CORNWALL AND ISLES OF SCILLY COMMUNITY GRANTS PROGRAMME
Frequently Asked Questions
The following are a selection of the Frequently Asked Questions (FAQ) asked by applicants. This document is for guidance only. The answers are correct according to the information the Accountable Body has received to date.
Q. Can you say a little bit about the three organisations involved in the community Grants programme?
A. The Grant Programme is being delivered by 3 organisations, with each one focusing on a specific element of delivery.
Cornwall Development Company (formerly Cornwall Enterprise) is the accountable body for the programme and will produce the contract letters, manage the claims and monitoring process and issue payments to projects.
Cornwall Community Foundation undertake the application process and will carry out the assessments of projects and make recommendations to the decision making panel.
Cornwall Rural Community Council will provide support to applicants where needed to help them with applications to the programme.
Q. Are we on your mailing list to receive more information now that we have attended this seminar?
A. Yes, we will circulate any relevant information to you.
Q. Is there a definition of “small”, as in “small charitable organisations”?
A. No, there is no absolute definition of small in this context. Traditionally for the Community Grants, small refers to an organisation with an annual turnover of under £50,000. However, the Learning and Skills council have a much higher threshold (standard SME definition), so for working purposes, there is no absolute definition of small within the Community Grants programme. However , there may be occasions when priority will be given to smaller organisations if a decision has to be made on two very similar organisations as this programme is also aimed at assisting organisations that do not normally access mainstream ESF funding to be strong enough to do so in the future.
Q. I work for a Housing Association, but I have a project for a smaller section of it. Would I be measured by the size of my main organisation or a smaller one?
A. Unless you are constituted separately, you would be measured by your main organisation and we would review your situation, according to your circumstances, taking in factors such as free reserves. The smaller organisation would need to have a separate constitution, bank account and management committee for it to be regarded as the organisation managing the grant.
Q. Do you prefer bids from individual organisations or do you gain “bonus points” for grouping together?
A. No, you do not gain bonus points for grouping together. However if you are submitting a joint bid, we expect that there would be one lead organisation.
Q. Do we have to be a registered charity to apply?
A. No, but you do need to be charitable in your aims, so we will need check your constitution/operating document.
2. Applications
Q. Is there a limit on the number of applications submitted per organisation? For example, an organisation may have an idea for 2 discrete projects.
A. The Community Grants would normally expect one application at a time per organisation and we would advise you to at least have one project approved and started before submitting a further application. The limiting factor is how much money you receive for all of the grants, as this is limited to a total of £12,000 per annum per organisation.
Q. We’ve been looking at a possible project with two locations: 1 market and coastal town and one rural location. Do we need to put in one application or two.
A. You would put in one application but show how the two locations were linked within the project.
Q. I do not have email or access to the internet. How do I get an application form?
A. Ring the Cornwall Community Foundation (01566 779333) and they can send you a hard copy or electronic copy of the forms, depending on what suits you best.
Q. Who do I send my applicant too?
A. Send all completed applications to the following address: Cornwall Community Foundation The Orchard Market Street Launceston Cornwall PL15 8AU
Q. Do we need to fit our answers in the boxes on the forms or can we put in additional sheets?
A. You do not have to stay within the boxes. You can make the boxes bigger and/or use a continuation sheet at the back of the form and put in an additional sheet. However please try to limit your application to no more than 15 pages.
Q. How often do we need to monitor? Is it just at the end of the project?
A. No. we will pay the grant in stages and simple monitoring forms (progress updates) will be submitted with the claims or at relevant stages of the project. Information will need to be collected from individual participants in your project and this is submitted when you have received or collected it.
Q. Is this an outcomes led programme?
A. We do not necessarily use this language, but the LSC would say yes it is and we therefore can’t escape the need for projects and the programme in its entirety to achieve certain “outcomes”. However, we will look broadly at the difference your project makes to the people it is helping. Full support is available to you to help you identify/estimate your achievable benefits or “outcomes”.
