Policies

Background and context
Definitions
Policy
Eligible applications
Ineligible applications
Making an application
Conditions of awarding a grant
Appendix 1: Grant capping
Appendix 2: Contribution arrangements
Appendix 3: Grant application form

Background and context

Under Section 137 of the Local Government Act 1972, Deeping St Nicholas Parish Council (the council) has discretionary powers to award grants to local groups or organisations. These grants must be:

•  in the interests of, or of direct benefit to, the parish, or of part/s of it, or its inhabitants
•  for a purpose not directly controlled or administered by the Parish Council.  
•  commensurate with the direct benefit    
•  within the level capped – see appendix 1
  
In addition to grant payments, the council makes annual contribution payments to support certain local bodies and events. These arrangements are not subject to the application process in this policy, but are reviewed by the council on an annual basis. Current such arrangements are listed in appendix 2. 
  
Wherever possible the council actively encourages organisations to seek grants from other agencies to fund or co-fund projects.

Definitions

For the purposes of this policy:

•  ‘Grant’ means any donation, contribution or award made to fund any project in whole or part.
•  ‘Project’ means any event, work, equipment, materials or tools for which funding is sought by the applicant.
•  ‘Applicant’ means the person, group or organisation applying for a grant.
•  ‘The council’ means Deeping St Nicholas Parish Council

Policy 

Each year the council determines and agrees the budget for the next financial year. All proposed expenditure must be detailed in the council’s annual budget to enable it to calculate the precept. All grants made are funded directly from the parish precept; during this process the council agrees how much of the precept can be used to award grants. The council receives no other monies from any source which can be used for the purpose of awarding grants. 

Each application will be assessed on its own merits. However, to ensure as fair a distribution as possible of available funds, the council will take into account the amount and frequency of any previous awards. Awards will be spread out during the financial year to ensure that the available funds are not exhausted inappropriately early during the year. The availability of funds is dependent on the council’s overall financial position and the choices it makes when allocating its resources. If an application for a grant is successful, the council will decide the amount of the grant, using the amount in the application as a guide only. Once the grants budget is exhausted, the Parish council will only consider emergency requests for assistance. 
  
Decisions will be made at full council meetings. The council reserves the right to decline any application without giving reasons for its decision. The council’s decision is final and there is no right of appeal. Where a member of the council is a member of a group or organisation applying for a grant, that member must declare an interest in the matter in accordance with the council’s code of conduct and refrain from voting on the application. 
  
Nothing in this Policy prevents the council from providing a grant for donation to a group, organisation or project without application or under exceptional circumstances where the council considers that the giving of such a grant or donation will bring benefits to residents of the Parish. 

Eligible applications

Applicants

The council awards grants to local community groups, charitable or voluntary organisations and clubs, or other worthy causes of a non-commercial nature, which can demonstrate a clear need for financial support to achieve an objective which will benefit the parish by: 

•  Providing a service 
•  Enhancing the quality of life of its residents
•  Improving the environment 
•  Promoting the parish of Deeping St Nicholas in a positive way

To be eligible for a grant an organisation must not discriminate on grounds of racial origin, gender, disability, age, political or religious persuasion, except for admissible reasons such as a youth club.

The group or organisation must also have a bank account in its own name operated by a minimum of two independent signatories.

Projects

•  The project should make the local community a better place in which to live, work or visit.
•  The project should benefit people who live or work in the parish.
•  There must be clear evidence that local people support and are involved in the project.
•  Favourable consideration will be given to projects where the work or a majority of it is carried out by volunteers.
•  The application should be for capital or start-up costs, not for general running and maintenance. 

Other uses

The council will consider applications for grants in situations; 

•  Where there is no other appropriate way of obtaining the relevant funds.
•  Where funds will enable the applicant to access or unlock funds or assistance from third parties, such as match funding.
•  Where funds have been raised or donated but these are insufficient, and further funds are needed to bridge the resulting gap. 

