Grant Conditions

The following conditions apply to all grant applications and grant awards made:

4.1     All prices given in the grant application must be the expected level of costs. No allowance for inflation will be made once the grant has been awarded.

4.2     Any offer of financial assistance made by the Council in excess of £3,500 will be subject to the receipt of three written quotations, otherwise a single written quotation will suffice.

4.3     Applicants must demonstrate that any necessary consents can be obtained in order for their project to proceed (e.g. highway, planning, landlord, etc).

4.4     In the event that land purchase is involved, there must be a willing vendor.

4.5     Applicants will be expected to show other sources of funding towards the total cost of the project. This could be from local community (e.g. businesses, Parish/Town Councils and fund raising) or from other grant aid.
When applications are made in connection with Lottery funded projects, the Council will only provide up to 50% of the minimum partnership funding required by the relevant Lottery body (except Awards for All).

4.6     Applicants must note that applications for grant-aid are accepted on the understanding that in the event of the Council establishing that money is owing to the Council from an applicant any Grant that may have been approved will be withheld.

4.7     Payment of grants will be made directly to the organisation undertaking the project and not to a contractor. Grants will be paid in arrears after submission of appropriate receipted invoices. Where the full amount of expenditure, as shown in the costing section of the Application Form, has not been met the amount of the grant will be reduced by a proportional amount e.g. if a grant of £100 is given to a project that is estimated to cost £1,000 and the project turns out to only cost £900 i.e. 10% less, then 10% will be deducted from the £100 thus giving a grant of £90. In exceptional circumstances, the Managing Director will have the authority to pay against bonafide invoices from contractors prior to organisations having to make payment.

4.8     VAT will not be paid to any organisations that are VAT registered.

4.9     Grants must be taken up within 12 months of the offer. Extension of this period will only be made in exceptional circumstances by application to the relevant grant scheme manager. In the case of Lottery funded projects the Council may offer an award valid for up to two years.

4.10     Applications are only valid for one financial year.

4.11     Retrospective applications may not be submitted.

4.12     Following an offer of a grant any modifications to the project must be notified to the Council in writing and approved in advance of the works being done. If such modification is of a major nature and/or changes the nature of the application, then a fresh application will have to be submitted to the Council within 12 months of the grant offer being made.

4.13     Loss in revenue from lettings or any additional costs incurred, e.g. the cost of using alternative premises while grant aided works are being carried out, are not eligible for compensation from the Council. Applicants should plan their projects accordingly to minimise such problems.

4.14     Applicants must ensure that any revenue consequences of their project will be met from sources other than by the District Council

4.15     The offer of a grant from the Council does not convey approval of technical, legal, financial or other matters relating to the project, which will remain the responsibility of the applicant. The Council cannot accept liability for any misjudgements by applicants regarding the budgeting, design, technical standards or any other aspects.

4.16     Where projects involve elements of construction, applicants should endeavour to utilise local labour and local crafts men and women.

4.17     The Council will inform all applicants of the result of their application in writing within seven working days of the Council’s decision. Successful applicants will receive a letter detailing the level of grant awarded and any conditions thereon.

4.18     The Council reserves the right to inspect the property or organisation under consideration before, during and after the project and will wish to be satisfied with the standard of works/materials before any grant is paid.
The Council also reserve the right to require the applicant to provide further information about the project at any time and to participate in joint promotional activities.

4.19     The Council may require repayment of all or part of the grant if the asset created is disposed of or undergoes a significant change of use within five years of completion of the project.

4.20     Capital awards will be subject to a community use agreement, where appropriate.

4.21     Where grants are offered for village hall projects, in return the Council reserves the right to use village halls for election purposes at an appropriate charge providing adequate notice is given.

4.22     An Evaluation Form will need to be completed by all successful applicants.