Q. So can this be a qualitative, participatory programme and we show you case studies at the end?
A. Yes, you can take that approach and case studies are a good way of demonstrating whether your project achieved what it wanted to but individuals will need to complete simple forms to show how people have moved forward. If you already have your own processes for measuring and recording this, then talk to the team, as you will probably be able to use your own existing methods, and this will be agreed with you at the start of your project, following approval of the grant.
Q. How do you scrutinise a non-accredited training programme in terms of outcomes? Do you want training schedules etc?
A. It does not have to be too complicated. We accept soft evidence (e.g. case studies) alongside hard evidence, but each participant will need to complete an Individual Learning Report.(Short Record) and a distance travelled (RARPA form). This is an LSC requirement.
Q. What is your definition of a referee?
A. A referee is someone who knows your organisation well, but who is not a service user or a relative.
3. Deadline, timetable
Q. What is the deadline for the Community Grants Programme?
A. There is no closing date for applications but projects have to be finished and financially complete by September 2010.
Q. You say you need a hard copy, so does that rule out email applications?
A. We would like an e-mailed copy but cannot accept only email applications as we require original signatures, so we must receive a hard copy of your application.
Q. What is the earliest feasible date to start a project?
A. You are able to start your project from the date of the contract letter. It is envisaged that contract letters will be issued within one week of the decision making panel.
Q. Can we delay the start of our project until say December 2009?
A. Normally we would expect projects to start within three months of the date of the offer, but if you have a valid reason for a delayed start, then you should make your case, either with your application, or following approval if circumstances have changed following the approval of your project. All projects have to be complete by September 2010.
Q. If we have made an application to someone else and we’re waiting for approval, will this effect our application to the Community Grants.
A. Possibly, please let us know all the details.
Q. If we secured a grant for a successful project on this round of funding would if preclude us from making a further application in a future round?
A. No, but you can only have a maximum of £12,000 per annum. You can apply for up to £24,000 over a two year period; however you will only receive £12,000 per year. Please contact the Cornwall Community Foundation if you need further clarification.
4.Beneficiaries
Q. Are organisations dealing with ex-offenders eligible to apply?
A. Yes, provided that they are dealing with people marginalised from the employment market.
Q. Can the beneficiaries of this funding programme be people who are over 65?
A. Yes, there is no upper age limit, as we cannot discriminate in terms of age. However the beneficiaries must want to become economically active.
Q. Do all the beneficiaries on a funded project have to be unemployed or working for 16 hours a week or less or can other people come on the project (i.e. employed for more than 16 hours)?
A. This programme is aimed at people employed for less than 16 hours per week including people who are not working at all.
Q. If the people you are working with are not likely to get a job by the end of the project because of a disability, what do you do?
A. You can concentrate on building confidence and skills (such as IT skills). We realise that some applicants/groups will not be placing people in work directly at the end of their project but just moving people toward employment and the “outcome targets” reflect this.
Q. We’ve done a lot of work with young people trying to get them involved with their communities, would that be appropriate for this grants programme?
A. Yes provided the young people are over 16 years old.
Q. We work with teenage parents and we would be looking to break down barriers to help them return to work, would that be appropriate?
A. Yes, provided the teenagers are over 16 and are not able to access other sources of EU funding.
Q. Have you got any views about the minimum and maximum numbers of people participating?
A. No, It’s really just according to the project and the type of support that people might have.
5. Employment
Q. How do you define employment when you are looking to get people into employment as an outcome of the programme?
A. This is defined as paid work of at least 8 hours a week, either on leaving the project or within 13 weeks of the project finishing.
Q. How long do beneficiaries have to hold on to employment resulting from this programme for?
A. For two weeks.
Q. Does the resulting programme have to be full-time or part time?
A. Either
Q. Does self-employment count as a result?
A. Yes – although evidence of the self employment will need to be provided.
6. Project capacity
Q. If we plan to run a project under the Community Grants programme for say 20 people and half way through the project, more people hear about it by word of mouth and want to join- Can we take them on or do we have to say ”No”?
