Guidance Notes for Project Proposal Form
Version R2 - 11.10.2008
What is Cut your Carbon?
Cut your Carbon (CYC) is a regional initiative, led by the East of England Development Agency (EEDA), which aims to help communities in the East of England to respond to climate change by reducing their carbon emissions.
Over the period 2008-2011, EEDA will be offering community carbon footprinting tools (based on the ActOnCO? system) via www.cutyourcarbon.org.uk. These tools are available,
without charge, to all communities in the East of England to help them understand measure and reduce their carbon emissions from households, community assets and businesses.
To complement this resource, EEDA will also be offering up to ?2.5 million of funding over this period, to help communities put their carbon reduction ideas into practice. Funding will be awarded after competitive assessment and communities will have to submit well-constructed proposals to succeed.
Communities will approach carbon reduction from a variety of angles, and with different degrees of community buy-in and activity. To help you gain the greatest reward for your efforts, EEDA recommends that you approach the community carbon calculator and funding competition in the following sequence:
1. Form community of action
2. Measure community carbon footprint to establish baseline
3. Develop Action Plan and implement relevant actions
4. Propose community project for CYC funding
5. Measure and monitor carbon reductions from community activity and project
Funding round details
Cut your Carbon is scheduled to have five funding rounds in the period to 31 March 2011. In each round, EEDA is making ?500,000 of capital funding available for projects seeking between ?5,000 and ?200,000.
The current funding round is the second in the series, and opens on 11 October 2008 with a closing date for submitting Project Proposals of 12pm (midday) on 30 January 2009.
The judging panel will take place on 1-2 April 2009 and you are advised to put these dates in your diary in case you are asked to present your proposal to the panel of judges in the latter stages of the competition.
Indicative dates for the third funding round are that it will open on 1 June 2009 with a closing date of 2 October 2009.
How to enter the funding competition
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To enter the competition for EEDA funding, communities must complete and submit a CYC
Project Proposal Form via the online document upload facility on www.cutyourcarbon.org.uk.
These guidance notes provide all the necessary information to complete the CYC Project
Proposal Form – Version R2 11.10.08, and will also explain how projects will be reviewed.
Important note: entrants to the funding competition are advised to read the CYC
Terms and Conditions before proceeding with their application. These guidance
notes are designed to help you complete the CYC Project Proposal Form and do
not repeat the information set out in the Terms and Conditions.
Communities are advised to work with a Cut your Carbon Community Support Officer to
discuss the suitability of their community and proposed project before entering the
competition. Details of Community Support Officers can be found on page 4 of this How will your Project Proposal Form be assessed? document.
What are the assessment criteria?
Assessment criteria by which Project Proposal Forms will be assessed includes but is not
? estimated tonnes of CO saved per ?1 spent on the project (value for money) 2
? technical viability of the project (feasibility & planning)
? anticipated long term continuation and success of the project (sustainability)
? innovation and creativity of the project (innovation)
? ability to replicate the project in other communities (replicability)
? development of carbon reduction Action Plan
? action already taken by the community to measure and reduce its carbon footprint
? extent of engagement within the community and any wider community
? actions toward securing other sources of project funding (match funding)
? additional benefit from the project (in addition to CO reduction) 2
? sustainability of the project, as indicated by tier one of the Inspire East Excellence
Each proposal will be scored out of a total of 100 percentage points. The maximum score
for each section is shown below. The scoring system is used to ensure that all projects are
Part A – Your details – (not scored)
Part B – Your project – (30 points)
- Likelihood of success 10 points
- Quality of planning 10 points
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- Replicability 5 points
- Innovation 5 points
Part C – Your community – (20 points)
- Community involvement 10 points
- Action Plan 10 points
Part D – Carbon savings – (35 points)
- Quality of calculations 5 points
- Project carbon savings 20 points
- Community savings and
Footprinting results 10 points
Part E – Project costs – (15 points)
- Quality of costings 10 points
- Match funding secured 5 points
Part F – Additional info – (not scored)
Review panel process
A review panel, consisting of experts in carbon management, community carbon footprinting
and sustainable energy solutions, chaired by EEDA will review all projects. Following on
from this panel, Project Proposals seeking above or below ?20,000 from EEDA will follow
A shortlist of the best proposals from communities seeking ?20,000 or more will be drawn
up at the expert review panel. Shortlisted communities will be asked to present their
proposals to a panel of judges to gain their approval. Communities that gain the judges
approval will then be invited to submit a detailed Business Case form with final costings and
specification, on which a final funding decision will be made.
