Guidance for Applicants

• About this document
• Introduction
• Overview of the WMF funding process
• Eligibility and assessment criteria
• Applying for funding
• What happens next?
• Glossary

Applying for funding

Once you have confirmed your eligibility using the Online Eligibility tool, you will be given the opportunity to download a copy of the WMF Application Form. You can also request a copy of this form from the Ministry.

Assessing the application

Before you begin filling out the Application Form, you should have an understanding of how your application will be assessed, and who will decide whether to recommend the project for funding.

Who makes decisions on applications to the WMF?

A selection panel will be involved in decision making on applications to the WMF. The panel will consist of internal Ministry for the Environment staff and external members (which may be from other government agencies, the community or industry), and will make recommendations to the Minister.

The Minister for the Environment will determine which applications will be invited to continue on to Stage II of the funding process. The Minister’s decision is final.

How we measure projects against assessment criteria

The panel will review and score applications that meet WMF eligibility criteria. Not all projects that meet the funding eligibility criteria will receive funding. Projects may also be recommended for funding, but for less than the requested amount.

The panel may recommend not allocating the entire amount of funding for the round if there are not enough projects of sufficient quality.

Category	How good is the project?
Project benefits	How will the project achieve its goals? What is the volume of waste reduction, and the degree of reduction of harm? What are the economic and non-economic benefits of the project? What are the ongoing benefits after the funded phase of the project is complete? Can the project be extended to other areas, other wastes, or be implemented by other organisations? Can project outcomes be used to encourage others to become involved with waste minimisation? Could the project act as a catalyst for other waste minimisation activities? Which projects collectively give the largest net benefit over time?
Capability	Does the project manager have the necessary skills and experience? Does the applicant have the necessary resources to succeed? Are partner organisations involved with the project? Is project governance representative of project partners? Does project governance define the decision-making accountabilities? What risks are identified? How are they being mitigated or managed? Is the project likely to succeed?
Funding	How much is required to fund the project? Do the milestones clearly indicate the significant events or key achievements of the project? Are the due dates and estimated costs realistic? Can the applicant, or other funding sources, contribute 20% or more of the total project cost? Does the project have adequate systems and checks in place to ensure spending is properly managed and recorded?
Evaluation	How will the effectiveness of the project be monitored, evaluated and reported against key performance indicators (KPIs)? Are results monitored for a sufficient period after the activities are complete?

Help for the WMF Application Form

This section provides question-by-question help for completing the Waste Minimisation Fund Application Form for project funding 1 July 2010.

Applications must be lodged by 5.00 pm on the closing date. Applications lodged after this time will be ineligible for consideration.

See the Key dates section for more information on time frames

Accessing the Application Form

Applicants who have confirmed their eligibility using the Online Eligibility tool, can download a copy of the Application Form in one of the following formats:

• Microsoft Word 2003 (DOC) documents
• Rich Text Formatted (RTF) documents, which are suitable for most word processing software
• Portable Document Format (PDF) documents, which are suitable to print and complete manually. Once you have completed the form, scan and email or post it to the Ministry for the Environment.

We prefer you to apply via email using the electronic (RTF or Word) form. This electronic format allows you to download a copy to your computer, then complete and save your answers as you go. It also performs some of the calculations for you. Once you have completed the form, send it via email to wmfapplication@mfe.govt.nz with ‘WMF Application’ in the subject line.

Completing the application

Complete the form by fully answering all questions relevant to your organisation and project. When attaching documents:

• please do not answer questions with ‘refer to’ or ‘see attached’
• only attach documentation that the Ministry has specifically requested
• do not include requested documents as part of an answer in the body of the application but ensure they are attached separately
• please send copies of documents rather than originals, as we do not return documents.

Larger projects

Applicants who are requesting more than $200,000 are considered to be ‘larger’ projects, and will need to provide a greater level of detail than other applicants.

If you are applying for more than $200,000, you will need to provide a copy of:

• the project feasibility study
• the project business plan
• background material about the project and the organisation
• references from successfully completed publicly funded projects (if applicable)
• documentation which supports your capability statement.

