June 2021 Victorian storm and flood event (AGRN 969) - DRFA information

Support documents you may need to refer:

Emergency Recovery Victoria Storm and Flood Clean-up Program

The free Storm and Flood Clean-Up Program covers the demolition and removal of any structures on eligible private property that were destroyed or damaged beyond repair by the June 2021 storms and flood event.

The Storm and Flood Clean-Up Program is also accepting registrations for the assessment of dangerous trees on private property which pose a risk to a place of residence.

If there are trees on a private property that may be life-threatening and is at risk of falling onto a private property as a result of the June 2021 storm and flood event, then the property can be registered for an assessment.

For more information and to register properties for assessment, please visit Emergency Recovery Victoria or call Emergency Recovery Victoria on 1800 560 760.(opens in a new window)

DRFA supporting documentation required

How can a council allocate clean up works where the contractors had just been working on getting the roads (EPA) open and had not been monitoring their time on each specific asset and tracking this?

The supporting documentation for a DRFA claim requires a council to allocate contractor costs per eligible asset.

If a contractor has not tracked costs per eligible asset in their initial response to the event, the council will need to provide a clear methodology outlining how they have allocated the contractor costs to each asset.

If contractors were just working to “get roads open” as an initial response, it can be assumed that there will be further follow up works completed by the contractor to clean up debris from roadsides, drains etc.

The council is to proportionately allocate the initial response contractor costs against each eligible asset to be included in the follow up clean-up costs.

An example of the apportioned allocation:

• The Initial response contractor costs to “get roads open” for asset A, B and C totalled $20,000
• Initial response costs would be allocated 14% Asset A, 29% Asset B, 57% Asset C.
  • Follow up Asset A $10,000 (+ $2,800 initial response)
  • Follow up Asset B $20,000 (+ $5,800 initial response)
  • Follow up Asset C $40,000 (+ $11,400 initial response)

It would be reasonable to limit the initial response “get road open” works and costs to the most heavily impacted roads. Council will need to identify these roads in their DRFA claims.

The initial response costs will still need to be supported by documentation including photos that are sufficient to show extent of the damage and can support the costs being claimed.

Councils could also use customer requests reporting damage as supporting documentation.

For more information, please see Victorian DRFA Guideline 3.

Note that recreational facilities, fire access tracks and environmental assets including national and state parks are not eligible under the DRFA. For more information on assets that are not eligible under the DRFA, please refer to Definition of Essential Public Assets in Victorian DRFA Guideline 1.

What supporting documentation will an impacted council need to provide if they use contract building surveyors and/or environmental health officers to complete secondary impact assessments?

Invoices provided by contractors will need to clearly state that the work undertaken relates to "AGRN 969 Victorian Floods and Storms - 9 June 2021" and outline that the work is associated with completing damage assessments on private properties.

The claim will need to include:

• the invoices showing which properties were inspected, and;
• damage reports for each inspected property with photos showing the link between the damage and the event

Invoices for works conducted up until 30 June 2021 will need to be lodged by 31 July 2021.

For more information on damage assessments please refer to:

• Damage Assessments for Essential Public Assets in Victorian DRFA Guideline 1
• Victorian DRFA Fact Sheet 1.

For more information on supporting documentation required for contractors please see refer to:

• Victorian DRFA Guideline 3.

What pre-condition evidence will a council need to provide?

Council resourcing

How can a council seek approval of Storm Recovery Support Officer Position Description?

The process for a council to seek approval of an additional position to assist with eligible activities under the DRFA is to contact their Regional Roads Victoria assessor, who will review the request and provide recommendations back to the NDFA team for approval of the role and activities.

Each activity to be included in this role will need to tie back to an eligible activity, for example:

• operation of a relief or recovery centre
• organising impact assessments on impacted private properties
• project managing emergency or immediate works

For further information, please refer to:

• Additional temporary employees in Victorian DRFA Guideline 1
• Victorian DRFA Guideline 3.

Can council staff claim expenses incurred while travelling to and from recovery centres (and other sites) with their private vehicles to assist with emergency works?

Private vehicle usage is eligible to be claim under the DRFA.

