Cyngor Sir Powys County Council

Guide to Grants for Community Groups and Voluntary Organisations

I would like to take this opportunity to welcome you to the Community and Voluntary Sector Grants Programme. The authority recognises the importance of the Community and Voluntary Sector within Powys. We are dedicated to increasing the strength and effectiveness of community life, improving local conditions and enabling people to participate in their local community.

The grants service is focused on the Community and Voluntary Sector and has an overall objective to follow the Compact (a strategic statement that sets out an agreed relationship between Powys County Council, Powys Teaching Health Board and the Third Sector in Powys).

This means that each organisation will be treated fairly, equally and in an open manner that recognises the important role they are delivering.

This handbook gives advice and assistance to organisations that wish to apply for a grant from Powys County Council, and also highlights possible help/support from various external agencies.

Welcome to the Community Grants Programme Guidelines

Cyngor Powys County Council

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The handbook:

• Outlines the Council’s policy on grants

• Gives details of the grants that may be available

• Describes the criteria for applying for a grant

• Gives advice on whom to contact for an application form or for further information

• Gives information on external funding contacts and help/support from external agencies

If you would like any help/advice on grants/funding, or any further assistance in relation to the information in this booklet please contact:

Jenni Thomas Community Regeneration ManagerGwaliaIthon RoadLlandrindod WellsPowys LD1 6AAcommunity.grants@powys.gov.uk

Website www.powys.gov.uk - then follow link “Community and Living” to “Community Grants”.

County Councillor Wynne Jones, Portfolio Holder for Regeneration and Culture.

Section 2 - The Council’s Policy

The Council’s grant aid is designed to help and support voluntary and community organisations.

Generally, it will consider applications for grants which:

• Support the Authority’s corporate objectives

• Assist in delivering its core values and principles detailed within the Powys Change Plan and the Corporate aims specifically through Regeneration of Powys communities

• Support the local people of Powys in improving their quality of life

• Encourage partnership working within the local community

• Represent value for money

• Show commitment to equality of opportunities

Section 3 - Who can and who cannot apply?

The Community Enablement Support Fund programme’s main purpose is to support social and community development. Voluntary groups and organisations that demonstrate that they are properly constituted can apply for either ‘Capital’ or ‘Revenue’ elements.

Powys County Council works in partnership with Powys Association Of Voluntary Organisations (PAVO). Should you require assistance in writing a constitution, guidance on writing bids, drawing up a business plan, forming a voluntary group, training etc, please contact:

PAVOMarlowSouth CrescentLlandrindod WellsPowys LD1 5DH

Tel: 0845 0093288 www.pavo.org.uk

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Who can apply:The Council operates an equal opportunities policy and will not discriminate against any group specifically on the grounds of race, ethnic or national origin, religion or creed, disability or impairment, gender, sexual orientation or marital status, employment status, social class or any other unjustified grounds.

Generally, the Council will consider applications under the relevant scheme from registered charities, voluntary and community groups together with clubs and societies.

Organisations need to demonstrate, as a minimum, a constitution or terms of reference and a system for recording income and expenditure – more details are specified in the criteria.

We would particularly welcome joint applications from groups who feel they can achieve more by working together – collaboratively or in partnership with other projects or groups – for a specific project or activity

Who cannot apply:Generally, the Council cannot accept an application from the following:

• Individuals for their personal needs

• Overseas travel or expeditions for individuals and groups.

• Private groups operating as a business for profit

• Fundraising activities / Sponsored events

• National and regional organisations unless they have a local base and where their application is for a specific project with people in Powys

• Political parties or organisations intending to support or oppose any particular political party, or to discriminate on the grounds of race, religion, disability, gender or sexual orientation.

Community and Voluntary Sector Grants Programme

Section 4- Our Grant ProgrammesThe following pages outline our current grant aid programmes. Further detailed criteria will be found in the relevant application form.

In dealing with completed applications, we will try to process requests as quickly as possible with a decision made in a minimum of 8 weeks in order that you may know the outcome. These will be our minimum standards, however there may be occasions, for example, if your application is not straight forward or that you have not supplied supporting information, which may mean that the process may take a little longer.

