Ministry of Natural Resources and Forestry Land Stewardship and Habitat Restoration Program (LSHRP) 2015-2016 Guidelines Ontario.ca/lshrp Page 1 of 12
Application Deadline: Applications must be received electronically by midnight (EST) on Sunday December 7, 2014. Applications received after the deadline or not completed in full will not be accepted. CONTACT INFORMATION: For questions regarding the LSHRP, please contact: Partnership and Granting Program Advisor Telephone: 705.755.5274 Email: LSHRP@ontario.ca Page 2 of 12
Guidelines for Applicants Please read these guidelines carefully. Incomplete applications will not be reviewed. OVERVIEW The Ontario Ministry of Natural Resources and Forestry s (MNRF s) Land Stewardship and Habitat Restoration Program (LSHRP) is a competitive funding program through which MNRF supports on-theground efforts in habitat enhancement and ecological restoration to advance Ontario s biodiversity conservation objectives at a landscape level. 1. Guiding Principles Projects will be selected based on their strategic and landscape-based contribution to conserving Ontario s biodiversity. Applicants should keep the following basic principles in mind when completing an application: The project makes a significant contribution to the establishment, maintenance, restoration or protection of fish or wildlife habitat or of Ontario s natural ecosystems. Implementing the project is an important action to ensure sustainability of habitat features or ecosystem functions over the long term. Where possible, the project can be linked to existing landscape-level strategic conservation or stewardship planning efforts. The project demonstrates a good investment for the Province of Ontario (e.g., in terms of feasibility, accountability, and financial leveraging). 2. Application Submission Note: Most Ontario Government forms accessed through the internet are best supported using Internet Explorer. If you are having difficulty accessing the LSHRP application form please attempt to do so using Internet Explorer. a) For 2015/16 the deadline for submitting applications is midnight Sunday December 7, 2014. b) Applications must be submitted electronically as PDF documents (.pdf files). Maps and photographs may be submitted in.doc,.pdf, or.jpeg formats. c) Applications can be submitted by: e-mail submitted in the saveable.pdf format. Please do not submit scanned, or other, versions of the application. Only include those supporting documents and information (e.g. maps, photos, species lists) that directly support your project. Please do not send consultants reports or other large documents. regular mail and must be post marked no later than midnight on Sunday December 7, 2014 d) Submit Applications to: Page 3 of 12
LSHRP@ontario.ca OR Land Stewardship and Habitat Restoration Program Attn: Partnership and Granting Program Advisor Ontario Ministry of Natural Resources and Forestry 5 th Floor, South Tower 300 Water Street Peterborough, ON, K9J 8M5 e) Applicants are responsible for ensuring that items are mailed in time to reach the Ministry of Natural Resources and Forestry at the above address by midnight (EST) on Sunday December 7, 2014. Late or incomplete submissions will not be considered. Applicants will receive an e-mail confirming their submission has been received within 3 days of submitting the application. Applicants who do not receive a confirmation e-mail are responsible for contacting the MNRF using the information provided on page one. f) Applicants may submit a maximum of one (1) project for funding. 3. Eligible Applicants (must be legal entities) The following groups and organizations are eligible to apply to the program provided they are legal entities: Aboriginal organizations and communities Conservation organizations Businesses Industries Municipal governments Incorporated non-government organizations Provincial and Federal government or government agencies are not eligible to apply. While provincial and federal governments are able to support projects through in-kind and financial contributions, they are not able to receive any direct funding from an approved LSHRP project. Note: All LSHRP funding recipients are required to have their own insurance coverage before entering into a funding agreement with the Government of Ontario. All applicants must be legal entities 4. Multiple Partners Projects involving multiple partners are eligible under the program; however, each application should identify one key contact/organization that will be responsible for fulfilling the conditions that may be Page 4 of 12
attached to any funding provided by MNRF. Multi-partner projects should only be submitted to the program once (i.e., each partner is not to submit an application for the same project). 5. Eligible / Ineligible Activities The LSHRP focuses on funding projects that are of direct benefit to fish and wildlife and biodiversity conservation. Projects that address priorities identified within existing landscape level conservation plans (e.g., Natural Heritage Systems Plans) will be given priority. The following types of activities are eligible for funding consideration under this program: habitat restoration/rehabilitation/enhancement for the benefit of fish and wildlife and biodiversity invasive species control wetland creation (may include water control) and restoration tree planting that enhances natural heritage systems buffer establishment livestock exclusion fencing stream crossings species re-introduction alternate watering devices (when required for fencing livestock from waterways) in-stream/lake fish habitat enhancement The following activities are NOT eligible for funding under the program: inventory, monitoring, surveys