Ineligible applications

Applicants

The council will not consider applications from or on behalf of, or intended to benefit:

•  Private individuals or privately owned land or property
•  The activities of commercial, political, or religious organisations
•  Any organisation which in the view of the council has racist, extremist or other policies which the council deems to be unacceptable. 
•  Organisations that have a closed or restricted membership.
•  Organisations that are the responsibility of another public body/agency 
•  Upward funders i.e. local groups where fund-raising is sent to a central organisation for redistribution.

Projects

The council will not fund projects:

•  Where there is a statutory duty upon other local or central government departments to fund this.
•  Where funding is available elsewhere, unless the application is for match funding.
•  That have already occurred or been started or completed, or been purchased.
•  That can be funded by the relevant participants or can or will be self-supporting .

Other uses

Nor will the council fund:

•  General running and maintenance costs.
•  Repayment of loans or cost of services, equipment or provisions in anticipation of a grant.
•  A national or international charity or disaster appeal unless the disaster in some way affects the parish or a substantial number of parishioners
•  Any continuing expenditure except those listed in appendix 2 
•  Church land, structure or property, as prohibited by legislation

Grants will not cover VAT that the applicant is able to reclaim.  If the applicant is unable to recover the VAT, there may be an option for the council to pay the relevant invoice and then reclaim the VAT. 
 

Making an application

Council process

Grant applications will be forwarded by the Clerk to the finance committee to be considered at the next committee meeting. If the application does not fall within the council’s criteria, or funds are not available, or it cannot be considered for any other reason, the applicant will be advised as soon as possible after that meeting.

If the application is able to be considered, it will be recommended to and/or discussed by the council at the next full council meeting. Again, the applicant will be advised of the outcome as soon as possible after the meeting.

Applicant

All applications are to be made on the form that can be obtained from the Parish Clerk or the council website. This should be fully completed then returned to the Clerk, bearing in mind the council’s timescale above. Whilst requests may be made at any time, there is no guarantee that funds will be available at any given time.

Grants will not normally exceed £1000. Only one grant will be given to any group for the same or substantially similar purpose per financial year. Ongoing commitments to award grants in future years will not be made. If continuing support is required a fresh application will be required each year, except for those listed in appendix 2. 

Applicants must also match fund part of the costs. This may be done financially, by the provision of goods or materials, or by provision of volunteer labour.

Where additional information is required in order to consider the grant application, applicants may be invited to meet with a representative of the council to further discuss the application, prior to it being decided.

Quotes 

Applications must be accompanied by a minimum of two quotes for the work or equipment. If applicants provide fewer than this, they must explain: 

•  why there are no other suppliers available 
•  how the quote provided represents value for money 

Quotes must include:

•  a detailed and itemised breakdown of costs;
•  the supplier’s address, telephone number and a contact name;
•  the VAT number if the supplier is VAT registered 

Quotes must be:

•  for items that are comparable to each other in terms of quality, size, quantity, specification;
•  from the last 6 months and still valid;
•  made out to the same organisation as on the application form 
•  from different suppliers trading as standalone businesses and not linked through ownership
•  from suppliers that are independent of the applicant or their business

The council expects applicants to get the best value for money, so applicants will need to give a detailed justification if the cheapest quotes are not used. 

If an applicant is proposing to buy second-hand equipment, they must provide evidence that:

•  it meets health and safety legislation;
•  it has an appropriate period of useful life remaining from the date of the grant payment; 
•  it does not cost more than the market value for new equipment.

Conditions of awarding a grant 

The award of any grant will be subject to the conditions listed below. Any failure to conform to the required conditions may require the grant to be repaid in part or full. 

•  The council may make the award of any grant subject to any additional conditions and requirements as it considers appropriate. 
•  By exception any of these may be waived at the discretion of the council after taking into account the organisation’s individual circumstances.

