Sutton & Merton Clinical Commissioning Groups Charitable Funds Grant Application Form. Background, Policy and Criteria for the award of grants

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1 Sutton & Merton Clinical Commissioning Groups Charitable Funds Grant Application Form Background, Policy and Criteria for the award of grants Sutton and Merton Clinical Commissioning Groups Charitable Fund was established in April 2013 to assume responsibility for the funds previously held by Sutton & Merton Primary Care Trust Charitable Funds. The funds are administered by the Charitable Funds Committee made up of 4 Governing Board members (2 from NHS Sutton CCG, 2 from NHS Merton CCG) and the committee reports to the Finance Committee of the Governing Body of NHS Sutton CCG. The funds were established for charitable purposes relating to the National Health Service, and are to support those with disabilities, older people and local NHS staff. Policy To help improve the health and wellbeing of people who live or work in Sutton & Merton, particularly those with disabilities and older people. To facilitate and encourage a service beyond that which is provided by the NHS, whilst reflecting NHS values. To operate in accordance with the intentions and wishes of the original bequests. Criteria Applications up to 10,000 will be considered: any in excess of 10,000 may not be granted in full. The Charity is amenable to granting partial funding to a project with the balance of funds coming from alternative sources, but these must be listed in the application Applications should relate to expenditure not yet undertaken. An end of funding report will be required for each successful bid. Our funds are provided through a range of bequests, many of which have explicit criteria as to whom they can be allocated. Who can make an application? Members of staff of Sutton and Merton CCGs, Sutton and Merton community services, voluntary and community sector organisations and individuals ( on behalf of an organisation) may make an application to the charitable funds for which NHS Sutton CCG is the trustee. The criteria make clear that the work to which the application relates must primarily benefit the health of people who live or work in Sutton and Merton. How do I make an application? Please complete the application form attached to this guidance. This must be sent to the Chief Finance Officer at NHS Sutton CCG, whose contact details are on the application form. Please ensure you read the criteria for charitable funds bids carefully. 1

2 What happens once an application has been submitted? Applications will be considered by the relevant Chief Finance Officer for Sutton and/or Merton CCG, who will assess whether the application meets the criteria and, if so, make a recommendation to the Charitable Funds Committee. They may also provide the committee with contextual information, for example, about other ongoing work that relates to the application. Organisations may be asked to supply relevant additional information to support the bid. The recommendation will inform the Charitable Funds Committee who will consider the application at its next meeting. Who sits on the Charitable Funds Committee? Membership of the Charitable Funds Committee is made up of two lay members from each of Sutton and Merton CCGs, who are advised by their respective Chief Finance Officer. What financial governance arrangements are in place? The financial year of the Charity runs from 1 April to 31 March. By law, the Charity must produce an Annual Report and Accounts which are subject to audit or independent examination (in this case by the auditors of Sutton CCG as Corporate Trustee), and are submitted to the Charity Commission for publication. When will I hear whether my application has been successful? The charitable funds committee usually meets three times a year; in March, July and November. You will be advised by the Secretary to the committee as soon as possible after the meeting at which a decision is taken. Bids All bids must: Be made by an individual or an organisation resident, based or operating primarily within Sutton or Merton (in the case of a regional or national organisation, the bid must relate to a project or ongoing work that is primarily based within Sutton or Merton) Aim to promote, improve or sustain better health and wellbeing for people who live in Sutton or Merton Set out how long funding is required for (not usually more than 12 months) and how any ongoing work beyond that timeframe (where applicable) will be funded Include a monitoring and evaluation scheme for measuring the impact on the health of local people Include a governance structure for the project or organisation showing clear and appropriate management systems are in place 2

