NSW Landcare Enabling Program 2023-2027 - Frequently Asked Questions

The NSW Landcare Enabling Program 2023-2027 is the NSW Government’s $59 million commitment to support Landcare in NSW over the next four years.

The first phase of this investment is the $33.12 million NSW Landcare Local and Regional Coordinator grants program which will result in up to 83 Full Time Equivalent (FTE) local and regional coordinators and support staff being employed across NSW. These positions will improve the facilitation and delivery of local, on-ground projects and meet the growing needs of local and regional communities. The program will also invest in the professional development of these staff by providing up to $5,000 per local and regional coordinator for professional development over the employment period.

The NSW Landcare Local and Regional Coordinators grants program is administered by both Local Land Services NSW and the Department of Regional NSW.

Up to $33.12 million will be available to eligible NSW Landcare groups and networks to employ up to 83 FTE local and regional Landcare coordinators and regional support administration officers.

This amount also includes professional development of up to $5,000 per local and regional FTE over the employment period.

The NSW Landcare Local and Regional Coordinators grant program opens at 9:00 am on Monday 9 October 2023 and closes at 11:59pm on Friday 3 November 2023.

Applications will be assessed as soon as they are received.

There will be two optional online information sessions provided for applicants: 

• Session 1 will be held on Tuesday 10 October from 11:00am – 12:00pm
• Session 2 will be held on Wednesday 25 October from 11:00am – 12:00pm

Registrations will be able to be submitted online. A link will be provided on this website shortly. 

Successful applicants will be notified from December 2023, or as soon as possible after an application is approved, at the NSW Government’s discretion.

Both regional host organisations and local host organisations are able to apply for funding.

Regional host organisations can be characterised as larger NSW Landcare groups and networks that are responsible for the strategic direction and regional coordination of Landcare activities in their region. Regional host organisations generally support smaller NSW Landcare groups and networks to plan and deliver local Landcare projects, coordinate volunteers and participate in regional and NSW-wide activities.

Local host organisations can be characterised as smaller NSW Landcare groups and networks that primarily focus on smaller defined-scale activities in their local area.

Roles will be located NSW-wide and funded until 30 June 2027.

Up to $33.12 million is available under the Program to eligible applicants/host organisations to employ a total of 83 FTE roles comprising up to:

• 72 FTE local Landcare coordinators, or
• 66.5 FTE local Landcare coordinators and 5.5 FTE regional administration support officer, and
• 11 FTE regional Landcare coordinators.

There will be two streams of funding:

Stream 1: Regional Applications - Priority

To be eligible for funding under Stream 1 applicants must include a regional Landcare coordinator role in their application.

Priority will be given to applications that seek the maximum funding and FTE allocation for their region (Appendix C of the Program Guidelines (PDF 260.07KB) provides each region’s funding allocation).

The employment of a regional administration support officer is recommended but optional. An application can reallocate the 0.5 FTE towards the local Landcare coordinator FTE instead of a regional administration support officer, noting this will have a budgetary impact.

Stream 2: Local Host Organisations

Unallocated funding/FTE roles from Stream 1, will be made available under Stream 2.

To be eligible for funding under Stream 2 applicants must seek funding solely for local Landcare coordinator(s) within the region’s funding and FTE allocation.

Stream 2 applicants within the same region will be competitively assessed and ranked against eligibility and merit assessment criteria.

No. Any Stream 1 applicants who want to be considered for Stream 2 will need to lodge a separate application for Stream 2.

The regions specified under the Program reflect Local Land Services regions.

More information regarding regions can be found on Local Land Services’ website.

Funding has been determined by the Joint Management Committee made up of Landcare NSW and Local Land Services senior representatives. All regions have received at least double the amount of FTE from the previous program.

Each region’s funding allocation is detailed in the Program Guidelines (PDF 260.07KB).

You can find a list of existing regional Landcare groups at Landcare.nsw.gov.au.

A region may choose not to have a regional Landcare coordinator and only local Landcare coordinators. However, applicants should consider how information will be effectively disseminated across the region without a regional Landcare coordinator.

