Tatsfield Parish Council – Grant Awarding Policy

Tatsfield Parish Council welcomes applications for Grants from Village groups and organisations as well as other bodies providing services to Tatsfield residents.

In all requests the Parish Council will apply their Grant Awarding Policy (most recently approved September 2015) which can be seen below.

It is possible that the Parish Council will request a copy of the organisation’s accounts.

GRANT AWARDING POLICY

1. Scope of Funding

   Funding support will be made available to the voluntary and community sector organizations that are – Based in or around Tatsfield and delivering activities or services to the people of Tatsfield Based outside Tatsfield but are providing activities or services not otherwise available to the people of Tatsfield.

2. Definition of a Grant

   A grant is defined as an award of funds to an organisation or individuals to undertake voluntary and community activities. The organisation themselves determine their activities and the council makes a financial contribution through awarding funding.

3. Eligible Groups

   [a] An eligible group will usually –

   Be a non profit making body or they recycle profits or income for the public good.

   Work for the benefit of the community of Tatsfield

   Be independent and determine their own aims and objectives

   e formally constituted, have a management committee made up of volunteers who are the employing body, range from small local self help groups to branches of national charities

   Have a formal constitution and/or have a charitable status

   [b] Eligible groups can also include –

   Voluntary organisations which employ paid workers for their experience or skills and may or may not have volunteers to carry out some of their activities

   Community groups generally which have no paid workers and so are made up entirely of volunteers

   Organisations that provide services specifically useful to Tatsfield residents.

   [c] Tatsfield Parish Council will allocate resources to eligible groups –

   Against clear and consistent criteria

   That achieve quality and effectiveness of services

   Have common and transparent arrangements for agreeing objectives, monitoring performance and evaluation

   [d] In order to maintain a consistent approach, all requests for grant funding will be reviewed by Tatsfield Parish Council in the following areas to achieve best value –

   Level of service delivery / value for money

   Quality service

   Financial management

   If there is a real need for financial assistance from the Council

   Governance

   Meeting changing needs

   Attracting new funding resources

   Reducing duplication

   Increase voluntary involvement

4. Availability of Funds

   The availability of funds to support voluntary activity is dependent on the Council’s overall financial position and the choices it makes when allocating its resources. Tatsfield Parish Council will supply direct financial support in the form of grants to eligible bodies.

5. Decisions

   Decision making will be on the basis as set out in point 3 and a decision will be made by Tatsfield Parish Council Members at the next Council meeting but usually within 8 weeks of application.

6. Performance Management

   [a] The council recognises that performance management is an important means of showing that the public money is spent in the right way and achieves best value.

   [b] In the allocation of monies, there will be the need to ensure the effective monitoring and evaluation which focuses on outcomes. To achieve this it is proposed that –

   Monitoring should be proportionate to the amount of funding support awarded

   Monitoring should also be used to demonstrate achievement

   Information collecting should be kept as simple as possible for groups

7. Risk Assessment

   There are various associated risks involved in providing funding support. Voluntary and community groups will be encouraged to carry out risk assessments to identify possible areas of concern, for example:

   • Audit processes

   • Process in place to minimise fraud

   • Safeguarding

Tatsfield Parish Council – Complaints Procedure

To be used in cases of complaint by the Public about the Parish Council’s procedures and their implementation and administration.

Before the Meeting

1. 1. The complaint should be sent in writing to the Clerk (or other nominated Proper Officer).
   2. If the complaint is about the actions of the Clerk (or other Proper Officer), it may be addressed to the Chair of the Council.
   3. The Clerk shall acknowledge the receipt of the complaint with details of when the matter will be considered by the Council or by a specially convened Committee established for the purposes of hearing complaints.
   4. The complainant shall be invited to attend the meeting and may be accompanied by a representative whose role will be to assist the complainant to express their thoughts and concerns.
   5. Seven clear working days prior to the meeting, the complainant shall provide the Council with copies of any documentation or other evidence they wish to refer to at the meeting. The Council shall similarly provide the complainant with copies of any documentation upon which they wish to rely at the meeting.

At the Meeting

1. The Council shall consider whether the circumstances of the meeting warrant the exclusion of the press and public. Any decision on a complaint shall be announced at the Council Meeting in public.
2. The Chair will introduce everybody and explain the procedure.
3. The Complainant (or representative) will then outline the grounds for the complaint and Members may ask any question of the complainant.
4. If relevant, the Clerk should explain the Council’s position and Members may ask any question of the Clerk or Proper Officer.
5. The Chair will invite the Clerk and the complainant to make any final comments.
6. The Clerk and complainant will leave the room while Members consider the grounds of the complaint and decide the action to be taken.. (Both parties may be invited back if a point of clarity is necessary.)
7. All parties will return to hear the decision, or to be advised when a decision will be made.
8. The decision will be confirmed in writing within seven working days together with details of the action to be taken.