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Environmental Education and Community Action (EE&CA) Projects Frequently Asked Questions

1. Who may apply? Local non-profit making organisations (e.g. green groups, community bodies and schools) are eligible to apply. The applicant organisation should provide relevant documentary proof of the organisation’s non-profit making status and details of the person-in-charge. For projects involving solely with the installation of demonstration facilities, applications from private kindergartens/schools, schools of English Schools Foundation and international schools will be accepted and considered on individual merits, as far as the objectives and scope of the projects meet the funding criteria.

2. What are the nature and objectives of the EE&CA Projects?

Objectives ofEE&CA Projects are: (i) To enhance the environmental awareness and knowledge of the participants,

mobilising action and inducing behavioural changes to improve the environmental problems;

(ii) To encourage schools and organisations to install environmental demonstration facilities that link with educational activities, with a view to demonstrate the application of green technologies to enhance public’s environmental awareness and knowledge, and to promote green living.

Specific themes may be set and announced during the invitation for funding applications.

Projects should bring positive impact on the environment and measurable and tangible outcomes against the objectives set for the projects. Projects should identify effective and innovative means to achieve the objectives and should take into account the environmental impact of project implementation (such as waste generation and material consumption).

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3. What is the duration of a project?

The project duration for each project should normally be not more than 2 years, unless with justifications.

4. What are the funding limits?

There are funding caps for projects of different scales: i. For small scale projects, there is a funding cap of $50,000. ii. For medium scale projects, there is a funding cap of $500,000. iii. For large scale projects, there is no specific funding cap and the amount of

funding support will be assessed and determined on the merits of individual funding applications.

Generally, funding support for demonstration facilities do not exceed HK$750,000.

Unless otherwise specified in the call for invitation, about 75% of the annual allocation will be assigned for large scale projects whilst 25% will be assigned for medium and small scale projects. Funds may be granted for full or partial support of projects. Applications involving funding of more than HK$2,000,000 will need to be approved by the Environment and Conservation Fund (ECF) Committee. Applicant organisations should take into account the amount of funding allocation available for different types of projects when preparing budget proposals for their projects.

5. When to submit application? Normally applications will be invited twice a year. Details will be announced through the Environmental Campaign Committee (ECC) – EE&CA Projects website. Completed Application Form must be returned to the EE&CA Projects Vetting Sub-committee Secretariat before 6:00p.m. on the invitation closing date as specified in each round of the invitation exercise. If schools/premises have any ongoing ECF-funded demonstration facilities/minor works projects, schools/organisations could only submit new applications for demonstration facilities upon endorsement of completion reports of the said projects.

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6. What documents should be provided together with the application form of the Projects? Applicant organisations should provide the following documents together with the application form: i. Supplementary Sheet for Applicants (as attached with the application form); ii. Copy of the organisation’s registration document under the Societies Ordinance

or Companies Ordinance (If the organisation is registered under the Societies Ordinance, the applicant should also provide the particulars of all the office-bearers of the organisation when filling in the application form.);

iii. Documents, to the satisfaction of the Vetting Sub-committee, proving that the organisation is non-profit making in nature, for example, copy of supporting document certifying that the applicant qualifies for tax exemption under section 88 of the Inland Revenue Ordinance, copy of the “Memorandum and Articles of Association” or other supporting documents.

iv. For application of demonstration facilities, supplementary documents to facilitate the Vetting Sub-committee’s understanding of the application, such as the conceptual design plans, photos, layout plans etc. indicating the intended installation location and orientation of the proposed demonstration facilities.

Please note that if the organisation is registered under the Societies Ordinance, all office-bearers of the organisation are jointly and severally liable to the approved project. In addition, applicant organisations should provide the best and fullest information in their applications. The Vetting Sub-committee is not obliged to request for additional information from applicants.