or assessment research communications and outreach education and training land acquisition & any associated costs conservation planning projects required by laws or regulations (e.g. mitigation or compensation) species at risk focused projects Repeat Projects: The LSHRP will not fund what could be determined as repeat projects from the same applicant year after year. It is the applicants responsibility to clearly show how a project proposal differs from previous projects that the applicant received LSHRP funding for. Note: applicants seeking funding for species at risk projects are encouraged to apply for funding through MNRF s Species at Risk Stewardship Fund or the Species at Risk Farm Incentive Program instead of the LSHRP. Further information can be accessed at the following links: SARSF - http://www.mnr.gov.on.ca/en/business/species/2columnsubpage/mnr_sar_stewar_fund_en.ht ml SARFIP - http://www.ontariosoilcrop.org/en/programs/species_at_risk.htm Page 5 of 12
Note: All project proposals will require an evaluation component to measure project success and effectiveness. It is imperative that each application identify appropriate tools that will be used to track the success of the proposed project If you are uncertain whether your project might be eligible for the program, please contact the MNRF using the information provided on page one. Additional Considerations Proponents are responsible for obtaining landowner permission to access private property to undertake project activities Proponents are solely responsible for identifying and obtaining any and all necessary permits before a project is initiated. 6. Multi-year Projects - LSHRP funding is currently approved and provided on an annual basis only Multi-year projects can be submitted, however, deliverables to be completed within the year the project is submitted must be clearly identified (these annual deliverables will be used to evaluate the project). The application must identify deliverables (and associated costs) that will be completed by February 29, 2016. Projects crossing multiple years must be re-submitted each year. Funding for the subsequent years will be dependent on availability of funds, comparative priority and/or whether the necessary appropriation is provided from the Ontario Legislature. 7. Eligible Expenses The following costs will be eligible for funding under the program: a) Human Resource Costs: includes wages and mandatory benefits (as required by law) for human resources that will be directly involved in the implementation of the project. Project management costs are excluded from Human Resources costs. b) Administrative Costs: includes office space rental, office supplies, phone, computer, fax and photocopy and auditing costs directly related to the project. Administrative Costs must be reasonable and clearly documented. Administrative costs should not exceed 10% of the total amount of funding requested from the program. Applications with lower than 10% administration costs will receive higher ranking in the review process than those that are higher. c) Equipment Costs: includes the lease and/or rental of equipment required for the completion of the project. Heavy equipment and related operator costs are captured in this category. In some cases, equipment purchase may be considered with proper justification. d) Materials and Supplies: includes materials other than equipment (e.g. trees for planting, fencing, etc.). Page 6 of 12
e) Vehicle and Travel Expenses: includes vehicle leases, operational costs (e.g. fuel), mileage, accommodations, and meals. Mileage rate cannot exceed $0.40/km in southern Ontario and $.41/km in northern Ontario. Costs must be reasonable for activities proposed. Note: Following the formal review and approval of applications, proponents may be asked to ensure that costs associated with equipment, rentals and leases over $5,000 have gone through a competitive process (e.g. sought out quotes for equipment, rentals and leases). 8. Ineligible Expenses The LSHRP will not fund infrastructure related projects or projects requiring significant capital expenditure. 9. Grants Grant allocations will not exceed $20,000 per project and can be applied to projects completed between April 1 st, 2015 and February 29 th, 2016. Generally, grant payments will be made to a recipient in two instalments upon the receipt of activity and financial reports. Refer to section 16 within these guidelines for more information. If there are any unspent funds remaining upon project completion the Province may require the return of the unspent funds and/or adjust the amount of any further instalments of Funds accordingly. 10. Match Funding and In-Kind Contributions Projects will be eligible to receive no more than 50 percent of the total project cost under the program (i.e., the funding provided under the program must be matched at a minimum ratio of 1:1). Funding (i.e. actual project dollars) and in-kind support from other provincial government sources cannot be used to address the 1:1 match funding requirement. The total project cost can be derived from both direct cash and in-kind contributions. All applications involving in-kind contributions must include a description detailing how the in-kind contributions are valued. Volunteer contributions are to be calculated using the following: Youth (under 25 years of age) = $10/hr Adults (over 25 years of age) = $20/hr Professionals = $50/hr Projects whose required 50 percent match funding is derived exclusively from in-kind contributions may score lower during the review process than those that have a greater cash contribution. Projects that exceed the minimum 50 percent match funding requirement are encouraged. The extent to which a project is able to leverage funds provided by the LSHRP is one factor that will be Page 7 of 12
