GRANT GUIDELINES

Grassroots Grants Programme-Lancashire

The Grassroots Grants programme is funded by the Office of the Third Sector and
administered by The Community Foundation for Lancashire.

Aims of the Programme:

The programme was designed to respond to local issues, improve organisational capacity and
help support the diverse needs of communities. Grant applications should show how funding
will help groups support activities and services with regard to the following:

a) The programme aims to enable groups to:

Flourish, continue or expand their work; build their capacity and provide support for provisions
for local people, advocacy, and to help strengthen community voice.

b) It also aims to complement each area's Local Area Agreement- (LAA's simplify some central
funding, help join up public services more effectively and allow greater flexibility for local solutions to local
circumstances. LAA's set out the priorities agreed between central government, your local authority, Local Strategic
Partnership and other local partners). They focus on the following areas:
• Children and young people
• Healthier communities and older people
• Employment, learning and skills, education or training
• Urban renewal, safer stronger communities or environment

NB: Groups must address in the grant application (Q16) how funding will help to
support activities and services in relation to the above points listed in a & b above

Who is eligible to apply

• Groups must be Not for profit, third sector community groups living and operating locally
in Lancashire, excluding Blackburn with Darwen
• Groups must have been active for at least 12 months prior to the round closing date
• Groups must be volunteer-led, clearly connected with and meeting the needs of the
local community
• Groups must have an annual income of less than £20,000 (or average in the last 3
years)
 How much money can you apply for

Groups may apply for grants of £250-£5000. One or more applications may be submitted
between July 2008 and 1st October 2010, however the maximum grant funding permitted per
group is £5000 over the life of the programme. All funding must be spent by 31st March 2011.

What activities can be considered for funding

Activities and purchases such as (but not exclusive to):

• Staff costs to enable employment
• Training for volunteers
• Putting on local events or workshops
• Measures to achieve a quality award or improved standards
• Activities to support community activity
• Additional activities to expand an existing funded project
• Costs to attend conference or events that will be of direct benefit to the group
• The purchase of equipment to benefit the group such as a computer, oven or furniture
• An activity that supports asylum seeker and refugees within the immigration law and
home office policies

Further Important Information about Costs

• Existing work may be funded where there is proven need for it although we cannot meet
current costs where work is funded by other sources
• Full cost recovery- This means securing funding for all the costs involved in the delivery
of the work. Budgets should reflect the full costs to the group, including the direct costs
of projects, and all the overhead costs associated with running them. Groups must be
able to justify each element of full cost recovery included
• Rent and other office type costs may be considered where they are part of a distinct
project that funding is being requested for
• Funding Must Lead to Community Benefit and an Outcome, No Matter How Small.

What cannot be funded through the fund

• Public sector organisations or those controlled wholly or in part , e.g. local authority,
primary care trust
• Commercial ventures
• Regional or local offices of a national organisation
• Activities that will have already taken place before we offer you a grant
• Individuals
• Politically connected or exclusively religious activities
• Projects for personal profit
• Organisations that are set up for the benefit of animals or plants – environmental groups
that work with animals or environment such as city farms are acceptable
• Groups comprising just one family
• Statutory organisations or work that is their responsibility
• Debts and other liabilities
 • Reclaimable VAT
• Travel outside UK
• Gifts or projects exclusively for the purpose of entertaining

This list is neither exclusive nor exhaustive- if you are unsure if elements of your
project may be excluded please contact the Community Foundation for Lancashire
using the contact details overleaf for help

How are decisions made on grant applications

Completed grant applications are appraised by Community Foundation staff. Groups are
contacted for more information after applying, and a decision making panel, comprising of local
representatives including local community members, will consider the applications.

Timescales:
Decisions are made within 2 weeks of the closing date, provided that all necessary supporting
information has been received by the Community Foundation to accompany your application
form. An offer letter will then be issued within 10 working days of the panel meeting.

Unsuccessful applicants will receive a letter detailing the reasons for their application being
rejected and will be invited to reapply to this or another Foundation administered programme
where appropriate.

How to apply to the Grassroots Grants fund

Return a signed completed grant application form and conditions to grant offer ensuring that
the documents listed on this page are also included:

If you have downloaded this application pack from www.cfmerseyside.org.uk or received it via
email you may return electronic versions of the documents listed below if they include e-
signatures (scanned or otherwise) Alternatively, you may return the application via email to
[email protected] and post the other documents to the address provided:

You must include the following:

1. A signed copy of the group’s rules or constitution (groups must have been active for at least 1 year
prior to the round closing date, and this document must include Trustee names and signatures). Groups
without a set of rules or constitution running informally since for at least a year may apply by
submitting a brief outline (1 page max) of their intended aims and objectives, to show they are
not for profit. The Foundation will support these groups in becoming constituted once they
apply, through our partnerships with local Community Development agencies.

