Community and Living >> Community Partnership Grant Aid

Small Grants Fund Guidance Notes

This page contains the following information about applying to the Small Grants Fund:

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What is the Small Grants Fund?

The Hastings Borough Council Small Grants Fund is a small grants scheme for voluntary and community groups.  Around £10,000 is available this year for small grants of up to £500 for voluntary and community groups.

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What is the aim of the Small Grants Fund?

The main aim of the Small Grants Fund is to support smaller voluntary and community groups in carrying out activities that enhance the quality of Hastings and St Leonards residents' lives and increase their involvement in the community.  The fund can also help with capacity building of smaller voluntary and community groups so as to strengthen their ability to carry out their work.

Priority will be given to projects aimed at generating or sustaining activity run on a voluntary basis for the benefit of groups often excluded from mainstream activity.  This can apply to certain wards in the borough or communities of identity such as people with disabilities or Black and Minority Ethnic (BME) groups.

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What kind of things will the Small Grants Fund pay for?

A wide range of community, cultural and other activity can be considered.

Grants can be used to pay for things like new equipment, general running costs, repairs/refurbishment, transport, newsletters, events etc.  Things that might help you to:

• set up a new group
• raise awareness of your group's activities
• keep a small group running
• recruit new volunteers/members to your group
• improve or develop your activities
• find out about needs in your community
• train group members

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Can we get any help with making an Application?

These Guidance Notes will help you make sure that your group is eligible to receive funding and that the activities for which you are seeking funding meet the aims of the grant programme.

If you need further advice or help with your application contact Peter Thorpe on 01424 444010.

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Who can apply?

The scheme is open to small Voluntary and Community Organisations based in, and offering a service within Hastings and St Leonards.  We will also consider bids from larger organisations in respect of local projects, so long as they can demonstrate local governance and the ability to produce financial records specific to the local project.  In order to be considered, groups must be able to satisfy the basic eligibility criteria as detailed in Question 5 on the Application Form, and have a project that meets priorities as outlined in What kind of things will the Small Grants Fund pay for?.

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What conditions are attached to grant funding?

There are usually two main conditions to be met:

• Grants are required to be spent and accounted for before the end of the financial year (31 March) in which it is awarded.
• On completion of the project/activity a monitoring form should be completed and returned confirming that the grant money has been spent for the purpose originally specified.  This should include any information and supporting evidence to demonstrate to what extent the project/activity successfully achieved its intended outcomes.  Information will also be required on the number and ethnicity of the people involved.

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Can we apply for a grant more than once?

Groups may make only one application in any one round.  A further bid may be made to a subsequent round provided that the bid is different to any previous bid.

Generally, those groups which have not had funding before will be given priority over those that have.

Voluntary or community groups who have previously received a Hastings Borough Council Small Grant may apply for a further grant if the new bid is different from a previous bid.

It is considered bad practice to allow a group to become too dependent on any source of grant funding to cover normal running costs, and therefore funding for the same activity or project or for general running costs for more than one year is exceptional.

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Are there any things that are excluded from funding?

Grants will not be considered to pay for:

• Activities designed to specifically promote party political or religious causes (although applications from Faith Groups involved in local Community Work are welcomed)
• Servicing of debt, monies already spent or liabilities incurred before the signing of any agreement
• Activity which would appear to be more appropriately funded by a statutory body
• Construction or acquisition of buildings, purchase of freehold or leasehold land
• Statutory fines and penalties, criminal fines and damages
• Contingent liabilities (ie just in case) and payment in advance of need
• Interest payments and service charges on finance leases, hire purchase and credit arrangements
• Reclaimable VAT and any other tax (except PAYE)
• The on-going maintenance of websites

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How are decisions made?

