Community focused land transport activities funding process 2007/08

Handbook 1, October 2006

Print version: Handbook 1 (PDF, 718 KB, 28 pages)

More information about the funding process may be found in the Guidelines to 2007/08 land transport programmes, available on the Land Transport NZ website

Contents

• Introduction
• Key phrases
• Background
• Flow of funds for community focused activities
• Key changes to funding of community activities
• Using the work categories
• Developing the information needed in LTP online
• Local share
• Allocation of funding
• More information coming
• Land Transport NZ regional contacts
• Appendix one: Commonly used terms
• Appendix two: Worksheets
• Appendix three: Extra information
• Appendix four: Making your funding application using LTP online
• Appendix five: Funding expectations
• Appendix six: Key dates

Introduction

Land Transport New Zealand has produced this handbook to assist approved organisations apply for 2007/08 funding for community focused land transport activities. It focuses on the information that is required in the draft land transport programmes of approved organisations. An expanded version of the handbook will be provided early in 2007 which will include information on the details required in approved organisations' final land transport programmes.

The management of funding for community focused land transport activities is changing from 1 July 2007.

From that date, Land Transport NZ will fund approved organisations (city, district, regional councils and Transit New Zealand) for community focused activities to meet local priorities. Councils will apply for this funding in their annual application to Land Transport NZ for funding for their land transport programme. While this is a new funding process for community focused activities, councils have used these processes for other land transport funding in recent years.

Councils will work with their local community groups to plan, develop and deliver local land transport safety and sustainability activities. This is a change from Land Transport NZ funding community groups directly for this work.

The information in this handbook supplements the information about community focused activities that Land Transport NZ has provided to guide and assist approved organisations prepare their individual land transport programmes. The two other sources of information about the funding process are:

• Programme and funding manual, third edition, August 2006 amendment. This is provides technical information about all aspects of applying for funding for a land transport programme.
• Guidelines to 2007/08 land transport programmes. This provides an overview of the key concepts and requirements for applying for funding for a land transport programme. It is intended to be used by road safety coordinators and their managers.

These two documents include information relating to community focused activities. In addition, as this is the first year these activities will be funded through the National Land Transport Programme, this handbook provides more detailed advice about community focused activities.

For further assistance on any material in this handbook, please contact your local Land Transport NZ regional office. We will also regularly update www.crsp.net.nz as new information about the changes becomes available.

Key phrases

Throughout this handbook you'll see references to the following key phrases that relate to the funding process changes:

• Community road safety programme (CRSP)
  This programme, which was previously administered by LTSA and then Land Transport NZ, funded initiatives that addressed local road safety issues throughout New Zealand. This included the delivery of Land Transport NZ approved programmes, for which resources and policies are available from Land Transport NZ.
  
  From July 2007, activities that were previously funded as part of the CRSP will be included within the land transport programmes of approved organisations.
• Community focused activities
  Community focused land transport activities (community focused activities) comprise both road safety and land transport sustainability projects and activities (such as travel behaviour change and neighbourhood accessibility plans).
  
  They include what was previously known as the CRSP, the Safer Routes trial programme (now renamed Neighbourhood Accessibility Plans) and travel behaviour change activities.
  
  Funding applications for the community focused activities are to be submitted to Land Transport NZ within approved organisations' land transport programmes using the three new community work categories.
• LTP online
  Approved organisations submit their land transport programme to Land Transport NZ via the web-based system known as LTP online. Within each approved organisation there are staff (often the Asset Engineers) who are trained to use LTP online.
  
  Approved organisations' initial funding information has to be in LTP online by 6 November 2006, and the more detailed information has to be entered by 10 April 2007.
  
  The ability to create projects for the community work categories will not be available in LTP online until early 2007.

More definitions of new or key terms relating to community activities are included in the 'Commonly used terms' section at the back of this handbook. A list of definitions of terms relating to land transport funding is included in Appendix B of the Programme and Funding Manual.

