COMMUNITY-BASED CCTV SCHEME GUIDELINES FOR APPLICATION AND APPRAISALS PROCESS

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1 COMMUNITY-BASED CCTV SCHEME GUIDELINES FOR APPLICATION AND APPRAISALS PROCESS 2006

2 Contents Section 1: Introduction Background to Scheme Two Stage Approach Grants Local Support Important CCTV Documents Garda Síochána Act 2005 Information Sessions Pobal Section 2:General Guidelines Aim of Community-based CCTV Scheme Objectives of the Scheme Guiding Principles Community Dimension and Local Consultation Project Steering Committees Section 3: Stage 1 Applications Who is eligible to apply? Supports/Grants available under Stage 1 Mandatory Funding Conditions for Stage 1 Primary Assessment Criteria for Stage 1 Applications Section 4: Stage 2 Applications Who is eligible to apply? Stage 2 Eligibility Criteria Grants available under Stage 2 Matching Funding for RAPID areas Frequently Asked Questions Important considerations for Stage 2 Applicants Mandatory Funding Conditions for Stage 2 Primary Assessment Criteria for Stage 2 Section 5: Appraisal of Applications General Appraisal Process Appraisal procedure Section 6: Application Process Completing Forms Closing date for applications Further information and making enquiries Section 7: Payment of Grants Stages of Payments Conditions of Grant Acceptance Appendix 1 Garda Síochána Act 2005 Tax Clearance CCTV Code of Practice and Technical Specification Data Protection Acts and Data Controller Disclosure under Freedom of Information Acts Appendix 2 Examples of Theoretical Funding Scenarios 2

3 Section 1. Introduction 1.1 Background to the Community Based CCTV Scheme. The Community Based CCTV Scheme is a national measure under the Department of Justice, Equality and Law Reform and is administered by Pobal. The department devised the scheme in response to a demonstrated demand from communities across Ireland for the provision of CCTV systems. The overall purpose of the scheme is to support local communities who wish to install and maintain CCTV security systems in their area, with the aim of increasing public safety and reducing the risk of anti-social and criminal activity. This scheme is intended to support community-based organisations that wish to provide CCTV systems, in order to deter illegal or anti-social behaviour in places to which the general public have routine access, such as residential communities, city and town centres. It is not intended to cover the installation of CCTV systems in exclusively commercial areas such as shopping malls, industrial estates or business parks etc., where that is the primary objective of a proposal. It is not available to private interests such as clubs or individual groups in order to provide security for a specific building or premises. 1.2 Two Stage Approach In some areas, significant work has been done already in developing proposals relating to CCTV. This work will allow these communities to define their needs quickly and submit high-quality proposals for funding, which have broad local support and high levels of sustainability. However, it is also recognised that, in many areas, the community will need time to develop sustainable proposals. The approach adopted in the Community-based CCTV Scheme offers two stages or options that are designed to meet the requirements of communities in both of these situations. Applicants may apply for funding under Stage 1 (pre-development) or Stage 2 (fully developed proposals). Applicants are free to bypass Stage 1 and submit a Stage 2 proposal directly. Some areas, however, are likely to consider that the time and supports available under Stage 1 will, if accessed, facilitate the development of higher-quality Stage 2 bids. The number of grants to be awarded, under both stages, will depend on the number and quality of the applications, in the context of the available budget during the course of the scheme. Grants will be awarded subject to the availability of funds and the number of valid applications received. Projects will be funded, within overall maximum grant limits, to the level that is considered necessary to establish successful and viable CCTV projects. Funding will not be spread thinly over all proposals that have potential merit. 1.3 Grants Under Stage 1 of the Community-based CCTV Scheme, grants are awardable to provide financial assistance, up to a maximum of 5,000, to qualifying local organisations, towards meeting the predevelopment costs of drawing up a Stage 2 proposal. Grants under Stage 2 are designed to assist with the capital costs associated with the establishment of local community CCTV systems. The maximum grant awardable by the Department of Justice, 3