7. What are the vetting criteria of the Projects?

The following board criteria would be considered by the Vetting Sub-committee when assessing the projects: i. whether the project objectives can contribute to the overall environment of

Hong Kong, raise environmental awareness of the local community, mobilise the community to take action to improve the environment, or whether the project itself can bring about educational value in the longer run;

ii. whether the activities under the project’s schedule of implementation is well-planned and practicable, the proposed budget is cost-effective, the

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incurred expenditure is necessary and if the activities will generate a lot of waste. The Vetting Sub-committee will also consider if the project has alternative sources of funding support, whether it should more appropriately be funded by other sources or if it is or likely to be a duplication of the work already or currently carried out by other groups;

iii. the track records of the applicant organisations, such as their experience and performance in organising similar activities, will be considered in vetting the applications. For first-time applicants without proven records of project implementation, it is suggested that they could consider applying for projects with a smaller scale;

iv. the involvement of the applicant organisation in the project. For instance, whether the applicant organisation is solely relying on the contractors without direct participation, etc.

In addition to the broad assessment criteria mentioned above, a merit-based ranking system is implemented to assess and select the most meritorious applications for funding support. Applications will be assessed against the following aspects: i. Programmes (65%)

(a) Programme Approach: A focused project which fully meets priority theme. (b) Creativity: A creative project to effectively instill behavioural changes

towards a green life style. (c) Sustainability: Programmes of the project can bring about positive impacts

in the long run and can be self-sustained. (d) Measurable Results: The project has very clear indicators for measuring

output and outcome, and can maximize outreach rate.

ii. Project Management Capability (35%) (a) Track Record: For applicant which has past experience in ECF projects, its

track record would be taken into consideration. (b) Ability to Manage Application Procedures: Applicant presents strong

ability to manage application procedures. (c) Project Planning: Proposed schedule of implementation is well-planned

and practicable.

iii. Budgetary Management (5%) (a) Proposed budget is prudent, realistic and cost-effective, with full

justification for every expenditure item.

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8. Is there any specific time from for commencement of the project after approval

has been granted? The ECF Committee or Vetting Sub-committee may suspend/terminate funding support for a project if it does not commence within six months from approval without any justifiable reasons.

9. Will the Vetting Sub-committee consider request for additional funding after

project approval? Any increase in cost arising from inflation or unforeseen requirements will be the responsibility of the recipient organisation. Request for additional funding after project approval will normally not be considered.

10. Can rejected applications be re-submitted?

Yes.

11. How to assess the expected benefits of the project?

Applicant organisations should set out both output and outcome performance indicators for monitoring and evaluation. Applicants are required to complete the Appendix of the application form to state the specific indicators and evaluation methods (e.g. number of activities and arrangement, number of beneficiaries in key activities and the measuring methods, and expected changes among beneficiaries, etc.). The performance indicators will become one of the key considerations in vetting projects. For educational activities that link with demonstration facilities, recipient organistaions are required to evaluate education output and effectiveness through the “Pre-test” and “Post-test” questionnaires. The Vetting Sub-committee also recommends the recipient organisations to conduct self-assessment using these questionnaires after project completion to uplift environmental education impact.

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12. What items of expenditure will be supported?

i. Manpower: the ceiling should normally be below 50% of the approved total

budget or actual expenditure for the project, whichever is the less; ii. Publicity: the ceiling is capped at 20% of the approved total budget. The

applicant is free to manoeuvre with the grant among the various approved ‘publicity’ items;

iii. Production of Exhibition Panel: maximum funding per panel is $2,100 and the ceiling is capped at $21,000 per application. Applicant is encouraged to borrow exhibition panels from Environmental Protection Department (Hotline: 2835 1012);

iv. Please refer to Appendix II of Guide to Application for other items that may be considered.