Background

Why the change

The Land Transport Management Amendment Act 2004 (the Act) requires an integrated approach to land transport funding and management. As a result, land transport activities that were previously delivered in the Safety Administration Programme, such as the Community Road Safety Programme (CRSP), will be included in the National Land Transport Programme.

To implement the Act, Land Transport NZ has made, in consultation with community groups and approved organisations, a number of changes to the way community focused activities are planned, funded and managed.

More integration of activities

Community activities must encourage behaviour among people that leads to safer and more sustainable use of the land transport system. These activities will be integrated with engineering work on the road network from 1 July 2007, when the funding for all community focused activities will be included in the annual National Land Transport Programme.

These changes, especially those concerning the CRSP, will require - and support - greater involvement by local authorities.

Land Transport NZ recognises that it is the role of local authorities to plan and provide for the well-being of their communities, and that encouraging local authorities - and community groups - to be fully involved with community focused land transport activities should lead to better local planning of activities to address local issues and a greater level of community ownership of outcomes.

This approach is intended to integrate all community focused activities and link them to other activities in the National Land Transport Programme to help those managing the land transport system to better link decision-making about infrastructure assets with decisions about how people use those assets by:

• improving the coordination of planning for all community focused safety and sustainability activities
• encouraging councils to work alongside their communities to address local issues
• integrating community focused activities with local engineering activities

New work categories

A major component of the changes to the funding process for community focused land transport activities is the development of a specific set of work categories within the National Land Transport Programme, and associated adjustments to some other work categories. The new work categories are:

• 431 Community coordination,
• 432 Community programmes, and
• 433 Community advertising.

(More information about the work categories)

The activities to be included in these new work categories are currently known as:

• community development and road safety programmes, events, campaigns or projects that are currently funded under the Community Road Safety Programme
• programming, funding and management of Safer Routes projects
• programming and funding of travel behaviour change activities.

Flow of funds for community focused activities

The following diagram shows how funds will flow from Land Transport NZ to approved organisations for the purchase of work in the three community focused work categories.

As they do for other activities, councils will have engaged with their communities to identify local needs and priorities for community focused activities and included these in their Long Term Council Community Plans (LTCCPs). Their land transport programme (LTP) will reflect this consultation. The changes to the funding process should not result in any change to the underlying community development philosophy that applies to the development and management of community focused activities.

Within the community focused land transport activities Transit New Zealand will only be able to apply for funding for activities that fit within Work Category 433 Community Advertising; to support Network Safety Coordination projects.

Key changes to funding of community focused activities

The key changes relating to the funding process for community activities for you to note are:

Included in land transport programmes	Land transport programmes will include community focused activities for an indicative ten-year forward programme. This is not capped at a specific amount, and the CRSP funding general and dedicated funds rules no longer apply.
Included in three new work categories	The work categories are: 431: Community coordination 432: Community programmes 433: Community advertising
Show full costs, excl GST	The full cost of a community focused activity is to be shown in LTP online, for example the salary of a coordinator plus overhead costs. The full or true cost is entered regardless of where the funding will come from. All costs are to be shown exclusive of GST.
Two stage process	Draft LTP - approved organisations must submit a budget amount for the three community focused work categories for each of the next 10 financial years to 2016/17, before 6 November 2006. If the budget for land transport safety and sustainability activities (not including Neighbourhood accessibility plans and travel behaviour change activities) is a significant change, up or down, over that of the previous financial year the reason for any variance should be briefly described. Land Transport NZ’s regional staff will be familiar with the projects or packages of projects that are included in each work category. Final LTP - by 10 April 2007 approved organisations must submit the details for activities planned for the three community focused work categories. The budgets should include an allowance for all work expected to be done, whether these are loaded in LTP online or not.
At the time of the final LTP:
Activities within the community programme work category 432	Within the community programme work category, funding for activities are to be allocated to one of the following three activities: neighbourhood accessibility plans land transport safety and sustainability programmes travel behaviour change Community advertising should support the activities of the community programmes. Worksheets to assist you in calculating the total funding per work category in the final LTP are included in Appendix 2.
Following approval of the final LTP:
Financial assistance rate (FAR) will apply	Approved funding relating to community focused activities will be at the financial assistance rate of 75 percent. This rate will be reviewed for 2009/10. (See information on local share)
Flexibility between work categories	Approved organisations will have flexibility to change the total amount claimed in each of the three work categories, as long as the total of the three added together does not exceed the amount approved by Land Transport NZ for community focused activities.  Additional information may be required to approve the shifting of funds between work categories.
Funded on receipt of invoice	Progress claims may be made monthly for expenditure that is supported by certified invoices. An approved organisation need not have made an actual payment at the time of claiming financial assistance. These claims shall be based on the estimated value of works in place.
Under the new processes approved organisations are encouraged to use:
Education and Engineering together	Community focused activities ideally will occur in combination with engineering works, so that the total result is a better outcome for the community.
Clusters of approved organisations	Approved organisations are encouraged to group together (cluster) to employ community coordinators and/or deliver projects. Projects that are delivered in more than one cluster member's area are supported by a multi-party agreement (see below).
Multi party agreements	One of the approved organisations would make a combined funding application for the total cost of the project. The application would include a list of partners in the project.