SECTION 1: Applicant details

Organisation details

Include the name and details of the lead applicant or organisation, and a brief description of the organisation. The description should include the applicant's main activity, and any waste industry experience.

Applicants for larger projects (requesting over $200,000) should also attach background information about their organisation. This might include detail about the organisation’s vision, mission, values and strategy.

Legal entity status

The applicant must be a legal entity with capacity to contract with the Ministry. Legal entities include companies, limited partnership, individuals and incorporated societies.

You will need to provide proof of the legal status with your application.

Entity Type	Proof of legal status
Incorporated Society	Registration with the Companies Office under the Incorporated Societies Act 1908
Limited Liability Company	Registration with the Companies Office under the Companies Act 1993
Cooperative Company	Registration with the Companies Office under the Co-operative Companies Act 1996
Charitable Trust	Registration with the Companies Office under the Charitable Trusts Act 1957
Limited Partnership	Registration with the Companies Office under the Limited Partnerships Act 2008

Contact person details

The contact person is the primary contact for this application. Should further information be required, the Ministry will contact this person.

The primary contact person needs to ensure that they are available during the ‘completeness’ checks of the Application Form.

See the Key dates section for more information on time frames.

SECTION 2: Project details

1. What are the details of your project, and what level of funding do you require?

State the title, type, purpose, and location of the project. The project:

• purpose should be a short description of what you hope the project will achieve. You will have the opportunity to expand on this description later in this application.
• location is the area or region in which the project is located.

Estimate the total project cost, and the level of funding required. Applicants for larger projects (over $200,000) should also attach background information about their project.

Project type

Project Type	Description
Infrastructure and/or services	Projects that directly minimise waste
Investigative	Feasibility studies, research and development, proof of concept, other investigative projects
Education and awareness	Training and educational projects

2. How does your project directly support the Ministry’s waste minimisation objectives?

The Ministry has set specific waste minimisation objectives that are intended to increase resource efficiency, increase reuse, recovery and recycling, and decrease waste to landfill.

Select as many as apply to your project from the following list, then briefly explain how your project achieves that objective.

Objective	Definition
Reducing waste generation	Lessening waste generation: including by using products more efficiently or by redesigning products in relation to a product, lessening waste generation in relation to the product.
Reuse of waste	Reuse is the further use of waste or diverted material in its existing form for the original purpose of the materials or products that constitute the waste or diverted material, or for a similar purpose.
Increasing recovery of resources from waste	Includes both recovery and recycling: recovery is the extraction of materials or energy from waste or diverted material for further use or processing recycling is the reprocessing of waste or diverted material to produce new materials.

3. How does your project result in new waste minimisation activity?

Projects must result in new waste minimisation activity, either by implementing new initiatives or by a significant expansion in the scope or coverage of existing activities.

Briefly explain the new waste minimisation activity that would result from your project.

Examples

• Implement an activity not currently done elsewhere in New Zealand.
• Expand an existing scheme to include new types of waste or diverted material, or significantly increase the volume of waste minimisation.
• Expand an existing scheme into new geographical areas.
• Implement a scoping or feasibility study that, if successful, will result in new waste minimisation activity.

4. Are you aware of any similar waste minimisation activities in your region?

Only answer this question if there are similar waste minimisation activities in your area or region. Funding is unlikely to be available for projects that displace existing activity.

Briefly describe the existing activity (what is currently happening, and who is doing it).

Explain whether your proposal competes with, complements or does not affect the existing activity.

Example

A current recycling service covers only 50 per cent of the area. Your project might extend the service to include the remaining 50 per cent of the area.

5. Will your project promote waste minimisation to the wider public?

If your project will promote waste minimisation to the wider public, please briefly describe how you will go about it.

Include details about your target audience, and the type of promotion you will be doing.

Applicants for larger projects (those requesting over $200,000) should include this information in their business plan.

6. Has your organisation successfully completed a publicly funded project?

Provide the details of any other publicly funded project(s) that your organisation has successfully completed.

If your organisation has completed a number of publicly funded projects, please attach a list of these projects, and relevant details, to your application.

Briefly give details about the most recent project(s), including budget and outcomes. Include the details of a contact person from the funding organisation that we can talk to about the project.