Using the grant

•  The grant or donations must be used only for the stated purpose, except where the council’s prior written consent has been given for the funds to be used for another purpose. 
•  Grants must be spent within the financial year it is awarded, and cannot be added wholly or partly to the organisation’s reserves.
•  If costs are more than anticipated on the application, any shortfall must be met by the applicant.
•  If the total grant is not spent on the project agreed, or if the costs are less than anticipated on the application, any surplus will be retained by or must be returned to the council.

Applicant liaison

•  In order to fully understand the project, parish councillors may wish to visit the project prior to it commencing and/or whilst in progress.
•  The applicant must allow reasonable access to premises and accounts upon request.
•  The applicant will provide a short report after six months or as required, for the Annual Parish Meeting, on how the grant was spent and the benefits arising to the parish or its inhabitants.

Applicant requirements

•  The applicant will acknowledge receipt of funds in writing for audit purposes.
•  The applicant will provide evidence of expenditure (receipted invoices) to the Parish Clerk on completion of the project. 
•  Acknowledgement of the financial support received from the council is required on documentation and any promotional literature or other media.  Any costs incurred in this cannot be included in the grant.

Changes during the grant period

During the project and for a period of five years after the payment of the grant, applicants must inform the PC about any changes to a project, for example changes to the use of, or selling or disposing of, any of the assets bought with the grant. Should the organisation disband during the period of the grant the council may require part or all of the grant to be repaid.

Appendix 1: Grant capping

Under Section 137 of the Local Government Act 1972, grants are capped at a maximum of a given amount per head which is updated each year, multiplied by the number of electors in the parish. For 2023, these figures are:

•  Amount per head £9.93
•  Number of electors 1,116

The maximum grant allowed therefore is £11,081.88. In practise however grants will normally be capped at the figure stated under ‘Making an application’.

Appendix 2: Contribution arrangements

The council’s annual contribution payment arrangements are listed below. This list does not form part of the policy and may be added to or changed at any time by agreement at a full council meeting.

•  Deeping St Nicholas Community Trust Committee - contribution to cover expenses of village summer fete up to an agreed amount.
•  Deeping St Nicholas Community Gardening - contribution to roadside planter maintenance, replacement and planting.
•  Deeping St Nicholas Good Neighbour Scheme – contribution to cost of venue heating for Cuppa ‘n’ Cake events.
•  Tongue End Community Group - contribution to the community space project.
•  Deeping St Nicholas Neighbourhood Watch – contribution towards expenses for crime reduction.
•  Deeping St Nicholas signal box and station heritage project – contribution towards preservation and re-use.
•  Deeping St Nicholas Church - contribution towards grass cutting and/or flower festival

This is a non-contractual policy and procedure which will be reviewed from time to time.

Date of policy: February 2023
Approving committees: HR Committee, Finance Committee
Date of committee meeting: 6th March 2023
Policy version reference: V1120223
Supersedes: N/A
Policy effective from: 27th March 2023
Date for next review: March 2024

Appendix 3: Grant Application form

[Webmaster's Note: The Word and/or PDF versions of the Grant Application Form are available to download from THIS LINK]

Deeping St Nicholas Parish Council 

Grant Application Form

This form is to be completed with reference to Deeping St Nicholas Parish Council’s grant funding policy, available from the Parish Clerk or on the Parish Council website. If you are completing this on paper and need more space, please continue on another sheet and attach it to this form. Please return your completed form and the requested supporting information to the Parish Clerk, giving a minimum of fourteen days’ notice before a council meeting.  

Part 1 – your contact details

Part 2 – your group or organisation

Part 3 - your project

Part 4 - affirmation

I confirm that the information provided above and on the documents enclosed is accurate, correct and complete.

*If the person completing this form is not the person named in part 1, please give your details at the foot of the form.

Please enclose a project plan, business plan, or other similar document, and as much supporting information as you are able. 

Please also enclose a minimum of two quotes as described in the council’s Grants Policy. 

The information you enter on this form will be stored and held in accordance with the Data Protection Act 2018 (GDPR) and used by Deeping St Nicholas Parish Council for the purpose of analysing and recording grant applications.