Using the work categories

Applications for funding for a wide range of community focused activities can be made using the three community focused work categories:

• 431: Community coordination
• 432: Community programmes
• 433: Community advertising

When a project has components of coordination, programme delivery and/or advertising the costs of these components should be allocated within each of the appropriate work categories.

Description of the work categories

431: Community coordination

Community coordination

Community coordination has the objectives of:

• encouraging community participation in land transport decision-making
• assisting communities to identify their land transport issues and develop their own informed solutions
• increasing the community’s capacity to address local land transport issues
• transferring expertise to communities
• developing and motivating local partnerships
• integrating activities at the local level
• generating insight on local land transport issues and new ideas that can be further developed for wider application.

To qualify for funding under this work category, activities must relate to safe and sustainable use of the land transport system.

Examples of activities in this category

Examples of community coordination activities are:

• ongoing coordination and facilitation for road safety, neighbourhood accessibility planning or travel behaviour change activities
• provision of integrated advice, information and support to community groups
• evaluation and reporting of community focused activities
• education and training for coordinators, including induction training, professional development courses, professional association fees and attendance at professional development conferences, seminars or meetings.
• education and training for community groups, including those to build capacity.

Exclusions

This work category excludes development of LTPs and LTCCPs. The costs associated for this work is part of work category 621: Territorial authority administration support.

432: Community programmes

Community programmes

This work category is for community focused activities such as:

• preparation of travel behaviour change activities and neighbourhood accessibility plans (collecting information, identifying issues, deciding on and designing interventions)
• delivery of education initiatives defined in travel behaviour change activities or neighbourhood accessibility plans
• delivery of programmes that have been evaluated and endorsed by Land Transport NZ
• delivery of education initiatives developed in conjunction with community groups.

Examples of activities in this category

Examples of community programmes activities are:

• working with a specific community to assess safety and accessibility issues, and to develop appropriate solutions
• educational courses addressing a clearly identified local land transport safety, accessibility or sustainability issue
• workshops, seminars and public meetings promoting an aspect of land transport safety, accessibility or sustainability that is a local issues, for example, presentations by health professionals on child restraint use, or the health gains of walking and cycling
• road safety, walking or cycling displays at local events
• small scale information gathering activities about a locally identified issue - for example, attitudes of young people in a specific locality to wearing rear seat restraints.

Community programme activities can be packaged with supporting infrastructure or service related activities from other work categories.

Note: While neighbourhood accessibility plans and travel behaviour change activities are included in this work category (432), other travel demand management activities are included in work category 421: Travel demand management.

Exclusions

The following do not qualify for funding under this work category:

• advertising campaigns (refer 433: Community advertising)
• road engineering, signs or markings (these are funded under road improvement work categories).

Supporting information required

Financial assistance under this work category for projects not based on Land Transport NZ approved programmes is subject to the following supporting information being provided:

• description of the individual activities or programmes to be delivered
• description of the target audience and objective for each activity or programme
• a detailed outline and costing for a monitoring programme and post-implementation evaluation of effectiveness.

