LCCC Community Support Grant 2022/23
The closing date for receipt of applications is 12 noon 21st February 2022.
– What is not eligible for funding– Application process
– Apply
Why do we fund the community/voluntary sector?
Local groups play a crucial role in communities and add value to what the council can do by itself. Local groups support the council in delivering its own strategic outcomes, especially those in the Community Plan.
We understand that smaller groups are engaging people and connecting them to others; that larger groups are providing support services and creating active citizens and that all groups are adding value through volunteering fundraising and building networks across the council area. In doing so they are contributing to the delivery of the wider strategic (population) outcomes of our Community Plan.
Who can apply for funding support?
The following list is a basic eligibility criteria that your organisation must meet to be able to apply for any grant from Lisburn & Castlereagh City Council. If your organisation does not meet the eligibility criteria, we will not consider your application for funding. Council officers will perform an initial eligibility check on all applications to ensure that the application meets the basic eligibility criteria including the following:
- Evidence that the application is from a formally governed community/voluntary sector organisation, which includes a community forum, network or similar body
- Evidence that the applicant group’s governing document open and accountable
- Evidence that the group is based with the Lisburn & Castlereagh area or that the project beneficiaries are resident of the Lisburn & Castlereagh City Council area
- Successful applications will be determined on the basis of merit.
- If more than one group operates within a particular locality, the council would welcome partnership applications, however a lead applicant will need to be identified. Please note in this case the applicant must demonstrate that there is no project duplication
- Funding must be spent between the date of the Letter of Offer and 31st March 2023.
- Applicants can apply to other sources of public support, outside of the council, but must declare this in their application form.
- Organisations in receipt of a grant must comply with all statutory obligations regarding the delivery of and access to their programme, including council procurement/ Health & Safety/Safeguarding and licensing requirements.
- Applicants will be expected to make every effort to increase capacity within their local community, through for example, skills training and volunteering.
- It is a prime responsibility of the council to ensure the proper and efficient use of, and accountability for, public monies. To this end, applicants must forward all supporting documentation requested along with the application. The Council will be unable to assess applications without all supporting documentation being received.
- Applicants will be required to demonstrate the effectiveness and impact of their project, and adequately show how it will have a positive and measurable impact on the local community.
- Future funding may be withheld if any required closing documentation is still outstanding for previous grants administered by Lisburn & Castlereagh City Council, including invoices, receipts, accounts, bank statements and evaluation reports.
- Successful applicants in any given year should not presume continued support in subsequent years.
- Evidence that the project is not of a commercial nature or organized on a profit / commercial basis
- Evidence that the projects administration/equipment costs are proportionate to the overall programme costs
- Evidence that the application is not for trade or professional conferences / conventions
- Evidence that the application is not primarily fundraising for charitable purposes, or deploying potential sources of income to a charity
- Evidence that the application is not for a social event that has no community benefit
What is not eligible for funding
We do not fund organisations that are:
- not formally constituted, in other words, they do not have a constitution or memorandum and articles of association
- not operating on a not-for-profit basis (taken from the constitution or memorandum and articles of association) as we cannot support commercial projects or projects that could be carried out commercially. If, in the reasonable opinion of the council, the organisation applying for funding is a de facto commercial organisation, whatever the legal make-up of the organisation, then the Council shall not fund that organisation. The decision of the council shall be final in this regard.
- able to share out profits (taken from the constitution or memorandum and articles of association)
- not prepared to share learning from their project with us and other relevant groups
- Local authorities or public-sector organisations
- Local authorities, public-sector organisations or regional voluntary organisations with a focus wider than LCCC area
- Groups whose primary focus in not community development, this includes groups who deliver community development outcomes however have a different core focus. i.e sports, arts, religious & culture
- In operation for less than one year
Projects that:
- take place outside of the Lisburn & Castlereagh City Council area
- provide no potential benefit to the public, either in the short or long term
- are of a commercial nature, organised on a profit / commercial basis
- are aimed at funding the normal running costs of a community organisation
- have already taken place or are already under way at the time of the assessment
- duplicate what already exists
- are party political in intention, use or presentation
- promote a particular religion
- are primarily fundraising events, for charitable purposes, or deploy potential sources of income to a charity
- are contrary to any Lisburn & Castlereagh City Council policies
As well as the above, the following are considered ineligible for all grants:
- Application forms that are not completed
- Projects by individuals/sole applicants
- Contributions towards general appeals
- Funding towards campaigning around a single issue
- Activities related to the promotion of religion or political parties
- Areas of statutory responsibility or where such funding has been withdrawn
- Retrospective payments or the repayment of loans
- Awards ceremony or industry events
- Holiday schemes
- Organisations that are in poor financial health or cannot show effective financial control
- Organisations who have previously received a grant from us that was not managed satisfactorily or was not completed. This includes if you did not send us the monitoring and evaluation forms within the agreed timescales or if you did not seek approval for changes to your project.