4 Equality and Law Reform, under Stage 2, in any circumstances, is 100,000. Within this limit, grants of up to 70% of the total capital costs of a system may be awarded. 1.4 The Department of Community, Rural and Gaeltacht Affairs will match any funding allocated by the Department of Justice, Equality and Law Reform to successful Stage 2 applications from RAPID 1 areas, that are endorsed by the RAPID Area Implementation Team (AIT), subject to the total grant aid from both Departments not exceeding 200,000 or 100% of the capital costs of the project, whichever is the lesser. 1.5 Local Support Applicant organisations must have the support of a range of local groups/organisations, working together in the community (e.g. community groups, residents groups, local development groups, local businesses, public bodies etc). Applicants will be required to demonstrate the need for a CCTV system in their area and have the capacity or potential (with pre-development support) to develop, implement, operate and maintain such a system into the future. 1.6 Important CCTV Documents These Guidelines are intended to provide comprehensive information to community organisations on the application process, the appraisal process and the main issues that applicants need to consider and address when drawing up a proposal for a CCTV system and making an application for grant aid. They must be read in conjunction with the following documents that are of central importance to the implementation of the Scheme: Code of Practice for Community-based CCTV Systems Authorised under Section 38 (3)( C ), Garda Síochána Act 2005 Technical Specification for Community-based CCTV Systems Section 38 (3)( C ),Garda Síochána Act 2005 These documents are downloadable from Pobal at and the Department of Justice, Equality and Law Reform at They are also available in hard copy from Pobal. The Code of Practice sets out the basic conditions for use for Community-based CCTV systems and the Technical Specification provides information on the minimum equipment specifications which must be met in order to be considered for grant aid. All applicants will have to comply fully with the requirements outlined in both documents in order to qualify for consideration. 1.7 Garda Síochána Act 2005 The Scheme operates under Section 38(5), Garda Síochána Act For the purposes of these Guidelines, references throughout the document to Community-based Group/Organisation have the same meaning as is given to authorised person under the Garda Síochána Act (See Appendix 1). 1 RAPID (Revitalising Areas by Planning, Investment and Development) is a focused Government initiative to target the 45 most disadvantaged urban areas and provincial towns in the country. The implementation of the RAPID programme is led by the Department of Community, Rural and Gaeltacht Affairs. Pobal coordinates programme implementation on behalf of the department. 4

5 1.8 Information Sessions Pobal intends holding regional information sessions for all (Stage 1 and Stage 2) potential bidders, prior to the bidding deadline. Information on these sessions will be sent to all applicants who register with Pobal. All documentation in relation to the Scheme is available from Pobal and the following websites: and Pobal The Community-based CCTV Scheme is administered nationally by Pobal on behalf of the Department of Justice, Equality and Law Reform. Pobal carries out the following functions within the scheme: Administration of the application process Management of the appraisal process and submission of recommendations for project funding to the Department of Justice Equality and Law Reform; Offering support to organisations who have been successful at Stage 1 (Pre-development stage) to assist them in moving to full Stage 2 applications; Operating programme financial management & control systems; Implementing programme monitoring systems; Identifying and transferring good practice across the programme; Disseminating information on the programme; Offering guidance and training on system development, monitoring and data control issues to successful stage 2 applicants; Reporting to the Department of Justice, Equality & Law Reform on programme progress. 5

6 Section 2: General Guidelines 2.1 Aim of the Scheme The overall aim of the Community-Based CCTV Scheme is to improve community safety and the quality of life of residents and of the general public. 2.2 Objectives of the Community-Based CCTV Grant Scheme Assistance in the maintenance of public order and safety. Enhancement of existing policing provision within the community. Assisting in the prevention and reduction of local crime, disorder and anti-social activity. Increased community involvement in the provision of legitimate, integrated responses to prevent/reduce crime, in local areas, in association with appropriate agencies. Promoting co-operation and creating mutually beneficial relationships between the public, private and voluntary sectors, through partnership and inter-agency initiatives. Providing recorded evidence of incidents and facilitating quicker responses. Facilitating the detection and investigation of offences. Assisting in the possible prosecution of offenders. Improvement of general service provision to the community. 2.3 Guiding Principles which underpin the Scheme Supporting the identification and delivery of a number of local Community CCTV projects that operate within the Technical Specification and Code of Practice. (See separate documents). Ensuring that the funding is targeted on areas with demonstrated need for crime prevention/reduction. Ensuring equality of access to communities, who do not normally have sufficient support, to allow successful access to resources. Allocating available funding in a manner that assists in the achievement of optimum long-term benefits to communities and value for public resources. Supporting effective local partnerships to manage the programme. Supporting synergy with other initiatives. 2.4 Community Dimension and Local Consultation This initiative aims to empower communities by strengthening their capacity to engage in local development and to participate in decision-making. It encourages an inclusive, community development, partnership, approach by promoting the participation of relevant community-based voluntary organisations/groups and statutory agencies in the development of community CCTV proposals. Local consultation and support are essential elements in the process of creating a CCTV system that is relevant and acceptable to the local community. 6

7 In the effort to address the causes of crime and reduce anti-social and criminal behaviour the scheme endeavours to complement existing activities such as normal policing, youth and community development initiatives, Garda Diversion Projects, Juvenile Liaison Schemes, Probation and Welfare Service programmes. It is important, when undertaking any consultations within the community not to imply that funding for the proposed CCTV system is guaranteed. Also, while organisations may qualify for pre-development support, it is not guaranteed or implied that any subsequent Stage 2 bid will be successful in securing funding. 2.5 Project Steering Committee It is strongly recommended that a Steering Group is established for each project to ensure optimum community participation and influence. It is envisaged that the Steering Group would be comprised of a broad range of community groups and interests. The Steering Group would fulfil a very important function in relation to defining the need and objectives and provide an ongoing mechanism for local consultation and for monitoring the overall implementation and progress of the project. 7