13. What items of expenditure will not be supported?

i. Renovation fee; ii. Contingency and uniform (including, but not limited to, items such as cap,

T-shirt, badges); iii. Capital items such as computer, camera, furniture, etc.; iv. Souvenirs to guests, judges or participants, except Certificate of Attendance; v. Expenses on merely form-based or school-based visits; vi. Production and printing of leaflets; vii. Reprinting of existing leaflets or education materials will not be supported,

unless they form an essential part of the project; viii. Non-local travel expenses; ix. Payments to individuals as a reward for their participation in the project;

Honoraria for speakers who are staff employed for the project; and x. Energy-saving facilities and procurement of prefabricated systems such as aquaponics

systems.

14. Will administrative and overhead costs be supported? For applications from NGOs (including green groups) without receiving Government subventions, general administrative and overhead costs incurred from the project will be considered, subject to a cap of 10% of the total approved grant or actual expenditure of the project, whichever is the less. Detailed breakdown on items to

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be charged to the administrative and overhead costs must be provided in the application for consideration. (Note: The applicant organisation should declare in the application form whether it receives Government subventions or not.)

15. How will the disbursement and reimbursement of funds be arranged? The Secretariat would arrange disbursements according to the project nature:

(i) For Projects without Demonstration Facilities Depending on the cash flow requirement and nature of the project, the recipient organisation will normally receive between 25-50% of the grant upon approval of the application.

(ii) For Projects Solely with Installation of Demonstration Facilities

Depending on the cash flow requirement and nature of the project, the recipient organisation will receive a schedule of disbursement of the grant upon project approval. For projects requiring conduction of feasibility study, which may be required for green roof projects and renewable energy projects, only the amount of feasibility study will be given as the first payment. Further payment will be disbursed when the works are confirmed feasible and the project will proceed.

(iii) For Projects with Demonstration Facilities and Educational Activities

The Secretariat will agree with the recipient organisation a schedule of payment.

Upon the submission of half-yearly progress reports, the recipient organisation may apply for a further disbursement if it proves that the previous payment has been mostly spent or that further disbursement is required for undertaking the project as scheduled. The last 10% of the grant will normally only be released after completion of project subject to submission of a completion report together with a statement of accounts for the project endorsed by the ECC Secretariat, as appropriate. The final payment will normally be released within three months upon receipt of all original invoices and receipts and all necessary clarifications as requested by the Vetting Sub-committee Secretariat are settled.

16. Do recipient organisations need to submit report on completion of installation, progress and completion reports? For projects lasting more than six months, recipient organisations have to submit half-yearly progress reports with information on financial position of their projects together with original invoices and receipts for the expenses to the ECC Secretariat

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within one month following the end date of the corresponding reporting period.

Within two months of completion of the project or before the date specified in the agreement, recipient organisations have to submit a completion report with attachment of a statement of accounts to the ECC Secretariat (for projects over HK$300,000, the statement of accounts should be audited by certified public accountants (practicing) within the meaning of section 2 of the Professional Accountants Ordinance (Cap 50)). The ECC Secretariat may conduct on-site inspections and surprised checks to examine the progress of a project at any time.

For projects that include demonstration facilities, recipient organisations have to submit a Report on Completion of Installation (IR) within one month after the demonstration items have been installed. After the endorsement of the IR, the project will commence its 12-month monitoring period (projects with funding support more than HK$500,000 may be subject to a longer monitoring period). For projects that only involve demonstration facilities, recipient organisations have to submit IR and a statement of accounts (for projects receiving a grant more than HK$300,000, a statement of accounts audited by certified public accountants (practicing) within the meaning of section 2 of the Professional Accountants Ordinance (Cap 50) is required) within one month after the demonstration items have been installed. After the endorsement of the IR, the project will commence its 12-month monitoring period (projects with funding support more than HK$500,000 may be subject to a longer monitoring period). Within two months of completion of the project or before the date specified in the agreement, recipient organisations have to submit a completion report.