- Overheads allocated or apportioned at rates in excess of those used for any similar work you carry out
- Building/capital costs
- Costs which are not clearly linked to the project
- Costs that are poor value for money, or procured outside of Lisburn & Castlereagh City Council’s procurement guidelines (services or items under £1500 require 2 – 3 written quotes)
- Costs that are already covered by other funding or income sources
- Costs related to private or unfunded pensions
- Amounts for gifts and donations
- Reclaimable VAT
- Alcohol
- Prizes and trophies
- Funding towards uniforms
- Equipment costs unless they have an on-going use throughout the project and are essential and necessary to complete the project
The financial support available through this grant may not cover all costs associated with the requirements of the group for the development of your project. Where this is the case, the criteria will require the organisation to cover any shortfall from their existing resources. Match funding is not a pre-requisite for the submission of applications.
Application process
A panel made up of representatives of Council officers will review all eligible grant applications and make recommendations to Council based on the results of an assessment process.
The Assessment Process
Section 1 & 2: Organisation eligibility and governance
Applications received shall initially go through an eligibility and good governance check, based on the information provided in Part 1 & 2 of the application form.
Each section will be marked as ‘pass’ or ‘fail’ based on your answers and supporting documentation/evidence. All sections must be rated ‘pass’ for an application to move on to the next phase of assessment.
Section 3: About the programme
Section 3 will be assessed drawing on the evidence you provide in relation to each of the questions asked. Each question will be given a score out of 5 as follows:
1 Very little, weak or irrelevant evidence presented
(Proportionate to scale)
Each question will be weighted to reflect its importance. This means the score is multiplied by the weighting number to give a weighted score.
Section 4: How will you deliver
Section 4 will be assessed drawing down on the evidence provided in relation to each question asked. Each question will be given a score out of 5 as above.
Section 5: How much money do you need
Please detail all programme expenditure. Each question will be given a score out of 5 as above.
Section 6: Details and Declarations
Ensure all documentation is attached and signed by two members of the organisation.
THE ALLOCATION PROCESS
THE ASSESSMENT PROCESS
Scoring system overview
| SECTION 1 & 2: ABOUT YOUR ORGANISATION | ||
|---|---|---|
| All sections must pass to move to Section 3 | Pass / Fail | |
|
SECTION 3, 4 & 5 |
Max weighted score |
Pass mark to move to next section |
| Programme Details | 35 | 17 |
| Capacity to deliver | 45 | 23 |
| Funding requested | 20 | 10 |
| Total score | 100 | |
| SECTION 6: DETAILS and DECLARATION | Pass / Fail |
SECTION 1 & 2: ABOUT YOUR ORGANISATION
| Pass / Fail | |
|---|---|
| Legal name of organisation | Name reflects governing document |
| Based in Lisburn & Castlereagh | Statement that funded service is 100% in LCCC |
| Date formed | Date of incorporation on document is more than 12 months ago |
| Contact for the group | Clear contact details for organisation |
| Contact details for group | Organisation has a registered address |
| Charity Number | Registered with Charities Commission NI OR Pending registration |
| Main Purpose of Group | The description reflects the purposes set out in the governing documents |
| The organisation’s role is consistent with community development defined by NOS (see also D1) | |
| Premises | Clear indication of type of premises |
| Number of people involved in running organisation | There are three or more Board members |
| The total number of people running the group appears reasonable given the nature of the group’s usual work | |
| How do you recruit / replace committee members | There is evidence that committee roles and volunteering opportunities are open to members of the community. (e.g. AGM, word of mouth, advertising) |
| Ensuring committee members and any other volunteers have the skills they need | There is evidence that the group recognises and addresses skills needs (e.g. mentoring, training, buddies) |
| Ensuring committee members and any other volunteers have the skills they need | There is evidence that the group recognises and addresses skills needs (e.g. mentoring, training, buddies) |
| Bank Account / Signatories | At least two unrelated people to sign any withdrawal |
| Most recent audited signed accounts | Accounts less than 18 months old |
| Insurance | Evidence provided |
| Policies | All appropriate policies provided e.g. H&S Safeguarding etc. |
IF ALL PASSED, APPLICATION CAN MOVE TO SECTION 3