The grant-aid programme for groups and organisations comprises of the following:

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• Organisations promoting religious beliefs. However, churches are eligible where funding is for adaptation

or improvement for community use.

• Educational establishments

• Medical research & equipment

• Retrospective grants

• Animal welfare

There are some items that we cannot fund such as street lights and CCTV. In these instances we will advise potential applicants on initial contact with us but they are still entitled to pursue a formal application. However the Officer recommendations will detail the reason for refusal and delegated decision will be made by the Portfolio Holder for Regeneration and Culture, although in certain circumstances the application may be referred to the Powys County Council Cabinet for decision.

There may be some adjustments to the grant criteria from time to time as the Authority’s Strategies and Priorities change; however should any changes occur we will ensure that the Third Sector is informed promptly.

Generally, the Council cannot accept an application from the following:

• Individuals for their personal needs

• Overseas travel or expeditions for individuals and groups.

• Private groups operating as a business for profit

• Fundraising activities / Sponsored events

• National and regional organisations unless they have a local base and where their application is for a specific project with people in Powys

• Political parties or organisations intending to support or oppose any particular political party, or to discriminate on the grounds of race, religion, disability, gender or sexual orientation.

Community Regeneration and Development Fund

The Community Development and Regeneration Fund programme’s main purpose is to support social and community development. Voluntary groups and organisations that demonstrate they are properly constituted can apply for either ‘Capital’ or ‘Revenue’ elements.

Capital expenditure involves acquiring or enhancing fixed assets with a long-term value to the group or organisation, such as land, buildings, and major items of equipment or machinery. Capital assets shape the way the group or organisation’s services are delivered in the long term, but will create financial commitments for the future in the form of financing costs and revenue running costs. Revenue is the running costs of the group or organisation’s expenses - relating to such things as salaries, heat and lighting costs, consumables etc.

Capital expenditure involves acquiring or enhancing fixed assets with a long-term value to the group or organisation, such as land, buildings, and major items of equipment or machinery. Capital assets shape the way the group or organisation’s services are delivered in the long term, but will create financial commitments for the future in the form of financing costs and rev-enue running costs. Revenue is the running costs of the group or organi-sation’s expenses - relating to such things as salaries, heat and lighting costs, consumables etc.

General CriteriaAny grant from Powys County Council must be additional. By this we mean that the grant does not replace any other funding that is still available to the applicant.

Due to the limited financial resources available for distribution, your group or organisation will not receive grant aid if your project is already being funded by another part of the Council. Also we will not fund more than one organisation where a ‘duplicate’ request is received for providing a similar or overlapping project or service. Only one application per Organisation will be considered during the financial year although in some circumstances one capital and one revenue application may be considered.

Local authorities or other public bodies can also apply for financial assistance for projects where they do not have the statutory powers to provide, subject to the Fund’s eligibility criteria

www.powys.gov.uk

Annual Partnership GrantThe Authority invites applications to this fund from Third Sector Organisations. These Organisations must:

• Be based within Powys providing services and activities to residents of Powys.

• Support and/or compliment the work of Powys County Council and the Corporate Plan, through their activities

• Be of sound financial footing and be able to show their last year’s accounts.

Organisations with a Service Level Agreement with Powys County Council would not eligible to apply for an Annual Partnership Grant for a similar area of work.

The Community Regeneration unit will assess eligibility of the organisation by looking at the following, as well as the overarching criteria of the Community Regeneration and Development Fund:

• The capacity of the organisation.

• Increased economic benefit to Powys from the activities taking place

• Evidence of community need and support.

• The number of Powys residents that will benefit from the organisation.

• The number of visitors attracted to Powys.