Programming

Walking and cycling infrastructure that may be associated with travel plans or neighbourhood accessibility planning are covered under work category 451: Pedestrian facilities and 452: Cycle facilities.

Passenger transport services and infrastructure that are associated with travel plans are in activity class 9: Passenger transport.

433: Community advertising

Community advertising

This work category provides for implementation of all forms of advertising to support community education that is being delivered to address specific local issues relating to safe and sustainable use of the land transport system, including:

• outdoor advertising, such as billboards
• local print media advertising
• local radio advertising
• local television advertising.

Community advertising should address issues identified as being specific to the area, for example, brochures or newspaper articles promoting local road safety, walking or cycling issues or projects.

This advertising may address the same general issues that are the focus of national advertising (currently speed, drink-driving, safety belts, and failure to give way at intersections) but should relate to specific local situations or communities. These topics are to be broadened in the future.

Technical approval

To ensure that the content of community advertising does not contradict Land Transport NZ's national advertising it will need to have the approval of Land Transport NZ if the cost of the advertising is over $10,000. Please seek advice from Land Transport NZ's regional education advisors regarding seeking this approval.

Land Transport NZ regional staff can also provide additional guidance on defining what to include as 'community advertising'.

Programming

Community advertising should support community road safety or sustainability projects, and also infrastructure or service related improvements funded from other work categories.

Developing the information needed in LTP online

Worksheets

To assist you to prepare the community activities part of the LTP online funding application, the following worksheets are provided in Appendix 2:

• Draft LTP worksheet work category 431: Community coordination
• Draft LTP worksheet work category 432: Community programmes
• Draft LTP worksheet work category 433: Community advertising

Using the worksheets will ensure you provide the information that Land Transport NZ will require to assess the funding applications for community activities. Regional staff are also available to advise and assist on these matters.

Full costing of projects

All funding applications are to be for the full amount of the project. Land Transport NZ will apply a financial assistance rate of 75 percent for community focused work categories. This means a contribution of 25 percent of the full costs needs to be made as local share from the approved organisation or other sources. The rules applying to local share depend on the source, how it is used within the project and the influence it has on the scope of the project.

Summary

Your draft land transport programme funding application will include for any community focused activities:

• A forward budget for each community focused work category relevant to your expected programme of activity over the 10 year period from 2007/08 to 2016/17 in LTP online; that is, a separate budget for each of work categories:
  • 431: Community coordination
  • 432: Community programmes
  • 433: Community advertising
• A comment describing any land transport safety and sustainability budget changes for 2007/08 (increases and/or decreases) to the CRSP budget from 2006/07, and the reasons for this.
• A note in the comments box on the budget screen describing what the budget will be used for, what the benefits of the proposal are, how much funding is expected from each party and why there is any funding change from last year.

Local share

Sourcing the local share

Councils can choose to fund community groups to deliver community focused land transport activities at 100% of the cost of the activity, (i.e supplement Land Transport New Zealand's financial assistance from their rates take). Alternatively, they may pass the requirement for a 25% local share on to community groups.

If a contribution of 25% of the total cost is expected from community groups delivering activities, this may be sourced in a range of ways. For example from:

• other organisations or funding agencies whose work also benefits from the project (e.g. ACC, District Health Boards, etc.).
• ]within their own organisation's operational expenditure, such as photocopying, electricity, telephone and other overheads, provision of meeting room and office space. If a community provider supplies a 25% contribution from internal costs, detailed records would be required to substantiate such a contribution.
• funders, organisations or individuals interested in safe and sustainable use of the land transport system. For example, the Lotteries Grants Board or the Road Safety Trust.

The local share may also consist of non-monetary contributions from the community. These are described in the following section.

NOTE: Under the current legislation and policies, Land Transport NZ is unable to consider the activities of approved organisations as part of the local share. However, the procurement procedures relating to community programmes are under development and the potential for approved organisations to provide the local share "in kind" will be considered during this process.

Non monetary contributions

Some local share may be covered by non-monetary contributions. These may be included as a contribution if the goods or services are essential to the success of the activity and have a market price that would have otherwise been paid.