The Department of Regional NSW will review all applications against the eligibility, viability and merit assessment criteria. Recommendations for funding will be made to an Assessment Panel. The Assessment Panel will consider applications within each Local Land Services region before a recommendation is made in writing to the final decision maker, the Minister for Agriculture.

Where a region’s funding allocation is not fully exhausted, the Assessment Panel may decide at its discretion to offer an eligible applicant in that region the opportunity to fulfil the remaining allocation. The Assessment Panel may also decide at its discretion to reallocate any remaining funds to another region.

Where a region’s funding allocation is not fully exhausted, the Assessment Panel may decide at its discretion to request an eligible applicant in that region to submit a further funding proposal or redistribute any remaining funds to another region that requires additional support. This will be determined on a case-by-case basis.

The pay scales for the local Landcare coordinator, regional Landcare coordinator and regional administration support officer roles are based on the Local Land Services 2022 Award.

The Program Guidelines (PDF 260.07KB) details the Award rates.

Penalty rates cannot be included in cost estimates. It is the responsibility of any organisation employing employees to ensure they are appropriately renumerated.

FTE is full-time equivalent and equates to 35 hours a week (Monday to Friday).

The minimum FTE per role is 0.5FTE. The maximum FTE is 1FTE for Local and Regional Landcare coordinator roles.

Preference will be given to applications that provide for full-time arrangements for local and regional Landcare coordinator roles.

These roles can be subject to part-time or job-sharing arrangements (minimum 0.5 FTE) and can be refilled if they become vacant during the employment period.

If full-time arrangements are not achievable, applicants must provide an explanation as to why.

The funding will cover all employee entitlements including a 23% on-cost superannuation, annual leave loading and workers compensation for the full employment period up to 30 June 2027. No further funding will be provided during the Program period to meet employee costs. Applicants should seek professional taxation and industrial relations guidance before submitting their application to understand their obligations for any benefits provided to employees.

Funding applications can include: 

• employment costs such as remuneration, superannuation, leave entitlements, annual leave loading and workers compensation up to 30 June 2027 for the roles specified under the Local and Regional Coordinators Program. Remuneration must be aligned with that set out in the Program Guidelines (PDF 260.07KB)
• a one-off employment adjustment cost in Year 1 of funding, to a maximum of 2.5% of grant funding, for (but not limited to) a laptop and phone equipment, and/or   
• operational costs to a maximum of 10% of grant funding, including: 
  • phone and internet usage  
  • travel expenses, and/or 
  • administrative expenses (for example, office accommodation, bookkeeping, insurance, audit, human resources).

Yes, an allowance of $5,000 will be available over four years for each local and regional Landcare FTE.

Local and Regional Landcare Coordinators are supported to undertake professional development activities identified in collaboration with their host organisations as being a priority in order to better serve the community. 

Capacity building can also be achieved through coordinated, state-wide training initiatives that are recognised as core skills (for example, project management, facilitation and strategic planning).

Eligible professional development activities under the Local and Regional Landcare Coordinators program include:

• technical training/courses required to undertake these roles, for example, First Aid, 4WD training, computer skills, grants and governance training (this is role dependent) 
• social media, website training and/or media training 
• conferences and subscriptions where they are directly related to the role, for example, Landcare Conference 
• community engagement and well-being training, for example, RuralBiz, Art of Hosting, Mental Health First-Aid, role specific professional coaching 
• leadership training such as leading teams and community groups 
• academia that is directly related to the role, and/or 
• best practice management in natural resource management, agriculture, sustainability.

Reporting of professional development expenses will be captured in the Program’s reporting obligations.

The NSW Landcare Enabling Program 2023-2027: Local and Regional Coordinators program does not include any on-ground works.

If an application does not meet the eligibility criteria for project costs included in the Program Guidelines (PDF 260.07KB) it will be deemed ineligible.

