To nominate Members for a meeting to consider voluntary sector funding assistance for 2007/08.

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1 Agenda item: 11 Committee: Community Affairs Overview and Scrutiny Date of meeting: 13 th June 2006 Subject: Allocation of Voluntary Sector Funding Assistance 2007/08 - Election of Member Working Group Lead Office: Head of Community Support Services Portfolio Holder: Social Affairs: Cllr J Sheldon Policy/budget ref: E1, E7 Exempt information: None Delegated status: For resolution PURPOSE: To nominate Members for a meeting to consider voluntary sector funding assistance for 2007/08. RECOMMENDATION: THAT UP TO FOUR COMMUNITY AFFAIRS OVERVIEW AND SCRUTINY MEMBERS ARE SOUGHT TO JOIN A WORKING GROUP TO CONSIDER VOLUNTARY SECTOR FUNDING FOR 2007/08. REPORT: 1. At the Community Affairs Overview and Scrutiny Committee on 12 th January members expressed an interest in being involved in the allocation of funding to voluntary organisations for 2007/ Members are reminded that the current budget for voluntary sector funding is 16,500. Last year 42 requests for funding were received amounting to over 50,000. As a result there needs to be a fair system in place to allocate funding. 3. Appendix A is the agreed criteria as a result of member involvement and from the Overview and Scrutiny Review of Support to the Voluntary Sector. Appendix A only includes the medium grant application. However, the small grants application which is principally the same but requires less information from the applicant. 4. It is proposed that the same criteria is used this year with the additional two amendments agreed at the last Overview and Scrutiny Committee namely: It is strongly recommended that requests are no more than 3,000 and that organisations are only permitted to submit one application i.e. applying for funding from either the small or medium grants awards scheme. 5. It is proposed that the Voluntary Sector Support Officer will produce a suggested format for funding for this year on the same basis as last year for the Working Group to consider at their review meeting

2 6. On the basis of members request the option has been introduced for all organisations to receive some funding, although smaller amount than requested for those receiving the lowest points. 7. Up to four Member nominations are requested to join the Working Group to decide on the allocation for 2006/ Following agreement at the Working Group meeting the application packs for this year will be released from 1 st July with a closing date of 29 th September. The Code of Practice Protocol and Surrey Compact initiative recommends a three month period for applications. 9. The Working Group will meet in November in order for the Community Affairs Overview and Scrutiny Committee to receive a report in January 2007 to allow for sufficient time for the recommendations to be presented to Full Council in time for voluntary organisations can be notified in advance of the financial year 2007/08. Financial implications: Environmental implications: Legal implications: Equality Implications: To introduce a Member Working Group to consider voluntary sector funding for 2007/08. Risk Management Implications: Community Safety Implications: Background papers: Held within Community Support Services Enclosures/Appendices: Appendix A, Voluntary Sector Criteria agreed previously by the Overview and Scrutiny Committee Contact details: Melanie Bussicott, Head of Community Support Services, Gail McKenzie, Voluntary Sector Support Officer,

3 APPENDIX A ELMBRIDGE BOROUGH COUNCIL APPLICATION FOR FINANCIAL ASSISTANCE VOLUNTARY ORGANISATIONS MEDIUM GRANTS 07/08 Date issued: Date returned: 1 ) Name of organisation: Registered Charity number ( if applicable ): Year formed: 2) Name and address of person to whom correspondence should be addressed: Tel no: address ( if applicable ): 3) Normal meeting/office base: If your organisation is based outside of this Borough please provide details on how it does/will deliver the service to the residents of Elmbridge: 4) Aims and objectives. (please note this information is required even if it has be supplied previously): - 34/1 -

4 5) Do you have a constitution? YES?NO (delete) If YES please enclose with application form. 6) Do you have a management committee? YES?NO (delete) If YES please provide details on a separate sheet. 7) Does your organisation operate solely within Elmbridge?: delete YES / NO If NO what percentage of your service relates to Elmbridge?: % and what area of Elmbridge does your organisation operate? 8) How many Elmbridge residents benefit from your service annually?: Please indicate age range: Please indicate, percentage wise, the gender split of residents benefiting from your service: Male % Female % Please indicate, with percentages, the racial origin of the residents benefiting from your service: White British %, Irish %, Other White % Black or Black British Black Caribbean %, Black African %, Other Black % Mixed White and Black Caribbean %, White and Black African % White and Asian %, Other Mixed % Asian or Asian British Indian %, Pakistani %, Bangladeshi %, Other Asian % Chinese or Other Ethnic Group Chinese %, Other Ethnic Group %, Don t Know % 9) Please provide the following information on staff and volunteers: a) If you employ staff how many? b) If you use volunteers how many? c) How do you recruit your volunteers? 10) Please provide details, on a separate sheet, of the purpose for which financial assistance is required and how it will help achieve your stated objectives, demonstrating relevance to Elmbridge Borough Council s key areas listed in the guidance notes. 11) Please show - a) Contribution to be made by your organisation: b) Grant required from Elmbridge B.C. (subject to a maximum of 50% of total cost ): - 34/2 -

