Spectrum Community Forum Grants. Application Pack

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1 Spectrum Community Forum Grants Application Pack

2 Community Forum Grants (765120) Grant Application Form 1. What is the Community Forum Grant and what will it support? Community Forum Grants may be used for activities that are compatible with the charitable aims of Spectrum Housing Group including, but not limited to: To support voluntary organisations providing services within the local community To support a charity that is actively involved within the local community To support a local activity or initiative provided by a statutory authority (for example youth club or local police initiative) Social Enterprise Please see guidance notes Project Number (office use only) 2. Applicant Details Name of the Group or Organisation: Name and Address of Contact: Mr/Mrs/Ms In what areas are you targeting your project? Postcode Position in Organisation: Address: Telephone Number Daytime: Evening: Website Address if available: Approximately how long has the organisation been in existence? 2

3 2. Applicant Details cont. Please tick the category which describes the status of the applicant: Registered Charity Spectrum resident who is running a project or initiative Voluntary or community Group Reg.no. Other Please specify. Not for profit organisation Social Enterprise Does your organisation have a constitution / Terms of Reference / articles / rules / standing orders etc Yes / No Does your organisation have its own Bank Account? Yes / No If your project involves working with children or vulnerable people, does your organisation have the relevant protection policies? Yes / No If your grant is approved we will require copies of the following documents where applicable. Please ensure that you will be able to provide copies of the relevant documents on request. Check List A copy of the applying body s constitution or Terms of Reference, articles, rules or standing orders (written governing document) A copy of the latest set of accounts or a financial projection of the project grant funding is required. Proof of any relevant legal permissions e.g. planning, landowner, Local Authority. A copy of the group/organisation s policy if working with children, young people or vulnerable adults and equal opportunities Proof of Public Liability insurance if applicable. Risk Assessments You will be required to read and sign that your project will adhere to Spectrum s Equal Opportunities Policy. 3

4 3. Project Details a. Title of Project: b. Does the project relate to any of these themes (please indicate) Sustainable Communities This can include projects that tackle climate change (environmental sustainability) or something like raising awareness of doorstep lending / avoiding loan sharks (financial sustainability). It can also include projects that address fairness to everyone and connecting the local community to the services of statutory and voluntary services. Health and Well Being This can include projects that promote healthy eating, getting more exercise and keeping an eye on more vulnerable members of the community. Worklessness, Skills and Training A project offering training opportunities in an area that will enable members to gain skills which could help them into employment this could be CV writing workshops, volunteering in return for driving lessons, etc Financial Inclusion A project working with other agencies i.e. Credit Unions promoting other ways to help members with finance this could be food banks, budgeting, loans, promotions about Loan Sharks and how to avoid them. Other Please Specify: c. Please give brief details of project for which funds are required and how grant funding will be spent. Also, please provide an estimate of how many people are likely to be involved in your project. Use additional sheets if necessary: 4

5 4. Financial Details Please provide the following: Total estimated cost of project inc. VAT (if applicable) (Please include a detailed breakdown of costs on a separate sheet including two quotes from accredited providers or purchase specifications and costings for applications under 1,000. You will need to include three quotes for applications over 1,000) Total funds raised to date Details of other funding applications pending Details of other finances already received Requested amount from Community Forum If there is a financial shortfall, how will you meet the outstanding costs of this project? You will need to inform Spectrum if this is going to happen. Have you previously received a Community Funding grant from us, how much was it for and how was it used? Should your application be successful, please advise who the cheque should be made payable to (this must be a recognised organisation / group bank account). Matched funding - have you raised funds from other sources? The Forum can fund up to 100% but do like to see other applications have been submitted to support the project. 5

6 4. Financial Details cont. In kind support Have you managed to get help from volunteers or professional help as gifts-in-kind e.g. equipment or labour. 5. Why is your project needed and who benefits? a. Please give brief details of whom and how many people in the community will benefit and evidence of need. Use additional sheets if necessary: b. Need. Why is the project needed how has this need been identified and how will you try to include people from different sections of the community. c. Please show how your organisation works with Spectrum Housing Group for the benefit of Spectrum residents and works with other partners. 6

