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SUBSIDY PROCEDURES & GUIDANCE NOTES Please read the (Morpeth Town Council)

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SUBSIDY PROCEDURES & GUIDANCE NOTES
Please read the information below in full before completing a Subsidy application form.
SECTION 1: GENERAL INFORMATION
The Town Council is empowered under legislation to offer community grant funding, however
terms and conditions apply. Please ensure you read the information below to determine
whether your organisation or project may be eligible before completing the application form.
A.
WHAT IS SUBSIDY FUNDING?
Subsidies are provided for a three-year term and consist
of an award per financial year.
Organisatio
ns need not re-apply each year for funding, but must provide a detailed annual
report and a statement of accounts each year to the Town Council. Subsidy funding may be
used for general revenue or maintenance costs, or to fund on
going projects.
B.
WHO MAY NOT APPLY FOR SUBSIDY FUNDING?
• Private individuals
•
Commercial operations
or organisations
•
Purposes for which there is a statutory duty other local or
central government department
to fund or provide, for example schools. (School
associations/PTAs may apply for a gr
ant
if the activity/project is e
xtra-curricular, subject to funds being ring-fenced and applicants
having a separate bank account and constitution
.
•
“Upward funders” i.e local groups where fund
raising is sent to a central HQ for
redistribution
• Political
part
ies
•
Religious organisations: unless for a purpose which does not discriminate on ground
s of
belief.
This li
st is not exhaustive and may be amended at the council’s discretion.
C.
HOW MUCH CAN BE APPLIED FOR?
Amounts of over £200 per year. The amount of subsidy funding to be approved will be
decided
by the Finan
ce and General Purpose Committee and may be
less than the amount requested.
This will be
determined based on the number of applications received, the available
budget
and the infor
mation contained in the applications.
The subsidy amount for each financial year will be reviewed annually by the Finance and
general Purposes Committee. Should an organisation’s financial position, structure or purpose
change significantly during the three year term, the Town Council reserves the right to
decrease or cease the provision of funding.
Depending on the amount of the grant, a Service Level Agreement may be required.
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D. WHAT TYPE OF ORGANISATIONS CAN BE FUNDED?
Voluntary groups, community associations or registered charities operating on a not for profit
basis for the benefit of the community in Morpeth. Organisations must have some form of
management committee or steering group and a bank account with at least two signatories.
If your organisation has previously received any subsidy funding from the Town Council, a
report on grant expenditure must have been provided before a new application can be
considered.
Priority will be given to those organisations which can demonstrate a clear financial need,
which have a wide impact across the community, which have a high level of community
inclusivity or which support the Town Council’s objectives and aspirations for the town.
Organisations should ideally be able to demonstrate longer term sustainability, i.e. additional
sources of income to assist with future running costs.
If your organisation is a branch of a larger organisation, it should have a separate committee,
constitution and bank account and a specific brief for activities benefitting the community of
Morpeth.
E. WHAT WILL NOT BE FUNDED?
Loan repayments; rent; rates, council tax or utilities; insurance c
osts (other than public liability
insurance); projects with high ongoing maintenance costs (unless the group can demonstrate
it has the funds/skills to maintain them in future); religious or political groups (unless
unrestricted community benefit can be demonstrated); activities that are part of statutory
obligations, for example curricular activity in schools; activities that predominantly support
people outside of Morpeth; projects which have already been completed or items already
purchased.
F. WHEN TO APPLY
The deadline for applications for subsidy funding for the three year period 2021-22 to
2023-24 is close of business on 31st October 2020.
G. APPLICATION PROCEDURE
Applications will be considered by
the Finance and General Purposes Committee. The
meeting is open to the public and applicants are strongly encouraged to attend and speak in
support of their application, giving the Committee the opportunity to ask questions.
Applications will be assessed and decisions taken regarding the amount of any grant award
by the Committee based on the available budget, the information provided, the benefit to the
community
and the sustainability of the project/organisation.