7. Are you applying on behalf of a territorial authority?

Complete this question if you are applying as a territorial authority.

Please specify how this project differs from your statutory responsibilities under section 32 of the Waste Minimisation Act 2008 (the Act), and explain why this project is not funded out of the levy money received under section 32 of the Act.

SECTION 3: Project benefits

The panel will use this information to score applications in terms of each project’s effectiveness, contribution to waste minimisation, and strategic value in achieving the purpose of the Fund. Preference will be given to projects that collectively give the largest net benefit over time.

8. What is the waste problem or opportunity that you plan to address with the project?

Describe the extent of the waste problem or opportunity. The project must focus on waste minimisation (eg, projects to clean up waste from beaches, or litter removal, are not eligible for consideration).

Include information such as:

• whether a demonstrated need exists
• the size of the problem (eg, number of tonnes currently going to landfill, percentage of people currently not recycling)
• the current method of disposal (eg, landfill, littered, or burnt).

Describe any benefits of addressing the problem or opportunity.

9. What is the solution you are proposing?

Describe the solution you are proposing in terms of your project’s contribution to enhancing New Zealand’s performance in waste minimisation.

Include details about the proposed method of reuse, recycling or reduction, if appropriate.

10. Which waste type(s) is your project focusing on?

Please describe the waste type(s) you are addressing.

For each waste type, estimate the current weight for that waste (eg, size of the problem) and the weight that your project proposes to reduce, reuse, or recycle or recover during the project. If you currently measure weight in terms of item or volume, please convert this amount to tonnes, (eg, if you measure in units, estimate the weight of each unit and then convert it to tonnes).

Include any additional details in the space beneath, including estimates of any profit gained by reducing, reusing, recovering or recycling the waste type, or the method of converting the weight to tonnes.

11. What objectives have been set for your project, and how do you intend to achieve them?

List the specific and measurable objectives and targets that your project is proposing. Include the anticipated time frame to achieve those targets.

Make your objectives ‘SMART’.

• Specific – objectives should specify what they want to achieve.
• Measurable – you should be able to measure whether you are meeting the objectives or not.
• Achievable – are the objectives you set, achievable and attainable?
• Realistic – can you realistically achieve the objectives with the resources you have?
• Timely – when do you want to achieve the set objectives?

For each objective, provide detail about the types of activity(ies) that will be done as a part of your project, and how you will measure the activity (ie, your Key Performance Indicator (KPI) for the activity).

Examples

Project to raise awareness about harm done by electronic waste
Objective	To reduce electronic waste to landfill by 20% by 2012
Activity	Hold 10 seminars
KPI	1000 people
Project to implement new recycling method
Objective	To recycle 80% of all plastics by 2013
Activity	Install new sorting machine
KPI	50000 tonnes

12. What are the specific benefits of the solution?

Provide details of any benefits of the solution, in terms of economic, environmental, social and/or cultural benefits.

Benefit	Includes
Economic	Monetary benefits from the recovery of valuable materials from waste
Environmental	Reduction of harm to the environment (eg, reduction in greenhouse gases from waste, reduction in toxicity of leachate, reduction of waste to landfill)
Social	Creation of new employment opportunities, improvement in health and well-being of the community
Cultural	Better access provided to wide range of groups, current barriers to waste minimisation participation removed

13. What other stakeholders are going to be included in this project?

Preference will be given to projects that operate collaboratively.

Select the stakeholder groups that will be included, and give a brief description.

You will be given the opportunity to provide more information about Funding Partners later in this application.

14. How might your project influence, encourage or enhance other waste minimisation activities?

Explain how your project could enhance the uptake of waste minimisation or benefit other (current or future) waste minimisation activities.

Applicants for larger projects (those requesting over $200,000) should include this information in their business plan, and attach it to their application.

Examples

• The solution makes current waste minimisation activities easier, more popular, or more economic.
• The solution could be extended to other areas or other waste types.
• Other organisations could implement or build on the solution.
• The solution could act as a catalyst for other waste minimisation projects or activities.