7 5. Why is your project needed and who benefits? Cont. d. Please show what support you have for this project from other local groups or organisation i.e. letters. e. How will the project be managed and monitored and who will be responsible? Please use additional sheet if necessary: Approximate Start Date: Project Timetable f. Evaluation How are you planning to evaluate the project? Finish Date: 7

8 6. Photo Permissions If your application is successful your group/organisation will be asked to take part in publicity where appropriate. This will include the group reporting your outcomes at a Community Forum meeting where photographs can be displayed showing your activity/event. Photographs will be used as part of Spectrum publicity and your group will be required to use the Spectrum Logo on any publicity for this activity / event promoting Spectrum funding to other groups who may benefit. A copy of a Photo Permission slip is in the Guidance notes 7. Declaration On behalf of the named organisation and confirm that all details above are accurate and true. The funding is not-for-profit community initiative. The funding will serve Spectrum residents and benefit the community as a whole. We agree to report back within 6 months of the completion of the project using the End of Project form supplied by Resident Involvement Officer. We agreed to allow Spectrum to use the project for publicity purposes in both internal and external publications. I confirm that I have read the guidance notes and agree to abide by the terms and conditions of the funding programme MAKING A FALSE DECLARATION TO OBTAIN A GRANT IS A CRIMINAL OFFENCE AND SPECTRUM WILL TAKE WHATEVER STEPS IT CONSIDERS APPROPRIATE IN SUCH CIRCUMSTANCES. Date: Name of Treasurer: Signed: Date: Name: Position within organisation: Signed: Once you have completed this application please return to your local Resident Involvement Officer 8

9 For office use only: Community Forum Approved / Declined Date Comments NTM Authorisation Approved / Declined Date Comments 9

10 Community Forum Grant Guidance Notes for Applicants Applicants are asked to read these notes carefully before submitting an application. The numbers in the guidance notes match up with each numbered section on the application form. 1. What is the Community Forum Grant? The fund is an annual small one-off grants scheme managed by the local Spectrum Community Forum (SCF). The purpose of the fund is to support projects that benefit our local communities and Spectrum residents. The maximum grant is 3000 though most grants are for smaller amounts. If your application is successful all projects must be completed within 12 months of our letter confirming the grant. (The Community Forum accepts that projects can over-run due to unforeseen circumstances). These notes are here to help you make a successful application and avoid disappointment. If you need further advice or clarification you can contact a member of the resident involvement team who will be pleased to help you. Contact details are: Freephone: Local: Good luck with your application and project. What will the Community Forum Grant Support? We aim to support a wide range of activities and projects that will benefit local neighbourhoods and Spectrum residents within the area represented by the local Spectrum Community Forum and will make a difference. Spectrum s Charitable Aim Applicants must be located in or operate in the areas where Spectrum Housing Group has homes and residents and any grant must benefit those communities at least in part though not exclusively. Your application must show how your project will do this in order to be considered. Further details can be found on Spectrum Housing Group website Help and Advice We would like to make your application process as simple as possible. These notes are here to help, however if you require any more assistance please contact the local Resident Involvement Officer. 10

11 2. Who can apply? 2.1 We welcome applications from: Any Spectrum resident who is involved in a group running a community project or initiative Voluntary and community groups Schools Charities Not-for-profit organisations Social Enterprise - Businesses that are changing the world for the better. Social enterprises are businesses that trade to tackle social problems, improve communities, people s life chances, or the environment. They make their money from selling goods and services in the open market, but they reinvest their profits back into the business or the local community. And so when they profit, society profits. Statutory authorities who are looking for a Community Project initiative (youth activity for example) Please note that grants cannot be used for statutory agency or school projects which the organisation has a statutory responsibility to provide. 2.2 To apply to the fund, a voluntary and community groups must have a written governing document such as a Constitution, Terms of Reference, articles, rules or standing orders. We will expect operating documents to contain an Equal Opportunities Statement. An open membership that allows anyone to join, unless there is a good reason why this is not appropriate. A bank or building society account in the name of the organisation that requires at least two people (who are unrelated and do not live at the same address) to sign cheques or make a withdrawal. A copy of the latest set of accounts or financial projections. Please note that if your application is successful and you are offered a grant, you will be asked to provide copies of these documents before your grant is confirmed. Other things to consider Insurance and Safety - Depending on the type of project, you may need public liability insurance, it is your responsibility to ensure you and anyone working on the project has adequate insurance in place. Equal Opportunities - We expect projects to be open to all who want to be involved, unless you can give a good reason why this should not be the case. If you plan to restrict who can take part, you should explain why in your application, so that we can consider whether this is acceptable. If you do not have your own Equal Opportunities Policy, Spectrum would expect you to note, sign and adhere to Spectrum s Equality, Diversity and Inclusion policy If planning permission is required it is the applicant s responsibility to obtain this from their council. Similarly, permission may need to be 11

