Policies & Procedures

MAREHAM LE FEN PARISH COUNCIL

Grant Awarding Policy

This policy was adopted on 17th August 2022 Minute 160/22.

1. Introduction

1.1. Mareham le Fen Parish Council will consider allocating a sum of money each year to be awarded in grants to organisations for projects that will be of benefit to the residents of our Parish within the annual budget. This policy document has been drawn up to demonstrate a fair and transparent process for grant awards.

1.2. The Council can only award grants using certain legal powers; specific powers allow the Council to provide funding for specific activities or projects which Members feel will be of benefit to the Mareham le Fen Parish Council area, for example, grants to a sport club, for a music festival or towards community celebrations of national special events such as a Jubilee, State Funeral or Royal Wedding. Where no other power is available, the Council may decide to use its power under Section 137 of the Local Government Act 1972, to award a grant where it feels that to do so will benefit some or all its residents or some or all of the parish.

1.3 This policy can only allow grants that would be lawful. The policy cannot be used to override legal prohibitions for any particular grant award. 

2. Applications for Grant Funding

2.1. To qualify for a grant, an organisation must submit a written request (handwritten, typed or email are acceptable) to the Clerk of Mareham le Fen Parish Council clearly stating the name of the organisation applying for the grant, the purpose that the grant is being applied for, the amount of the grant needed and other financial information about the project, event or service. 

2.2. The applicant must be able to demonstrate that any funding provided by the Parish Council will be of benefit to the parish of Mareham le Fen, and its inhabitants. The Clerk may ask for clarification, further information and evidence to be provided by an applicant prior to consideration by the Full Council or if the Parish Council decides it needs more information and evidence when it is debated at a Parish Council meeting.

2.3. An applicant may be invited to present or speak about the application and the purpose for a grant usually at the meeting the application will be considered, however, this is not mandatory. Parish Councillors may wish to ask questions and clarify information provided before they start to debate the application or consider a motion in accordance with Standing Orders.  Councillors may defer further debate on an application to another meeting to allow more information or evidence to be obtained.

2.4 Only one application can be made by an organisation in each financial year (1st April to 31st March).

3. Factors to be considered by the Parish Council in deciding whether to award a grant

3.1. The Parish Council will not normally make grants to organisations outside of the parish unless it can be demonstrated that there are direct benefits to the parish.

3.2. It is anticipated that most applications should usually be for ‘one-off’ grants which will not result in recurring expenditure to the Parish Council as future grants cannot be assumed will be awarded in a future financial year.  However, where there may be a need for recurring grants this should be indicated in the application with a clear explanation why this need arises and the benefits to the community that any ongoing grant may bring.

3.3. Other factors that the Parish Council will take into account when considering a grant application include;

• 3.4.1. Whether the Parish Council has the power to make this grant.
• 3.4.2. Whether the applicant has demonstrated some degree of fundraising on a “self-help” basis.
• 3.4.3. Whether the applicant has applied to other bodies for funding for the same project.
• 3.4.4. Whether the organisation or group could reasonably have been expected to obtain sufficient funding from another, perhaps more appropriate source.
• 3.4.5. The viability of the project and the risks associated with either awarding or not awarding a grant.
• 3.4.6. How well the grant will meet the needs of the community, providing positive benefit to the inhabitants
• 3.4.7. Whether the costs are appropriate and realistic.

3.5. Grants can only be awarded by resolution of the Full Council and are dependent on the availability of funds and the suitability of the application.

3.6. Grants will not be made retrospectively and cannot be made to individuals or profit-making companies and organisations.

4. Terms and conditions

4.1. The amount of the grant awarded will be at the discretion of the Parish Council.

4.2. All applications will be considered on their merits.

4.3. Grants will be awarded to voluntary groups and societies, clubs, not-for-profit organisations, charities operating in the parish where the benefit will be for this area.

4.4. Grants will not be awarded to individuals or to regional or national charities unless it is for a specific project in the parish or where there will be benefit to the parish.

4.5. The purpose for which the grant is made must be in the interest of the parish or any part of it or all or some of the inhabitants of the parish. The benefit to the area or inhabitants must be commensurate with the expenditure.

4.6. Groups from outside the parish who can demonstrate direct benefit to the parish, or its inhabitants, are eligible to apply.

4.7. The Parish Council will take into account any previous grant made to an organisation or group when considering a new application.

4.8. Grants will not be awarded to or for any commercial venture for private gain.

4.9. Retrospective applications will not be funded where the expenditure had been made, the project has been carried out or the event has taken place.

4.10. All grants will be conditional upon submission of audited accounts and/or supporting documentation detailing costs of capital expenditure, project or events for which the funding is being sought to demonstrate that the grant has been spent in the specified manner.

4.11. If the grant is put to purposes other than those for which it was awarded without the prior approval of the Parish Council (and this approval must be recorded in the minutes of a parish council meeting – a verbal approval from an officer or councillor is not sufficient), the recipient organisation or group will be required to repay the grant to the Parish Council.

4.12. Organisations are welcome to apply for grants in subsequent financial years, regardless of the outcome of previous applications.

4.13. Any refusal of a grant application, for whatever reason, is not to be taken as a comment by the Council on the worthiness of the cause or the work of the applicant organisation and the parish council will not provide reasons for its decision.