2. A signed copy of the group’s latest annual accounts or income/expenditure document

showing current income is under £20,000 p/annum. For groups that exceed the threshold but
consider their average income over the last 3 years is £20,000 or less we will require evidence
of the last 3 years financial information and take the average to give best the opportunity
for eligibility.
3. A signed copy of the group’s current Child Protection Policy (if the project includes one
to one working with young people under 19). All applicants must ensure that they hold relevant policies
and procedures in place to undertake activities, such as Criminal Records Bureau checks
and/or a health and safety policy, depending on proposed activity. If unsure about what you
need please contact the Community Foundation for help (details below)

4. A signed copy of the terms and conditions pages

Please forward your completed application form, supporting documents,

and standard conditions to grant to the address below:

Community Foundation for Lancashire,

C/O Alliance & Leicester,
Bridle Road,
Bootle,
GIR 0AA

NB. Please note that only fully complete applications may be processed

If you have any other queries please contact the office on 0844 561 9649 or
alternatively you can email us on [email protected]
 GRANT APPLICATION FORM
Grassroots Grants Programme-Lancashire
Before applying please ensure that your group satisfies the following eligibility
criteria (please tick each statement to confirm it is true)

Not for profit, third sector community group living and operating locally in Lancashire,
excluding Blackburn with Darwen, for at least 12 months prior to the round closing date

Annual income of less than £20,000 (or a £20,000 average over the last 3 years) net of
any funding received through the Grassroots Grants programme

Volunteer-led i.e. with a large volunteer input

Clearly connected with and meeting the needs of the local community

Governed by a document that includes the groups name, purpose, objectives, a

dissolution clause, and details of the trustees or committee members including their
signatures

Section 1: About your group

1. Your Organisation Name (this must be the same name as the one on your
governing documents)

2. When did your organisation start? / /

3. What previous funding have you received in the last 12 months (including any
Grassroots grants funding if relevant)
4. Are you applying to any other local funder for a Grassroots Grant? YES / NO

5. Please give details of your groups full address including postcode

Address:________________________________________________
_____________________________________________________
_____________________________________________________
Town:_________________________________________________
Postcode:_______________________________________________

6. Please provide contact details for your group

Telephone: _____________________________
Mobile: ________________________________
Email: _________________________________

7. Please provide details of the main contact for your group

Title: _________
Forenames: _______________________________
Surname: _______________________________
Role in organisation: _______________________________
Address: ____________________________________________________
___________________________________________________________
___________________________________________________________
Postcode: ___________________________________________________

8. Are you a registered charity? YES / NO

(a) Please provide your charity number

9. Is your group any of the following:-

A limited company An unincorporated club/association

Part of a larger regional/national organisation

Other, please specify

10. How many of the following do you currently have?

Full time staff/workers Volunteers

Part time staff/workers Members

Management committee

11. What is you average annual income over the last 3 years or since the group began
if you are less than 3 years old:
£
(a) Do you have a bank account in your group name? YES / NO

(b) How many signatories are needed for the account?

12. What are the main activities of your group?

Section 2: About your project

13. Project start date / / End date / /

14. Which borough will the activity benefit?

15. Which of the following will funding provide:-

A new/additional project Expansion of an existing project

Continuation of an existing project

16. Please outline your project/activity

17. How have you identified the need for this project?

18. Please give details of the disadvantages faced by your target beneficiaries

19. How will you monitor your project in order to highlight the benefits you have
brought to the target beneficiaries?

20. How will you ensure the sustainability of your project or is this intended as a one
off activity?
 Section 3: Who will benefit from your project

21. How many people will benefit from your project?

Directly Indirectly

22. Please indicate who the beneficiaries of your project will be

Children (0-12) Young people (13-25) Adults (26-50)

Over 50’s Homeless Alcohol/drug addiction
Disabled people Low income Refugees/Asylum seekers
Mental Health Health issues Lesbian/gay/bisexual
Families Men Women
NEET Rural areas Urban areas
Unemployed Residents Lone/teenage parents
Ex offenders Travelling communities Others

(a) Who will be the primary beneficiaries?

23. Please indicate the ethnic origin of your project beneficiaries

White
British Irish Eastern European
Travellers Other White

Mixed
Black Caribbean/white Black African/white Asian/white
Other

Asian
Indian Pakistani Bangladeshi
Other

Black
Caribbean African Other

Chinese or Other
Chinese Other

(a) Which is the primary ethnic group?

