Community Facilities Grants - Applicant Guidance Notes 2024/25

Charnwood Borough Council supports a diverse and thriving voluntary and community sector which provides opportunities for regular volunteering and to work in partnership with the Council to deliver projects and services in an effective, local, community-led manner as an addition to those provided directly by the Council.

The Charnwood Community Facilities programme aims to provide financial support to eligible Voluntary and Community Sector organisations and Sports and Physical Activity organisations that require additional capital funding towards updating, improving or refurbishing community facilities. The purpose of the grant is to ensure facilities are fit for purpose and allow provision of community-based activities.

This programme supports the renovation, improvement and new provision of community buildings including building works, extensions, updating facilities eg kitchen, toilets.

In addition external enhancement of adjacent outside space e.g. disabled access, verandas, patios, play areas, storage, improved access. 

The grant does not cover costs of feasibility studies, architects, surveyors, specialist survey fees or the cost of planning applications.

The grant does not cover drainage or subsidence issues.

It is not for routine maintenance, equipment or freestanding appliances such as cookers, fridges, freezers or dishwashers or semi-permanent outbuildings eg sheds.  However, it can fund integrated fund hobs and ovens in a new kitchen.

Projects must demonstrate wider-community benefit and need and provide a robust business case showing how the grant will benefit the organisation and it’s beneficiaries e.g. income growth through increase uptake of services, activities, and venue hire by the general public, charities, voluntary and community organisations and other support agencies and explain how your project is different to other existing provision. Not for the sole benefit of membership organisations and clubs. 

Please note:

• There will be two grant rounds during this year April 2024 – March 2025:

2024/25	Round	Opening Date	Closing Date	Decision Due
Facilities Grants	1	Monday 15 April 2024	5pm Friday 10 May 2024	w/c 22 July 2024
Facilities Grants	2	Monday 21 October 2024	12 noon Friday 15 November 2024	w/c 27 January 2025

• Community Facilities grant funding is subject to an upper limit of £20,000 and to a maximum of 50% of the cost of any one application. Proof of matched funding of the other 50% needs to be demonstrated. In all cases grant amounts are dependent on the resources available for distribution.
• If the total project cost is greater than the amount being applied for, details of other sources of income, including grants, fundraising and membership subscriptions etc, which will be used to cover the full project cost must be provided. 
• It is advised that if this is a phased project that the grant will only fund toward one phase, up to a maximum of £20,000 and that there is evidence that full funding has been allocated to complete the project.

Here are some examples:

Example 1

Full project costs £40,000

Charnwood Grant up to £20,000

Applicant match funding £20,000

Example 2

Full project costs £15,000

Charnwood Grant up to £7,500

Applicant match funding £7,500

Example 3

Full project costs £50,000

Charnwood Grant up to £20,000

Applicant match funding £20,000

Applicant provides evidence of additional £10,000 to complete project

• We expect there will be a high number of applications to this fund, therefore the financial position of organisations will be taken into consideration as part of the decision-making process.  Applicants will be asked to confirm current levels of reserves and will be asked to confirm why any significant surpluses at the bank, minus restricted and allocated funds, cannot be used instead of applying for a grant.

1. Organisation Eligibility

To be eligible to apply charities, voluntary and community organisations, and sports clubs / physical activity groups must:

• Be operating in Charnwood and working with local people
• Be 'not for private profit'
• Be not for the sole benefit of membership organisations and clubs
• Have a constitution / set of rules / articles of association and can confirm legal status e.g. CIC, Amateur sports club, Limited by Guarantees
• Have a bank account in the name of the organisation with more than one signatory not related or co-habiting, and have available two most recent bank statements from ALL accounts.
• The organisation to which the application relates should not be exclusive: it should allow access to, or use/participation by, the general public. There must be no restriction on membership (unless the group is for a specific age range eg Under 8s football or vulnerable group where restrictions may apply for safety reasons) by any organisation to which a grant is to be made. Membership must be open to the general public and not refused on grounds of gender, race, disability, sexual orientation, occupation, religious, political or other beliefs.
• Comply with the Prevent Duty requirements. The Counter Terrorism & Security Act 2015 places a duty on certain bodies to have ‘due regard to the need to prevent people from being drawn into terrorism’ in the exercise of their functions. (www.gov.uk/government/publications/prevent-duty-guidance)

Organisations we cannot fund:

• Political organisations
• Statutory bodies, including Town / Parish Councils
• Statutory funded provision e.g. health services, educational establishments (excluding Parent-Teacher Associations providing extra-curricular activities / equipment for the benefit of the wider community)
• Grants to private / commercial sector organisations
• Grants to individuals

Examples of ineligible projects:

• Retrospective funding for projects which have already started or taken place or items which have already been purchased
• Exclusively religious / political activity. Works to religious buildings are excluded except those which fulfil a substantially wider community role beyond the confines of religious practices.