Written confirmation of the decisions taken will be provided within ten days of the meeting.
Funding will be paid directly into the bank account supplied to successful applicants within a
month of the meeting.
H. TERMS AND CONDITIONS
If there is a serious breach of terms and conditions, if the group ceases to operate before
funds have been spent, or if a project does not proceed as planned, the grant will have to be
repaid.
Subsidies must only be used for the purpose set out in the application and must be spent
within the financial year in which they are awarded. If the organisation is unable to use the
money, or any part of it, for the purpose stated, then all uns
pent monies, must be returned to
the Council, unless a dispensation is granted.
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Anyone found to be acting dishonestly in making the application or in spending the grant for
purposes other than those agreed will be reported to the police and prosecution may follow
thereafter.
All applications will be considered by the relevant Committee, where decisions are made to
approve or refuse applications. The amount of subsidy funding to be approved may be less
than the amount requested. Meetings are open to members of the press and public, with
meeting minutes and associated papers published on the Town Council’s website.
A subsidy may only be used for the purpose set out in the application form and it cannot be
given to any other group.
A satisfactory annual report as detailed in paragraph 9.8 of the Town Council’s Grant and
Subsidy Policy must be provided to the Town Council’s Finance and General Purposes
Committee for scrutiny prior to any further subsidy being paid. The Council have the right to
withhold any subsidy if they aims, objectives and targets have not been achieved.
Recognition of any subsidy made by the Town Council must be made in any publicity and in
the group’s accounts.
The Town Council may ask you to attend the meeting at which the application will be
considered and/or to attend a publicity event.
The Town Council reserves the right to amend any policy, procedures, and assessment criteria
for grants at any time.
The Council reserves the right to withdraw the subsidy at any time without notice if the criteria
is not met.
Any organisation in receipt of a Subsidy may be appointed at least one Town Councillor as a
nominated representative, to attend the group’s committee meetings and act as an observer
and link to the Council.
All decisions on subsidies made by Morpeth Town Council are final.
SECTION 2: GUIDANCE NOTES ON COMPLETING THE APPLICATION FORM
SECTION 1: ORGANISATION AND APPLICANT DETAILS
Question
no.
Question Guidance notes
1-11 Organisation details
Please ensure you have completed all fields and
provided accurate contact details for the main
contact person.
Organisations must be non-commercial and
primarily serve residents of Morpeth. Organisations
must have a constitution or agreed set of rules.
If your organisation is affiliated to a larger or national
organisation, please confirm whether accounts are
held separately.
If your organisation works with children or
vulnerable adults, please confirm that relevant
safeguarding policies are in place.
12 Independent referee
This should be someone who is familiar with the
organisation, but is not a member/representative of
that organisation.
Referees will only be contacted if deemed
necessary by officers.
13-16 Financial details and
amount of grant
funding requ
ested.
Please provide as much information as possible.
Priority may be given to organisations which can
demonstrate their own fundraising activity, additional
Final FullCouncil20
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September2017
sources of income for the project and/or a
contribution in kind (e.g. volunteer time).
Organisations must have a separate bank account
with at least two signatories.
Payment of grant funding will be made by bank
transfer.
17 - 18. Project details
Please tell us clearly and concisely the nature of
your project/activity and how you anticipate any
grant funding will be used. How will success be
measured?
Projects should demonstrate a clear benefit to
residents of the parish.
Priority may be given to projects or activities which
will benefit a significant number of residents or
which support the Town Council’s aims and
aspirations for the town.
Please note that projects or activities cannot be
funded retrospectively.
19-21. Supporting documents
Please ensure you enclose the required documents
with your application, or an explanation as to why
these cannot be provided.
Accounts may be draft if not yet audited.
22-29. Declaration and
signature
The main contact person for the application should
initial each point and sign below.
The Town Council should be recognised in the
organisation’s accounts and in any publicity
concerning the project.