Communities seeking less than ?20,000 will receive a decision from EEDA following the
expert review panel. These will not need to go to the judging panel and will only need to
complete an extension to the Project Proposal Form (called short Business Case) to
complete their funding application. All eligible Project Projects seeking less Project costs, Proposals reviewed than ?20,000 receive suppliers etc by expert panel. decision following confirmed via short expert review panel. Business Case.
Shortlist of projects Shortlisted Successful seeking ?20,000 or communities (approx communities (approx more selected for 10) present proposals 5-10) invited to submit
to judging panel. a detailed Business judging panel. Case. Communities that are successful in gaining the approval of either review panel are expected
to successfully complete a Business Case and gain EEDA approval for CYC funding. The
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final decision to award funding (via a formal offer letter) will only be made on the basis of
satisfactory information being provided in the final Business Case.
EEDA will provide ongoing Community Support Officer time to assist communities in the
latter stages of the competition (after review panels) and may fund additional expert support
to help communities work up their project details.
Eligibility of projects, costs and communities
Please refer to the CYC Terms and Conditions to check that your community is eligible in terms of its location, make up and suitability to receive funding from EEDA.
EEDA have appointed Rural Action East and its members to provide advice, support and
help to communities to apply for CYC funding. The Community Support Officers contact
details are listed below:
Bedfordshire – Sue firstname.lastname@example.org 01234 838771 ext 104 Cambridgeshire - Jo Fitzpatrick - email@example.com - 01353 860850
Essex – Chris Hobbs - firstname.lastname@example.org - 08444 773938 Hertfordshire - Herbert Dzapata - email@example.com - 01707 695500
Norfolk - Janice Howell - firstname.lastname@example.org - 01362 698216 Suffolk - Robert Horn - email@example.com - 01473 242500 Completing the form The Project Proposal Form is designed to help you think through the key elements of your
project. The questions / tables are intended to be self-explanatory in most instances, so not
all sub-sections have additional guidance.
Part A – Your details
A1 – Applicant details
Provide a name for the project so that it can be identified. If this is a site specific project
please include the location of the project in the name.
Please provide the name, address and contact details of the individual making the
application on behalf of the community. You can use a personal address, or the address of
the organisation being put forward as the legal entity within the community. Please provide
a telephone number that you can be contacted on during office hours.
The main contact does not need to be the leader/co-ordinator of the community, but to put
your details here you must have the relevant permission or authority to enter a Project
Proposal Form on behalf of your community.
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A2 – Community details
Please give details of whether your community currently includes a suitable legally constituted entity, as set out in Section 6 of the CYC Terms and Conditions and EEDA’s
Legal Entity Guidance.
If you have identified or formed a suitable legal entity, please give details.
If you have not yet identified, or formed a suitable legal entity, please confirm your intention to form a suitable legal entity if successful in the competition.
If you are successful in this application, this will be the organisation that receives and is accountable for any EEDA funding issued through the Cut your Carbon competition.
A3 – Location of project and beneficiaries We need to know where the project will be delivered, built or installed and where most of the people who will directly benefit from the project live and\or work.
Local authority area is required to enable information to be gathered on projects on a geographical basis. If you are doubtful as to the ward in which your project is based you may find the following website useful: www.neighbourhood.statistics.gov.uk
Please indicate whether your project is regional, or whether it covers more than one local authority area. If your project covers an entire county or counties, you do not need to refer to local authorities within these areas.
If your project is based around a community of interest, please concisely describe the geographic distribution of the beneficiaries of the capital funding.
A4 – Description of community
Please describe your community, using relevant information from the following:
? total number of households, individuals, businesses
? demographic characteristics (age, language, education)
? geography of the community
? economic wellbeing, employment patterns
You do not need to include information about carbon footprinting, or partner organisations here.
A5 – Community Support Officer involvement As above, EEDA recommends that you work with a Community Support Officer. To help the review process and future support to communities, please indicate who you have worked with and to what extent.
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Part B – Your project
B1. Project category Please indicate the category that best describes your project to help EEDA administrate the
review process. You may only enter one category. No financial value or maximum number
of winners will be allocated to categories.
Projects that do not fit easily into any of the categories should enter the ‘Highly innovative /
mixed solutions’ category.
