Brabourne Parish Council

GRANT AWARDING POLICY

Version 1.1

Adopted: 28th November 2022

1. Introduction to Policy

1.1 A grant is a payment made by Brabourne Parish Council (“the Parish Council”) to be used by an organisation for a specific purpose that will benefit the Parish or its residents. The Parish Council awards grants, at its discretion, to organisations that can demonstrate a clear need for financial support in order to benefit the Parish by:

  • Providing a service;
  • Enhancing the quality of life;
  • Improving recreation and/or sports facilities;
  • Improving the environment;
  • Promoting the Parish of Brabourne in a positive way.

1.2 Section 137 of the Local Government Act 1972 empowers local Councils to make such grants to voluntary bodies and charities, where no specific grant making power exists in other legislation and where, in the Council’s opinion, the grant will benefit any part of its area or any of its inhabitants.

2. The Grant Application Process

2.1 Applicants are required to complete a grant application form, available from the Parish Clerk or from the Parish Council website (www.brabournepc.org.uk). All questions on the application form should be fully answered. In addition to the application form, applicants will need to provide the following supporting information:

  • a copy of their written constitution or details of their aims and purpose;
  • full details of the project or activity which the grant is for;
  • explain how the grant will be of benefit to the local community within the Parish;
  • the proportion or number of beneficiaries living in the electoral area;
  • demonstration of a clear need for the funding;
  • a copy of the previous year’s examined accounts or, for new initiatives, a detailed budget and business plan.

2.2 All grant applications in respect of any given financial year of the Parish Council must be received by the Parish Clerk no later than the 31st October immediately prior to the start of that financial year (the “application deadline”). All grant applications received by the application deadline will be reviewed at the Parish Council’s budget meeting immediately following the application deadline, whereupon the Parish Council will decide which grant applications to approve. All such approvals are subject to receipt of the precept requested for the given financial year of the Parish Council. Any payments made in respect of successful grant applications will be made to the applicant organisation when the Parish Clerk considers to be appropriate.

2.3 Any grant application received after the application deadline will only be reviewed at the discretion of the Parish Council and its decision as to whether or not to do so shall be final.

2.4 Funds available are limited and guidance can be given to applicants by the Parish Clerk where required, although this would be for guidance purposes only and would not be an indication of support nor of the actual funds available.

3. Conditions of Funding

3.1 The applicant organisation must be a either a charitable organisation, a non-profit-oriented business, or other community-related organisation. The organisation must not be directly or jointly controlled or otherwise administered by the Parish Council.

3.2 Grants will not be made to projects that discriminate on any grounds.

3.3 Grants will not be made to individuals.

3.4 Grants will not be made retrospectively.

3.5 An organisation should have a bank account in its own name. Payment will be made to the named organisation.

3.6 The administration of and accounting for any grant shall be the responsibility of the applicant.

3.7 All grant awards must be properly accounted for by the applicant and evidence of such expenditure should be supplied to the Parish Council where requested. Where the value of a grant awarded exceeds £2,000, a report must be provided by the applicant to the Parish Council within twelve months of the date of payment of the grant. This may take the form of an annual report or set of accounts which clearly identifies the manner of spending. This written report must be deposited with the Parish Clerk. Applicants should be aware that this report becomes a document that members of the public have the right to inspect under the provisions of section 228 of the Local Government Act 1972. The Parish Council may extend this reporting condition to other grant recipients as part of the awarding process.

3.8 An applicant organisation should make a public acknowledgement of any grant awarded to it by the Parish Council.

3.9 Only one application for a grant will be considered from an applicant in any one financial year of the Parish Council.

3.10 An ongoing commitment to award a grant in future years will not be made. A fresh application will be required each year.

3.11 Each grant application will be assessed on its own merits. The Parish Council reserves the right to refuse any application, or to approve an application with a grant amount that is different from the amount that was requested.

3.12 The Parish Council may make the award of any grant subject to such additional conditions and requirements as it considers appropriate.

3.13 Any grant awarded by the Parish Council must only be used for the purpose for which it was awarded unless written approval from the Parish Council has been obtained for a change of use of the grant. Any unspent portion of the grant must be returned to the Parish Council by the end of the Parish Council’s financial year in respect of which the grant was made, except where the Parish Council has agreed otherwise in writing.

3.14 Without prejudice to the process outlined in this policy, the Parish Council may make the award of a grant at any time that it considers to be appropriate in the event of any unforeseen circumstances.

3.15 Nothing contained herein shall prevent the Parish Council from exercising, at any time, its existing duty or power in respect of providing financial assistance under the provisions of section 137 of the Local Government Act 1972.

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