You need to make sure that any value being attached to such goods or services is reasonable and is supported by invoices that state the full price as well as the discounted (or nil) price.

Discounted prices
When a supplier agrees to a lower rate/price for goods or services that are essential to the project as their contribution to the project, ensure the invoice records both the full price and the discounted amount.

Sponsorship
Sponsorship is donated goods or services, (such as marshals, prizes, t-shirts, lanyards, refreshments, etc.), which are provided by a supplier so that they receive brand exposure. As the organisation sponsoring the activity would be getting brand exposure (advertising) the key to being able to claim it as part of local share is '...that it would otherwise have been paid for' and that it is integral to the success of the activity. Again, records should show how much particular goods/services would have been purchased for if they hadn't been donated. Examples of acceptable supporting documentation include price lists, quotes, statements from suppliers as to the normal cost of the items/services being provided.

In kind donations
Goods or services provided free to the project, such as a business providing prepaid envelopes for mailing out invitations or a free venue for a meeting that would otherwise have been paid for. Examples of acceptable supporting documentation include invoices showing the cost to the business donating the goods/services, quotes or invoices showing the normal costs of a venue.

Donated services
When volunteers donate their services at no charge to the activity, this can be considered part of local share. For the purposes of Land Transport NZ funding, an hourly rate of $15 per hour is considered reasonable. 'Volunteer services' need to be distinguished from 'donated professional services' which would be valued at their normal charge out rates. Adequate evidence to support the value being assigned to donated services would be a list of volunteers, the time they spent on the project and what they did. Again, the question would need to be asked "was the work performed necessary to the project and would it have been purchased if not donated?"

Not local share

An example of funding that can't be considered as local share would be funding that is provided as part of a commercial venture which places constraints on the delivery of the project or the use of intellectual property by others and consequently affects the land transport outcomes. Such constraints might include:

• being restricted to using one make/model of product when there are other products that would more effectively achieve the intended outcomes;
• only being able to market the initiative to a select portion of the population when the wider population would benefit also;
• not being able to share the initiative with other land transport co-ordinators because intellectual property rights are being enforced by the sponsor/ donator/ discounter.

Allocation of funding

The current funding for community activities is a capped amount. For example, the funding for Community Road Safety Programme projects was available as a general fund of $4.808 million and a dedicated fund of $1.577 million (these amounts could not be exceeded) and the funding for Neighbourhood Accessibility Plans was limited to that agreed for the pilot sites.

It is expected that most applications for road safety activities will be similar to the amount funded in the current financial year (2006/07), with some allowance for minor growth, there is also an expectation of additional funding requests for travel behaviour change and neighbourhood accessibility planning activities.

An approved organisation is required to explain to Land Transport NZ why there is a variation if the amount in their 2007/08 application for community land transport safety and sustainability activities (not including neighbourhood accessibility planning and travel behaviour change) is significantly more or less than the current amount for the area. This should be succinctly explained in the Comments section of LTP online when the draft LTP is submitted.

For information on the current allocation of community activity funding in a territorial authority area, please contact your local Land Transport NZ education advisor.

More information coming

More information on some topics will be provided before the final LTP online applications are required to be with Land Transport NZ. These will be put on www.crsp.net.nz as they become available and also sent to you in Version 2 of this handbook in March 2007.

The new information may include details on topics such as:

Information

• Developing and submitting projects in LTP online
• Linking community activities to strategic outcomes
• Ideas for developing sustainability related projects

Allocation and funding methods

• Guidelines for applying for funding for community advertising
• Doing full costings of projects
• More on ten-year forecasts
• Block allocations
• Flexibility to make adjustments during the year
• Evaluation criteria for projects

When someone else delivers the services

• Good practice for Procurement Procedures - rules for purchasing goods and services and on funding to community groups

Building relationships with key stakeholders

• Roles and relationships with Land Transport NZ staff
• Ongoing sharing of information about community activities

