Contact: Ron Coe, ext 7150

1. Summary

The following decisions are sought.

1.1 That the proposals for the support of voluntary organisations in 2003/04, which are outlined in Appendices 2 and 3 of the report be approved.

2 Reason

2.1 To make contributions towards the costs of services provided by voluntary organisations which are compatible with the objectives, priorities and policies of the Social Services Department.

3 Other options considered and rejected

3.1 Not applicable

4 Conflicts of Interest declared by the decision-maker or a Member or Officer consulted

4.1 Not applicable

5 Dispensation granted by the Standards Committee

5.1 Not applicable

6 Reason(s) for the matter being dealt with if urgent

6.1 Not applicable.

Approved by: Date of decision:

Councillor Felicity Hindson

Contact: Ron Coe, Ext: 7150

Presenter: Alan Edwards, Ext: 7158

1. Summary

1.1 This report sets out information about the processes relating to the consideration of applications for grants to voluntary organisations and seeks the approval to the allocation of grants of £5,000 or more.

2. Background Information

2.1 The Social Services Department proposes to spend some £40.35M with voluntary organisations in the Social Care sector in 2003/04. Of this, some £38.62M will be used to purchase services under contract arrangements and £1.73M will be used for grants. Custom and practice excludes from the general grants approval process those grants supported by Central Government Specific Grants for Mental Health, Substance Misuse and HIV/AIDS (£0.2M) and deficit funding payments in support of sheltered employment and supported housing schemes (£0.65M), so that £0.88M will be used as general grant aid to voluntary organisations.

2.2 A contracted or purchased service usually results from the initiative of the Social Services Department; relates to a service which would otherwise be provided directly by the Department; represents the full cost of the service and is paid at a tendered price.

2.3 A grant usually results from the initiative of a voluntary organisation, is made in support of a service which is complementary to the work of the Social Services Department; is a contribution towards the cost of the service rather than the full cost; is subject to the financial need of the organisation rather than at a pre-agreed price; is subject to annual review and approval and is paid subject to the availability of financial resources and the policy on awarding grants.

2.4 This report is concerned with general grants to voluntary organisations and not with contracted services, Specific Grants or deficit funding payments.

2.5 During recent years there has been a steady movement away from contributing towards the cost of services by way of grants, towards the purchase of specific services. This ensures that services are more directly targeted at both the needs of the service users and the approved policies and commissioning priorities of Social Services.

3. Allocation of Grants for 2003/04

3.1 The indicative budget for grants to voluntary organisations in 2003/04, excluding all specific grants funded by Central Government and deficit funding payments, amounts to £0.88M.

3.2 At this stage, it is not possible accurately to predict the expenditure outcome but it is anticipated that there will be little or no under spending

3.3 Approval of grants of less than £5,000 is delegated to designated officers so that decisions may readily reflect local needs. It is anticipated that smaller grants to voluntary organisations, totalling some £230,000 will be approved by officers in 2003/04. A list of grant approved in this way will be made available for the information of members after the end of each financial year. Grants of £5,000 or more must be approved by the Executive Member for Social Care.

3.4 A voluntary organisation may be considered for grant aid only if it meets the Social Services Department's eligibility criteria for grants. In general terms this means that the organisation must be undertaking work which is compatible with the Department's objectives, priorities and policies and must agree to give the Department independently audited or examined statements of accounts. The group should also have investigated and, where possible, secured other sources of funding. Grants may be given only to those organisations which cannot fund themselves in any other way. The full eligibility criteria for grants are given in Appendix 1.

3.5 In dealing with applications for grants regard has been given to the Hampshire Compact and its Code of Practice.

3.6 Every organisation in receipt of recurring funding, together with any other groups requesting funding have been invited to complete application forms which were then considered by the appropriate Service Managers and County Managers to ensure that services met operational needs and strategic commissioning priorities respectively. The Department's eligibility criteria for grants have been used when assessing applications and, as grants are subject to financial need, the latest annual accounts of each organisation have been scrutinised. During this process it has been found that a number of applicants failed to meet fully the financial criteria and these are the subject of further investigation. Inflation at 2.5% has been included in recurring grants.

3.6 Appendix 2 lists proposals totalling £411,621 which are recommended for approval. Other applications, including those mentioned paragraph 3.5 above, totalling some £153,000 are awaiting further consideration and will be included in a later report.

3.7 Appendix 3 provides background information on the organisations for which grants are recommended.

3.8 Appendix 4 lists applications for grants of £5,000 or more which are not recommended for approval.

RECOMMENDATIONS

1. That the proposals for the support of voluntary organisations in 2003/04, which are outlined in Appendices 2 and 3 of the report be approved.

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

Applications for grants in 2003/04, submitted by the individual voluntary organisations included in this report.

