Community Buildings Capital Fund grant application guidance notes

Detailed guidance for completing the application form

To apply electronically, you must have a valid email address.

Applications need to be submitted electronically using the link at the bottom of this page.
You will see confirmation of your application and a grant reference number upon submission.

We recommend that you create your answers in a Word document. This will allow you to copy and paste the information into the online application form. The online application will time out after approximately 2 hours so make sure you select the ‘save the application for later’ option.

If the application times out and you have not saved it you will lose all the information entered. Once you have selected this save option and re-confirmed your email address, you will be logged out of your application and sent an e-mail with a link. The link will take you back to your saved application. Your application will be removed from the database after 30 days of the last save for later date (if you do not save your application within a 30 day period it will be removed).

We also ask you to read all the guidance notes as we require additional information in some questions.

Contact details for you organisation (Questions 1 to 6)

This is the main organisation that would be responsible for the grant.

Question 1 Department/Grant Programme

Department: select Culture, Communities and Business Services (CCBS)

Grant Programme: select: 'Community Buildings Capital Fund 2017/18'

Select 'Over £1000 (Standard Form)'.

Your Project (Questions 7 to 10)

Question 7 Title of project or service

For example, ‘Installation of biomass boiler’. Be as succinct as possible.

Question 8a Summary of your project

Use this section to briefly describe what you would like to do.

Question 8b Details of your project

Please describe in full the actual capital buildings work you intend to carry out. We need to understand what work will be taking place. The work should be reflected in the detail of the cost estimates/quotes provided.

Please also note here:

  • if your building is freehold or leasehold and if so who owns the building and how long the lease has to run.
  • if planning permission and/or listed building consent is required for your project and, if so, what stage of the process the application(s) is at (include your reference number(s) if you have one).
  • if you are part of a consortium please list the other agencies and the level of their involvement.

Question 8c Project outcomes

Please give full details of your project outcomes and how your project will make a difference to the organisation, the local community and society as a whole (if appropriate).  Please tell us if your project links to any local or national strategies or plans and briefly describe how your project links to the outcomes of Serving Hampshire - Strategic Plan 2017 -2021.

Please also provide details of:

  • any sustainability and environmental benefits that the project will deliver (this may be linked to your energy audit).
  • any details of any work required to meet statutory legislation.

Question 8d How you involved service users in the development of your project

Please give full details of how you identified the need for your project.  Please tell us how you consulted and engaged with your community with regards to the works you plan to do. Please tell us how you know that service users want/need this. Please include any local feedback and level of community support you have received.

Please also use this section to tell us about the full and varied open access community programme offered in your building and how this offers opportunities for the whole community.

Question 9 Project dates and frequency

Please give the estimated start and finish dates of the project. Please note that we do not fund retrospectively. Under frequency you can put one-off capital project.

Please state the expected number of the Hampshire residents who will benefit from the works to be carried out.

Finance (Questions 11 to 15)

Question 11 Financial reserves

The reserves referred to in this section are free reserves (unrestricted and undesignated funds within your organisation) i.e. funds your organisation holds that are not required for the running of your organisation during this financial year i.e. savings.  This information should tie in with your accounts.  

Organisations will not normally be eligible for grants where they hold unallocated reserves in excess of one year’s running costs. Where it is judged that unallocated reserves are unreasonably in excess of what is required or not allocated for legitimate purposes, those organisations may receive a reduced grant. All charitable organisations are expected to have an agreed reserves policy that addresses their financial risk.

Question 12 Cost detail

Please give the full breakdown of costs for your project and include any VAT costs that are not recoverable.

Please note that any grant will be based on the costs quoted which must be supported by quotes or estimates (at least three quotes or estimates for projects costing £10,000 and over). If costs rise during the term of the project after grant funding is agreed, the additional costs will have to be borne by the organisation. Funding cannot be increased once approved. If the final project costs are less than quoted, a proportionate reduction in grant funding will be applied.

