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Waverley Borough Council Committee System - Committee Document

Meeting of the Environment and Leisure Overview and Scrutiny Committee held on 19/09/2006
SPONSORED ORGANISATION SCHEME 2007/08
GRANT ELIGIBILITY, CRITERIA & TIMETABLE



Summary & Purpose
The purpose of this report is to consider the grant eligibility, criteria and timetable for assessing applications for the Sponsored Organisation Scheme in 2007/08.

APPENDIX E
Waverley Borough Council

ENVIRONMENT AND LEISURE OVERVIEW & SCRUTINY COMMITTEE
19TH SEPTEMBER 2006

_________________________________________________________________________
Title:
SPONSORED ORGANISATION SCHEME 2007/08
GRANT ELIGIBILITY, CRITERIA & TIMETABLE
[Wards Affected: All]
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Summary and purpose:

The purpose of this report is to consider the grant eligibility, criteria and timetable for assessing applications for the Sponsored Organisation Scheme in 2007/08.
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Environmental Implications:

Many of the Sponsored Organisations contribute towards Improving the environment in which Waverley residents live.

Social/community implications:

The organisations that Waverley supports under the Sponsored Organisation Scheme provide valuable services to the community which benefit a large number of Waverley’s residents. Waverley’s contribution to the Waverley Voluntary Grants Partnership helps support organisations specifically in the social and welfare area.

E-Government implications:

There are no direct E-Government implications arising from this report. Sponsored Organisation Scheme application forms and guidance notes are available electronically by email.

Resource and legal implications:

1. In the previous five years of operation, the total Sponsored Organisation Scheme funding awarded was as follows:

Number of Organisations Awarded
Total SOS Funding Awarded ()
2002/03
39
548,250
2003/04
44
599,465
2004/05
41
599,465
+ 6,000 = 605,465
2005/06
26
550,010
Sponsored Organisation Scheme
2005/06
15
49,455
Waverley Voluntary Grants Partnership
2006/07
27
571,010
Sponsored Organisation Scheme
2006/07
15
50,640
Waverley Voluntary Grants Partnership
Total
42
621,650

2. This funding is not held within a central grant fund but within each of the different service areas of Waverley’s budget.

3. The level of funding for Sponsored Organisations increased by 2.4% for 2006/07, after three years when the total sum distributed remained static.

4. At the Executive meeting held on 7 February 2006 it was agreed to open the scheme to new organisations for funding in 2006/07. Two new organisations were admitted in 2006/07, although one organisation (Surrey Law Centre) had their financial support from Waverley withdrawn. The consequences of awarding funding to any new organisations the Council may wish to support, without increasing the total funding available, will be a reduction in funding for existing sponsored organisations.

5. Members will need to consider whether the level of funding is increased in-line with current inflation but with the proviso that this increase is assessed alongside other demands on Council’s finances during the budget process. An inflation based increase would be of particular comfort to those organisations with staff costs and it may also encourage other funders to increase their grants.

6. The application timetable, as detailed in paragraphs 16-18, will enable the Sponsored Organisation Scheme applications to be considered as part of the budget process.
Background

7. In December 1999, the Council approved the introduction of a Sponsored Organisation Scheme to formalise the revenue support to community and voluntary organisations in Waverley. The former Policy & Resources Committee agreed the details of the scheme on 4th July 2000.

8. The principal aim of the Sponsored Organisation Scheme is to provide financial support ‘for the ongoing revenue costs of voluntary and charitable organisations that are delivering high priority services for the benefit Waverley residents in partnership with the Council’.

9. The scheme is reviewed annually to ensure that the grant criteria and assessment processes continue to meet the priorities of the council. Following the annual review, the grant eligibility, criteria and timetable are considered by the Overview & Scrutiny committees and by Executive prior to opening each year’s bidding round.

10. Following the review of the scheme in 2003, Council approved three-year intention-to-fund agreements for Sponsored Organisations with approved grants of 10,000 and above. This was based on a one year approved funding for 2004/05 with two further years intention-to-fund for 2005/06 & 2006/07, dependent on sufficient budget being available and subject to an annual appraisal of the organisation’s performance and an up-date of its financial status.

11. This report considers the grant eligibility, criteria and timetable for the Sponsored Organisation Scheme in 2007/08 and provides details of the proposals for contributing for a third year to the Waverley Voluntary Grants Partnership in 2007/08.

