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Community focused land transport activities funding process 2007/08
Handbook 2, March 2007
Print version: Handbook 2 (PDF, 858 KB, 40 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
- LTP online
- Supporting information
- Funding rules
- Assessment of applications
- Procurement procedures
- Advertising funding guidelines
- More information
- Appendix one: Making your funding application using LTP online
- Appendix two: Calculation of funding contributions
- Appendix three: Key dates
- Appendix four: Commonly used terms
- Appendix five: Land Transport NZ regional contact details
- Appendix six: Community focused work categories
Introduction
This handbook is to assist approved organisations submit their final land transport programme (LTP) for 2007/08 funding for local/regional land transport community focused safety and sustainability activities. It builds on Handbook one and highlights the changes from previous years when Land Transport NZ funded community groups and approved organisations directly for this work.
Wherever possible, the processes for applying for community focused activities are the same as the processes for other land transport funding. When they differ this has been explained in this handbook or handbook one.
As 2007/08 is the first year community focused activities will be funded through the National Land Transport Programme (NLTP), Land Transport NZ has produced this handbook to provide additional detailed advice about the funding process for these activities. The information in this handbook supplements the following documents that set out the funding process and information relevant to preparing a land transport programme, including information relating to community focused activities.
- Programme and funding manual, third edition, August 2006 amendment. This provides technical information about all aspects of applying for funding for a land transport programme. It is available at www.landtransport.govt.nz/funding/programme-and-funding-manual/index.html
- 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, and is available at www.landtransport.govt.nz/funding/nltp/guidelines-2007-08/index.html
For further assistance regarding any information in this handbook, please contact your local Land Transport NZ regional office (see Appendix five for contact details).
Tuesday, 10 April 2007 - date by which all approved organisations must submit their final land transport programme, which includes supporting documentation, using LTP online.
Key phrases
Throughout this handbook you’ll see the following key phrases that relate to the funding process changes:
- 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 Community Road Safety Programme (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 focused activities 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. - Projects and activities
These words have a specific meaning in the funding documentation.
A project is an activity of significant size, and for community focused activities this is any single activity with a total cost of $150,000 or over, or a combination of activities in a work category each with a total cost of less than $150,000. - Project templates
LTP online includes project templates that capture the data for the community focused work categories.
Note: Appendix four contains a list of definitions of terms referred to in this Handbook. Other definitions relating to land transport funding are included in Appendix B of the Programme and funding manual.
LTP online
LTP online is a web-based application that approved organisations use to enter data into standard templates. The use of templates ensures consistency with the requirements of the Land Transport Management Act (LTMA) Section 19 and 20, and assists us to minimise compliance costs for approved organisations.
Project templates in LTP online have been developed for community focused activities. These are to be filled in by the approved organisation to provide the data that Land Transport NZ needs for the assessment of its activity as set out in the funding allocation process.
The community focused activities project templates are the only place where the community focused work categories (431 Community coordination, 432 Community programmes and 433 Community advertising) can be selected within LTP online.
Activity records
Approved organisations create activity records in LTP online. A single activity record relates to a unique project. For each approved organisation’s community focused activities there will be:
- in work category 431 one activity record only, made up of the sum of all appropriate activities whatever their individual total cost
- in work category 432 one combined activity record for activities less than $150,000, and one for each project with total costs over $150,000
- in work category 433 one combined activity record for activities less than $150,000, and one for each project with total costs over $150,000.
Several activities combine to form a project
The community focused activities that have individual total costs of less than $150,000 will be combined and entered in one project per work category. A list of these activities will be attached as supporting information on a standard spreadsheet template. The spreadsheet template will collect the financial data required for each activity, and calculate the totals that will appear on the project template in LTP online.
Category 1 and 2 projects
Category 1 projects are those which the approved organisation is ready to proceed with. It is expected that community focused activities will be included in the approved organisation’s LTP as category 1 projects. These are assessed by Land Transport NZ staff when the LTP is submitted by the approved organisation and a ‘funding approved’ recommendation may be made during the NLTP development process.
Category 2 projects can be included in an LTP but will not be considered for funding approval at the time the NLTP is published. An approved organisation requests funding approval for category 2 activities via the monthly review process once the projects reach category 1 status (ie, are ready to proceed).
Phases
Land Transport NZ funds a phase of a project. A project may have 1 or more phases. Each phase will be funded from a single work category. The phase of the project is a field in the project template that must be completed in LTP online.
For community focused activities the only phase types to be used are:
- investigation (neighbourhood accessibility plans only)
- implementation.
Use total cost, GST exclusive
The total cost of a community focused activity is to be shown in LTP online, for example the salary of a coordinator plus overhead costs. All costs are to be shown exclusive of GST. The total cost is entered regardless of where the funding will come from and the costs eligible for financial assistance will be calculated in LTP online and in supporting documents (refer Appendix one).
Multi-year funding
The project template allows multi-year funding of projects in work category 432, Community programmes only. Multi-year funding is applicable only to longer term projects such as neighbourhood accessibility plans and some travel behaviour change initiatives.
We expect that in 2007/08 approved organisations will continue to complete the delivery of most community focused activities and projects within the financial year.