Land Transport NZ regional contacts

Northern region

Northland Office
Telephone 09 459 6314
Fax 09 459 6318
Level 1, ANZ Building,
Cnr Robert & Rathbone St, Whangarei

Auckland Office
Telephone 09 969 9800
Fax 09 969 9813
Level 6, 1 Queen Street
Private Bag 106-602, Auckland

Midland region

Hamilton Office
Telephone 07 958 7840
Fax 07 958 7866
183 Collingwood Street
Private Bag 3081, Hamilton

Central region

Wellington Office
Telephone 04 931 8900
Fax 04 931 8929
Master Builders House, 234 Wakefield Street
PO Box 27-249, Wellington

Napier Office
Telephone 06 974 5520
Fax 06 974 5529
Level 3, Dunvegan House, 215 Hastings Street
PO Box 972, Napier

Palmerston North Office
Telephone 06 953 6396
Fax 06 953 6203
Cnr Ashley and Ferguson Streets
PO Box 1947, Palmerston North

Southern region

Christchurch Office
Telephone 03 964 2866
Fax 03 964 2855
Level 5, BNZ House, 129 Hereford Street
PO Box 13-364, Christchurch

Dunedin Office
Telephone 03 951 3009
Fax 03 951 3013
AA Centre, 450 Moray Place
PO Box 5245, Dunedin

Appendix one: Commonly used terms

Approved organisation (AO)	Transit New Zealand, regional councils, territorial authorities (city and district councils) and other approved public organisations (including Auckland Regional Transport Authority)
Community road safety programme (CRSP)	A programme, administered by Land Transport NZ, which funded initiatives to address local road safety issues throughout New Zealand. From 2007/08, CRSP has been integrated into the National Land Transport Programme as 'Community focused land transport activities' and will be administered through approved organisations' land transport programmes (Land Transport NZ will continue to fund the programme).
Community focused land transport activities (community focused activites)	Includes road safety programmes, neighbourhood accessibility plans (NAPs) and travel behaviour change initiatives.
Community groups	These groups provide various community road safety and sustainability initiatives. From July 1, community groups will receive their funding to deliver these initiatives from approved organisations
Coordinators	Coordinators work in the areas of travel planning, neighbourhood accessibility and/or road safety. These people provide the link between approved organisations and the community, and may also work with NZ Police, ACC, health providers, schools and other agencies
Education advisors	Land Transport NZ staff members responsible for assisting and advising approved organisations and community groups with questions about community focused activities
Financial assistance rate (FAR)	The percentage of the total cost of an approved activity that Land Transport NZ pays to approved organisations. The FAR for community focused activities is 75 percent
National Land Transport Programme (NLTP)	The mechanism through which Land Transport NZ allocates funds to approved organisations for land transport services and infrastructure
Long term council community plan (LTCCP)	A plan prepared by a local council that sets out a planning process for 10 years ahead to deliver goals that have been agreed between the council and the community
Land transport programme (LTP)	A programme of all land transport activities for which an approved organisation is responsible.
LTP online	The Land Transport NZ web-based system that approved organisations use to submit their land transport programme
Neighbourhood accessibility plans (NAPs)	Previously known as safer routes projects, these initiatives designed to help councils improve walking and cycling access and safety in communities where pedestrians and cyclists are shown to be at high risk of injury
Project	The tasks that will be carried out to produce an expected outcome (for which a funding request is being made)
Project phase	A project has one or more phases, e.g. building a bridge might have a design and construction phases; each phase is approved for funding separately. Community focused land transport projects would normally have only one phase
Regional land transport strategy (RLTS)	A strategy developed by a regional council that sets a long-term vision and direction for land transport in that region
Travel behaviour change (TBhC)	Travel behaviour change aims to encourage voluntary change in personal or private travel behaviour by providing consumer information and encouragement for people to utilise modes of travel other than private vehicle and to reduce the overall requirement for travel.
Work category	A grouping of similar activities.

Refer also Appendix B of the Programme and Funding Manual for further definitions of terms relating to land transport funding.

Appendix two: Worksheets

The following three worksheets are provided to assist an approved organisation calculate the total funding per work category in their final LTP to that in their draft LTP.