The procedure for allocating funding comprises three stages:

• The applicant must meet the Eligibility Criteria in order to be considered.
• The Application Form will be scored by the fund administrator or an independent assessor using clear guidance.  There is a possible total of 31 points.  Generally those scoring below 23 points will not go forward to the panel.  The fund administrator will then compile a report, along with full details and notes to allow scrutiny of all bids, which is given to the panel.  Note that the first 2 questions (which are considered to be key to achieving a clear understanding of the project) have the potential to score more highly than others.
• The panel then meets and considers only those Application Forms which have passed stages a) and b).  The panel will review the scores awarded by the administrator and makes any adjustments as necessary.

At the panel stage the following questions will be asked:

• Which bids offer the best value for money?
• Which applicants have/have not received funding previously via the Small Grants fund (and when)?
• Are there any relevant factors which the scoring process fails to take account of?

When all marks have been reviewed and agreed, the available funds will be distributed to the highest scoring applications.  The panel may, at their discretion, decide to part fund a bid.  In the event of a tie between bids for the final allocation, the decision of the panel will be final.

Applicants are encouraged to submit applications well ahead of the deadline where possible, to allow the administrator sufficient time to prepare all cases thoroughly.  Where deficiencies are identified at an early enough stage, feedback will be given to enable groups to address shortfalls and resubmit (where appropriate) ahead of the deadline.

Please write clearly in black ink or ballpoint pen in all of the spaces provided.  Wherever possible, please obtain and attach quotations to this application, in relation to the proposed purchase of goods or services.

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Section 1 - Eligibility

The details requested in this section are largely for statistical purposes and to establish the basic eligibility of the applicant group.  Please note that all questions in this section of the application must be fully completed before the application may proceed to the assessment stage.

Questions 1, 2 and 4:

These questions are self-explanatory and need no further comment.

Question 3:

The scheme is aimed at smaller groups, and while no maximum level of turnover is set, smaller groups will be given priority.

Question 5: Eligibility Checklist

In order to qualify for funding you must be able to answer yes to items a) to d) in the eligibility checklist.  Items e) and f) are not essential in all cases, but will be expected where appropriate.  If you are uncertain please check with Hastings Voluntary Action before proceeding further with your application.

• All Groups must be Voluntary or Community Groups:
  Voluntary organisations are not for profit organisations which may take the form of a registered charity, company limited by guarantee, community interest company, or an association.  Their work may be done by volunteers and/or paid workers.  The legal responsibility for the organisation rests with a Management Committee.
  Community groups are locally based groups or organisations, which include a substantial element of activity and control by their members in a voluntary capacity.  They may also have paid staff but are usually more informal with no paid workers.
• All groups must have a constitution or clear set of rules.  This should describe the group's aims and objectives, its members and details of how decisions are made.  Please remember to enclose a current copy along with the application.
• The two signatories to the bank account may not be related to each other.  If you have an agreement with another organisation who will support you and receive money on your behalf, they must meet all aspects of this eligibility checklist and complete the declaration in section 3.
• All Groups must provide a copy of their latest annual accounts or income and expenditure records to submit with their Application or as a new group provide income and expenditure plans as requested.  Where a larger or parent body is applying in respect of a local project, financial information specific to the project must be made available.
• Hastings Borough Council is keen to encourage all groups, regardless of size, to operate in a professional manner, and in most cases this will include ensuring that the group has an appropriate level of public liability cover.  If you feel that such cover is not necessary for your group, you should include a note to explain your position.
• A safeguarding policy must be provided if any of your project users fall into either of these vulnerable groups.  If this applies, please enclose a copy with Application.

Question 6:

The aims must match those outlined in your constitution, although they may be summarised to some extent for this purpose.  Bullet points may be used for major constituent elements.

Question 7:

Information given in this section will help to provide a picture of the size and strength of the organisation, and its capacity to deliver the proposed project successfully.

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Section 2 - Assessment

Please note that information given in this section will be Scored for Assessment purposes.

Question 8:

Guidance

Please describe the project, its main purpose, any other relevant details such as when/where it takes place and who is involved.  Your answer should make clear how grant monies would be spent.  If you are requesting a grant to cover normal running costs, you must indicate how you will continue to support the project after this funding runs out.   Maximum 150 words.