Appendix 1

Executive Member - Social Care

21 March 2003

Grants to Voluntary Organisations, 2003/04

Eligibility Criteria for grants

The Social Services Department will consider voluntary organisations eligible for grant

aid where the following conditions are fulfilled.

1. The service is within the statutory responsibilities of the Social Services Department.

2. The service complies with the objectives, priorities and policies of the Social Services Department.

3. All other likely sources of funding have been investigated and, where possible, secured.

4. The proposal is presented in the standardised form required by the Social Services Department.

5. The organisation has a clear management structure within its constitution and accountability built into its business plan.

6. Any service which is grant aided will be subject to appropriate quality assurance and review procedures as agreed with the Social Services Department.

7. An annual independently audited or examined statement of accounts and, where required, a report on the use of funding during the previous financial year will be presented before full payment is made.

8. The organisation shall (a) have a policy of equal opportunity in both staff recruitment and service delivery (b) comply with the provisions of the Data Protection Act, 1998, Disability Discrimination Act, 1995, Health and Safety at Work Act, 1974 and Race Relations Act, 1976 and (c) provide details of its insurance arrangements in respect of staff, volunteers, users and third parties.

9. Grants will not normally be made in support of services which are provided by an organisation under contract to the Department

10. Organisations will not normally be eligible for grants where they hold balances in excess of one year's running costs. Those organisations receiving recurring funding which hold in excess of three months' running costs may receive a reduced grant.

Appendix 2

Executive Member - Social Care

21 March 2003

Grants to Voluntary Organisations, 2003/04

Allocation of grants of £5,000 or more to voluntary organisations in 2003/04

Appendix 3

Executive Member for Social Care

21 March 2003

Grants to Voluntary Organisations 2003/04

Summary of Services provided by Voluntary Organisations

Please note the paragraph numbers correspond to the numbering of proposed grants in Appendix 2 and the cash figures identify the amount of grant recommended for approval.

1. OLDER PEOPLE

1.1 Club Hampshire - £100,024

For the past year Club Hampshire has operated a range of clubs for older and disabled people. which were formerly managed by the Red Cross. The clubs provide a variety of activities for their members. An in depth review conducted in November 2002 found that Club Hampshire, through its clubs, supports the Social Services Department's promoting independence and preventative strategies. This low level support service helps prevent social isolation and provides some respite for carers. This grant is important in the context of PAF indicator C.32, providing a service to some 900 individual people per week within that category.

1.2 Age Concern Hampshire - £89,394

Age Concern Hampshire voices the concerns of older people, researches and disseminates information as to possible solutions, works in partnership with other Age Concern groups, Social Services Departments, Health Care Trusts, Housing Associations and older people themselves in establishing innovative examples of best practice whilst having regard for the quality of life of all older people. The grant is a contribution towards the core running costs of the organisation. The grant is the subject of a Grant Agreement which expires on 31 March 2004.

1.3 Age Concern Basingstoke - £14,363

Age Concern Basingstoke promotes the welfare. Independence, quality of life, well being and care of older people in rural and urban areas. It provides preventative services such as social care, clubs and home visiting. It seeks to develop new services such as activity centres and to continue to open up new avenues for the contribution of older people to the community. The grant is a contribution towards the running costs and will provide for the continuation of the extensive range of core services provided by the organisation which include advice, information, organised holidays, hospital transport and befriending. Scrutiny of the latest annual accounts has shown that the organisation does not fully meet the Department's eligibility criteria for grants in that the current net assets equate to 5.7 months' expenditure. This would suggest a reduction in grant of 22.5%. Although the service is much valued in the area the Service Manager can see no reasonable justification for waiving the criteria in this case. Consequently, inflation has been added to the grant for 2002/03 and the resultant figure has been reduced by 22.5%.

1.4 Age Concern Winchester - Co-ordinator - £6,610

Age Concern Winchester aims to promote the welfare of older people and to improve the quality of their lives by offering services that will give practical help, advice and regular care and mental stimulation. The grant is a contribution towards the cost of the salaries of the chief officer and the lunch clubs co-ordinator and also supports the core running costs of the organisation. Scrutiny of the latest annual accounts has shown that the organisation does not fully meet the Department's eligibility criteria for grants in that the current net assets equate to 7.63 months' expenditure. This would suggest a reduction in grant of 38.58% Although the organisation is increasingly utilised by older people and their families and it is important to ensure that it remains as accessible as possible, there appears to be no justification for waiving the criteria in this case. The grant recommended amounts to 61.42% of the grant made in 2002/03 but does include an element for inflation.

2. PHYSICAL DISABILITY

2.1 DEAFplus - £8,615

DEAFplus is a national charity which aims to integrate deaf and hearing people through innovative programmes of contact, information, training and social activities. The grant is a contribution towards the costs of operating two static centres which provide an information and equipment advisory service. It is the subject of a Grant Agreement which expires in 2004. The organisation also operates, under contract, a Mobile Advisory Service throughout the County.

