Archived decisions

Hampshire County Council

Executive Member - Recreation and Heritage Item 1

19 February 2003

Annual Revenue Support to Community Associations for the financial year 2003/04

Report of the Director of Recreation and Heritage

Contact: Margaret Plumridge Ext: 6173

1. Summary

    The following decision is sought:

    i) That annual revenue support totalling £83,000 be awarded to 13 organisations for 2003/04 as set out below:-

Centre

£

Alton

3,500

Crofton

3,000

Denmead

3,000

Emsworth

7,000

Headley Down

15,000

Horndean

6,000

Liss

3,500

Lyndhurst

2,000

Pilands Wood

7,000

Rowner

10,000

Sarisbury

5,000

Titchfield

5,000

Wecock

13,000

Total

83,000

2. Reasons for the Recommendation

    i) To support community associations who seek to enable local people to meet the recreational, educational, social, cultural and environmental needs of their local communities.

3. Other options considered and rejected

i) making increased grants

    ii) making no grants at all

4. Conflicts of interest declared by the decision maker, or a member or officer consulted

    None

5. Dispensation granted by the Standards Committee

    Not applicable

6. Reasons for matter being dealt with, if urgent

    Not applicable

Approved by: (Signature) Date: (of decision)

Councillor J. Waddington

................................. .........................

Hampshire County Council

Executive Member - Recreation and Heritage Item 1

19 February 2003

Annual Revenue Support to Community Associations for the financial year 2003/04

Report of the Director of Recreation and Heritage

Contact: Margaret Plumridge, ext 6173

1. Introduction

1.1 The Recreation and Heritage Department works in partnership with Community Associations who seek to enable local people to meet the recreational, educational, social, cultural and environmental needs of their local communities. These organisations give local people an opportunity to participate in local activities and encourage local initiatives by people of all ages.

2. Purpose

2.1 The purpose of this report is to provide details of requests for support towards the annual revenue costs of these associations.

3. Finance

3.1 It is proposed that in 2003/04 £150,000 is set aside from the Community Support budget for Annual Revenue Support.

3.2 Appendix 1 contains a summary of the proposals for 2003/04 followed by individual reports which summarise the funding applications received to date. It also contains `indicative' figures for future funding. This information has been requested by organisations applying to this fund in order to assist with their future planning. These figures are `indicative' only and are not a guarantee of future funding levels. At the present time it is proposed to allocate funding of £83,000 to thirteen organisations. Three additional applications have been deferred as further information is required. These are Bishopstoke Community Association, Leigh Park Community Association and Portchester Community Association.

4. Conditions and criteria governing Annual Revenue Support

4.1 The policy and conditions governing this financial support were revised in June 1999. At that time it was agreed that the following criteria should be used when considering applications for this funding.

4.2 Priority should be given to organisations that:

      _ Have an area of benefit that is disadvantaged or is an area of special need.

      _ Have an area of benefit that has few or no facilities.

      _ Are new.

4.3 Organisations must demonstrate:

      _ That there is evidence of self-help and of maximising the organisations own resources

      _ That there are positive proposals for the development of the community programme and premises in order to meet local needs

      _ That the activities support the organisation's charitable aims (as stated in the Recreational Charities Act 1958)

      _ That the services provided are contributing to Hampshire County Council's Corporate Strategy.

4.4 It is expected that this financial support will, wherever practicable, reduce annually.

4 Development Plans

4.1 In the year 2002/03 it was made a condition of financial support that organisations applying for this funding should produce a development plan for both staff and volunteers, especially members of the management committee. The staff from the Community Support team have been working with organisations to assist them with this activity. Though not all organisations have yet produced plans many will be in a position to do so in 2003/04. Funding was also set aside in order that training events could be organised. In 2002/03 the following events were planned:-

      Managing People 3 events across the county

      Trustee development This is a 2 day activity taking place at Leigh

            Park community centre but is open to other organisations.

Health & Safety

        Fire safety Specifically asked for by Titchfield Community Association but will also be open to other organisations.

5 Seconded staff

6.1 A number of centres are supported by Hampshire County Council staff who are seconded to these sites. It is proposed that a review of this support should take place and a separate report brought to the Executive Member later in the year.

