Sponsored Organisation Scheme: Grant Eligibility, Criteria and Timetable for 2003/04 Applications : Community Overview and Scrutiny Committee on 21/05/2002

Waverley Borough Council Committee System - Committee Document

Meeting of the Community Overview and Scrutiny Committee held on 21/05/2002
Sponsored Organisation Scheme: Grant Eligibility, Criteria and Timetable for 2003/04 Applications

The purpose of this report is to consider the grant criteria and timetable for assessing applications to the sponsored organisation scheme for 2003/04. The resource, environmental, community safety and “Opportunities for All” implications are referred to in the body of the report.

APPENDIX E

WAVERLEY BOROUGH COUNCIL

COMMUNITY OVERVIEW AND SCRUTINY COMMITTEE – 21ST MAY 2002

________________________________________________________________________
Title:

SPONSORED ORGANISATION SCHEME:
GRANT ELIGIBILITY, CRITERIA AND TIMETABLE FOR 2003/04 APPLICATIONS

[Wards Affected: All]
________________________________________________________________________
Summary and Purpose

The purpose of this report is to consider the grant criteria and timetable for assessing applications to the sponsored organisation scheme for 2003/04. The resource, environmental, community safety and “Opportunities for All” implications are referred to in the body of the report.

________________________________________________________________________
Introduction

1. At the Policy and Resources Committee held on 4th July 2000, the establishment of the sponsored organisation scheme was approved. The scheme was established to formalise the revenue funding support to community and voluntary organisations working in partnership with Waverley to deliver essential services.

2. Applications are made in two stages. Initially each organisation applies to become a sponsored organisation which recognises their role in providing services in partnership with Waverley or providing services that Waverley would otherwise have to supply. At the next stage, each approved sponsored organisation then makes an annual application for funding.

Background

3. In the first year of operation (2001/02), all the organisations previously receiving revenue support from Waverley applied and were successful in being awarded sponsored organisation status. These organisations also made their applications for funding and awards were made up to the total value of Ł539,471.

4. In August 2001, each approved sponsored organisation was invited to submit its funding bid for 2002/03 by 24th September 2001. In addition, the Council agreed that in 2002/03 the scheme be opened up to new organisations to ensure equity of access to Council funding.

5. A consultation meeting with sponsored organisations was held in September 2001 to provide details of the grant scheme and to obtain feedback from the organisations.

6. Funding applications were received from 42 organisations, including 6 new organisations, of which 2 were approved for inclusion in the Sponsored Organisation Scheme. The total funding requested from the approved organisations amounted to Ł671,187. In total, 38 Sponsored Organisations were awarded funding in the current financial year (2002/03) totalling Ł545,750.

7. As the scheme is open to new organisations, there will inevitably be increasing demands on the finite resources available and the decision-making process of awarding grants will become ever more challenging.

8. Officers representing each of the service areas covered by the sponsored organisation scheme have developed draft aims, eligibility and grant criteria, together with the timetable for 2003/04 applications for consideration by the Overview and Scrutiny Committee. These are detailed in the report.

Sponsored Organisation Scheme Aims

9. 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 of Waverley residents in partnership with the Council’.

Eligibility

10. Organisations eligible to receive funding under the sponsored organisation scheme would need to meet the following criteria:-

Status	-	The organisation is a charity, voluntary or a partnership organisation and run on a not-for-profit making basis
Structure	- - -	The organisation has a constitution There are identified postholders and officers The organisation’s aims and objectives are commensurate with the Council's
Services	- -	The organisation provides services to the benefit of Waverley residents The services provided by the organisation fall within the areas of Waverley’s responsibility
Application	- -	The application has been fully completed in the format requested and signed and dated Officers of the organisation are prepared to sign a partnership agreement and provide relevant monitoring and financial records
Management	- - - - -	The organisation has clear and appropriate policies in relation to the activities they are undertaking such as:- Health and 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 The organisation has clear accounting and financial procedures An organisation, which has financial reserves (excluding reserves that are designated for specific projects) in excess of that necessary to run the organisation for 12 months, is not eligible. This item recognises that Waverley’s resources through the Sponsored Organisation Scheme are limited. Waverley encourages organisations to become self sufficient, but will prioritise allocation of funds to areas where funds are most needed.

Criteria

11. Eligible applications will be assessed against the degree to which they meet the following service criteria. A scoring system similar to that used for the matched funding provision will be used to assess these criteria:

-

-

-

-

-

-

-

Value for money – output in relation to cost

Degree of priority of the service provided against Waverley’s Corporate and Service Strategies

Performance of organisations in previous year against stated outputs and outcomes
Evidence that any problems identified in the previous year will be addressed within the new project plan

Clear feasible details of how the money will be spent, or if appropriate, a project plan with costs for the next financial year

Revenue budget realistically assessed

Evidence that relevant/appropriate partnership funding has been sought for revenue and project costs

Timetable

12. It is proposed that existing and potential new Sponsored Organisations are invited to apply for funding for the financial year 2003/04 in 2002 with a closing date for applications of 5pm on Monday 16th September 2002.

13. A meeting with existing and potential new Sponsored Organisations to provide support in the application process will be held in late August/early September 2002.

14. All the applications submitted will be assessed and scored against the Sponsored Organisation Scheme eligibility and service criteria as detailed in paragraphs 10 and 11 above. The assessments will be undertaken by officers within each of the relevant service departments.

15. Applications and assessment results will be considered by Management Board on 9th October 2002, by the Overview and Scrutiny Committees in October and November and by the Executive 10th December 2002.

16. Applicants will be notified of the outcome of the applications in writing after the Council meeting in February 2003, for funding from April 2003 to March 2004.

‘Opportunities for All’ Implications

17. The grant scheme will be promoted to existing and potential new sponsored organisations to ensure equity of opportunity for funding. Assistance with the application process will be available to all organisations. Where appropriate, organisations will need to demonstrate that they have an equal opportunities policy.

Environmental and Community Safety Implications

18. Where appropriate, organisations will need to demonstrate that they have child protection policies and appropriate levels of insurance.

Resource Implications

19. The application timetable will enable the Sponsored Organisation application requests to be considered in the budget process. In 2002/03, Ł545,750 was awarded to 38 Sponsored Organisations. In preparing the budget for 2003/04, officers will assume that the same sum will remain available, subject to Members’ preferences in the budget process.

Recommendation

It is recommended that the Overview and Scrutiny Committee commends to the Executive that:

1. the application eligibility and grant criteria for the Sponsored Organisations Scheme, a set out in paragraphs 10 and 11 above, be approved; and

2. the proposed timetable for applying for Sponsored Organisation funding for 2003/04, as set out in paragraphs 12 – 16 above, be approved.

________________________________________________________________________
Background Papers (DoF)

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

CONTACT OFFICER:

Name: Wendy Varcoe Telephone: 01483 523093
Email: wvarcoe@waverley.gov.uk
comms/o&s2/2002-03/011 28365