12 obtained from a landowner. Applicants must be able to provide copies of any permissions or consent before the offer of grant can be confirmed. Risk Assessment. A formal risk assessment should be undertaken in advance of any public event to ensure that all potential risks (fire, licensing, first aid, child safety) are identified, rated, planned for and managed. Useful Links Grants cannot be made to Individuals Previous successful applicants within the last 2 years Repeat applications for same project Commercial organisations Provide works that are Spectrum Housing Group s responsibility Cover a group s core costs or salaries 2.4 Policies Please note that if you are applying for a project to work with children, young people or adults who are vulnerable you must have a policy that explains how you will make sure they will be safe. 3. What can a Community Forum Grant pay for? 3.1 Does your project relate to any of these themes? Sustainable Communities - This can include projects that tackle climate change (environmental sustainability) or something like raising awareness of doorstep lending / avoiding loan sharks (financial sustainability). It can also include projects that address fairness to everyone and connecting the local community to the services of statutory and voluntary services. Health and wellbeing - This can include projects that promote healthy eating, getting more exercise and keeping an eye on more vulnerable members of the community. Worklessness, skills and training - A project offering training opportunities in an area that will enable members to gain skills which could help them into employment this could be CV writing workshops, volunteering in return for driving lessons, etc Financial Inclusion - A project working with other agencies i.e. Credit Unions promoting other ways to help members with finance this could be food banks, budgeting, loans, promotions about Loan Sharks and how to avoid them. Other 12

13 3.2 In your application you will need to tell us in detail what your grant would be spent on. Here are some examples of items that a Community Forum Grant can pay for within the overall costs of your project: Equipment hire or purchase Technical surveys Information technology equipment that will add to the sustainability of the project Materials for use in your project Publicity materials for use in your project Training directly relating to your project Transport costs Venue hire Volunteer expenses VAT that you cannot recover A Community Forum Grant will NOT pay for: Any expenditure incurred or committed before confirmation of your grant (including deposits) Contingency costs Existing activities and repeat or regular events, including those the Community Fund has supported before Fundraising activities for your organisation or others Items that mainly benefit individuals (for example, equipment that is not shared) Political activities Projects that you cannot maintain because of high ongoing costs or the need for specialist skills Purchase of alcohol Routine repairs and maintenance VAT that you can recover. Any salary costs 4. Financial details Have you received CF Grant funding before as if so, you cannot apply for further grant within a 2 year period? If the grant you are applying for will not meet the total costs of the project, you will need to explain on your application form about how you will make up the shortfall in funding. I.e. match funding or funding from other grant making bodies. Please also note on your application form if you have received any in-kind support for your project. For example, people who have pledged to give you volunteer hours or wish to donate equipment that you now won t need to buy. 13

14 5. Why is your project needed and who benefits? Shaping your project Look at things practically and take one step back from your project. Is there a need for the project within your community? You may wish to run your project idea by people in the community. This is often known as a peer review, where local people and community leaders can offer advice on how best to achieve your goals. Set out your proposal and then listen to what they have to say. It is vital that you take on board any reservations or recommendations and tailor things accordingly. Including letters of support from local people, organisations and community leaders would be helpful. Considering need You probably already have a good idea about why you want funding. You may be aware of problems or unmet needs from your own experience, through research or statistics, or through being involved with an organisation or group. The first step is to think about the main need (or problem or issue) that your project wants to address. What needs to change? Be as realistic and specific as possible: What is the need? What is the evidence for it? What is causing it? Will your project address the need either wholly or in part? Why you think your project is the best approach to meeting the need? What outcomes you are looking for? Working with Partners If your project involves working with Community Partners such as Police, local Council or Health Authorities, please include detail of this on the application form. Please also note on your application form how your project will be managed and monitored. How are you going to test whether or not you are achieving what you have set out to do? 6. Photo Permissions Spectrum may require you take photos of your project for publicity purposes. A photo consent form must be obtained from Spectrum Housing Group and used at all times. Copies of the consent forms will be required by Spectrum and cover the following: 14

