Policies & Procedures

Contents

1.   Introduction

2.   Aims of the Grant Making Programme

3.   Who Can Apply

4.   Supported Activities

5.   Activities not Supported

6.   Conditions of Awards

7.   Applicant Contribution

8.   Application Process

9.   Decision Making Process

Annex A:    Small Grants Application Form

 
1. INTRODUCTION

1.1 Carlton Scroop and Normanton-on-Cliffe Parish Council (the Parish Council) has the power, under various sections of the Local Government (Parishes and Parish Councils) Regulations 1999, but not the obligation to make grants available to local community, voluntary and not-for-profit groups in its boundary..

1.2 The Parish Council is funded by the residents of Carlton Scroop and Normanton via a charge on their Council tax. Subject to local priorities and Business Plan objectives an amount of money for release as small grants is set annually in the budget. As a guide small grant awards are normally up to £250; however, in exceptional reasons and subject to budget provision, awards may be made up to £500. The Parish Council has, therefore, limited funds available to assist groups who must demonstrate that they are working for the benefit of the Parish community in an inclusive manner.

1.3 Grants will be distributed by the Parish Council in a fair and equitable manner to reflect the value and contribution of the organisation to the local community.

2. AIMS OF THE GRANT MAKING PROGRAMME

2.1   The Parish Council provides grants to support the following aims:-

I.   To enable local residents to participate in voluntary groups and activities and to assist new or informal groups of residents who intend to become formally constituted (i.e. start-up small grant). 

II.   To help the Parish’s voluntary groups to improve their effectiveness.

III.   To support organisations which meet the needs of people experiencing social exclusion or economic difficulties.

IV.   To ensure there is equality of access and opportunity for all Parish residents to the services provided and funds.

V.   To improve or enhance the local environment.

3. WHO CAN APPLY

3.1 Grants will only be considered for groups and organisations operating within the Parish which are able to demonstrate a need for financial support to benefit the local community and/or are providing a community service in the Parish. They should be established for charitable, benevolent, social, cultural, recreational or philanthropic purposes with a membership structure of at least 3.

3.2 At the Parish Council’s discretion, it may consider groups and organisations out of the Parish boundaries providing the service or activity is of direct benefit to a resident in the Parish. 

3.3 Groups and organisations must have a constitution, or documented set of rules, which define its aims, objectives and operational procedures. 

3.4 Groups and organisations must be able to provide a copy of its latest annual accounts and/or most recent Bank Statement. Accounts are to be checked and signed by a person independent of the Group. The independent person must not be a close relative, business partner or employee.

4. WHAT CAN BE FUNDED? 

4.1 The project should be something that makes the local community a better place in which to live, work or visit.

4.2   Any project must benefit residents.

4.3   There must be evidence that residents support the project and are involved in carrying it out. 

4.4   Applications for small scale capital expenditure such as purchase of special equipment. 

4.5   Applications do not have to be solely from Groups that already exist. Help will be given to new or informal groups who seek to undertake new projects and priority will be given to applications which add community value.

4.6   Only one grant award will be made from this fund to an organisation in any financial year, unless there are exceptional circumstances.    

5. ACTIVITIES THAT WILL NOT BE SUPPORTED

5.1   The following will not be considered for support:-
 
I.   Support for individuals or private business projects.
II.   Projects that are the prime statutory responsibility of other government bodies. 
III.   Projects that simply replace existing facilities with no significant improvement.
IV.   Regional or National organisations, unless they are for a specific project benefitting Parish residents.
V.   Projects that improve or benefit privately owned land or property.
VI.   Commercial organisations.
VII.   Projects that have already been completed or will have been by the time the grant is issued.
VIII.   Upward funders” i.e. local groups where fund-raising or a tithe of all funds is sent to a central HQ.
IX.   Applications for revenue expenditure. Revenue expenditure covers day to day running expenses; rates, gas or electricity costs; grounds maintenance; salaries; or rent/hire costs.

6. CONDITIONS OF AWARDS

6.1   The following conditions will apply to all applications:-

I.   The grant must be used for the purpose for which the application was made and within the stated timescale.
II.   If the group is unable to use the award for the stated purpose, or within the agreed timescale, all monies must be returned to the Parish Council.
III.   Organisations awarded grants for specific capital expenditure must produce proof of that expenditure within 6 months of award of grant. 
IV.   The support of the Parish Council must be included in any publicity material relating to the project. 
V.   The Council reserves the right to request evidence of fund spending (e.g. receipts)..
VI.   All awards must be properly accounted for and evidence of expenditure should be supplied to the Parish Council as requested. The Parish Council reserves the right to request a refund of any or all monies awarded if it is dissatisfied that the project/service provided is significantly different from that outlined in the grant application. 
VII.   The awarding of a grant should not be seen as an ongoing commitment.
VIII.   A fresh application, on the Parish Council provided application form, is required if further assistance is required for further year/s. 
IX.   The Parish Council reserves the right to discontinue the grant programme.

7. APPLICANT CONTRIBUTION

7.1 The availability of funding for Grant awards is limited. In considering the merits of such an application, the Parish Council will take into account the extent of financial contribution and/or contribution by way of volunteer commitment translated into a monetary value, made to the project.

8. APPLICATION PROCESS

8.1 Applications will only be considered when:-

I.   They are made via the Parish Council’s approved application form.
II.   They are accompanied by details of the group’s constitution and management board.
III.   The form has been signed by an appropriately authorised person on behalf of the group or organisation.
IV.   Estimates, competitive quotations and specifications have been included if appropriate.
V.   They are accompanied by a copy of the organisation’s latest accounts and bank account details confirming it is controlled by more than one signatory.
VI.   For new groups, a simple business plan must be submitted in place of accounts, together with a simple projection of income/expenditure. 
VII.   The application must include evidence of self-help – i.e. other funding sources or fundraising activities. 
VIII.   Details of the organisation’s constitution and management committee have been supplied.
IX.   Any application form received which meets the Parish Council’s Small Grants Conditions will be taken to the next available Parish Council meeting.

9.   DECISION MAKING PROCESS
 
9.1   Funds are limited and it may not be possible for the Parish Council to fund all projects. All applications will be considered carefully and assessed based on the proposals satisfying the following criteria:  
 
I.   Impact on key local need
II.   Community Support 
III.   Value for Money    
IV.   Environmental impact 
V.   Community Involvement   
VI.   General eligibility    
VII.   Feasibility and sustainability  
VIII.   Likely effectiveness and outcome
 

ANNEX A

CARLTON SCROOP AND NORMANTON-ON-CLIFFE PARISH COUNCIL

Small Grant Application Form

I have read and submit this application form in accordance with Carlton Scroop and Normanton-on Cliffe Parish Council Small Grants Policy. I have attached all necessary supporting documentation as covered in para 8.

Signed: ............................................................                                                    Date..................................