17. What are the requirements of the statement of accounts? For projects receiving a grant of or below HK$300,000, the grant received must be shown in a complete statement of accounts, together with the original copy of invoices and receipts. Auditing will not be required, but the ECC Secretariat reserves the right to check all financial records kept by the recipient organisation relating to the use of the grant. For projects receiving a grant more than HK$300,000, the statement of accounts attached to the completion report must be audited by certified public accountants (practicing) within the meaning of section 2 of the Professional Accountants

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Ordinance (Cap 50). For projects lasting more than 18 months, recipient organisations are also required to submit a statement of accounts audited by certified public accountants (practicing) to the ECC Secretariat once every 12 months and within two months of project completion. For projects that include solely the installation of demonstration facilities receiving a grant more than HK$300,000, a statement of accounts audited by certified public accountants (practising) within the meaning of section 2 of the Professional Accountants Ordinance (Cap 50) should be attached to the installation report. The statement of accounts as required above must be submitted in prescribed format as specified by the Vetting Sub-committee Secretariat. Essentially the actual expense, reference numbers of individual invoices and receipts and elaborations on individual transactions under each approved budget item should be clearly indicated. In the audit report, the accountant must provide opinion on: (i) whether the audited accounts properly present the financial position; and (ii) whether the conditions of grants are met. If the accountant is unable to provide assurance as exception(s) is/(are) noted or due to any other reason(s), such exception(s) and reason(s) should be specified in the audit report.

18. What are the requirements in procuring capital items, goods and services? The recipient organisation is obliged to adhere to a high standard of integrity and spend the funds in an open, fair and accountable manner. The recipient organisation should exercise utmost prudence in procuring goods and services for the project and must adhere to the following procedures unless the Vetting Sub-committee agrees otherwise – Aggregate value of Requirement every procurement HK$5,000 or below Quotations are not required for most items unless

specified in Appendix I of the Guide to Application

HK$5,000 – Below HK$10,000 Quotations from at least two suppliers are required

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HK$10,000 – Below HK$500,000 Quotations from at least three suppliers are required

HK$500,000 or above Open tendering should be used

19. Who will possess the title of capital items, educational materials and computer software? The title of capital items (including demonstration facilities), educational materials and computer software procured with the fund will remain with the Government during the project period. Upon satisfactory completion of the project and subject to the approval of the Vetting Sub-committee, the title of the items may be changed to the recipient organisation on a case-by-case basis.

20. Which types and themes of project have been supported by ECF? Previous EE&CA Projects supported by ECF were of diversified types, such as eco-tour / visit, talk, training, workshop, exhibition, planting, waste recovery project, competition, survey, greening, small-scale food waste composter and renewable energy items etc. Main themes of the projects include nature conservation, resources conservation, greening, waste reduction, food waste reduction, energy saving, recycling, reduction of carbon footprint, green building and use of renewable energy etc. Applicant organisations can visit ECC- EE&CA website for past EE&CA Projects funded by ECF.

21. If changes are to be made to the approved projects, what should the applicant organisation do? Any changes (including revision to the objectives and /or content, transfer of project to another organisation, deferral of progress/completion reports/statement of accounts submission date, change in sponsorship and changes of the installation location, etc) must be submitted for the Vetting Sub-committee’s/Secretariat’s prior approval. Any major changes to the project must be approved by the Vetting Sub-committee. The Vetting Sub-committee may suspend/terminate funding support for a project if any project change is implemented without obtaining prior approval. Please note that the grant could be reduced on a pro-rata basis if there is reduction in the scope of the project, the actual frequency of activities, the number of participants or duration of the project, etc.

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22. Where can we obtain the Guide to Application and application form?

The Guide to Application and the application form for EE&CA Projects can be downloaded from the following website:

Environment and Conservation Fund Committee http://www.ecf.gov.hk/en/application/index.html Environmental Campaign Committee - EE&CA Projects http://eeca.ecc.org.hk/english/guide/guide.html

The Guide to Application may be reviewed by the EE&CA Projects Vetting Sub-committee as and when necessary. For enquiries, please contact EE&CA Projects Vetting Sub-committee Secretariat as follows:

Tel: 2840 1771 Email: eeca@epd.gov.hk