Recommendation

That annual revenue support totalling £83,000 be awarded to 13 organisations for 2003/04 as set out in Appendix 1.

Section 100 D - Local Government Act 1972 - Background Documents

The following documents disclose facts or matters on which this report, or an important part of it, is based and has been relied upon to a material extent in the preparation of this report.

NB the list excludes:

    1. Published works

    2. Documents which disclose exempt or confidential information as defined in the act.

TITLE LOCATION

Applications for revenue support Community Support Section of the

              Arts, Sport and Community Service, Mottisfont Court, Winchester

        Appendix 1

HAMPSHIRE COUNTY COUNCIL

RECREATION & HERITAGE - ANNUAL REVENUE FUNDING COMMUNITY ASSOCIATIONS

      Centre

      2002/03

      2003/04

      Indicative Figures

       

      £

      £

      £

      Alton

      7,000

      3500

      (6 Mths)

      Review

      Bishopstoke

      2,500

      Deferred

      Review

      Buckskin

      7,000

      Nil

      Review

      Crofton

      3,000

      3,000

      Review

      Denmead

      3,000

      3,000

      Review

      Emsworth

      7,000

      7,000

      7,000

      Headley Down

      13,750

      15,000

      15,000

      Horndean

      8,000

      6,000

      6,000

      Leigh Park

      17,000

      Deferred

      16,500

      Liss

      3,500

      3,500

      3,500

      Lyndhurst

      2,000

      2,000

      Review

      Pilands Wood

      7,000

      7,000

      Review

      Portchester

      4,500

      Deferred

      Review

      Rowner

      10,000

      10,000

      Review

      Sarisbury

      5,000

      5000

      5,000

      Titchfield

      5,000

      5,000

      Review

      Wecock

      15,000

      13,000

      Review

      Whitehill & Bordon

      4,000

      Nil

      Review

      TOTALS

      £124,250

      83,000

      		  

Alton Community Association Year 2003/04

Area of benefit

Alton

Facilities

Main Hall (200)

6 activity areas

Courtyard garden

Staff

19 management/support staff

Objectives Achieved

Strategic Review

On-line website

Members of EH consortium

Training Plan

Not Achieved

N/a

Future Objectives

Address Strategic Review

Develop day centre for older persons with learning difficulties

Quality standards accreditation

Management skills

IT

Finance

Local Knowledge

New Skills

N/a

Training needs

Recruiting new committee members

Finance 2002/03( Nov 2003)

As previous report - £20,000

Actual 2001/02 - £999

Finance 2003/04

Pre grant out turn -£26,000

Grants

EHDC £7,995

Parish £4,500

Comments

Decided not to apply for grant aid from LSC for support for adult learning classes

Review of financial situation will be required in 6 months time

Member of East Hants consortium

Criteria

Activities contribute to HCC corporate strategy

Activities support charitable aims

Participation in local community forums

Local member - Cllr Ludlow

Recommendation

This organisation is currently reviewing its future. It is therefore recommended that only 6 months funding be allocated and that the situation is reviewed when a clearer picture of its future is known. The financial situation of this organisation is stable but it requires funding to maintain it. Funding proposal £3,500 for next 6 months which is 50% of the previous year.

Buckskin and Worting Community Association Year 2003/04

Area of benefit

Buckskin and Worting area of Basingstoke

Facilities

Large Hall (120)

Small Hall (26)

Staff

None

Objectives Achieved

Survey undertaken by BDBC

Not Achieved

Team Building -new committee, some are on individual training courses

Training Plan

Future Objectives

Developing children's activities

Children's counselling service

Further training

Management skills

N/a

New Skills this year

Finance

Managing events

Training needs

Recruiting volunteers (from last year)

Forward Planning

Developing a Training Plan

Finance 2002/03 (Review Nov 2002)

Predicted outturn -£7344

Actual 2001/02 +£8500

Finance 2003/04

Predicted pre-grant outturn -£7344

Comments

Funding last year was specifically to assist with appointment of a co-ordinator. As no appointment was made these funds are still held by the Association.

