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Council should make its application for financial assistance to the nearest NSW Public Works office. Generally this will be the office that notified council of the declaration and has been liaising with council regarding its application. A list of contacts at NSW Public Works regional offices is provided on this website.
NSW Public Works will advise councils of the claim format and details required for that particular disaster event.
However, in general the application should consist of:
- A covering letter on council / trust letterhead seeking financial assistance under natural Disaster Relief and Recovery Arrangements and stating the relevant Declared Natural Disaster event. The letter should include the certifications that: (i) all expenditure claimed is free of GST, (ii) all insurance and insurance excess has been deducted from the claim, (iii) financial assistance has not been claimed from other agencies or departments, (iv) current asset and maintenance management plans are in place where appropriate for all items claimed, (v) all debris collected is from council owned / maintained property (vi) oncosts are not included , nor are tipping and mulching fees, motor vehicle running costs or materials.
- Actual expenditure or cost estimate details of items claimed using attached NSW Public Works claim form.
Claimed items should be specified as Emergency works (undertaken within 21 days) or Restoration works and categorised under (a) Debris removal, (b) Public buildings, (c) Stormwater drainage, (d) Retaining walls, (e) Water supply and sewerage emergency works, (f) Rock protection and flood mitigation works, (g) Recreational facilities and equipment, (h) Damaged fencing, (i) Other works specified.
- Any photographic or other evidence to assist NSW Public Works' assessment of the claim.
It is preferable to submit just one claim per Declared Natural Disaster once all costs or estimates are known. For larger claims a council can submit one claim covering all the emergency costs and another with restoration works estimates.
On receipt of a financial assistance offer, councils must notify in writing acceptance of the offer and its attached Conditions of Financial Assistance and submit completed Appendix A of the Conditions of Financial Assistance.
When claiming recoupment for completed works, councils must submit Expenditure certificates in the form of Appendix B (both pages) of the Conditions of Financial Assistance.
If undertaking major works, councils may make progressive payment claims, with NSW Public Works approval.
Financial assistance under the Natural Disaster Relief Arrangements is free of GST. Monetary amounts set out in the offer of financial assistance are stated exclusive of GST. No GST will form part of the subsidy payment to council or will be included in councils request for financial assistance. Councils are to ensure actual costs and estimates advised to DSTA are GST exclusive amounts.
- The NSW Government issues a Natural Disaster Declaration
Councils submit a fully documented financial assistance request to DSTA.
- NSW Public Works assesses the request for eligibility based on council estimates and the eligibility criteria and makes a recommendation to the Minister for Commerce.
- The Minister for Commerce gives approval.
- Offer of financial assistance made via government MP or Duty MLC
Council has 30 days to accept or reject the offer and its attached Conditions of Financial Assistance. Should council fail this 30-day time frame, the government has the option to withdraw the offer. Council must also complete and return to NSW Public Works a completed Appendix A of the Conditions of Financial Assistance.
- Council completes the eligible works and seeks reimbursement by submitting a completed Expenditure Certificate, Appendix B (2 pages), of the Conditions of Financial Assistance. If undertaking major works, Councils may make progressive payment claims, with NSW Public Works concurrence.
- Commerce assesses the value of completed works and makes a recommendation to the Minister for Commerce.
- The Minister for Commerce approves payment.
- Payment cheque distributed via government MP or Duty MLC.
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