2.2 Hampshire Centre for Independent Living - £7,354

HCIL provides independent living advice, information, training and support, based on the actual experience of disabled people, to individuals and other interested parties, thereby enabling disabled people to exercise choice and control in their everyday lives. The grant is a contribution towards the costs of the service and is the subject of a Grant Agreement which expires in 2005.

2.3 Havant and District Socially Independent Disabled - (HADSID) - £5,883

HADSID advances the education and training of disabled people and operates a work centre for the teaching of art and craft in a social environment. Approximately 30 people benefit from the workshop sessions which are available on three days each week. The grant is a contribution towards the rent of the workshop and for transporting clients who are unable to make their own arrangements.

3. LEARNING DISABILITIES

3.1 Eastleigh Advocacy Project - £19,283

This project is operated by and for people with learning disabilities and aims to develop, support and promote self-advocacy groups. It promotes the active citizenship of people with learning disabilities in their local community, enables active participation in planning and consultation processes and supports members in campaigning for the services they want. The organisation offers support training and practical experience to people with learning disabilities. It trains volunteers and supports the development and training for the Young People First group. The grant is a contribution towards the running costs of the project. Scrutiny of the latest annual accounts has shown that the organisation does not fully meet the Department's eligibility criteria for grants in that the current net assets equate to 3.5 months' expenditure. This has resulted in a recommendation which is 4.17% lower than the 2002/03 level of grant but which includes an element for inflation.

4. MENTAL HEALTH

4.1 The Trinity Centre - £13,815

The Trinity Centre provides a day centre offering food, shelter, welfare and recreational facilities for people who are homeless, have mental health problem and who misuse substances. Between 1000 and 1200 per year use the resource which provides an acupuncture service and health care. There is a furniture project which has offered a Kudos placement. There is also a laundry and bathing facilities. Scrutiny of the latest audited accounts has revealed that the organisation does not fully meet the Department's eligibility criteria for grants in that its net current assets equate to some 3.7 months' expenditure. This has resulted in a recommendation which is 5.757% lower than the 2002/03 level of grant but which includes an element for inflation.

5. CHILDREN AND FAMILIES

5.1 Winchester and District Special Needs Playschemes (SNAPS) - £5,673

SNAPS aims to provide good quality, age appropriate activities for children and young people with special needs during school holidays and during term time, out of school hours. The organisation provides stimulating and enjoyable activities for the users and respite for their parents/carers. The grant is a contribution towards the running costs of schemes for children with severe disabilities, teenage activity days, integrated schemes for children to attend local playschemes (by providing volunteers, staff, training and support for individual users), youth club activities and a 16+ group for those who have left full time education. Scrutiny of the latest annual accounts has shown that the organisation does not fully meet the Department's eligibility criteria for grants in that the current net assets equate to 8.8 months' expenditure. This has resulted in a recommendation which is 48.33% lower than the 2002/03 level of grant but which includes an element for inflation.

6. OTHER SERVICES

6.1 Hampshire Voluntary Care Groups Advisory Service - £46,161

The Hampshire Voluntary Care Groups Advisory Service works to support in excess of 100 groups in Hampshire, the majority of which are based in rural areas. The groups provide volunteers for a range of tasks including drivers for hospital and general practitioner appointments, befriending, respite for carers, shopping, collecting prescriptions, handyman tasks, etc. The grant is a contribution to the costs of employing three part-time workers, cash grants and training for the Care Groups who provide services. The part-time workers provide training, develop new groups and services, arrange insurance cover for volunteers, etc. The grant is the Department's contribution to a joint grant agreement involving the County Council and Primary Care Trusts

6.2 East Hampshire Community Transport - £16,452

The grant is a contribution towards the cost of employing a transport co-ordinator in the East Hampshire District and volunteer expenses. The scheme provides a link between the voluntary and statutory groups, in order to make efficient use of volunteers. All users of the service have special needs and 30% of users are referred by Social Services. The area in East Hampshire is very rural, and hence specialist transport is needed for older and disabled people. Scrutiny of the latest annual accounts has shown that the organisation does not fully meet the Department's eligibility criteria for grants in that the current net assets equate to 4 months' expenditure. This has resulted in a recommendation which is 8.33% lower than the 2002/03 level of grant but which includes an element for inflation.