A. In outline, yes we think you would be able to take them on but there would be no more funding available.
Q. If we have secured funding for a hands-on learning project, are we allowed to take on more people without asking for more money from you?
A. Yes, probably but each participant will also need to complete an Individual Learners Record (ILR Short record) and RARPA form at the start.
Q. If we have a project that in terms of employability fits:
30 people who are unemployed
30 people who are employed for 16 hours a week or more,
can we apply for both groups or can we split the project?
A. You can only use the grant to support people who are unemployed or employed for less than 16 hours per week.
Q. What is the appraisal process? How will applications be assessed against each other?
A. This is a paper based application process. Applications will be assessed by a Cornwall Community Foundation team. During the assessment you are likely to be contacted by the assessors to clarify points on your application. They will make a report to the assessment panel who will make final decisions.
Q. Will the assessment panel be area based?
A. Yes, we have a Cornwall and Isles of Scilly remit. Assessment panel members will cover the whole region to avoid favouritism for one specific place. The assessment panel will include representatives from: Cornwall Development Company; Cornwall Community Foundation, Cornwall Rural Community Council; The Learning Partnership, Cornwall Works.
Q. I have been reading the guidance notes. Are we excluded from funding if we have already received ESF funding.
A. The Community Grants programme does not exclude groups from applying if they have received ESF before or are in receipt of ESF, although the individual beneficiaries on the project must not be in receipt of or taking part in any other ESF funded activity.
Q. We are a new organisation and we do not have two years accounts. Can we submit projected figures?
A. Yes, we are asking for a copy of your most recent audited accounts but we need to know that you will be financially viable to run the project. If you do not have audited accounts you will have to submit your most recent bank statements.
Q. Can we use full cost recovery principles in applying for a grant?
A. This is quite a tricky one, as people using full cost recovery methods often put in percentages and do not break down their costs. Please break down your costs and show us how you work out your figures.
(Note: for an explanation of full cost recovery, please refer to the acevo website( www,acevo.org.uk) but we are not expecting people to use the formula unless they wish to-we just need to know the cost of all items involved in delivering the project)
Q. This community grants scheme seems to be mostly revenue based, what about capital costs?
A. only single items costing up to £1,000 can be applied for e.g. if you wish to purchase a PC the £1,000 limit is for full use i.e. to include keyboard, screen and software for use (including protection such as anti virus and anti spam).
Q. Can we apply for items such as safety boots?
A. Yes, provided they are directly needed to run the project.
Q. We are looking to take training out to people’s homes with computer based training. We have laptops, but our software programmes are out of date. What can we do?
A. If you cannot deliver the project without software programmes, you can apply for them in your application.
Q. Do you count computer software as capital or revenue expenditure?
A. Capital
Q. What about venue costs? Can you charge out for a venue (e.g. room hire) that you already own?
A. Yes, provided the costs are reasonable e.g. cover actual costs incurred eg Heat and light costs and it can be clearly shown as to how the amounts have been calculated and not covered by any other source of funding. You are not able to make a profit from any of the charges against the project.
Q. If a project costs £12,000 to be viable and Community Grants allocates £8,000, what happens if you cannot find the remaining £4,000 – would you have to pay the £8,000 back?
A. It is unlikely that a grant would be agreed in the first place if the project was not viable.
Q. Do we need confirmation from our funders for matched funding?
A. Match funding is not required but if you need other funding in place to be able to deliver the project we will need to see the evidence of this.
Q. We are a small organisation with a successful programme and a grant will cover the costs of our project. We run most of activities on a voluntary basis and will have sufficient funding to continue but only a voluntary basis. Can we still put in an application?
A. Yes, put in the application, we will review it to see if it is viable.
Q. Will you be looking at the costs for individual learners as our costs per learner are very high?
A. You will need to tell us why they are high, for example learners may need one-to-one attention or additional support.
Q. How long do we have to keep our receipts for?
A. We have been informed that you have to keep your receipts until 2020.
Q. When you say keep your receipts do you mean keep them for our records or hand them over to you?
A. Please keep you receipts in case there is an audit the European Union (ESF funding). We realise that this is a long time. We may also undertake spot checks.