Clusters
When approved organisations group together to form clusters, a single approved organisation may request all the funding for the activity that is being jointly implemented. In LTP online they will be able to list the councils in the cluster. This differs from multi party engineering activities where each approved organisation generally applies for their part of the total cost.
Pre-populated text in the project templates
To reduce compliance costs some answers to questions in the ‘standard’ project template are prepopulated depending on the type of project1. We encourage approved organisations to change the text to match the particulars of their projects on the understanding that this information is used to assess and prioritise projects.
The pre-populated text fields are different for the two types of project. The content of the prepopulated text fields for Safety and Sustainability are quite general as the projects will encompass a range of activities, eg relating to speed, intersections, alcohol, school travel plans, DriveTime, safety belts, child restraints, driver licensing.
1 There are two types of project: 1. Neighbourhood Accessibility Plan and 2. Safety and Sustainability
Conformity with other plans and strategies
We expect the land transport programme submission to have a high degree of conformity with other related plans and strategies.
As for other activities, councils are expected to have engaged with their communities to identify local needs and priorities for community focused land transport activities and included these in their long term council community plans (LTCCPs). Their land transport programme should reflect the results of this consultation.
Cost and scope adjustments later in the year
LTP online includes the ability to request cost and scope adjustments through the monthly review process. These should be used for significant variations that have been discussed with Land Transport NZ regional staff.
Supporting information
Types of activities and the detailed information required
The supporting documentation required depends on the work category, the type of activity and the cost of the activity. The following tables list the different types of activities and the amount of information required for each. If there is a variation (increase or decrease) from the historic CRSP funding for similar activities a comment is required (refer Appendix one).
431 Community coordination
| Activity type | Total cost of each activity | Detail required |
|---|---|---|
| Community coordination | Any value | Minimal detail – Lite template. Supporting information in spreadsheet |
432 Community programme
| Activity type | Total cost of each activity | Detail required |
|---|---|---|
| Safety and sustainability activities eg intersections, restraints, walking school buses, neighbourhood accessibility plans |
< 150k | Minimal detail – Lite template. Supporting information in spreadsheet |
| Safety and sustainability activities eg speed, travel behaviour change |
>= 150k | Full explanation of project |
| Neighbourhood accessibility plans | >=150k | Full explanation of project using Land Transport NZ terms of reference. |
433 Community advertising
| Activity type | Total cost of each activity | Detail required |
|---|---|---|
| Safety and sustainability activities eg intersections, restraints, walking school buses, neighbourhood accessibility plans |
< 150k | Minimal detail – Lite template. Supporting information in spreadsheet |
| Safety and sustainability activities eg speed, travel behaviour change |
>= 150k | Full explanation of project |
| Neighbourhood accessibility plans | >=150k | Full explanation of project using Land Transport NZ terms of reference. |
Lack of supporting information
When approved organisations submit their final LTPs some projects above $150,000, may not have adequate supporting information. These projects will be listed as having category 2 status in the NLTP and will not be approved for funding until sufficient information is supplied. There will be unallocated funding set aside so that the category 2 projects can be considered for funding during the year through the monthly review process for the NLTP.
Special cases
Neighbourhood accessibility plans
Neighbourhood accessibility plans are a special type of community focused activity as they are an investigation/study. As with other studies funded in the NLTP, approved organisations must submit a terms of reference document which reflects best practice.
As part of the final LTP submission due 10 April 2007 approved organisations are required to submit, for any neighbourhood accessibility planning project (ie costs over $150,000) documentation that details:
- site location and description – which includes prevalent issues, crash history, significance within the network (eg public transport node, town centre, recreational linkages), seriousness and urgency of problems to resolve
- estimated target population
- council projects that the proposal links to and how collaboration might be or is being achieved
- specific linkages to infrastructural projects and/or passenger transport services
- timeframe
- predicted annual expenditure.
Neighbourhood accessibility plans with costs over $150,000 will be evaluated as studies that do not require a benefit cost ratio (BCR), but do require terms of reference as for other studies (for example, chapter 2.6 of the Programme and funding manual Work category 412: System use).
To assist approved organisations develop their neighbourhood accessibility plans in accordance with best practice Land Transport NZ has developed a range of resources. These are available on our website, www.landtransport.govt.nz. Approved organisations are encouraged to use the templates provided.
The funding requests for implementing the planned actions that are identified as a result of a neighbourhood accessibility plan should be included in the appropriate work categories, including but not restricted to the community focused activity work categories. For example, infrastructure for walking and cycling should be under the work category set up for that activity.
Travel behaviour change
As part of the final LTP submission due 10 April 2007 approved organisations will be required to submit, for any travel behaviour change project, (ie costs over $150,000), documentation that details:
- site location and description
- estimated target population
- expected outcomes
- specific linkages to infrastructural projects and/or passenger transport services
- timeframe
- predicted annual expenditure.
Other supporting information
The Programme and funding manual (page 2-39) states that supporting information needs to be supplied for non standard programmes. This is information that we require the approved organisation to hold and which would be available for Land Transport NZ regional staff to consider during discussions and for audit purposes.