Eligibility & Criteria

12. The proposed eligibility and criteria for organisations wishing to be considered for funding is set out in the application guidance at Annexe 3

13. In particular, members are asked to consider the following:

q Social/Welfare Organisations q Financial Reserves q Funding Priorities Assessments

14. Each application is thoroughly assessed and scored against the proposed grant criteria for 2007/08 as detailed in Annexe 3. Officers within each of the relevant service departments undertake the assessments. In addition, a financial assessment of each organisations annual accounts is undertaken by Waverley’s accountants.

15. The service officers consider the results from the financial assessments when making funding recommendations. Service officers use a standard assessment form to ensure equity in assessing each application. A copy is attached at Annexe 4. Timetable

16. It is proposed that applications are invited to apply for SOS funding for the financial year 2007/08, following the Executive’s approval of the grant eligibility and criteria on 3rd October 2006. The proposed closing date for applications is 13th November 2006.

17. Applications will be assessed and scored against the SOS eligibility and criteria between 15th November and 1st December 2006. These assessments will be undertaken by officers within each of the relevant service departments and by Waverley accountants.

18. Applications and assessment results will be considered by the Management Team on 20th December 2006, by each of the relevant Overview and Scrutiny Committees in January 2007 and by Executive at the budget meeting on 6th February 2007. Applicants will be notified the outcome of their applications in writing after Council on 21st February 2007. A summary of the timetable is provided at Annexe 5. Partnership Agreements

19. Once an SOS grant is approved and a grant offer made, a partnership agreement is prepared by each organisation and the relevant Waverley service officer, who forms the key link officer during the funding period. The partnership agreement details the key outputs and achievements for the year and is signed by both parties. A pro-forma partnership agreement is attached at Annexe 6. The partnership agreement enables service officers to monitor each organisations performance against stated outcomes. New Organisations 20. At its meeting on 11 October 2005 meeting, the Executive agreed that the Sponsored Organisation Scheme would be open to new organisations to apply for funding in 2006/07, but made no commitment beyond the current year. 21. Opening the scheme to new organisations will ensure equity of access to Council funding and ensure that those organisations funded through the scheme continues to meet Waverley priorities. However, by inviting new organisations to apply, this inevitably means increasing demands on finite resources and makes the decision making process of awarding grants ever more challenging. If Members decide to increase the overall Sponsored Organisation Scheme budget in line with inflation, this may enable the Council to award grants to any new organisations it may wish to support as well as providing some increases in grants to existing sponsored organisations.

Surrey Compact

22. In February 2005, the Executive agreed to become a partner in the Surrey Compact and their agreement has now been signed up to. This agreement sets out a code of best practice for improving relationships between public bodies and the community sector. The funding element commits the compact partner to the following key aims: o encouraging openness and transparency
o making it easier to find out about what funding is available
o improving the process of applying for funding
o addressing the issue of changes to, or withdrawal of funding
o enabling the attracting of funds from outside Surrey
o encouraging appropriate and proportionate monitoring and evaluation
o addressing the need for longer term funding arrangements as appropriate
o recognising the value of assisting organisations that support other voluntary and community groups, and service users and carers.

Waverley Voluntary Grants Partnership

23. The Waverley Voluntary Grants Partnership (previously the Waverley Voluntary Grants Panel) is a partnership fund with the Guildford and Waverley Primary Care Trust (PCT) and Surrey County Council Adults and Community Care and Children’s Services which seeks to fund social welfare organisations.

24. At the meeting of the Executive on 4th October 2004, it was agreed that Waverley would support social welfare organisations through the Waverley Voluntary Grants Partnership (WVGP) rather than through the Sponsored Organisation Scheme. It was agreed that Waverley would contribute to the scheme as a pilot, for the financial year 2005/06 and that the contribution would equate with the Sponsored Organisation Scheme grant approved to these organisations in 2004/05. It was agreed that two nominated Members, supported by officers, would represent Waverley on the WVGP. 25. At its meeting in October 2005, the Executive agreed to continue to contribute to the WVGP in 2006/07 on the same basis. The Executive also agreed that the overall funding be increased in line with inflation.

26. The grants awarded for 2006/07 by the WVGP are summarised in the table attached at Annexe 2. A separate report is also being considered by Community O&S and provides more details, showing the level of grants that have been awarded to organisations previously funded through the SOS scheme. The report also asks for consideration for an additional contribution of 4,000 towards the cost of administering the grants scheme.