• Partnership working with other third sector and statutory organisations and the involvement of the community

What are the acceptable outputs for the project?An outcome should be a statement of why and what the project will achieve. It should show the change intended to happen in the community. It must be a statement for which progress can be measured within the funding period. Outcomes should not therefore be visionary, but things that can be clearly achieved. If an outcome can not in any way be measured, or does not describe change, it is almost certainly unsuitable

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All organisations must supply:

1. A copy of their most recent accounts, audited where possible

2. A copy of their constitution, which must include a satisfactory Equal Opportunities Statement.

3. A copy of their annual report, if applicable

4. A copy of all policies relevant to the project, if applicable

5. All organisations must supply a projected budget of their financial position for the year in which the grant is sought.

6. Organisations applying for grant aid must be properly constituted and intend the grant aid for immediate use \ in the relevant financial year. Grant aid will not normally be awarded where there are large unspecified financial reserves.

Scoring criteria will be implemented in line with the Authority’s corporate aims and objectives. Applications are scored and will receive priority where:

• The project to be grant aided is in line with the key areas of the Council strategic direction, as detailed in the Powys Change Plan.

• Organisation’s are serving the local community, this being a geographical community or a community of interest

• The project or activity will take place in an area that has recognised community need. this being a geographical area or an area of interest.

• The Project must be well developed and designed. The applicant must be able to demonstrate that the project or activity represents good value for money in terms of the balance between resources going into the project and the beneficial outputs.

• The project brings an economic value to the area such as tourism / visitors ( economic benefits)

• There is a clear regeneration impact for the Community complementing other regeneration work being undertaken in the area, and not duplicating what is already being done or what is already available?

Will this project maintain a key community asset? What would be the impact on the whole Community if this Project were not funded?

Council grant aid helps to attract further external funds from other grant aiding bodies.

• There must be strong Community Support for the project from a range of groups. The Applicant must provide clear evidence that other funding has been sought for the project.

An example of an acceptable outcome would be better facilities in the community. However it should also show the impact that has happened through the variety of activities offered. For example, how many people have now been given the opportunity to go back to work as a result of the childcare sessions taking place through play schemes? How many more people are now undertaking exercise sessions which helps contribute to their health in a refurbished village hall?

All Outputs and Outcomes will be monitored as part of the monitoring process that will be undertaken should the application be successful.

Community and Voluntary Sector Grants Programme

Local community activitiesThis fund will consider, one – off projects designed to develop and implement new activities, or the extension of existing projects that actively involve people in their local community. This can be to support small-scale projects that promote arts and education, encourage healthier living, develop local sports, support heritage initiatives and enhance community cohesion.

Community Regeneration Project FundingThe one-off revenue funding element supports varied activities throughout the County; again there is a definite need for a strong focus on supporting the aims and objectives of the Authority. Applications to this fund will be assessed in line with the Criteria detailed at page 7

There are two strands of funding available under the Community Regeneration Project fund

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Event SponsorshipRequests from Organisations towards ‘sponsorship’ of an event (normally arts and cultural or sporting events) will be considered. Sponsorship applications for small-scale events where the total expenditure is in the region of £10,000 will be considered for an award as a guarantee against genuine financial loss, up to an amount, this is subject to the above 50% rule. This means we will not give an outright grant, but should the event incur a loss, we will release the amount of money needed to cover the agreed loss.

Community Regeneration and Development Fund – Capital

This element of the Community Regeneration and Development Fund supports capital build projects that:

• Create or refurbish facilities available to the community as a whole, or adapting them to ensure equal access to disabled people as required under the Disability

Discrimination Act 1995.

• Improve the built or natural environment for local people.

• Improve the well-being of the community by encouraging active and healthy life styles.

• Provide facilities or activities, which reduce poverty, inequality, discrimination and social disadvantage.

As well as complying with the overarching criteria of the fund, projects must also demonstrate that the building or associated land is either owned by the applicant organisation or subject to a lease of satisfactory duration (for example, 20 years). If the facility is leased from another organisation, we will require written confirmation of consent for the works from the Landlord.

Membership of the organisation or group must be open, and the organisation should demonstrate a commitment to developing an equal opportunities policy. The application should demonstrate a clear link to at least one of Powys County Council’s aims and objectives

How to applyThis scheme applies to revenue / capital grants to Voluntary and Community Organisations only. Organisations may apply for an application form any time.