This information includes:
- a description of individual activities or programmes to be delivered
- a description of target audience and objective for each activity or programme
- a detailed outline of costing for monitoring and post implementation evaluation of effectiveness.
Funding rules
From the financial year 2007/08, local authorities and regional councils will be responsible for arranging the delivery of approved community focused land transport activities. Where possible, the funding rules for these community focused activities are based on the standard Land Transport NZ processes to facilitate implementation by approved organisations, while allowing for development of innovative initiatives to address identified local issues.
These funding rules, including the 75 percent financial assistance rate, will be reviewed for the 2009/10 financial year.
Funding agreement
The legal document regarding the funding for community focused activities will be the Land Transport Programme agreement that each approved organisation has with Land Transport NZ. This agreement will replace the previous individual CRSP contracts that Land Transport NZ had with local authorities and community groups.
The contracts that approved organisations will use to contract community groups, etc to deliver community focused activities must comply with Land Transport NZ’s procurement policy.
Block allocation
There will be a block allocation2 across the three new community work categories within Activity class 8 – Use of the land transport system. This provides approved organisations with flexibility to manage minor changes in their community focused activities programme. It provides the opportunity for approved organisations to address changes in circumstances that impact on the scope or costs of an approved activity. Discussion with regional staff during the year would include the need for these changes.
2 To reduce the compliance costs to approved organisations these funds are allocated
as a lump sum which the
approved organisation manages.
Flexibility to make adjustments between work categories during the year
The block allocation policy allows for dollar amounts to be transferred between work categories so approved organisations can be responsive to changes in circumstances or requirements across the three work categories. This transfer is done as part of the monthly NLTP review process and Land Transport NZ must be notified. Transfers are limited by the following requirements:
- Land Transport NZ’s share of the total allocation for community focused activities for the relevant year is not increased or decreased by the transfers
- the intended quality objectives of the approved programme are retained
- that the additional information previously specified as required for an individual activity costing above $150,000, is provided if the changed circumstances increase the activity cost over $150,000.
Land Transport NZ may require additional information to approve the shifting of funds between work categories.
Other flexibility to transfer funding
Transfers between activity classes or across regional boundaries require Land Transport NZ approval. The monthly programme review and delegated block allocation transfers are existing NLTP processes which are explained in more detail in the Programme and funding manual, chapters 7.4 and 7.5.
Before 10 April 2007 include in LTP online the list of community focused activities the approved organisation intends to deliver
After 10 April 2007, approval for new activities needed because of exceptional circumstances will be actioned through the NLTP review process.
Calculating Land Transport NZ contributions
All requests for funding for community focused activities must identify the total cost of the project. Approved organisations must retain supporting information of the details that make up the total cost of each separate activity. This would often be referred to as the budget for the activity and should consist of financial costs and the value of in-kind goods and/or services. (Note: LTP online financial data is GST exclusive).
The data that must be entered into the templates in LTP online will enable you to calculate the amount of each project’s costs that is eligible for financial assistance. This data includes information about financial contributions from third parties. When a financial contribution from a third party results in a change to the scope of an activity, that contribution will be deducted from the total cost of the activity.
Land Transport NZ will apply a maximum financial assistance rate of 75 percent for activities included in the community work categories. An approved organisation can not gain net income from Land Transport NZ’s contribution to community focused activities.
In LTP online the amount eligible for financial assistance is calculated so that only up to 25 percent of the total eligible amount can be from in-kind goods and/or services. This calculation is made for each activity3.
Applying these rules means:
- the contribution to a community focused from an approved organisation activity may be zero
- the financial assistance provided for an activity may be less than 75 percent of its total costs.
Refer to Appendix 2 for worked examples that show how financial contributions and in-kind goods and/or services are taken into account to calculate Land Transport NZ financial assistance.
3 As a result data for projects made up of several activities with varying amounts of such in-kind goods and/or services will be manually entered in the appropriate the fields in the FAR calculator spreadsheet which is uploaded as supporting information to LTP online, refer Appendix one.
Year end reconciliation
The allocations for community coordination and community advertising are made on an annual basis, ie there is no provision for over-expenditure or carry-over of unspent allocation.
Over-expenditure and under-expenditure on community programmes are subject to the end of year reconciliation process (refer chapter 7.6 Programme and funding manual).
Final LTP submission
As part of the final LTP submission due 10 April 2007 approved organisations must submit, for their community focused activities:
- a forward budget (the draft budget amended where necessary) for each community based work category relevant to their 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 the three community work categories (Note: this is the standard process for other work categories)
- an updated comment describing any changes to the 2007/08 (increases and/or decreases) budget from 2006/07 budget for community
land transport safety and community development activities, and the reasons for this (Note - this is the standard process for other
work categories)
- details on how the procedural requirements have been fulfilled4, such as the chapter and page numbers from relevant documentation including LTCCPs, walking, cycling, road safety and/or travel behaviour change strategies
- a single project for work category 431: Community coordination with attached documentation describing the details of the project
- multiple projects to be undertaken within work category 432: Community programmes and work category 433: Community advertising with attached documentation describing the details of the project
Where possible activities within work categories 432 and 433 should be developed as part of a package of initiatives addressing safe and sustainable use of land transport (refer appendix 8 NLTP Guidelines 2007/08 land transport programmes).