A report on grant expenditure should be provided
back to the Town Council within twelve months of
receiving the funds. A template report will be
provided to successful applicants. The organisation
may also supply a copy of its annual report and
accounts, where appropriate.
By signing, you give permission for the Town
Council to retain and use the information provided.
By signing, you acknowledge that you have read
and understood this guidance document. We
recommend that the applicant keeps on file a copy
of these guidance notes for future reference.
Should you have any qu
eries not answered above, please contact Morpeth Town Council on
01670 514314.
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SUBSIDY APPLICATION FORM
This application form may be used for Subsidies applications for the three year period
2021–22 until 2023-24. Please refer to the Subsidy Procedures and Guidance Notes
documents when completing this form.
SECTION 1: ORGANISATION AND APPLICANT DETAILS
1. Name of Organisation
2.
Name and address of contact
for this application.
3.
Telephone number/s of contact
for this application.
4.
Email address of contact for
this application.
5. Status of organisation
(if registered charity, please
include number)
6.
How long has the organisation
been established?
7.
Brief description of purpose of
group.
8.
Are you part of/affiliated to a
larger organisation?
9.
How many members do you
have who reside in Morpeth?
10.
Is there an annual
subscription/membership fee?
11.
Please provide contact details
for another senior member of
your organisation (e.g. a
committee member)
Final FullCouncil20
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September2017
12.
Please provide contact d
e
tails
for an independent referee
(someone who knows about
the group and project b
u
t is
independent).
If your organisation has a Constitution or set of agreed rules, please enclose a copy
with this application form.
SECTION 2: FUNDING
13. Annual Funding requested
14.
What other sources of
funding/income contribute to
the organisation/project?
(please provide full details)
15.
Does the organisation have its
own bank account with a
minimum of two signatories?
16.
Please confirm account details,
should the application be
successful
Please include with your application:
a)
Accounts for the last two years (d
raft is fine if not yet audited)
b) Bank account details
SECTION 3: PROJECT DETAILS
17.
Please briefly describe the
project/act
ivity, including:
- Where it will take
place
-
How the community
of Morpeth will
benefit
- How the
project/activity
supports the
community
- How
have
you
identified th
e need
for this proje
c
t?
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- How will you
assess the
su
ccess
of the project?
- How do you
anticipate the grant
funding would be
used?
(if necessary please su
pply
further details on a
separate single sheet of
paper)
18.
How many people in
Morpeth do you expect to
benefit directly from the
project/activity? Ow will
this be measured?
SECTION 4: CHECKLIST
Please enclose the following with your application:
19. Two years of accounts
20. Organisation’s Constitution or set of rules
21. Any other relevant supporting information regarding the project
SECTION 5: SIGNATURE AND DECLARATION
Please initial next to points 22-29 and sign below to acknowledge the terms and
conditions of submitting this grant application.
No application will be considered unless this section is completed in full and signed
by the contact person named in Question 2.
22.
I declare tha
t the information given is correct to th
e best of my
knowledge
and that any funds received will be used solely fo
r the
purpose det
ailed on this form.
23.
I understand that the documentation supplied will not be returned
and may be made available for public scrutiny.
24.
I agree that the grant will be returned if the specified project/activity
does not proceed as planned.
25.
I agree that, if successful, details of the project/activity may be
published by the Council.
26.
I agree to supply a report back to the Council within twelve months
regarding expenditure of any subsidy funding (for each of the three
of funding).
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27.
I confirm that I have authorisation to apply for a grant on behalf of
the organisation.
28.
I understand that the information provided on and with this
application form will be used by the Council to judge whether or not
to award a grant and that this decision may be made at a meeting
which is open to the public.
29.
I confirm that I have read and understood the Subsidy guidance
notes issued by the Town Council.
Name of Co
ntact: ______________________________________________
Role in Organisation: ___________________________________________
Signature: ____________________________________________________
Date: ________________________________________________________
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