Three-Year Intention to Fund

27. The Sponsored Organisation Scheme funds revenue expenditure which most of the organisations incur every year to provide their services. The annual application for revenue funding gives the organisations considerable uncertainty and restricts their medium-term planning. However, guaranteeing funding for all organisations beyond one financial year may exclude new eligible organisations from receiving funding and would reduce the Council’s flexibility to vary grants. It is also not possible to guarantee the overall level of budget available for the scheme prior to receiving the grant settlement, or indeed to fetter the Council’s discretion when it comes to make each year’s grant decision.

28. Following the review of the scheme in 2003, Council approved three-year intention-to-fund agreements for Sponsored Organisations with approved grants of 10,000 and above. This was based on a one year approved funding for 2004/05 with two further years intention-to-fund for 2005/06 & 2006/07, dependent on sufficient budget being available and subject to an annual appraisal of the organisation’s performance and an up-date of its financial status.

29. This new policy was designed to provide the organisation with greater financial certainty (of particular comfort to organisations with staff costs) and an ongoing recognition of the value of the services to the Council. It would also improve the monitoring of outputs and the standards of service provided, and could provide encouragement for other funders to increase their grants.

30. Overall, the three year intention to fund agreements are seen to meet the criteria of the Surrey Compact referred to in paragraph 22 and Members are being invited to consider whether the policy should continue and, if so, what financial threshold should be applied.


Recommendation

31. Members are asked to agree any observations to be passed to the Executive on the following-:

o The application eligibility and grant criteria for the Sponsored Organisation Scheme as set out at Annexe 3;

o The proposed timetable for applying for Sponsored Organisation funding for 2007/08 as set out at Annexe 5;

o Whether the Sponsored Organisation Scheme should be open to new applicants for 2007/08;

o Whether the “Three-Year Intention to Fund” policy should continue as before and, if so, what financial threshold should be applied; o Whether Waverley contributes to the Waverley Voluntary Grants Partnership in 2007/08 on the same basis as in 2006/07 with two nominated members on the panel and with the results of the grants reported back to the Overview and Scrutiny Committees and the Executive; and

o Whether the overall level of funding for the Sponsored Organisation Scheme and Waverley Voluntary Grants Partnership in 2007/08 is increased in line with inflation but with the proviso that such an increase will have to be assessed alongside other demands on Council finances during the budget process.
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Background Papers (DoF)

There are no background papers (as defined by Section 100D(5) of the Local Government Act 1972) relating to this report.
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CONTACT OFFICER:

Name: Graeme Clark Telephone: 01483-523236

E-mail: grclark@waverley.gov.uk
ANNEXE 1

_0906114710_001.pdf


ANNEXE 2

_0906114715_001.pdf






ANNEXE 3
Sponsored
Organisation
Scheme
2007/08
APPLICATION GUIDANCE – ADMISSION & FUNDING

DEADLINE DATE: MONDAY 13th NOVEMBER 2006
AIMS
The principle aim of the Sponsored Organisation Scheme is to provide financial support for the ongoing revenue costs of voluntary and charitable organisations that are delivering high priority services for the benefit of Waverley residents, in partnership with the Council.

The scheme does not fund project or capital costs. For details of Waverley’s Community Partnerships Fund, please see “FURTHER INFORMATION” on page 4.

WHO CAN APPLY – ELIGIBILITY
        Organisations eligible to receive revenue funding from the Sponsored Organisation Scheme need to meet the following:
STATUS
► The organisation is a charity, voluntary or a partnership organisation run on a not-for-profit basis.
STRUCTURE ► The organisation has a constitution or a set of rules;

► There are identified postholders and officers; and

► The organisation’s aims and objectives are commensurate with the Council’s.
SERVICESm The organisation provides services to the benefit of Waverley residents; and

m The services provided by the organisation fall within the areas of Waverley Borough Council’s responsibility.
        MANAGEMENT
m The organisation has clear and appropriate policies in relation to the activities they are undertaking (relevant policies could include Heath & Safety, Equal Opportunities and child protection and safeguarding vulnerable adults);

m The last full year accounts have been properly audited or independently verified;

m The organisation has appropriate levels of insurance in relation to the activities they are undertaking;

m The organisation has clear accounting and financial procedures;
        APPLICATION
m The application has been fully completed in the format requested, with all additional attachments requested, and signed and dated; and

m Officers of the organisation are prepared to sign a Partnership Agreement and provide relevant monitoring and financial records.
FINANCIAL RESERVESm 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 request. 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.
GRANT CRITERIA