Any community activities that are funded through the community focused work categories must be consistent with regional land transport strategies and be responsive to regional, local and/or community issues.5 Regional land transport strategy annual monitoring reports or Land Transport NZ transport issues reports may identify adverse regional or local transport trends in relation to private vehicle use, public transport use, energy efficiency through fuel consumption, safety, road congestion, active transport mode use.
As well as addressing such regional and local transport trends, community activities could also address community land transport issues as identified in councils’ long term council community plans (LTCCPs) and/or annual plans, road safety action plans (RSAPs) and/or New Zealand Police risk targeted patrol plans.
4 Procedural requirements refer to statutory obligations within the LTMA for consultation and consideration. These are: Needs of transport disadvantaged, s35; General consultation of affected and interested parties, s15; Consultation of affected Iwi or Hapu, s18; Consideration of options and alternatives, s20(3)(d).
5 Delivered by approved organisations or community providers.
Managing demand and priorities in the NLTP
Land Transport NZ expects that approved organisations will at least maintain the level of activity that is currently undertaken for community land transport safety and community development activities (the former CRSP activities) in their area/district. This expectation that the delivery of such activities is not reduced as a result of the changes to the funding process, has been included in a schedule attached to the LTP agreement with each approved organisation.6
Land Transport NZ identified the historic CRSP allocation to each approved organisation based on the geographical coverage of the 2006/07 CRSP allocations. These allocations were used in discussions on the amount in each approved organisation’s draft LTP and will be used to manage demand in the 2007/08 financial year.
Any variation to the historic allocations (increases or decreases) will need to be justified by the provision of information submitted via LTP online (refer Programme and funding manual chapter 6.5). This information must outline why there is a decrease or increase and link these to Land Transport NZ’s safe and sustainable trends, transport indicator strategies and data, RSAPs, or road safety, travel behaviour change (TBhC), walking and cycling strategies, etc.
6 ‘The Authority expects the approved organisation to ensure that the current level of CRSP activities and the outcomes achieved in its district are maintained during the changes. The Authority expects the approved organisation to work with its communities to develop community focused activities for use of the land transport system” (2007/08 LTP agreement).’
Assessment of applications
After the final LTP has been submitted Land Transport NZ staff assess each project and make a recommendation about whether it should be funded within the NLTP.
The approach to this assessment differs depending on whether the total cost of the community focused activity is under or over $150,000. A simplified assessment process has been developed for community focused activities, including preparation of travel plans and neighbourhood accessibility plans, which cost less than $150,000.
Activities costing less than $150,000
If a project is made up of several activities each with total costs of less than $150,000, Land Transport NZ will do a simplified assessment for each activity listed on the spreadsheet template. It will cover the following:
- Consistency with local transport plans and strategies, the New Zealand transport strategy and the Land Transport Management Act.
- Is it based on good practice, evidence based effectiveness.
- Costs are reasonable.
Activities costing more than $150,000
For projects with a total cost of $150,000 or more an evaluation is required based on the assessment factors in the funding allocation process (chapter 6.5 of the Programme and funding manual) - seriousness and urgency7, effectiveness8 and efficiency9. The evaluation of neighbourhood accessibility plans over $150,000 will relate to the terms of reference template.
The economic efficiency of travel behaviour change projects can be evaluated using SP12 in the Economic evaluation manual - Volume 2.
7 The seriousness and urgency of the transport issue or problem addressed taking account of relevant strategies and regional and local priorities.
8 The effectiveness of the proposed activity in dealing with the issue or problem.
9 The economic efficiency of the proposed activity. Formal evaluation of economic efficiency will not normally be required for projects with a total cost of less than $150,000, but the details need to be agreed with Land Transport NZ before commitments are made.
Procurement procedures
Land Transport NZ is preparing a specific procurement procedure for community focused land transport activities to cover the procurement of goods and services required to deliver the various activities classified by Land Transport NZ as ‘community focused land transport activities’ (work categories 431 Community coordination, 432 Community programmes and 433 Community advertising).
When the goods and services that are required to deliver community focused land transport activities are supplied on a contestable basis by a commercial enterprise, their procurement must be made in accordance with a standard Land Transport NZ approved procurement procedure10. When these services are supplied using the approved organisation’s own staff and resources then the procurement procedure for community focused land transport activities will not apply. However, such procurement must comply with Land Transport NZ policy for in-house professional services as published in the Programme and funding manual (manual no. PFM1).
A specific procurement procedure for community focused land transport activities is necessary because, in some instances, approved organisations will fund non-government organisations (NGOs), such as community groups11 or community trusts12 to deliver community focused land transport activities. As a consequence, the procedures used to procure community focused land transport activities will be different to the procedures traditionally used by approved organisations to procure other land transport activities, such as road construction and maintenance.
The Office of the Auditor General has prepared a guide, Good practice guide: principles to underpin the management by public entities of funding to non-government organisations (OAG, 2006).13 In conjunction with the proposed procurement procedure for community focused land transport activities, Land Transport NZ expects approved organisations to demonstrate that they have considered and acted in keeping with the principles that are set out in this good practice guide when dealing with NGOs that are delivering community focused land transport activities for them.
