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 as set out in 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 None

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

4.1 None

5 Dispensation granted by the Standards Committee

5.1 None

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 seeks the approval of grants of £5,000 or more to voluntary organisations for 2003/04.

2. Background

2.1 At the Executive Member's Decision Day on 21 March 2003, grants to voluntary organisations amounting to £411,621 were approved against a budget of £0.88M.

2.2 This report seeks the approval of further grants of £5,000 or more, amounting to £96,796. Of this amount,.£71,238 will be met from the budgets for grants and £25,558 will be met from other sources.

3 Winchester and District Special Needs Play Schemes (SNAPS) - £5,307

3.1 On 21 March the Executive Member for Social Care approved a grant of £5,673 for SNAPS. This was a reduction of 48% from the base grant because of the level of financial reserves held by the organisation.

3.2 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 play schemes (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.

3.3 The organisation represents good value for the Department, its service costing only £10 per user day.

3.4 SNAPS was set up with the help of joint finance and is funded equally by the Mid Hampshire PCT, Social Services and SNAPS' own fundraising efforts. Any reduction in the Social Services Grant will be mirrored by a reduction in the PCT's grant.

3.5 The bulk of SNAPS' expenditure falls within the schools' summer holidays and by the end of March balances are always high as a result of fundraising to ensure that there are sufficient funds to provide the summer programme. Furthermore, the Charity Commissioners have advised the organisation that they should maintain a balance of a minimum of nine months' running costs whereas the Hampshire Compact and the Social Services Eligibility Criteria for grants state that organisations holding balances of more than three months' running costs may receive a reduced grant.

3.6 In the circumstances, it is recommended that the need to reduce the grant be waived and that a further grant of £5,307 be approved to restore the original base grant of £10,980.

4 Winchester Live at Home Scheme - £5,125

4.1 This is one of some fifty schemes set up throughout Britain by the Methodist Homes Care Group. The scheme, which has operated in Winchester since July 2000, aims to recruit, train and equip volunteers to provide support and friendship to older people who live in their own homes and have become isolated and lonely.

4.2 Scrutiny of the latest annual accounts has shown that the organisation does not fully meet the Departments eligibility criteria for grants in that the current net assets equate to 5.6 months' expenditure. This would suggest a reduction in grant of 21.67%. However, the accounts relate to the first full year of operation during which the scheme was steadily developing. This sustained growth is continuing and in 2003/04 the planned expenditure will be double the amount shown in the latest accounts. Bearing this in mind, the balances held equate to less than three months' expenditure and the proposed grant represents 20% of the projected expenditure

4.3 The Service Manager reports that the organisation's services are needed in the area and are well respected. Continuation of the grant at the same level as 2002/03 is recommended.

5 Basingstoke Rape and Sexual Abuse Centre - £27,900

5.1 Basingstoke Rape and Sexual Abuse Centre provides information, support and counselling to people aged 16 and over who have suffered sexual violence. The organisation trains counsellors and volunteers who give the support and promotes education and research into the subject of rape and its effects on the victim. The grant represents a contribution towards the cost of maintaining and developing this service.

5.2 Scrutiny of the annual accounts for 2001/02, which are the latest available, has shown that the organisation does not fully meet the Department's criteria for grants in that they were holding balances in excess of one year's running costs.

5.3 The Service Manager reports that during the past year, running costs have significantly increased following a forced move to new premises and salary costs have increased following recruitment to a long term staff vacancy. New volunteers have also been recruited which will increase expenditure on travel and training. This is confirmed by the organisation's business plan and the projected expenditure pattern for 2003/04 predicts an increase of over 50% compared with the 2001/02 level.

5.4 The service is currently included in a County wide review of rape and sexual abuse services for men and women which will result in a contracted service throughout the County. In the meantime, it is essential to maintain existing services and the goodwill of providers so as not to jeopardise the work which is being undertaken or the negotiations leading to the letting of a contract which will follow the review.

5.5 Bearing these circumstance in mind, it is recommended that the grant be maintained at the 2002/03 level for a further year, pending the outcome of the review of rape and sexual abuse services.

6 Southampton and New Forest MIND - £8,558

6.1 MIND seeks to provide high quality mental health services and to promote the rights and well being of people affected by mental health problems.

6.2 For some years a contract involving three elements of service has existed between the organisation and the Department in the Eastleigh Area. For operational reasons this contract has been disaggregated and organised in a more effective way. The reorganisation has resulted in the management component being left outside the revised contract arrangements.

6.3 It is planned to apportion the management costs across all contracts with Southampton and New Forest MIND during the coming year to take effect from 1 April 2004. As an interim measure it is proposed to make a grant for 2003/04 only, to meet the organisation's shortfall in management funding.

6.4 This grant will be funded from monies released by the disaggregation of the contracts and will not be debited to the grants budget of £0.88M.

7 Hart Voluntary Action - Volunteer Bureau - £8,456

7.1 Hart Voluntary Action supports the voluntary sector by offering advice, training and information and acts as an intermediary between statutory bodies and voluntary organisations. The Bureau recruits and trains volunteers and finds suitable placements for them. It strives to promote good practice within organisations which involve volunteers. The Bureau works with the Social Services Department locally on strategic developments in the Hart area.

7.2 The grant is a contribution towards the running costs. The Bureau is funded also by the Hart District Council.

7.3 Initial scrutiny of the annual accounts suggested that the organisation did not fully meet the Department's eligibility criteria for grants in that the current assets appeared to be in excess of three months' expenditure.