8 Section 3: Applications under Stage Who is eligible to apply? Eligible applicant organisations could include: Existing community-based, not-for-profit, organisations, that are broadly representative of the community e.g. Area Partnerships, Community Development Projects, Family Resource Centres, Local Authorities, Local CCTV Development Groups, Community Enterprise Organisations, Chambers of Commerce etc. Community-based, not-for-profit, consortium of private and community interests under the aegis of an existing lead organisation. 3.2 Supports/Grants Available under Stage 1 of the Community CCTV Scheme. Stage 1 offers Pre-development supports and possible funding for organisations/groups who are not yet ready to develop their proposals fully or utilise funds. The purpose of these grants/supports is to enable qualifying applicants to complete a detailed proposal, for submission within a set timeframe under Stage 2. Applicants may, for example, know that there is a clear need for a community CCTV system in their area and that there is broad community support for the scheme. They may not however, have secured local agreement around the scheme management structures or may not have fully consulted with the local community to ensure agreement for a specific proposal, operational priorities, positioning of cameras and objectives Stage 1 Grants/Supports It is recognised that small amounts of funds can be useful to local groups in completing the tasks listed above. Pre-development grants can be applied for to facilitate groups to undertake those tasks. However, in no case shall more than 5,000 be provided to Stage 1 applicants. Applicants should attempt to limit their requests for funding to items which are strictly necessary to complete a Stage 2 bid. Pre-development assistance will be offered to applicants who have submitted qualifying Stage 1 applications. The level of financial assistance will be determined on the basis of need. Grants (if applied for and accessed) would be expected to be used on activities such as: Supporting consultation with local communities Identifying a lead organisation Publicising the potential bid and methods of inputting to it Supporting development of community management structures etc. Agreeing Operational Requirements Securing technical advice The identification of a lead organisation, with an established track record in relation to the expenditure of public funds, is a primary task in this process 8

9 The pre-development supports are intended to facilitate the development and submission of high-quality finalised proposals under Stage 2. Pobal will also work with the group of qualifying Stage 1 applicants to identify other support needs. Supports will, in the main, be offered through regional/thematic workshops and/or information sessions. Supports will include offering guidance on: Further, exploration of need, including the identification of other developmental, complementary responses to crime prevention. Identification of a lead organisation to make an application under Stage 2, if the predevelopment applicant does not meet the eligibility criteria for qualification as a lead organisation. Developing working local delivery partnerships. Community consultation. Technical system requirements Mandatory Funding Conditions for Stage 1 A completed Stage 1 Application Form must be submitted. All proposed CCTV systems must cover public areas to which the general public have access routinely. Grant assistance will not be provided for purely private projects - e.g. individual buildings or premises, shopping malls, private residences, other private property, etc. Applicants must give an undertaking that information provided in the application is correct. Applicants shall undertake to fully comply with taxation, public procurement and Government accounting rules in the expenditure of any grant monies awarded. The Declaration Section of the application form must be signed by the duly authorised person of the applicant group, which will take responsibility for the development of the finalised application for Stage 2 funding. The group must enter into a contractual arrangement with Pobal Primary Assessment Criteria for Stage 1 Applications Perceived Need for a CCTV System Indication of need for a CCTV system in the particular identified location(s). The purposes for which the CCTV system would be used. Endorsement of proposals from RAPID areas by the RAPID AIT (where applicable). Quality of the Proposal Extent to which the proposal is consistent with the Objectives of the Scheme. How the proposal is likely to benefit / impact on the community. 9

10 Indication of type, extent and scale of the CCTV system that the applicant wishes to install, including probable numbers of cameras and their general geographic locations. Indication that the proposal is realistic, in terms of the potential to address the identified security issues. Overall projected cost in context of similar type and scale projects. Potential for Local Consultation and Integration Track record of the applicant in relation to co-operation/co-ordination with existing community organisations. Clear indication of potential and commitment of the applicant to enter into extensive consultation with the local community where the proposed CCTV system would be installed such as Gardaí, local authority, community groups and organisations, residents associations and local joint policing committee etc. Identification of organisations and agencies they propose to involve in the development of the proposal. Organisations they currently work with actively, in a community development capacity, if any e.g. local committees, co-ordinating organisations, partnerships etc. Capacity of the Group Positive indicators of: Previous experience of the management of publicly funded projects or the identification of a potential lead organisation with that capacity. Track record of the applicant including details of current activities and programmes. Organisational and management structure with regard to the normal operations of the group and financial systems, controls and procedures. Current financial status. Funding currently available to them. Details of current funding sources. Sustainability Indicators of their current or potential capacity to supply the funds required to establish the project. Indication of how the running costs pertaining to operational, maintenance, (possible monitoring and staffing costs) would be met in terms of potential funding sources. 10