considered when applications are evaluated. Projects that show substantial match funding may be given priority. 11. Land Tenure The applicant must hold title to the land on which the project is to be undertaken OR must submit a letter from the property landowner indicating support for the project and expressing agreement to maintain any improvement made to its land into the future. The last page of the LSHRP Application provides a landowner support letter template. 12. Application Review & Project Selection All project proposals will be reviewed by an integrated MNR and external stakeholder committee comprised of subject matter experts. Applications will first be screened to ensure they are eligible under the program (e.g. eligible applicant, eligible activity, match funding requirement, application completed in full). Each project is then evaluated by MNRF district office staff where the project is located. The third and final level of screening is completed by the LSHRP provincial review team comprised of MNRF and external stakeholder subject matter experts. All projects are scored on their ecological value and strategic contribution to conserving Ontario s biodiversity at the landscape level as well as project design, community support and project value and feasibility. More information regarding the criteria used for consideration during application evaluation is provided below. First screening: Project Eligibility Is the applicant organization eligible for funding under the program? Is the project eligible for funding? Is the 1:1 match funding requirement met? Is the application complete? Were application instructions adhered to? Second screening: MNRF District Level Review MNRF district staff review the LSHRP applications of those projects located within their district boundary. To support the third level of application review they provide information that includes; Knowledge of the applicants ability to implement the project; Whether or not the proposed project addresses an identified need or priority within the MNRF district; Page 8 of 12
If the methodology appears sound; Knowledge of project location and if the project is addressing known priorities of existing landscape level planning (e.g. natural heritage systems plans); Ranking the project applications located within their district boundary; and Any comments or concerns with the project as proposed Third screening: Provincial Review and Final Funding Recommendation to Minister for Approval The final level of screening involves scoring each application individually and based on their own merits. The scoring used is divided into three categories: Contribution to Conserving Ontario s Biodiversity at the Landscape Level (50% of overall score) Project Design and Support (25% of overall score) Project Value and Feasibility (25% of overall score) The following are some of the key components that the provincial review team consider when scoring applications. It is strongly encouraged that applicants align their applications and proposed projects with these key components that the LSHRP focuses its funding on. Significant Natural Areas: Is the project occurring on important natural heritage lands? (i.e. land with a natural heritage designation or consideration such as a provincially significant wetland)? Improvement to Biodiversity Features or Functions: Does implementing the project help to improve or restore an important landscape feature (e.g. wetland habitat) or function (e.g. water quality)? Will the project benefit Ontario s native or rare fish or wildlife species? How important is the project in conserving Ontario s biodiversity features/functions? Landscape Context: How is the project positioned in a landscape context? Does the project align with objectives and actions identified within existing landscape level conservation or stewardship plans? Is the project identified within a recognized landscape level plan or strategy or natural heritage system (e.g., Oak Ridges Moraine, Niagara Escarpment, identified in an official plan)? An example of a project that clearly addresses the priorities of an existing landscape level conservation plan would be an invasive species removal and tree planting project that establishes a corridor and provides habitat in the natural core or natural linkage areas identified on the Oak Ridges Moraine Conservation Plan Land Use Designation Map (to view a portion of the map click here). There are many existing conservation and stewardship plans throughout Ontario; the example provided on how one might link their project to such a plan is just one of many. Applicants are strongly encouraged to take the time to identify how their project fits into the larger landscape and to clearly make these connections in their application. Does the project offer opportunities to buffer or create connections between natural habitats? How does the project fit into the applicant s long-term vision for the landscape? Page 9 of 12