Criteria

Activities/services contribute to County Council's corporate strategy

Activities support charitable aims

Local member- Cllr. Mrs. Kelly

Recommendation

As this organisation is still holding its previous year's funding because it has been unable to appoint a co-ordinator it does not require further funding at this time. Funding proposal £Nil

Crofton Community Association Year 2003/04

Area of benefit

Stubbington

Facilities

Large Centre- main hall - sports hall - 5 rooms- tennis courts - bowling green- football pitches

Staff

Manager

8 support staff 3p/t

Objectives achieved

Computing for all ages -10 pc's donated

Big band concert - 2nd one arranged

Training Plan

Not Achieved

Café/bar project

Website not begun (change of manager)

Junior Council expansion

Future Objectives

Finish Café Bar Project

Set up website

Recruit new treasurer

Assist with development of junior council

Management skills

Management experience

Good communication skills

New skills

N/a

Training needs

Financial Planning

Managing meetings

Finance 2002/2003 ( review May 2003)

As previous report -£4429

Predicted Actual -£5400 (Reviewed Staff costs)

Finance 2003/04

Pre grant outturn -£3900

Comments

The completion of the café bar project will provide this organisation with additional income. Once established, annual revenue support may no longer be required

Criteria

Activities contribute to County Council's corporate strategy

Activities support charitable aims

Centre manager actively involved in local community panels

Local member -Cllr T Knight

Recommendation

That the funding be retained at its current level until the Café/bar is fully operational. Funding proposal £3,000

Denmead Community Association Year 2003/04

Area of benefit

Denmead

Facilities

    · Former School leased from HCC

    · Main Hall (110)

    · 5 other activity areas

    ·

Staff

Part time Manager

Caretaker

Cleaner

Objectives Achieved

Building repairs completed

Not Achieved

Review of current programme

Training Plan

This Year's Objectives

    · Establishing a local community halls liaison group

    · Review Health & Safety Procedures

    · Establish a cyber café

    · Develop a training programme for volunteers

Management skills

General management

Finance

New Skills

Computerised accounting

Training needs

    · Recruiting volunteers

    · Accessing external funds

    · Developing programmes for the community

Finance 2002/03(Review Nov 2002)

As previous report -£3803

Actual 01/02 -£1570

Finance 2003/04

Pre grant outturn -£3213

Comments

    · Rental increased from £4250 to £6000.

    · This is a children's fund area

    · Medway building will need to be demolished in next 2 years

Criteria

Activities support County Council's corporate strategy

Activities support charitable aims

Positive development in community involvement

Local member - Cllr Mrs. Hindson

Cllr Mrs. Hindson supports this request

Recommendation

That the deficit of this organisation be continued to be matched in order to offset some of its rental costs. Funding proposal £3,000

Emsworth Community Association Year 2003/04.

Area of benefit

Emsworth

Facilities

Former Victorian school leased from Hampshire County Council

Small hall, 3 activity rooms

Boules court, pigeon club hut, store

Staff

Part-time premises manager

Objectives Achieved

Disabled access complete (not toilets)

Numbers increased in children's group

Not Achieved

IT Centre - under negotiation with HBC

Parent & toddler facilities - awaiting refurbishment

Indoor bowls -awaiting refurbishment

Theatre visits - no progress

Training Plan

This years Objectives

IT Centre

Progress building refurbishment

Management skills

Good management and financial controls

New Skills

N/a

Training needs

Recruiting young volunteers

Finance 2002/03(review June 2003)

Predicted +£1,525

Actual 01/02 +£18,718 increase in lettings

Finance 2003/04

Predicted pre grant +£1,975

Comments

Have raised £85,000 towards refurbishment which should progress in 2003

£25,000 allocated to refurbishment

Grant support after refurbishment should be minimal

Criteria

Activities contribute to County Council's corporate strategy

Activities support charitable aims

Positive maximising of resources

Local member - Cllr Gillet

Recommendation

It is recommended that support to this organisation is continued while it completes its refurbishment project. Funding proposal £7,000

Headley Down Community Association Year 2003/04

Area of benefit

Heatherlands Estate and Headley Down, East Hampshire

Facilities

Owned by EHDC

Main Hall

IT room

Meeting room

Staff

Part time manager

Part time Administrator

2 part-time youth club workers

Children's club staff

Cleaner

Objectives Achieved

Parental Support Group (pilot)