Supporting documentation is required, such as:

• the activity each staff member was undertaking (e.g. assisting in the relief or recovery centre)
• dates worked
• private vehicle usage amount (this is calculated as per council staff private vehicle use policy).

For more information, refer to Victorian DRFA Guideline 3.

DRFA allowable time limits

Can impacted councils request an extension of time for expenditure incurred in the 2020-21 financial year for claims to be lodged by the 31st July 2021?

Councils will need to liaise with Regional Roads Victoria for an extension of time request as per:

• Emergency Works, Immediate Reconstruction works and Essential Public Assets Reconstruction work in Victorian DRFA Guideline 1.
• Victorian DRFA Guideline 3.

What is the process if a council has identified that they are unable to complete the works required within the three month time period allowed?

A council will need to discuss with their assigned assessor from Regional Roads Victoria if they are concerned whether the works required will not be completed within the three month period post access to the asset.

Step 1

An asset is determined as accessible when:

• the disaster is no longer occurring (e.g. flood waters have receded, or a bushfire is out/under control) and the site of the damaged asset can be safely accessed by surveyors, and/ or reconstruction workers; or
• the council has capacity to undertake the required restoration works. In this situation, the council must be able to demonstrate that they have made a reasonable attempt to undertake works as soon as the disaster was no longer occurring (as per the point above) but was not able to complete the works because of:
  • competing reconstruction priorities associated with a significant program of works caused by a severe disaster or multiple disasters, or
  • the unavailability of specialised equipment/resources.

Step 2

The council in consultation with their assessor are to complete a Request for an Extension of time period for Emergency and Immediate Works form 2 weeks prior to the end of the allowable time period.

Step 3

The NDFA team will review the extension of time request and discuss the outcome with the assessor who will discuss the outcome with the council.

For more information, please refer to Emergency Works, Immediate Reconstruction works and Essential Public Assets Reconstruction work in Victorian DRFA Guideline 1.

Fallen or damaged trees

Can a council claim the costs for a contractor who has been engaged to split storm damaged wood to be provided as free firewood?

In response to the high volume of storm related debris, councils will be able to claim contractor costs for splitting wood related to disaster debris from the Victorian Floods and Storms 09 June 2021 (AGRN 969).

Councils will be able to use a combination of methods to safely dispose of the disaster related debris, including mulching and the splitting of wood for firewood. The mulch and firewood can be freely circulated within the community and cannot be sold for profit.

For more information about standard provisions for waste management and the removal of debris please see:

• Waste Management in Victorian DRFA Guideline 1
• Victorian DRFA Guideline 3.

Can costs related to trees that have fallen on road reserve fence lines be claimed under the DRFA?

Replacement of fencing on a road reserve is not considered an eligible cost under the DRFA.

For more information about removal of trees please refer to the question below.

For further information about assets that are not eligible under the DRFA, please refer to the Emergency Works section in Victorian DRFA Guideline 1.

Which storm damaged trees on a road are eligible to be included in a DRFA claim?

Councils can claim costs associated with the removal of trees from eligible roads if:

• the damaged trees are associated with an eligible disaster and a significant portion of the tree is impacting on the function of an essential public asset and;
• the removal of damaged or dangerous trees are to make the essential public asset safe and functional.

Eligible roads include:

• local government owned roads and road infrastructure.

Ineligible roads include:

• roads that are privately owned, managed, or maintained
• fire trails or access tracks.

The diagram below shows how a council can determine if a fallen tree is impacting on an essential public asset. The diagram shows:

• the road envelope (which includes the road, shoulders and batter) within the wider road reserve
• the tree fall arc, which shows how a non-eligible tree would not impact the road envelope if it fell.

For more information on the types of emergency works, please refer to the Emergency Works section in Victorian DRFA Guideline 1.

For further details on eligible and ineligible assets, please refer to Definition of Essential Public Assets in Victorian DRFA Guideline 1.

How can councils claim contractor costs to manage residential trees threatening to fall on properties?

Councils are required to provide supporting documentation that can clearly demonstrate how the debris is impacting the household's ability to return to live in their home. Supporting documentation must be provided for each residential property where works are to be carried out.