From April 2011 - Initial project enquiry forms are available on the Powys County Council website, application forms are available online or in paper format.

To request an application form - please contact the Community Regeneration Unit - Tel No. 01597 827659 or email Lizt@powys.gov.uk.

www.powys.gov.uk

Before making an application – please note:Financial regulations require the Council to follow strict rules on how it spends public money. In giving grants, we require applicants to follow these as closely as possible with particular attention to any specific advice or instructions given throughout the application and grant offer process.

Capital grants in particular have a specified time in which the money can be spent, which is within the financial year the grant has been awarded. We do not have the ability to carry forward these capital funds from one financial year to another. If identified early enough, the Council can try to manage the financial resources as best it can, but early communication from organisations is paramount if this is to be considered.

The Council’s financial year runs from 1st April – 31st March

What if the project comes in under or over spent?In your original application, you will need to identify as closely as possible how much your project is going to cost. Please check the VAT element of your project and, if this cannot be reclaimed, it must be included in the total project cost. Any grant offer will be based on that figure. When the project has been completed, if you have not spent as much as originally thought, we will reduce the amount of grant paid by the same percentage.

We regret that we are not able to increase our grant offer if a project goes over the original budget. However, if in the event that your project expenditure is to change significantly for reasons or circumstances beyond your control, you should contact us as soon as possible to discuss in more detail.

Any grant, or part of a grant not fully utilised by the applicant, must be returned to the Council.

The Council will monitor the way in which any grant has been spent, and will request information and evidence in this respect from the applicant after the grant has been made (monitoring arrangements for each grant are set out in the terms and conditions of the particular grant).

After the grant has been awardedThe offer of grant will be in written form confirming the amount of grant and detailing conditions, timescales etc. Normally, payment is made retrospectively – when enough expenditure has been incurred to draw down payment. In some cases, where cash flow is a problem, we are able to make interim payments. Grant payments are not made automatically; we will need to receive evidence that expenditure has been incurred. Grant payment will then be processed and paid to the applicant organisation either by cheque or BACS payment.

In exceptional circumstances, we will consider advance payments, although this needs to be agreed either before, or as soon as possible after, the offer of grant has been made.

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How grants will be determinedOnce a completed application has been received, it will be acknowledged and an indication given as to when a decision is likely to be made. Your application will then be assessed and, in some instances, you may be contacted to clarify something or provide more information. For larger schemes, County Council Officers may also contact you to arrange to meet representatives of your organisation, to discuss your project in more detail.

Usually the award of grant is a delegated decision that falls to the Portfolio Holder for Regeneration and Culture, however in some circumstances the application may be referred to the Powys County Council Cabinet for decision. The decision is based on a report compiled by Officers of the Council composed from information supplied by the applicant.

Community Regeneration and Development Fund Grant awards vary due to the type of project and the other funding sources

Projects or activities are normally restricted to a maximum grant of £15,000.

The Fund is able to consider up to a 50% grant rate of the project shortfall, after all other Government, Lottery and European funding has been taken into account.

For example: - a project with a total cost of £100,000 that has successfully secured Lottery funding for £50,000 and National Assembly scheme of £35,000 would then be eligible for a grant award of £7,500. This grant scheme does not consider any “in-kind” contributions, i.e.: volunteers’ time or goods and services donated to the project, as part of the Organisations contribution.

Community and Voluntary Sector Grants Programme

What if things go wrong with projects that have started?

Projects that require a package of funding to be drawn from a number of funding agencies (such as the Lottery, Trust Funds, National Assembly for Wales) can be tricky and difficult to manage.

Each of the funding bodies has its own criteria and timescales that it works to – inevitably they do not coincide! Added to this, most funding bodies will not let you start your project until they have considered your application and you have accepted a written offer of grant. It is important to contact us prior to submitting an application to the Council, if your proposal requires funding from a number of grant sources. We will be able to advise you, as to when would be the best time for you to apply to us and others.

Funding from other sources

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As with all best laid plans, there are occasions when things just don’t go the way you want them to. If this happens, contact us as soon as possible (and any other funding agency that has given a grant towards your project) in order to talk the problem through. More often than not, the problem can be resolved with no detriment to the grant award. Where there is a significant change to your original proposal, subject to eligibility, you must seek approval for these changes in order for you to proceed.