15. How will you ensure the solution or the benefits of the project will endure, once WMF funding has ended?

A successful project is not only one that has immediate visible effects but also produces long-term sustainable outcomes.

If you intend your project to continue after funding ends, please explain how you intend to make it self-sustaining at the end of the funded phase. This is particularly important if this is the establishment phase of a longer-term project.

If your project is a short-term project, and will be complete once the funding ends, please explain how you intend to ensure that any benefits are not lost once the project is complete.

Applicants for larger projects (those requesting over $200,000) should include this information in their business plan.

SECTION 4: Milestones and funding

Please read the following instructions thoroughly before completing Section 4 of the Application Form.

The purpose of this section is for the panel to get a clear understanding about the milestones for the first year of the project, and if applicable, a summary of Years 2 and/or 3.

Applicants requesting more than $200,000 should also attach a copy of their business plan.

Note: It is important that you keep a record of all your workings so you are able to explain this breakdown should funding be successful. If you are invited to proceed to Stage II, you will need to prepare a more detailed budget and project plan for final approval.

16. What are the milestones in the first year of your project?

Milestone description and date

Please outline up to six milestones for Year One of the project, giving a description, a due date and the estimated cost for that milestone.

A milestone is a measurable event that indicates a significant development or a key achievement at a specific stage in the project. If a milestone is met, the project can move on to the next step; if it is not met, corrective action may be required.

Funding is paid in instalments tied to the achievement of each milestone.

If you are completing this section online, the total estimated cost will populate the Estimated Project Cost (A) in the Funding summary question for Year One.

Examples

• Five waste minimisation workshops for 150 participants held.
• Communications plan completed.
• Concrete foundation for plant laid.

Estimated total costs

Work out the total estimated cash cost of each milestone as accurately as possible. You can use the Cost category table on the following page to help you estimate your costs.

The panel will base their assessment on these figures. All costs must be exclusive of GST.

If your organisation is involved in other activities or projects in addition to the WMF project, it may be difficult to allocate some costs (eg, administration, electricity). In these cases you may claim a proportion of costs equivalent to the time your organisation will devote to the WMF project. It is important that you are able to explain this breakdown at the project planning stage.

Cost category table

Category	Description
Personnel	The wages/salaries of all the people directly involved in the project.
Administration	Expenses directly related to the project (eg, stationery, rent, insurance, postage, courier).
Consultants or contractors	Third parties you have sub-contracted to work on the project (eg, environmental consultancies, Crown research institutes).
Capital	Capital expenditure essential for project, including the cost of bringing the new asset to working order.
Equipment	Rental and leasing of equipment for the project.
Travel and accommodation	Specific travel and accommodation costs related to the project (eg, mileage, air travel, hotel accommodation).
Promotion and dissemination	Expenses that relate to promoting the project or waste minimisation (eg, the production of brochures, advertising costs, seminars).
Financial or legal expenses	Financial or legal expenses incurred solely in relation to the project.
WMF requirements	If you are successful in obtaining WMF funding, there are a number of reporting and compliance tasks that you are required to undertake which will involve a time commitment.

17. If you require funding for longer than one year, what is planned for the following year(s)?

Multi-Year funding

Only complete this question if you are applying for multi-year funding (up to three years).

For each year, briefly summarise what the project is expected to achieve, and the estimated project cost. Use the Cost category table above to help you estimate your costs. All costs must be exclusive of GST.

If your application for multi-year funding is successful, then funding for subsequent years will be conditional upon your project meeting deliverables and other agreed requirements. You will also need to submit an updated project plan on an annual basis, showing the new milestones, tasks and deliverables for that funding year.

If the funding is for the establishment phase of a longer-term project, then there will also need to be confidence that the project will continue after WMF funding ends.

If you are completing this section online, the total estimated cost will populate the Estimated Project Cost (A) in the Funding summary question for Years Two and Three.

18. How much are you requesting from WMF, and how much have you obtained from other sources?

Estimated total project cost (A)

The total amount the project will cost you to complete. This is the sum of the estimated project cost for the Year One milestones, and any estimated costs from Years Two and Three.

If you are completing the Application Form electronically (in RTF or Word), the amount will be calculated for you from your previous answers.