Supporting documentation could include:

• photos and/or residential property site drawings
• or a contractor invoice that can clearly identify:
  • the address of each residential property assisted
  • the location of the debris and how it is preventing the impacted household in returning to live in their home.

For more information, refer to Victorian DRFA Guideline 3.

The diagram below shows:

• the residential area that is considered eligible for clean-up activities
• the tree fall arc that shows eligible trees that would impact the primary access and/or primary residence and
• the tree fall arc for ineligible trees that would not impact the primary access or primary residence if it fell.

The above diagram refers to the clean-up works undertaken by councils. However, for areas where a state coordinated clean up has been announced please refer to the free Storm and Flood Clean-Up Program. Households will need to apply for this program via the website or by calling 1800 560 760(opens in a new window) to register for an assessment of the dangerous trees on their private property that were damaged beyond repair by the June 2021 storm and floods.

For more information on the Storm and Flood Clean-Up Program and to register properties for assessment, please visit the Emergency Recovery Victoria website or call Emergency Recovery Victoria on 1800 560 760(opens in a new window).

What can council include in their DRFA claim if a gum tree is damaged but has not fallen down?

As the tree is still standing, the council will need to demonstrate that the tree:

• is hazardous as a direct result of the event
• poses an imminent threat of falling on houses, driveways or is impeding direct access.

An arborist assessment and report is required to identify the address, hazard, cause, risk and recommended treatment. Photos of the tree and its likely impact on property if it were to fall should be included.

Once the above requirements are met, council can engage a contractor to remove the trees and seek to claim reimbursement through the DRFA.

For more information, refer to Victorian DRFA Guideline 3.

The free Storm and Flood Clean-Up Program is also accepting registrations from households for the assessment of dangerous trees on private property which pose a risk to a place of residence that were damaged beyond repair by the June 2021 storms and floods. For more information on the Storm and Flood Clean-Up Program and to register properties for assessment, please visit Emergency Recovery Victoria or call Bushfire Recovery Victoria on 1800 560 760(opens in a new window).

What can council do if there is a tree that has fallen into private land?

Some costs for removal of debris and temporary repairs to dwellings are eligible under DRFA, providing the following can be demonstrated:

• Debris and damage are directly impacting the resident's ability to live in their home (e.g. debris impeding access to the property).
• Must be principle place of residence (e.g. the property cannot be a holiday house)
• Supporting documentation is provided which demonstrates a link between the event, damage, impact to resident, works undertaken and cost incurred.
• Each residence is treated separately. Photos must be able to show the extent of the damage and the impact is has on residents' ability to stay in the property.
• Works must be undertaken or engaged by council
• Contractor invoice descriptions must support the photo evidence, and be able to sufficiently describe the damage, impact and works undertaken.

The following are not eligible under DRFA:

• Cost to remove debris that have fallen outside the immediate vicinity of the dwelling and are not impeding access
• Damage to fences, sheds, swimming pools and holiday houses
• Claims made against council.

For more information, refer to Victorian DRFA Guideline 3.

The free Storm and Flood Clean-Up Program is also accepting registrations from households for the assessment of dangerous trees on private property which pose a risk to a place of residence that were damaged beyond repair by the June 2021 storms and floods. For more information on the Storm and Flood Clean-Up Program and to register properties for assessment, please visit Emergency Recovery Victoria or call Bushfire Recovery Victoria on 1800 560 760(opens in a new window).

Can a council claim for clearing fire access tracks under the DRFA?

Fire access trails or access tracks are ineligible for any type of works under the DRFA.

Please refer to Definition of Essential Public Assets in Victorian DRFA Guideline 1 for examples of assets that are not eligible.

Can councils claim costs associated with green waste?

Yes, councils are able to offer a free green waste collection point at their local waste centre and claim their costs under Category A of the DRFA but the council will need to be able to demonstrate that the debris being claimed for are directly associated to the floods and storms as opposed to normal collection of green waste from residents.

When lodging a claim, councils are required to provide a document that articulates/evidences the level of green waste (per m3) that was collected by council’s waste centre in June and July 2021 compared to the level of green waste (per m3) collected in June and July 2020.