2. Application Eligibility

The Council have identified key priorities and aims set out in the Council’s Corporate Plan. Applications should fulfil at least one of these aims:

• Homes and Communities
• Environment and Climate Change
• Economy and Growth

Our corporate strategy

Community buildings include:

• Community centres
• Village halls
• Community sports buildings which are available as a community venue to non-members of your organisation / club for community activities and private functions.
• Other community buildings which are a focus for their communities and house a range of activities and services to meet those communities’ needs e.g., libraries; clubhouses; church halls. This is not an exhaustive list so please check if unsure.

What we can fund:

The following are examples of items of expenditure that could form part of your project. The benefits these improvements would bring to the community must be demonstrated:

• Extensions
• Internal reconfigurations
• Refurbishment of toilets, kitchens and changing rooms
• Replacement of external / internal doors
• New roof and roof refurbishment which includes insulation
• Damp proofing improvements which help to increase energy efficiency
• Improve disabled access
• External enhancements e.g. verandas, patios, play areas, storage, improved access

This is not a exhaustive list of examples, so please contact the Grants Team if you need something and are not sure if it’s eligible.

We cannot fund:

• Building projects which have already started
• Routine maintenance, defined as simple, small-scale activities (usually requiring minimal skills/ training) associated with regular and general upkeep of a building, equipment, machine, plant, or system against normal wear and tear
• Any improvements to car parks, parking areas, landscaping or temporary buildings such as sheds.
• Purchase of land or buildings
• Buildings where the ownership is not established or where there is less than 25 years secure lease in place
• Architects, surveyors and specialist survey fees
• Costs for feasibility studies or planning applications or project managers’ fees

This is not an exhaustive list of examples, so please contact the Grants Team if you need something and are not sure if it’s eligible.

3. Application Form

Applications for grants are made via the online form. Guidance on the questions on the application form can be found below:

Community Facilities Grants applicant form guidance

4. How your application will be assessed

When assessing your application the Council will consider the following factors:

Strong evidence of need:

• How have you identified and evidenced the need for this project? Eg community consultation, location, target group/groups/local support/volunteers
• How does the project benefit the residents of Charnwood? Provide specific details of key groups/services/location/accessibility
• Is there strong local support and volunteer input and opportunities?
• How broadly-based in the community is your organisation and what local support does it have?
• How does or could, your project contribute to sustainable development and Charnwood’s Carbon Neutral target.
• How does the project contribute to the key priorities of the Borough Council’s Corporate Plan?  These can be viewed at Our corporate strategy
• Evidence of how this project meets the aims and objectives of your organisation
• Please provide your organisation’s business plan and include financial plan/running costs for managing the project once completed.
• Evidence how you will measure and evaluate the success of the project.  An impact report will be required 6-months after completion of the project.

Sustainable Development

• Please provide evidence where your project balances economic, social and environmental needs.
• Charnwood has set a target to be a carbon neutral authority by 2030 and has committed to include climate change as a consideration in all decision making.
• As part of your application, you will evidence (where relevant) that you have considered and identified opportunities within your project that help improve sustainability and reduce the impact of climate change.
  • Provide improved local amenities and facilities for local people
  • Reuse or conserve existing buildings or make external enhancements
  • Minimise the use of energy, water and other natural resources
  • Use and or encourage the use of renewable energy and materials
  • Encourage waste reduction, recycling, composting and the use of recycled materials
  • Links to local supply, production and services
  • Preserve and help enhance local heritage, landscaping quality and local diversity
  • Preserve the quality of open spaces and wildlife areas
  • Supports the Councils local travel and transport plans www.charnwood.gov.uk/localtransportplans

