GRANT AWARDING POLICY
A grant is any payment made by the council to be used by an organisation for a specific purpose that will benefit Plasterdown Grouped Parish Council, or residents of Whitchurch and Sampford Spiney, and which is not directly controlled or administered by the Council.
This policy does not apply to any expenditure made under section 137 of the Local Government Act 1972.
Council’s priorities for awarding grants
The council awards grants, at its discretion, to parish organisations which can demonstrate a clear need for financial support to benefit the parish by:
· providing a service
· enhancing the quality of life
· improving the environment or
· promoting Plasterdown Grouped Parish in a positive way.
Grant application process for awards over £250
The clerk will receive all applications, then collate all the necessary information from the applicants ready for presentation and discussion at the appropriate council meeting.
Applicants will be required to complete an application form (see Appendix: Grant Application Form). All questions on the application form should be answered. Additional information which supports an application should also be provided.
In addition to the application form, organisations will be required to provide:
· full and complete copies of your signed and audited accounts for the past two years (if your organisation has been in existence for that period)
· bank statements for the last three months, signed by a member of your organisation, indicating their position
· a detailed budget plan and supporting evidence
· a copy of your organisation’s constitution, terms of reference or rules and
· evidence of any other awards towards the project.
The Council will expect to receive in writing to the clerk any expression of interest for a possible grant application exceeding £100 by 18th September of the financial year prior to the funds being required to consider budget provision. Submission of application is required by 6th November of the financial year prior to the funds being required.
The council will make the decision on which grants to award. All applicants will be contacted following the council’s decision.
The council has a limited budget each year and guidance can be given to applicants on how much money is likely to be available in a specific financial year.
Conditions of funding
The organisation must be either non-profit or charitable. Applications will not be considered from private organisations operated as a business to make a profit or surplus.
Grants will not be made to individuals.
Grants will not be made retrospectively.
Applications will not normally be considered from national organisations or local groups with access to funds from national “umbrella” or “parent” organisations, unless funds are not available from the national bodies, or the funds available are inadequate for a specific project.
An organisation should have a bank account in its own name with two authorised representatives required to sign each cheque.
The administration of and accounting for any grant shall be the responsibility of the recipient. All awards must be properly accounted for and evidence of expenditure should be supplied to the council as requested.
Only one application for a grant will be considered from each organisation in any one financial year.
Ongoing commitments to award grants or subsidies in future years will not be made. A fresh application will be required each year.
Each application will be assessed on its own merits.
The council may make the award of any grant or subsidy subject to such additional conditions and requirements as it considers appropriate. The council reserves the right to refuse any grant application which it considers to be inappropriate or against the objectives of the council.
Any grant must only be used for the purpose for which it was awarded unless the written approval of the council has been obtained for a change in use of the grant money, and that any unspent portion of the grant must be returned to the council by the end of the financial year in which it was awarded.
The council may make the award of any grant or subsidy as it considers appropriate in the event of any unforeseen urgent event.
Nothing contained herein shall prevent the council from exercising, at any time, its existing duty or power in respect of providing financial assistance or grants to local or national organisations under the provisions of section 137 of the Local Government Act 1972.
Annual Parish Meeting
Any organisation in receipt of a grant from the parish council exceeding £250 will be required to attend the next annual parish meeting (on some day between 1st March and 1st June) and present a brief report to the parishioners on how the grant has benefitted the organisation and its beneficiaries. In exceptional circumstances and with the consent of the parish council, a written report will be accepted instead.
Progress reports
Halfway through and at the end of the financial year, any organisation in receipt of a grant exceeding £250 will be required to provide written reports to the parish council on how the grant project is proceeding and how the money is being spent.
Awards of £250 or less
Grants of £250 or less may be awarded at the discretion of the Parish Council at any time of the year.
Such grants need not adhere to the sections 3 to 6 above. However, grants should align with the priorities listed in section 2.
Last Reviewed: Finance Sub-Committee, 13th March 2024