PublicityWe will require successful applicants to fully acknowledge the support received from Powys County Council. This may take form in a number of ways, depending on your project. We will supply you with the Council’s logo or other wording for any publications that you may produce.

In order to meet the Council’s, and other statutory bodies’ monitoring requirements, it will be a requirement of successful applicants to supply us with copies of the publicity they produce.

We will also require that you include acknowledgement of the Council’s support when issuing any press release related to your project.

In cases where projects culminate in a concert or performance, we will require the applicant to provide a limited number of complimentary tickets. Council representatives attending such events are then able to monitor how suitable or successful the Council’s contribution has been in supporting an event. Information fed back to us will help evolve our future policy in supporting such activities.

The Council’s Welsh Language policy has regard to the need to support and promote the use of the Welsh language, and to the requirements of eligible bodies and individuals who use the language in their activities. It will also encourage bodies and individuals who receive financial support, to use bilingual practices and the Welsh language in their activities according to their circumstances.

Here’s what you could do - produce any leaflets, signs, notices, and publicity bilingually. Ensure that public announcements or any ‘face-to- face’ provision is bilingual to an appropriate level. (see p.8 in the ‘Guide for Partner Organisations’)

This does not mean that every organisation must comply in full, but should recognise and consider, the linguistic and cultural aspects of their activity, together with the needs of their users or audience.

The following can give you help and advice:

• Menter Maldwyn 01686 622908

• Menter Brycheiniog 01639 844513

• Powys County Council Welsh Unit 01597 826467

• Estyn Llaw (for voluntary organisations) 0800 9177 969

See p.17 in the ‘Guide for Partner Organisations’. Charities can get up to 3000 words translated free of charge – contact Menter Maldwyn or Brycheiniog.

Welsh Language

EqualitiesPowys County Council upholds the Equalities agenda and seeks to eliminate discrimination and promote equality for all people within society. It recognises that people sometimes have different needs to the majority of the population. It is important that we listen and move towards understanding these needs, and ensure that we attempt to meet those needs. Powys County Council takes particular care to ensure that discrimination does not take place in relation to Gender, Race, Disabilities, Religion, Sexuality and Welsh speaking. The council has an Equalities Strategy, an Access Policy for disabled people and a Race Equality Scheme that covers some of these areas. The council expects organisations that are provided with grant aid, to demonstrate a commitment to following the principles that are contained within these policies.

Preference will be given to applications that are engaging effectively with the Equalities agenda and that meet the requirements of the Race Equality scheme and the council’s Access Policy.

www.powys.gov.uk

To obtain copies of the Council’s various policies, please contact:

Corporate Policy UnitCounty HallLlandrindod WellsPowys

Financial MonitoringApplicant organisations will need to keep proper financial records and have a bank account. Recipients of all grants must be prepared to make their accounts and activities open to inspection by duly appointed Officers of the Authority.

Monitoring and evaluation of your projectIf your Organisation has been awarded a grant, you will be required to complete reports and give details of specific targets and outcomes that reflect the success of your project.

What supporting information should be supplied with grant applications?In submitting an application to us, we will require a number of specific items to support your application. These will be fully listed in the relevant application form and must be received in order for us to consider your request. This applies to all grant applications submitted to the Council.

Newly formed community groups and organisations will not necessarily have all the information required. On these occasions, we will ascertain what information you can give us, and we will signpost you to where you can get help and guidance in setting up and getting things in place. For example – Powys Association of Voluntary Organisations (PAVO) are available on (01597) 822191 to support and assist the voluntary sector.

A copy of your organisation’s governing document is required, depending on the type of organisation that is set up. Not all of those listed in the definition box will be appropriate to your organisation, but we need to receive a copy of what governs your organisation. Should your organisation make subsequent applications, you need not send in further copies unless your Constitution, etc. has changed.

Constitution & other legal documents.

To apply for funding you must be an independent constituted voluntary or community organisation/group.