11 Section 4: Applications under Stage Who is eligible to apply? Stage 2 of the Community-based CCTV Scheme offers a direct application process to access funds, to those organisations that consider that they can demonstrate an ability to develop and deliver a local CCTV proposal immediately Eligible applicant organisations could include: Existing community-based, not-for-profit, organisations, that are broadly representative of the community e.g. Area Partnerships, Community Development Projects, Family Resource Centres, local authorities, Community CCTV Development Groups, Community Enterprise Organisations, Chambers of Commerce etc. Community-based, not-for-profit, consortium of private and community interests under the aegis of an existing lead organisation Stage 2 Eligibility Criteria The lead group for all applications must be an existing, legally registered body with an established track record in relation to the expenditure of public funds. The proposal must have the prior support and backing of the local Divisional Officer of the Garda Síochána. Applicants must provide evidence that the relevant local authority, has agreed to act as Data Controller. The proposal must comply with the CCTV Code of Practice, Section 38 (3) ( C )Garda Síochána Act The proposal must comply with the Technical Specification, Section 38 (3) ( C )Garda Síochána Act Stage 2 proposals that do not meet the Eligibility Criteria set out above will not be assessed. NOTE: Grant Payment Conditions will also apply (page 15). 4.2 Grants Available under Stage 2 of the Community CCTV Scheme What is the maximum grant awardable under the Scheme? The maximum grant awardable by the Department of Justice, Equality and Law Reform, in any circumstances, is 100,000. Within this limit, grants of up to 70% of the total capital costs of the system may be awarded. 11

12 In order to qualify for the maximum capital grant (i.e. 70% of capital costs of the system), applicants are required to raise a minimum of 15% of the capital cost of the system, from *nonpublic funds. Proof of the local funding contribution must be submitted with the application. The remaining 15% may be raised from public and other funding sources. If a group is unable to source funding which does not originate from a Government Department or Local Authority, or a body wholly funded from such sources, it is not prevented from submitting an application under this Scheme. Where applicants are unable to raise 15% of the capital cost, from non-public funds, then the maximum capital grant awardable by the Department of Justice, Equality and Law Reform is 50% of the capital costs of the system (subject to the maximum award limit of 100,000). Applicants from RAPID areas are not required to provide matching funds for the capital element of the project, where the overall capital cost of the project does not exceed 200,000 (see Matching Funds for RAPID Areas below). * For the purposes of this Scheme, non-public funding means funding which does not originate from a Government Department or Local Authority, or a body wholly funded from such sources. Applicant organisations, from non-rapid areas, are encouraged to maximise their match funding contribution, to the greatest possible extent. This will help secure the maximum level of grant aid and will be considered as a positive indicator of the organisation s capacity to sustain the project for a period of not less than five years. Applicants from RAPID areas are required to illustrate their intention to provide local funding to sustain the operational and maintenance aspects of the project for a period of five years. This will be a consideration in the assessment of suitability for grant aid. The number of grants to be awarded is dependent on the number and quality of the applications, in the context of the available budget during the course of the scheme. Grants will be awarded subject to the availability of funds and the number of valid applications received. Projects will be funded, within overall maximum grant limits, to the level that is considered necessary to establish successful and viable CCTV projects. Funding will not be spread thinly over all proposals that have potential merit. Please refer to Appendix 2 for examples of theoretical funding scenarios dealing with applications from RAPID and non-rapid areas) Matching Funds for RAPID Areas The Department of Community, Rural and Gaeltacht Affairs will match any funding allocated by the Department of Justice, Equality and Law Reform to successful applications from RAPID areas that are endorsed by the RAPID AIT, subject to the total grant aid from both Departments not exceeding 200,000 or 100% of the capital costs of the project, whichever is the lesser. As with the grant awardable by the Department of Justice, Equality and Law Reform, the contribution of the Department of Community, Rural and Gaeltacht Affairs is confined to part-funding of the initial capital expenditure in respect of a CCTV system. In order to qualify for matching funds, applicants will have to have been awarded grant aid by the Department of Justice, Equality and Law Reform and the proposal will have to be endorsed by the local RAPID AIT. 12