Homezone -phase 1 playground

Additional on line IT facilities

Member of EH consortium

Training plan

Not Achieved

Elderly club - still seeking funding

Future Objectives

Increase IT resource for poor school attendees

Implement training plan and PQASSO quality standard

Develop women's self awareness and fitness programme

Develop organisational skills of residents

Management skills

Financial management

New Skills

Midas drivers

Chairmanship

Roles and responsibilities of trustees

Training needs

Committee skills

Understanding finance

Attracting young volunteers

Finance 2002/03 (Review June 2003)

As previous report -£38,702

Predicted actual -£30,000

Finance 2003/04

Predicted pre grant -£33,000

Grant

EHDC £13,325

Parish £750

Parish £2000 (playground)

Comments

Member of East Hants Consortium

Very active Community Development programme

Very active Youth programme

Criteria

Activities contribute to County Council's corporate strategy

Activities support charitable aims

Clearly identified proposals for community development

Local member - Cllr J Filer

Recommendation

This organisation is supporting a number of development projects in this area including activities for local young people. This is putting increasing pressure on the organisation's limited finances. Funding proposal - an increase in this allocation from £13,750 to £15,000

Horndean Community Association Year 2003/04

Area of benefit

Horndean

Facilities

Grade II listed building owned by Association.

Main Hall (158)

4 other rooms (up to 40)

3 outbuildings.

Extensive grounds.

Staff

F/T Programme Manager

F/T Caretaker

P/T Administrator

P/T Bookkeeper

P/T Groundsman

P/T Cleaner

Sessional Childcare

co-ordinator

Objectives Achieved

Efficient organisation due to restructuring

Development plan for staff and volunteers initiated

Not Achieved

N/a

Future Objectives

Increase youth provision using arts programme

Increased child care provision

Site development group established

Fund raising for site development

Management skills

N/a

New Skills

New trustees induction

Training needs

Recruiting new trustees

Finance 2002/03 (Review June 2003)

As previous report - £43,328

Predicted actual -£21,000 (reduced salary costs)

Finance

Pre grant outturn +£21,000

Grant

EHDC £19,373

Parish £4,000

Comments

Still receiving staff support which should decrease during 2003.

Need to build up reserves to achieve refurbishment plan

With a very small number of trustees this organisation has made a remarkable recovery

Member of East Hants consortium

Criteria

Activities contribute to County Council's corporate strategy

Activities support charitable aims

Participation in local community forums

Local member - Cllr Mrs. Byrom

Recommendation

This organisation has been supported through a difficult period by a member of the County staff team. It is now demonstrating financial stability and has sufficient financial support from other sources to be able to maintain its position. Proposed reduction in funding from £8,000 to £6,000.

Liss Community Association Year 2003/04

Area of benefit

Liss

Facilities

Former Victorian School leased from County Council

Main Hall (100)

3 activity areas

3 small rooms

IT suite

Staff

P/T Manager

3 P/T support staff

2 after school staff

Objectives Achieved

Walking for health programme

Drama group 8 - 80

Building plan submitted

Training Plan

Not Achieved

N/a

Future Objectives

Development of building

Seminars - elderly home safety

Children's Holiday club

Develop training plan

Management skills

Decision making

Knowledge of wider community interests

New Skills

N/a

Training needs

Recruiting young volunteers and trustees

Finance 2002/03 (Review June 2003)

As previous report -£14,645

Actual 2001/02 -£4,732

Finance 2003/04

Pre grant outturn -£16,000

Grants

EHDC £6,970

Parish £2,200

Comments

Good reserves policy

Well organised

Member of East Hants consortium

Criteria

Activities contribute to County Council's corporate strategy

Activities support charitable aims

Full participation in community forums

Local member - Cllr Cartwright

Recommendation

This organisation has been funded for a number of years to assist it with rental costs. Funding proposal £3,500 - a continuation of the current level of support

Lyndhurst Community Association Year 2003/04

Area of benefit

Lyndhurst and Emery Down

Facilities

Building own by Forestry Commission

Main Hall

Small Hall

3 Activity Rooms

Staff

P/T Manager

3 P/T support staff

Objectives Achieved

ICT activities (Age Concern)