7.4 The organisation has explained that they have holding accounts for a number of local groups, which are restricted to those groups, and it is accepted that these funds should not be included when assessing the balance held for the purposes of Hart Voluntary Action.

7.5 Reassessment of the organisation's assets show that balances available to Hart Voluntary Action equate to less than three months' expenditure which means that the Department's criteria are fully met.

7.6 In these circumstances it is recommended that a grant of £8,456 be approved.

7.7 A bid for an additional grant of £4,912 in respect of an expansion of the service is not recommended for approval on the grounds that funding is not available for growth in this sector.

8. Crossroads Caring for Carers - £17,000

8.1 Crossroads aims to promote, offer, support and deliver high quality services for carers and people with care needs.

8.2 The organisation is committed to providing support where it is most needed - within the home. Trained, paid care workers go into the carer's home and take over the caring tasks, giving the carer an essential break.

8.3 The grant will be used to establish a much needed service in north Hampshire which will cover all user groups.

8.4 This grant will not be met from the grants budget but will be funded from elsewhere in the Social Services Budget.

9 Age Concern Romsey - £7,538

9.1 Age Concern Romsey organises, co-ordinates and enhances a range of services for older people in the Romsey area. The grant is a contribution towards the salary costs of the Service Development Officer and is needed to enable the services to continue to operate.

9.2 Initial scrutiny of the latest audited annual accounts (for year ending 31 March 2002) has shown that the organisation does not fully meet the Department's eligibility criteria for grants in that the current net assets equate to 8.83 months' expenditure. This would suggest a reduction in grant of 48.58%.

9.3 Following further investigation it has been found that this balance was artificially high due to a long term vacancy during the period of the accounts.which amounted to a saving of some £4,,000. The draft accounts for the year ending 31 March 2003 indicate balances equating to 3.5 months' expenditure.

9.4 Although this level of balances would suggest a reduction in grant of 4% the projected budget for 2003/04 predicts a further fall in the level of balances, bringing the organisation within the Department's criteria.

9.5 The organisation is currently developing a Business Plan and hopes to have this completed in the near future.

9.6 The Service Manager reports that the organisation operates with minimum infrastructure and the services, which are considered to be of high value, are provided at low cost Reduction in the grant would result in the organisation being unable to maintain its current staffing level and services would suffer. It is recommended, therefore, that the grant be maintained at the current level, subject to the audited accounts for 2002/03 showing a balance of no more than 3.5 months' expenditure.

10 East Hampshire Volunteer Bureau - £16,912

10.1 The Bureau promotes the co-ordination of volunteers and organisations in East Hampshire in order to advance education, protect health and relieve poverty and sickness.

10.2 It recruits, manages and organises the work of a large number of volunteers who are trained by the Bureau and who provide various services and support to vulnerable people of all ages. It aims to place approximately 100 new volunteers each year and plans to develop new opportunities for youth volunteering and extra-support volunteers. It has been awarded the Volunteer Development England Quality Mark for its achievements.

10.3 The Social Services grant is a contribution towards the core running costs and is used, together with a grant from the East Hampshire District Council to maintain the present service level.

10.4 Scrutiny of the annual accounts for 2001/02 has shown that the organisation does not fully meet the Department's eligibility criteria for grants in that the current assets of £19,561 equate to 8 months' running costs.

10.5 The Bureau has submitted a copy of its Business Plan, 2003 - 2006 which makes it clear that its costs for providing a constant level of service are rising faster than its income from the local authorities. The present year on year deficit is in excess of £3,500. It is anticipated that the annual accounts for 2002/03 will show that reserves have fallen to around £16,000 and current projections are that there will be further erosion to around £10,000 by the end of 2003/04. Unless the local authority grants are maintained it is predicted that the viability of the bureau will come into question during 2004/05.

10.6 The Bureau will continue to seek alternative sources of funding and research is being undertaken to establish whether a merger with Voluntary Action East Hampshire has potential to influence growth.

10.7 In view of the value of the service in the community, the financial predictions of continuing deficit and the fact that the organisation is jointly funded with East Hampshire District Council, it is recommended that no reduction be made in the level of funding for 2003/04.

11 Grants of £5,000 and less

11.1 During 2002/03 the approval of grants of £5.000 and less was delegated to designated officers so that decisions might readily reflect local needs.

11.2 The Appendix to this report lists the grants approved by officers in this way.

RECOMMENDATION

1. That the proposals for the support of voluntary organisations in 2003/04 as set out in the report be approved.

2. That the list of grants of £5,000 and less approved by officers in 2002/03 and set out in the Appendix to this report, be noted.

Appendix

Executive Member - Social Care

23 May 2003

Grants to Voluntary Organisations -

Grants of £5,000 and less approved by officers during 2002/03

Alton and Aldershot

Eastleigh and Romsey

Fareham and Gosport

Havant and Petersfield

New Forest

Winchester and Andover

County Wide

Alton and Aldershot

Basingstoke

Eastleigh and Romsey

Fareham and Gosport

Havant and Petersfield

Winchester and Andover

Alton and Aldershot

Havant and Petersfield

County Wide

Fareham and Gosport

County Wide

Alton and Aldershot

Basingstoke

Fareham and Gosport

Havant and Petersfield

New Forest

Winchester and Andover

Eastleigh and Romsey

Winchester and Andover

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.