Land Transport NZ will provide approved organisations with the details of its approved procurement procedure for community focused land transport activities and guidance on its application on our website, www.landtransport.govt.nz.
10 This will usually be a procurement procedure contained in the Competitive pricing procedures manual volume 1 – physical works and professional services (CPP volume 1) (manual no. PFM3).
11 Such as the Maori Women’s Welfare League, the Shakti Ethnic Women's Support Group, Neighbourhood Support Groups, Residents’ Associations, Church Groups, Senior Citizens’ Groups, Youth Groups, etc.
12 Such as Road Safety Hawkes Bay, Roadsafe Taranaki or Pacific Trust Canterbury.
13 Available at http://www.oag.govt.nz/2006/funding-ngos/default.htm
Advertising funding guidelines
Activities that are included within work category 433 Community advertising must support community road safety or sustainability projects, or infrastructure or service related improvements funded from other work categories.
Land Transport NZ staff will provide a recommendation for funding of community advertising activities based on the assessment referred to previously. This will be done between April and June. In addition they will provide technical approval for the content of the community advertising activities that are included in the approved land transport programme. This will be done when the actual draft design of the approved activity is available, and would not be before July 2007.
Transit New Zealand can be funded only for community focused land transport activities that fit within Work category 433 (Community advertising) and support network safety coordination projects. Transit’s application will be coordinated through its national office. The assessment of the technical content of the Transit community advertising activities approved for funding will be coordinated by Land Transport NZ regional staff.
More information
This handbook covers the processes that apply up to the time of the submission of an approved organisation’s final land transport programme. The processes that follow approval of the National Land Transport Programme include making payment for ‘approved’ activities, submitting reports to meet Land Transport NZ requirements and undertaking post activity evaluations.
The Land Transport NZ website contains information to guide approved organisations make funding applications. There is also LTP online user guidance within the LTP online programme. If you can not find the information you want in this handbook or on the websites please contact your nearest Land Transport NZ regional office (refer Appendix five).
Land Transport NZ will continue to provide information relevant to community focused activities on a range of topics. This will be put on our website, www.landtransport.govt.nz, as it becomes available and may include topics such as:
- ongoing sharing of information about community focused activities
- ideas for sustainability related activities
- opportunities for professional development
Appendix one: Making your funding application using LTP online
Creating projects in LTP online
The following information describes some of the key steps for creating community focused activities projects in LTP online. Other assistance is available in the LTP online user guide and the help text in LTP online.
To create a community focused activities project in LTP online
The example shown is for a project that contains a number of activities that each has a value of less than $150,000. This will be the most common type of project within Work category 432 Community programmes.
- Select ‘New programme component’ from the left side menu
- Select ‘Community focused activities’ on the New programme component screen.
You will now work your way through a number of screens. If there is a ‘Next’ button use it to move through screens, otherwise use the left hand submenu.
- Enter a unique project name. Remember this may be the name for a project that is made up of a number of activities combined into one project (because the cost of each activity is less than $150,000).
- Your answer to the question ‘Is this a stand alone activity with a proposed budget greater than $150,000 ……?’ will
take you to the screens for the ‘lite’ template if the answer is ‘No’ or the full template if you answer ‘Yes’.
If No - the details of the activities are to be listed on a CFA FAR calculator spreadsheet that summarises all the under $150,000 projects for the project phase cost information. A copy of the spreadsheet is shown below. The spreadsheet template can be found on our website www.landtransport.govt.nz.
The spreadsheet must be filled in and then uploaded as Supporting information to the project - The following fields should not be completed as they are unlikely to be accurate for the combined activities on the spreadsheet. If Yes - ie, the activity cost is over $150,000, the rest of the questions on this screen are to be completed
- Provide links and list references to relevant strategy documents or local policy statements that show that this project is consistent with agreed planning documents.
- Additional information on the questions and possible answers are provided in the Help text link with each of the questions. This
can be copied and pasted into the answer fields.
Click the Save changes button at the bottom of each screen, when all the fields are filled in.
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.)
The Project Phases part of the record is filled in next. It can only be accessed by using the left hand menu.
Community focused activities FAR calculator spreadsheet
The community focused activities FAR calculator spreadsheet must be used to provide the data relating to activities costing less than $150,000 which are combined into one project in LTP online. It is available on our website, www.landtransport.govt.nz.
There are four worksheets in the spreadsheet, including a description of the rules that apply to calculating Land Transport NZ financial assistance.
Worksheet: Project costs
The totals from the spreadsheet are then transferred to the ‘Development context – funding’ and the ‘Project phases – implementation’ screens as follows:
The second worksheet in the CFA FAR calculator spreadsheet, ‘Development context – funding’, shows the layout of the screen in LTP online and the numbers that need to be entered.
Worksheet: Development context - funding
The third worksheet in the CFA FAR calculator spreadsheet, ‘Project phases – costs’, shows the layout of the screen in LTP online and the numbers that need to be entered.
Worksheet: Project phases - costs
Activities costing over $150,000
The full project template for projects containing activities with a budget of $150,000 or greater contains the following topics from the left hand menus. (These are similar to other projects in LTP online with budgets $4 million or greater).