5 12) If you have requested funding for this project from other sources please indicate: a) Which other funding bodies have you contacted and the individual amount/s requested? b) The amounts received to date/guaranteed and from whom? 13) If you have any financial reserves ( accumulated funds ): a) How much b) What, if anything, are they used for? 14) Does your organisation undertake an annual review of the effectiveness and quality of it s service? ( delete ) YES / NO. If YES please provide a copy of the last review. 15) If your request for funding is for start up costs other than a one-off building or contract works please provide a business plan. I confirm that I have no objection to this application being discussed by the Council in front of the press and public. Signed: Date: Status: All applications must be accompanied by a copy of your latest accounts. Please forward any additional information considered necessary to support this application. PLEASE RETURN TO: Gail McKenzie, Voluntary Sector Support Officer, Civic Centre, High Street, Esher, Surrey KT10 9SD ( ) - 34/3 -

6 ANNEX A The Medium Grant Award has been established for voluntary organisations seeking to claim funding of 2001 to 10,000 per annum from Elmbridge Borough Council. If you wish to apply for funding below or in excess of this amount, please request the appropriate form. The information set out below, shows the key areas that Elmbridge Borough Council considers when allocating medium grants. When completing section 10 you must demonstrate how your grant claim is relevant to as many of these key areas as you can. Effective community leadership, partnership working and involving our customers to developing our priorities Ensuring that Elmbridge is a safe, healthy and enjoyable place to live and work which is inclusive and integrates all sectors of the community. Enhancing the attractiveness and established character of our borough by taking a lead on Sustainability. Effectively managing our business to deliver high quality accessible services at an affordable cost Assisting in sustaining the varied and vibrant town centres and a strong local economy Work with our communities to enhance and protect the natural environment. Improve and develop services for vulnerable people Improve access to services Promotion of affordable housing Protect and enhance the distinctive character of the Borough Reduce level and fear of crime Attract, retain and develop high calibre staff Implementation final phase of Walton Town Centre redevelopment Open the new state of the art Leisure Centre and Pool Improve our customer focused service delivery Complete the provision of the wheeled bin recycling service to all households Delivering continuously improving, high quality services Generating social well being Partnerships and joint working Tackling social inclusion Promoting sustainable practices Maintaining the independence of older people Support to Carers Aim to provide equality of opportunity and fairness in services provided Health improvements Develop and upgrade electronic equipment Supporting young people Sustaining services for older people Improving travel and transport Promoting community safety Promoting social inclusion Managing and enhancing our natural and built environments In the last funding round 2006/07 the Council supported 42 voluntary organisations. The average amount awarded under the Small Grant was 318 and the average under the Medium was 743. The smallest amount given was 100 and the largest was 2,500 from both of the grants. - 34/4 -

7 It is strongly recommended that you request no more than 3,000 in your application. Organisations are only permitted to submit one application i.e. you can apply for funding from either the Small OR the Medium Grant Awards. Grant awards will only be given to projects designed to provide support to residents of the Borough of Elmbridge. In considering any application, the Council will have regard to existing facilities/projects of a similar nature designed to meet the same needs. In deciding the level of grant the Council will have regard to other sources of income available to your organisation. The Council only provides funding under these awards to non-profit making voluntary organisations. The Council must be satisfied that the applicant has the necessary expertise and resources to see the project through to a successful completion. If you are successful with your application, you are expected to complete a monitoring form, which will be sent to you in March. The Council advises applicants who have received a grant in the past that this does not guarantee any future commitment. Where funding is being sought on premises, please contact the Voluntary Sector Support Officer before completing the form, the Council will need to discuss lease arrangements with you. Please note, if your application is successful when applying to Elmbridge Borough Council to fund an item of equipment e.g. an office photocopier, the grant officer will need to see the proof of purchase before the grant is sent. Please note only 50% of the funding will be granted. Below shows the timescales and the process regarding the allocation of medium grants. June 06 Article released in the local press to notify that applications are available 1 st July 06 Applications available 29 th September 06 Closing date for applications November 06 Applications considered by the Voluntary Sector Funding Group 16 th January 06 Applications considered by Community Affairs Overview and Scrutiny Committee 21 st February 07 Applications ratified by full Council 1 st March 07 Voluntary organisations notified of the outcome 1 st April 07 Those voluntary organisations that are successful will receive funding as agreed by full Council All successful grants will be subject to a service level agreement produced by Elmbridge Borough Council and agreed and signed by the voluntary organisation. - 34/5 -

8 If you would like to provide additional information to support this application please feel free to do so. You maybe contacted by the Voluntary Sector Support Officer to provide further information regarding your application. Before sending your application in please check that you have enclosed a copy of: A constitution of your organisation. Details of your management committee. Purpose for which financial assistance is required. Last annual review of the effectiveness and quality of the service. A business plan. Properly audited accounts for the last year. If you have any further queries please contact the Voluntary Sector Support officer. - 34/6 -

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