SECTION 3: ABOUT YOUR PROGRAMME
| Evidence | Weighting | |
|---|---|---|
| Programme | Clear outline of programme / project and what they hope to achieve | 3 |
| Need and response | There is evidence of proportionate efforts to demonstrate needs and to shape the work on input from | 2 |
| Work in Partnership or complement the work of others | There is evidence the group is aware of other services and can identify the gaps it fills or added value it brings (e.g. different people, locations, particular approaches, skills, experience ) | 1 |
| Activity, dates and number of participants | Clear indication of activities, dates of when activities will take and number of participants | 1 |
REQUIRES A MINIMUM SCORE OF 17 TO PASS AND MOVE TO THE NEXT SECTION
SECTION 4: DELIVERY
| Evidence | Weighting | |
|---|---|---|
| Capacity to deliver | The number of people and their roles, skills, past experience. | 3 |
| Promotion | There is evidence the group is aware of appropriate means to communicate with intended users or participants and has a system in place to do this. There is evidence of thought being given to reaching specific groups as relevant to the list of main beneficiaries. | 3 |
| Barriers | There is evidence the group has thought about what may stop people taking part and has made reasonable plans to address them e.g. timing, cost, physical, sensory or intellectual access, transport, culture. | 2 |
| Risk management Contingency Plans | There is evidence that the group has considered and identified those risks most likely to occur and have the greatest impact and has taken reasonable and proportionate steps to manage them. | 1 |
REQUIRES A MINIMUM SCORE OF 23 TO PASS AND MOVE TO THE NEXT SECTION
SECTION 5: FUNDS & VALUE FOR MONEY
| Evidence | Weighting | |
|---|---|---|
| Funding needed | The funding requested falls within the rules and parameters of the scheme. | 1 |
| The budget adds up, appears to cover key elements and is proportionate to the scale of work and the nature of the needs of users or participants. | ||
| Other sources | There is evidence that the group has made efforts to raise funds from elsewhere and is meeting with some success. | 2 |
| There is evidence that LCCC funding will leverage funds from elsewhere across the three years. | ||
| Value for money | The funding requested offers value for money given the number of people engaged and the nature of the needs being met. | 1 |
REQUIRES A MINIMUM SCORE OF 10 TO PASS AND MOVE TO THE NEXT SECTION
SECTION 6: BANK DETAILS AND DECLARATION
| Pass / Fail | |
|---|---|
| Account information | Details completed |
| Details for signatories given | |
| Acknowledgment Agreement | Accepted with signatures, below |
| Declaration | Signed by contact |
| Signed by a member |
APPLICATION WILL PROCEED TO ALLOCATION IF SECTION 6 IS COMPLETED IN FULL
Application process continued
The required supporting documentation must be sent with the application unless we have received it in the last 12 months and no changes have been made to it.
Before applying, please check that:
-
your organisation is eligible to apply;
-
your application meets the priorities of this fund;
-
you have completed every question on your Application Form;
-
you can provide all the information we ask for as part of the application process.
Once your application is received, we will:
- Perform an Eligibility Check on your application and then assess it against the key themes of the grant, as highlighted in the PROGRAMME CRITERIA section above;
- Contact you with questions should we need to, so please keep a copy of your Application Form for your reference;
- Not assess your application if it is incomplete.
If your project is successful, we will:
- Send you a Conditional Offer and our Terms & Conditions of Grant by email for your organisation to sign and return to the council;
- Clearly indicate the eligible expenditure for the funding offered;
- As a condition of the awarding of a grant contact details may be included on committee reports which will be accessible to the public e.g. your group name;
- Request the grant to be acknowledged through the inclusion of the official Lisburn & Castlereagh City Council’s logo on all related promotional material associated with the project and that an Elected Member or Council Officer from Lisburn & Castlereagh City Council, is invited to the event/activity to which the grant is awarded.
- Request the applicant submit relevant promotional material of their project to share on its social media platforms.
If your application is unsuccessful, we will:
- Contact you by email informing you of the reasons why your application has not been successful, for which there is no right of Appeal.
Proposals must comply with relevant government, public health and licensing guidance and regulations. Any activity outside the set timescales or guidance and regulations will not be eligible for funding.