13 4.3 Frequently asked Questions What is Capital Cost? The capital cost of the system refers to expenditure incurred on necessary one-off costs in the installation of a CCTV system. These costs include items such as the purchase of cameras, monitors and related equipment, cabling, ducting, outfitting of a monitoring station, etc. Costs - other than design and planning costs that have been incurred before grant aid approval will not be taken into consideration. However, should an application prove successful, the design and planning costs incurred, prior to the grant aid application, will be taken into account in determining the amount of grant awardable Does the Grant Scheme cover the running costs of a CCTV system? No. The grants from the Department of Justice, Equality and Law Reform and the Department of Community, Rural and Gaeltacht Affairs pertain to capital expenditure only. All running costs will be the sole responsibility of the applicant. Running costs or costs incurred for leasing arrangements are not eligible for funding Should the System be Monitored? The Department of Justice, Equality and Law Reform considers that monitoring will significantly improve the usefulness of the system. It is accepted, though, that staffed monitoring will not be possible in many cases and that, where necessary, CCTV systems which meet the requirements of the Technical Specification and which have a secure data recording and storage facility will be eligible. However, the assessment process will take into account those proposed systems that can demonstrate that they will have an ability to provide on-going effective system monitoring. Persons who are proposed to monitor the CCTV system or who have access to data will be subject to garda clearance procedures Sustainability into the future The lead organisation (fund holding body) will be required to give a commitment to provide the necessary funds to sustain the project for a five-year period. It will need to demonstrate, satisfactorily, how the running costs will be met and provide evidence that the system is sustainable, for at least five years, from the date of the commissioning of the equipment. Projected figures for running costs, maintenance etc. will be required along with details of how the funds will be sourced Local Financial Contribution Applicant organisations, including those from RAPID areas, are encouraged to maximise their own funding contribution to the greatest possible extent. This will be considered as an indicator of the organisations capacity to sustain the project for a period of not less than 5 years. The ability to raise a local contribution will be considered to be an advantage in the assessment of suitability for grant aid. 13

14 4.3.6 Important Considerations The following aspects are of particular importance in relation to the assessment of Stage 2 proposals: All applicant organisations must satisfy the CCTV Assessment Criteria which require, among other things, that they have entered into a meaningful, local consultative process and that the proposal has broad based community support. The Operational Priorities i.e. purpose and priority locations of cameras, should be determined in close consultation with the local community. Applicant organisations must secure the support of a range of local interests, working together in the community such as community groups, residents organisations, the Garda Síochána, local authority, local development organisations, local businesses, public bodies etc). All Stage 2 applicant groups must consult with the local joint policing committee regarding their CCTV proposals. All final bids will be appraised according to the Appraisal Criteria as set down for Stage 2. (See details below). 4.4 Mandatory Funding Conditions for Stage The following conditions must be met in full before a grant can be awarded. A completed application form must be submitted. The lead organisation must have an established track record in relation to the management of publicly funded projects All applications for funding must be signed by a duly authorised person on behalf of a legal entity representing the Lead Group, which will take responsibility for the supply, installation and commissioning of the proposed system. All applications must be accompanied by a letter of approval for the proposal, signed by the local Garda Divisional Officer - i.e. Chief Superintendent of the Garda Síochána. All proposals must have the written approval of the local authority. The participating local authority must agree to act as Data Controller, for the purposes of Data Protection legislation. (Details of the role of Data Controller are contained in the Code of Practice for Community-based CCTV Systems authorised under Section 38(3) ( C ), Garda Síochána Act 2005.). All proposed Community-Based CCTV systems must comply with the minimum technical / operational criteria as set out in a document entitled Technical Specification for Communitybased CCTV Systems authorised under Section 38(3) ( C ), Garda Síochána Act All proposed CCTV systems must cover public areas to which the general public routinely have access. 14

15 A scaled map must accompany each application showing the area the proposed system will cover illustrating the proposed camera positions and showing effective coverage for each camera. Confirmation that the necessary planning permissions and wayleaves will be secured, to allow for the installation of cameras or related equipment and the routing of cables etc. Detailed costings for the project must accompany each application. Applicants must supply a copy of a current Tax Clearance Certificate or Charitable Statue (CHY) number (as applicable). The Declaration Section of the application form must be signed by the duly authorised person of the applicant Group. The Group must enter into a contractual arrangement with Pobal Payment of Grants Before grants can be paid all Stage 2 applicants will be required to: Consult with the local joint policing committee Secure the approval of the local authority for proposals Secure authorization from the Commissioner of an Garda Síochána Applicants must give the following undertakings: Only persons who have received Garda authorisation will be permitted access to the control area where monitoring of the CCTV system takes place or to recorded images. Members of the Garda Síochána shall be allowed access to the CCTV system as required for the purposes of supervising and controlling the operation of the CCTV system and information retrieval as required by section 38(7) of the Garda Síochána Act Applicants must comply with the relevant Data Protection legislation, in this area to, ensure that the CCTV system is operated at all times with proper respect for personal privacy and civil liberties and also within the terms/requirements the Code of Practice for CCTV Systems authorised under section 38 (3) ( C ), Garda Síochána Act That the information provided in the application is correct. That the applicants will comply fully with taxation, public procurement and Government accounting rules in the expenditure of any grant monies awarded Primary Assessment Criteria for Stage 2 Applications Assessment will take place under the following headings: Evidence of Need Evidence of need for a CCTV system in the particular identified location(s). Purposes for which the CCTV system would be used. How the level of need was established. 15