Table Tennis Club

Police Liaison - surgery on site

Not Achieved

Funds for further staff cover

Training Plan

Future Objectives

Create further ICT facilities

Improve sports activities -seeking funding

Management skills

Planning

Contact with the community

New Skills

N/a

Training needs

Knowledge of new and changing legislation

Finance 2002/03 ( Review March 2003)

As previous report -£3,446

Predicted actual +£6,600

(increase room hire)

Finance 2003/04

Pre grant outturn +£2,146

Comments

Library in building -potential for new Discovery Centre

Long term funding will need to be considered

Lack provision for early years

Criteria

Activities contribute to some of the corporate objectives

Activities support charitable aims

Local member - Cllr Kendall

Lyndhurst need funds to expand its teen youth facility

Recommendation

It is recommended that this organisation continues to be funded at its current level and that future support is reviewed next year in the context of the Discovery Centre development. Funding proposal £2,000

Pilands Wood Community Association Year 2003/04

Area of benefit

Pilands Wood, Bursledon, Eastleigh

Facilities

Main hall (200)

Small hall (100)

Meeting rm (15)

IT Suite

Staff

PT Co-ordinator

P/T Cleaner

Objectives Achieved

Activities and events at new centre

Training Plan

Not Achieved

Attracting new volunteers (building delay)

Future Objectives

Developing publicity

Training Plan (Phase 2)

Management skills

Organising events

Knowledge of legal requirements

New Skills

Managing community buildings (co-ordinator)

Training needs

Managing community buildings (volunteers)

Finance 2002/03( review June 2003)

Predicted -£12118

Finance 2003/04

Pre grant out turn -£1,000

Grant

EBC £10,000

Comments

First year in new building

Criteria

Programme still bring developed but current activities contribute to corporate strategy

Local member - Cllr House

This Association serves an area of high deprivation which is almost exclusively social housing. The objectives of the Association are to support a large number of single parents and children, to develop and enhance IT skills which improve employment prospects. In order that the Association can build on its first year of activity and further develop its programme of activity a continuation of the current level of funding is proposed for a further year.

Recommendation

It is recommended that the funding for this new project remains at its current level. Funding proposal £7,000

Rowner Community Association Year 2003/04

Area of benefit

Rowner

Facilities

Main Hall

3 activity areas

Staff

P/T Administrator

Caretaker/cleaner

Objectives Achieved

Lunch Club - March 2003

Learn with children - February 2003

Family nights

Skills plan available

Not Achieved

Kidz - No progress

Youth facility - in discussion with Gosport police

Help project - lack of interest

Future Objectives

Youth facility

Kidz

Management skills

Fundraising

New Skills

N/a

Training needs

Recruiting and retaining volunteers

Finance 2002/03( Review June 03)

As Previous report -£7,311

Actual 2001/02 -£9,633

Finance 2003/04

Pre grant out turn -£7,311

Comments

Within Public Service Agreement area

No manager. Some assistance has been given by County staff team. Need on-going professional support. Young population.

Criteria

Activities contribute to County Council's corporate strategy

Activities support charitable aims

Local member - Cllr Wright

Recommendation

It is recommended that the funding for this organisation remains at its current level. Funding proposal £10,000

Sarisbury Community Association Year 2003/04

Area of benefit

Sarisbury

Facilities

Building owned by Association

Main Hall

5 activity areas

Safe play area

Staff

P/T Manager

Assistant (6 hrs)

2 P/T Cleaners

Objectives Achieved

Attracting younger members - French classes and extended Junior drama

Training Plan

Not Achieved

N/a

Future Objectives

Training plan for volunteers

Replacement of stage

Management skills

Financial management

New Skills

Fire Safety

First aid

Training needs

Recruiting volunteers

Knowledge of new legislation

Health and Safety

Finance 2002/03 (Review March 2003)

As previous report -£5,108

Predicted actual +£1,000

(additional grants and loans)