Within the community programme work category (432), funding for activities is to be allocated to one of the following three activities:

• neighbourhood accessibility plans
• community focused activities
• travel behaviour change

Using these activities for the other two work categories is optional, but they are included on the worksheet for those who want to use them. Please note that community advertising should support community road safety or sustainability projects, and also infrastructure or service related improvements funded from other work categories.

Note: Land Transport NZ expects a land transport programme to contain:

• only one budget and supporting documentation for one project in Community Coordination, 431
• one budget and supporting documentation per activity in Community Programmes, 432
• either one project budget and supporting documentation, or a budget and supporting documentation per activity in Community Advertising, 433.

¹ Should include coordination and facilitation (for road safety, neighbourhood accessibility planning, travel behaviour change activities); provision of integrated advice, information and support to community groups; review and reporting of community focused activities; and/or education and training for coordinators and community groups.

² If this amount is greater than $150,000 and varies from the existing base allocation for land transport safety activities and community development additional information will be required prior to funding approval.

³ Notwithstanding the previous footnote, any single project with a total budget that exceeds $150,000 will require additional information based on the funding allocation process (chapter 6.5 of the Programme and Funding Manual) prior to funding approval.

⁴ Any single project with a total budget that exceeds $150,000 will require additional information based on the funding allocation process (chapter 6.5 of the Programme and Funding Manual) prior to funding approval.

⁵ Any single project with a total budget that exceeds $150,000 will require additional information based on the funding allocation process (chapter 6.5 of the Programme and Funding Manual) prior to funding approval.

Appendix three: Extra information

NLTP Guidelines 2007/08 land transport programmes

The key sections of the NLTP Guidelines 2007/08 land transport programmes that relate to community focused activities are:

• Instructions: Expectations of 2007/08 LTPs - Page 7
• Community based programmes - Page 9
• Changes to the Programme and funding manual - Page 11
• Transport system user work categories - Page 14
• Essential related documents - Page 16
• Key dates and actions, Milestone 5, November to February, February to April, Milestone 7, 10 May 2007, 29 June 2007, Milestone 8 - Pages 17-24
• Revenue guarantee for other sections of the NLTP - Page 25
• Appendix 1 - Overview of an LTP in LTP online - page 27
• Appendix 3 - Commentary on the Land Transport NZ's LTP and education and training programme - Page 31
• Appendix 6 - System user programmes (community based programmes) - Page 49-52
• Appendix 8 - Packages - Page 65-67

Guidelines extracts

The rest of this appendix includes extracts from the NLTP Guidelines 2007/08 land transport programmes that are relevant to people new to preparing and submitting funding applications for community focused activities within the land transport programme framework.

Draft LTP 10-year budgets	Approved organisations must submit a budget for all three community focused work categories for each of the next 10 financial years. The budgets should include an allowance for all projects expected to be implemented, whether these are loaded in LTP online or not. Describe any variance in budgets over time when this is not reflected by projects also submitted, eg if the community advertising budget increases significantly in a particular financial year and there is no project submitted which explains this increase, then describe the variance in the budget commentary identifying the project or feature. Land Transport NZ's regional staff will assist with the development and programming of projects or packages of projects.
Final LTP: Composition of community focused activities in LTP online	A final programme of community focused activities in LTP online should comprise: One forward budget for each of the three work categories that will have any activity over the next 10 years. One community project with one phase in work category 431: Community coordination, if any such activity is to be undertaken in the first year of the land transport programme. The project phase should only have cash flow in the first year of the LTP. Territorial authorities, are encouraged to request annual funding for community coordination (work category 431: Community coordination). Funding will be an annual lump sum but a breakdown of the amount requested must be entered into LTP online. One or more community projects, each with only one phase, in work category 432: Community programmes, if any such activity is planned for the first year of the LTP. One project and at least one associated phase is required for each activity that is to be undertaken in the first year of the LTP, eg, if you propose to implement projects addressing road safety, travel behaviour change and neighbourhood accessibility in the first year of the LTP then three projects are required. One or more community project (s), each with only one phase, in work category 433: Community advertising, if any such activity is planned for the first year of the LTP. One project and at least one associated phase is required for each advertising activity that is to be undertaken in the first year of the LTP, eg, if you are proposing advertising campaigns targeting seat belt use, speeding and driving practices this is three projects.
Community programme and community advertising projects	All community programmes and advertising activity expected to be delivered in the first year should be included in the LTP submission as appropriate projects and phases. One project with one associated phase is required for each activity in work category 432: Community programmes. One project with one associated phase is required for each advertising activity in work category 433: Community advertising. Land Transport NZ encourages the submission of projects with a start beyond the first year of the programme as this enables funds to be more specifically allocated by Land Transport NZ, increases certainty of forward allocations, and assists the evaluation of packages with forward projects.
Allowance for escalation	The budget need not include escalation, but if it does, enter the year-on-year escalation applied in LTP online. Escalation in the LTP submission should be the same as in the LTCCP or annual plan.