Q. Does the total amount of money remain the same for a partnership bid?
A. Yes, the total project costs cannot be more than £12,000.
Q. Is there a chance to part fund a project? For example if we put in for £2,000 would you fund us for £1,000?
A. Yes, the minimum amount you can apply for is £1,000.
8a Reserves
Q. Our building needs a new roof, so we have money set aside in reserves. Would you count that?
A. If you have money set aside in reserves for a reason, please tell us about it.
Q. We are a large organisation with high reserves which are being used to pay my salary. Would we be able to apply?
A. You can apply but this is difficult as this will be a competitive programme and organisations that really need the funding will be given priority
9. Nationality
Q. Can asylum Seekers be beneficiaries
A. The legality of their status needs to be clear.
10. Individual Learning Reports(ILR) and RARPA forms
Q. Will we have to fill in Individual Learning Reports (ILR)
A. We have been advised that each beneficiary will need to have completed ILR. We are advised that this will be the Short Record. Upon approval of your grant you will be contacted by the Cornwall Development Company, who will provide you with support and advice in terms of the monitoring and claims processes, they are there to help you with all of the required forms for the programme. We are also likely to run additional training sessions for approved projects.
Q. Does the Individual Learning Record need to be filled in by the individual or by the organisation?
A. By the individual, although a member from the organisation can help the individual.
Q. Will you be able to make the forms accessible for people with learning difficulties?
A. All individuals filling in the forms should be assisted by a support worker to ensure that the forms are filled in correctly.
Q. Do you need to fill in the Individual Learning Report at the beginning and the end of your project?
A. You need to fill in the Individual Learning Report at the beginning of your project, update it regularly and at the end. You will be required to submit a copy of the form when it is first completed by the individual, and then submit the original form upon completion of the activity by the individual. You should retain copies for your own records.
Q. Do we have to complete Individual Learning Reports and RARPA in addition to our monitoring forms?
A. Yes. The monitoring forms for the project will only provide basic update information on the progress of the project overall.
11. Confidence building
Q. Do you have any interesting models in confidence building which we can follow? (SD)
A. No we do not have any set models. However, there are lots of examples of previous projects we have funded under a comparable scheme, Community Futures Fund. We can provide you with good examples of projects on request.
Q. I have a question about confidence building and that side of things, would a project encouraging people into volunteering be appropriate?
A. Yes, provided you are moving people towards the active employment market.
12. Funding advisers
Q. Is there a local funding advice worker who we can contact to help with our project?
A. Yes, please contact the Cornwall Rural Community Council for more details.
13. Other questions
Q. What is the geographical restrictions of the programme?
A. All projects have to based within Cornwall or the Isles of Scilly. Another version of the Community Grants programme is operating across the rest of the South West, which is being delivered through the South West Foundation.
Q. I am taking part in an ongoing project. Are you happy to receive an application towards the cost of this or must it be a new project?
A. All projects must have a defined beginning, middle and an end, and should not have started prior to any offer of grant being made by the programme.
Q. What level of need are you looking for? For example, do we need to tie into the regional strategy?
A. There is no requirement to tie in with the regional strategy. Identifying need at a local level is fine but do show us how you have identified the need.
Contact Details
For help in completing your application to the Community Grants Programme
Contact will be Paul Green (Social Inclusion Team Leader) on 01726 821945, e-mail paul.green@cornwallrcc.co.uk
For making applications to the Community Grants Programme and queries about when decisions are likely to be made, e.g. panel dates
Contact details: Grants Team - Kirsty Martyn or Donna Martyn (Grants Coordinator & Grants Administrator respectively)
Tel: 01566 779333 email: Kirsty.martyn@cornwallfoundation.com, donna.martyn@cornwallfoundation.com
Or a generic email: grants@cornwallfoundation.com
For queries on approved projects and the claims and monitoring processes
Contact the Fund Team
Email fund.team@cornwalldevelopmentcompany.co.uk
Tel: 01209 611106