16 Endorsement of proposals from RAPID areas by the RAPID AIT (where applicable). NOTE: Pobal will request a separate assessment of need directly from the local Divisional Officer of the Garda Síochána. Evidence of the Quality of the Proposal (including technical requirements) Extent to which the proposal would meet the Objectives of the CCTV Scheme. Evidence that the proposal is clear and realistic, in terms of the potential of the proposed works to address the identified security issues comprehensively. Extent to which the proposal has the potential to benefit / impact on the community. Concerns / issues the system is designed to address. Integration with existing Community-based measures regarding crime prevention and support/education programmes for at-risk persons and offenders. Evidence of how the project will add value/complement other existing initiatives and services. Identification of a suitable location for monitoring centre and/ or secure data storage facility. Extent to which on-going system monitoring will be available, to maximise benefits of use of CCTV system. Evidence of Local Consultation Degree of meaningful, extensive consultation with the local community where the proposed CCTV system would be installed, such as Gardaí, local authority, joint policing committee, residents associations etc., including a listing of organisations which were consulted. Specific documentary evidence that the proposal has substantial local community support. Nature of the consultation process. Evidence of the Capacity of the Group Previous experience of the management of publicly funded projects. Financial control and management systems appropriate to the project. Demonstration of the capacity to supply the balance of funds required to deliver the project. Capacity to complete the development within and agreed reasonable timescale, for a project of this type and scale. Track record of the applicant. Organisational and management structure with regard to the normal operations of the Group. Current financial status. Relevant supporting documentation to provide evidence of the activities and capacity of the lead group. 16

17 Evidence of Co-ordination with relevant / appropriate CCTV Initiatives Compatibility with existing, in house, CCTV systems or within an appropriate network if such capacity exists. Evidence of Value for Money and Sustainability Overall projected cost in context of similar type and scale of projects, in terms of initial capital expenditure and ongoing sustainability. Evidence that the applicant will supply the funds necessary to maintain and run the project for five years. Detailed costings (including VAT), quotations etc. Capacity to enter into a maintenance contract. Technical Specification The application must satisfy the minimum technical specification requirements as set out in the Technical Specification, Section 38 (3) ( C ) Garda Síochána Act Note on Technical Specification Full Technical Specification To facilitate making a realistic technical evaluation of applications the tenderer should furnish the full technical specifications of the equipment they are proposing. Manufacturer s sales literature is rarely adequate for this purpose nor is the tenderer s outline proposal. Where multiple tenders have been received the applicant should indicate the preferred option and ensure that the tender includes the full technical specifications. Site Plans Applicants should place an emphasis on describing the physical elements of the proposed camera sites. For the assessors to make an objective evaluation of any given proposal and in the absence of any personal knowledge of the sites in question, it would assist the process if detailed and large scale plans were made available. It is recommended that better resourced applicants, such as local authorities, should make use of their Geographical Information Service (GIS) personnel. Important Considerations In the context of the overall requirements of the Technical Specification, particular attention should be given to the following items: Camera site and mounting (e.g. on pole, on corner of building, on parapet etc.) Arc of camera coverage zone Areas to be blanked in the interests of privacy protection Available lighting and if additional visible or infer red lighting is required in any zone Signal transmission path from camera to monitoring location 17

18 Nature of transmission path: fibre optic cable, microwave etc. Areas within the zone which may not be always visible to the cameras (e.g shielding by an intervening structure or by large trucks at loading bays Areas where the cameras are blinded by excessive ambient light. Excessive ambient light can be permanent, temporary of intermittent. Sources can be security lighting, car headlights, sunlight reflected off waterways or Rain-soaked areas, especially at sunrise and sunset, for cameras facing east to southeast and southwest to west, respectively. It is appreciated that not all applicants will have the necessary assets such as GIS expertise available to address every aspect of the foregoing. However, this should not be an obstacle to an application s success. In such cases, it is suggested that advantage is taken of the resources of the tenderers. Section 5: Appraisal of Applications 5.1 General Appraisal Process All proposals will be subject to an appraisal process, based on the assessment criteria as set out in these guidelines. All documentation will be reviewed and each proposal will be assessed according to the detailed criteria. Eligible proposals will be assessed, using scoring criteria for each stage, which will allow for the identification of the best applications, for each type. An order of merit will be established. Applicants for each of the funding stages are required to complete and submit the appropriate application form. The appraisal of applications will be based on the material supplied by the applicant, in the original application form, including required supporting documentation, and any additional material requested. Organisations applying for Stage 1 (pre-development) funding will be appraised for eligibility for a number of time-related, pre-development grants and other supports under the Primary Assessment Criteria for Stage 1. Organisations applying for Stage 2 (operational stage) funding must meet the essential requirements as set out in the Stage 2 Eligibility Criteria and the Mandatory Requirements. Applications will be assessed using the Primary Assessment Criteria for Stage 2. The technical specification will be independently assessed. A separate application must be submitted in respect of each proposed scheme in an area. In furtherance of the Government policy of funding projects in RAPID areas, priority access to this fund will be offered to projects in RAPID areas. 18