Finance 2003/04

Pre grant out turn - £5,108

Comments

Little involvement in local community forum

All funds channelled into centre

Progress made with development of training activities

Unlikely to improve income generation

Criteria

Activities contribute to County Council's corporate strategy

Activities support charitable aims

Local member - Cllr Estlin

Recommendation

There is limited scope for further increasing the income of this organisation . It is recommended that the funding remains at its current level. Funding proposal £5,000

Titchfield Community Association Year 2003/04

Area of benefit

Titchfield

Facilities

Centre leased from Fareham BC

Main Hall (400)

9 other activity rooms

2 tennis courts

New external rooms

Staff

F/T Manager

F/T Administrator

P/TCaretaker

Objectives Achieved

Increased use of external buildings

Website under development

Training plan

Not Achieved

N/a

Future Objectives

Initiate future training plans

Community Survey

Promotion through web site

Possible incorporation of charity

Management skills

Acting as a team

Fund raising

Policy reviews

New Skills

N/a

Training needs

New legislation update

Finance 2002/03 (Review April 2003)

As previous report -£10,590

Predicted Actual +£1,583

(increased income reduced expenditure)

Finance 2003/04

Pre grant out turn - £10,000

Comments

Has excellent local newsletter

Well managed.

Criteria

Activities contribute to County Council's corporate strategy and support charitable aims.

Participation in local forums.

Local member - Cllr Harrison

Recommendation

This organisation has made major improvements to its accommodation recently and should now begin to generate increased income. It is therefore recommended that the funding be maintained at the current level for a further year to allow developments to take place. Funding proposal £5,000

Wecock Farm Community Association Year 2003/04

Area of benefit

Wecock Farm, Cowplain

Facilities

Leased from HBC. Due to be demolished and replaced with new building

Staff

1 Manager

P/T Caretaker

P/T Cleaner

Objectives Achieved

Development of further local learning opportunities - South Downs college

Child care - 2 new groups

Fitness Trail - work started

Not Achieved

Training Plan

Tenancy of new building - projected for this year

Future Objectives

Production of training plan for staff and volunteers

Tenancy of new centre

Increase further Life Long Learning |Opportunities

Complete Play Trail

Management skills

Good with volunteers

Supporting Projects

New Skills

N/a

Training needs

Knowledge of Charity Law

Managing your community building

Finance 2002/03 (Review Sept 2003)

As previous report -£13,650

Predicted Actual -£20,706

(reduced letting income)

Finance 2003/04

Pre Grant out turn -£17,871

Comments

New committee and new manager

Very small but active committee in a regeneration area

Development funds for manager's post for 3 years approximately £8,000 per annum provided separately to this application

Professional support is required to assist with the move to the new building

Criteria

Activities contribute to County Council's corporate strategy

Activities support charitable aims

Participation in local forums

Local member - Cllr Mrs. Allbright

Recommendation: This is a regeneration area. Additional funding has been allocated to this organisation in conjunction with Havant Borough Council and Portsmouth City Council in order to support the new manager's post for a period of 3 years as they are in need of professional support for the move into the new building. Funding proposal £13,000

Whitehill and Bordon Community Association Year 2003/04

Area of benefit

Whitehill and Bordon

Facilities

Main Hall (250)

Lounge

5 other rooms

Staff

P/T Manager

P/T Administrator

Caretaker/cleaner

Objectives Achieved

Business Plan developed

Management restructured

SNAP discos

Not Achieved

Training Plan

Future Objectives

Support town Health check

Lunch Club

Development of further SNAP discos

After school and day care facilities

Developing a Training Plan

Management skills

Financial controls

IT

Decision making

New Skills

N/a

Training needs

Roles and responsibilities of Trustees

Finance 2002/03 (Review Jun 2003)

As previous report -£32,891

Predicted Actual -£25,500

Finance 2003/04

Pre-grant out turn -£22,812

Grants

EHDC £17,835

Town £14,000

Comments

This Association has been through a difficult period but has successfully re-established itself.

A substantial part of the centre is used by Whitehill Town Council, CAB and Community Transport

Criteria

Small range of activities but contributes to County Council's corporate strategy and supports charitable aims.

Local member - Cllr Filer

Recommendation

This organisation is receiving sufficient funding from other sources to cover its needs. Funding proposal £Nil