Funding sought from WMF (B)

Enter the total amount you are seeking from the WMF.

The WMF can only fund a percentage of your estimated project cost and you need to secure the balance.

Balance (A – B) = (C)

The difference between the Estimated project cost (A) and the Funding sought from the WMF (B).

If you are completing the Application Form electronically (in RTF or Word), the amount will be calculated for you from your previous answers.

Cash contribution

Enter the amount your organisation and/or partners are contributing to the project (if any).

Other funding

Enter the total amount of funding that other sources (excluding WMF) will contribute to your project.

Only include funding that you have applied for, and is either approved or still pending (ie, not declined).

You must also complete the Other funding sources table.

Total income/funding (D)

The sum of Cash income and Other funding.

This figure should equal the Balance (C). If the figures do not match, you will need to either increase your request for funds, or contribute more income or other funding to the project.

If you are completing the Application Form electronically (in RTF or Word), the amount will be calculated for you from your previous answers.

WMF share of costs (E)

The percentage of the estimated project cost that you are seeking from the WMF.

(Funding sought from the WMF (B) X 100) / (Estimated project cost (A))

If you are completing the Application Form electronically (in RTF or Word), the amount will be calculated for you from your previous answers.

Other funding sources

You must complete this question if you identified Other funding in the previous Funding Summary table. List all other sources of funding (excluding WMF) for the project. For each source, identify the amount, and the status of the funding, for example:

• confirmed offer (approved) and the date funding is expected
• pending application, and the expected decision date.

If your application is successful, we may contact the person nominated as the contact person to discuss the status of the funding.

SECTION 5: Capability

Applicants should be able to demonstrate that they have the skills, expertise and experience to undertake the project.

If successful in progressing to Stage II, applicants will need to submit a full project plan that demonstrates how the project will achieve clearly defined goals, how progress will be measured, and how the project will become self-sustaining at the end of the funded phase.

19. Who is your project manager, and what skills and experience do they have?

Provide details of the person who will have overall responsibility for delivering this project including their relevant technical skills and experience.

If this person has not yet been appointed, what skills and experience will they be required to have?

20. What resources does your organisation have to ensure successful completion of this project?

Describe the resources your organisation will require to complete the project successfully, for example:

• office space, IT equipment, internet access
• staff skills and experience.

21. What project governance is planned to be in place for the project?

Describe the project governance that you plan to have in place for the project, to ensure that decisions are made consistently and robustly, money is spent responsibly, and risk is managed effectively?

Project governance defines the accountability and responsibilities for strategic decision making across the project (eg, a project management hierarchy). It may also include processes for managing the project.

Examples

• Project or Steering Committee (including responsibilities, schedule and members)
• Governance arrangements with sub-contractors or partners
• Processes for tendering
• Processes for monitoring and auditing the project

22. Are there any partner organisations that will be involved with the project?

Collaboration and partnerships may add expertise, additional resources or other attributes that strengthen the proposal. The degree of partnership and cross-sectoral collaboration will be taken into account in assessing the strategic value of proposals.

If you are completing the Application Form in RTF or Word format, and require additional lines, press the TAB key on your keyboard to add another row.

SECTION 6: Project evaluation

23. How will you evaluate your project?

• Briefly describe how you will measure the effectiveness of your project.
• How will you monitor, evaluate and report on the project?
• How long will you monitor results monitored after the activities have been completed?

Examples

• Measurement of the volume of waste reduced, reused, recycled or recovered.
• Change in behaviour of a percentage of people attending education/awareness sessions.

SECTION 7: Additional information

24. Is there anything else we need to consider about your application?

Provide any additional information that your organisation considers important and has not been covered in previous sections.

Include any known conflicts of interest, for example relationships to panel members, Ministry for the Environment staff, or the Crown.

SECTION 8: Declaration

A person with the organisation’s signing authority must complete this declaration, for example, the Chief Executive Officer or equivalent delegated authority. This person may be different to the primary contact person for the application.

If completing the Application Form in RTF or Word format, the responsible person can type their name in the Signature field to complete the form electronically.

Previous Next