19 5.2 The Appraisal Procedure A procedure has been put in place that will be managed by Pobal. It involves the following stages: Acknowledgement of the application within 21 working days. An assessment based on the criteria as set out in these guidelines. This procedure may involve visiting/meeting with the applicant. The use of appropriate independent professional services, suitably familiar with this type of activity, as may be considered necessary. On completion of the assessment process, recommendations will be presented to the Minister for Justice, Equality and Law Reform/Garda Commissioner for decision Following the decision of the Minister/Garda Commissioner and the notification of that decision to the applicant, Pobal will deal with all aspects of the delivery of the grant. This will involve the offer of a contract, financial transfers and the monitoring of performance and expenditure. Section 6: Application Process Applicants must fully complete the appropriate application form for either Stage 1 or Stage 2. Stage 1 forms are only for pre-development grants, which will not exceed 5,000. Applications under Stages 1 and 2 will only be deemed eligible for consideration if the conditions outlined in these guidelines are complied with fully. Incomplete applications will not be considered for a grant under any circumstances and will be returned to the applicant. Two unbound copies of applications (together with one full set of attached documents as outlined) should be forwarded to: Community Based CCTV Scheme Pobal Holbrook House Holles Street Dublin 2 Note: One of these forms (the one with signatures) should be presented in hard copy. The second should be sent electronically, where possible, to The closing date for receipt of applications is 5.00 p.m. Wednesday, 28 th February Late applications will not be accepted. Applicants should take particular note of the documentation which must be submitted with the application form, as outlined in the accompanying Application Guidelines Checklist. 19

20 Further Information and Making Enquiries All documentation in relation to the Scheme is available from Pobal and the following websites: and The following documents can be downloaded from the websites: Application Forms for Stages 1 & 2. Community-based CCTV Guidelines for Application and Appraisal Process. Technical Specification. Code of Practice. Alternatively, you may wish to contact Pobal as detailed below and we will arrange for the documents to be forwarded to you. Pobal can be contacted by calling to the above address or by the following methods: Phone: / Fax: Section 7: Payment of Grants Grants to successful applicants will be paid by Pobal, on behalf of the Department of Justice, Equality and Law Reform, and where applicable, the Department of Community, Rural and Gaeltacht Affairs. Where a group is awarded less than the initial request it is a condition of funding that revised proposals are submitted to address the need, with the lesser budget being signed-off by Pobal. Stage 1 Payments Successful Stage 1 bids will be approved, for early payment to allow access to bid-development support. This will facilitate them to complete full bids within an agreed timeframe. Stage 2 Payments Successful Stage 2 (fully developed proposals) will be funded when the application is approved and the requirements for funding are satisfied. (This will be the subject of contract negotiations between Pobal and the successful candidate). Pobal, the Department of Justice, Equality and Law Reform and the Department of Community, Rural and Gaeltacht Affairs (where applicable) or their agents retain the right to recover an award paid or withhold further payments in the event of non-compliance with: any undertaking made by the applicant; the conditions set out in these Guidelines; the Conditions of Grant Acceptance. reasonable requests from Pobal, DJE&LR and DCR&GA Conditions of Grant Acceptance Successful applicants will be required to enter into a contractual arrangement with Pobal and sign and return a Conditions of Grant Acceptance Form before any grant will be paid. 20