Under the Guidelines, the following costs are ineligible: 

• activities associated with the day-to-day core business of NSW Landcare, for example, weeding, rubbish removal, soil management, biodiversity etc. While regional and local coordinators may participate in activities such as these from time to time these will not be funded under this program
• capital expenditure above $5,000 per item
• the repayment of existing debts or budget deficits 
• administrative and operational costs not related to the roles specified under this program 
• staff wages, salaries and/or employment costs for roles other than those specified in the Program Guidelines 
• vehicle usage or hire not directly attributable to the Program 
• fixed or non-fixed equipment (except the employment support costs specified as eligible costs) 
• costs incurred in the preparation of an application to this program or related documentation 
• costs that require recurrent or ongoing funding from the NSW Government
• costs relating solely to marketing, advertising (other than for recruitment purposes for the Program), or product promotion, including education and information campaigns
• costs for the implementation and delivery of other funded projects (including from another NSW Government source) by the roles specified under this program, or
• costs already funded by other grant funding, including from another NSW Government source, for the same costs over the same period.

If an application does not meet the eligibility criteria outlined in the Program Guidelines (PDF 260.07KB), it will be deemed ineligible.

The following applications are considered ineligible:

• funding requests for less than 0.5 FTE per coordinator role. FTE may be split (eg. 2 employees sharing either a regional or local Landcare coordinator position at 0.5 FTE each). FTE cannot be split across different role types.
• where the proposed role(s) delivers primary benefits outside of the applicant’s region 
• a Stream 1 Applicant has not requested funding for a regional Landcare coordinator, and/or
• a Stream 2 Applicant requests funding for a regional Landcare coordinator and/or regional administration support officer.

Visit the SmartyGrants portal to apply.

The Program will be a single stage application process. Applicants are required to submit their application and supporting documents into the Program’s online portal. All supporting information provided must match the name of the Applicant. Applications cannot be reopened or amended once the closing date has passed.

To be considered for eligibility, applications must include evidence:

• of incorporation, such as an incorporation number and/or certificate of incorporation or registration; or of being a company limited by guarantee 
• of $20 million Public Liability Insurance for the term of the funding deed in the name of the Applicant 
• that the Applicant is a Landcare group or network in NSW
• that the Applicant is a Landcare NSW member organisation (currently paid) or a regional Landcare NSW body as listed in Schedule 1 of the Constitution Landcare NSW Limited (27 July 2022)
• that the Applicant is located within 1 of the 11 Local Land Services regions
• that the Applicant is financially viable and able to demonstrate that it is likely to remain so over the term of the funding deed, and
• that the Applicant has an ABN.

Applicants must provide evidence to support their application. Examples include:

• letters of support from local and regional stakeholders
• documented partnerships and collaborations
• strategic documents
• program plan for the employment of the proposed roles
• program budget up to 30 June 2027
• completion or milestone reports from other funded projects
• governance documents such as its constitution, governance structure, governance policies and procedures, 
• recent financial reports.
• quotes or estimates of eligible items required to support the employment, and/or 
• estimates of eligible add-on employment costs such superannuation, workers compensation, leave loading etc. 

Multiple forms of evidence will score favourably in the assessment process.

Once an application has been received, the Department of Regional NSW will review applications against the eligibility and merit assessment criteria. Recommendations for funding will be made to an Assessment Panel. The Assessment Panel will consider applications within each Local Land Services region before providing it’s advice and recommendations to the Minister for Agriculture for consideration and final approval.

Throughout the assessment process additional information or advice may be requested from applicants, other NSW Government agencies or third parties (such as probity advisors) to assist with the assessment of applications.

Successful applicants will be notified confidentially in writing and required to enter into a funding deed with Local Land Services.

Unsuccessful applicants will be notified in writing of the outcome of their application and offered a feedback session to assist with future grant applications.

Funding amounts are GST exclusive.

Applicants are not required to make a financial co-contribution.

If successful, grantees will be required to submit progress reports to the NSW Government as outlined in the funding deed.  This will include financial evidence of expenditure incurred as well as evidence of employment and completion of deliverables (for example, payroll reports and statutory declarations on positions filled).

Yes. Further information and resources are available from www.nsw.gov.au/lep.