Financial planning

• What balances and reserves do you have available?
• What proportion of the cost of the project is the Council being asked to fund?
• If this is a phased project, please demonstrate where the Council’s funds will be used and the timeline for the whole project completion. 
• How will you meet the additional costs to match fund the Council’s 50% contribution?
• Has the total cost of the project been identified, and other funding obtained / pledged to enable the project to begin? Please provide the full, comprehensive cost plan to evidence the financial need.
• Have you identified a timetable for the project? Please provide proposed start / finish dates
• Have appropriate plans and drawings for the project been prepared?
• Have you secured appropriate comparative quotations from at least 2 suppliers (projects up to £7500) or 3 suppliers (projects over £7500).
• What contribution will volunteers make to the delivery of your project?

5. Supporting documents required

All applicants need to provide additional information. Please ensure the following documents are available to submit with your application and note we may not be able to consider your project for funding if you do not submit all the essential information required by the application deadline.

• A copy of your governing document e.g. constitution / terms of reference / memorandum of articles.
• A copy of your current business plan if it references the project you are applying for or a separate project financial plan.
• A copy of your latest audited or independently examined accounts or twelve-month income and expenditure statement.
• Two most recent bank statements from ALL accounts.
• Working with children / adults at risk safeguarding policy or policies if your project involves working with children and / or adults at risk)
• Health and Safety Policy (if you employ five or more staff).
• Equality and Diversity Policy

In addition we require:

• Comparative quotations You will provide comparative quotations for building works: services; fittings from at least 2 suppliers (projects up to £7500) or 3 suppliers (projects over £7500).
• One quote is sufficient for suppliers of specialists building works: services and fittings. Please contact us to discuss if quotes are difficult to obtain
• Alternatively, where projects have gone through a tender process the relevant part of the tender that relates to the application is provided
• Evidence of security of tenure e.g., length of lease agreement and landlord’s consent.
• Confirmation of Building Regulations approval and / or planning permission required for the building works within the scheme.

6. Application timeline

1. When a completed application is received it will be referred to relevant officers for assessment. A Councillor(s) whose Ward(s) may benefit from your project may be consulted about your application.  Comments from this consultation will be considered when the application is assessed.
2. The application and completed assessment will be referred to the Council’s Cabinet.  Each application will be considered on its merits and meeting the minimum criteria is not a guarantee that a grant will be made.
3. Applicants will usually be informed in writing of Cabinet’s decision ten days after the relevant Cabinet meeting.
4. A written confirmation of an offer of grant aid and funding agreement will be sent to the applicant. Work can begin on the scheme, provided all other consents and permissions have been secured (for instance, planning permissions or building control permits). Work should not begin prior to this approval.

7. General Conditions

The grant award letter / funding agreement will set out any specific conditions attached to a grant approval e.g. where eligible and ineligible costs need to be clarified. The following conditions apply to all approved project:

• Work should commence on the project within twelve months of being awarded the grant.
• Subject to our approval, interim payments can be made as each element/phase of work is completed.  We may ask you for further information, including copies of invoices and a site visit if needed, before agreeing to release an interim payment and to confirm future delivery of activities.
• Any changes to the project or activity for which the funding was originally granted will require new approval.  If there are any changes the organisation should contact our Grants Team. Failure to do so could result in non-payment
• The Charnwood Borough Council logo must be included on all publicity material relating to the project or activity. To obtain an electronic or hard copy of the logo please contact the Communications Team on 01509 634989 or by e-mailing communications@charnwood.gov.uk.

If you do not comply with the conditions attached to a grant the Council may seek to reclaim some or all of the grant awarded.

If the organisation is VAT registered, then VAT is reclaimable by the organisation. The grant allocation will be based on a percentage of the NET cost of the project.

If the organisation is not VAT registered, VAT is not reclaimable by the organisation. The grant allocation will be based on a percentage of the GROSS cost of the project.

8. Further information

It is advisable to check your project is eligible prior to submitting an application by contacting Tina Robinson VCS Development Officer tina.robinson@charnwood.gov.uk or telephoning on 07710 068 920. For any queries regarding this grants programme, please contact the Grants Team by email grants@charnwood.gov.uk

The full range of Charnwood Community Grants can be viewed at www.charnwood.gov.uk/commfacgrants. It is our aim to help support you with finding the appropriate funding for your project - the web page above gives information about other potential sources of information. 

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