24. What is the theme of your proposed project?

Crime Housing Poverty

Arts/culture Education/training Sport
Health/wellbeing Community support Social services/activity
Employment Family support Rural issues
Environment Racial/cultural integration Other

(a) Which is the primary theme?

 Section 4: Project costs

25. How much are you applying for in total? £

(a) How much are you applying for in YR1? £ (to 31/03/2009)

(b) How much are you applying for in YR 2? £ (1/04/09-31/03/10)

(c) How much are you applying for in YR 3? £ (1/04/10-31/03/11)

26. What is the total cost of your project? £

27. How much have you raised so far? £

28. Please provide a full breakdown of your project costs

Item Amount £ Description/Breakdown of cost

e.g. Room hire £500 ABC community centre, 20 sessions X 2hrs at £20 ph

Signed:

Date: / /

Thank you for completing this form. Now return it to the Community
Foundation ensuring that you have included all necessary supporting
documents as well as the attached Standard Terms and conditions to
grant
 CONDITIONS TO GRANT OFFER

In order for the Community Foundation to be able to offer successful applicants a grant as
quickly as possible please ensure this form is signed and returned with the completed grant
application and accompanying documents. You must complete the sections marked with an *

* (name of group)……………………………………………………………
wishes to accept the offer of a grant from the Community Foundation for Lancashire.

In doing so we agree to:

• Spend the grant within the timeframe specified in the grant offer letter
we will receive if successful
• Use the grant only for the purpose(s) described in the application form
and offer letter we will receive where details are specified, unless
otherwise agreed in advance, in writing, by the Foundation
• Ensure that proper insurance of any equipment remains in place at all
times
• Contact the Foundation where there is any under-spend or other issue
arising in relation to expenditure in accordance with the offer
• We understand that the Foundation may claim back all or part of the
grant to cover equipment that is lost and I am unable to replace
• Pursue publicity, where possible, with the local press to promote our
project and the support received from Community Foundation for
Lancashire. If you require any help or advice regarding press releases,
please contact the Marketing and Communications team on 0844 561
9649 or email [email protected]
• Mention the name of the Fund, Grassroots Grants and the Community
Foundation for Lancashire in all press releases issued relating to any
aspect of our project supported by this grant
• Ensure the use of both the Grassroots Grants and Foundation’s logo
on any publication produced relating to or supported by this grant. The
publication must be approved by the Foundation to ensure the logo is
presented according to Community Foundations style guidelines
available on www.cfmerseyside.org.uk.
• Support the Foundation’s strategic aims and to work with the
Foundation on any joint publicity opportunities in relation to this grant.
Such publicity opportunities will be chosen at the Foundation’s
discretion
• Accept responsibility for ensuring parental consent is provided for the
photography of minors to promote any project. The provision of such
photographic material to the Foundation for any promotion or
monitoring purposes will assume prior consent has been given
• Keep receipts and other evidence of expenditure for ALL purchases
and services and make them available to the Foundation on request.
They should be kept for six years
 • Maintain a register of any assets exceeding £1,000 in value that are
bought with the grant and to request the permission of the Foundation
prior to disposal of any such item
• Complete and return the monitoring form that will be sent to me as the
group’s representative, within one month of fully spending the grant
• Maintain records to enable full completion of the monitoring form,
including the following:
• Details of what the grant has been spent on
• Collations of receipts for purchase of all items or services
• Details about the number of users/beneficiaries of the grant
• Details about what difference the grant has made to both the
group and the community it serves
• Details of best practice examples
• Photographic, written, audio or other evidence in relation to the
grants impact and funded activities

• Provide verbal or written reports on progress as requested by the

Foundation
• A copy of the group’s annual accounts should be submitted at year end,
reflecting the grant as a restricted fund and showing it fully spent
• Ensure compliance with any other specifications in the offer letter
• Undertake any relevant training in order to ensure the sustainability of the
project
• Provide evidence at the request of the Foundation in order to ensure the
protection of any children or vulnerable adults involved in the project

Declaration: I/we understand that Community Foundation for Lancashire reserves the right
to recall all or part of the grant if the group fails to meet one or more of these conditions and
that significant breaches may result in criminal proceedings. I/we acknowledge European
Social Fund as a contributor to this funding.

Main contact:

* Signature:______________________________________
* Full name:______________________________________
* Position in group:________________________________
* Date:__________________________________________

Witnessed by (2nd group contact)

* Signature:__________________________________________
* Full name:__________________________________________
* Position in group:____________________________________
* Date:______________________________________________