- Project details
- Package details
- Location
- Contributing organisations
- Development context
- Effectiveness
- Efficiency
- Confidence
- Phase
- Project contact
- Project assessment
- Reviews
Appendix two: Calculation of funding contributions
The Land Transport NZ contribution to the costs of a community focused activity is a calculation based on the following:
- Land Transport NZ financial assistance for a community focused activity is calculated on the total cost less ineligible contributions from other sources, up to the value of the actual financial costs.
- If the contribution of a third party to funding a community focused activity changes the scope of the activity, the contribution will be deducted from the total cost.
- An approved organisation can not gain net income from Land Transport NZ’s financial contribution.
The formula for calculating eligible costs is:
| Costs eligible for financial assistance | = $x-y-z | |
| Where: | ||
| Total cost (financial costs + in-kind contributions) | = $x | |
| Third party contributions that change the scope | = $y | |
| Financial donations or in-kind contributions that do not change the scope (>25% of $x-y) |
= $z |
The actual financial costs of the approved organisation are:
- costs that are supported by invoices, or
- the costs of internal professional services accounted for through a business unit of the approved organisation.
The contribution of any in-kind goods or services can not be transferred across activities that are combined into a project in LTP online as the financial assistance calculations are applied to each activity individually. When one of the combined activities has a high component of in-kind goods or services, part of this can account for the local share of that specific activity only and the rest is not taken into account during the calculation of financial assistance. If the other activities have no in-kind goods or services the financial assistance will be calculated on their actual financial costs. As a result, the project in LTP online would be eligible for financial assistance of less than 75 percent of total costs. These calculations will be done within LTP online.
Below are examples taking account of in-kind services or goods, third party financial contributions, calculating costs eligible for Land Transport NZ financial assistance. These are used to work out the amount of financial assistance from Land Transport NZ under different scenarios, and how this may result in this being less than 75 percent.
The first two scenarios describe different situations to show how in-kind goods and/or services may affect the calculation of Land Transport NZ’s financial assistance. The next three scenarios describe situations with different sources of funding. The sixth example summarises the calculations for a project made up of several activities.
These same examples are used in the Financial assistance calculation spreadsheet in Appendix one of this Handbook.
For further assistance with understanding how these funding rules will affect the calculation of Land Transport NZ’s contribution to community focused activities please contact your regional Land Transport NZ office.
1. This example demonstrates the situation where the total cost of a community focused activity is the same as the financial cost.
The Land Transport NZ contribution is 75 percent and the local share contribution is 25 percent of
the funding.
Examples
1.1 An approved organisation staff member plans and implements a series of workshops with young drivers to improve their attitudes to speed. The budget and actual costs are:
| Total cost | |
|---|---|
| Resources purchased from supplier for workshop | $ 500 |
| Total staff costs14 (salary + overheads) | $1,800 |
| Activity total cost | $2,300 |
| Funding | |
| Land Transport NZ contribution is 75 percent of $2,300 | $1,725 |
| Local share contributed by approved organisation (25 percent of $2,300) |
$ 575 |
| Total | $2,300 |
14 For approved organisations the total staff costs are those from a Professional Services Business Unit, and will be based on the actual salary times a multiplier. For community groups the actual salary costs and actual overheads will be used.
1.2 A community group is contracted by an approved organisation to plan and implement a series of workshops with young drivers to improve their attitudes to speed.
A paid staff member of the community group will do this work. The council has a contract with the community group for $1,725 on the understanding the group will contribute $575, i.e. expects the community group to pay the local share. The group sends an invoice into the council for $1,725. It may have sourced the $575 from a sponsor, another grant or a donation.
| Total cost | |
|---|---|
| Resources purchased from supplier for workshop | $ 500 |
| Staff salary | $1,000 |
| Overheads | $ 800 |
| Activity total cost | $2,300 |
| Funding | |
| Land Transport NZ contribution is 75 percent of $2,300 | $1,725 |
| Local share contributed by community group (25 percent of $2,300) |
$ 575 |
| Total | $2,300 |
2. This example demonstrates the situation where the total cost of a community focused activity is made up of the financial costs and in-kind services or goods.
The Land Transport NZ contribution depends on the value of any financial contributions and inkind services or goods, and would be less than 75 percent of the total cost if the third party contributions and/or the in-kind services or goods exceed 25 percent of the total costs.
Examples
2.1 A community group has a contract with an approved organisation to deliver a child restraint programme. Its staff deliver the programme, and receive some in-kind services. The total cost of the activity is $3,200, and the financial costs are $2,900. Ie the in-kind services < 25 percent of the total costs.
| Total cost | |
|---|---|
| Resources purchased for workshop | $ 600 |
| Staff salary | $1,600 |
| Overheads | $ 700 |
| Value of in-kind services (donation of time) | $ 300 |
| Activity total cost | $3,200 |
| Funding | |
| Land Transport NZ contribution is 75 percent of $3,200 | $2,400 |
| Local share – 25 percent of $3,200 is $800 | |
| - In-kind contribution to local share | $ 300 |
| - Approved organisation contribution to local share | $ 500 |
| Total | $3,200 |
2.2 A community group has a contract with an approved organisation to deliver a daily after school safe driving programme. Volunteers deliver the programme, and their training and support is provided by a paid person in the community group. The financial costs are $2,000 and the total cost of the activity is $8,300. I.e. the in-kind services are more than 25 percent of the total costs.