There will be two optional online information sessions provided for applicants:

• Session 1 will be held on Tuesday 10 October from 11:00am -12:00pm
• Session 2 will be held on Wednesday 25 October from 11:00am – 12:00pm

Registrations will be able to be submitted online. A link will be provided shortly.

For further assistance please contact lep@regional.nsw.gov.au.

Successful applicants will be required to enter into a funding deed with Local Land Services.

A sample funding deed will be available shortly.

Successful applicants will be required to provide all supporting documentation and approvals before Local Land Services can enter into a funding deed.

Local Land Services makes no binding funding commitment to an applicant until both parties sign a funding deed.

Successful applicants must not make financial commitments for funded activities until both parties sign a funding deed.

Grants will be paid via milestone payments set out in the funding deed. Timing and requirements will vary at Local Land Services’ discretion.

Grantees will be required to submit progress reports as outlined in the funding deed.  This will include financial evidence of expenditure incurred as well as evidence of employment and completion of deliverables of the approved roles (for example, payroll reports and statutory declarations on positions filled).

Successful applicants will be notified in writing by letter and/or email. Successful applicants must keep the grant confidential for a period if an announcement is likely to be made by the NSW Government.

Unsuccessful applicants will be notified in writing of the outcome of their application and will be offered a feedback information session to assist with future grant applications.

Applicants are encouraged to think strategically and plan for the entirety of the Program duration to 30 June 2027. This means considering what roles are required now, or in the future, to deliver the objectives of the Program.

The grant guidelines (PDF 260.07KB) will prioritise Stream 1 applications to support the continued development of Regional Landcare Bodies, to be the regional enabler of the NSW Landcare Program and its Program Elements (Local and Regional Coordinators, Community of Practice, Professional Development, Working Together Program and new Program Elements), working with Local Landcare Groups and Coordinators.  

Third parties can assist a regional host organisation to employ a regional Landcare coordinator and/or regional administration support officer. Such arrangements are limited to situations where the regional host organisation is actively working towards being able to independently support the employment of these roles within a maximum 2-year period. Following this initial transition period employment will transfer to the regional host organisation.

If a third-party arrangement is approved, Local Land Services will execute a funding deed with, and pay grant monies to, the regional host organisation for the duration of the employment up to 30 June 2027.  The regional host organisation will enter its own arrangement with the third party to reimburse employment costs during the transition period.

Such applications must provide:

• evidence justifying the need for this transitional arrangement
• examples demonstrating how a third-party arrangement has successfully achieved a similar outcome in the past (if applicable), and
• a transition plan detailing how employment will be transitioned to the host organisation by no later than the end of the 2-year transition period.

The NSW Government prioritises valuing and embedding Aboriginal cultural knowledge in land management and strengthening the economic independence of Aboriginal people through increased employment.

The NSW Government is also committed to providing dignified and equitable inclusion to social, environmental and community programs and employment opportunities to people with disability.

Both need to be addressed as part of the Assessment Criteria and the intent is for applicants to identify strategies that will be used to support employment opportunities of Aboriginal and/or Torres Strait Islander people and people with a disability.

As an example, this could include advertising roles on targeted Aboriginal employment websites and/or advertising roles as an identified role.

Applicants may consider aligning their activities and expected outcomes during 2023-2027 to existing relevant plans such as Local Land Services Natural Resource Management Plans and Landcare NSW Strategic Plan, in addition to their specific Regional Landcare Strategy or Regional Landcare Plan.

There are two options for local host organisations seeking funding for LLC FTE:

1. Local host organisations may contact their regional Landcare organisation and work with them to be included in the regional application (if a regional application is being prepared), this is a Stream 1 application. The funding deed and accountability with Local Land Services lies with the Regional Host Organisation who would have separate auspicing arrangements (for example sub contracts) with local host organisation/s. These arrangements must be managed by the successful applicant and the relevant auspicing / sub-contracting organisation and are separate to the funding deed with Local Land Services, AND/OR
2. The local host organisation may also apply under Stream 2 (Local Host Organisations) to host LLC FTE.