6.3 Test Valley Community Services - £5,922

The aim of this organisation is to encourage community involvement by developing and supporting voluntary activity and by working with any person or group to promote equality in all aspects of life. It supports a number of groups and activities, produces a newsletter, gives direct help to groups in finding funds and volunteers and promotes good practice. The grant is a contribution towards the running costs. Whilst TVCS manages a range of services which fall within the purview of Social Services the organisation itself does not fall strictly within the Department's eligibility criteria for grants. However, concern has been expressed about the effect on service provision if the funding were withdrawn at this stage. Consequently, it is recommended that a grant be made for 2003/04 and that the Chief Executive of TVCS be informed that in future years funding from Social Services is likely to be approved only in respect of specific service provision.

6.4 Test Valley Community Services - Volunteer Centre - £5,125

Test Valley Community Services aims to encourage community involvement by developing and supporting voluntary activity and by working with any person or group to promote equality in all aspects of life. The proposed grant is a contribution towards the cost of employing a volunteer co-ordinator to work with potential volunteers with special needs and to recruit volunteers to work in projects for people with special needs.

6.5 Andover Advocacy Alliance - £8,702

The Andover Advocacy Alliance provides an independent advocacy service to vulnerable people in the community. Locally trained volunteers support those who may be elderly, having learning disabilities or mental health problems. Advocacy allows users to express their views or make informed decisions on a wide variety of issues. The grant is a contribution towards the running costs of the Alliance

6.6 Basingstoke and District Community Transport - Co-ordinator - £28,085

This scheme provides co-ordination of a fleet of 11 vehicles belonging to three different organisations and a comprehensive transport service for organisations catering for disabled and older people and other voluntary organisations in the Basingstoke Area. The grant is a contribution towards the salary of the co-ordinator and other running costs of the service.

6.7 Basingstoke Voluntary Services - Volunteer Bureau - £20,090

The Bureau aims to provide a focus for local volunteering. It seeks to promote the concept of volunteering, recruit and train volunteers and offers support and advice to volunteers. It also acts as a "clearing house" to bring together those agencies requiring the services of volunteers and people who wish to undertake voluntary work. The grant is a contribution towards the costs of running the service.

6.8 Havant Council of Community Service - Volunteer Bureau - £10,070

The Havant Volunteer Bureau provides a clearing house for prospective volunteers and organisations wishing to offer voluntary work. It actively recruits volunteers and raises the level of public awareness to the need for and value of voluntary work. HVB interviews and screens prospective volunteers for the Social Services Voluntary Car Scheme. The grant is a contribution towards the salary of the Bureau Organiser and other running costs of the Bureau.

Appendix 4

Executive Member for Social Care

21 March 2003

Grants to Voluntary Organisations 2003/04

Applications for grants of £5,000 or more which are not recommended for Approval

COMMENTS

1 OLDER PEOPLE

1.1/1.2 Age Concern Petersfield and District

Age Concern Petersfield and District promotes and encourages the welfare of older people in the area of East Hampshire around Petersfield. It works in co-operation with a network of local Age Concern groups and numerous voluntary and statutory organisations to provide a range of services and facilities for older people. Two applications for grants of £5,000 or more have been received. Firstly, for a contribution towards the cost of a weekly laundry service for approximately 50 older people, which has been operating for over 10 years, and secondly, a contribution towards the cost of a Home Clean Service, providing essential home cleaning for up to 150 older people. Scrutiny of the latest annual accounts has shown that the organisation does not meet the Department's eligibility criteria for grants in that the current net assets amount to six years' expenditure. The Chief Officer has explained that the Trustees of Age Concern Petersfield have decided to invest their reserves to provide income to run some of the organisation's services and every effort is made to match expenditure to income. The Chief Officer has stated that if grant aid is not forthcoming, the organisation will have to reduce expenditure and the scope of service provision. After careful consideration, and bearing in mind the high level of reserves, it is recommended the applications for grants are not approved. The Service Manager will liaise with Age Concern Petersfield following the decision.

2 CHILDREN AND FAMILIES

2.1 Aldershot and District Mencap

Aldershot and District Mencap aims to provide assistance, advice and support to people with learning disabilities and their carers in the Aldershot area. Financial assistance of £6,349 was sought towards the cost of providing a Saturday morning club for children with learning disabilities. This type of activity is not seen as a priority by the Department's local staff . In addition, Mencap failed to provide all the required documentation in support of their application. It is, therefore, recommended that a grant be not approved.

2.2 Solent Skill Quest - The Lincs Centre

The Lincs Centre is a multi-agency organisation which aims to provide a wide range of information, advice and support services to young people aged between 13 and 25. The Centre operates under the auspices of Solent Skill Quest which is an Education/Business Partnership and its Management Committee comprises officers of the Careers Service, the Youth Service, the Education Department and Eastleigh Borough Council but Social Services is not involved. The organisation sought a grant of £5,000 towards the running costs of the Centre. The existence of the Centre was not know to local staff of the Department, the services offered appear to relate to the Social Services statutory responsibilities only peripherally and would not meet a priority need for the area. In view of this it is recommended that a grant be not approved.