15 Participation in Publicity (Individual) Photographs / film / interviews will take place at this event and will be used for *publicity purposes by Spectrum Housing Group. Please sign below if you are happy to take part. If you would prefer not to take part, please make yourself known to the photographer. If you are under the age of 18, consent will need to be given by a parent or guardian. Event Name and Age I am the named individual I am the parent or person responsible for the named young person(s) and the person who will sign below. Signature Date Name and relationship to individual if signing on behalf of someone under 18 Contact details in case of any queries: Tel Number Address Please note: *Publicity includes but is not limited to promotional brochures, press releases, annual reports, resident s newsletters, internet. To comply with our obligations under the Data Protection Act 1998 and any other relevant legislation, all information collected about you or the young person(s) you are responsible for will be treated as confidential. We will maintain appropriate procedures to ensure that personal information in our possession is accurate and where necessary kept up to date. Spectrum Housing Group owns and manages over 17,000 homes throughout the South, South West and Midlands. Its subsidiaries are Spectrum Property Care, Spectrum Premier Homes and Spectrum Signpost Homes. Registered Office address: Spectrum Housing Group Ltd, Spectrum House, Grange Road, Christchurch, Dorset BH23 4GE 15

16 How to apply A final checklist Check that your organisation is eligible apply Check we can fund what you want to do Check that you can meet our terms and conditions of grant outlined in the guidance notes Remember, we want to help you and make a fair assessment of your application and project but we can only base this on the information you give us. Checking your information Your project budget must be as accurate as possible, not just broadbrush estimates. This will take you time but without it we are unlikely to be able to offer a grant. Make sure you can back up what you say with evidence. Send what you can with your application form and you can tell us about the evidence you do have. Once you have completed your application form please return it to the local Resident Involvement Officer via the Contact Centre on or for mobile users Alternatively you can What happens next? Once we have received your application we will confirm receipt within five working days. If your application is not complete, we will contact and ask you to provide the missing information. We might also contact you with questions during our assessment if necessary. How we assess applications Your application will be independently appraised using the following criteria. Matched funding - have you raised funds from other sources? The Forum can fund up to 100% but do like to see other applications have been submitted to support the project. In kind support Have you managed to get help from volunteers or professional help as gifts-in-kind e.g. equipment or labour. Local Commitment Have you got letters of support from other local groups or organisations? Value for Money Your financial planning and budget. Who will benefit It is important to give some details of who and how people will benefit from your project especially Spectrum residents. Socially inclusive who is involved in the project? Does your project enable a wide range of people and groups to take part? Demonstrating need The appraiser will look to see that you have done your research to get evidence of need for your project. Innovation Does it make a REAL difference? Appraisers will be looking for good projects which are exciting and full of new ideas. 16

17 The Community Forum meets regularly and we will notify you in writing of our decision as soon as possible. If we offer you a grant you will be required to: provide copies of relevant documents, we wish to see that you have not already submitted. sign and return our grant offer letter and accept the terms and conditions of the grant. You must have spent the funds and complete your project within 12 months of our letter confirming the grant. Monitoring Your Project We may visit or phone you to see how the grant has been spent, or ask to see original receipts for the money that you have spent. We will ask you to complete an end of grant report, telling us how the grant has been spent and what you achieved with it. Your group / organisation may be asked to take part in publicity where appropriate. You may be asked to return monies not spent on the project....and finally... And most importantly, remember that the Community Forum want to approve as many projects as possible within the budget: therefore please help us to help you by making your application as robust and exciting as you can. We want to say Yes! Good luck with your application. 17

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