It is possible, that a regional host organisation may apply for only one or both regional roles ie Regional Landcare Coordinator and Regional Administration Support Officer, in addition to all, some or none of the LLC FTE allocation for the region.

Priority will be given to applications that seek the maximum funding and FTE allocation for their region. Employment of a regional administration support officer is recommended but optional. An application can reallocate the 0.5 FTE towards the local Landcare coordinator roles noting this will have a budgetary impact.

Stream 1 applicants within the same region will be competitively assessed and ranked against the eligibility and merit assessment criteria.

Regional host organisations can be characterised as larger NSW Landcare groups and networks that are responsible for the strategic direction and regional coordination of Landcare activities in their region.

Regional host organisations generally support smaller NSW Landcare groups and networks to plan and deliver local Landcare projects, coordinate volunteers and participate in regional and NSW-wide activities.

Given their larger size and wider remit, regional host organisations are more likely to have the infrastructure, capacity and systems (e.g. payroll, human resources, administrative and IT support) to employ all three roles funded under the Program i.e. 1 FTE regional Landcare coordinator, local Landcare coordinator/s and 0.5 FTE regional administration support officer. Regional host organisations may auspice a local Landcare coordinator in a local host organisation.

If, for example, a regional Landcare Network or organisation has previously performed as a regional host i.e. employed a Regional Landcare Coordinator previously, and/or has served as a regional representative to Landcare NSW State Advisory Council, the entity would be considered a regional host organisation.

The guidelines do not specify restrictions on MoUs or other arrangements providing resource support i.e. office space, vehicle access etc. These arrangements are to be managed solely by the successful applicant with the organisation providing support.

Applications will be assessed against deliverability of the grant including "their ability to employ, host and manage staff up until 30 June 2027". It is recommended that applicants address how this arrangement would support deliverability in your application.

The other organisation could be any organisation i.e. does not have to be an eligible applicant.

Please note, there are restrictions on third party arrangements where the third party is assisting a regional host organisation to employ a regional role. See third party arrangements.
 

One of the aims of the next four-year NSW Landcare Program is to strengthen Landcare at the regional level and the partnership and working relationship between Landcare and Local Land Services. The Joint Management Committee is working towards the Regional Landcare organisation being the regional enabler of the NSW Landcare Program and its Program Elements (Local and Regional Coordinators, Community of Practice, Professional Development, Working Together Program and new Program Elements), working with Local Landcare Groups and Coordinators.

The Program has been designed in consultation with the Landcare community to build the capacity of Landcare groups at both the local and regional level, and approved by the LLS and Landcare NSW Joint Management Committee.

The guidelines do not specify auspicing/sub-contract arrangements between eligible Regional Host Organisations and Councils (or other organisations) who propose to support the regional host organisation by employing and/or providing resource support i.e. office space, vehicle access etc for Local Landcare Coordinator positions. This arrangement may be considered. 

These arrangements must be managed by the successful applicant and the relevant auspicing / sub-contracting organisation and is separate to the funding deed with Local Land Services.

The funding deed and all accountability regarding the deed i.e. reporting, milestone payments etc, will remain with the successful applicant. 

Applications will be assessed against deliverability of the grant including "their ability to employ, host and manage staff up until 30 June 2027". It is recommended that applicants address how this arrangement would support deliverability in your application.

Any discrepancies identified between the program budget template and the total Guidelines Maximum funding per region, will be confirmed through the contracting stage with the successful applicant. 

The Program Budget template calculates costs of FTE based on the role type with an indicative commencement date of 1 Feb 2024. This is indicative only.

The critical need is for applicants to insert their required FTE by role. The final funding amount to successful applicants will be confirmed during the contracting stage.

Please also be aware that the Program budget template has been updated to include 10% admin costs for Regional Administration Support Officer.

All roles are based on a 35 hours/week using the Local Land Services Award to determine budget amounts. Applicants are strongly encouraged to seek professional taxation and employment guidance before submitting their application to understand their obligations to employees.