An ‘adopted constitution’’ is any set of rules that govern the running of an organisation, which have been signed by members of the management committee, trustees or directors.

If your project is a capital one, then the deeds of the property should be made available.

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A copy of your last set of accounts. If your accounting year is at the point of changing, you may send in a draft copy of accounts. New organisations will be required to supply evidence of a bank account and current balances held. For projects over £5,000 we will require to see a project plan – this needn’t be a complicated glossy document, but enough detail of income and expenditure within a specified timescale for us to judge whether your scheme is viable.

Project Plan - This document should include the framework of your project and include such things as:

The type of project Reasons for your project Timescale Funding and other financial information(To include ongoing revenue costs if it is a capital pro-ject.)Community involvementThe positive outcomesFinal result

Other supporting information:If your organisation has adopted policies for good practice in the way you operate, for example: health and safety; child protection; equal opportunities; Welsh Language; Race Equality; Access Policy; Disabilities; etc, these also must be submitted with applications. Again, if you have already supplied these with a previous submission you need not do so again unless any changes have been made.Community and Voluntary Sector Grants Programme

Constitution & other legal documents.

To apply for funding you must be an independent constituted voluntary or community organisation/group.

An ‘adopted constitution’’ is any set of rules that govern the running of an organisation, which have been signed by members of the management committee, trustees or directors.

If your project is a capital one, then the deeds of the property should be made available.

Project Plan - This document should include the framework of your project and include such things as:

The type of project Reasons for your project Timescale Funding and other financial information(To include ongoing revenue costs if it is a capital pro-ject.)Community involvementThe positive outcomesFinal result

Welsh Church Act FundOn behalf of the Council, the Community Regeneration Unit also administers The Welsh Church Act funds. The budgets are not mainstream Council funds, but earned income from the charitable funds’ investments. Eligible organisations can normally apply to a trust fund in addition to the Community Regeneration and Development Fund grant programme.

Welsh Church Acts Fund1. Community groups and organisations excluding salary and other employment related costs (for consideration of grants in excess of £100, applicant organisations must be a registered Charity with the Charity Commission)

Organisations must either be Powys based, or if of a na-tional or regional character, must be able to demonstrate that the money requested will be used for a specific Powys based project.

Maximum grant will not exceed 15% up to a ceiling of £3,000 of total eligible estimated costs.

2. Churches and Chapels – Grants have been made for many years to Churches and Chapels. However this is to recognise their importance as historic buildings or as a major feature in the local environment, and not as religious or denominational facilities. Grants are mainly for repairs and restoration to the exterior of the main fabric of the building. No grant is made for internal repairs etc, except in exceptional circumstances where the work is directly related to, and the consequence of, external maintenance or restoration.

Maximum grant will not exceed 10% up to a ceiling of £2,000 of total eligible estimated costs.

3. Individuals – who are 25 years and under in the pursuit of excellence in areas such as sports, arts, volunteering. Block applications for groups of individuals are not eligible. Grant awards are not normally made to any specific percentage, but as a rule of thumb at approximately a 10% rate – minimum grant of £50, maximum grant £500.

Finally...Public funding requires that the money be spent for the pur-pose that it was originally intended. Should for any reason your project change, you must advise us as soon as pos-sible, and you must not spend any money until you have received approval for the changes.

Information and contact details of support agencies and external funders

WLGA Local Government House Drake Walk Cardiff CF10 4LG

Tel: 0290 2046 8600 www.wlga.gov.uk

PAVO Marlow South Crescent Llandrindod Wells Powys LD1 5DH

Tel: 0845 0093288 www.pavo.org.uk

Sustainable Tourism Powys County Council Gwalia Ithon Road Llandrindod Wells Powys LD1 6AA

GLASU Antur Gwy Park road Builth Road Powys LD2 3BA Tel: 01983 552224/553305 www.glasu.org.uk

TIDY TOWNS Keep Wales Tidy 33-35 Cathedral Road Cardiff CF11 9HB

Tel: 02902 256767 south@keepwalestidy.org.uk

10www.powys.gov.uk