Councils will also need to include in this supporting documentation any relevant assumptions, including on the estimated percentage of the ‘additional’ green waste provided by households over this period of time that is located outside the immediate vicinity of the residential property and is not impeding access, e.g. 50 per cent. For example, whether additional debris was collected from nearby parks and gardens, which is ineligible under the DRFA and will need to be discounted from the claim. The claim is only to be for the direct cost incurred and not capture any indirect costs and margins.

Further information on the eligibility of green waste and/or the removal of debris on residential properties, can be found in Victorian DRFA Guideline 3.

What happens if a subsequent weather even causes further damage to the area before the council can finish the clean up?

The NDFA team will review situation reports to determine if the two events are linked under the same weather system and whether or not they will be combined under one Australian Government Reference Number (AGRN).

The NDFA team will provide updates to councils and Regional Roads Victoria as this work progresses.

Relief and recovery

Can councils provide food to community members through their community houses, community hubs or drop-in centres? How long can a council continue to provide this service?

The costs of food is eligible to be claimed under Category A for the establishment of a relief and or recovery centre.

Impacted councils can choose to use a community house, community hub or drop-in centre in the same function as a relief and recovery centre.

The DRFA claim will need to be supported with the following supporting documentation:

• dates of when the facility was opened and when it was closed
• dates of when residents experienced power outages
• number of meals prepared
• approximate number of residents the facility is providing catering for
• approximate number of residents impacted by this event

For more information, refer to Relief and Recovery Expenditure in Victorian DRFA Guideline 3.

A council has been holding a community debrief in a relief hub which may or may not transition to a recovery hub, is this activity eligible under the DRFA?

A community relief hub is considered to be operating as a recovery centre and eligible costs will be able to be claimed under Category A of the DRFA however, please note that not all impacted councils will need a community relief hub or recovery centre to be established.

For more information, please refer to Relief and Recovery Expenditure in Victorian DRFA Guideline 3.

Can an impacted council claim the expenses related to laying crushed rock in the car park, where they have set up portable showers and hot meals for impacted residents?

As the damage has occurred as a direct result of providing emergency assistance to impacted individuals (via the operation of community hubs and drop-in centres which are acting as relief centres), this is eligible as a counter disaster operation under Category A of the DRFA.

For more information, refer to Relief and Recovery Expenditure in Victorian DRFA Guideline 3.

Other

Is the cost of councils providing impacted residents with firewood covered in the DRFA, if residents have no other way of heating their homes, given the current power outages from the storms?

Impacted residents may be eligible for financial assistance grants that have been recently announced by the Victorian Government(opens in a new window).

Can councils claim transfer station fees from the DRFA for businesses who need to dispose of food that they have lost as a result of power outages?

For spoilt perishable food waste disposal, commercial entities are not typically covered under DRFA measures as they would usually have their own insurances in place.

Impacted business may be eligible for the Disaster Power Outage payment for Businesses that were recently announced(opens in a new window).

For more information, refer to Victorian DRFA Guideline 3.

Can council organise a specialised pump truck or purchase portable generators to support residents with maintaining their septic systems that have been flooded in the event?

Cleaning and refilling residential septic tanks to make them operational, is eligible under Category A: Counter Disaster Operation of the DRFA, therefore the council can hire or externally contract in resources for this activity.

The purchase of equipment is ineligible under the DRFA.

Impacted residents may be eligible to apply for an emergency generator. For more information visit energy.vic.gov.au(opens in a new window).

For further information, refer to Counter Disaster Operations in Victorian DRFA Guideline 3.

How can council notify Emergency Management Victoria that they have been impacted by the recent storm event?

1. Complete the Notification of an event form for the event 'June 2021 Storm and Floods AGRN 969'
2. Submit the form by emailing it to ndfa@emv.vic.gov.au(opens in a new window) by 30 June 2021 (This is an extended time period for this event only. Normally notification is required five working days following the disaster.)

Please note that this notification period has now passed. Any impacted Councils who have not completed the notification of event form is encouraged to contact the NDFA team via email ndfa@emv.vic.gov.au(opens in a new window).