| Total cost | |
|---|---|
| Staff salary | $1,500 |
| Overheads | $ 500 |
| In-kind goods and/or services (volunteers’ time) | $6,300 |
| Activity total cost | $8,300 |
| Funding | |
| Land Transport NZ contribution (the only actual financial cost) | $2,000 |
| Local share is from in-kind goods and/or services ($2,667 x 0.25) | $ 667 |
| In-kind goods and/or services not eligible for financial assistance ($6,300 - $667) |
$5,633 |
| Approved organisation contribution | $ 0 |
| Total | $8,300 |
The amount eligible for financial assistance is based on the financial costs ($2,000/0.75 = $2,667).
3. This example demonstrates the situation where an organisation contributes funding to an approved organisation for a specific community focused activity. The donation does not change the scope of the activity. In effect, it becomes the approved organisation’s funding with the only constraint being that the funding must be used for the purpose for which it was provided.
In this scenario the original source of the funding makes no difference to the financial assistance calculations, unless the donated funds exceed 25 percent of the total cost as described below.
Example
3.1 A company donates $60,000 towards a community focused seminar that an approved organisation is running. The total cost is $100,000. This is a variation of example 2.2. As the donation is more than 25 percent of the total costs, the amount eligible for financial assistance is reduced.
| Total cost of activity | $100,000 |
| Funding | |
|---|---|
| Land Transport NZ contribution ($53,333 x 0.75) | $40,000 |
| Local share is from the donation ($53,333 x 0.25) | $13,333 |
| Donation not eligible for financial assistance ($60,000 - $13,333) |
$46,667 |
| Approved organisation’s own funds | $0 |
| Total | $100,000 |
Amount eligible for financial assistance is ($100,000 - 60,000)/0.75 = $53,333
4. This example demonstrates the situation where an organisation contributes funding to an activity and the scope changes.
The amount of this contribution is deducted from the total cost before calculations of the Land Transport NZ contribution are made in the usual way. This scenario is sometimes described from Land Transport NZ’s perspective as one with ‘funding coming off the top’.
Example
4.1 An approved organisation and a company agree to fund a seminar series on intersection safety with a total cost of $100,000. The company contributes $20,000 of the total cost on the condition it can do a presentation at each seminar about its seat cover products. There are no in-kind goods or services.
| Total cost of activity | $100,000 |
| Funding | |
|---|---|
| Land Transport NZ contribution (75 percent of $80,000) | $ 60,000 |
| Approved organisation local share contribution (25 percent of $80,000) |
$ 20,000 |
| Contribution of third party to total cost | $ 20,000 |
| Total | $100,000 |
Amount eligible for Land Transport NZ financial assistance is $100,000 - $20,000 = $80,000
5. This example demonstrates the situation where an organisation contributes to an activity’s total cost to achieve public benefits consistent with Land Transport NZ’s objectives. There is no change in the scope of the activity as a result of this arrangement.
In effect, this funding becomes the approved organisation’s funding and is treated in the same manner as a donation or in-kind goods and/or services. The only constraint is that the funding must be used for the purpose for which it is provided. In this scenario the original source of the funding makes no difference to the financial assistance calculations, unless the contributed funds exceed 25 percent of the total cost.
Example
5.1 An approved organisation and another organisation that funds public benefits jointly provide a series of road safety seminars at a total cost of $100,000. The other organisation contributes $20,000 to the total cost (ie, less than 25 percent of the total cost). There are no in-kind goods or services.
| Total cost of activity | $100,000 |
| Funding | |
|---|---|
Land Transport NZ contribution (75 percent of $100,000) |
$75,000 |
| Local share – 25 percent of $100,000 is $25,000 | |
| - 3rd party contribution to local share | $20,000 |
| - Approved organisation contribution to local share | $ 5,000 |
| Total | $100,000 |
6. This example demonstrates the situation where several activities in the same work category, each with total costs of less than $150,000, will be combined into a single project in LTP online. The cost of in-kind goods or services (including volunteer labour) can not be transferred across the activities that are combined. The financial assistance calculations are applied to each activity individually in the LTP online spreadsheet shown in Appendix one.
Example
6.1 Based on examples 1.1 and 2.2 above, a project would have a total cost of $10,600 made up of the two activity costs of $2,300 and $8,300.