B2. Project objectives
Please describe up to three key project objectives that will be supported by the project you
propose. If you have more than three key objectives please prioritise the top three.
B3 – Your project
B3.1 Project details
What will be built, bought, installed, improved, or changed? Have you identified who will do
EEDA will not award funding for works already started or for works not clearly specified.
B3.2 Project need
The beneficiaries will be those people who will directly benefit from assets funded by EEDA
through Cut your Carbon.
Why is it needed? Who will benefit? How will they benefit?
In addition to answering the above questions, you may wish to identify any work, such as
surveys or parish plans, you have undertaken to establish the need for the project. You may
wish to include survey results, or letters of support from significant members of your
community with your application.
Describe the research and planning you have undertaken to assure the feasibility (likelihood
of success) of your project. Possible questions to consider, include:
? do you have the necessary built or natural environment for your proposed solution,
? do you have, or can you secure, the appropriate access or development rights for
land or buildings?
? are any necessary resources available in predictable and sufficient quantity/quality
? how/why have you selected your preferred solution (equipment/installation/location)
? have you had advice on the feasibility or likely carbon savings of your project from
suppliers or independent experts?
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? have you applied lessons learnt from previous projects in your community or similar
EEDA recommends that communities review the first level of the Excellence Framework www.inspire-east.org.uk/welcome.aspx to assist them in developing a sustainable project.
Please discuss any issues this presents with your Community Support Officer.
B3.4 Who is involved in the project?
List the organisations or groups that are part of your CYC community (the beneficiaries). These may include community centres/village halls; faith groups; schools; businesses; scout/guide groups.
Please give details of any organisations and partners outside your CYC community that are working with you to plan or deliver the project. These may include; not-for-profit organisations; expert advisers; or your local or county council.
Please identify any relationships that are particularly important to the project, indicating the nature of the involvement.
B3.5 Project management
Show how this specific project will be managed, and by whom. Where relevant, please outline any relevant decision-making processes or reporting structures.
B3.6 Planning permission
State whether the project requires planning, or other permission, for example: listed building consent, building regulations, fire regulations, public entertainment licence, water discharge licence, DEFRA protected wildlife species licence etc.
Where specific consents or permissions are required, these must be granted before funding will be awarded by EEDA. However, you may apply to CYC before necessary permissions have been granted.
If you have written evidence of such permissions, or any ‘in principle’ agreements, please
submit these with your Project Proposal Form.
B3.7 and 3.8 Planned project start and end date
What is the planned start and end date of the project, if funding is granted. Bear in mind that once your project has been reviewed, if successful, it will take most communities three to six months to confirm the full and final costings and specification for their project.
s) in your Action Plan, to assist you with your You may wish to outline the schedule of work(planning.
B3.9 Innovation / replicability
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Show how your project embraces new ideas or applies creative thinking. This does not mean that your project needs to use new or advanced technology. You may come up with new ways of increasing performance; generating income; reducing costs; developing processes; leveraging funding; using old solutions in new ways; or affecting behaviour within your community.
Explain whether the whole of your project, or specific elements, can be copied or transferred to other communities. The ability for projects to have wider application is important in the effort to secure rapid reductions in carbon emissions.
B3.10 How will your project be maintained?
Please explain how you will ensure continuation of the project throughout its lifetime. Include your plans to maintain the project including any estimates for running costs such as maintenance of equipment and systems. If your project will generate an income (i.e. through exporting energy electricity to the national grid, or asset usage), will this meet or exceed the Part C – Your community running costs? If you generate a surplus, how will this be re-invested?
C1 Community involvement
C1.1 Level of involvement
What role have community members had in suggesting or selecting the project for which you are seeking funding?
C1.2 Engagement of wider community
Describe your engagement with your wider community (if any) – i.e. beyond the direct
beneficiaries. Have you tried to bring parts of your wider community into your CYC community and project? For example, if your CYC community is a faith group located in a village, have you engaged with a local school, village hall or sports group?
C1.3 Additional benefits (other than carbon savings)
Will your project include benefits to your community beyond the planned reduction in CO? emissions? Describe other ways that your project will benefit your community. Possible examples could include:
? improved community spirit; making new connections within the community
? improving or creating a public amenity
? improving the lives of the public
? tackling fuel poverty in your community
? providing benefits to the elderly and vulnerable in the community.