Scoring

Fully (8 points): The response gives a clear description of the project for which funding is required.
Less Fully (4 points): Some aspects of the description lack clarity or appear less well thought out.
Not at all (0 points): The answer fails to describe the project clearly.

Question 9:

Guidance

Please indicate how the proposed project/activity matches one or more of the priorities set out by Hastings Borough Council.  Refer to What is the aim of the Small Grants Fund.  Maximum 150 words.

Scoring

Fully (8 points): The response gives a clear picture of how the project matches HBC Small Grants or matches the PCTs 'Choose Health' priorities.
Less Fully (4 points): The project does not appear to fully meet the priorities set by HBC or the PCT.
Not at all (0 points): No satisfactory link to HBC or PCT priorities is given.

Question 10:

Guidance

Tell us about the needs of the people that will mostly benefit from your project.  If appropriate include details of how you have identified these needs.  Please explain how the project will meet these needs by describing the specific benefits (outcomes) that will result from the activity.  Maximum 150 words.

Scoring

Fully (5 points): The response describes who will benefit and how the project will meet clearly identified needs.
Less Fully (3 points): Evidence of need and the benefits that will result are less fully identified.
Not at all (0 points): The applicants have failed to demonstrate who will benefit from this project or how.

Question 11:

Guidance

Monitoring - describe how you will show that your project has made a difference in terms of the planned activities and benefits described in Question 10.  What monitoring systems will you put in place to collect and record information that will help you demonstrate results?  This could include information about numbers and type of people helped, activities etc. and/or feedback from people involved.  Maximum 150 words.

Scoring

Fully (5 points): The proposals given for monitoring the project will clearly demonstrate whether the project has completed the activities and achieved the benefits/outcomes envisaged.
Less Fully (3 points): Proposed monitoring will provide some evidence of the completion of the project, but less information concerning the overall effectiveness of the project.
Not at all (0 points): The applicants fail to demonstrate how to quantify or measure the success or effectiveness of the proposed project.

Question 12:

Guidance

Please comment on what measures you intend to take to ensure equal opportunities for all who may wish to take part in your project.  Please also comment on the venue or location, including the availability of transport or disabled access as appropriate.  Maximum 150 words.

Scoring

Fully (5 points): The applicants have appropriate plans to ensure equal access to the project.
Less Fully (3 points): The applicants have given consideration to the subject of equal access, but their plans to ensure that the project is accessible to all who might benefit are less fully thought out.
Not at all (0 points): The applicants have failed to explain how they might make this project accessible to all who could benefit.

Question 17:

Guidance

Budget Costs - estimates or quotes may be provided.  If the proposed grant will cover only a part of the cost of your project, please show the whole picture and indicate where the balance of funding will come from.  Although it might be obvious to most, please ensure that the figures add up.

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Section 3 - Bank Details and Declaration

The Declaration should normally be signed by the Chair and Treasurer, or by one of these and by one other Committee Member.  If you have an agreement with another organisation who will support you and receive money on your behalf, they must complete the supporting declaration.

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Application Forms

The Application Form requires a signature so you will need to print it out and fill it in manually.

• Small Grants Application Form (.pdf 113KB)

You may find it useful to read our Help before downloading information.

Completed forms:

Completed forms should be returned to:
The Small Grants Administrator
c/o Hastings Voluntary Action
32 Priory Street
Hastings
East Sussex
TN34 1EA

Closing dates for Applications:

Round 1:

Midday - Friday 29 May 2009

Decisions advised by (latest)

Friday 03 July 2009

Round 2:

Midday - Wednesday 07 October 2009

Decisions advised by (latest)

Friday 13 November 2009

Applications may be submitted by e-mail to keith@hvauk.org
Any applications submitted electronically must be followed up by signed copies along with relevant supporting documentation.

If you need this information in larger print, or need help with completing your application, please telephone Hastings Voluntary Action on 01424 444010

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