grant applications
for the Public Safety Infrastructure Fund grants. When you click the “Apply Online” link on the Public Safety
Infrastructure Fund webpage, you will be directed to the “Department of Justice - Community Crime
Prevention” homepage. You have to register to use the SmartyGrants system.
The application form is easy to complete. An online manual (with instructions and pictures) is available to
guide you through the application process. If you experience any technical difficulties while writing, saving
or submitting your application, please contact SmartyGrants Support by phone (03) 9320 6888 or email:
[email protected].
How do I spell check or format my response in SmartyGrants?
Most internet browsers (including Firefox v2.0 and above; Safari; and Google Chrome) have spell checking
facilities built in - you can switch this function on or off by adjusting your browser settings.
If formatting is required, you can manually create bullet points by using characters such as * to manually
create lists etc. Please don't copy and paste text formatting into the application from Microsoft Word as this
can disrupt the way that your application displays.
Application writing tips
Respond fully to each selection criteria within the application form, being sure that you:

clearly articulate and evidence the crime prevention issue in your local community

demonstrate linkages between your project and broader community safety plans, council strategic plans
and other relevant plans

ensure you have worked out and are clear about the scope of your project

explain why the proposed solution is the best way of addressing the problem (providing evidence
wherever possible) including consideration of alternative responses

explain the crime prevention and community benefits of your project

be sure you have thought about and clearly communicated how you will monitor, assess and measure
the impact of the project

include relevant attachments (e.g. map of proposed CCTV locations).
Further information on application writing tips will be provided at the Public Safety Infrastructure Fund
Information Forum on Thursday 16 June 2016. This presentation will be available shortly after the forum at:
crimeprevention.vic.gov.au/infrastructuregrants
Grant application outcomes
When will we find out if our application is successful?
It is anticipated that outcomes will be advised within three months of the Public Safety Infrastructure Fund
grants closing date, however this will depend on the number of applications received. You should consider
this timeframe when developing your project plan.
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Public Safety Infrastructure Fund 2016/17 Frequently Asked Questions
Will we be given feedback if our application is unsuccessful?
Unsuccessful applicants will receive a letter advising them of the outcome of their application as well as
contact details if you wish to seek feedback.
Further assistance
Who can we speak with to obtain advice on our application?
To ensure a fair and equitable approach for all councils, the Community Crime Prevention Unit is not able to
provide individual application development support. We encourage councils to attend the information forum
on Thursday 16 June 2016 or view the videoed presentations. We hope these resources will be helpful for
councils considering an application.
If you have any general questions after reading the resources, either phone the Grants Information Line on
1300 221 249 from 8:30am to 5:00pm weekdays, for the cost of a local call, or email the Department of
Justice & Regulation Community Crime Prevention Unit at [email protected]
If you experience technical difficulties while writing, saving or submitting your application, please contact
SmartyGrants support by phone (03) 9320 6888 or email: [email protected].
TRIM ID: CD/16/218146
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