C2 Community Action
Your community’s commitment to energy saving actions and environmentally aware
behaviour are important criteria when EEDA and it advisors are assessing whether funding should be awarded to your community.
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Tell us about the work you have already done within your community to reduce carbon
emissions. Please describe the relevant actions already taken by your community both
before and after joining Cut your Carbon. Example actions include:
? energy efficiency measures (e.g. roof/wall insulation, draught proofing, energy saving
light bulbs or appliances) 2 emissions arising from transport (e.g. car sharing, checking tyre
pressures etc) ? demand reduction/energy conservation measures (e.g. reduced water usage, heating
controls, electricity monitors etc) ? increasing awareness through energy savings (e.g. individual carbon footprint
surgery, energy fun day, switch off day). ? reduction of CO
C3 Community Action Plan
Communities must also show their commitment to reducing the footprint of their members
over time with the creation of a carbon reduction Action Plan. A credible Action Plan is a
requirement for acceptance into the CYC competition.
The Action Plan is a living document that will list the actions that the community wishes to
take to reduce their carbon emissions and outlines the community’s plan to implement as
many of these actions as possible. An example Action Plan template and guidance notes to
assist a community in developing an Action Plan is also on the CYC website.
Communities are free to use their own Action Plan format providing it sets out the types of
detail required to be completed in the example template provided.
Please submit a copy of your community’s Action Plan with your Project Proposal Form.
Part D – Carbon Savings
D1 – Project carbon savings
It is essential that we can identify the likely carbon savings from all elements of your project
through the initial estimates on your Project Proposal. Carbon savings will be on the basis of
comparing the business-as-usual scenario in which there is no EEDA funded project, to the
scenario in which the project put forward in Part B is delivered.
D1.1 How will the project save carbon emissions?
At the Project Proposal stage, your carbon saving figures are likely to be estimates.
However, the validity of your estimates will be considered in the review process.
It is important that you acknowledge the sources for your calculations for this, so a
consistent methodology may be applied over the lifetime of your project. For typical CO
emissions savings from renewable technology click here. See also the National
Atmospheric Emissions Inventory for other emissions factors.
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2e. For consistency, all changes in greenhouse gas emissions should be expressed as carbon dioxide equivalent, rather than carbon equivalent. However, referring to carbon is an You may use CO2e figures (carbon dioxide equivalent) if your project will save other acceptable shorthand for carbon dioxide equivalent, so long as this is made clear, and all greenhouse gases such as nitrous oxide, or methane. Conversion factors for these can be figures are in COfound at: http://www.defra.gov.uk/environment/climatechange/research/carboncost/step1.htm
Please do consult a Community Support Officer to get help calculating carbon savings.
Community Support Officers may not be able to give you an immediate answer, but will
connect you with suitable advice and expertise through EEDA and its regional partners.
D1.2 Number of years CO2 saving will be achieved (lifetime)
This figure will be used to calculate the total tonnes of CO2 saved over the life of the project.
Depending on your project, the number of years will either link to a planned period in which
you will operate the project, or the period for which the proposed capital assets are
expected to last by the manufacturer.
D1.3 Average annual CO2 savings
Provide a figure for the average annual CO2 savings over the life of the project. Provide an
explanation of your figures. You may wish to take account of potential savings over the life
of the project (i.e. increased energy efficiency, or decreased demand) or any increases (i.e.
increased usage) and factor these in. In this case you will need to work out the total CO2
saving and divide this by the anticipated lifetime of the project or assets.
D1.4 Total CO2 savings
Multiply the total number of years (lifetime) by the projected annual average CO2 saving to
get a total project CO2 saving.
D1.5 Cost per tonne of CO2 saved (value for money)
When you have worked out the total project costs and the exact EEDA contribution you are
requesting, please work out the cost per tonne figures (?tCO2) in British Pounds by dividing
the whole project cost (Section E2) by the carbon saving in tonnes.
In the first round of cut your carbon, most successful projects achieved a ?tCO2 cost of
?250 or less. However, some projects came in significantly above this figure. In the period
to 2012 the shadow price of carbon set by the government is ?26 to ?29 tCO2 - which is
used for determining how effective policies are in mitigating climate change.
Projects should aim to be under ?250 tCO2 and preferably well below this level. However,
as CYC seeks innovative and/or replicable community projects, and these can have
significant costs, EEDA does not stipulate a maximum tCO2 level for projects.
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