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

► The degree of priority of the services provided by the organisation in relation to Waverley’s Community Strategy, current Corporate Plan, Objectives and Priorities;

► Clear feasible details on how the money will be spent;

► Realistic and detailed budget for the year 2007/08;

► Value for money – both quality and quantity of the service in relation to the cost;

► The level of service delivery in the previous year against stated outputs and outcomes;

► The proposed service delivery in the coming year in terms of key outputs and outcomes; and

► Evidence that relevant/appropriate partnership funding has, or is being, sought for revenue and project costs. WHEN TO APPLY
        ► For organisations awarded a grant of less than 10,000 per year, applications are made in annual bidding rounds;

        ► For organisations awarded a grant of 10,000 or more per year, the Council will consider offering a three-year commitment-to-fund agreement, providing one year’s approved funding plus two further years intention-to-fund at a pre-determined level. The additional two years will not be a firm grant offer but will provide an indication of the Council’s commitment to offer continued support. The grant offered in years two and three will depend on the Council having sufficient budget available and will be subject to an annual appraisal of the organisation’s performance in the year, its proposals for the coming year and its updated financial position.
          ► For funding from 1st April 2007 to 31st March 2008, the deadline date for applications is Monday 13th November 2006.


          HOW TO APPLY – APPLICATION CHECKLIST

    ► Handwritten or typed applications are welcome. Application forms are available by email but must be returned as a signed hard copy with all relevant attachments;

    ► To assist with the application process, organisations currently receiving Sponsored Organisation Scheme funding can arrange a 1:1 meeting with their Link Officer.

    ► Please complete all questions on the application form and enclose the following:

    m A copy of the most recent audited or independently verified accounts; m A copy of your organisation’s signed constitution or set of rules if these have changed since your Sponsored Organisation Scheme application last year; m A copy of the budget forecast for 2007/08; and m Any relevant business plans, strategic or policy documents, (for example, Health & Safety and Child Protection Policies). ► Please send the completed application form by Monday 13th November 2006 to:
    Mike Horlock, Grants Administrator,
    Waverley Borough Council, The Burys Godalming, Surrey GU7 1HR






    NEXT STEPS
    ► All applicants should receive an acknowledgement of their application within a week of submission. Please contact Mike Horlock, Grants Administrator on 01483 523257 if you do not receive an acknowledgement;

    ► Applicants will be notified of the outcome of their application, or the reason for any delay, by early March 2007.

    FURTHER INFORMATION

    ► If you would like to discuss the details of your application, please contact your Sponsored Organisation link officer or,

    ► Please contact Jane Todd, Grants Administrator (01483-523067) if you would like further details about Waverley’s Community Partnerships Fund for project or capital grants.




    ANNEXE 4



    SPONSORED ORGANISATION SCHEME

    ASSESSMENT OF APPLICATION 2007/08

    APPLICANT: ………………………………………………………………………...

    AMOUNT REQUESTED: …………………………………………………………

    AIMS


    ‘To provide financial support for the ongoing revenue costs of voluntary and charitable organisations that are delivering high priority services for the benefit of Waverley residents in partnership with the Council’
    CHECKLIST
    please tick
    ApplicationThe application has been fully completed in the format requested and signed & dated
    Is any further information required ……………………………
    Officers of the organisation are prepared to sign a partnership agreement and provide relevant monitoring and financial records
    StatusThe organisation is a charity, voluntary or a partnership organisation and run on a not-for-profit making basis
    StructureThe organisation has a constitution
    There are identified postholders and officers
    The organisation’s aims and objectives are commensurate with the Council’s
    ManagementThe organisation has clear and appropriate policies in relation to the activities they are undertaking such as:

    Health & Safety policies
    Equal Opportunities policies
    Child Protection policies

    The accounts have been properly audited or independently verified as appropriate.