21 Appendix 1 1. Garda Síochána Act 2005 Section 38 (3)(C), Garda Síochána Act 2005 provides a statutory basis for community groups to operate CCTV systems. It states, inter-alia, that the Garda Commissioner shall specify the areas within which, based on the information available to him or her, the installation of CCTV is warranted. Authorisation may be given by the Garda Commissioner, to persons who meet the established criteria and whose application for authorisation in respect of a specified area has been approved by the local authority, after consulting with the joint policing committee for that administrative area. An authorisation may contain such terms and conditions as the Garda Commissioner considers necessary. A person given an authorisation under subsection (3)(C) of the Act shall ensure that members of the Garda Síochána have access at all times to the CCTV to which the authorisation relates as specified in the Act. The Garda Commissioner may issue directions to authorised persons in relation to installation and operation of CCTV and may with the Minister s consent, revoke, for failure to comply with the terms and conditions or with a direction issued by the Commissioner. 2. Tax Clearance Procedures The Government s Tax Clearance Procedures will apply to all grants allocated. These procedures require that organisations must give their tax number, the name of the tax office dealing with their affairs and certify that all their tax affairs are in order. Organisations who do not already have a tax number can obtain one from their local tax office. For grants over 6,500, a current tax clearance certificate must also be provided (a tax clearance certificate is obtained from the Revenue Commissioners). However, organisations recognised as charities by the Revenue Commissioners are exempt from the requirement to provide a tax clearance certificate. Applicants should forward as early as possible either a tax clearance certificate or CHY number which ever is applicable. Funding cannot be provided without these documents. 3. Code of Practice and Technical Specification section 38 (3) ( C ) Garda Síochána Act 2005 The Department of Justice, Equality and Law Reform and the Garda Síochána have prepared a Code of Practice and a Technical Specification for this Scheme, under Section 38 (3) ( C ) Garda Síochána Act Proposals must meet the minimum requirements set out in the Technical Specification document or they will be disqualified automatically from further consideration for funding. Applicants are requested to be thoroughly familiar with the requirements of the Code of Practice and the Technical Specification. All successful applicants will be required to adhere strictly to the Code of Practice and the Technical Specification. They are of central importance to the operation of the CCTV Scheme. 4. Data Protection Acts 1988 & 2003 / Data Controller (extract from Code of Practice) Throughout the Code of Practice and the application forms for the Scheme, reference is made to the Data Controller. For the purposes of compliance with the Data Protection Acts, 1988 and 2003 it is a 21

22 mandatory condition of this Scheme that each applicant secures a written undertaking from their Local Authority to act as the Data Controller for the proposed CCTV system. Applicant organisations must enclose a copy of this undertaking with their application in order to satisfy the Department of Justice, Equality and Law Reform that the Local Authority has agreed to act as Data Controller. Community-Based Organisations must, at all times, ensure the proper and responsible operation of the CCTV system under their control and ensure that all persons operating or monitoring the system are appropriately trained in the system s use and understand the restrictions and legal obligations imposed upon them by the laws in this area. 5. Disclosure under the Freedom of Information Acts The Department of Justice, Equality and Law Reform and Pobal wish to remind applicants that the information supplied in the application form and supporting documentation may be released, on request, to third parties, in accordance with the Department s obligations under the Freedom of Information Act 1997 and Applicants are asked to consider if any of the information supplied by them in applying for funding under the Scheme should not be disclosed because of sensitivity. If this is the case, applicants should, when providing the information, identify same and specify the reasons for its sensitivity. The Department will consult with organisations, about sensitive information, before making a decision on the release of such information. The Department will release information to third parties on request, without further consultation, unless applicants identify the information as sensitive, with supporting reasons. If applicants consider that some of the information supplied is sensitive, such information should be clearly identified when submitting an application. 22

23 Scenario 1 Appendix 2 EXAMPLES OF THEORETICAL FUNDING SCENARIOS A Group has a proposal for a CCTV system, which has a capital cost of 90,000 and they have raised 13,500 from non-public funds. They are not in a RAPID area. What is the maximum amount of grant aid they can hope to get under the Scheme? The maximum cash grant awardable by the Department of Justice, Equality and Law Reform in any circumstances is 100,000. The amount sought is within this limit. As non-public funding of 15% of the capital cost of the system has been raised (i.e. 15% of 90,000 = 13,500) the application qualifies for funding of up to 70% of the capital costs. 70% of 90,000 is 63,000, which is the maximum grant awardable in respect of this application. Scenario 2 A Group has a proposal for a CCTV system, which has a capital cost of 180,000 and they have raised 27,000 from non-public funds. They are not in a RAPID area. What is the maximum amount of grant aid they can hope to get under the Scheme? The maximum cash grant awardable by the Department of Justice, Equality and Law Reform in any circumstances is 100,000. The overall cost exceeds this limit. As non-public funding of 15% of the capital cost of the system has been raised (i.e. 15% of 180,000 = 27,000) the application qualifies for funding of up to 70% of the capital costs. 70% of 180,000 is 126,000, which exceeds the maximum grant awardable of 100,000. The maximum grant awardable in respect of this application is 100,000. Scenario 3 A Group has a proposal for a CCTV system, which has a capital cost of 80,000, but they have been unable to raise the required 15% from non-public funds. They are not in a RAPID area. What is the maximum amount of grant aid they can hope to get under the Scheme? The maximum cash grant awardable by the Department of Justice, Equality and Law Reform in any circumstances is 100,000. The amount sought is within this limit. Where applicants are unable to raise the required 15% of the capital cost from non-public funds then the maximum capital grant awardable in such cases is 50% of the capital costs of the system (subject to the maximum award limit of 100,000). 50% of 80,000 is 40,000, which is the maximum grant awardable in respect of this application. 23

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