Question 13 Income

Please give information on all sources of funding and other income for this project, stating clearly whether funding has been confirmed or is in progress and when the decision is expected.  Please include any funding ‘in kind’ which can be associated with the project e.g. goods, services or volunteer time. We recognise volunteers offer a range of skills and experience, but in order to keep it simple, to calculate their time, please use the national minimum wage. If a volunteer offers professional services (i.e. an architect or legal advisor) the cost of their time should be calculated using market charges.

If you have insufficient lines in this table to details all the project’s income streams, please consolidate your figures where appropriate. You must then email us separately a breakdown of these figures.

Do not include this application in this section.

Question 14a Project finance summary

A summary of the projects income and expenditure will be automatically calculated using your responses to questions 12 and 13 (online application form only). Please detail how much you are requesting remembering the criteria detailed previously (e.g. we will fund a maximum of 50% of eligible project costs). This should not be more than the project shortfall.

Question 14b How the project will be sustainable

Please confirm how any additional costs (maintenance, increase in utility bills etc) will be met by the organisation.

General information (Questions 16 to 20)

Question 18 Documentation

Please ensure you tick all appropriate boxes for documents/ insurances you have in place. As a minimum standard we would expect your organisation to meet the minimum legal requirements along with policies and procedures to cover your organisation’s programmes/activities. Generally we would expect organisations to have £10m cover for public liability and employers’ liability insurance.

Question 20 Equalities

Please answer all three parts as best you can. We are not looking for comprehensive policies – just some bullet points, for example: thorough training; information sessions, staff guidebook etc. In addition to information about your policies and procedures please outline how the aims of your project will contribute towards a, b, and c.

Examples of things which may be relevant to include are:

  • We have an equality and diversity policy. We ensure our staff receive equalities and diversity training. We actively encourage and support all sectors of the community including those having protected characteristics to take part in this project.

  • We have an open and transparent recruitment and promotion policy.

  • The organisation’s culture fully embraces diversity.

  • Our constitution/ this project focuses on fostering good community relations across all sectors of society by...

  • This project will advance equality of opportunity for everyone by…

Supplementary Question

If you are currently operating at a deficit please state how your organisation is planning to address this, and in what timeframe.

Documentation to be submitted

You only need to send the same document once over a 12 month period. If you have sent us your documents in the last 12 months please tell us the grant reference number to which they were attached if possible.

We would appreciate electronic document attachments. If, however, you only have a paper copy please write this in the documentation section and send a paper copy in to the Grants Officer (details on this page).

Where appropriate, depending on the grant sum requested, the organisation will be expected to submit supporting documentation. All documentation will be used, alongside the application form, to assess against the grant criteria.

For all applications

  • Copy of your most recent audited/independently examined annual accounts
  • Copy of your reserves policy
  • A copy of estimates for the work (If work is less than £10,000 please enclose one estimate. Otherwise at least three estimates for the work should be enclosed)
  • Copy of your community programme including list of organisations that use your premises
  • Copy of plans for major projects where appropriate (for projects costing over £50,000)
  • If planning permission is required please provide the planning reference number for your project

Grants £5000 and over

  • As for all applications, plus:
  • Adults safeguarding policy
  • Child protection policy

Grants £10,000 and over

  • As for all applications and grants £5000 and over, plus:
  • Three year business plan
  • Public liability insurance (usually £10m)
  • Employers' liability insurance (usually £10m)

Three year business plans should include a risk management plan and a marketing plan. This information sheet on business plans may be useful as a guide

Plus, for applications requesting support for capital energy efficiency projects

  • An energy audit or similar document for community building.

Further guidance on energy audits.

Monitoring Information

This information will help us to plan and fund areas of work where there are significant gaps and needs. If you need to collect this information from your staff or service users then it is important that you give them a choice as to whether they choose to give this personal information.

Contact us

CCBS Grants
Hampshire County Council
Office 2
Second Floor
Castle Hill
SO23 8UL

Telephone 01962 845390


Please read our terms and conditions before applying.

Applications should be submitted electronically. If you are unable to do this please complete the pdf form below and send it to the relevant grant department.

Community buildings capital fund form for grants over £1000