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Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 05/12/2006
Community Partnerships Fund - Application Guidance

G:\bureau\comms\o&s1\2006-07\Archive\201106\040 Comm Part Fund App Guidance.doc
Community Partnerships Fund
Application Guidance
When To Apply?


q For projects with total costs of up to 15,000, applications may be made at anytime of the year until the fund is exhausted. Applicants will be notified of the outcome of their application, or the reason for any delay, within eight weeks.


q For larger projects, with total costs over 15,000, there is one bidding round each year, enabling all applications to be considered together. The closing date for the next bidding round for projects to be undertaken in 2006/07 is 5pm on Monday 16th January 2006.

Who Can Apply?

Voluntary organisations, local charities and community groups are eligible to apply for funding. They should have the following:

q a signed constitution or a set of rules detailing the organisation’s aims and objectives; and

q a bank or building society account in the name of the organisation.

Please note that individuals are not eligible to make applications.

Is Your Project Eligible?

Projects eligible under the Community Partnership Fund include the following:

q Projects which are located within Waverley and will benefit Waverley residents;

q Projects should normally be based on a request for 25% funding. However, in exceptional circumstances, grants up to 50% will be considered. To ensure that grants do not replace local fundraising effort, the minimum grant that can be awarded is 1,000;

q Grants are for capital or project costs only. Grants for revenue costs are not eligible under this grant scheme. Revenue costs are defined as the on-going costs of an organisation, including salaries, rent, rates, heating, lighting etc;

q Only projects that fall within Waverley’s area of responsibility are eligible. Projects that relate to health care provision, facilities for schools and highway or road repairs are not eligible;

q Projects within schools and churches are eligible, if there is a wider community benefit;

q Arts projects will be eligible, provided there is an educational or community benefit;

Please note that:

q Costs for general maintenance and repair of facilities or buildings are not eligible;

q Funding for recurring events is outside of the scheme. The definition of a recurring event is where it is held more than once over a period of three years.

q Retrospective funding will not be granted.

Grant Criteria

Each application will be assessed on the degree to which the project meets the following key criteria:

PARTNERSHIP - The project has been developed in partnership with local communities and with appropriate local, regional or national organisations;

COMMUNITY INVOLVEMENT - The project demonstrates community participation and consultation to determine support for the project;

COMMUNITY NEEDS - The project meets a clearly identified need within Waverley and will benefit Waverley residents;

COMMUNITY BENEFIT - Projects that provide a clear community benefit particularly those that benefit communities in greatest need will be given priority;

WAVERLEY’S PRIORITIES – Projects that meet Waverley’s priorities and Community Strategy objectives, including community and parish plans.

The range of projects that can be supported by the Community Partnerships Fund include:

youth facilities
community safety
parish and community plans
facilities for older people
disability facilities
cultural and arts schemes
heritage projects
environmental protection and enhancement
leisure, sports and play facilities
community transport schemes
community buildings/village halls (please see notes below)

Community Buildings / Village Halls

q For projects improving community buildings or village halls costing over 10,000, please apply under the Community Buildings Grants Scheme. Please contact: Mr Martin Moss, Village Halls & Community Buildings Adviser, Surrey Community Action, Astolat, Coniers Way, New Inn Lane, GUILDFORD, Surrey GU4 7HL. 01483 459292

q For community buildings projects with total project costs under 10,000, please apply under Waverley’s Small Grants Scheme, as detailed in this guidance note. 2006/07 Priority

Projects that improve services and facilities for young people may be given priority in 2006/07.

Project Proposal – Main Grants
For projects with total costs over 15,000, please submit a project proposal up to a maximum of four pages, in addition to completing the application form. The project proposal is an opportunity to provide greater detail about your project and to supply any additional information that is not covered in the application form.

However, please ensure that the following information is included within your proposal:

q What are the main outputs and outcomes from your project;

q If relevant, please describe how your project meets the 2006/07 priorities, as detailed above;

q Provide a more detailed timetable and budget breakdown than on the application form and detail any gifts-in-kind;

q The relevant skills, knowledge and experience within your organisation to enable the project to be achieved and how any additional expertise will be obtained;

q How the project will be monitored to ensure completion to the required standard and within budget;

q How the project will be maintained once it is completed. What the maintenance/revenue costs will be and how these will be funded; And

q How the project ties into relevant local and regional strategies.

Financial Reserves

Waverley will prioritise funds to areas where they are most needed. Organisations with general reserves (excluding any designated funds for specific projects) will need to justify the level of reserves in relation to the grant requested.

Organisations with general reserves will need to submit a written reserves policy as part of their application and will be considered on a case-by-case basis. A short guidance note on writing a reserves policy, based on the Charity Commissions recommendations is available. For a copy of the guidance note or for further assistance please contact the Partnership Funding office as detailed below.
Assessment of Applications

q The Council has limited funds and therefore not all applications will be successful.

q Projects will be assessed on the basis of the information supplied on the application form. It is therefore important that all questions are answered to the fullest extent possible. Please ensure that each section of the application form is completed.

q All applicants will receive an acknowledgement of their application within a week of submission. Please contact us if you do not receive an acknowledgement.

q Applications will be assessed according to their eligibility and on the degree to which they meet the grant criteria, including the 2006/07 priority.

How to Apply

Hand-written or typed applications are welcome. The application form is available electronically but the form must be printed and signed and a hard copy returned.

If you require any advice or information about making your application or if you are unsure whether your project is eligible, please contact the Partnership Funding office as detailed below.

Please complete all questions on the application form.

Enclose the following supporting information:

q A copy of your organisation’s latest accounts and signed constitution or set of rules;

q A location or site plan of the project if applicable;

q Evidence of any permissions or consents required e.g. planning permission or landowner consent;

q For projects applying to the main grants round (projects costing over 15,000) please attach a project proposal as detailed on page 3; and

q For applicants requesting funding from the main grants round, please contact the relevant service officer in Waverley. Please contact the Grants Administrator as detailed below if you require a contact name and telephone number.

Send the completed application form to: Jane Todd, Grants Administrator, Waverley Borough Council, Council Offices, The Burys, GODALMING, Surrey GU7 1HR Tel. 01483 523067 or email: jtodd@waverley.gov.uk

Further Information

To discuss any questions about your application, or to obtain further information about Waverley’s grant programmes or other funding sources, please contact Jane Todd in the Partnership Funding Office at Waverley Borough Council, as detailed above.

How do you know there is a need for this project? Please state what consultation there has been.