    The organisation has appropriate levels of insurances in relation to the activities they are undertaking.
    Partnership AgreementHas the organisation met, or is on target to meet, the agreed conditions in the partnership agreement?
    Has Waverley’s grant been acknowledged/publicised in the current year?
    Are there any areas of concern relating to the organisation delivering the proposed work?
    Financial Assessment

    Reserves
    Undertaken by accountants


    Does the organisation hold any general reserves?

    If yes, does the organisation have a written reserves policy providing a clear statement on why they are holding their level of reserves?
    Criteria analysisExtent to which Waverley’s criteria is met:
    H = High M= Medium L=Low
    q Value for money – output (quality & quantity) in relation to cost
    q Degree of priority of the service provided against Waverley’s Corporate and Service Strategies
    q Performance of the organisation in the previous year against stated outputs and outcomes
    q Evidence that any problems identified in the previous year will be addressed within the new project plan
    q Clear feasible details of how the money will be spent, or if appropriate, a project plan with costs for the next financial year
    q Revenue budget realistically assessed
    q Evidence that relevant/appropriate partnership funding has been sought for revenue and project costs


    Overall assessment (High, Medium or Low)
    RECOMMENDATIONS
    Total grant awarded 2006/07
    Total grant requested 2007/08
    Total grant recommended 2007/08

    Please write a brief summary of the organisation’s work. This will be used as a summary in the Committee report appendix.

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    Please give a brief summary of the grant assessment and reasons for the recommendation:

    ……………………………………………………………………………………………………………………………………………………………………………………………………
    …………………………………………………………………………………………………
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    …………………………………………………………………………………………………

    Assessment Officer …………………………………………………………..

    Date of Assessment ………………………………………………………….


    ANNEXE 5
    SPONSORED ORGANISATION SCHEME

    2007/08

    Key dates
    2006
    PROGRAMME APPROVALS
    Weds 23 AugustManagement Team
    Tues 11th September Community O&S Committee
    Mon 18th September Corporate O&S Committee
    Tues 19th September Environment O&S Committee
    Tues 3rd OctoberExecutive
    Tues 17th OctoberCouncil
    APPLICATION ROUND
    Monday 4th SeptemberLetter to Sponsored Organisations giving application timetable; press release
    Wednesday 4th OctoberApplication round opens
    Application packs sent out
    Monday 13th NovemberApplication deadline
    APPLICATION ASSESSMENTS
    Mon 13th – Tues 14th NovemberSummary table of applications and copies to officers
    Wednesday 15th November – Fri 1st DecemberAssessment of applications by Service Officers
    Mon 4th December – Fri 15th DecemberPreparation of recommendations and MT report
    GRANT AWARDS
    Weds 20th DecemberManagement Team
    2007
    Mon 15th January Community O&S Committee
    Tues 16th January Environment & Leisure O&S Committee
    Mon 22nd January Corporate O&S Committee
    Tues 6th February Executive
    Tues 21st FebruaryCouncil
    Mon 26th February Grant award letters sent to applicants
    EXAMPLE PARTNERSHIP AGREEMENT

    INTRODUCTION

    This is funding agreement between COMMUNITY ORGANISATION and WAVERLEY BOROUGH COUNCIL for the financial year 20../...

    FUNDING

    WAVERLEY BOROUGH COUNCIL will provide funding of ………. to COMMUNITY ORGANISATION in the following instalments:

    April 200.. ………

    October 200.. ………

    ACTIVITIES TO BE UNDERTAKEN

    During 200./.., COMMUNITY ORGANISATION will undertake to achieve the following results against which its use of the funding provided by WAVERLEY will be measured:

    1. to visit each one of the people on its membership list at least once per month to assess their needs; 2. to provide an effective advocacy service for each of the people on its membership list, including providing them with representation at any tribunal or meeting which they are required to attend 3. to advertise the availability of the service widely through-out Waverley in places where it will be seen by the general public and directly to care professionals 4. to ensure that its staff and volunteers are effectively managed and trained; 5. to use Waverley’s funding efficiently and effectively and to give appropriate recognition to Waverley’s support in accordance with the guidelines provided.

    6. to provide a short summary of activities and achievements in support of any future request for funding from Waverley.

    LIAISON

    WAVERLEY’S contact will be JOHN SMITH (01483 523…). COMMUNITY ORGANISATION’S contact will be JILL JONES (01483 123456).

    John Smith on behalf of Waverley Borough Council ________________________

    Jill Jones on behalf of Community Organisation ________________________

    Date ____________