Policies & Procedures

Scotton Parish Council has statutory powers to make funds available to local organizations for the overall benefit of Scotton and its residents.
 

This document outlines Scotton Parish Council’s guidelines for grant making.  It also formalizes the application policy to ensure openness and fairness to the groups and organizations we aim to support.  It is designed to operate within Scotton Parish Council’s financial regulations.

We will ensure that our grants making activity is fair and transparent and supports strategic priorities identified in our Neighbourhood and Parish plans and the issues facing Scotton.

Scotton Parish Council makes no differentiation between ‘grants and donations’ but acknowledge that the latter is the usual form of award.

General Information for applicants

It is Scotton Parish Council’s intention (subject to budget restrictions and available resources) to support initiatives from local community groups and organizations.

Who is eligible to apply?

The following organizations may apply to Scotton Parish Council:

• A Scotton based charity
• An organization serving the needs of residents of Scotton
• Resident(s) of Scotton requesting grant aid with a specific section of the community or the community as a whole
• A local branch of a regional or national organization/group which serves the needs of the residents of Scotton

Who and what is not eligible to apply?
We will normally reject applications from:

• Projects which are the prime statutory responsibility of other government bodies or would normally be funded by a local or regional authority
• Projects which improve or benefit privately owned land or property
• Support for individuals or private business projects
• Applications by ‘for – profit’ commercial organizations
• Projects which have already been completed or will have been by the time the grant is issued
• Applications for grants in respect of ongoing expenditure or revenue running cost
• From regional and national organizations unless it can be clearly demonstrated that the grant would be used specifically for the residents served by Scotton Parish Council
• From organizations with political affiliations or those established for the purpose of forwarding a party-political agenda
• The Parish Council reserves the right to refuse a grant / donation application which they consider to be inappropriate or against the objectives of the Parish Council

The following are unlikely to be considered a grant priority

• Projects where there is a large shortfall in the funding needed required to complete the project or
• Projects where the amount of the grant would be a small part of the overall cost of the project
• Projects that simply replace existing facilities with no significant improvements

What can be funded?
The project should contribute to making the local community a better place for residents either in a social, environmental and / or economic capacity.  Priority will be given to those applications which add value over applications for running costs.

Projects demonstrating a proportion of self-funding will be favorably considered.

Conditions of grant

• Scotton Parish Council support must be acknowledged as appropriate on all publicity and promotional material including posters, advertisements, press releases and leaflets
• Financial support can only be used for the purpose for which the grant was given
• Grants must not be distributed to any other organization.
• If the grant is put to purposes other than those for which it was awarded without the prior approval of the Parish Council, recipient organization will be required to repay the grant to the Parish Council
• All grant payments will be conditional upon submission of audited accounts, supporting documentation or invoices/receipts detailing costs of expenditure or projects or events for which the funding is being sought.
• Proof appropriate spend shall be provided to Scotton Parish Council if requested
• Should a project be cancelled for example, or funds, or part of, not be required, then any surplus grant funds must be returned
• Unless part of the objective of the event was specifically to raise funds for a community project, should an overall ‘profit’ result from an event, the original grant money is to be returned
• All grant recipients are required to provide Scotton Parish Council with a brief report, including photographs (if applicable) of how the grant has been utilized, how it has assisted the organization and what it has achieved.  This may appear in the village newsletter, Parish website or Facebook page.

Decisions will be based on the following criteria
Unfortunately, Scotton Parish may be unable to fund all projects, as there may be more applications than money available.  However, all applications will be considered carefully.  They will be assessed and based on the following criteria:

• General eligibility
• Impact on key local need
• Community support
• Value for money
• Environmental impact
• Community involvement
• Feasibility
• Likely effectiveness

Timescale
Applications will be accepted at any time of the year, but the Council would encourage applicants to apply as soon as possible.  Applications will be considered at each monthly scheduled meeting of the Parish Council and the applicant advised of the decision in writing, as soon as possible after the meeting.

Level of funding
Scotton Parish Council will set aside a nominal amount each financial year for grant aid applications, once the fund is depleted applicants will be encouraged to apply in the next financial year.   

How to apply
Applicants should complete a grant application form, available from the Clerk at Scotton Parish Council.  The grant application along with supporting evidence may be submitted by post or email.  Please ensure you have read the section on ‘Conditions of grant’ before submitting your application.

The application should detail:

• The organization requesting support
• The amount requested, along with details of any funding sourced elsewhere and when the money is required
• The project for which the money is sought, including any relevant areas which might support your application under the decision-making criteria.