3 Note: Include a clear breakdown of accounts showing how the money will be used Include a reporting form that will be returned to the charitable funds committee within an agreed period of time detailing how the funds have been used and what the impact has been Be clear about which charitable funds the bid draws on and how it meets the restrictions of that particular pot of funding (see below) There may be bids made for general rather than project-based work, e.g. for premises rental. In such cases, whilst it will not be necessary to demonstrate the impact of the specific funds, the bidder must indicate how the benefits of their organisation are measured, what (if any) past benefits can been demonstrated and how the charitable funds committee can access such information in the future. NHS organisations may wish to submit supporting evidence from service users or community organisations. The fund is registered with the Charities Commission as follows (an umbrella fund and eight subsidiaries): SUTTON AND MERTON CCGs CHARITABLE FUNDS UMBRELLA AND OTHER RELATED CHARITIES SUTTON AND MERTON CCGs UMBRELLA SUTTON AND MERTON CCGs GENERAL FUND CHARITY SUTTON AND MERTON CCGs - COMMUNITY SERVICES CHARITY ELLEN TERRY SUTTON & CHEAM NURSES SUTTON AND MERTON CCGs - PLD SERVICES CHARITY SUTTON AND MERTON CCGs - ORCHARD HILL PLD SERVICES CHARITY SUTTON AND MERTON CCGs - ELDERLY SERVICES CHARITY SUTTON AND MERTON CCGs (EXPENDABLE FUNDS) COMMON INVESTMENT FUND There are a number of funds under these subsidiaries which are categorised into particular pots of funding for management purposes. Applicants should indicate which category their bid is against. The funding pots are as follows : 3

4 Funding pot General Womens Services Nurses Therapists Stroke Patients Community Services Learning Disabilities Older People Purpose any charitable purpose in accordance with the Charity s policy from maternity to palliative care to support Nurses working in Sutton and Merton to support Therapists working in Sutton and Merton to support patients who have suffered a stroke to support the range of community services in the boroughs to support children or adults with learning disabilities in the boroughs to support older people in the boroughs 4

5 Sutton & Merton Clinical Commissioning Groups Charitable Funds Grant Application Form Please answer all questions. NOTE - ELIGIBILITY CRITERIA In order to be eligible for a grant, you must be able to answer yes to the following questions. Are you a member of NHS staff or of an established local organisation? Is this application to deliver health related services to people resident or working in the London Boroughs of Sutton and/or Merton? If so, specify which Borough. SECTION A : ABOUT YOUR BID Name of Organisation or NHS Department: Your proposal (Maximum 25 words: include any extended description on an attachment): Value of Grant Request: (include VAT where applicable, note that purchases made using charitable funds may be eligible for zero rating) SECTION B: ABOUT YOUR ORGANISATION Contact name: Position: Address: Telephone: Nature and name of the organisation: Registered Charity Number (if applicable) Company Number (if applicable): Other relevant information : All non-nhs applications: Enclose a copy of your organisation s accounts for the last financial year and a description of its aims. 5

6 SECTION C : ABOUT THIS REQUEST What health need does it seek to address? Does this proposal support a new or existing service? Who will it benefit? In submitting this form, the applicant understands and agrees to the following terms and conditions: 1. The grant will be used for the purpose set out in this application, and no other. 2. Any specific condition(s) attached to the award. 3. No expenditure will be committed prior to the notice of the award of the grant. 4. The grant will not be used to pay for any item funded under another grant programme. 5. All reasonable steps will be taken to: a. Offer equality of access to our services; b. Provide a safe, healthy and supportive environment meeting for the needs of the local community; c. Deliver value for money and use sound financial procedures; 6. Sutton & Merton Charitable Fund s grant will be acknowledged in the applicant s financial statements ( where applicable ) 7. There is a bank/building society account in the name of the applicant. All cheques or withdrawals from this account require at least two signatories. 8. Financial records and receipts of items bought with the grant will be kept. 9. Sutton & Merton CCGs Charitable Fund will request repayment of the grant, in whole or in part, in the following circumstances: a. failure to keep to the funding agreement; b. dishonest or misleading information on the application c. dishonesty or negligence on the part of the applicant d. closure or insolvency This form should be signed by a member of the organisation s Trustee Board or Management Committee, e.g. the Chair, Vice-Chair, Treasurer or Secretary. This must be a different person to the contact named above. 6

7 I confirm that I am authorised to sign this application form on behalf of our group and that the information we have provided in the form is true. I confirm that I have read and understood the above terms and conditions and, if our application is successful, we agree to comply with them. Name (please print): Signature: Position in organisation: Date: Address : Please send the form electronically to the Chief Finance Officer, NHS Sutton CCG at geoffrey.price@nhs.net followed by a signed copy within 5 working days to NHS Sutton CCG Priory Crescent, Sutton SM3 8LR 7