(Reviewed and Adopted February 2011)
A GRANT OR SUBSIDY IS ANY PAYMENT MADE BY THE COUNCIL TO BE USED BY AN ORGANISATION FOR A SPECIFIC PURPOSE IN THE FURTHERANCE OF THE WELL-BEING OF THE LOCAL COMMUNITY, EITHER GENERALLY, OR FOR A SPECIFIC PURPOSE AND WHICH IS NOT DIRECTLY CONTROLLED OR ADMINISTERED BY THE COUNCIL.
1.1 The contribution made by the many organisations and individuals to the well being of the local community is recognised by the Council as important to our society. The purpose of any grant or subsidy given by the Council is to support initiatives in the local community and to help create opportunities for the residents of Great Bentley and Aingers Green and Flag Hill that are not, as a matter of course, funded by the Council.
1.2 These notes have been prepared to explain the main details of the Council’s Grants Policy. Please read them carefully before you contact the Parish Clerk for an application form.
1.3 Although the Council will give as much help as possible, the administration of and accounting for any grant shall be the responsibility of the recipient.
1.4 All applications for Grants will be on an annual basis justifying the request for the future year. The Councils annual budget created in November of each year will reflect the quality of applications made. It is unlikely that the amount for any individual award would exceed a maximum of £500. It is important that all questions on the application form are fully answered and that any appropriate additional information, which supports an application, is provided. It is expected that applicants will seek advice from Council Officers on these matters.
1.5 The scheme provides start-up awards for new as well as grants for existing organisations.
1.6 Grants are awarded at the beginning of the financial year in April 2016. The deadline for applications this year is 17th January 2016.
CONDITIONS OF FUNDING
- Applications will only be considered from organisations, not individuals. Applications will be considered for day-to-day running expenses and individual projects.
- Applications WILL NOT be considered from:
- Organisations intending to support or oppose any particular political party or to discriminate on the grounds of race or religion.
- Private organisations operated as a business to make a profit or surplus.
- “Upward funders”, i.e. local groups who’s fund raising is sent to their central HQ for redistribution.
- Applications will not normally be considered from national organisations or local groups with access to funds from national “umbrella” or “parent” organisations; unless funds are not available from their national bodies or the funds available are inadequate for a specified project.
- Applications from religious groups will be considered where a clear benefit to the wider community can be demonstrated irrespective of their religious beliefs. Compliance with this requirement will need to be demonstrated throughout the project.
- Applications from education, health or social service establishments will be considered where the organisation can demonstrate that it is working in partnership with other groups and where there are benefits to the wider community within the Parish.
- The organisation will normally be expected to have clearly written aims and objectives, a written constitution and membership rules, copies of which should be submitted as part of the application. In addition, an organisation must demonstrate that it is properly managed and able to run its affairs responsibly. Individuals should include references to back their application.
- All applications must demonstrate clearly how a grant or subsidy will be of benefit to the local community within the Parish.
- An organisation is required to submit audited accounts or accounts that have been independently examined by a suitably qualified person, for the previous two financial years or, in the case of a newly formed organisation, a detailed budget and business plan.
- An organisation is required to have a bank account in its own name with two authorised representatives required to sign each cheque.
- Ongoing commitments to award grants in future years will not be made. A fresh application will be required each year.
- Each application will be assessed on its own merits and will be considered along with other applications at a meeting of the Council. To ensure as fair a distribution as possible, the Council will take into account the amount and frequency of previous awards.
- Due account will be taken of the extent to which funding has been sought or secured from other sources or own fund-raising activities. Further details of other organisations that may be supportive should be declared to the Council.
- The Council may make the award of any grant subject to such additional conditions and requirements as it considers appropriate.
To apply for a grant in the first instance the Parish Clerk should be contacted in writing with an outline of the purpose and funding requirements. If the initial concept is accepted by the Council a full application form will be forwarded to the applicant.
PROCEDURE FOR SUCCESSFUL APPLICANTS
Project Grants already approved may be claimed at any time during the financial year. If the grant is for the daily running expenses of the groups’ provision in the community the grant will be made at the commencement of the financial year.
- Where the grant is for a specific project a written account of how the grant has been used shall be submitted by the recipient to the Council with a copy of the invoice for the monies spent. This is not needed for grants for running expenses.
- End of year accounts shall be submitted to the Council clearly defining how the award has been used.
- The Council reserves the right not to pay any award in the event of it not being used for the purpose specified on the application form.
- Organisations that receive an award will be required to acknowledge the Parish Council’s contribution on all publicity/printed material.