When current and past land use is considered, is the project appropriate for the land on which it is being undertaken? Project Approach: Are the actions described as part of the project based on sound science? Are the techniques proposed to be used to undertake the project consistent with best practices and industry standards? Will the applicant be taking all necessary precautions when implementing the project? Will the project have any negative impacts on aspects of Ontario s natural heritage or on the people of Ontario? Community Support: Is there evidence of community support for the project? Will the project positively impact or support other stakeholder s efforts? Stewardship Capacity: Will the natural features on the property be largely self-sustaining, or will they require ongoing management intervention? Does the applicant have the resources and capacity for long-term management of the project? Budget: Is the budget accurate and well thought out? Did the applicant provide all of the required details (e.g., list individual costs)? Value: Is the cost of the project reasonable (e.g., value for money)? Match: Has the applicant indicated at least 50% in match funding or in-kind contribution support? What is the proportion between direct funding and in-kind contributions? Has the applicant indicated more leveraging than required? Have any non-provincial sourced funds been raised already? What proportion of the total project cost do existing committed funds represent? Feasibility: Will the project (or project deliverables) be completed by the deadline indicated in the guidelines? Are there components of the proposed project that implementation depends on the actions of others (i.e., is there the potential for a project not to be implemented because the applicant is depending on someone else to complete a task or activity first?)? Applicant: Does the applicant have a good track record? If the applicant has received MNRF project funding in the past did the applicant complete projects/tasks on time and within budget? 13. Notification All applicants will be notified of the funding outcome of their proposal by email. Applicants should not proceed with a project on the expectation that it will be funded through the LSHRP. If approved for funding, recipients will receive direction on when to proceed with the project. All activities must be completed before February 29, 2016. 14. Project Completion Page 10 of 12
All work on projects should begin once MNRF has notified the applicant in writing that their project has been selected for funding. However, LSHRP funding allocated can be applied to approved project expenses incurred between April 1, 2015 and February 29, 2016. All project deliverables must be completed and reported on by February 29, 2016. If there are components of your overall project that cannot be implemented between April 1, 2015 and February 29, 2016 they should not be included as part of your application funding request. 15. Reporting and Documentation Reporting and documentation requirements will be outlined in the letter sent to successful applicants and/or in the transfer payment agreement. All documentation must be submitted electronically. By October 1, 2015, funding recipients must submit to MNRF an interim report (template will be provided to successful applicants) containing: A description of work that has been completed to date A financial report indicating expenses to date against the project s approved budget categories. A description of whether the project is on-track, a summary of any issues that may have arisen which could impact project completion by the required deadline and actions that have been or will be taken to ensure timely project completion. By February 29, 2016, funding recipients must provide MNRF with: A final report following the instructions provided in Schedule D of the transfer payment agreement as well as in the Recipient Reporting Package. 16. Funding Agreement and Payment Successful applicants will be required to sign a transfer payment agreement with the Government of Ontario that stipulates the terms and conditions of LSHRP grant acceptance and expenditure. Note: All LSHRP funding recipients are required to have their own insurance coverage prior to entering into a transfer payment agreement with the Government of Ontario. After execution of the funding agreement by both parties, MNRF will issue the grant in two payments, following receipt of reports: On or before November 1, 2015 following receipt of an interim report (using the template provided) describing all activities accomplished to date and associated expenditures must be provided to MNRF by October 1, 2015. On or before March 31, 2016 following receipt of a final report (using the template provided) providing all information as described and agreed to in Schedule D of the Transfer Payment Agreement (e.g., accomplishments and associated expenditures) must be provided to MNRF by February 29, 2016. Page 11 of 12
Note: depending on the scope of the project MNRF will consider one-time reports and payments (i.e., project implementation is later in year) and will be discussed and agreed to by both the Province and the Recipient. Within 30 days of receiving the reports MNRF will review them, and if deemed accurate and complete, MNRF will make the payments as agreed to in the transfer payment agreement with the Recipient. Some of the terms of the transfer payment through which funding will be provided to successful recipients will address: the recipient s insurance obligations in respect of the project; the recipient s obligations to give credit to and acknowledge receipt of financial assistance from the Government of Ontario in respect of the project; and MNRF s right to audit the recipient s performance under the agreement, including relevant financial records. 17. Legal Authorizations Successful applicants are responsible for identifying and obtaining any permits, licenses or other approvals required for their projects. Some common legal authorizations that may be required for projects include those issued under the: Fish and Wildlife Conservation Act, 1997 Endangered Species Act, 2007 Environmental Assessment Act Lakes and Rivers Improvement Act Migratory Birds Convention Act, 1994 Species at Risk Act Ontario Water Resources Act Pesticides Act Page 12 of 12