Appendix four: Making your funding application using LTP Online

Budgets in LTP online
To create a draft community activities budget in LTP online, you first need to select the 'Forward programme 2007/08' activity in the 'Activity list' screen then select 'Improvement Projects 10 yr Forecast' as shown below. The ability to create projects for the community work categories will not be available in LTP online until early 2007.

1. Click the Save changes button.

Note: You can open a package record by clicking on the package name from the activity list, or if one or more indicative project records already exist you can click on an indicative project name.

Tip: Use the left hand menu to jump to a specific section of a record rather than using the 'Next' button. (Remember to click 'Save changes' before using the left hand menu otherwise your changes will be lost.)

Appendix five: Funding expectations

Reference: Page 7 of the Guidelines to 2007/08 land transport programmes

Online submission of land transport programmes by council staff	Land transport programmes are to be submitted to Land Transport NZ using LTP online. Within councils it is likely to be the asset manager or roading engineer who enters requests into LTP online. Road safety coordinators (or staff with responsibility for community focused activities submissions) will need to pass their funding requests to the individual who has access to LTP online.
Quality of LTP submission	The approved organisation responsible for submitting a land transport programme is responsible for its quality, including its completeness, accuracy and timeliness, and for ensuring that its development complies with Land Transport NZ and statutory requirements.
Conformity of submission with other plans	Land Transport NZ expects that submitted land transport programme, projects, packages and 10-year budgets will be substantially the same as those included or referenced in the approved organisation’s annual plan or long-term council community plan (LTCCP) or other equivalent documents. Land Transport NZ acknowledges that, because of differing timeframes, some variances may arise. However, these are expected to be small at the time the final submission is made.
Variation of land transport programmes	The organisation responsible for preparing a land transport programme may, by agreement with Land Transport NZ, vary the LTP from time to time during the financial year in which it applies. Any variation to an LTP must comply with all the requirements for the preparation of the initial programme. Note: Land Transport NZ may (without limitation) decline to agree to a variation of an LTP if it is reasonably satisfied that the subject matter of the variation could reasonably have been included in the organisation’s land transport programme.

Appendix six: Key dates

Key dates for the preparation and submission of application for funding community focused activities are:

6 November - approved organisations submit draft LTPs using LTP online. The draft LTP should include:

• 10 year budgets for community coordination, programmes and advertising activities
• supporting documentation outlining project proposals for all community focused activities for which funding is sought in the first year of the LTP

November to March - funding requests, and project details are discussed, clarified and agreed with Land Transport NZ's partnership managers and their staff

10 April 2007 - approved organisations provide confirmation of LTPs and submit final LTP recommendations. These should include, for community focused activities:

• updated 10 year budgets for community coordination, programmes and advertising activities
• one project for community coordination, if there is expenditure proposed for the first year of the LTP, with supporting information
• one project for each community programmes' activity having proposed expenditure in the first year of the LTP, with supporting information
• one project for each community advertising activity having proposed expenditure in the first year of the LTP, with supporting information

By 30 June - Land Transport NZ publishes the NLTP.

Page created: 26 October 2006