| Activity 1: | Total staff costs (salary + overheads) | $1,800 |
|---|---|---|
| Resources | $ 500 |
|
| Activity total cost | $2,300 |
|
| Funding | ||
| Land Transport NZ funding (75 percent of $2,300) | $1,725* |
|
| Approved organisation local share contribution (25 percent of $2,300) |
$ 575 |
|
| Total | $2,300 |
|
| Activity 2: | Total staff costs (salary + overheads) | $2,000 |
| In-kind goods and/or services | $6,300 |
|
| Activity total cost | $8,300 |
|
| Funding | ||
| Land Transport NZ contribution (only actual financial cost which is less than 75 percent of $8,300) |
$2,000* |
|
| Local share from in-kind goods and/or services (25 percent of eligible funding, $2,667) |
$ 667‡ |
|
| In-kind goods and/or services not eligible for financial assistance ($6,300 - $667) |
$5,633# |
|
| Approved organisation local share contribution | $0 |
|
| Total | $8,300 |
|
| Summary: | Project total cost | $10,600 |
| Funding | ||
| Land Transport NZ funding (sum of *) | $ 3,725 |
|
| Local share from in-kind goods and/or services (‡) | $ 667 |
|
| Contribution from in-kind goods and/or services not eligible for financial assistance (#) |
$ 5,633 |
|
| Approved organisation local share contribution | $ 575 |
|
| Total | $10,600 |
|
Appendix three: Key dates
| Task | Who | When |
|---|---|---|
| Submit draft LTP | Approved organisation | 6 November 2006 |
| Review draft LTP | Land Transport NZ | November to April |
| Submit final LTP | Approved organisation | 10 April 2007 |
| Assessment and prioritisation | Land Transport NZ | April to May |
| NLTP programme | Land Transport NZ | |
| NLTP adopted | Land Transport NZ Board | 10 May 2007 |
| NLTP released | Land Transport NZ | 29 June 2007 |
| Confirm consultation | Approved organisation | 31 July 2007 |
| Activities actioned | Approved organisation or their contractors | As scheduled |
| Advice and assistance | Land Transport NZ | On going |
| Payment claim | Approved organisation | Monthly |
| Monitoring | Approved organisation | At end of activity |
Refer also NLTP guidelines pages 17-24
Appendix four: Commonly used terms
| Amount eligible for financial assistance |
This is calculated from the total cost, 3rd party contributions for public benefit and in-kind goods and/or services (for calculation of ineligible supplementary funding refer examples in Appendix two). |
| 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 activities) |
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. |
| Financial donation | A donation of funding made directly to an approved organisation or funding paid to a supplier for part of the costs of an activity. |
| In-kind goods and/or services |
Donated goods and/or services that are needed to complete an activity: this includes voluntary work. |
| 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. |
| National Land Transport Programme (NLTP) |
The mechanism through which Land Transport NZ allocates funds to approved organisations for land transport services and infrastructure. |
| Neighbourhood accessibility plans (NAPs) |
Previously known as the safer routes projects, these initiatives are 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, eg 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. |
| Total Cost | The sum of financial costs plus any in-kind goods and/or services. |
| 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 five: Land Transport NZ regional contacts
Northern Region
Northland Office
Phone 09 459 6314
Fax 09 459 6318
Level 1, ANZ Building
Cnr Robert and Rathbone Sts
PO Box 1664
Whangarei 0140
Auckland Office
Phone 09 969 9800
Fax 09 969 9813
Level 6, 1 Queen Street
Private Bag 106-602
Auckland 1143
Midland Region
Hamilton Office
Phone 07 958 7840
Fax 07 958 7866
183 Collingwood Street
Private Bag 3081
Hamilton 3244
Tauranga Office
Phone 07 927 7822
Fax 07 927 7828
Level 2, 116 Cameron Rd
Private Bag 740
Tauranga 3140
Central Region
Napier Office
Phone 06 974 5520
Fax 06 974 5529
Level 3, Dunvegan House
215 Hastings Street
PO Box 972
Napier 4140
Palmerston North Office
Phone 06 953 6396
Fax 06 953 6203
IRD Building
Cnr Ashley and Ferguson Sts
PO Box 1947
Palmerston North 4440
Wellington Office
Phone 04 931 8900
Fax 04 931 8929
Master Builders House
234 Wakefield Street
PO Box 27-249
Wellington 6141
Southern Region
Christchurch Office
Phone 03 964 2866
Fax 03 964 2855
Level 5, BNZ House
129 Hereford Street
PO Box 13-364
Christchurch 8141
Dunedin Office
Phone 03 951 3009
Fax 03 951 3013
AA Centre
450 Moray Place
PO Box 5245
Dunedin 9058
Appendix six: Community focused work categories
Applications for funding for a wide range of community focused activities can be made using the three community focused work categories:
When an activity 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
- planning, evaluation and reporting on 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 with that work should be included in work category 621: Territorial authority administration support.
432: Community programmes
Community programmes
This work category is for community focused activities that aim to change individuals’ behaviour or attitudes to road safety or sustainability 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.
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)
- 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
- walking and cycling infrastructure that may be associated with travel plans or neighbourhood accessibility planning should be included in work categories 451: Pedestrian facilities and 452: Cycle facilities
- passenger transport services and infrastructure that are associated with travel plans should be included 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 (eg, speed, drink-driving, safety belts, and failure to give way at intersections) but should relate to specific local situations or communities.
Technical approval
To ensure that the content of community advertising does not contradict Land Transport NZ’s national advertising it will need to have content approval from Land Transport NZ as well as funding approval. Please seek advice from Land Transport NZ’s regional education advisors regarding getting this approval.
Land Transport NZ regional staff can also provide additional guidance on defining what to include as ‘community advertising’.
Page created: 2 April 2007